Items Overview - Publications

Items is a term used to describe any physical or non-physical product that is held in the system; for example and Item can be a stand, ticket, advert or service charge. Items need to created for them to be added to orders for order processing and invoicing. The Items Items Main Page allows you to enter Items, define the specifications, set the price and link it to other Items in the system.

  • Go to Orders & Items > Items in the main menu bar

The page is divided into two sections. The top of the page holds a number of fields that describe how the item is referenced within the system. The bottom of the page is a number of tabbed pages, each relating to a different aspect of the item.


The fields you will find at the top of the window are:

Item Code

The top left corner of the window is where you enter a code for the item you are creating or reviewing. The code is in two parts

Publication Code : Item code

You can Search for existing items in the Hot Area of the Item window.

X-Y Button

Use this button to change the item code of an existing item to another code, for example stand number changes. Clicking on this button brings up a pop-up window, enter the new item code and click on the green tick button. The item code will be changed over providing the item code has not already been previously used.

Communication Button

Clicking this button will open the communication window and automatically link it the specified item to the communication. Once saved, this communication can be viewed using the Communication tab in the lower part of this window. If there is a communication linked with a specified item, the label on the Communications tab will be underlined.

Item Description

This is where you enter a description of the item you are creating.

Clicking on the Expand button will reveal more fields that describe the Item and its properties.

Item Group

The Item Group sets the criteria that allows you to group items into related categories. When you create an Item in the system, you will be asked to provide an Item grouping for it. Designating a Item's group you will automatically set a number of parameters that define the Item in the system. For more information see Items Groups. Enter or Search for, the code of the Item group.

The rest of the fields in the expanded box are determined by the parameters of the Item group selected and are automatically entered. However they can be changed for specific items as required. A description of the fields is listed below.

Unit Description

This is where you enter the description of the unit that is being used to describe the item. For example, you can describe an item's unit as Each or Dozen.

Issue Quantity

Enter the quantity this item represents if appropriate. If the item you are setting up is a ticket and the ticket covers two sessions then the item quantity should be set to 2.

Short Name

This is where you enter a short name of up to 8 alphanumeric characters for the item you are creating.

Parent Size Tick Box

Tick this box if the Item is to follow the size of the parent Item, for example, the Item Space would follow the size of the parent Item - Stand.

One Off Tick Box

Check this box if the item is a one off item, i.e. there cannot be two of these Items.

Non Physical Item Tick Box

Tick this box if the Item is non-physical for example a service or call out charge and is not subject to running out of stock.

Auto Apply

Tick this box if the item is to be automatically added to all contracts created for the Publication.

Allow Split

Tick this box if the item can be split. For example, half a pencil or half a day, a pencil could not be split but a day could.

No Rep Commission

Tick this box if (by default) rep commission is not to be calculated onthe sale of this Item.


Enter a colour that is always applied to this Item.

Minimum Words

Enter the minimum amount of words for example, a classified ad must have. Entering a value here will ensure that classifieds are not entered onto the system without the minimum amounts of words.

Control Stk Job

This field shows the code of the control job for the stock item.

Main Order Item

Tick this box if the item will be one of the main items on the order. Setting the item as Main prints the description and value of the Item on an invoice. For example, a stand would be a main Item but space would not be.

No Discount

Tick this box if no discounts are to be allowed on the Item when it is entered onto an order.

Day Rate


In the bottom section of the window there are four tabbed pages. Each page holds different information about the Item: