Inventory Item Form Overview and Navigation
The Inventory Item form is the central screen for creating, viewing, and editing every product or service in AccuArk. Every field that defines an item — from its name and price to its stock levels, tax rules, and serial tracking — is managed through this form.
How to Open the Inventory Item Form
There are several ways to open the form:
| Method | Steps |
|---|---|
| From the main menu | Click Vendors & Inventory on the menu bar to open the Inventory Browser, then double-click any item |
| Add a new item | In the Inventory Browser, click the Add button on the toolbar (or press Ctrl+N) |
| From the POS | If Quick Add is enabled, creating a new item during a sale opens this form |
| From a Purchase Order | Clicking an item name in a PO line opens the item form |
New Item vs. Edit Mode
When you open the form to create a new item, all fields start empty except for defaults:
| Field | Default Value |
|---|---|
| Item Type | Physical |
| Package Type | Standard (not a package) |
| Display in POS | Checked (yes) |
| Allow Discount | Checked (yes) |
| Allow Price Change | Checked (yes) |
| Tax Type | Tax by Location |
| Base Unit of Measure | Each |
| Track Stock | Checked (yes, for Physical items) |
When you open the form to edit an existing item, all fields are populated from the database. The Item ID is shown at the top of the form as a read-only reference number.
Form Tabs
The item form is organized into tabs. Each tab covers a different aspect of the item. Tabs load their data on demand — the first time you click a tab, it fetches the relevant information from the database.
| Tab | Purpose |
|---|---|
| General Information | Core item details: name, SKU, barcode, category, class, manufacturer, cost, price, description, physical dimensions, unit of measure, and behavior settings |
| Images | Upload and manage the item's preview image for display in the POS item grid and reports |
| Pricing | View and manage promotional pricing rules (special prices, percentage discounts, dollar-off deals, BOGO, and tiered pricing) |
| Attributes | Configure optional modifiers and add-ons for the item (e.g., Size, Color, Extra Toppings) that appear at the POS |
| Sub-Items | Define the components of a Kit or Assembly package — which items are included, quantities, and optional/mandatory selections |
| Taxation | Set the tax mode (Tax Free, By Location, By Client, or By Item) and assign specific tax rates |
| Stock | View current stock levels per location and per storage zone, with reserved and available quantities |
| History | Browse the complete stock transaction history for this item — sales, purchases, adjustments, moves, builds, and more |
| Serials | Track individual units by serial number, view serial status, manage warranty information (only visible when serial tracking is enabled) |
| Sales History | View all sales activity for this item — which invoices included it, quantities sold, prices, and customers |
| Reorder Rules | Configure automatic reorder points, reorder quantities, min/max stock levels, lead times, and preferred vendors per location |
Toolbar Actions
The form toolbar provides quick access to common actions:
| Button | Action |
|---|---|
| Save | Saves all changes across all tabs. Validates required fields before saving. |
| Save & Close | Saves changes and closes the form. |
| Delete | Deletes the item permanently. Only available for existing items. Blocked if the item is used in open invoices, purchase orders, or as a sub-item in assemblies. |
| Copy | Creates a duplicate of the current item with a new ID. Copies all settings, pricing rules, sub-items, and attributes. The copy opens in a new form for editing before saving. |
Required Fields
Only the Item Name is strictly required to save an item. However, for proper operation you should also set:
- Category — needed for the item to appear in category-filtered views
- Price — needed for the item to be sold
- Cost — needed for accurate profit calculations and WAC tracking
Conditional Tabs and Fields
Some parts of the form appear or change based on item configuration:
| Condition | Effect |
|---|---|
| Item Type = Service | Physical dimensions fields are hidden. Track Stock is automatically unchecked and disabled. |
| Is Package checked | The package type selector appears (Kit or Assembly). The Sub-Items tab becomes available. |
| Package Type = Kit | Track Stock is automatically unchecked (kits have no physical stock). |
| Package Type = Assembly | Track Stock remains enabled. A Build Stock button appears on the Sub-Items tab. |
| Track Serials checked | The Serials tab becomes visible. Serial numbers must be managed for each unit. |
| Allows Attributes checked | The Attributes tab becomes active. Attributes must be defined before saving. |
Navigation Tips
- Tab order — You can press Ctrl+Tab to move to the next tab, or Ctrl+Shift+Tab to go back.
- Unsaved changes — If you try to close the form with unsaved changes, AccuArk prompts you to save or discard.
- Lazy loading — Tabs load data the first time you click them. If stock levels or history seem outdated, switch away from the tab and back to refresh.
- Item ID — The auto-generated Item ID is shown at the top of the form. Use this number when searching, creating purchase orders, or referencing items in reports.