Item Master
Item Master is your full list of services and products — what they're called, what they cost, their taxes, and how they behave at the billing counter. Almost everything else in Invoay is built on this list, so it's worth keeping it tidy.
How to open it: Master › Item Master
Adding a single item
Adding an item takes two quick steps: first the item itself, then its price, tax and staff incentive for each of your stores.
- Click New item.
- Under What are you adding?, choose Service or Product.
- Type the Name and pick its Category (and Sub-category, if you use them). Service categories hold services and product categories hold products. If you already have an active item of the same type with that name, you'll be asked to use a different name.
- Fill in the other details. Some of them are only shown for products:
| Field | What it means |
|---|---|
| Local name | The name in your local language, printed on bills for stores that print local names (only shown if your account has a local language set) |
| SAC code / HSN code | The tax code for the item — SAC for services, HSN for products |
| Unit | (Products only) Pieces, ml, grams… |
| Pack size | (Products only, optional) How much one piece holds, in the product's unit. For a 500 ml bottle, enter 500; for a 250 gm jar, enter 250. More than 0, with up to 3 decimals; leave it empty if you don't need it. Fill it in for products you issue to staff, so the product use pages can work out cost and what's left. Leave it empty otherwise |
| MRP | (Products only) Maximum retail price |
| Purchase price | (Products only) What the item costs you — used for profit reports |
| Barcode | (Products only) The barcode or item code |
| SKU | (Products only) Your own stock code. It must be unique. Click Generate to create one automatically |
| Show in online store | Show it in your online store |
| Allow returns / Allow exchanges | (Products only) Whether customers can return or exchange it |
| Ask for IMEI at billing / Ask for serial number at billing / Ask for a custom value at billing | (Products only) Turn these on if the cashier must type an IMEI, serial number or extra detail when selling it |
| Issue to staff | (Products only) Whether this product can be issued to staff Once or Multiple Times |
| Custom field 1 / 2 | Any extra details you like to keep. They also show as columns in the Item Master list |
- Click Save & set store prices.
Category missing? Add it in Category Master in a new tab, then reload the page. What you've typed is kept until you leave.
Store details (price and tax per store)
Next you'll set, for each store, one row per store:
| Column | What it means |
|---|---|
| Selling price | The selling price at that store |
| Incl. tax | Turn on if the selling price already includes GST |
| CGST % / SGST % | Tax rates. Total shows CGST + SGST, which is also the IGST rate |
| Extra tax | Any additional tax that applies. Leave it blank if there is none |
| Staff incentive: % / Per unit | What staff earn for selling it, as a percentage or a fixed amount per unit |
| Time (min) | (Services) How long the service takes — this makes the Employee Utilization Dashboard accurate |
| Min. qty | (Products) Warn me when stock drops below this |
| Reminder (days) | Remind the customer to come back after this many days, for example 30 |
| Available | Turn off to hide the item at that store |
| Online | Show it online for that store |
| Order mgmt | 🔑 Show it in order management (only if you have the Order Management feature) |
Have lots of stores? Use Change all stores at once at the top: fill in only the boxes you want to change, click Apply to all stores, then adjust any single store below. Use Search stores to find a store quickly. Nothing is saved until you click Save prices.
You can change these later by clicking Store Details on the item's row in the list, then Save changes.
Editing items
Each row of the list is one service or product, and only active items show at first. Click on a cell, change it — edited cells are highlighted — and click Save changes at the bottom of the list. Untick Active to stop selling an item without deleting its history. You can also fill in Pack Size for your products right here in the list, which is quicker when you're adding it to many products at once.
The buttons at the top
New item adds a single item (see above). The other tools are under Bulk tools:
| Menu item | What it does |
|---|---|
| Import services | Add many services at once from Excel. Click Download template, fill in one row per service (name, category, price, time, taxes, commission), then choose the file and click Import services. Keep the SubCategory column: a category or sub-category that doesn't exist yet is then created for you |
| Import products | The same for products (name, category, price, stock, taxes, commission), finishing with Import products |
| Bulk changes | Change many items at once. Pick a Store, click Download services sheet or Download products sheet, edit the Excel file (prices, taxes, incentives, service time, minimum quantity, MRP, SKU and more), then upload it and click Save changes. Keep the column headings exactly as they are |
| Item images | Add or replace up to three pictures for each item (PNG files, up to 2 MB each) for your online store. Click Customise Images on an item's row |
| Disable all products or services | Switch off every active product or every active service in all your stores in one go — for example when you're starting afresh. This is a big step, so you'll be asked to type a confirmation phrase and your password. Past bills are not affected |
⚠️ Import files must be in .xlsx format, up to 10 MB. Bulk changes also accepts .xls.