Building and Using Catalog Items
Becca Campbell avatar
Written by Becca Campbell
Updated over a week ago

In this section, we will show how to add, update, view, and archive your items. Catalog items can be used to itemize imports POs, bills and/or GRNs as well as for creating new POs or bills.

The Catalog tab is where you would go to input and manage all item details for goods and services purchased from your vendors. With the ability to add items both through Quickbooks sync and manually within the Catalog tab, it is the one-stop-shop for organizing and accessing your items.

Manually Add a Catalog Item

  1. Navigate to the Catalog tab.

  2. Click on the "Add Item" button at the top.

  3. A new form will appear where you can enter all the necessary details for your item such as:

    1. Item Name

    2. Vendor

    3. Description of Item

    4. Unit Price

    5. SKU

  4. You can also add Properties to each item, which will allow you to add your specific customizations. Examples would be size or color. If you use these properties across multiple catalog items, you can save those as templates. To create either, click on the Properties tab when you have the Add an Item window open.

    1. Select Add Custom Property to create a property that will apply to that item only.

    2. Select Manage Property Template to create a template you can apply to multiple catalog items. Next, click Add Property Template then add Property Name (i.e. sizes) and add individual values (i.e. Small, Medium, etc.). Click Save. When applying Properties, you can now choose that template that applies to that vendor from the dropdown.

  5. Now that you have variations for the items, you can also toggle the option to 'Varies per Variation' on both SKU and price. This will allow you to set a distinct option for either of these fields on this unit.

  6. Next, add expense category and class to your item for quick syncing to your accounting software. You can also add Class and Location to further refine your items.

After adding an item, it will appear in your Catalog list. If you need to make any edits, simply select the item from the list and click the "Edit" button in the top right corner.

With the Catalog, you can easily stay organized and keep track of all your items purchased from vendors. This will not only make filling out purchase orders easier, but it will also give you better control and visibility over your inventory.

QBO and Catalog Items

Through the automated sync, you can also add Catalog items directly from your QBO account. This is especially helpful if you would like to mass import Catalog items to Settle. Using the QBO CSV import tool, you can mass import your products via Tools > Import Data > Products & Services within your QBO account.

Note: if you are using Variations on items within Settle, please note that these will appear as distinct items within your Quickbooks catalog.

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