The primary function of item groups is to set shared properties for individual price list items and to categorize them. These shared properties consist of common pricing and common accounting.
Table of contents:
Where to find item groups?
The easiest way to find the item groups agenda itself is by using the search tool.
However, you can also find it under the "Other agendas" button in the "Items" section.
Setting up an item group
When you open the item groups agenda for the first time, it will by default contain three groups:
Goods
Services
Material
You can freely edit these three default groups, or create a new group (for example, by copying a default group).
Setting up common accounting
As an example, let's open the "Goods" group. On the "Basic Information" tab, we can see the preset accounting.
If we create, for example, an issued invoice and insert into it a price list item contained in this group, account 604001 (Dr) will be copied into its accounting.
Setting up common pricing
On the "Pricing" tab, you can set up shared pricing and apply it (via the "Apply to price list" button) to the items contained in the group.
Details on the pricing options available for an item group can be found in our documentation.
Assigning an item group to a price list item
Switch to the price list and identify the items you want to include in the relevant group. There are two ways to do this.
Individually (in the price list item detail)
If you want to assign an item group to a price list item individually, open the detail of the relevant price list item.
The field for selecting the group should be visible by default. If it isn't, you can easily enable it via the form settings.
In bulk (using bulk changes)
If you want to include multiple price list items at once, use bulk changes.
Select all the price list items you want to include in the group, then choose "Bulk changes" from the "More functions" button.
Here, simply select that you want to bulk change the item group and choose the value you want to set this field to.
After confirming in the bottom right corner, the bulk change will be applied.
Usage example
We'll demonstrate this on an issued invoice, into which we'll insert one of the price list items included in the "Goods" group. We'll check whether account 604001 mentioned above is correctly applied.
So, open the issued invoices agenda, create a new invoice, and fill in an item contained in the relevant item group. In our example, this is an arbitrary shoe.
If you open its detail, on the accounting tab you'll see account 604001 filled in — the account set on the item group assigned to the price list item.
If a price list item is included in an item group with an account set this way, copying the account from the document header is automatically disabled once the item is inserted into the document. The account set on the item group takes precedence.
Where the accounting comes from
The most common question from customers is: "Some account appeared on my document and I don't know where it came from." The account on a document line can come from three places. Flexi evaluates them in this order:
Item group. As soon as you insert a price list item into a document line, Flexi checks which group it belongs to and overwrites the account according to the accounting set on that group. At the same time, it disables copying the value from the document header, as shown in the example above. This is the most common reason an account appears on a document that the customer never entered manually.
Accounting template. If the group doesn't have accounting filled in, the account from the accounting template specified in the document header is used. From there, the accounts are transferred to the individual lines.
Manual entry on the document. The last option is to enter the account directly on the document line.
⚠️ The warehouse account does not follow this chain. It is always taken from the Warehouse account field in the list of warehouses, typically 132 for goods. The item group only determines the offsetting account.
FAQ
What pricing configuration options are available?
All pricing options are described in our documentation. As for the settings specifically available for item groups, this guide is available.
What's the difference between the price list tree and an item group?
The price list tree is purely for categorizing items. You'll find details on setting it up in our video tutorial. Item groups, while they can also be used for categorization, primarily serve to set shared properties.
Can sales or purchases subsequently be analyzed by item group?
Yes, this is possible using sales analysis or purchase analysis. In the breakdown options, select by item group. Each row of the analysis will then correspond to the relevant item group.
How do I filter price list items by item group?
All filtering options are described in our video tutorial.