Buy Items - Getting Started | StartProto Help Center

Overview

Buy Items (also known as Purchased Items) are parts, materials, or products that your organization purchases from external vendors or suppliers. This module allows you to manage your purchased inventory, track vendor pricing and lead times, monitor stock levels, and analyze purchasing patterns to optimize your procurement processes.

Getting Started

What are Buy Items?

Buy Items represent any product or material that you purchase from vendors rather than manufacture in-house. Examples include:

Raw materials (steel, aluminum, plastic stock)
Components and hardware (fasteners, electronics, bearings)
Finished goods for resale
Consumables and supplies
Purchased subassemblies

Accessing Buy Items

Navigate to Inventory > Buy Items to view your buy items list. The main table displays all your purchased items with columns for:

Name (with thumbnail image)
Description
Location (storage location)
Selling Price (if you resell the item)
Demand Level (current demand/usage)
Stock Levels (quantity on hand)

Quick Actions

From the buy items list, you can:

Create New Buy Item - Click the "New" or "+" button
Search and Filter - Use the search bar to find items by name, description, or custom fields
Export to CSV - Download your buy items data (top right)
Context Menu - three dots on the far right

To Filter by Vendor, go to the vendor using the companies page, and then look under the products tab.

Creating a Buy Item

Starting the Create Process

Click "New Buy Item"
A creation form will open (most likely as a drawer)
Fill in the required and optional fields

Basic Information

Required Fields

Item Name (Required)

The primary identifier for the buy item
Must be unique
If Custom Naming is configured, you'll enter structured name components
Restrictions: Cannot contain , ; : " (QuickBooks compatibility)

Unit of Measure (Required)

How the item is counted or measured internally
Examples: Each, Box, Foot, Meter, Pound, Kilogram
Selected from predefined units

Optional Fields

Description

Detailed description of the item
Visible in lists and on purchase orders
Helps team members identify the correct item

Description

Your internal part Description or SKU
Alternative identifier for the item

Location

Storage location or bin number
Helps with warehouse organization and picking

Minimum Stock Level

Reorder point - when stock falls below this level, you should reorder
Used for inventory alerts and demand analysis

Current Quantity in Stock

Initial inventory level when creating the item
Can be adjusted later via inventory adjustment

Thumbnail/Image

Upload or paste an image of the item
Displays in lists and on detail pages
Helps with visual identification

Adding a Vendor/Purchase Option (Required)

When creating a buy item, you'll need to add at least one vendor purchase option:

Click "Add Purchase Option" or the initial vendor selector
Fill in the vendor purchase details
Multiple vendors can be added after the item is created

Custom Fields

If your organization has configured custom fields for buy items:

Custom field sections will appear in the create form
Fill in any required custom fields
Custom fields can include additional text, numbers, dropdowns, dates, etc that you would like to store for each buy item in the system.

Notes and Attachments

Notes

Add internal notes about the item
Can include purchasing notes, usage instructions, etc.

Attachments

Upload supporting documents (specs, datasheets, certifications)
Multiple files can be attached

Selling Data (Optional)

If you resell purchased items, configure selling information:

Selling Price

The price at which you sell this item
Can be a markup over cost or a fixed price

Quantity Breaks

Volume-based pricing tiers
Example: 1-10 units = $100 each, 11-50 units = $90 each
See Pricing and Quantity Breaks

Lead Time Markups

Pricing adjustments based on delivery timeline
Example: Standard delivery = base price, Rush delivery = +20%

Saving the Buy Item

Review all entered information
Click "Save" or "Confirm"
The system will validate your input
If validation passes, the buy item is created
You'll be taken to the buy item details page

Buy Item Details

Detail Page Overview

The buy item detail page provides a comprehensive view with multiple tabs:

Item Details (default tab)
Demand Analysis
Order History
Sales Order History
Quote History
Transaction Log

Item Details Tab

Header Information:

Item name and description
Edit/Delete buttons (manager permissions required for delete)
Print label option
Context menu for additional actions

Inventory Statistics:

The top of the details view shows critical inventory metrics:

Metric	Description
Quantity in Stock	Current inventory on hand
Average Unit Price	Weighted average cost per unit
Value of Inventory	Total value of current stock
On Order	Quantity currently on purchase orders
Demand	Current demand from sales orders and jobs (work orders).

Purchase Options Section:

Lists all vendor options for this item
Expandable table showing vendor name, SKU, pricing, lead time
Actions to add, edit, or delete vendor options

Quantity Breaks:

Displays volume-based pricing tiers
Shows break points and corresponding prices

Lead Time Markups:

Shows delivery timeline options and price adjustments

Custom Fields:

Displays any configured custom field values

Attachments:

Shows uploaded files with download links

Switching Between View and Edit Modes

View Mode:

Read-only display of all information
Click "Edit" button to modify the item

Edit Mode:

All fields become editable
Make changes as needed
Click "Save" to apply changes or "Cancel" to discard

Vendor Purchase Options

What are Purchase Options?

