Skip to main content

Manage Pricebook materials

Last updated July 23, 2026

Purpose and common uses​

Materials are the parts and consumables your team purchases and uses on work. Keep the vendor, cost, sell price, tax setting, and inventory link current so estimates, invoices, purchasing, and stock counts stay aligned.

Before you begin​

Create the applicable vendor and categories. Have the internal code, vendor item code, description, cost, sell price, and unit of measure ready.

  1. Click Pricebook.
  2. Click Materials.
  3. Search by name or code, then use All Categories and All Statuses as needed.

The Materials list is the central record for parts used in customer and purchasing workflows.

Create or edit a material​

  1. Click Actions, then Add Material.
  2. Enter the name, code, and customer-facing description.
  3. Choose one or more categories.
  4. Enter the cost and selling price.
  5. Select the vendor and enter its item code when available.
  6. Set the unit, tax treatment, and active status.
  7. Complete replenishment or stock-related fields your team uses.
  8. Save the material.

To edit an existing material, open its action menu and choose the edit action. Use Duplicate when creating a closely related part.

Cost supports profitability and purchasing; price is the amount offered on customer documents.

Apply bulk changes​

Select multiple rows, then choose Adjust Pricing, Update GL Accounts, Assign Categories, Enable Taxable, Disable Taxable, Archive Selected, or Restore Selected. Verify the status filter after archiving because archived records leave the active view.

What happens next​

Active materials can be added to estimates, invoices, assemblies, and purchase orders. Link the record to an Inventory Item when quantities should be tracked by warehouse or truck.

Troubleshooting​

The wrong vendor or cost appears on a purchase order​

Edit the material and confirm its current vendor, vendor item code, and cost. Existing purchase-order lines keep their saved values.

A material cannot be found from a document​

Clear filters, check Archived, and confirm the document's Add Item menu is set to Material.

Inventory quantity does not change when the Pricebook record changes​

Pricebook details and stock quantity are separate. Open Inventory Items, confirm the material is linked, then use an inventory adjustment or receiving workflow.