## Zoho Billing - Product, solutions, integrations, support, and resources Index Access the complete documentation index at: https://www.zoho.com/en-sg/billing/llms.txt Use this file to discover all available documentation pages before proceeding. # Items Items in Zoho Billing represent the products and services your business sells to customers. With Zoho Billing, you can easily manage every aspect of your items, from creating them to setting default tax rates, and adding items to transactions. This ensures your sales processes are streamlined, while helping you stay compliant with tax regulations. Whether you’re selling goods, offering services, or managing stock, Zoho Billing helps you manage your items efficiently. ## Create an Item You can create items manually or import them in bulk if you’re switching from another billing management software. Creating items with accurate information makes it effortless to create transactions for customers quickly. To create an item: * Log in to your Zoho Billing organisation. * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Click **\+ New** in the top right corner. * In the _New Item_ page, fill in the following fields: * **Type**: Choose if it’s a physical good or service. **Warning:** You cannot change the **Item Type** once the item is included in a transaction. * **Name**: Enter the item name. * **SKU**: Provide the stock keeping unit. * **Unit**: Choose the item’s measurement unit (example: kg, dozen). * **HS Code**: Enter the 8-digit code for the item. * **Tax Category**: Click the **Search** icon next to the field. In the popup, search for the item’s tax category and select it based on the item type. The tax will be applied automatically based on the selected category. **Note:** GST rates (**0%**, **8%**, **9%**, or **tax-exempt**) are applied based on the selected tax category for the item. Refer to our help document to learn how a tax rate is assigned to an item and what to consider when applying tax rates. * **Drag image(s) here or Browse images**: Upload item images if any. * Check Sales information and complete the following fields: * **Selling Price**: Enter the selling price. * **Account**: Select the sales account. * **Description**: Add a brief description if necessary. You can now create transactions for the item. ## Import Items **Scenario:** Zylker Inc is migrating from another billing management system and wants to import all the existing items in bulk. Using the Import Items option, Zylker can import all the items into Zoho Billing effortlessly instead of having to add them manually. If you have existing items stored locally or you’re migrating to Zoho Billing from another billing management system, you can easily import items. To import them: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Click the **More** icon in the top right corner and select **Import Items** from the dropdown. * In the _Import_ page, click **Choose file** to select the file you want to import. **Note:** * You can only import files in **CSV**, **TSV**, and **XLS** formats. * The file size must not exceed **25 MB**. **Pro Tip:** You can download and use the sample file as a reference for the format, and if needed, fill in the data you want to import. * After you select the file, under the _Configure_ tab, complete the following fields: * **Duplicate Handling**: Select **Skip Duplicates** to ignore duplicate item entries from the import file that already exist in Zoho Billing, or **Overwrite Items** to update existing items with the details from the import file. * **Character Encoding**: The default is **UTF-8 (Unicode)**. Ensure you select the correct encoding based on your file. * **File Delimiter**: The default is **Comma(,)**. Modify it if needed based on the delimiter used in your import file. **Pro Tip:** If your file is in a different format, use an online or offline converter to convert it to one of the supported formats (**CSV**, **TSV**, or **XLSX**). * Click **Next >**. * In the _Map Fields_ tab: * **Default Date Format**: The default Decimal Format will be **1234567.89**. Click **Edit** to customize it if required. * Map the fields based on your preference. Click **Save these selections for use during future imports** if you want to reuse the mapped fields for future imports. * Next, on the _Preview_ page, review the fields you mapped, and click **Import**. Now, the file containing the items will be imported into Zoho Billing. ## Items Operations ### Manage Items #### Edit an Item To edit an item: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item you want to edit. * In the _Item Details_ page, click the **Edit** icon in the top right corner. * After you make the required changes, click **Save**. The item will now be updated with the details you’ve edited. When you create new transactions with this item, the updated information will be reflected in them. #### View All Transactions Involving an Item To view all transactions involving an item: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item for which you want to view transactions for. * In the _Item Details_ page, click the **Transactions** tab at the top. You can now see all transactions involving the item. Use the Filter By option to filter transactions by transaction type and status. #### View Item Action History To view the actions performed on an item: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item for which you want to view the action history. * In the _Item Details_ page, click the **History** tab at the top. You can now view the complete history of actions made to the item. #### View Associated Price Lists for an Item Price lists can be created for items. To view the associated price lists of an item: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item for which you view associated price lists. * In the _Item Details_ page, click the **Associated Price Lists** dropdown. The price lists linked to the item will now appear in the dropdown. **Insight:** If no price lists are associated, follow the same steps as above > click **\+ Associated Price List**, select a price list in the popup > click **Save**. #### Customize Columns in the List View Page To customize columns in the List View page: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Click the **Customize** icon in the top left corner and choose **Customize Columns** from the dropdown. * In the _Customize Columns_ popup, select the columns you want to display. * Click **Save**. The selected columns will now be visible in the _List View_ page. #### Clone an Item To clone an existing item into a new one with the same details: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item you want to clone. * In the _Item Details_ page, click More in the top right corner, and select **Clone Item** from the dropdown. * In the _New Items_ page, you’ll be shown the details of the existing item you cloned. Modify it if required, and click **Save**. The existing item will now be cloned into a new one with