Items and variants

Go to Items and create a new item. The form has three steps: Basics, Inventory and Custom Fields.

• Basics: Name (required), Base Unit, Category, Default Location, Description, Photo and Tags. Packaging rows (for example a case of 12) let you count and receive in packs.
• Inventory: SKU, Barcode, Unit Cost, Sell Price, Low Stock Alert (the level that triggers a low-stock warning), Max Stock and Initial Quantity.
• Custom Fields: any extra fields you defined in Settings → Custom Fields.

An Initial Quantity is recorded as a stock-in movement. When lot or expiry tracking is set to Required, it also needs a Batch Number or Expiry Date.

Set a SKU prefix in Settings → Inventory tracking and the Auto-fill button next to SKU suggests the next free number, such as SHOP-0042.

1. 1Create reusable attributes and their values in Settings → Variant Attributes (or with + New while editing).
2. 2On the item, switch on Multiple variants, pick the Attributes and tick the values you sell.
3. 3Every combination is generated. Give them a SKU prefix and use Apply to all to build SKUs like TEE-RED-L, or add one with + Add Variant Manually.

Each variant has its own SKU, barcode, cost, price and stock. Convert to Simple Item turns a variant item back into a simple one: the variants’ stock is merged into one, and the variants are archived with their history.

1. 1Open Items → Import Items and choose Download Blank Template.
2. 2Fill one row per item (or per variant). Columns include name, sku, barcode, category, cost, threshold and supplier. Custom fields go in cf:Field name columns.
3. 3Upload the CSV, XLSX or TSV file (up to 5,000 rows), choose the Import Mode — Create only or Create & Update (matched by SKU) — check the preview and Confirm import.

• Categories must exist before the import. Rows that fail can be downloaded with Download errors CSV.
• The item import never sets quantities. To load opening stock, use Stock → Import Stock Movements with a CSV of SKU, quantity, type and location. Write dates as 2027-03-04.
• Moving from Sortly, BoxHero or Stocky? The import page has a dedicated migration.

Settings → Units of Measure lists the built-in units and lets you add your own. Settings → Custom Fields adds fields to items, variants, locations or purchase orders — text, number, date, list, URL, currency and more. Tick Show in list to see a field as a column on the item list.

Use Print Label on an item, or select items on the list and choose Print labels. Pick the Item label or Lot label template and a size: thermal rolls (2×1, 2.25×1.25, 2.5×1.5, 4×2 in), 4×6 shipping labels, Brother (62 mm, 29×90 mm) or Avery sheets (5160, 5163, 5167). Zebra users can download a .zpl file at 203 or 300 dpi. The default size is set in Settings → Inventory tracking → Labels.

Items are never deleted: Archive hides an item from lists and pickers while its history stays intact. Turn on Include Archived on the item list to find it again, then Restore it.