Item / Product Setup Guide

How to create and maintain item records in QBM, including codes, categories, pricing structure, accounts, locations, lots, serials, and supporting lists.

Inventory & POS Item Master End-User Guide

Overview

The item record is one of the most important setup areas in QBM. Sales, purchasing, inventory, POS, reporting, and pricing all depend on clean item setup.

Use the right level of detail: only set the fields your company truly uses, but make sure the essential fields are completed consistently.

Main Screens

Screen Tab Path Use It For
Item List Inventory > Item List Find, review, print, and open item records.
New Product Inventory > New Product Create a new item record.
Item Details Inventory > Item Details Maintain the full item setup after the record exists.

Create A New Item

Tab Path: Inventory > New Product / Item Details
  1. Enter the item code, name, and description.
  2. Select the item type that matches how the item is used in your business.
  3. Choose the category, brand, model, department, and other supporting classifications as needed.
  4. Enter lookup code, UPC, barcode type, or package details if your team uses them.
  5. Review the accounts section so income, expense, cost of goods sold, and asset behavior is correct.
  6. Set location, unit, lots, serials, or component information where needed.
  7. Save the item and test it in the transaction screens that will use it.

Key Fields

Field Why It Matters
Item Code The main internal identifier used by users and reports.
Item Name The customer-facing and user-facing name of the item.
Description / Description 2 Useful for longer descriptions, printed forms, or operational detail.
Lookup Code / UPC / Barcode Helps quick search, scanning, and POS use.
Category / Brand / Model / Department Improves reporting, filtering, and item organization.
Inactive / Discontinued Controls whether the item should still be used in new business activity.
Dimensions / Weight / Package Useful when physical item detail matters for logistics or internal reference.

Important Tabs

  • General tab: basic item identity, classification, descriptions, and barcodes.
  • Accounts tab: controls how the item behaves financially in sales, purchasing, and stock movement.
  • Components tab: used when the item is a kit or assembly with component lines.
  • Locations tab: used when location-based stock detail is important.
  • Lots / Serials tabs: used for tracked inventory.
  • Custom Fields / Documents tabs: used for company-specific extra information and attachments.
Important: Only use lots, serials, and components when your business really manages items that way. Extra setup should serve a real operating need.

Supporting Lists

QBM can also maintain supporting item lists such as:

  • Product categories
  • Brands
  • Models
  • Manufacturers
  • Units of measure
  • Containers and packaging details
  • Price levels

Keep these lists tidy so users choose consistent values when new items are created.

Best Practice

  • Agree on naming and coding rules before creating many items.
  • Keep inactive or discontinued items separate from active selling items.
  • Test new items in sales, purchasing, and POS before relying on them at scale.
  • Use the existing Product Variations guide if your business manages size, color, or similar variants.
  • Review item accounts carefully, especially for stock items and assemblies.