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Items: creating and editing an item, field by field
Items are the foundation of everything else. The fields you set here drive invoices, stock and every report.
How do I add an item in Pashkateb?
From Inventory → Items, click Create New. Enter the item name, choose a brand and item group, set the prices, VAT rate, opening balance and minimum stock, and save. The code is generated for you.
Where to find it
Inventory → Items, or /dashboard/items.
Permissions: items:view to see it, items:add to create, items:edit to change.
The list columns
The table shows the code, name, sales price, purchase price, average cost, current stock and status. You can filter, sort and customise columns exactly as on any other screen.
The form, field by field
| Field | Required? | Details |
|---|---|---|
| Item Name | ✅ | The name shown everywhere else |
| Arabic Name | No | Used in the Arabic interface and the storefront |
| Description | No | A short description |
| Barcode | No | Put your own numbering here if you have one |
| Ship Name | No | The name shown to the shipping company |
| Integration Product ID | No | Links the item to a product in Shopify or similar |
| Brand | ✅ | From the Brands screen |
| Item Group | ✅ | From the Item Groups screen |
| Sales Price | ✅ | Filled in automatically on sales invoices |
| Purchase Price | ✅ | A reference — not the same as average cost |
| VAT Rate % | ✅ | 0 to 100, applied automatically to invoice lines |
| Opening Balance / Current Stock | ✅ | Editable at creation only |
| Minimum Stock | ✅ | The reorder point |
| Image URL | No | A picture of the item |
| Status | — | Active / Inactive, Active by default |
| Maintain Stock | — | Yes / No, Yes by default |
The two fields that need attention
Current Stock locks after creation
At creation this field is the opening balance, where you enter the quantity you have today. After saving it locks and becomes Current Stock, display only.
That is because stock afterwards only moves through transactions — a purchase invoice, a sales invoice, a stock adjustment, a warehouse transfer — so that every change has a trail in the stock ledger. If you entered the wrong number, correct it with a stock adjustment, not by editing the item.
Maintain Stock
This switch decides whether the system treats the item as goods at all:
- Yes (default) — the item has a balance, is checked on invoices, and moves in the stock ledger.
- No — the item passes through with no check and no movement. That suits services, fitting fees and delivery charges.
Turn it off carefully. An item that does not maintain stock can be sold in any quantity with nothing stopping you.
Minimum stock
The level below which an item counts as low. It does not block sales, but it feeds two reports:
- Items Need Reorder — across the whole company.
- Low Stock per Warehouse — per warehouse.
Set it to something realistic: how many units cover you until a new delivery arrives.
Prices and cost
Three numbers get confused with each other:
| Number | Who sets it | What it is used for |
|---|---|---|
| Sales Price | You | Filled in automatically on sales invoices |
| Purchase Price | You | A reference, and a fallback cost when there is no average |
| Average Cost | The system | Valuing stock in reports |
You do not edit average cost. The system recalculates it as a weighted average every time a purchase invoice is submitted.
The code is generated
The item code is created as ITM-{company code}-{sequence} when you save. There is no field to type it in. If you have your own numbering, put it in Barcode.
Before you add items
You need these first:
- At least one item group — item group is required.
- At least one brand — brand is required.
If those two screens are empty, you will not be able to save any item.
Frequently Asked Questions
Why is the Current Stock field locked when I edit?
Because after creation, stock only moves through transactions: purchase and sales invoices, stock adjustments and warehouse transfers. The field is open at creation only, as an opening balance. To correct a balance, run a stock adjustment.
What happens if I switch off Maintain Stock?
The item leaves the stock system entirely: no quantity checks on invoices, no stock ledger movements, and it will not appear in stock reports. That suits services, but it also means there is no protection against overselling it.
How is the item code decided?
The system generates it automatically as ITM- followed by your company code and a sequence number. You do not type it and cannot change it. If you have your own numbering, use the Barcode field.
What is the difference between purchase price and average cost?
Purchase price is a reference number you type. Average cost is calculated by the system from submitted purchase invoices using a weighted average, and it is what reports use to value your stock.
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