Items in Zoho Books

Items are the products or services that you sell to your customers or buy from your vendors. Item lists is used when you:

You can manage items in the following ways


View Items

To view the existing list of items that you have created in Zoho Books:

Don’t have a list of items? click here


Create a New Item

Create a new item that could be a product you sell or a service you render to your customers.

To create a new item:

Fields Description
Type The item can either be a Product or a Service.
Name The name that you wish to display for the item when you include it in sales or purchase transactions.
Unit If you item is measured in any standardized unit like kg, pieces, etc. you can mention it here.

Sales information
Sales information

Fields Description
Rate The rate at which you sell the item to your customers. This rate will be reflected on your sales transactions like invoices for your customers.
Account The account which keeps track of the sales made for the item.
Description You can add notes for sales related to the item for your reference.

Purchase information
Purchase information

Fields Description
Rate The rate at which you purchase the item from your vendors. This rate will be reflected on your purchase transactions like bills for your vendors.
Account The account which keeps track of the purchases made for the item.
Description You can add notes for purchases related to the item for your reference.

Tax information

Fields Description
Tax The tax applied on the item. It can either be Standard Rate (5%) or Zero Rate [0%].

If the item is an Excise product, check the box It is an excise product below the Unit field.

Inventory Tracking
If you have checked the box Track Inventory for this item, you will have the following fields

Fields Description
Account The account for tracking inventory for the item.
Opening Stock Enter your opening stock of the item.
Opening Stock rate per unit The value of the Opening stock units.
Reorder Point After the inventory of the item drops below a certain point, you will receive a notification about the item units remaining.
Preferred Vendor You can add a preferred vendor for the sales or purchase transaction related to this item.

Learn more about Inventory Tracking.


Edit an item

You can edit details regarding your items. Here’s how:


Import & Export Items

You can import items into Zoho Books either as .xls (Microsoft Excel), .csv (Comma-Separated Values), .tsv (Tab-Separated Values) files, and export items created from Zoho Books in the same format.

Import Items

Download the sample file to know the correct format of the file to be imported.

Duplicate Records
Skip | If you do not want the new items from the import to replace the similar existing items, Overwrite | If you want the new items from the import to replace the similar existing items.

Character encoding By default, the character encoding is set to UTF-8 (Unicode).
Item Import - Character encoding type

Check the box Save these selections for use during future imports if you want similar settings while importing next time.


Export Items

Items can be exported in XLS/CSV/TSV format from your Zoho Books account. Here’s how:


Delete an Item

To delete an item

Deleting multiple items
You can also delete multiple items at the same time by selecting multiple items and clicking the Trash icon.

Note
Sometime you might get the following error
Delete Error

In this case, you need to delete all the sales and purchase transactions you have with this item, in order to delete it. Here’s another alternative to deal with this case.


Other Actions

You can perform the following actions on items in Zoho Books:

Mark as Inactive

Sometimes, you won’t be able to delete items as they have been included in most of your transactions. A way to deal with this would be to mark it as inactive. If you do that, the items won’t be listed the next time you make a sales or purchase transaction.

To mark an item/s as inactive:

Mark as Active

Once you mark an item as inactive, you can mark it as active again. Here’s how:


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