---
title: "Items"
canonical: "https://helpcenter.storesace.com/space/KBEN/11534337/Items"
format: markdown
---
# Items

Items are the foundation of all information in stores**ace**, representing all elements that are managed within the store and constitute the core of the business.

They should be defined in stores**ace **according to their individual classification to ensure the most accurate integration, and it's crucial that they are created correctly, following the proper steps to avoid errors.

### Item Classifications

Each type of item in stores**ace** has a distinct classification, which implies different settings with properties that make their behavior in the application and sales unique.

**There are the following six item classifications:**

# Creating Items > Macro (anchor)



To access the item creation page, go to the "Item List" page available under the General > Items menu, and click "Add." On this page, you will define the item's characteristics and go through various fields, with those marked (*) being mandatory to fill out.

## **Item Configuration**

![Screenshot_7-20250909-090828.png](media://1e4b988c-9ed7-471f-b6c9-27d02f08e089)

![Screenshot_create-20250909-102055.png](media://ec886949-69cb-4e98-a559-cee50e4c9cdd)

**1. Item Image**: This can be used to better understand the item being worked with and can be used on websites when there is subsequent integration.

**2. Area of Item Definition Fields:**

**Code**: A unique and individual code assigned to each item, which registers it in stores**ace** and can be used for searches.  
**Active?**: Defines whether the item is active or inactive.  
**Description**: The name given to the item by the user; can be used for searches, alongside the item's code.  
**Short Description 1**: An alternative, shorter designation; used to identify the item in the POS.  
**Short Description 2**: Another alternative, shorter designation; used for print orders on printers programmed for this purpose.  
**Classification**: Assigns one of the predefined classifications to the item, determining its behavior in the application.  
**VAT **(Value Added Tax): Defines the VAT rate applied when purchasing this item.  
**Type**: Defines the item type.  
**Barcode:** defines the main barcode of the item.  
**Barcode Type**: If a barcode is assigned to the item, this field defines what information will be integrated when it is scanned.  
**Item Category**: Defines the item's category.  
**Additional Taxes**: Defines additional tax rates for specific item types.

## **Organization**> Macro (anchor)



![Screenshot_9-20250909-091135.png](media://19090f4a-a410-4ec0-9ea8-dba75e50db4b)

**Family**: Defines the family and subfamily in stores**ace** to which the item is associated.  
**POS Family**: This field depends on the item's classification and is only valid for items with representation in the POS. It defines the family in the POS environment to which the item is associated.  
**Category**: Defines the category in stores**ace **to which the item is associated.  
**Accounting Group**: Defines the accounting group in stores**ace **to which the item is associated.

> ℹ️ ###### Learn more about Families and Categories in the publication [Families and Categories](https://helpcenter.storesace.com/space/KBEN/5800082).

## **Units**> Macro (anchor)



This is the field for configuring the item's units. The type of units presented in this field directly depends on the item's classification (e.g., Sales items do not have configurable stock units, as they do not generate stock).

![Screenshot_10-20250909-091231.png](media://b70b9f25-5dde-4acb-837b-2f0dfcc7976f)

**Default Unit**: The standard sales unit of the item. It is also the unit considered for the item’s key indicators (Stock, Cost Prices, and Sale Price) as well as for the configuration of minimum and maximum stock levels.

**Stock Unit**: The storage unit of the item. This unit is used for defining the physical stock in inventories and serves as the reference unit to consolidate the various units applied in the counting of each item.

**Purchase Unit**: The unit in which the item is procured from the supplier. It may differ from the Default and Stock units and is used to streamline the communication of purchase quantities to the supplier.

**Logistics Unit**: The unit employed for transfers between warehouses and stores, where it facilitates grouping in relation to the other units defined for the item.

## **Item Definitions: Tabs **> Macro (anchor)



Once all the necessary aspects of the item have been configured, everything else is defined in the tabs area at the bottom of the item's page.

The tabs vary according to the classification of the item being configured. Not all tabs are necessarily displayed on the page, depending on the classification of the item being handled.

![Screenshot_11-20250909-091415.png](media://aaf7f1d3-aa12-446a-b627-e2730008e77a)

### **POS**

This tab is present in items that have representation in the POS (Sale, Purchase/Sale, Production/Sale); it defines everything related to the presentation and behavior of the item in the POS. All fields marked with (*) are mandatory.

