Kits
A Kit is a special item that groups other items (its components) under a single code, so you can sell, quote or deliver them together in one click. Instead of adding every product that makes up a bundle, combo or package line by line, you add the Kit once and AdmCloud automatically deducts each of its components from inventory in the configured quantity.
What is it and what is it for?
A Kit is created and managed like any other item (it has a SKU, name, item class, family, brand and tax), but instead of having its own cost or stock, it's made up of a list of components: other items, each with the quantity needed to build one unit of the Kit. When you sell, quote or deliver the Kit, AdmCloud knows which components to deduct from inventory, without you having to type them manually on every transaction.
This is useful, for example, for gift baskets, promotional combos ("buy 2 products and get a third one free"), installation packages with their accessories, or any sale where several items are always shipped together in the same relative quantity.
Unlike a Bill of Materials (BOM), a Kit does not generate a production order or turn its components into a finished product with its own cost: it simply groups existing items to sell or deliver together, deducting each component directly from inventory at the moment of the transaction.
How to use it
- Open the Kits list and click New.
- Fill in the Kit's general data: Name, and optionally Item Class, Family, Brand and Tax. The Code (SKU) is generated automatically if your company numbers items; otherwise you must type it yourself.
- On the Components tab, add each item that's part of the Kit with its Quantity and Unit of Measure. You must add at least one component.
- Decide how the Kit will behave on sales transactions by checking or leaving unchecked: Show Components (displays each component as an informational line inside the transaction), Allow Components Quantity Change (lets the user adjust a component's quantity when selling) and Handle Prices on Kit Components (splits the Kit's price across its components instead of billing the Kit as a single line).
- On the Prices tab, set the Kit's price for each Price Level and Currency you use (and by Destination, if applicable).
- If your company has Subsidiaries enabled, use the Subsidiaries tab to select which ones this Kit is available in.
- Attach reference files (spec sheets, images) on the Files tab if you need to, and fill in your Custom Fields if your company has any configured for Kits.
- Click Save. The Kit is immediately available to use on quotes, sales orders, invoices and other sales and purchase transactions.
For quick, routine lookups or edits, use the Inline Editing screen: a grid that lets you correct the Code (SKU) and Name of several Kits directly in the table, without opening each one separately.
Main capabilities
- Automatic deduction of each component from inventory when selling, quoting or shipping the Kit, without typing them line by line.
- Option to show or hide the components inside the transaction, to let the user change their quantity, and to bill the price split across the components instead of as a single line.
- The Kit's own prices by Price Level, Currency and, optionally, Destination.
- Inline editing of Code (SKU) and Name from a grid, for quick, bulk corrections.
- Summarized and Detailed Kits reports, filterable by Item Class, Family, Brand, Division and Color.
- AI-powered autofill ("Smart Paste") that extracts the Code, Name and Barcode from pasted text.
- Also available through the REST API (browse, create, edit and delete) for external integrations.
- AI Anomaly Analysis over the Kit's behavior, when that feature is active for your company.
Key fields
| Field | What it is for |
|---|---|
| Code (SKU) | Identifies the Kit. Generated automatically if your company numbers items; otherwise it's required and cannot be duplicated. |
| Name | Describes the Kit. Required, with a maximum of 1,000 characters. |
| Components | The list of items that make up the Kit, each with its quantity, unit of measure and, if your company uses Attributes, its Attribute 1 and 2 values. Must have at least one. |
| Show Components | When active, each component shows as an informational line inside the sales transaction. |
| Allow Components Quantity Change | Lets the user adjust, when selling, a component's quantity relative to what's configured on the Kit. Can only be turned on together with Show Components. |
| Handle Prices on Kit Components | Splits the Kit's price across its components on the transaction, instead of billing it as a single line. Can only be turned on together with Show Components. |
| Prices by Level | The Kit's selling price for each combination of Price Level, Currency and, if applicable, Destination. |
| Subsidiaries | The subsidiaries of your company this Kit is available in. Only shown if your company has Subsidiaries enabled. |
| Item Class, Family and Brand | Classification catalogs that group and filter the Kit the same way they do any Item or Service. |
Validations when saving
- Name is required and has a maximum of 1,000 characters.
- Code (SKU) cannot be duplicated: if another item already has that code, AdmCloud rejects the record.
- Must have at least one component. A Kit with no components cannot be saved.
