Method CRM Help Center

Items

Solution No. 372

OVERVIEW
How to create a new item
How to edit an existing item

SCREEN OVERVIEW
Existing items
New item
Service
Inventory part
Inventory assembly
Non-inventory part
Other charge
Subtotal
Group
Discount
Payment
Sales tax
Sales tax group
Fixed asset

Overview

In business terms, as it relates both to Method and QuickBooks, an item refers to anything that your company buys, sells, or resells in the course of business: products/services, shipping and handling charges, discounts, and sales tax (if applicable). It's helpful to think of an item as something that shows up as a line on an invoice or other sales form.

Of course items come in different types. Some, like "service" or "inventory part", refer to services or products sold by your business and can be used to keep track of those chargeable items. Others, like "subtotal" or "discount", refer to calculations you apply to a sale amount that can change the total. These are included as items in order to make it easier to apply the calculations to individual parts of an invoice or sales order, or to the whole thing.

Items help you fill out the line item area of a sales or purchase form quickly. When you choose an item from your Item List, QuickBooks fills in a description of the line item and calculates its amount for you. Because Method syncs with QuickBooks, many of the line items will be familiar to QuickBooks users.

Ultimately, items are there to streamline your sales processes and help build out the trail of breadcrumbs on a micro-level, from transaction to transaction. This in turn can help your business be more productive and more efficient in your sales and estimate transactions!

How to create a new item

In Method, items can be found in a few places. From your CRM tab group, you can access the New/Edit items screen by clicking the ellipses button (...) next to the Items drop down menu in the line item grid of the Estimates, Invoices, Sales orders, and Sales receipts tab links under the Customers tab. Additionally, you can access the screen by navigating to your CRM hover menu and selecting Quickbooks > Lists > Items and clicking on New. Any of these options will bring you to the same screen.
The screen is populated by twelve item types that include explanations of what each item should be used for (please see our Screen overview section for more information on each of these item types). Choose the item type that most closely matches the kind of item you wish to create and click on it.
Because each item type generates a somewhat different screen when clicked, your next step will require you to fill out the pertinent information into the screen fields. Keep in mind that unlike elsewhere in Method, there are no required fields you must fill out in order to save an item, so you will have to use your discretion. For more information on the fields for each individual item type, please see the Screen overview section below.
Remember to make sure Is Active is checked off to ensure the new item will appear in drop down lists.
Click Save to save the new item, or Save & Close to save the item and return to the previous screen. Once the screen is refreshed, the new item will be visible in the Existing items grid as well as all item drop down menus.

How to edit an existing item

In Method, items can be found in a few places. From your CRM tab group, you can access the New/Edit items screen by clicking the ellipses button (...) next to the Items drop down menu in the line item grid of the Estimates, Invoices, Sales orders, and Sales receipts tab links under the Customers tab. Additionally, you can access the screen by navigating to your CRM hover menu and selecting Quickbooks > Lists > Items. This will bring you to the Existing items grid.
From here you can change any of the fields associated with this item that can be accessed through Method, as well as toggle whether or not the item is active. Remember, even though Method does not require you to fill out any specific information in order to save this record, each item type is associated with a unique screen which corresponds with details about the item in your QuickBooks, so it might benefit you to fill out the required information in full.
The buttons function the same as above; once the changes have been saved, refreshing the grid will make the new version of the edited item appear both in the Existing items grid and in the associated drop down menus throughout Method.

Screen overview

The following is a breakdown of the New/edit item screen. We'll take a closer look at each element of the screen (drop down menus, buttons, etc.) so you know exactly what each element does. We hope this will be a useful "glossary" of sorts for new users!

Existing items

The Existing items grid operates in much the same way as other grids in Method (see our documentation on Grid functionality for more information) but there are some unique features we should take a look at.

The Filter by view drop down list gives you the following options:

All active items: This will display every item that has "is active" checked.
All inactive items: This will display every item that has "is active" unchecked.
All items: This will display all items currently in your Method CRM: those kicked over from QuickBooks and those created in Method itself.

