> ## Documentation Index
> Fetch the complete documentation index at: https://www.adorabl.info/llms.txt
> Use this file to discover all available pages before exploring further.

# Items

> Create and manage item master records.

The **Items** list is Trail Ridge Outfitters' product catalog in adorabl — SKUs, pricing, costing, categories, and GL account resolution for sales and inventory. Open any row to edit details, check **GL postability**, and manage stock on stock-type items.

## Open Items

**1. Navigate**

1. In the sidebar, open **Commerce** (or **Inventory**).
2. Click **Items**.

## Catalog list

The list shows every item in your organization:

| Column | Meaning |
| - | - |
| **SKU** | Unique item code — click to open the item record |
| **Name** | Display name on orders and invoices |
| **Type** | **Stock** (inventory-tracked) or **Non-stock** (expense or service) |
| **Price** | Sales price used on outbound documents |
| **Cost** | Unit cost used for inventory valuation and COGS — the standard cost or the current average, depending on the costing method. Non-stock items show **—**. A stock item with no cost shows **—** with an amber warning icon; hover it for the reminder to add a cost on the item. |
| **Costing** | **Standard** or **Average (weighted)** — see [Costing methods](#costing-methods) |
| **Category** | Item category for reporting and GL inheritance |
| **Base unit** | Unit stock is counted in (see [Units of measure](https://www.adorabl.info/products/setup/units-of-measure.md)) |
| **On hand** | Total quantity across warehouses (stock items only) |

Use search to filter by SKU, name, or category. Stat tiles at the top summarize total items, stock vs non-stock counts, and inactive items.

Header actions:

| Action | Purpose |
| - | - |
| **New item** | Opens a blank item record. **Save** creates the item and stays on it. The header links **Back to Items**. |
| **Import** | Load items from a CSV — master fields plus purchasing and unit-of-measure columns — through the shared import wizard |
| **Categories** | Open item category setup for grouping and GL overrides |

## Item types

| Type | Inventory | Typical use at Trail Ridge |
| - | - | - |
| **Stock** | Tracked by warehouse; receives, shipments, and adjustments post to inventory GL | `AP-3300-NV` Apex daypack 18L, `BV-1042-BLK` Bevel bottle |
| **Non-stock** | No quantity tracking; COGS/expense posts at invoice | Gift cards, warranty labor, freight surcharges. A new organization includes **Shipping/Freight** in the **Freight** category for freight on orders and bills |

## GL postability

Every item record resolves three GL roles — **Inventory**, **COGS**, and **Revenue** — from organization defaults, category overrides, and item-level overrides. Set the organization defaults under [Item GL accounts](https://www.adorabl.info/books/setup/system-accounts.md#item-gl-accounts).

The item header shows a **Postable** or **Not postable** badge:

| Badge | Meaning |
| - | - |
| **Postable** | All required accounts are resolved; invoices, receipts, and inventory moves can post |
| **Not postable** | One or more required accounts or fields is missing — fix before go-live posting |

Common gaps for **stock** items:

* Missing **standard cost** on a Standard-cost item (required for inventory valuation)
* Unresolved **inventory**, **COGS**, or **revenue** account
* Category with incomplete GL overrides

For **non-stock** items, adorabl checks **COGS** and **revenue** only.

The **Details** tab lists specific postability issues inline. Saving an item with gaps shows a warning toast but still persists your changes — resolve issues before processing orders.

**1. Make an item postable**

1. Open the item and review badges on the summary strip.
2. On **Details**, assign a **category** and confirm GL accounts (or accept inherited defaults).
3. For stock items, choose a **costing method** and enter the **standard cost** (or a seed **average cost**).
4. Save — the badge should change to **Postable**.

