Item Group

Item Groups help you organize and categorize your items in LocalizeBook. You can create groups and subgroups, and you can also define default settings for new items created under a group.

This helps you maintain a consistent item structure and reduces repetitive data entry when creating multiple similar items.

What Is an Item Group?

An Item Group is a category used to organize related items.

For example:

Electronics

1. Computers
2. Laptops
3. Desktop Computers
4. Accessories
5. Keyboards
6. Mice
7. Headsets

Each item can be assigned to an appropriate Item Group.

Create Groups and Subgroups

LocalizeBook allows you to create a hierarchy of groups using the Sub of field.

For example:

Electronics

├── Computers

│ ├── Laptops

│ └── Desktop Computers

└── Accessories

├── Keyboards

└── Mice

This allows you to organize items according to your business structure.

Example

You could create:

Main Group: Electronics

Then create:

Subgroup: Computers

Subgroup of: Electronics

And then:

Subgroup: Laptops

Subgroup of: Computers

This creates:

Electronics → Computers → Laptops

Default Configuration for New Items

One of the key features of Item Groups is the ability to define default values for new items created in the group.

When you configure an Item Group, you can set default information such as:

1. Item Type
2. Currency
3. Unit Set
4. Item Brand
5. Cost
6. Base Price
7. Alarm Quantity
8. For Purchase
9. For Sale
10. Asset Account
11. COGS Account
12. Income Account

When a new item is created under the group, these settings can be automatically applied as the item's default values.

Example

Suppose you create:

Item Group: Laptops

And configure:

1. Item Type: Stock Part
2. Currency: USD
3. Unit Set: Piece
4. For Purchase: Yes
5. For Sale: Yes
6. Asset Account: Inventory
7. COGS Account: Cost of Goods Sold
8. Income Account: Sales

When you create a new laptop under the Laptops group, these values can be automatically populated.

You only need to enter the item-specific information, such as:

Item Name: Dell Latitude 5440

Code: LAP-DELL-5440

Brand: Dell

Cost: $650

Base Price: $800

Why Use Default Configuration?

1. Save Time

You don't need to enter the same information repeatedly when creating similar items.

2. Reduce Data Entry Errors

Default settings help users avoid accidentally selecting the wrong item type, account, currency, or other configuration.

3. Maintain Consistency

Items within the same group can follow a consistent configuration.

4. Simplify Item Creation

Users can focus on the information that is unique to each item rather than repeatedly entering common settings.

Item Group vs. Item Type

These two concepts serve different purposes.

Simple way to remember

Item Type = What is the item?

Item Group = How do I organize it?

Group Defaults = What settings should new items start with?

Important Note

Default configuration is a starting point for new items.

Users can review and adjust the item's information when creating or editing the item, where applicable.

This last note is particularly useful in the guide because users should understand that Item Group is not only a categorization tool—it can also serve as a reusable configuration template for creating items efficiently.

To create the new Item Group in Localizebook:

1.Go to the Item menu.

2.Click on Item Group.

3.Click on button +Add in the top-right of the page.

4.Enter the basic information of the item group

1. Name: Name of your group item.
2. Is Sub Of: If you select the sub group, the group you select in Is Sub Of is a parent group of your group that you are creating.
3. Memo: Other comments or marks that are related to your item group.
4. Item Type: Select the default type for items in this group (e.g., Stock Part for physical goods you track in inventory, Service for non-physical offerings).
5. Currency: Choose the default currency for the items (e.g., Dollar).
6. Unit Set: Select the default unit of measurement (e.g., N/A, Pcs, Box, Kg).
7. Item Brand: If items in this group are typically from the same brand, you can set a default here.
8. Cost: Enter the default purchase cost for new items.
9. Base Price: Enter the default selling price for new items.
10. Alarm QTY: Set the default low-stock quantity that will trigger an inventory alert.
11. For Purchase / For Sale: Check these boxes to define the item's default purpose.
12. For Purchase: The item can be bought from suppliers.
13. For Sale: The item can be sold to customers.

5. Configure Account (Default Accounting Links): This section automates your bookkeeping by linking the item group's financial activities directly to your COA.

1. Asset: Select the default Inventory Asset account. When you purchase items from this group, their value is recorded here.
2. COGS (Cost of Goods Sold): Select the default expense account. When an item from this group is sold, its cost is recorded here.
3. Income Account: Select the default revenue account. When an item from this group is sold, the sale amount is recorded here.

6.After filling all with your information:

1. Save & New: Save the item group and add another one.
2. Save & Close: Save the item group and close the window.
3. Close: Close window without saving the item group.