Purchase options define where and how you can buy an item. Each purchase option represents one vendor source for the item, including their pricing, lead time, and item identifiers.

Adding a Purchase Option

From the buy item details page, locate the Purchase Options section
Click "Add Purchase Option" or "+"
The Purchase Option drawer opens

Purchase Option Fields

Vendor (Required)

Select the vendor/supplier from your vendor list
Use the searchable dropdown to find the vendor

Vendor Item Name

The vendor's name for this item
May differ from your internal name

Vendor Item SKU

The vendor's part number or SKU
Critical for accurate ordering

Unit Quantity

How many units come in the vendor's package
Example: Vendor sells in boxes of 100, unit quantity = 100

In the example below, we are purchasing by the foot, and then for every foot we receive from this vendor we will stock 12 inches, units on the far right help make this clear.

Price (Required)

Cost per unit (or per package, depending on unit quantity)
Currency can be overridden if vendor uses different currency

Lead Time

Number of days from order to delivery
Used for planning and MRP calculations

Currency Override

If vendor uses a different currency than your default
System will convert to your base currency

Minimum Order Quantity

Smallest quantity the vendor will accept
Used to validate purchase orders

Is Default Vendor?

Mark one vendor as the preferred/default source
Default vendors will be used for preliminary costing
Preferred vendor appears first in lists
Used as default when creating purchase orders

Managing Multiple Vendors

Why Use Multiple Vendors?

Backup suppliers for critical items
Price comparison
Geographic diversity
Different lead times for different situations

Best Practices:

Always mark one vendor as "default"
Keep pricing up to date
Include accurate lead times
Maintain vendor SKUs for easy ordering

Editing Purchase Options

Locate the purchase option in the list
Click the Edit icon or use the context menu
Update the fields as needed
Click "Save"

Deleting Purchase Options

Locate the purchase option to remove
Click the Delete icon or use the context menu
Confirm the deletion
Note: You cannot delete the last purchase option if it's in use

Inventory Management

Viewing Inventory Levels

Current inventory information is displayed at the top of the Item Details tab:

Quantity in Stock - Current on-hand quantity
On Order - Quantity on open purchase orders
Demand - Quantity needed for sales orders, work orders, etc.

Adjusting Inventory

To manually adjust the inventory level:

From the buy item details page, click "Adjust Inventory"
Enter the adjustment details:
- New Quantity - The updated inventory level
- Reason - Why the adjustment is being made
- Notes - Additional context (optional)
Click "Confirm"
The inventory level is updated immediately

Common Adjustment Reasons

Physical count correction
Damaged goods
Shrinkage or loss
Found inventory
Initial stock entry

Inventory Tracking Features

Part Instances:

Individual trackable units of the buy item
Each instance can have:
- Serial number
- Lot number
- Received date
- Status (available, allocated, consumed)
Access via expandable rows or detail drawers

Lot Details:

Group part instances by lot/batch
Track receipt information
View all instances in a lot
Useful for quality control and traceability

Transaction Log:

Complete history of inventory movements
Shows increases and decreases
Includes references to source documents (POs, SOs, work orders)
Filterable and searchable

Minimum Stock and Reorder Points

Setting Minimum Stock:

Edit the buy item
Set the Minimum Stock Level field
Save the item

How Minimum Stock Works:

When inventory falls below this level, the item appears in reorder reports
Integrates with demand analysis
Helps prevent stockouts

Pricing and Quantity Breaks

Understanding Quantity Breaks

Quantity breaks allow you to offer different selling prices based on order volume. This is useful if you resell purchased items.

Example:

1-9 units: $10.00 each
10-49 units: $9.00 each
50-99 units: $8.50 each
100+ units: $8.00 each

Setting Up Quantity Breaks

Edit the buy item
Navigate to the Quantity Breaks section
Click "Add Break"
Enter:
- Minimum Quantity - Starting quantity for this tier
- Price - Selling price per unit at this tier
Add additional breaks as needed
Save the item

Tips:

Breaks should be in ascending order
Ensure no gaps in quantity ranges
The system automatically applies the correct price based on order quantity

Lead Time Markups

Lead time markups adjust selling price based on delivery timeline.

Example:

Standard (30 days): Base price
Expedited (14 days): +10%
Rush (7 days): +25%

Setting Up Lead Time Markups

Edit the buy item
Navigate to the Lead Time Markups section
Add markup tiers:
- Lead Time - Number of days
- Markup Percentage - Price adjustment
Save the item

Viewing and Analyzing Buy Items

Buy Items Data Grid

The main buy items list displays all purchased items in a filterable, sortable table.