## Costing methods

Each stock item carries a **Costing method** that decides what cost posts to inventory and cost of goods sold. Set it on the item **Details** tab; a category can supply a default for new items.

| Method | How cost is determined |
| - | - |
| **Standard** | You set a **Standard cost**. Receipts, shipments, and adjustments all post at that preset cost. A difference between the supplier bill and the standard cost does not change the item's cost. |
| **Average (weighted)** | adorabl maintains a perpetual weighted average. Each receipt capitalizes at its actual unit cost and blends into the average: `(quantity × average + inbound quantity × inbound cost) ÷ new quantity`. Shipments and issues relieve inventory and post cost of goods sold at the current average, which does not change on issue. |

For **Average** items:

* Enter a seed **Average cost** on a new item if you want a starting value; after the first receipt, adorabl maintains it.
* Sales returns restore quantity at the original issue cost.
* When the supplier bill differs from the receipt, the portion still on hand is revalued and the portion already sold posts to cost of goods sold.
* The last units relieve any remaining carrying value so pennies do not linger on the balance sheet.

Opening inventory imports accept either method. Non-stock items show **Not applicable**.

## Item record tabs

### Details

Edit SKU (read-only after create), name, description, type, sales price, costing method and cost, category, per-item GL overrides, and active status. **Category** includes **New category** at the bottom of the list so you can add a category without leaving the item. Set the item's **base unit** and optional **purchase** and **sales** units here. Required fields carry an asterisk; hover the info icon beside a label for guidance.

The photo beside the item name accepts a JPG, PNG, or WebP up to 5 MB. Click or drop a file to upload, and remove a photo you uploaded yourself. A commerce sync can fill the same slot; that photo is not removed from this screen.

Saving a material change asks for a reason in the bar next to **Save changes** — for example, **Price change**, **GL mapping correction**, **Discontinued**, **Costing update**, or **Landed cost factor update** — and records it on the **Item actions** tab. The **Activity** tab keeps the field-level log. See [Audit log and record history](https://www.adorabl.info/admin-and-settings/audit-log.md).

#### Landed cost factors

**Unit weight** and **Unit volume** per base unit, each with a weight or volume unit from [Units of measure](https://www.adorabl.info/products/setup/units-of-measure.md). When freight or duty is allocated by weight or volume, these values multiplied by the received quantity default the allocation factors — still editable on each allocation. See [Landed cost](https://www.adorabl.info/purchasing/landed-cost.md).

#### Customs

**HS tariff code** (6–10 digits) and **Country of origin**, chosen from a searchable list of two-letter ISO country codes (for example `US`). Older values such as `USA` load as `US`. Both are required on every item in a package before adorabl can buy an international shipping label; they become the customs line items sent to the carrier. Domestic labels do not need them. See [Shipping labels](https://www.adorabl.info/commerce/shipping-labels.md#international-shipments).

### Costing (stock items only)

The **Costing** tab shows the cost-movement ledger — each receipt, shipment, return, count adjustment, and bill variance with the quantity, unit cost, and the resulting **Average after**. The header metric shows the unit cost that will post next. **Cost basis** explains the method: average costing blends each receipt into a running unit cost, and standard costing posts the preset unit cost.

Below the ledger, the **Landed cost buildup** table lists every landed cost component applied to the item — component, per-unit amount, total, source document, a link to the allocation event, and whether the amount is an estimate or an actual. See [Landed cost](https://www.adorabl.info/purchasing/landed-cost.md).

### Units

The **Units** tab manages conversions between the item's base unit and the units you buy or sell in — for example, 1 Case = 12 Each — plus any unit-specific SKUs. Purchase orders, receipts, and bills then let you pick the unit per line and re-quote the price automatically. See [Units of measure](https://www.adorabl.info/products/setup/units-of-measure.md).

### Stock (stock items only)

The **Stock** tab appears only when **Type** is **Stock**. It includes:

| Section | What you manage |
| - | - |
| **On hand by warehouse** | Quantity at each location; negative balances show an oversold warning |
| **Purchasing** | Suppliers for this item, with **Min order qty**, **Max order qty**, **Estimate (days)**, and **Calculated lead time**. See [Supplier lead time](#supplier-lead-time) |
| **Recent transactions** | Immutable receive, adjust, shipment, and transfer history |

Header actions on stock items:

| Action | Purpose |
| - | - |
| **Receive stock** | Increase on-hand at a warehouse (PO receipt or ad-hoc receive) |
| **Adjust stock** | Correct quantity with a reason code |

See [Stock on hand](https://www.adorabl.info/products/stock-on-hand.md) for organization-wide quantity views, and [Inventory counts](https://www.adorabl.info/products/inventory-counts.md) to reconcile shelf quantities across a whole warehouse.

