Specific, in depth information about each item in inventory

Welcome to the Item page! Find everything you need to know and more about each item in your inventory.

There are several tabs which sort the item's information within the item page. However, at the top of the page- no matter which tab you are on- you can see the department, followed by the item’s name, variety, and size. Below that, you will also see the item's number/PLU and a save button.

The department is a link that will take you back to the search page showing only inventory items in that department.

If there are other types of plants (names) in the department, the name of the item whose page you are on will be a drop-down that shows the names of all other items in the department. If there are other varieties of that type of plant (name), the variety will be a drop-down that shows other varieties in inventory. If there are other sizes of that variety, the size will be a drop-down that shows other sizes in inventory and the quantity in stock.

On Hand

The "On Hand" field deals with the quantity of an item you have in stock. This field will always reflect the number of items that are in stock for that particular PLU.

To make edits to the On Hand quantity you can select the field and a modal will appear. Using the modal, you can either make a miscellaneous, trash, or store use adjustment.

Qty Reserved

You can reserve items due to quality (for example, if a plant has been cutback) or for a customer. When there is a reserved quantity for the item, the Qty Reserved field will be blue.

To reserve an item or items, select the field and a modal will come up on screen. In the modal, enter the quantity to be reserved, the reason for the reservation, an optional expiration date, an optional note, and if applicable, the customer’s name.

The customer field will search all existing customer accounts as you type, so the customer you are making the reservation for must have an account with your store. Then, simply click the “Reserve” button and the items will show as on reserve in the system.

When an item has a reservation, the quantity that is on reserve will be represented by the quantity followed by an asterisk in the register search results.

Unit Price

Avg Cost/Total Cost

The average cost of all items is calculated by the system based on all the times an item has been received on a PO. The average of all the costs is recorded in this field. If you need to manually change the average cost of an item, click inside the field and you will be prompted to answer two questions, and then allowed to manually change the average cost.

The total cost is the product of the quantity on hand and the average costs. Items with 0 on hand will have a total cost of 0. This field is not editable.


The profit margin for an item is based on the average cost and the unit price. If you want to change the margin, select the field and enter your desired margin. The price will then change to produce the margin you entered.


View or change the item’s department from this field. The item's department will impact various reports.


Determine if an item is subject to discounts. This field does not affect coupon effectiveness. The discountable designation affects the process of manually applying a discount to an item:




Apply discounts freely

Prompted to confirm discounts

Discounts not applied at all



The department prefix is displayed in this field and is not editable. To edit the prefix, see the inventory "Departments" tab



View and change the item’s description in these 4 fields.

Name is often used to represent a generic type of plant, such as “Oak” or “Rhododendron”.

Variety is often used to represent a specific variety of plant, such as “Live” (as in Live Oak) or “English Roseum” (as in English Roseum Rhododendron).

Color of the item.

Size is often used to show pot sizes, such as 3G, QT (for quart), or 6/7’ BB (six to seven foot tall, balled & burlapped).

Ext. Description

View and change the extended description here. This field is often used to show a plant’s botanical name, various common names, or other short notes.


Any information entered into this field will print onto this item’s tags.


Add any additional notes about the item into this field.

A memo will automatically be added to any duplicated items


Check % off

Click this button to populate a discount table with potential percentage discount information

% Discount

$ Discount




Percentage to be discounted

Dollar amount of discount

Realized price after discount

Margin adjusted after discount

Amount of profit to be earned at discount amount


Click this button to duplicate the item. You will be asked to confirm the duplication and then a new item will be created with all the same information as the original item except the PLU.

The duplicate item will always start with a quantity of 0 and a memo that indicates that it is a duplicate of the original item.

Duplicate items are often used when you need to receive an existing item in a new size. For example, you may have an item called “HELLERI HOLLY 3G” in inventory but need to add “HELLERI HOLLY 7G”. Duplicating the 3G would be significantly easier than making a blank new item and filling the fields in for the 7G.

Convert To

This function allows you to move items from one PLU to another easily. To convert, select the button and fill out the modal.

The quantity you want to remove from the PLU. You can also enter negative quantities into this field if some items were mistakenly sold using the wrong PLU.