- Each component must be a valid, active item, with a quantity greater than zero and a unit of measure that belongs to that item's unit plan.
- A component that requires Lot tracking or is Serialized cannot be added to a Kit.
- A Kit cannot be a component of another Kit.
- The same item can appear more than once in a Kit only with different Attribute values (for example, a red shirt and a blue shirt); two components with the same item and the same attributes are rejected.
- If a component requires Bin tracking, AdmCloud automatically turns on the Kit's Show Components option.
- If you turn on Allow Components Quantity Change or Handle Prices on Kit Components, the Show Components option is automatically turned on (or required), since both depend on it.
- If you set Sales, Sales Discount or Sales Returns ledger accounts on the Kit, they must exist and be in the same currency as your company.
- Any custom validation script your company has configured for the "before save" event also runs and may reject the record.
While an item is a component of any Kit, AdmCloud does not let you turn on Lot, Serial or Bin tracking for it, or change its unit of measure plan or its Attributes: those changes would leave the Kit unable to be sold or deducting the wrong inventory. If you need to do it, first remove the item from the Kits listed in the message.
Deleting a Kit
You can only delete a Kit if it is not being used anywhere else in the system. Before deleting it, AdmCloud checks that the Kit is not linked to, among others:
- Sales or purchase transactions (invoices, sales orders, quotes, receptions, etc.).
- CRM Opportunities.
- Special prices configured for a specific customer or vendor.
- Budgets.
- Sales or purchase plans.
- Project items.
- Maintenance Plans.
- Bills of Materials (BOM), both as a material and as a finished product.
- Fixed Asset components.
- Construction Types.
- Branches of related companies.
- Point of Sale (POS) item groups.
If the Kit is in use in any of these cases, AdmCloud rejects the deletion and tells you where it's being used, so you can decide whether to deactivate it (mark it Inactive) instead of deleting it.
Kits in dispatches, transfers, invoicing and purchasing
- In Dispatches and Location Transfers, changing the quantity of a Kit that shows its components recalculates each component's quantity (quantity per Kit × Kit quantity).
- In the items pending dispatch list, components appear under their Kit; selecting the Kit also selects its components, so the full inventory goes out.
- When invoicing dispatched items pending invoicing (one by one or in batch), if the Kit handles prices on its components, each component takes the price, discount and tax of its line in the sales order.
- When creating a Purchase Order from a Sales Order, Kits are not purchased: their components are added as regular items (the order's component lines if the Kit shows them, or the components on the Kit card if it does not).
- Line-by-line editing of Sales Orders does not allow changing or deleting a Kit line or its component lines; edit the whole order instead.
- The components of Kits in a Return Authorization are received as items in the Return Reception.
- When creating invoices, quotes, sales orders or credit notes with the AI assistant, Kits that show their components are added with their components.
Availability, permissions and conditions
- On the Enterprise edition, Kits require your company to have the Inventory module active; otherwise the screen shows a "not available on this edition" message.
- The Attribute 1 and 2 columns on components only show up if your company has the Attributes feature active (available from the Premium plan onward).
- The Subsidiaries tab only shows up if your company has the Subsidiaries feature enabled.
- The button to create Custom Fields only shows up if your company has that feature active; fields must be marked as visible on Kits to appear on this form.
- The Anomaly Analysis button only shows up if your company has that AI feature active.
- Access to this screen is controlled by the "Items or Services" permission of the user group (the same one used by the Items and Services screens), with separate levels for browsing, adding, editing and deleting.
Tips and common mistakes
Use Show Components when you want transparency with the customer: if your Kit is a basket or combo where the customer should see exactly which products it includes, turn on Show Components. If instead you want the transaction to show a single clean line with the Kit (for example, an "all-inclusive" service package), leave it off.
Double-check your components' units of measure before saving: each component's quantity is deducted in the unit you pick, so if a component is normally sold by the box but you need to deduct it by unit, select the correct unit from that item's unit plan.
You cannot use Lot- or Serial-tracked items as Kit components. If you need lot or serial traceability on the sale, handle those items as regular lines on the transaction instead of including them inside a Kit.
Before deleting a Kit you've already sold, quoted or included in a budget or project, AdmCloud will reject it. In those cases, mark the Kit as Inactive instead of deleting it; that way you keep the history and prevent it from being sold again.