Create and Use Item Groups

Item Groups are aggregations of Items that can be used in certain Analytics reports. When a Transaction uses an Item defined in the Item Group and the Item Group is used in a report, the Transaction is included in the data set. Item Groups simplify the creation of Analytics reports by providing a faster alternative to filtering by Items.

Create an Item Group

Creating, editing, copying, and deleting Item Groups are available only to Administrators. Any user who can run reports can view an Item Group.

To create an Item Group

1. Open the Item Groups option in the Admin menu and click New Item Group in the top-right corner.

   

2. Enter a Name for the Item Group. The name must be unique. A Description is optional.

   

3. Select the Recurring Items and Non-Recurring Items that belong to this group. You can draw from either list or both, but a group must contain at least one Item before it can be saved.

   • To add an Item, select it from the list on the left and click the right arrow (>) to move it to the list of active Items on the right.
   • To remove an Item, select it from the list of active Items on the right and click the left arrow (<) to move it back to the list of Items.

4. Click Save at the bottom of the screen.

Only active Items appear in these lists. When you edit an existing group, Items already in it stay visible even if they have since been made inactive, so editing the group does not silently drop them. An Item marked Inactive, or one that is inactive in your connected GL, is not offered for selection.

Copy an Item Group

To build a new group from an existing one, open the Item Group and use Save As. The copy opens with the same Items selected and the name cleared, so you supply a new one before saving.

Delete an Item Group

Deleting an Item Group has no effect on Items, Transactions, Invoices, or Revenue. It does remove the Item Group from any Report that uses it. Because Item Groups are not typically required, an ordinary report that used a deleted Item Group still runs, but without that selection. A Renewal Rate Report is the exception: deleting a group it uses deletes the report itself, which produces different results.

WARNING: As with all Delete functions in Maxio, there is no undo. Use caution when deleting.

See which items belong to which group

This function provides a matrix that displays the relationship between Items and Item Groups.

Related information

Expense Items have their own separate set of groups, reachable from the same Item Groups screen when Expenses is enabled. See the Expense Item Groups section of Configure Expenses.