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Item Classifications and the Item 'Paste Special' List

Whenever you need to enter an Item in a record such as an Order, Invoice or Goods Receipt, you can use the 'Paste Special' feature to help you choose the correct Item.

When you open the 'Paste Special' list from any Item field, the resulting 'Paste Item' window will usually be simple list in which you can choose the Item you need by double-clicking (Windows/Mac OS X) or tapping (iOS/Android):

You can sort the list so that you can find the Item you want, and you can save the sort order so that it's used by default.

If you are using Mac OS X, the 'Paste Item' window will by default include a section that incorporates Apple's "Cover Flow" technology. Again, you can choose the Item you need by double-clicking:

If you have many Items in your database, you can use Item Classifications to build a 'Paste Special' list that provides a greater level of help with Item selection. Follow these steps:
  1. Spend some time planning your Item Classifications with the aim of helping users to choose Items quickly and easily.

    Planning your Item Classifications will result in a hierarchical structure similar to the example illustrated below:

    This structure will result in the following Item Classifications:

  2. Each Item Classification record contains a Classification field. As you enter your Item Classifications, use this field to construct the Item Classification hierarchy. In each record on a lower level, this field should contain the Classification on the level immediately above.

    In the example, the "MAIN" Classification is on the top level, so the Classification field in the "MAIN" record is blank:

    The "MAIN" Classification has four sub-Classifications "Streaming", "Digital Playback", "Vinyl" and "Speakers". In these Classifications, the Classification field should contain "MAIN", the superior Classification to which they belong:

    Within Classification 1 ("Streaming"), there are two sub-Classifications, "Music Servers" and "Streaming Devices". In these Classifications, the Classification field should contain "1", the immediately superior Classification: