Phreebooks Inventory


Standard Fields

Field Name Description
SKU Stock Keepers Unit (see accounting terms) This is the primary name of an item for sale. It needs to be unique for each product.
Inactive Check for items no longer used. Helps hide them from reports etc.
Short Description What will appear on invoice description lines. Also can be helpful for searching. Product overview/summary.
Inventory Type See table below
Full Price The top price you sell at
Purchase Description Description that appears on Purchase orders
Sales/Income Account Income account that is effected by this item line
Inventory/Wage Account Asset or COG wage account that is effected
Cost of Sales Account COG account for item
Cost Method
  • FIFO First-in-First-Out
  • LIFO Last-in-First-Out
  • Average
Serialize Item ????
Item Cost Price paid to vendor for Item
Creation date Date item created
Last update Date item last edited
Last entry Date Date item last used in a transaction
Select Image (Remove) box Set this box to remove an image
Select Image image file name
Relative Image path Path, relative to Phreebooks main image directory that the image is in. Allows for subdirectories to organize images by category, manufacturer,


Item Weight Weight of the Item
Item_taxable Sales tax applies
Minimum Stock Level some reports flags this if you have below this amount of inventory. Along with lead time this helps manage inventory.
Reorder Quantity Default amount to reorder
Preferred Vendor Default Vendor for item
Lead Time (days) Normal time to delivery for item - helps keep inventory available
Quantity on Hand Stock on your shelf
Quantity on pO Number ordered from vendor but not yet received
Quantity on Sales order Number on sales order but not yet shipped.

Inventory types

Inventory Type Description
Stock item Something normally in stock. This with assembly, master stock, serialized, are accounted for in inventory

type accounts and calculated as part of the cost of goods sold. Typically these are physical things you can touch and don't expense.

Serialized item something with a serial number. Allows for a serial number to be assigned to a received/sold item. i.e. car,

printer, washing machine, etc. This will all for tracking by serial number of your inventory items.

Master Stock Item Item with attributes (color, size etc) to track each item yet keep them grouped together for reporting.

Master stock items have a special tab called Master Stock Attributes For an example, if we create a Master stock item called Hats we can create attributes on the mater Stock Attributes tab in Attribute1 Titled 'Size' with attribute id of LG with description as Large (LG-Large). We also create and SM-Small. For Attribute 2 we title it 'color' and create attributes of BL-Black and WT-White. The following SKUs get created:


All variations of the Master stock item start out with the same price, but after all the permeations show up and you can change the price on individual items.

Item Assembly Is the combined items of multiple stock items that make up a larger item. In the demo, bare bones computer is an assembly, made up of cpu, motherboard, disk drive, etc.
Non-stock item Things that are expensed, like office supplies, production supplies (perishable material).
Labor Labor, service and charge item are very similar. Labor was meant for charges such as in a auto repair shop where an hourly rate is charged. Quantity 3,

transmission rebuild @$50/hr = $150.00.

Service Things like delivery charge, where the rate is typically flat.
Charge Item Could be used for charge for disposal fees, recycling charge, shop supplies,


Activity Item This was intended to be used for manufacturing work orders, functionality to

be determined.

Description Only add text to the invoice. I use it for comments on returns where I add an rma but the rest is pre-typed.

Can also be used as form comments that are used frequently like 'Drop ship on customer account'.

Setting up Custom Inventory Fields


There is a way to set up extra tabs - the tabs are called categories.

  1. Click on Inventory/Setup Inventory Field Categories
  2. Press the New button (paper with a yellow highlight)
  3. A Popup will ask for a name - this is the name that goes on the Tab. For your first one I suggest Custom.
  4. In the Description, you might enter Our custom Inventory fields.
  5. The sort order tells which field comes first.
  6. Press the save button (looks like a floppy disk)

If you look at an inventory item you now have a Tab labeled custom.

Now, you will want to create your custom fields. The first example is to categorize inventory items - lets say you sell DVDs and a few CDs. We don't want to make this a fill in the blank field so only the CD class or DVD class is picked.

  1. Click on Inventory/Setup Inventory Fields
  2. Press the New button (paper with a yellow highlight)
  3. For the Field name we will put class
  4. For the Description we put "Business area"
  5. Category Area filled with your Custom Tab (if you had more tabs you would have to choose.)
  6. Select the Dropdown-list radio button (this lets us restrict the responses)
  7. Fill in the box with DVD:DVD:1,CD:CD:0,Unclassified:Unclassified:0
The 1 after DVD makes this the default all the others have to be zero.
  1. Save the field definition

Now if you goto an inventory item, you can click on the custom tab and you will see the drop down list that defaults to DVD, but lets you also Select DVD or unclassified.

A second example would be a note field where you can put information like price history, or special things that need to be remembered about this item.

Instead of the dropdown-list we will use the text box. If you select html instead of text you can put a link to a help page as the default text and Put working links in your text. A text length of 512 might be appropriate.

Other Custom field Ideas

Inventory Field Types

Importing, Updating, and Exporting Inventory

Phreebooks allows working with both tab and comma delimited files. There is a choice of single, double and none for text qualifier. If you, import/export with quotes as a text-qualifier, the quotes in the text are escaped by doubling them (" becomes "").

You can optionally use a header row.


To import or export a field, show needs to be yes for the fields you want to include. Press the edit next to the field and check the show box. You must have a SKU field as it is what uniquely identifies an item.


You can update the fields in an Item. Again you must have a SKU field in your file. The SKU and fields you are updating should be set to show = yes. If you import an item with a matching SKU, the fields you import replace the existing ones.


Similar to importing.

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