The Filter by view list also allows you to view all items of a certain type. There are twelve separate types, explained in the New item section, and choosing to filter the grid in this way will display all items of the chosen type in the grid.

You can also sort and search the grid by using the following writable fields:

Full name: This represents the name of the item.
Description: In this section you can provide a brief description of the item.
Type: This is automatically generated, depending on the item type you've chosen to create.
Account: This is automatically generated, depending on which account this type is associated with in QuickBooks.
On hand: This specifically refers to product inventory, and is generated in QuickBooks.
On sales order: This value refers to the number of this particular item currently on open sales orders.
U/M (Unit of Measurement): Again, this specifically refers to products, and must be enabled through QuickBooks to be used in Method.
Price: This refers to the sales price of this item.

Clicking on New will bring up the New item screen. Clicking on Refresh will refresh the grid and display any changes that have been made.

New item

The main screen associated with New items offers you twelve "item type" options to choose from, which are pulled directly from your QuickBooks. Each of these item types has a description detailing what kind of item should be associated with that type. Each item type, when clicked, will generate a different screen. Let's take a look at each one individually.

Service

This item type is used for services your company either charges a customer for, or purchases from a vendor.

Name/number: This field can be used to identify the service by name or by number - both will be searchable in the Existing items grid.
Subitem of: Sometimes you will want to associate one item with another, perhaps to help specify the pay breakdown for a larger service (for example, "cleaning out gutters" might be a subitem of "landscaping"). Choose an existing item to associate with this item from the drop down list.
Unit of measure: This field allows you to specify how your service is measured (for example, hours, days, etc.) The options in this drop down list will be synced from QuickBooks.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Is performed by subcontractor or partner: Sometimes a service offered by your company is not carried out by your employees, but rather by a professional contractor or business partner working with you. Clicking on this check box will flag this record in QuickBooks as being subcontracted out to a third party.
Description on purchases/sales: These two writable fields allow you to include descriptions of what has been purchased (from a vendor) or sold (to a customer). This field can be used to include additional information that isn't covered in other fields on this screen.
Cost: The cost of the service to be purchased, in dollars.
Expense account: The account to be debited for the purchase.
Preferred vendor: This list is populated from QuickBooks and refers to the vendor you usually use to purchase this service.
Sales price: The amount your company charges for this service, in dollars.
Percent: (Optional) - Used to specify the rate as an added percentage to your cost. For example, set the rate to 50 and check-off the Percent box for a service that costs you $100; the rate charged to the customer will be $150.
Tax code: Choose whether or not this sales amount is tax-applicable.
Income account: This account drop down list, populated from QuickBooks, allows you to choose which account will be associated with the customer payment.

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Inventory part

This item type is used to keep track of goods your company purchases, tracks, or resells.

Name/number: This field can be used to identify the item by name or by number - both will be searchable in the Existing items grid.
Subitem of: An inventory part can be designated a subitem of another item (for example, a nut or bolt might be a subitem of a larger mechanism being sold).
Manufacturer's part number: Used to keep track of the part number when ordering from the manufacturer.
Unit of measure: This field allows you to specify how the amount of parts is measured (for example, in units, sets, etc.) The options in this drop down list will be synced from QuickBooks.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.

Sale and purchase information

Purchase description: This field allows you to provide a description of the purchased item. Use it to include additional information that isn't covered in other fields on this screen.
Cost: The price of the item purchased in dollars.
COGS account: Short for Cost of Goods Sold, the COGS account refers to the account that will be debited for the purchase of the goods. This list is populated from QuickBooks.
Preferred vendor: This list is populated from QuickBooks and refers to the vendor you usually use to purchase these goods.
Sales description: This field allows you to provide a description of what item was sold. Use it to include additional information that isn't covered in other fields on this screen.
Sales price: The amount your company charges for this item, in dollars.
Tax code: Choose whether or not this sales amount is tax-applicable.
Income account: This account drop down list, populated from QuickBooks, allows you to choose which account will be associated with the customer payment.