![Screenshot_12-20250909-091456.png](media://7ec37b4e-3695-4bd3-973d-e17e0e3900d9)

### **Complementary**

**Option Group**: Defines possible options for the item at the time of purchase, such as predefined slight modifications.  
**Max Options**: Sets the maximum number of predefined options that can be assigned to the item.  
**Complementary Items**: Defines existing complementary items in stores**ace **that can accompany the main item during the sale, with their minimum and maximum quantities, and a listing view of the complementary items associated with the main item.

### **Properties**

This tab is universal across all item classifications, where attributes of the item itself are defined. All fields marked with (*) are mandatory.

![image-20250909-110210.png](media://b0f73f2e-9b9f-4305-baf3-f9038851cabd)

### **Complementary**

**Dynamic Attributes**: It is possible to define configurable complementary attributes according to the needs of each business. The usability of this parameter can be defined in stores**ace **through settings in the Attribute Extender module in Configurations.

> ℹ️ ###### Learn more about the Attribute Extender in the publication [FAQ - Extension](https://helpcenter.storesace.com/space/EN/85558270/Extension).

**INTRASTAT**: Intended to collect information about the movement of goods between European Union countries; defines the Country of Origin, Region of Origin, and Commodity Code of the item, and information about its movements is sent to the tax authority and subsequently collected for statistical treatment.

![Screenshot_14-20250909-091708.png](media://c2d2a9c1-b67b-4626-a5ce-50c55ceead94)

### **Cardex**

Tab present in items with purchase capacity (Purchase and Purchase/Sale), where the suppliers of the item and all their nomenclature of purchase units, barcode, item codes, and purchase prices are defined; depends on the suppliers present and active in the system.

![Screenshot_15-20250909-091828.png](media://83ca4d09-69f6-43de-9985-e2b99119e32d)

Once the data of the first line of the item's cardex is defined and saved, we can then consult the cardex information in this tab.

![Screenshot_16-20250909-092225.png](media://34596164-b427-4439-8e26-6f683b407abe)

**Filter by Date**: Allows viewing the suppliers who provide the item by date, detailing the start date of purchase, the end date, and the evolution in purchase prices. This visualizes the purchase history of the item referenced to the selected date.

**Configurations**: Defines a filter for viewing suppliers in the list, based on inherent characteristics of each of them, defined in their individual detail area.

All lines in the list are in link format, and clicking each individual line leads to the editing window of the item in its relationship with the corresponding supplier.

> ℹ️ ###### Learn more about the Item Cardex settings in the publication [Suppliers](https://helpcenter.storesace.com/space/KBEN/22544385/Suppliers).

### **Recipe **> Macro (anchor)



Tab present in items without purchase capacity that depend on other items to be moved (Sale, Production/Sale and Sale). This is where the items that are involved in the sale of the item being moved should be included, making it possible to establish the necessary quantity and waste percentage.

![Screenshot_17-20250909-092739.png](media://c306fa53-f783-4fb3-83ec-9fb85d440433)

![Screenshot_18-20250909-092809.png](media://995f0a6c-4a44-4a84-881a-d6f7370b30ff)

Once the items in the Recipe are defined, it is possible to graphically assess their impact on the Last Cost Price and Average Cost Price of the item.

### **Stock**

Tab available in items that generate and/or control stock; it provides details of the documents that support the stock of the item by warehouse; depends on the store in which the purchase/sale of the item is defined; depends on the warehouses present and active in the system. The field "Stock Control?" marked with (*) is mandatory.

![Screenshot_19-20250909-092945.png](media://36601675-9212-44c1-9980-0eee31e39f71)

**Controls Stock?**: Determines if the item controls stock in its various movements.  
**Stock to Date**: Applies a filter to view stock in different warehouses up to the date of the last conducted inventory.  
**Warehouse Filter**: Applies individual warehouse view filter.  
**Grid**: Immediately presents the stock by present and active warehouse in the system, indicating the quantity of stock in its stock units.

In the displayed list, clicking the ">" sign positioned before the description of each warehouse reveals an additional menu that chronologically details the type of movement in which the item was involved.

![Screenshot_20-20250909-093058.png](media://4288ad2a-dde5-4dd4-a3bf-619f65057e0f)

Each line in the menu details the date and type of movement, including the quantity sold and the remaining quantity in stock.

All lines in the list are in link format, and when clicked, the warehouse lines lead to the editing window of relevant elements of the item's behavior in its stock. All fields marked with (*) are mandatory.

