How to Manage Catalog Items

Purpose

This guide explains how to keep your item catalog accurate. You will learn how to add a new product or service, find items quickly using filters, edit the details, and group items into categories. A well-maintained catalog keeps sales, purchasing, and stock counts correct across ERPat.

Before you start

• Confirm you can open Inventory > Items in the left menu.
• Make sure the units, brands, and categories you need already exist, so you can select them on the item form. If any are missing, add them first from Inventory > Units, Inventory > Brands, or the Categories tab.
• Note that only administrators can edit or delete existing items. Any team member with inventory access can add new items and view the catalog.

Procedure

Add a new item

1. Go to Inventory > Items and stay on the Entries tab.
2. Click Add entry at the top right.
3. Enter the Title and a short Description.
4. Assign one or more Categories, then choose the Item type — Product for stocked goods, Service for non-stock offerings.
5. Optionally add Labels to help with searching and grouping.
6. In the Default Variant section, enter the Cost Price and Sell Price, choose the Unit, and optionally set a Brand and one or more Suppliers.
7. Click Save. The item appears in the Entries list.

Find an item

1. On the Entries tab, use the search box or the filter dropdowns above the list.
2. Filter by Labels, Status, Item type, Category, or Vendor to narrow the list.
3. Use the refresh button to reload the list after changes.

Edit or review an item

1. Find the item in the Entries list.
2. Open the actions menu (the gear icon) at the end of the row.
3. Choose View to open the item detail page with its variants and summary, or Edit to change its details. Editing is available to administrators only.
4. On the edit form, update any field and click Save. Changes do not affect invoices or estimates that were already created.

Organize with categories

1. On the Items page, click the Categories tab.
2. Click Add category, enter a Title and Description, set the status to Active, and click Save.
3. Reopen an item to assign it to the new category.

Expected result

Your new or edited item shows in the Entries list with the correct title, category, unit, prices, and an Active status label. Filtered searches return the item, and it becomes available for colleagues to use on invoices, estimates, and purchase orders.

Troubleshooting

• No Add entry button — your account may not have inventory access, or the module may be off. Ask your administrator.
• Cannot edit or delete an item — editing and deleting are limited to administrators. Ask an administrator to make the change.
• A unit, brand, or category is missing from the form — add it first from its own screen, then reopen the item form.
• The item does not appear after saving — clear any active filters and use the refresh button, since a filter may be hiding it.