Merge Into

Make two PLU’s into one with the merge button. Be sure that you want the PLU whose item page you are selecting merge on is the one you want to be deleted. The PLU that you are merging into should be entered into the modal.

Merging is permanent and cannot be undone.

Employees with access to merging are determined in the Admin section under the permissions tab.



The retag button can be used to queue tags for an item. The system will pre-populate the tag quantity with the on hand quantity, but you can also enter a custom number of tags to be queued.


This button will do a google search of the item in a new browser window. It will search the item’s name, variety, and size.

Sync to Web

Manually update item information to your website. The system will automatically update the website every couple of minutes, but you can immediate update the website using the Sync to Web button.


Create a printable sign including descriptions, unit price, attributes, and a picture!

Just click the sign button to queue a sign, and you can queue multiple signs and then print in batches.

Interested in customizing your sign layout in VMX? Give us a call!

Order Point

Enter order points to help stay on top of your purchasing. You will enter either a quantity plus a date or just a quantity. The quantity represents the order point, or the quantity at which you may need to reorder a product. The date associated is the start date of that order point. You can enter multiple order points to reflect seasonal changes.

When items sell down to their order point, they will be added to the Low on Hand report that is also linked in the order point modal.

Order Multiple/On Order

If items are only ordered in sets, boxes, or packs, indicate the number of items ordered at a time in the Order Multiple field.

The On Order field shows the quantity of the item that is currently on any purchase order with an ETA. You can also click inside this field to view the purchase order information and other orders with the same item on them.


See the quantity of the item has been requested by customers at your store. Click inside the field to view a table of all requests for the item with links to the customer account and the full Wish List.

You can’t add requests from item pages, only view them, but see how to add requests on the Wish List page.

Wish List

Stock Status/Preferred Vendor

Designate items as staples, discontinued, or available upon request.

Select the preferred vendor for the item from the complete list in this field. Type inside the field to quickly find the right vendor.

Tag Type

Set the tag type by selecting from the drop down list in this field. Once set, this will be the default type whenever tags are queued for this item. Learn about adding tags on the Inventory Tabs page:


Fixed Margin

Determine a set margin for an item in this field. Fixed margin is only allowed for consignment items. Fixed margin allows the cost to be set at the time of the sale. This cost is not based on the actual cost of the item in inventory, so would bring the inventory out of balance. As consignment items are not included in Inventory or COGS, they are allowed.

Receipt Color/Receipt Note

Change the color of the font for this item on receipts by selecting a color and saving.

Also add a note to the receipt using the receipt note field. The note will be shown in the system and on the customer’s receipt.


Designate a brand for the item in this field, such as Proven Winner or Southern Living. Brands can be added to the system under Inventory, Brands:


Other Item Info

Date Added/Last Sold/Last Received

The date added is the original date the PLU was added to the system. The last sold date is the last time the PLU was on a completed sale. The last received date is the last time a PLU was on a completed PO.


Should customers pay tax on this item? Some items may be tax free in your state (like seeds in the state of Alabama)

Keep Inventory

Does this item need to be kept in inventory? Items like labor charges or delivery fees do not need to be in inventory.

No Fractions

Some plants need to have the ability to be rung up at fractional quantities. For example, cut pieces of coco liner may be rung up as two and a half feet of length. To ring this up, enter 2.5 as the quantity. The system will not allow fractional quantities if this box is checked.

Allow Reorder/Allow Selling

By unchecking the allow reorder box, the system will not allow the item to be added to a pending purchase order. Unchecking the allow selling box will prevent the item from being rung up on a sale.

If you uncheck both allow reorder and allow selling, the item will become and “archived” item. Archived items will not show on the inventory search or on the register page search. To view archived items, go to the inventory search page and select the Include Archived checkbox from the Filter drop down. Archived items are shown with a line through them.

Hot Button

Select this checkbox to add a "Hot Button" to the Register screen. To learn more about Hot Buttons, click here.


This field shows whether or not an item is a consignment item. Consignment status is not changeable and is only set during the creation of a new item.

Last Inventoried/Last Updated

Last inventoried shows the date, employee, and quantity for the last time the item was counted. Last updated show the date and time for the last time the item experience any saved change.

Item Photo

The item's photo that can be added through attachments will show on the right side of the item page.

Last updated