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Item Categories
Item Categories are used to sort and summarize data in reports. It's very uncommon to use more than one item category in GL. You need to define each category that you desire to summarize, for example, Automotive, Delivery, or Lawn & Garden.
Topics included in this article
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Getting there
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Item Categories Window
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Definition
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Edit Item Category Screen
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Work Order Item Categories
Getting there
Expert: Program Menu > Configuration > Item Configurations > Item Categories
Elite: Configuration Gear > App Configurations > Item Configurations > Item Categories
Item Categories Window
Once you select Item Categories, you will see the following screen:
Definition
To modify an existing item category, click on the desired category. Whether adding or modifying, the Edit Item Category screen will be displayed.
| Division | The Division groups categories together. For example, the Equipment and Party divisions. |
| This option prints a list of all item categories. | |
| Add | This option lets you add a new item category. |
| Delete Unused | This option will delete categories that don’t have any items. |
Edit Item Category screen
| Styles | With the new Styles fields in the Record Details screen, you can now organize certain item record groups by up to three predefined styles. For instance, your linen records can now be organized by Linen Fabric (Style #1), Color (Style#2), and Size (Style #3). Or you can now have your Tent/Canopy category item records organized by Tent/Canopy Style (Style #1), e.g., Frame Tents, Pole Tents, and Canopies. In addition, the Item Category Edit screen will allow you to name up to 3 styles per category. If you have questions on how to use this feature on your integrated website, please contact our Web Design Team. |
| Max Discount | Each category can have a maximum discount percentage allowed. This value will override a discount put on a contract. For example, you could enter a 10% maximum discount for the Delivery category. If someone gave a customer a 20% discount, it would automatically decrease the discount on the delivery charge to 10%. |
| Web Picture | If you are selecting a WEB image, right-click the image. Make sure you verify the image's width; it must be 250 pixels or higher. |
| General Ledger Number |
You can define a General Ledger number for each category. If you define a G/L Account number, then any income amounts in that category will be broken out on the General Ledger Entries sheet. If no G/L Account is defined, all income in the category will remain in the summary accounts for Rental or Sales income. Note: For multi-store systems, you can put “###”, “##”, or “#” anywhere within the GL Number to be replaced with the store number upon General Ledger Entry creation. For example, a GL Number of 1100-## will print 1100-01 for store #1 income and1100-02 for store #2’s income. |
Work Order Item Categories
The system includes built-in logic that automatically fills in the Work Order item Category field when a specific category description is used.
If a category’s description is entered exactly as: "Customer Work Order", the system will automatically populate the Category field on the Work Order. Although this behaves like a default setting, it is not controlled through configuration. Instead, it is hardcoded system logic tied directly to the category description.
How It Functions
- The system looks for a category with the exact description Customer Work Order.
- When that exact match exists, the Category field auto-populates.
- If the description does not match exactly, the Category field will remain blank and require manual selection.
This applies regardless of:
- Category ID
- Assigned items
- Other configuration settings
Additional Information
- This behavior is by design.
- It is not configurable.
- It is not affected by caching, environment, user settings, or software version.
To use the automatic population feature, ensure the category description is entered exactly as Customer Work Order.