Click + New Item on the Overview tab. The Add Item window opens.
Fill in the fields:
- Client — who the item is for. The list shows your clients by property (client name, body of water, and address), and you can type to search it. The very first entry is your own company name — choose it for anything you are buying for the business itself (see Company items below).
- Catalog Item (Optional) — pick an item from your Catalog (Section 12) to fill in the item type, description, quantity, unit price, and tax setting automatically. Leave it blank to type the details yourself.
- Item Type — the invoice item type this line belongs to (the same types you use for Catalog and invoice items — for example, Parts or Chemicals). Required; filled in for you when you pick a catalog item.
- Quantity — how many units are needed. Decimals are allowed (for example, 2.5).
- Unit Price — the price per unit (for example, 22.00).
- Is Taxable — check this so tax is applied when the item is added to an invoice. The box starts unchecked unless the catalog item you picked is taxable.
- Amount — shown under the fields and calculated for you: quantity × unit price.
- Item Description — the line-item text. This is what the client sees on the invoice. Required unless a catalog item is selected.
- Assigned To — the team member responsible for buying or installing the item. When you pick a client property, PSS pre-selects the technician on that property’s next service route visit; when you attach the item to a job, it switches to the job’s technician. You can change it, or leave it blank.
- Notes (Optional) — internal notes such as installation instructions. Notes are not shown on the invoice; technicians see them on the item.
- Attach To — shown once a client is selected. Choose Service Route to tie the item to the property’s regular route visits (the default), or Job and then pick the job in the Attached Job field that appears. Only the client’s open jobs (not Done, Cancelled, or Closed) are offered.
- Tech Pay (optional) — turn on the switch if the technician should be paid for this item, then choose a Calculation Method: Percent (enter the percentage of the item amount in Pay Amount) or Catalog Tech Pay (Pay Amount is filled in for you as quantity × the tech pay amount defined on the catalog item, and cannot be edited). The Configure tab can set a default so this is pre-filled (see 14.6).
Click Save to add the item, or Close to discard it.
Note: Client, Item Type, Quantity, and Unit Price are always required. If you attach the item to a Job, the job itself is required too. New items are created with the New status.
Company items
Items your company buys for itself — tools, stock chemicals, truck supplies — go on the same list, but they are never billed to anyone. To log one, select your company name at the top of the Client list instead of a client. Company items behave differently in a few ways:
- The Attach To field is hidden, because there is no property or job to attach to.
- The Client column reads COMPANY, the Invoice column shows – N/A –, and Invoice Now… and the invoice options in the item’s details are not offered.
- The automatic Item Invoicing (When Done) rules on the Configure tab do not apply (see 14.5).
- Marking a company item Done does not reduce inventory — the stock stays with your company (see 14.5).
Note: If you edit an item that is already on an invoice and switch its Client to your company, PSS warns you that the item will be removed from that invoice before it makes the change.