This guide explains how Stampli's item management works and how to efficiently create, find, and use items in your purchase orders.
Understanding Stampli's approach to items
Unlike traditional ERP systems that require formal item master lists, Stampli Purchase Orders takes a more flexible approach to item management. Items in Stampli are:
Created on-demand: Add new items as needed without pre-configuration
Learns from your usage: Previously used items become available for future selection
Organized informally: As you type an item description, Stampli displays a live search of previously used items, with the most frequently used items appearing at the top of the list
Simplified for users: Only essential information is captured, reducing complexity
This approach eliminates the maintenance burden of a formal item catalog while still providing the benefits of standardization and consistency.
Adding items to purchase orders
Creating a new item during PO creation
Navigate to the purchase order creation screen
Under "Table Fields," locate the "Stampli Items" section
Click "Add New Line"
In the "Stampli Item Description" field, type your item description
Be descriptive and specific
Include relevant details like model numbers, sizes, or specifications
Complete the required fields:
Quantity: Enter the number of units
Rate: Enter the price per unit
Complete optional fields as needed:
GL Account: Select the appropriate accounting code
Class: Add classification information if used in your organization
Budget: Associate with budget codes if applicable
Selecting existing items
When you begin typing in the "Stampli Item Description" field, Stampli will show suggestions based on previously created items:
Start typing the item name or description
Review the dropdown list of matching items
Select the appropriate item from the list
The system will auto-populate other fields based on historical data
Adjust quantities, rates, or other fields as needed for this specific order
Best practices for item creation
Use consistent naming conventions
Be specific: "HP LaserJet Pro M404dn Printer" is better than "Printer"
Include key attributes: Add size, color, or model when relevant
Use standard terminology: Align with your organization's common language
Consider searchability: Include terms users might search for
Avoid abbreviations: Unless they're universally understood in your organization
Provide appropriate level of detail
Balance brevity and detail: Include essential information without excessive length
Consider downstream users: Include details that help approvers and accounting
Think about reporting: Include attributes you might want to analyze later
Format consistently: Use the same pattern for similar items
Organize information effectively
Most important information first: Put key identifying details at the beginning
Group related items similarly: Use consistent patterns for product families
Consider sorting: Name items to appear logically in alphabetical lists
Use punctuation sparingly: Minimize special characters that might complicate searching
Managing existing items
While Stampli doesn't have a formal item master list to maintain, you can influence how items appear and are used in the system:
Standardizing common items
Identify frequently purchased items
Establish standard descriptions for these items
Communicate these standards to PO creators
Consistently use these descriptions when creating new POs
Dealing with duplicate items
If you notice similar items with slight variations in description:
Choose the preferred version
Use this consistently going forward
Over time, Billy will prioritize frequently used versions
Updating item information
When item details change (like pricing or specifications):
Create the item with updated information on your next PO
The new version will be available in the system going forward
Both versions will appear in suggestions, so select the current one
As the new version is used more frequently, it will appear higher in suggestions
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