In Tradogram, you can add both database items (saved in your company’s item database) and external items (items not yet stored in the database) to transactions such as requisitions and purchase orders.

What’s the difference between database items and external items?

• Database items: These are items that have been uploaded or added to your company’s item database. They are typically products that you’ve purchased before or expect to purchase regularly.
  
  
• External items: These are items that are not yet saved in the database. They can be added manually by creating blank item lines in a transaction and entering the details (item name and unit price are required; all other fields are optional).
  
  

Tip: Both database items and external items can appear on the same purchase order.

Why do I need to choose the number of external items in advance?

When creating a transaction, you’ll be asked to specify how many external item lines to add. This step helps streamline the process if you plan to add multiple external items, so you don’t have to add them one by one.

Once you click “Add External Items” on the transaction, a popup will appear that allows you to select accounting details about the external items, and how many external line items you want to add.

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Can I add external items to the database for future use?

Yes! If you’d like to save external items for future transactions:

1. Add the external item(s) to your requisition or purchase order.
   
   
2. At the bottom of the screen, you’ll see a checkbox labeled “Add the external items to the database.”
   
   
3. Check this box to enable the option.
   
   
4. Select which external items you want to save.
   
   
5. (Optional) Assign the saved items to a category for easier organization.

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Only the items you select will be added to the database. The checkbox option only appears if at least one external item has been added to the transaction.

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