Items & Inventory Overview

An item in Hisaabo is a product or service that you sell or purchase. Items appear in your invoice line items, and stock quantities are automatically adjusted when you create invoices.

Item types

Type	Use for
Product	Physical goods with trackable stock (fabric, electronics, stationery, etc.)
Service	Work or labour with no physical stock (installation, consulting, delivery charges)

Service items have stock tracking disabled — their stock quantity is always shown as N/A.

Item modes

Hisaabo supports three item modes. Choose the right mode when creating the item:

Mode	Use for
Simple	Single unit, single price. Most items fit here.
Alternate Units	Same item sold or purchased in different units (e.g. cloth sold by metre but tracked in rolls)
Variants	Same item with multiple configurations (e.g. t-shirt in S/M/L × Red/Blue)

See Variants and Units & Conversions for the advanced modes.

Adding an item

Go to Items in the left navigation and click New Item.

Required fields

Field	Notes
Name	Must be unique within your business (case-insensitive)
Item Type	Product or Service
Unit	Base unit of measurement. See Supported Units.

Important fields

Field	Notes
Sale Price	Your default selling price per unit (excluding tax if tax-exclusive)
Purchase Price	Your default buying price per unit
Tax %	GST rate: 0%, 5%, 12%, 18%, or 28%. Applied to every invoice line item using this item.
Tax Inclusive	If enabled, the sale price already includes GST. The taxable value is back-calculated.
HSN Code	Harmonised System of Nomenclature code (for products) or SAC code (for services). Printed on invoices and used in GSTR-1 HSN summary.

Stock tracking fields

Field	Notes
Stock Quantity	Current stock (opening stock when you first create the item). Updated automatically on invoices.
Low Stock Alert	When stock falls at or below this number, the item is flagged in the low-stock view.

Other fields

Field	Notes
SKU	Your internal stock-keeping unit number or barcode. Not required but useful for search.
Category	Free-text category for grouping items (e.g. “Electronics”, “Clothing”, “Services”).
Description	Internal notes about the item. Not shown on invoices.

How stock is tracked

Stock is stored as NUMERIC(15,3) in the database — it supports fractional quantities (for example, 2.5 kg). The system updates stock atomically inside the same transaction as each invoice:

• Sale invoice created → stock quantity decreases
• Purchase invoice created → stock quantity increases
• Invoice line items edited → original stock change is reversed, new change is applied
• Invoice cancelled/deleted → stock change is not automatically reversed (see note below)

Deletion does not reverse stock

When you cancel or delete an invoice, the stock adjustment is not automatically reversed. If you need to add stock back, use the Stock Adjustment feature (Items → select item → Adjust Stock) or create a purchase invoice for the returned quantity.

Stock adjustments

You can manually adjust stock outside of invoices. Common uses:

• Opening stock entry when migrating to Hisaabo
• Physical inventory count correction
• Writing off damaged or expired goods

To adjust stock: open the item, click Adjust Stock, and enter:

• Quantity change: positive to add stock, negative to remove stock
• Reason: for example, “Physical count correction” or “Goods damaged”
• Adjustment date: defaults to today, but you can backdate the adjustment

Every adjustment is logged with the previous stock, new stock, quantity change, reason, date, and the user who made the change. You can view the full adjustment history on the item detail page. For items with variants, you can adjust stock per variant individually.

Low-stock alerts

Items where stockQuantity <= lowStockAlert appear in the Low Stock filter on the items list. Use this to quickly see what needs reordering.

Tip

Set a low-stock alert threshold on every item you actively purchase. Check the low-stock view weekly before placing purchase orders.

Online store visibility

Each item can be enabled for your Online Store. When enabled, you can set:

• A separate Store Price (defaults to sale price if not set)
• A Store Category (different from the internal category)
• A Store Description (customer-facing, different from internal description)
• A Sort Order (controls the order items appear in the store)

Stock management for the store follows the same rules as regular invoices. If the store is running low on stock, it appears in the low-stock view.

Frequently asked questions

Can I have the same item name for different businesses? Yes. Item names are unique per business, not across your entire Hisaabo account.

Can I change an item’s mode after creation? No. The item mode (simple, alternate units, variants) is fixed at creation time. If you need a different mode, create a new item.

Does Hisaabo support negative stock? Yes, stock can go negative if you sell more than you have in stock. There is no hard block on selling below zero. The low-stock alert and the negative value in the stock column are the signals to notice.

How do I set the HSN code for a service item? Services use SAC (Services Accounting Code) rather than HSN. Enter the SAC code in the HSN field — both are 4-8 digit codes and are handled identically by Hisaabo.