Item Characteristics

Item Characteristics

CustomBooks™ does not currently have an Item Variation feature; however, you can manage item variations, such as sizes, colors, or other attributes, by utilizing the Item Characteristics feature. This method allows you to track item characteristics without creating separate SKUs or Item Codes for each variation.

Using Lots for Item Characteristics

The Lots feature in CustomBooks™ can be used to define and manage item characteristics. Here's how:
  • Creating Item Variations: When setting up items, you can use Lots to represent variations, such as size (e.g., Small, Medium, Large) or color (e.g., Red, Blue, Green).
  • Purchasing & Receiving Items: When purchasing items from a vendor or during receipt of items into inventory, you can specify the quantity to receive for each or selected lot. This ensures accurate tracking of inventory for each variation.
  • Shipping or Invoicing Customers: When fulfilling customer orders, you can allocate items from specific lots to match the requested characteristics, ensuring accurate invoicing and shipping.

Key Benefits
  • Simplifies tracking item variations without requiring multiple SKUs.
  • Provides flexibility to assign and manage characteristics like size, color, or other custom attributes.
  • Enhances inventory accuracy by tracking quantities at the lot level.

Viewing the List of Characteristics

To view the list of characteristics: Navigate to List > Characteristics.



From the Characteristics List View, you can:
  • Create New or Copy a Characteristic.
  • Export the Characteristics List to Excel, PDF, or other formats.
  • Manage Columns: add, remove, or reorder.
  • Refresh the Characteristics list.
  • Create multiple custom views using Filters, Sorting, Ordering, and Conditional Appearance Settings.

Creating Item Characteristics

To create a new Item Characteristic:
  1. Navigate to Lists > Characteristics.
  2. Click Create > New. Enter the Characteristic Description, enter the code (or let the system auto-assign it), and save.
  3. Enter the Characteristic Values (e.g., for Sizes: Small, Medium, Large; for Colors: Red, Blue, White; for Flavors: Cola, Cherry, Vanilla) and save.



Setting Up Lots: Characteristics of Items

Enabling the Lots Feature

Since Item Characteristics are managed through the Lots feature, it must be enabled first. To enable Lots:
  1. Navigate to Admin Panel > Inventory Settings.
  2. Enable the Lots and Serial Numbers checkbox.



Creating Lots: Characteristics

To set and create new Lots for the Item Characteristics:
  1. Create or open an item by navigating to Inventory > Items.
  2. Enable the Use Lots checkbox.
  3. Go to the Lots tab and choose Characteristics as the Lot Type.
  4. Select the Characteristic from the drop-down. The Characteristic Values will automatically populate in the Lots table.
  5. Save the item by clicking Save or Save and Close.



Receiving Items and Allocating Lots Quantity

Item quantity can be added to inventory through Item Receipts, a Bill (if Item Receipts are not used), or Inventory Adjustments.

  • Item Receipt allows you to receive items, update the Quantity on Hand, and allocate the entered quantity to Lots: Characteristics.

  • Inventory Adjustment lets you add quantity on hand, but a Lot Adjustment must be created separately to allocate quantities to Lots: Characteristics.


Add Quantity On Hand and Allocate Lots Quantity Using Item Receipts

Creating Item Receipts or Bills is the standard and recommended way to add item quantities to inventory.

To add item quantity and allocate lots using Item Receipts:

  1. Create an Item Receipt or generate one from a Purchase Order.

  2. Enter the necessary vendor information.

  3. Enter the items with Lots: Characteristics and select the Lot/Characteristic Value.

  4. Fill out the necessary fields and save the Item Receipt.



    The received quantity will update the Quantity On Hand for the item and automatically allocate the Lot quantity.


Add Quantity On Hand and Allocate Lots Quantity Using Inventory Adjustments and Lots Adjustments

Inventory Adjustment is used to record and enter the initial inventory quantity. It is also used for correcting errors from physical counts, supplier errors, etc.

To add item quantity using an inventory adjustment:

  1. Navigate to Inventory > Inventory Adjustments > Create > Single-item or Multi-item.

  2. Enter the Inventory Adjustment Date, Item, Location/Warehouse, Project/Class (optional), and the GL Account.

  3. On the Product Quantity Tab, enter the Adjustment Quantity or the New Quantity, and the Unit Cost.

  4. Click Save or Save and Close.



Lot Adjustment is used to allocate or assign a particular quantity to a batch or group of products (Lots/Characteristics).

To create a Lot Adjustment:

  1. Navigate to Inventory > Lots Adjustments > Create > New.

  2. Enter the Date, Item, Location/Warehouse, and Lot/Characteristics.

  3. Enter the Adjustment Quantity or the New Quantity.

  4. Click Save or Save and Close.


Item Characteristics in CustomBooks™ provide flexibility to manage variations like sizes, colors, or flavors efficiently using the Lots feature. By setting up and allocating quantities through Item Receipts, Bills, Inventory Adjustments, and Lot Adjustments, you can streamline inventory tracking and organization. If you have any questions or need assistance, feel free to contact CustomBooks™ Support.

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