Items & Inventory

Build your product and service catalogue so you can add items to invoices and POS sales quickly — no re-typing descriptions or prices each time.

What Is an Item?

An item is a saved product or service that you sell or provide. Once an item is in your catalogue you can select it by name when creating an invoice or POS sale, and OjaSuite fills in the description, unit price, and tax rate automatically.

Item Types

Adding an Item

1. Navigate to Items → New Item.
2. Enter the Item Name and an optional description.
3. Set the Unit Price and Tax Rate (if applicable).
4. Select the Type: Product or Service.
5. For Products, set the Reorder Level (the quantity at which you want a low-stock alert) and the Opening Stock for each branch.
6. Click Save Item.

Inventory Tracking

For Product-type items, OjaSuite automatically adjusts stock levels:

• Decreases — each time the item is added to an invoice or POS sale, the quantity sold is deducted from stock at the relevant branch.
• Increases — stock increases when items are imported in bulk or manually adjusted from the item's detail page.

Stock movements are logged so you can review the full history on the item detail page.

Reorder Alerts

Set a Reorder Level for any Product-type item. When the quantity on hand at any branch falls to or below this level, OjaSuite displays a low-stock alert on the dashboard. This gives you a timely reminder to reorder before you run out.

Stock per Branch

Inventory is tracked independently for each branch. An item can have a different quantity at each of your locations. To view or adjust stock across branches:

1. Open an item from the Items list.
2. The detail page shows the current stock quantity at each branch.
3. Use the Adjust Stock option to record a manual increase or decrease with a reason.

Wholesale & Retail Pricing

Each item can be assigned a Sale Type and an optional Wholesale Rate, allowing you to maintain separate pricing for retail and wholesale customers without duplicating items in your catalog.

To configure pricing on an item:

1. Open Items → New Item or edit an existing item.
2. Set the Unit Price — this is the retail rate.
3. Under Sale Type, choose Both or Wholesale only.
4. Enter a Wholesale Rate. This field is hidden if you select Retail only.
5. Save the item.

When creating an invoice or POS sale and selecting a Wholesale sale type, OjaSuite automatically uses the wholesale rate for any item that has one set. Switching back to Retail restores the standard unit prices.

Importing Items

To add a large number of items at once, use the CSV import wizard. See the Import article for full instructions.