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Non-Stock Item Setup

7 min. readlast update: 01.08.2026

Acumatica Stock Item Setup | Firefly Business Group KnowledgebaseNon-Stock Item Setup

Add a new Non-Stock Item

New Non-Stock items can be added from the Inventory workspace.   Select the “+ NEW” link, which displays when hovering over “Non-Stock Items” under the Profiles section.

 

HEADER Section

  1. Inventory ID – Unique identifier for the Non-Stock item.
    1. Required field
    2. Maximum of 30 characters
  2. Description – A brief overview of the Non-Stock item.
    1. Maximum of 256 characters for the short description field.
    2. For a more comprehensive description (including HTML formatting, tables, or additional notes), use the DESCRIPTION tab available on the Non-Stock item form.
  3. Notes
    1. Record Note – Use this to add general notes that can be manually viewed by users.
    2. Pop-up Note
      1. Select the Add Pop-Up Note checkbox to enable a Pop-Up note field.
      2. Enter Pop-Up Note text – Use this for a separate message that will display when this item is added in a transaction, such as a purchase order or sales order.

 

GENERAL Tab

 

Item Defaults

  1. Item Class –Used to group items for sales reporting and configuration defaults.
    1. Required field
    2. Select from the predefined list.  
  2. Type – Describes the nature of the item (Finished Good, Component Part, Subassembly).
    1. This field does not affect system functionality.
    2. Often defaults from the Item Class or select from the list.
  3. Posting Class –Defines the General Ledger (GL) accounts for inventory and sales.
    1. Required field
    2. Often defaults from the Item Class or select from the list.
  2. Is a Kit  – Indicates whether the item is made from components.
  1. Tax Category –Defines whether the item is taxable or exempt.
    1. Required field
    2. A customer’s tax-exempt status overrides item-level tax settings when applicable.
    3. Select from the list.

Warehouse Defaults 

  1. Default Warehouse – Specifies the warehouse where the item is stored or managed. If using multiple warehouses, leave this field blank unless the item is only managed in one warehouse.
    • Require Receipt- A check box that indicates (if selected) the non-stock item appears on a purchase receipt created for a purchase order with this line item. If cleared, an AP Bill can be prepared for a purchase order that includes such non-stock item without processing on a purchase receipt.
    • Require Shipment -A check box that indicates (if selected) the non-stock item appears on a shipment created for a sales order with this line item.  If cleared, an invoice can be prepared for a sales order that includes such non-stock item without processing on a shipment.

Units of Measure

 

  1. Base Unit – The primary stocking unit of measure (UOM) used in transactions.
    1. Required field
    2. Select from the list of available UOMs.
    3. Check the ‘Divisible Unit’ box if the item can be measured in decimals.
    4. When unchecked, only whole units are allowed.
  2. Sales Unit – The default UOM used when selling the item to customers.
    1. Required field
    2. Defaults to the Base Unit.
    3. If another UOM is selected, populate the Unit Conversion Table (see below).
    4. Check or uncheck the ‘Divisible Unit’ box based on whether fractional sales are allowed.
  3. Purchase Unit – The default UOM used when purchasing the item from vendors.
    1. Required field
    2. Defaults to the Base Unit.
    3. If another UOM is selected, populate the Unit Conversion Table (see below).
    4. Check or uncheck the ‘Divisible Unit’ box based on whether fractional purchases are allowed.
  4. Unit Conversion Table – Defines how to convert between Base Unit and Sales or Purchase units, if different.
    1. Only needed if the Multiple Units of Measure feature is enabled and Sales/Purchase units differ from the Base Unit.
    2. Define conversion rules between the Base Unit and the Sales/Purchase Units.
    3. If Base Unit is smaller use Multiply, else use Divide.
    4. Example:
      1. Base Unit = Each
      2. Sales Unit = Box (contains 10 Each)
      3. Conversion: Multiply by 10

 

PRICE/COST tab

Use this tab to view or specify key pricing details for the selected non-stock item.

  1. Minimum Markup % - Enter the minimum markup % based on cost to use when validating prices in sales orders.
  2. Default Price – This is the list price for an item. It is strongly recommended that the default price is populated with a value. If no other pricing is defined in Acumatica, all sales orders will use this price.
  3. Last Cost – updated based on transactions. 
    1. Manually enter a new Last Cost by double-clicking in the field. 
    2. ‘UPDATE COST’ from the action menu (…)
    3. SAVE to see/use the modified cost on future transactions.

Posting of Item Cost

This option tells the system when to post the cost of the item to the expense.

Purchases is the default which posts the cost with the release of the purchase receipt or AP Bill.

If the expense should not be incurred until the item is sold, select Sales from the dropdown then request assistance  from your consultant for additional GL Account mapping.

 

VENDORS tab

Use this tab to review or define Vendors that supply the item, along with related pricing and purchasing details.

Click the + button on the table toolbar to link a new vendor to the item.

 

CROSS-REFERENCE tab

Use this tab to maintain cross-references between the item and alternate IDs used within the company ie Barcodes, UPC, or by vendors and customers for the item.

 

GL ACCOUNTS tab

Non-Stock Items generally used on Purchase Orders 

Expense Accrual Account –If the item is used as a component of a kit assembly/production order, this account will be used as an offset account to credit the value of the expense from the general ledger as it moves the value into the cost of the finished goods.  Otherwise, it should be left blank.

Expense Account – The default expense account to be used for this non-stock item.  If the item is marked for receipt, it will use this account on the initial posting of the receipt (as a debit to expense based on receipt). If not marked as receipt, then it will use this account when the AP bill is entered.

PO Accrual Account - Default account used only when “Require Receipt” is checked on the General tab of the Item.  It will temporarily pass the value into this account upon receipt.  When the bill is entered, it will credit the value from the PO Accrual Account and then debit the Accounts Payable account.

No other GL Accounts are required.

 

Non-Stock Items generally used on Sales Orders

Sales Account – If the item is sold directly on an invoice, it would use this GL account to record revenue at time of sale.  

 

ATTRIBUTES tab

Use this tab to view and enter additional information about the item, including item-specific attributes (defined by the Item Class), images and sales categories. These fields enhance item classification, searchability, and reporting.

 

 

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