This article covers creating a new Purchased Item using the New Smart Ops Purchased Item Record form. To read about adding a new Purchased Item using the Classic Purchased Item Record, click here

There are three ways to add a new Purchased Item in R365: click '+Create' from the Items page, copy an existing Purchased Item, or import new Purchased Item information using the Import Tool.

The fields required to create a new Item are the same fields editable in the Purchased Item Record Settings tab. To read more about the Settings Tab, click here.


Create a Purchased Item

Purchased Items can be created using the following methods in R365:


First, navigate to Smart Ops. From the left navigation, click 'Items' under 'Food Admin' to open the Items page.

From the Items page, click the '+Create' button to create a new Purchased Item.

Copying from an existing Purchased Item 

Use the 'Copy Purchased Item' option found in the drop menuof an existing Purchased Item

Via the Import Tool

Items can be added to a template and imported into R365 in bulk. To read more about importing Items, click here

New Purchase Item Form

The New Purchase Item Form is made up of the following editable sections:


Enter the following General information: 

  • Item Categories 1, 2, & 3
    • Note: When the assigned Item Category has an Item Prefix assigned, this prefix will be auto-filled into the name of newly created items assigned to the Category.  New Items will take only one assigned Item Category Prefix. The Item Categories will be considered in the following order: Item Category 3 → Item Category 2 Item Category 1

  • Name of the Item 
  • Identifying Number for the Item 
  • Description of the Item

Make the following selections:

  • Activate or Deactivate an Item in the system
  • Make an Item a Key Item 
  • Switch to Actual Usage for this Item in place of Theoretical Usage in the AvT Report

Item Accounts 

Make selections for the following Accounts:

  • Cost Account -  The GL Account where the Costs associated with this Purchased Item will be recorded  
  • Inventory Account - The GL Account where the Inventory Asset Value associated with this Purchased Item will be recorded  
  • Waste Account - The GL Account that you want to Debit upon entering a Waste Log 

Note: This section is only available when Accounting is on


Units of Measure

Adjust the following Unit of Measure settings:

  • Measure Type
    • Important Note: Ensure that the Measure Type is entered correctly because once the Item record is saved, the Measure Type will be locked and unchangeable.
  • Change the Reporting U of M
  • Select and edit Inventory U of M 1, 2, & 3
  • Toggle Measurement Conversions on or off
  • Edit Measurement Conversion information
    • Note: Measurement Conversion must be toggled on to edit

Cost Method

Select a Cost Update Method to calculate the Inventory Cost value for each item.

Location Groups

Adjust the Location Groups groups toggle:

  • - Toggle on to make the item available to all locations
  • - Toggle off to select specific Location Groups

Location Specific Settings 

Add any Location Specific settings by clicking '+Add Location.' This section must be toggled on to edit. 

This section should be toggled on when Locations that have different Inventory U of Ms, Selling U of Ms, or Selling Price Types need to be added.

To add to the list, click the '+Add Location' button. In some cases, Users may need to scroll to the bottom of the list to locate this button. 

Edit the Information in the table.

Users should include the following: 

  • Location 
  • Inventory U of M 
  • Count U of M 2
  • Count U of M 3 

Note: Only Locations that have different Inventory U of Ms, Selling U of Ms, or Selling Price Types need to be added.


Toggle this section on to make this Purchased Item a Sales Item that will be available on the AR Invoice. To read more about creating a Sales Item, click here

Note: This Section is only available when Accounting is on


Toggle this section on to make this Purchased Item a Catering Item that will make this Item available for sale on Catering Menus in the Catering Module. Click here for more information on how to set up Purchased Items as Catering Items.


For organizations that utilize the Prep feature, toggle this section on to include the item on the Prep Sheet report, which uses the prior four week PMIX to calculate a suggested amount of the item to prep for a business day.

Saving the Purchase Item Record

Once all required fields have been filled out, the 'Save' button will be enabled. Click 'Save' to save the Item or click the Save dropdown to access the 'Save & Create Another' option. Clicking 'Save & Create Another' will Save the current record and promptly open a new Purchase Item Record for more efficient Item creation.

If changes are made to an existing Purchase Item Record, Users must click 'Save' to save the changes. 

Editing an Existing Purchased Item

Existing purchased items can be edited after saving. Users can edit any purchased item record from the Settings tab. To learn more about the settings tab, click here

This article was updated in Q1 2023. To read about adding a new Classic Purchased Item Record, click here