Inventory information

Reorder point: This value is synced from QuickBooks and refers to the number at which inventory must be reordered (for example, if your inventory should never dip below 15 units, that is your reorder point).
Asset account: The options in this drop down menu are synced from QuickBooks and refer to the account used to track the overall value of your inventory.
Quantity on hand: This value refers to the number of this particular item currently in your inventory.
Quantity on sales order: This value refers to the number of this particular item currently on open sales orders.
Quantity on order: This value refers to the number of this particular item currently being ordered from vendors.
Dimensions: These fields refer to the physical dimensions of a single unit of product: length, width, height, and weight.

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Inventory assembly

This item type is used for inventory items your company assembles before selling.

Name/number: This field can be used to identify the assembled item by name or by number - both will be searchable in the Existing items grid.
Subitem of: An assembled inventory item may be considered a part of a larger item; you can use this drop down menu to assign this item as a "subitem" of an existing item in the list.
Unit of measure: This field allows you to specify how your assembled items are measured (for example, in units, sets, etc.) The options in this drop down list will be synced from QuickBooks.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.

Sale and purchase information

Purchase description: This field allows you to provide a description of what item was purchased. Use it to include additional information that isn't covered in other fields on this screen.
Cost: The price of the item purchased in dollars.
COGS account: Short for Cost of Goods Sold, the COGS account refers to the account that will be debited for the purchase of the item. This list is populated from QuickBooks.
Preferred vendor: This list is populated from QuickBooks and refers to the vendor you usually use to purchase the item.
Sales description: This field allows you to provide a description of what item was sold. Use it to include additional information that isn't covered in other fields on this screen.
Sales price: The amount your company charges for this item, in dollars.
Tax code: Choose whether or not this sales amount is tax-applicable.
Income account: This account drop down list, populated from QuickBooks, allows you to choose which account will be associated with the customer payment.

Bill of materials

Once you have filled out the Sales and purchase and inventory information, selecting the bill of materials sub-tab will allow you to build out a list of billable materials involved with the assembly of this item. This is where you can list all materials your company needed to purchase in order to assemble this item and prepare it for shipping. This list creates a record vital to your trail of breadcrumbs as it relates to keeping track of how much it costs to produce this particular item versus what you're charging for it.

Use the drop down lists in the grid to choose the items associated with assembling this item, and list their quantities in the requisite column. When you are done, click update to finalize the list. When you save this record by clicking Save or Save & Close above, this list will be associated with this item moving forward.

Inventory information

Reorder point: This value is synced from QuickBooks and refers to the number at which inventory must be reordered (for example, if your inventory should never dip below 15 units, that is your reorder point).
Asset account: The options in this drop down menu are synced from QuickBooks and refer to the account used to track the overall value of your inventory.
Quantity on hand: This value refers to the number of this particular item currently in your inventory.
Quantity on sales order: This value refers to the number of this particular item currently on open sales orders.
Quantity on order: This value refers to the number of this particular item currently being ordered from vendors.
Dimensions: These fields refer to the physical dimensions of a single unit of product, post-assembly: length, width, height, and weight.

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Non-inventory part

This item type is used for products your company buys but does not track.

Name/number: This field can be used to identify the product by name or by number - both will be searchable in the Existing items grid.
Subitem of: A non-inventory part may be considered a subitem of an existing item already in your QuickBooks account (for example, it may be used in the construction of an assembled inventory item). You can use this drop down list to associate it with an existing item.
Manufacturer's part number: This field is usually filled in via QuickBooks, and refers to the part number assigned to this part by the manufacturer. This number is synced back and forth, and so will be identical in QuickBooks and Method.
Unit of measure: This field allows you to specify how your parts are measured (for example, in units, sets, etc.) The options in this drop down list will be synced from QuickBooks.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Used in assemblies/purchased for specific jobs: Click on this option if the item in question is used to assemble other items, or if it is purchased specifically to be used in conjunction with a particular Job (for example, a cleaning spray might be purchased specifically to be used in a Cleaning Service job).
Purchase description: This field allows you to provide a description of what item was purchased. Use it to include additional information that isn't covered in other fields on this screen.
Cost: The price of the item purchased in dollars.
Expense account: This is the account that is debited when you purchase this item.
Preferred vendor: This is the vendor from whom you most commonly purchase this item. The list is populated from your QuickBooks account.
Sales description: Use this field to provide a description of what item has been sold. Use it to include additional information that isn't covered in other fields on this screen.
Sales price: The amount your company charges for this item, in dollars.
Percent: (Optional) - Used to specify the rate as an added percentage to your cost. For example, set the rate to 50 and check-off the Percent box for an item that costs you $100; the rate charged to the customer will be $150.
Tax code: Choose whether or not this sales amount is tax-applicable.
Income account: This account drop down list, populated from QuickBooks, allows you to choose which account will be associated with the customer payment.