![Screenshot_21-20250909-093143.png](media://59c62e73-0bf2-4b7a-bc85-34c304be0056)

**Warehouse**: Defines in which warehouse the parameters will be set.  
**Minimum Stock**: Defines the minimum stock quantity the warehouse should work with; a warning is triggered when this value is reached.  
**Maximum Stock**: Defines the maximum stock quantity the warehouse should work with; a warning is triggered when this value is reached.  
**Location**: Defines the location of the warehouse without binding or definition character.

### **Variants**

Tab that allows defining specific variants of an item (purchase/sale); essentially designed for the retail sector, where certain items can have general characteristics as well as specific variations like color, size, etc.

![Screenshot_22-20250909-093252.png](media://7bba825f-6d20-4b15-b3b9-083ebae8da2e)

Variants can be assigned as per the item's needs, by clicking the "Add" button. The "Variant" field marked with (*) is mandatory.

![Screenshot_23-20250909-093315.png](media://bca73561-9171-47f6-b13c-a38ce7d2ac07)

**Variant**: Defines the variant to be applied to the item; a parameterizable field where a dropdown menu presents the existing system variants that can be applied to the item.

**Values**: Defines the accessory characteristic to the variant. It always depends on what is defined in the Variant field, with a direct relationship to that factor.

Variants and their values can be defined in Configurations > Extension.

> ℹ️ ###### Learn more about the Attribute Extender in the publication [FAQ - Extension](https://helpcenter.storesace.com/space/EN/85558270/Extension).

### **Components**

Tab that allows checking which other items or menus the item integrates.

![Screenshot_24-20250909-093428.png](media://6c55012c-58eb-41b3-8892-812febcc62c3)

**Derived**: Items derived from the item, indicating it's used in its recipe as an ingredient; indicates the quantities used as ingredients.

**Menus**: Details in which MENU type items the item is associated at the time of its sale.

For **generic items**, this tab allows checking which items contribute to them.

![Screenshot_25-20250909-093731.png](media://793877b1-a8f6-425f-8c60-bed75d0d5f51)

### **Price**

Tab that defines the item's sale prices; depends on previously established Price-to-Value tables, with a direct relationship: changing the price in the Price-to-Value table alters the item's price, and changing the price in this detailed area affects the item's price in the Price-to-Value table.

![Screenshot_26-20250909-093834.png](media://d921bc5f-11f5-4847-97b9-de1a93657e10)

**Max Food Cost (%)/Min Sale Margin**: Defines the maximum Food Cost percentage or Minimum Sale Margin to be applied to the item; a warning is issued if the defined value is exceeded.

**View by Stores**: Allows grouping the item's prices by Store in the list.

All lines in the list are in link format, and when clicked, each individual line leads to the editing window of relevant elements of the item's price with an indication of the item's KPIs.

![Screenshot_27-20250909-093958.png](media://40532d12-ad95-412f-9f27-1e48f1f6deca)

**Prices List**: Defines in which Sale Price Lists the item's value will be manipulated; a mandatory definition field.

**Price Definition Field**: Defines the item's prices in its various Price-to-Value ranges, which can vary according to the defined Price-to-Value range in effect in the store where the item is available for sale; all fields marked with (*) are mandatory.

**Normal**: Where the item's selling price is defined; a mandatory definition field, an item without a value assigned to the Normal Price-to-Value range cannot be placed in the POS for sale.

### **Info**

Tab that provides additional information about the item. It consists of a series of editable text fields where detailed information about the item can be written and formatted for presentation and integration on websites.

![Screenshot_28-20250909-094121.png](media://49785fbf-f6eb-4504-846f-c6aae82d40a6)

**Name**: Allows detailing the name of the additional item information.  
**Detailed Description**: Free-text, formattable field where descriptive text about the item can be entered.  
**Ingredients**: Free-text, formattable field intended to detail the list of ingredients in the item.  
**Nutritional Information**: Free-text, formattable field intended to detail nutritional information about the item.

![Screenshot_29-20250909-094140.png](media://c5044227-11fa-44dc-b95e-b2fe85108161)

All fields, except for the Name field, have a formatting toolbar that allows text formatting as needed.

### **Stores**

Tab that defines the stores in which the item is available for sale and the dates on which it is available for purchase and sale.

![Screenshot_30-20250909-094301.png](media://8a069849-dd8a-4d2b-9fac-637fd0e73884)

**Available to Purchase**: Details if the item is available for purchase by the store.  
**Available to Sale**: Details if the item is available for sale by the store.  
**Active in POS since**: Details the start date of selling the item in the store.  
**Active in POS until**: Details the end date of selling the item in the store.


