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Items | General

The 'item' module is included in the Robaws Starter licence and can be activated via the user role.

In Robaws you can add items in the 'items' module.
An item file is a central place for all information about the item. Item files are important when you work with stock management, among other things.

This article explains the following:

Overview screen
Creating a new item
The item file
The various tabs on the item file
The action buttons

Would you like an overview of the FAQs about the items module? Then take a look at this page.

Overview screen

The overview screen is the screen that gives you an overview of all items in your organisation at a glance.
The overview screen shows a number of columns, based on standard fields and/or extra fields. You can set the choice and the order of the columns yourself.

The overview screen offers several possibilities:

Create different tabs: for example, you create a separate tab for all items you need to reorder
Use quick and advanced filters: for example, you want to filter all items of a particular supplier
Sort on visible columns: for example, you want to sort the items by descending price
Change fields in bulk: for example, you want to set the minimum stock of a selection of items all to the same value

Every module has one standard overview by default, which is always visible to every user.

Creating a new item

You can create a new item in 3 different ways:

From the items overview screen: click the + sign at the top left, with the action buttons
Import from a webshop integration: go from Robaws to the webshop integration and fill your shopping basket
Import by means of the import template

The item file

An item file is made up of a few blocks with standard fields, possibly supplemented with extra fields that you can create via the settings.
The overview below lists all fields with the accompanying explanation.

Item info

This window contains some general details of the item. Below you will find an overview of the less self-evident fields, with the accompanying explanation:

Field	Explanation
Item type	Every item belongs to a particular item type. Depending on the type of the item, you have different possibilities in use.
Name	Enter a unique name for your item here. This is used internally, but also externally towards the customer if you do not fill in a sales name.
Salesname	This field is used in the description towards the customer. If this field is not filled in, the 'name' field is used for this.
Item no.	Here you can give your item your own (internal) number. You can search on this in the quotation.
Brand	The brand of your item
Line	This line type is used by default when you add this item to the quotation/invoice.
Cost type	Choose between material (default), labor, equipment, OA, indirect costs.
Level	This is the layout style you add to the item if the item always has to get the same layout.
Unit	This is the stock unit you use to store the item in your stock. This unit is also used on the sales documents, unless you work with an alternative sales unit.
Minimum amount	This amount is always used when you add the item to a sales document. For example: if the minimum amount is 2, you will not be able to enter 1 in a quotation.
Minimum stock	This amount is used in relation to 'reorder'. If the value of your stock drops below your minimum stock, the item ends up in the 'reorder' list.
Desired stock	This amount is used in relation to 'reorder'. If an item ends up in the 'reorder' list, the stock will be topped up to the desired stock when a supply order is created.
Stockplace	This is the specific place of the item in the warehouse (e.g. Aisle A place 20). Do not confuse this with the stock location itself.
Default Vat	If the item always falls under the same VAT rate, regardless of the customer, you can add that here. When you add an item to a document, this VAT rate takes priority.
Project supply route	You can link a project supply route to an item, which is then used for supply orders from a project.
Gl-account sales	This gl-account is always used when this item is linked to a sales invoice.
Gl-account purchase	This gl-account is always used when this item is linked to an incoming invoice.
Photo & internal photo	In the 'photo' field you can add a photo. Via the 'internal photo' field you determine whether that photo may be used towards customers or is for internal use only.

Cost type

Every item belongs to a particular cost type. This means that all items of a particular cost type are grouped together and behave in the same way. Most items are of the cost type 'material'.

The possible cost types are:

Cost type	Explanation	Example	Behaviour

Material (default) | Consumables

(everything you charge to a customer and then also leave behind on site) | roof tile, screws, paint, OSB board, ... | 1/ will be on the Bill of Materials.
2/ will be on the order proposal |
| Labor | the hours you charge to carry out a particular job | standard working hours, welding, sanding, ... | will be on the Bill of Work |

Equipment | Capital goods

Composite | you do not use this cost type in an item file, but you can assign it to an item line

(description) in a post, to indicate that this line has an underlying structure | | |

Selling price

This window contains the determination of the selling price. Here you can choose between different selling price strategies to determine the selling price. Depending on the strategy chosen, certain fields become visible or not.
You can choose from the strategies below:

Fixed price: You can enter a fixed selling price manually.
Margin on cost price: You can enter a margin that will be taken on the cost price laid down in the 'cost price' block, in order to calculate the selling price.
Margin on preferred supplier gross price: You can enter a margin that will be taken on the gross selling price of the preferred supplier. The preferred supplier is at the top of the 'suppliers' tab at the bottom of the item file.

