Stock items consist of 6 fields:
Category - this is simply a tag to help you find things or remind you of what they are for. Examples might be "Store Fixtures", "Cleaning Supplies", etc. (Does not print out on the purchase order.)
Vendor - the vendor from whom you buy this item at a particular unit price. If you buy the same item from different vendors, make a copy of it for each one. (Does not print out on the purchase order.)
Unit (of measure) - for example "each", "box", "lb", "ft", "pack of 3", "lot", etc.
Part Number up to 60 characters (optional). Is placed before the description on orders.
Description - up to 120 characters. Note that this can be expanded upon after a stock item is added to an order.
Unit Cost - how much one unit of the item costs. Note that you do not need to figure in discounts here - use the list price, and specify your discount in the order.
You may either sit down and add a whole list of stock items at once, or do them on an as-needed basis as you make purchase orders. Either way, once an item is in the stock list it can be re-used in any purchase order simply by double-clicking it.
To print out stock lists, see the options under Reports.
Purchase Order can import and export Stock Item data. Details here.
It is best to first put the vendor's name and address in the system, then select them in the upper section with "Show Only Stock Items For The Current Vendor" checked. In this way, the vendor's name will automatically show in the stock item vendor field in the bottom section.
When you are first starting out, you must type in Categories and Units. As you add more items you will be able to select these fields from the drop-down lists (and never type them again).
Get all the fields correct and click the New button to save a new item, or the Save button to save changes to an item.
If you have a number of items with similar descriptions, save time by clicking on one of them to load the description, make your changes, and click the new item button.
Reusing "one-time" items
In the item list on individual orders there is an option to add "one time" items. Sometimes you may want to recall one of these special items and order it again. To see them, right click on the stock items list and select "Show past one-time items".