the same details. #### Mark an Item as Inactive To mark an item as ianctive: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item you want to mark as inactive. * In the _Item Details_ page, click **More** in the top right corner, and select **Mark as Inactive** from the dropdown. The selected item will now be marked as inactive. #### Mark an Item as Active To mark an item as active: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item you want to mark as active. * In the _Item Details_ page, click **More** in the top right corner, and select **Mark as Active** from the dropdown. The selected item will now be marked as active. #### Delete an Item **Prerequisite:** You cannot delete an item if it’s associated with transactions. First, delete the transactions that include the item, and then proceed with the deletion. Alternatively, you can [mark the item as inactive](/en-sg/billing/help/product-catalog/items/#mark-item-inactive). To delete an item: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the item you want to delete. * In the _Item Details_ page, click **More** in the top right corner, and select **Delete** from the dropdown. * In the popup, click **Delete** to confirm. The selected item will now be deleted. ### Export Actions #### Export Items **Pro Tip:** If you have more than 10,000 items, initiate a backup for your Zoho Billing data and download it instead of exporting it manually. Learn more about how to [back up your data](/en-sg/billing/help/settings/developer-space/backup-your-data.html). If you need to back up your data or migrate to another billing management system, you can export the items from Zoho Billing. Here’s how: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Click the _More_ icon in the top right corner, select **Export**, and choose **Export Items** from the dropdown. * In the _Export Items_ popup, complete the following fields: * **Select Module**: By default, the module will be _Items_. * **All Items or a Specific Period**: Choose **All Items** to include all your items in Zoho Billing in the export, or **Specific Period** to export items created within a specific date range. If you select **Specific Period**, set the _Start Date_ and _End Date_ to export items created during that time frame. * **Export Template**: Choose a template to customize the format and columns for your export. Select a template from the dropdown to export the file with your chosen fields. To create a new template, click **\+ New Template** from the dropdown. **Note:** When you create an export template, you must configure at least three fields. * **Decimal Format**: Choose how the currency for items is displayed. * **Export File Format**: Choose the format (**CSV**, **XLS**, or **XLSX**). * **Include Sensitive Personally Identifiable Information (PII) while exporting**: Check this to include sensitive details, such as custom fields if you’ve created and used any that contain sensitive information accessible only to admins of your organisation in the export. * **File Protection Password**: Enter a password to lock the file. * Click **Export**. The file will now be downloaded to your device, containing the items with your selected preferences. #### Export the Current View of Items **Pro Tip:** If you have more than 25,000 items, initiate a backup for your Zoho Billing data and download it instead of exporting it manually. Learn more about how to [back up your data](/en-sg/billing/help/settings/developer-space/backup-your-data.html). You can export the items in the same order as they appear on the Items List View page by exporting the current view of items. Here’s how: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Click the _More_ icon in the top right corner, select **Export**, and choose **Export Current View** from the dropdown. * In the _Export Current View_ popup, complete the following fields: * **Decimal Format**: Choose how the currency for item prices should be displayed. * **Export File Format**: Choose the format (**CSV**, **XLS**, or **XLSX**). * **File Protection Password**: Enter a password if you want to lock the file. * Click **Export**. The file will now be downloaded to your device, containing only the columns shown on the _Items List View_ page in Zoho Billing. ### Bulk Actions #### Update Item Fields in Bulk To update the fields in multiple items at once: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items you want to update. * Click **Bulk Update** at the top. * In the popup, select a field you want to update from the dropdown, and enter the value to use in the field. * Click **Update**. The field value you entered will now be updated in all the items. #### Update Tax Category for Items in Bulk To update the tax category for items in bulk: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items you want to update. * Click **Update Tax Category** at the top. * In the **Search Tax Category** popup, search and select the new tax category. * In the next popup, click **Update**. The selected fields in the item will now be updated with the new value. #### Create a New Transaction for Selected Items You can select multiple items at once and quickly create a sales transaction instead of adding items one by one on the transaction creation page. To create a new transaction for selected items: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items which you want to include in the transaction. * Click the _New Transaction_ dropdown at the top, and choose the sales transaction you want to create. **Note:** You can create the following sales transactions: * Quotes * Sales Orders * Invoices * Subscriptions * You’ll be redirected to the _New Transaction_ page with your selected items. Choose the customer and complete the other necessary fields. * Click **Save as Draft** to save the transaction as a draft, or **Save and Send** to send the transaction to the customer. The new transaction will now be created with the selected items. #### Mark Items as Inactive in Bulk * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items you want to mark as inactive. * Click **Mark as Inactive** at the top. The selected items will now be marked as inactive. #### Mark Items as Active in Bulk * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items you want to mark as active. * Click **Mark as Active** at the top. The selected items will now be marked as active. #### Delete Items in Bulk **Insight:** You cannot delete items that have associated transactions. First, delete the transactions that include the item; and then delete the item. Alternatively, you can [mark the items as inactive](/en-sg/billing/help/product-catalog/items/#mark-items-inactive-bulk). To delete multiple items at once: * Go to _Product Catalog_ on the left sidebar, and select **Items**. * Select the items you want to delete. * Click **Bulk Actions** in the top left corner, and select **Delete** from the dropdown. * In the popup, click **OK** to confirm. The selected items will now be deleted.