You can add items to a Item Group in the database without beeing iWhen an Item is added to a room, the Item becomes an Occurrence in that Room. Occurrences are relationships between the Item and the Rooms they appear in. With this relationship comes data that can be stored at the Occurrence level. This information includes:

• Quantity - how many times is the Items to be included in the room. The row of Item types would be a single Occurrence with a quantity of instances of that type. 
• Existing Quantity - If any of the Item types already exists so that procurement is not necessary, this can be specified here. This quantity will then be deducted from the net accounts for this Item. See copy Existing Items for reference. 
• Priority - Priority for how important the Item Occurrence is compared to other item Occurrences in other Rooms.
• Owner - If one or more parties own the Item Occurrence, the party to be specified as Owner of the Item Occurrence can be defined here.
• Occurrence Data - Project defined data fields. See Item Occurrence GUI (think of this as individual properties when linking to individual items within an Occurrence)

The quantity of each Item forms the basis for the gross quantity of this Item in the room. The net quantity is the quantity minus the existing quantity. In addition, there are sub Item which are not to be included in the quantity calculation and deducted so that they are not part of the net quantity. Net quantity together with the Item budget price provides an estimate of how much an Item list for a room will cost. This total figure will be presented in budget reports and reports on Item in room. 

Item Lists from Templates

When a Room Template is created, an empty Item list per Item List is also generated. The Room Template could drive both Room Data and Item List together. See Edit Item Lists

In addition, within Templates, a Template List for each Item List type can also be used to manage a standard list of items. See Edit Template Settings to turn this feature on. 

Item Lists Linked to Room

There are different methods of linking Item lists to a room, depending on whether you intend to use a room template or not. You decide this when you create the Item list for the room, see below. A room can therefore have the following status in terms of Item list:

Item list not created means that the room is not connected to an Item list.

Item List from Room Template means that the room has an Item list from a room template. This implies that it is not possible to edit the Item list directly in the room, but the Item list must be edited in the room templates from which it originates. This means that when you change something in the template list, the Item list will change for all rooms which have Item lists from the room template.

Item List derived from room template

Derived from template means that the room has an Item list from a room template, as above, but that it is possible to add new Item, remove Item and edit quantities and occurrence data to the Items in the list.

Unique Item List

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The Item Module's "Item Groups" tab contains all Items in the database. You can copy Items from other databases, allowing for a standard list of Items to be used across projects within the same organization. When an Item is added to a project, it creates an Occurrence of that Item. Any Occurrence of an Item that is added to a Room will be visible in the Room's Item List.

You can add information on both Item and the Occurrence of the Item. The Information added on the Item level applies to all Occurrence of the Item