## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/en-sg/books/help/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Items Operations

## Manage Items

### Edit an Item

To edit an item:

*   Go to _Items_ 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.

![Edit Items](/en-sg/books/help/images/items/edit-an-item.png)

*   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 _Items_ 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.

![Transaction History](/en-sg/books/help/images/items/transaction-history.png)

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 _Items_ 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.

![Item History](/en-sg/books/help/images/items/item-history-tab.png)

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 _Items_ 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.

![Associated Price Lists](/en-sg/books/help/images/items/associated-price-lists.png)

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 _Items_ on the left sidebar, and select **Items**.
*   Click the _Customize_ icon in the top left corner and choose **Customize Columns** from the dropdown.

![Customize Columns](/en-sg/books/help/images/items/customize-columns.png)

Based on your selection, the chosen columns will be displayed on the _List View_ page.

### Clone an Item

To clone an existing item into a new one with the same details:

*   Go to _Items_ 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.

![Clone Item](/en-sg/books/help/images/items/clone-item.png)

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

*   Go to _Items_ 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.

![Mark an Item as Inactive](/en-sg/books/help/images/items/mark-item-as-inactive.png)

The selected item will now be marked as inactive.

### Mark an Item as Active

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the inactive 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

**Insight:** 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.

To delete an item:

*   Go to _Items_ 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.

![Delete Items](/en-sg/books/help/images/items/delete-item.png)

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 Books data and download it instead of exporting it manually. Learn more about how to back up your data.

If you need to back up your data or migrate to another accounting system, you can export the items from Zoho Books. Here’s how:

*   Go to _Items_ 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.

![Export Items Dropdown](/en-sg/books/help/images/items/export-items-dropdown.png)

*   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 Books 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.
    
    ![Export Items](/en-sg/books/help/images/items/export-template.png)
    *   **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**.
    
    ![Export Items - 2](/en-sg/books/help/images/items/export-template2.png)

The file will now be downloaded to your device, containing the items with your selected preferences.

### Export the Current View of Items

**Pro Tip:** You can export up to **25,000** rows. If you have more rows, please initiate a backup for the data in your Zoho Books organisation. Learn more about [how to back up your data](\en-sg\books\help\settings\backup.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 _Items_ 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.
    
    ![Export Current View Dropdown](/en-sg/books/help/images/items/export-current-view-dropdown.png)
*   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**.
    
    ![Export Current View Template](/en-sg/books/help/images/items/export-current-template.png)

The file will now be downloaded to your device, containing only the columns shown on the _Items List View_ page in Zoho Books.

## Bulk Actions

### Update Item Fields in Bulk

To update the fields in multiple items at once:

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the items you want to update.
*   Click **Bulk Update** at the top.

![Bulk Update](/en-sg/books/help/images/items/bulk-update-button.png)

*   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 the Tax Category for Items in Bulk

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the items you want to update.
*   Click **Update Tax Category** at the top.

![Bulk Update Tax](/en-sg/books/help/images/items/update-tax-category-button.png)

*   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 or purchase transaction instead of adding items one by one on the transaction creation page. To create a new transaction for selected items:

*   Go to _Items_ 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 or purchase transaction you want to create.

![New Transaction](/en-sg/books/help/images/items/create-a-new-transaction.png)

**Note:** You can create the following sales and purchase transactions:

*   **Quotes**
*   **Sales Orders**
*   **Invoices**
*   **Sales Receipts**
*   **Purchase Orders**
*   **Bills**

*   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 or vendor.

The new transaction will now be created with the selected items.

### Mark Items as Inactive in Bulk

To mark multiple items as inactive at once:

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the items you want to mark as inactive.
*   Click **Mark as Inactive** at the top.

![Inactive](/en-sg/books/help/images/items/bulk-inactive.png)

The selected items will now be marked as inactive.

### Mark Items as Active in Bulk

To mark multiple inactive items as active at once:

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the inactive items you want to mark as active.
*   Click **Mark as Active** at the top.

![Active](/en-sg/books/help/images/items/bulk-active.png)

The selected items will now be marked as active.

### Delete Items in Bulk

**Insight:** You cannot delete items that have associated transactions. First you’ll need to delete the transactions that include the item; and then proceed with deleteting the item itself. Alternatively, you can mark the items as inactive.

To delete multiple items at once:

*   Go to _Items_ on the left sidebar, and select **Items**.
*   Select the items you want to delete.
*   Click the _More_ icon at the top, and select **Delete** from the dropdown.

![Bulk Delete](/en-sg/books/help/images/items/delete-bulk.png)

*   In the popup, click **OK** to confirm.

THe selected items will now be deleted.