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Items and Services

Manage your product catalog and service offerings under Master Data > Items. MyBooks helps you maintain consistent pricing, track inventory levels, and stay GST-compliant.

Creating an Item​

  1. Navigate to Master Data > Items.
  2. Click New Item.
  3. Fill in the basic details:
    • Item Name: Name of the product or service.
    • Item Type: Choose Product (physical, stock-trackable), Service, or Bundle (a single sellable item made up of other items — see Bundle Items below).
    • Category: Classify the item for filtering and reporting — see Item Categories & Item Groups below.
    • SKU/Item Code: Your internal stock-keeping unit code.
    • HSN/SAC Code: Required for GST — HSN for goods, SAC for services.
  4. Switch to the Sales tab:
    • Set the Selling Price and the default Income Account (e.g., Sales).
    • Select the applicable Tax (e.g., GST 18%).
  5. Switch to the Purchase tab:
    • Set the Cost Price and the default Expense Account.
    • Select the applicable purchase tax.
  6. Click Save.

Inventory Tracking​

To track stock levels for a Goods-type item:

  1. In the Item form, enable the Track Inventory toggle.
  2. Enter the Opening Stock quantity and Opening Stock Rate (cost per unit).
  3. Set a Reorder Point to get notified when stock is running low.
  4. Select the Unit of Measure (UoM) — managed in Settings > Unit of Measure.

MyBooks automatically adjusts stock when:

  • An Invoice is saved → stock decreases.
  • A Purchase Bill is saved → stock increases.
  • A Stock Adjustment is made → direct adjustment.

Units of Measure (UoM)​

Every item is stocked and sold in a Unit of Measure (UoM) — for example Pieces, Kilograms, or Boxes. Units are managed under Settings > Unit of Measure, or you can add a new one on the fly by choosing Add New from the UoM dropdown on the Item form.

Selling in a different unit than you stock in

Some items are bought or stocked in one unit but sold in another — for example, you might receive and store stock in Boxes, but sell individual Pieces to customers. To support this, the Item form has a Secondary UoM field:

  1. On the Item form, set the item's main UoM as usual — this is the unit your stock quantity is tracked in.
  2. Select a Secondary UoM (optional).
  3. Once you've picked a Secondary UoM, a Conversion Factor field appears. Enter how many secondary units make up one primary unit — for example, if your primary UoM is Box and 1 Box contains 12 Pieces, enter 12.
  4. Click Save.

Once this is set up, whenever you add the item to an Invoice, Bill, or other transaction, you can switch that line's unit between the primary and secondary UoM. MyBooks automatically converts the quantity and rate using the conversion factor you entered — your stock count always stays accurate in the primary unit, no matter which unit was used on the transaction.

Bundle Items​

A Bundle is a single sellable item made up of two or more other items — handy for combo offers, kits, or gift sets that you want to sell as one line on an invoice while still tracking the stock of the individual components that go into it.

Creating a Bundle

  1. Go to Master Data > Items and click New Item.
  2. Set Item Type to Bundle.
  3. Fill in the bundle's own Item Name, Item Rate, and other basic details as usual — this is the price customers pay for the whole bundle.
  4. Switch to the Bundle Items tab.
  5. Check Available for Sales and/or Available for Purchase, depending on how the bundle should be used.
  6. For each item that makes up the bundle, click Add Bundled Item, then pick the item and enter the Quantity of it included in one bundle. Repeat for every component.
  7. Click Save.

How bundles behave on a transaction

On an Invoice or Bill, a bundle shows up and is priced as a single line, at the rate you set on the bundle item itself — your customer just sees one line, not a breakdown of its components. Behind the scenes, MyBooks does not track stock for the bundle item directly. Instead, whenever a bundle is sold or purchased, stock for each of its component items is automatically adjusted in proportion to the quantities you defined when you built the bundle. This keeps your inventory accurate for the individual items, even though they were never sold as separate lines.

Item Categories & Item Groups​

MyBooks gives you two lightweight ways to classify items for filtering and reporting:

  • Item Categories: Assign a Category to each item directly from the Item form. Categories can have a color, which makes them easy to spot at a glance in item lists.
  • Item Groups: A broader grouping you maintain in Settings > Item Groups, used for organizing items in Price List filters and in reports.

Creating a category or group

  1. Go to Settings > Item Categories (or Item Groups).
  2. Click Create.
  3. Enter a name and, optionally, a description (and a color, for categories).
  4. Click Save.

You can also create a new category on the fly from the Item form — open the Category dropdown and choose Add New.

Categories and groups are purely organizational — they don't affect tax or pricing. Once set up, use them to filter your item lists, to scope a Price List to a specific category or group of items, and to break down several reports by item classification.

Price Lists​

Price Lists let you define different selling prices for different customer segments (e.g., Retail vs. Wholesale).

  • Price Lists are managed under Master Data > Price Lists.
  • Scope a price list to specific items, contacts, categories, or groups, and MyBooks automatically applies the best-matching price when you add that item to a transaction.

See the full Price Lists guide for setup instructions.

Importing Items​

If you have a large product catalog, import via spreadsheet:

  1. Go to Settings > Data Upload.
  2. Select Items as the data type.
  3. Download the sample template, fill in your items, and upload.
  4. Review and confirm the import.

See the Data Import & Export guide for full instructions.