All lines in the list in this tab are interactive, and clicking on any of them leads us to the editing window of these parameters presented above. All fields marked with (*) are mandatory.

![Screenshot_31-20250909-094339.png](media://2143c184-7779-46ed-b615-e5c9da1ededa)

## Completion and Synchronization

After configuring the item, there are two possible options to consider: creating the item in the system or creating and immediately synchronizing it.

![Screenshot_32-20250909-094503.png](media://78a520a0-2274-4f03-bb5e-a064cf8b16b0)

**Create**: Creates and saves the item in the system, without passing it to the POS.  
**Create & Synch**: Creates and saves the item in the system, and synchronizes the item to the POS.

Any edits or changes made to an item must be saved for them to take effect in the system. This can be done by clicking the "Save Changes" button without applying them to the external system. At this point, a notification will appear in the opposite corner of the item window with the message "Synchronization Pending!"

![Screenshot_33-20250909-094730.png](media://ecaa7ee3-f7b3-4de1-9386-9945474b49dc)

This informs the user that the changes made have not yet been synchronized with the POS, although they are already saved in the system. This can be done directly using the "Sync" button.

Alternatively, it's possible to use the button to synchronize the changes and simultaneously save them in the system.

> ⚠️ **ATTENTION**  
> ⚠️ **Due to legal requirements, any item that has already been synchronized cannot have changes made to its description or code.**

Considering specific needs for new configurations or changes that are not intended to take immediate effect in the stores, or to prevent premature synchronization, it's possible to lock or unlock the synchronization of the item for all stores or specific stores using the **[Sync Block](#Bloqueio)** tool.

## Sidebar Tool Options > Macro (anchor)



Additional toolbar located on the right side of the page. Once clicked, it presents the following options:

### Synchronization lock of Items in Items page > Macro (anchor)



It's possible to lock or unlock item synchronization, either for all stores or specific stores, using the tool available through the Sidebar Toolbar Options.

![Screenshot_35-20250909-095210.png](media://5c7c4826-cb41-4e8a-8ad2-9fb433799341)

In this tool's window, you can apply the lock to all stores or only to a selected group of stores. Additionally, you can provide a description associated with this action, which will be visible in the item's Timeline.

![Screenshot_36-20250909-095246.png](media://079912d0-14dd-4572-a44b-54004cb0a501)

# Items List > Macro (anchor)



The Items List page is where all created items in stores**ace** are listed. Here they can be viewed considering various available filters, such as Families, Categories, and Stores, along with applicable grid sorting.

![Screenshot_37-20250909-095350.png](media://8cb246c6-13dd-4034-9b3a-f603b4535e3d)

Through the sidebar toolbar of this page, you have access to a set of tools for editing and creating items.

## Massive Edition > Macro (anchor)

> Macro (anchor)



This tool allows you to edit a set of common characteristics applied to the selected items in the Items List.

![Screenshot_39-20250909-095459.png](media://e3f0c441-36d6-4332-9f3e-cab4d7434eeb)

The header of the "Massive Edition" window indicates the number of items.

Here, you can modify the Type, Item Category, Purchase VAT, and Organization settings for all selected items.

It also offers two tabs, POS and Prices, where other configurations can be altered for all selected items.

## Item Creation by File Import> Macro (anchor)



This tool, available in the sidebar options of the Items List page, enables the export of an item creation template via Excel, which can be filled out and then imported in the same window.> Macro (anchor)



By clicking "Download the example Excel file which should be used to import", you can download the Excel document with the items already existing in stores**ace**. This can be used to create new items with new rows or to edit characteristics of items already contained in this document, by changing the respective table cells.

![Screenshot_40-20250909-095548.png](media://55267303-afd1-49ef-ba1d-1021fb4c17ef)

Each column corresponds to a field on the item creation page, with auxiliary notes available in the upper-right corner of the respective cell.

![Screenshot_41-20250909-095621.png](media://bdd0dd97-161e-4df4-a1df-b3adaaeef7fb)

![Screenshot_42-20250909-095659.png](media://e90452da-8eb8-497b-81ff-8e0ccfd5937e)


Once filled out, it should be imported in the same window by selecting the file and clicking "Import." On the screen, a confirmation message will appear for the created items.

![image](media://6e9a8939-3dc3-4c61-9d22-8f3c7c375ec7)

The created or edited items become available for synchronization on the Synchronizer page or on the item's own page.