These are general instructions only for the most common way Items are used and do not include all fields and settings for Items. Refer to the Ostendo Help menu for an explanation of all fields. Follow the process outlined in the Standard Operating Procedures and User instructions for your specific company requirements.

Items are stocked whereas Descriptors are not stocked.

  • Go to Inventory>Items to open the Item screen
  • Press the Add button to enter a new item
  • Enter the new item code using the company coding convention. There is an option to copy details from another item but you will need to change the costs (not price) which are also copied.

  • Required fields are;
    • Item Code
    • Unit (the base unit of measure). Other stocking units of measure and their conversion factor can be added under Related>Item Units.
    • Description (up to 255 characters).
    • Tax Group (use settings already defined and do not add a new record unless authorised to).
    • Standard Buy Price and Standard Sell Price.
    • Setting for Default Supply Method (Source on Demand is usually used for items that are purchased to order and not stocked).
    • Setting for Sourced By (Assembly needs to be set if a Bill of Materials for manufacture is to be created).
    • Default Issue and Receipt Warehouse and Location under the Additional Inventory Settings button.
    • If multiple sites are used set these Defaults for each site in the Item Site Settings screen under the Related button.


  • Recommended Fields are;
    • Item Standard or Average Cost depending on the Costing Method used by the company (under the Costing button).
    • Category (Sub Category is a subset of a Category if required).
    • Analysis Code.
    • Primary Supplier if the item is purchased.
    • Item Dimensions (under the Related button).
    • Item Documents and Images.
    • Notes fields.

  • Other fields of note are;
    • Barcode for base unit of measure. Barcodes for other stocking units of measure are entered in the Item Barcodes screen under the Related button.
    • Sales Warranty settings.
    • Inventory Tracking settings, esp Serial No, Revision No, Batch No, Expiry Date.
    • Create Customer Asset on issue of item to a job or sales order.
    • Add-On Sales.
    • Pricing Group if required for pricing and discounting rules.
    • Supplier and Customer pricing rules under the Pricing button.
    • Material Requirement Planning settings;
      • Lead Time (in Days).
      • Level (Qty) as minimum stock quantity.
      • Re-Order (Qty) as minimum reorder quantity MRP suggests.
      • Qty Multiple as the quantity MRP generates suggested order quantities in multiples of.
      • Usage Forecast under the Related button


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