Everything you buy or sell is a stock item. Every line on a quote, sales order, purchase order or credit note refers to one. This article covers the three stock types, the Stock screen, creating and editing an item, the stock item page, and what copying, archiving and COSHH do.

The three stock types

Type	Use it for	How it behaves
Stock	Anything you buy and count.	Full tracking: In Stock, Allocated, On Order, stocktakes, suppliers.
Assembly	Something you build from other stock items.	Has a bill of materials. Cannot be bought on a purchase order. When you pick, Omono uses built assemblies from the shelf first and builds the rest from components; Untracked Build builds assemblies for the shelf. See Assemblies and bills of materials.
Never Diminishing	Services, carriage, consumables or anything you never count.	Can be bought and sold but has no stock level. Receiving, picking and stocktakes leave it untouched.

An item keeps its type for life. To change the type, create a new item of the right type and archive the old one. Copy always makes another item of the same type.

The Stock screen

Click Stock in the navigation bar. Each card shows the part number, title, warehouse, location and In Stock quantity; a never-diminishing item shows Never Diminishing in place of the quantity. A card can show one dot: red for insufficient stock that stock on order does not cover, or amber for an item on order.

Filter matches the start of any word in the part number or title. It does not search the description or supplier part numbers. To search supplier part numbers, use Supplier Stock # under Advanced. Status narrows the list:

Status	Shows
In Stock	Items with stock.
Sufficient Stock	Items not flagged as insufficient.
Insufficient Stock	Items whose In Stock is below their Minimum Stock Level or their Allocated quantity.
On Order	Items with a quantity still to come on a purchase order that has left Draft. Never-diminishing items are not listed.
Needs Ordering	Insufficient items where what is on order is not enough to cover the quantity allocated beyond In Stock, or not enough to bring the item back up to its Minimum Stock Level; either is enough to list it.

Under Advanced you can also filter by flag, Stock Type, Supplier, Supplier Stock #, BOM Stock # (assemblies that use a given component), Sales Analysis, Purchase Analysis, Warehouse, Can Buy, Can Sell, COSHH and Archived. The Reorder Suggestions button opens the report of items that need ordering. See Stock reports.

Creating a stock item

Click + next to Stock in the navigation bar, then choose Assembly, Stock or Never Diminishing. If the navigation bar is collapsed, hover over Stock and choose from the pop-up.

The Stock menu with Assembly, Stock and Never Diminishing

Fill in the form.

Field	Meaning
Part #	Your unique part number. Omono will not save an item whose part number is already in use and shows Part Number Already Exists. Letter case is ignored.
VAT Exempt	Tick if the item carries no tax. The label uses your organisation's tax name.
Title	The short name shown on documents.
Description	The full description printed on documents. Tick Dual Description to keep a Sales description for quotes, sales orders, credit notes and invoices, and a Purchasing description for purchase orders. Click the Sales / Purchasing switch to edit each one.
Cost Price	What the item costs you. Used until a purchase order gives a real cost. See Stock costing and valuation.
Purchase Analysis	The analysis code for purchasing reports and Xero.
Location	A free-text bin or shelf label.
Warehouse	From Settings → App → Warehouses.
Minimum Stock Level	Below this level Omono flags the item as insufficient. A stock item below its minimum is also listed in reorder suggestions; an assembly is not, because you cannot buy it.
Minimum Order Quantity	The smallest quantity you buy at a time. Used in reorder suggestions.
Country Of Origin, Product Website	Reference details.
Can Sell	Tick to allow the item on quotes, sales orders and credit notes. The fields below only apply when it is ticked.
Sell Price	Your standard selling price in your base currency.
Sales Analysis	The analysis code for sales reports and Xero.
Minimum Sales Margin	A percentage from 0 to 100 that overrides the minimum margin on the sales analysis code. Leave at 0 to use the code's margin.
Commodity Code	The customs tariff code, from Settings → App → Commodity Codes.

Click the tick to save. Omono opens the new item.

A new stock or never-diminishing item starts with Can Sell off and Can Buy on, so you can add it to purchase orders. A new assembly starts with Can Buy off and Can Sell on.

If your organisation has only one active warehouse or analysis code, Omono selects it for you on a new item; a new assembly also gets the only active commodity code, and a stock or never-diminishing item gets it when you tick Can Sell. An item keeps a warehouse or analysis code that is later archived until you choose another. Cost Price and Sell Price use the decimal places set in Settings → App → Unit Pricing.

Which fields each type has

Field	Stock	Assembly	Never Diminishing
Part #, Title, VAT Exempt, Description, Country Of Origin, Product Website	Yes	Yes	Yes
Dual Description, Cost Price, Purchase Analysis	Yes	No	Yes
Location, Warehouse, Minimum Stock Level	Yes	Yes	No
Minimum Order Quantity	Yes	No	No
Can Sell	Yes	No. An assembly can always be sold.	Yes
Sell Price, Sales Analysis, Minimum Sales Margin, Commodity Code	Only when Can Sell is ticked	Always	Only when Can Sell is ticked

The Add Never Diminishing Item form, with no Location, Warehouse or stock level fields.

You can also import never-diminishing items with the Never Diminishing column of the Stock template. See Importing data.

Required fields

A stock item needs Part #, Title, Warehouse, Cost Price and Purchase Analysis, plus Sell Price and Sales Analysis when Can Sell is ticked. A never-diminishing item needs the same without Warehouse. An assembly needs Part #, Title, Warehouse, Sell Price and Sales Analysis. If one is empty, the form stays open with the field outlined in red.