Cost price

This window contains the determination of the cost price. Here you can choose between different cost price strategies to determine the cost price.
You can choose from the strategies below:

Fixed price: You can enter a fixed cost price manually.
Preferred supplier purchase price: This is the purchase price of the preferred supplier. The preferred supplier is at the top of the 'suppliers' tab at the bottom of the item file.
Composite items cost price: If an item consists of underlying items, these cost prices are added up to determine the cost price of this item.
Lowest purchase price: This is the lowest purchase price of all suppliers listed in the 'suppliers' tab at the bottom of this item.
Highest purchase price: This is the highest purchase price of all suppliers listed in the 'suppliers' tab at the bottom of this item.

Composite item

In Robaws you can work with composite items.
In this window you can enter all items that make up the composite item.

Additional line items

In Robaws you can work with additional line items. You can enter these lines in this window.
If you work with additional line items, these lines are added automatically as soon as you add this item.

Tier prices

With tier prices you can set a different selling price that deviates from the item file.
You can do this on the basis of quantity, price group or a combination of the two.

Stock

Do you use stock management in Robaws? Then this window is important for following up the stock of the item.
In this window you find the stock, the minimum stock and the desired stock per stock location. In addition, the colours show you the overall stock for this item across all stock locations. Below is an overview of these fields:

Field	Explanation
Available	The available stock across all stock locations for this item. Reserved items are not included here.
Reserved	The reserved stock across all stock locations for this item.
Total	The sum of the available and reserved stock across all stock locations for this item.
Backorder	How many times this item is on a supply order that has not yet been delivered. Via the information icon you can get an overview of the supply orders the item is linked to.

Insights

This gives an overview of all links with this item.
Via the insights it is possible to create supply orders, equipment, installations, stock changes and stock reservations. For the other linked modules it is not possible to create new records.
You can, however, always click through to those modules to see an overview filtered on this item.

Maintenance

If the item has type 'installation', this window becomes visible. This window is used in the context of service and maintenance.
You link a maintenance schedule to the item, which all installations with this item should follow. You can create the maintenance schedule via the settings.

The various tabs on the item file

At the bottom of the item file there are a few tabs:

Suppliers: You can purchase an item from different suppliers, each with their own specific information for that supplier. You enter this in this tab. See more information below.
Description: This is the extended description of the item. It is used when you add the item to a quotation or invoice, for example. This is extra information that ends up on the PDF.
Files: all files that are important for this item are added here.
Notes: Internal notes about this item are entered here. The notes are only visible to users who have access to the items in Robaws.
Tasks: Overview of all tasks that are linked to this item.
Price evolution: Here you can follow up the change in the cost price of this item. Every time the price changes, the price is fixed on that date, so that you can see a curve.

Suppliers

You can purchase an item from different suppliers. Every supplier gives an item specific properties that matter in the supply order flow in Robaws.
Below is an overview of the fields that have to be filled in per supplier.

Field	Explanation
Supplier	Here you enter the supplier that is known in Robaws.
Webshop	Via the pencil you can create a link with an active webshop if you enter the correct reference number.
Reference	The specific reference of this item at this supplier. This is used in the supply order to the supplier.
Date	Date of the last price change.
Prices	The fields 'gross purchase price', 'discount' and 'purchase price' relate to the prices of this supplier. These prices can be used when determining the cost price of this item, if the cost price strategy relates to the price of the supplier.
Unit	The unit of the supplier. This is the unit used on the supply order to the supplier.
Quantity in package	This principle is applied when the unit of the supplier differs from the unit of this item. By entering the quantity in package, you make sure that the cost price per supplier unit is converted into the cost price per unit of your item. See this link for an example.
Min. supply order	The minimum quantity that has to be on a supply order to this supplier.

The action buttons

In the items overview and on the item file itself, you will find a few action buttons at the top.
From these action buttons you can carry out certain self-evident actions such as: add, duplicate, delete, archive, export to Excel.

In addition, there are a few specific action buttons:

Action button	Action
Stock locations	Here you find your stock locations, which you can click through to in order to consult the active stock at that stock location.
Quick order	You can use this button to create a supply order from the items overview. This can be used to reorder items for stock.
Stockreservations	Here you find an overview of all stock reservations for the items.
Webshops	Via this button you can open a webshop you have an actual link with.
Item groups	Here you find all item groups, which you can click through to in order to consult the linked items.
Barcode	If a barcode has been filled in on the item file, you can open that barcode.
Standard document	If there is a standard document in the settings, you can call up the standard document this way and send it to the customer.
Update prices	If a supplier has a link to a webshop, you can click 'update prices' to fetch the current prices from the webshop. This also happens automatically in the background overnight.

Updated on: 04/09/2026

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