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Other charge

This is a catch-all option for miscellaneous items and fees that don't fit into other item categories.

Name/number: This field can be used to identify the item or fee by name or by number - both will be searchable in the Existing items grid.
Subitem of: An Other charge may be considered a subitem of an existing item already in your QuickBooks account (for example, it may be considered an unspecified charge for a particular item or service, e.g. environmental handling fees). You can use this drop down list to associate it with an existing item.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Used in assemblies/is reimbursable charge: Check this box if the item you're creating is either used to assemble other items, or is a reimbursable charge. This record will be flagged in QuickBooks.
Purchase description: This field allows you to provide a description of what item was purchased. Use it to include additional information that isn't covered in other fields on this screen.
Cost: The price of the item purchased in dollars.
Expense account: This is the account that is debited when you purchase this item.
Preferred vendor: This is the vendor from whom you most commonly purchase this item. The list is populated from your QuickBooks account.
Sales description: Use this field to provide a description of what item has been sold. Use it to include additional information that isn't covered in other fields on this screen.
Sales price: The amount your company charges for this item, in dollars.
Percent: (Optional) - Used to specify the rate as an added percentage to your cost. For example, set the rate to 50 and check-off the Percent box for an item that costs you $100; the rate charged to the customer will be $150.
Tax code: Choose whether or not this sales amount is tax-applicable.
Income account: This account drop down list, populated from QuickBooks, allows you to choose which account will be associated with the customer payment.
Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Subtotal

This option is unique in that it allows you to create a subtotal up to that point in your line item grid. This can be helpful if you have groups of items being sold that for whatever reason need to be sold in sections on the same transaction.

Name/number: This field can be used to identify the subtotal type by name or by number - both will be searchable in the Existing items grid.
Description: This field allows you to provide a description of the Subtotal item. Use it to include additional information that isn't covered in other fields on this screen.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Group

This option allows you to quickly add a group of items rather than adding them individually. This means the group of items will be expressed as a single item on your line item grid when you select this item from the drop down list. Keep in mind this list can't be altered within the line item grid of, for example, an invoice, so it's a good idea to create group items for recurring orders you know won't change.

Name/number: This field can be used to identify the item group by name or by number - both will be searchable in the Existing items grid.
Description: In this section you can provide a brief description of the group item.
Print items in group: This flags this record in QuickBooks to be printed on transaction templates the customer can view.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.

Items listed in group

This line item grid works in a similar way to line item grids elsewhere in Method, though it's highly simplified. This list will inform what items are associated with the group item you're creating. To build out a group item, ensure you have named the group item and then click prepare list to add as many line items as are necessary for this group item, using the drop down lists under the name header. Manually fill in the quantity of each item and click update to create a tally for the group item. The items you've listed will now appear as a single item on estimates, invoices, and so on - wherever you choose it from a line item grid drop down list.

Refresh: This button will refresh the grid which displays all the items listed within this Group item.
Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Discount

This option allows you to apply a one-time subtraction from a subtotal or total within the line item grid. Applicable taxes are always applied after the discount (example: applying a $10 discount to a subtotal of $100 means only $90 will be taxed).

