33.1 Sales Items

Sales Items are reusable products, services, or charge descriptions that authorized users can select when building supported sales transactions.

Using existing Items helps keep descriptions, rates, taxes, and related transaction entry more consistent across Proposals, Estimates, Invoices, Credit Notes, and other applicable records.

33.2 Item Permissions

Item operations are permission-controlled.

Depending on your account, you may be able to:

• View Items.
• Create Items.
• Edit Items.
• Copy Items.
• Import Items.
• Manage Item Groups.
• Delete Items.

33.3 Creating an Item

When Item creation is available:

1. Open the Items workspace.
2. Choose the action to add a new Item.
3. Enter the Item description.
4. Enter the applicable rate.
5. Choose an existing Item Group when appropriate.
6. Complete any additional Item fields displayed in your CRM environment.
7. Review the information.
8. Save the Item.

33.4 Item Description and Long Description

Use a clear short description that users can identify while building transactions.

Where a Long Description is available, use it for additional information that belongs with the reusable Item rather than repeating temporary transaction-specific notes in every Item record.

33.5 Rates, Currency Context, and Taxes

Review the Item rate and applicable financial selections carefully.

The Items workspace loads the currencies and financial data already available to the CRM. User Operations should work with those existing values rather than changing system-wide financial configuration.

33.6 Editing an Existing Item

When an Item represents the same reusable product or service but its stored information needs correction, edit the existing Item instead of creating an unnecessary duplicate.

Remember that changing a reusable Item affects future use of that Item. Previously saved transactions preserve their own transaction data according to the CRM's financial record behavior.

33.7 Copying an Item

AIUNIFY CRM provides a direct Copy Item workflow to users with Item creation permission.

The source Item's information is used as the basis for a new Item record.

1. Open the Items workspace.
2. Locate the Item that is most similar to the new one you need.
3. Select the Copy action.
4. Open the newly created Item.
5. Change its description, rate, Group, and other values as needed.
6. Verify that it is distinguishable from the source Item.
7. Save any required changes.

Do not leave a copied Item with misleading source information simply because the records are similar.

33.8 Item Groups

Item Groups organize reusable Items into meaningful categories.

Users with the applicable Item permissions can create, edit, or delete Item Groups through the Item workflow.

Use consistent Group names so transaction users can find the correct Items efficiently.

33.9 Importing Items

AIUNIFY CRM provides an Item import workflow to users who can create Items.

The import workflow supports a sample and simulation process so imported data can be reviewed before committing a large set of records.

33.10 Recommended Item Import Process

1. Open the Item Import workflow.
2. Download or review the available sample structure.
3. Prepare the import file using the expected columns.
4. Remove duplicate Items from the source data.
5. Use simulation first when available.
6. Review detected rows and results.
7. Correct formatting or field problems.
8. Run the final import.
9. Review representative imported Items afterward.

33.11 Searching Before Creating

Before adding an Item manually, search existing Items using the available Item search.

This is particularly important when multiple users maintain the same product or service catalog.

33.12 Deleting an Item

Deletion requires the applicable Item permission.

If an Item is referenced by CRM records, the system can refuse deletion and notify you that the Item is referenced.

Do not remove or manipulate related transaction history merely to force deletion of a reusable Item.

33.13 Item Management Best Practices

• Search before creating.
• Use consistent descriptions and Groups.
• Copy an Item when a new Item legitimately shares most source information.
• Review copied values before use.
• Simulate imports before committing large data sets.
• Verify imported records.
• Respect referenced-record deletion restrictions.