Key Features:

Search - Find items by name, description, CID, or custom fields
Sort - Click column headers to sort
Filter by Vendor - Show items from specific vendors only
Filter by Tooling - Show/hide tooling items
Expandable Rows - Click to see vendor options sub-list

Demand Analysis Tab

Shows current and projected demand for the buy item:

Current Demand - Quantity needed for open orders
Demand Sources - Sales orders and jobs (work orders)
Demand Timeline - When the demand is needed
Recommendation - Suggested order quantity

Using Demand Analysis:

Review current demand
Check inventory on hand and on order
Determine if a purchase order is needed
Create PO directly from demand analysis

Order History Tab

Displays all purchase orders that included this buy item:

Column	Description
PO Number	Purchase order reference
Vendor	Supplier name
Date	Order date
Quantity	Quantity ordered
Unit Price	Price per unit
Status	PO status (open, received, closed)
Received Qty	Quantity received so far

Sales Order History Tab

Shows all sales orders that included this buy item (if you resell it):

Order number and customer
Quantity sold
Sale price
Order status

Quote History Tab

Lists quotes that included this buy item:

Quote number and customer
Quantity quoted
Quoted price
Quote status (pending, accepted, rejected)

Transaction Log Tab

Complete audit trail of all inventory movements:

Date and Time - When the transaction occurred
Type - Receipt, shipment, adjustment, etc.
Quantity Change - Increase or decrease
New Balance - Inventory after transaction
Reference - Source document (PO, SO, adjustment)
User - Who performed the action

Importing Buy Items

Click here for importing from CSVs or Excel

If integrating with QuickBooks or other systems:

Navigate to Global Settings > Import
Select Buy Items Import
Map fields from your source system
Preview and validate data
Confirm import

Best Practices

Setting Up New Buy Items

1. Use Descriptive Names

Include key identifying information
Follow your organization's naming convention
If using Custom Naming, fill in all relevant fields

2. Complete All Vendor Information

Add accurate vendor SKUs
Enter current pricing
Include realistic lead times
Mark preferred vendor

3. Set Realistic Minimum Stock Levels

Consider lead time and usage rate
Account for demand variability
Adjust as patterns become clear

4. Add Visual References

Upload item photos
Attach spec sheets and datasheets
Include vendor catalogs or links

Managing Vendor Relationships

Multiple Vendors:

Maintain at least 2 vendors for critical items
Keep all pricing current
Update lead times when they change
Note vendor minimums and packaging

Vendor SKU Accuracy:

Always verify vendor part numbers
Include vendor SKUs on purchase orders
Update if vendor changes their numbering

Price Updates:

Review vendor pricing quarterly
Update when you receive new price lists
Document price changes in notes

Inventory Accuracy

Regular Cycle Counts:

Schedule periodic physical counts
Use inventory adjustment feature to correct discrepancies
Document reasons for adjustments

Transaction Verification:

Review transaction log for anomalies
Ensure receipts are entered promptly
Verify shipments are recorded

Minimum Stock Review:

Quarterly review of minimum stock levels
Adjust based on actual usage patterns
Consider seasonal variations

Organizing Buy Items

Location Management:

Use consistent location naming
Organize by item type or usage
Update locations when items are moved

Categorization:

Use custom fields for categories
Tag tooling items appropriately
Group related items for easy filtering

Naming Consistency:

Follow organizational standards
Use Custom Naming if configured
Ensure names are searchable

Documentation

Attachments:

Upload current spec sheets
Include safety data sheets (SDS) for materials
Attach quality certifications
Keep vendor catalogs or cut sheets

Notes:

Document special handling requirements
Note lead time variations
Record price negotiation history
Include usage recommendations

Troubleshooting

Common Issues

Cannot Create Buy Item - "Object in collection already exists"

Cause: An item with this name already exists
Solution:
- Search for the existing item
- Either use the existing item or create a unique name
- Consider adding CID or vendor SKU to differentiate

Cannot Create Buy Item - "Invalid characters in name"

Cause: Name contains restricted characters: , ; : "
Solution: Remove these characters from the item name

Vendor Not Appearing in Dropdown

Cause: Vendor may not exist or is inactive
Solution:
- Create the vendor first in Vendors module
- Verify vendor is marked as active
- Refresh the page and try again

Inventory Adjustment Not Saving

Cause: Missing required fields or permissions
Solution:
- Ensure reason is selected
- Verify you have permission to adjust inventory
- Check for validation errors

Purchase Option Cannot Be Deleted

Cause: Purchase option is in use on open purchase orders
Solution:
- Close or complete related purchase orders first
- Or mark as inactive instead of deleting

Validation Errors

"Unit of measure is required"

Select a unit from the dropdown
If needed, create a new unit in Global Settings

"Price must be greater than zero"

Enter a valid price for vendor purchase options
Price cannot be negative or zero

"Lead time must be a positive number"

Enter lead time in days
Must be zero or greater

"Minimum stock cannot be negative"

Enter a positive number or zero
Leave blank if not using minimum stock tracking

Data Issues

Incorrect Inventory Count

Cause: Missing receipts or shipments, unreported adjustments
Solution:
- Review transaction log for discrepancies
- Perform physical count
- Use inventory adjustment to correct

Vendor Pricing Outdated

Cause: Price increases not entered
Solution:
- Edit purchase option to update pricing
- Add note documenting the price change
- Consider setting reminder to review prices quarterl