Editing a stock item

Click Edit on the stock item page, change the fields and click the tick. You cannot edit an archived item; click Unarchive first. Some changes have side effects:

Minimum Stock Level: Omono re-checks the item at once. If In Stock is below the new minimum, or below Allocated, Omono flags the item Insufficient Stock. A new item with a minimum above zero is flagged straight away, because it starts with nothing in stock.
Cost Price: on an item that has been on a purchase order, the new price becomes the item's cost and overrides the last purchase order price. See Stock costing and valuation.
Can Sell: unticking it clears Sell Price, Sales Analysis, Minimum Sales Margin and Commodity Code.
Part #: you can change it as long as no other item uses it. Documents already raised show the new part number.
Description: changing it does not change documents already raised, because Omono copies the description onto each line when you add the item.

The stock item page

The top of the page shows the item's details and Type. Minimum Sales Margin shows the margin that applies and where it comes from: Stock Specific or Sales Analysis Code. COSHH ▹ Review Date appears when the item is COSHH controlled (see COSHH, below). More Info expands the description. To flag the item, click the flag icon beside the part number; an admin names the colours in Settings → App → Flags.

A stock item page with the In Stock, Allocated, On Order and Assembly Usage tiles.

Three tiles show the quantities:

In Stock, with the date of the last stocktake. The tile is highlighted when stock is insufficient.
Allocated, reserved by sales orders, with the number of orders.
On Order, expected from purchase orders, with the date of the next unreceived delivery. Assemblies show Assemblies Possible instead: how many you could build now, the number of components and the assembly's current cost. A warning icon shows N Zero Cost Items when any component has no cost. See Stock costing and valuation.

A never-diminishing item shows a dash in all three tiles. Stock and never-diminishing items also show Assembly Usage: the number of assemblies whose bill of materials includes the item. Click Show Assemblies to list them on the Stock screen; this clears any filters you had set there.

Allocations

This section appears only while the item has an Allocated quantity. Each card is a dispatch that has reserved the item and not yet picked all of it; it shows the reserved quantity still to pick. Click a card to open the sales order. Line Items shows dispatches that hold the item directly; BOM Items shows dispatches that hold it as part of an assembly.

Sales Orders

This section lists every sales order that includes the item and is On Order, On Order - Call Off or Complete. Draft, cancelled and on-hold orders are not listed. Use Line Items for orders that sell the item directly and BOM Items for orders that use it inside an assembly. Use the dropdown to show more orders.

Purchase Orders

This section appears for items with Can Buy. It lists every purchase order that includes the item and is On Order, On Order - Call Off or Complete, with the same cards and dropdown. Click a card to open the purchase order.

The action bar

Button	What it does
Edit	Opens the item form.
Stocktake	Stock and assemblies. Sets the In Stock quantity. See Stock levels, stocktakes and reordering.
Suppliers	Stock and never-diminishing items. Who you buy it from and at what price. See Stock suppliers and supplier prices.
BOM	Assemblies. The bill of materials. See Assemblies and bills of materials.
Untracked Build	Assemblies. Builds assemblies for the shelf. See Assemblies and bills of materials.
Documents, Notes, Links, Tasks	Attachments and collaboration. See Notes, documents and links and Tasks.
COSHH	Marks the item as COSHH controlled with a review date.
Copy	A new item with the same details.
Archive / Unarchive	Hides or restores the item.

An archived item shows only Documents, Notes, Links, Tasks and Unarchive.

Copying an item

Click Copy. The copy form opens filled in with the original's details, including its part number. Change Part # first; Omono will not save the copy while the part number is in use. On a stock or never-diminishing item, tick Copy Suppliers to copy the supplier list. On an assembly, Copy BOM is ticked by default; untick it to start with an empty bill of materials. Click the tick to save.

The copy starts with zero In Stock, Allocated and On Order. Notes, documents, links, tasks, the flag and the COSHH settings are not copied. A note on the new item records where it was copied from.

Moving stock to another warehouse or location

An item has one Warehouse, one Location and one In Stock figure. Omono does not hold quantities per warehouse and has no transfer function. To move an item, click Edit and change Warehouse or Location. To keep the same part in two warehouses, create a second stock item with a different part number, and move the quantity between them with a Stocktake on each.

Archiving

You cannot delete a stock item, only archive it. Click Archive, then Yes to confirm. An archived item:

keeps its stock levels, suppliers, bill of materials and history;
is hidden from the Stock screen; tick Archived under Advanced to list archived items;
cannot be picked for a new line or a bill of materials, but stays on existing ones and still carries over when you copy a document or an assembly, revise or win a quote, or import a bill of materials;
is left out of the Reorder Suggestions report and cannot be stocktaken;
is always valued in the Stock Valuation report. The COSHH Register leaves it out while Exclude Archived is ticked, which it is by default.

Omono does not check whether the item is allocated to a dispatch, on an open purchase order or on a bill of materials before archiving it. Check those first. To restore an item, find it with the Archived filter and click Unarchive, then Yes.

COSHH

Use COSHH to keep a register of hazardous substances.

Open the item and click COSHH.
Tick COSHH.
Set the Next Review Date. It is required and cannot be in the past.
Click the tick.

To remove an item from the register, untick COSHH. Tick COSHH under Advanced on the Stock screen to list controlled items. The COSHH Register report lists every controlled item with its review date. See Stock reports.

What Omono records

Click Notes on the item to see its history. Omono writes a system note when:

the item is created, copied, archived, unarchived or flagged;
it is changed to or from tax exempt;
it is marked or unmarked as COSHH controlled, or its review date changes;
a supplier is added or removed;
a stocktake or untracked build is done;
the item moves between In Stock and Insufficient Stock.

Creating, copying, archiving, unarchiving, flagging, stocktakes and the moves between In Stock and Insufficient Stock also appear in the Activity Feed. See Notes, documents and links.

Stock items and stock types