Name: This field can be used to identify the name of the discount (helpful for tracking and easy identification).
Subitem of: You may wish to associate the discount with a particular item (for example, if you are having a sale on a particular product); you can create that association here.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Description: Provide details about the discount (for example, the reason a discount is being offered) in this writable section.
Amount: Define the amount of the discount in this section, in dollars by default.
Percent: If you want the discount amount expressed as a percentage of the total, check this box.
Tax code: Choose whether or not this discount should have taxes applied to it.
Account: Choose the account this discount applies to from this drop down list (populated from your QuickBooks).

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Payment

This option will allow you to record a partial payment that happens at the same time as the sale. There are a variety of reasons why a partial payment might be applied, depending upon your business, but this will allow you to specify the amount of the payment as well as to what account it should be applied. It will be subtracted from the subtotal or total, depending on where it is placed in the grid.

Name/number: This field can be used to identify the payment by name or by number - both will be searchable in the Existing items grid.
Description: Provide details about the payment in this writable section.
Payment method: Identify the method of payment used by choosing from the drop down menu.
Deposit to account: Indicate which account the payment should be applied to.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Sales tax

Please see our full documentation on Taxes for more information about this option.

Sales tax group

This option allows you to calculate two or more sales tax items expressed as a single item. This means the group of sales tax items will be expressed as a single number on your line item grid when you select this item from the drop down list. Keep in mind this list can't be altered within the line item grid, for example, an invoice, so it's a good idea to create sales tax group items for specific customers or orders that require multiple tax items applied to them.

Name/number: This field can be used to identify the tax group by name or by number - both will be searchable in the Existing items grid.
Description: Add details about the tax group in this writable field that aren't covered by other fields on this screen.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.

Tax items in group

This line item grid works in a similar way to line item grids elsewhere in Method, though it's highly simplified. This list will inform what sales tax items are associated with the group item you're creating. To build out a group item, ensure you have named the group item (or assigned it a number) and then click prepare list to add as many sales tax items as are necessary for this group item, using the drop down lists under the name header. Manually fill in the amount of each sales tax item and click update to create a total for the group item. The tax items you've listed will now appear as a single tax item on estimates, invoices, and so on - wherever you choose it from a line item grid drop down list.

Refresh: This button will refresh the grid which displays all the items listed within this Group item.
Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Fixed asset

This option is unique in that it refers to an asset you purchase, track, and may sell. As a result, the options available to be filled in on this screen assumes the asset is anything with monetary value (from vehicles, to land, to data servers). Take a look at the fields below for more information.

Name/number: This field can be used to identify the asset by name or by number - both will be searchable in the Existing items grid.
Asset account: The options in this drop down menu are synced from QuickBooks and refer to the account used to track the overall value of your fixed asset.
Is active?: Click on this option to ensure this item appears in the "Is active" filter by view in the Existing items grid, and so it will also appear in drop down lists throughout Method.
Acquired as new/old: Choose whether the asset was new or old when you purchased it.
Purchase description: Include any details about the purchase you feel are pertinent that aren't addressed in other fields of this screen.
Date: Identify the date of the purchase here.
Cost: Indicate how much the asset cost upon purchase.
Vendor Payee: Use this writable field to identify the vendor or payee from whom you purchased the asset.
Sales description: Include any details about the sale you feel are pertinent that aren't addressed in other fields of this screen.
Sales date: Identify the date the asset was sold.
Sales price: Indicate how much the asset sold for.
Sales expense: Include the amount the sale of the asset cost your organization (e.g. appraisal, lawyer, transfer of ownership fee's, etc).
Asset description: Describe the asset in this writable field.
Location: Identify the asset location here, if applicable.
PO number: If there was a purchase order number associated with the original purchase of your fixed asset, include it here.
Serial number: If there was a serial number associated with the original purchase of your fixed asset, include it here.
Warranty expires: If there is a warranty associated with the asset, either included during purchase or implemented prior to sale, indicate the expiry date in this field.
Notes: This section is for any additional information you feel is pertinent.

Back/new: This option will return you to the New item main list.
Save: This will save your changes and allow you to continue editing fields.
Save & close: This will save your changes and return you to the Items tab link.
Cancel: This will return you to the Items tab link without saving changes.

Created on	Jan-03-2014
Last modified on	Sep-17-2015