Creating and Managing Items

Adam Graetz
Adam Graetz
  • Updated

Items represent parts, services, labor, fees, and other charges you would place on quotes, jobs, and/or quotes as line items.  ServiceTrade offers an item library used to help build quotes, jobs, and invoices.

This article guides users on how to create and manage new items and their costs in ServiceTrade. To learn about pricing items use the following article: Managing Contracts (Prices, Rules, Terms & Conditions, Etc.)

Creating a New Item

  1. First, click the My Account button in the navigation menu.
  2. Click the Items in the menu below to navigate to the Items page.
  3. Click Create Item to begin. ST-Office-Create_Item_Nav.png
  4. The next page contains a series of text fields for entering information about your new item. ST-Office-Create_Item.png
  5. Once you have entered the relevant information, click the green Save button to add the item to your account.

Descriptions of Item Fields for Creating New Items

  • Item Code - an internal code used by your company, potentially used for inventory purposes or identification in your accounting program.
  • Item Description - (required) a human-readable description of the item. This will appear on quotes, jobs, invoices, etc.
  • Service Line - the in-account Service Line associated with the item.
  • Specific to Company - use this field if this item is used only for a particular customer in your account.
  • Type - (required) a list of possible item types: Part, Material, Labor, Equipment, Inspection, Service, Subcontractor, Fee, General Conditions, or Other.
  • Standard Cost - the amount that your company typically pays for the item.
  • Taxable - check this box if you want this item to be taxed on invoices.
  • Active - check this box if the item is one that your company actively uses.

FAQs

How do I delete/deactivate an item?

  1. Click the My Account button in the navigation menu.
  2. Click the Items in the menu below to navigate to the Items page.
  3. Click an Item Description to edit the item.
  4. Set the item status to Inactive.

This will hide the item everywhere in ServiceTrade (except when searching the item list for inactive items.)

 

How do I edit an item?

  1. Click the My Account button in the navigation menu.
  2. Click the Items in the menu below to navigate to the Items page.
  3. Click an Item Description to go to the item edit page where you can update the item information.

 

How do I make an item have multiple service lines?

Items can only have one service line. You must make one item per service line, such as "Labor" (Sprinkler), "Labor" (Alarm).

Item codes must be unique. However, you can use the same description as often as you like.

 

I updated an item in the master item list, and it did not change on my job/quote/invoice.

  • If you change an item description or taxability, nothing changes on past jobs. The old description is retained.
  • It is highly recommended not to change item service lines unless you are sure they are not in use on open jobs. Consider making an additional new item if you need to use a different service line.
  • If you make an item inactive, it cannot be searched for in the item fields on jobs, quotes, invoices, etc. If the item is already on a past job/invoice/etc., it is retained so that nothing breaks.

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