## Supplier lead time

On the item **Stock** tab, **Purchasing** lists every supplier you buy this item from.

**1. Add a supplier**

Search with **Search suppliers…** and click **Add supplier**. Mark one row **Preferred**. Enter **Min order qty**, **Max order qty**, and **Estimate (days)** — the manual fallback when the supplier has no receipt history.

**2. Read the calculated lead time**

**Calculated lead time** is the median days from posted receipts. With too few receipts it reads **Not enough data yet**. **View receipts** opens that supplier's receipt history for this item: purchase order, opened date, completed date, lead time in days, and the receipts.

The same receipt history for every item is on the supplier record, under **Lead time** → **View receipts**. See [Suppliers](https://www.adorabl.info/accounts-payable/suppliers.md#lead-time).

## Example: Trail Ridge Outfitters

Trail Ridge maintains \~200 SKUs. Two illustrate the catalog workflow:

**`AP-3300-NV` — Apex daypack 18L (stock)**

* Category: **Bags** — inherits `1300` inventory, `5010` COGS, `4010` revenue from [Item GL accounts](https://www.adorabl.info/books/setup/system-accounts.md#item-gl-accounts).
* Costing method: **Average (weighted)**. After receiving 100 at \$36.00 and 50 at \$39.00, the average is **\$37.00**; sales price: **\$84.00**.
* Badge: **Postable**. **Stock** tab shows 142 units at **Denver DC** and 28 at **Shopify 3PL**.

**`TR-2201` — Trail runner shoelaces (non-stock drop-ship)**

* Category: **Accessories** — no inventory account required.
* COGS and revenue resolved through category defaults.
* Badge: **Postable**. No **Stock** tab.

When a new **Headlamp Pro** SKU launches on **Standard** costing without a standard cost, it saves as **Not postable** until costing is entered — preventing premature inventory receipts.

## Related guides

> **[Products overview](https://www.adorabl.info/products/overview.md)**
>
> Items, stock, and warehouses hub.

> **[Stock on hand](https://www.adorabl.info/products/stock-on-hand.md)**
>
> Quantities across all item × warehouse pairs.

> **[Warehouses](https://www.adorabl.info/products/warehouses.md)**
>
> Locations and receiving/shipping defaults.

> **[Item GL accounts](https://www.adorabl.info/books/setup/system-accounts.md#item-gl-accounts)**
>
> Organization-wide inventory, COGS, and revenue accounts.

## Troubleshooting

> **Item shows Not postable after save**
>
> Read the inline issues on **Details**. Standard-cost stock items need a **standard cost**; all stock items need all three GL roles. Confirm [Item GL accounts](https://www.adorabl.info/books/setup/system-accounts.md#item-gl-accounts) and category overrides are complete.

> **On hand or Cost column is blank**
>
> Only **Stock** items show quantities and costs. Non-stock items display **—** in the list and **Not applicable** on the record.

> **Save is waiting for a reason**
>
> You changed a material field on the item. Pick a reason chip in the bar at the bottom of the screen, then click **Save changes**.

> **No Stock tab on the item**
>
> The tab appears only for **Stock** type. Change type on **Details** if the item should be inventory-tracked — note that type changes may affect posting rules.

> **A warning icon appears in the Cost column**
>
> The stock item has no standard or average cost, so receipts, shipments, and counts cannot value it. Open the item and enter a cost on **Details**. A cost of \$0.00 counts as set and does not warn.

> **An international label will not rate because of this item**
>
> Add the **HS tariff code** and **Country of origin** under **Customs** on the item, then rate the shipment again.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.