Item Master

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Item / Product Masters creation options.
 
Before we begin, let us understand about the need of Item Masters and the usage of this particular activity.
 
In every industry you need to maintain quantitative details of item/products you are dealing with. This allows you to manage your inventory items efficiently and make necessary adjustments to effectively utilize your financial resources.
 
Therefore, in item master we setup the item profile for each items with all the available data at hand. This is normally a one-time process at the time of new item addition and this library of data is extensively used to capture, generate and auto generate the required documents and reports in  desired formats.
 
 
The key functions of a Item Masters Module are:
  • Creation of a New Item /Product profile;
  • Modification of an existing Item / Product profile;
  • Deletion of an existing Item/Product profile.
  • Make item Bundles consisting of different Items/Quantity.
 
We will be going through the each of these set of information in detail.
 
If you are in Inventory Drop Down you need to select  and the screen which appears looks like this;
 
 
 
 
 
 
New Item Master
You can see the   option at top right of the screen. Click on this option and you will  be directed to select item category.
 
 
 
 
As you can see, Item/ Products are divided into Four Broad categories:
 
Inventory : You should keep those items under this category for which you want to maintain Inventory Records and generate various Reports for further analysis. Under this category, outward document of an item will be allowed to be generated only if you have sufficient Stock in hand of that item.
 
Non Inventory : If you do not want to Maintain Inventory Records and do not need any report on a item, keep  that under this category.
 
Service : These are basically not an item but only a Description of Services you are getting or rendering. Since these are only descriptive and not a physical item, no inventory records will be maintained for these items.
 
Bundle : If you are purchasing different type of Items and selling them in a Bundle in many promotions / Combinations , you will need to create different  Bundle of those promotions / Combinations.
 
For Example – You are Purchasing  Soaps, Detergent Powder, Hand Wash Liquid and Harpic. Now you can make a Bundle of four items at a consolidated price, Say, Soaps 12 Pc, Detergent Powder 2 Kg, Hand Wash Liquid 1 Pc and Harpic 1 Bottle.
 
For Billing purpose you have to make this bundle as one Item and have to give a Name to this Bundle. At the time of making Outward entries, when you will enter code or name of a Bundle, the system will automatically pick different quantities of different items defined in that Bundle.
 
Click on a Item Category under which you want to create New Item / Product, you will  be directed to the relevant Item creation screen.
 
 
Here you will have six relevant sections where all the required data pertaining to a new item can be captured.
We will go by Basic Information first :
 
Item Master
 
1

Name

1. Name : Enter the Item / Product Name by which you identify it better.
2

Foreign Language Name

2. Foreign Language Name  : Enter the Item / Product Name by which you identify it better in other Language.
 
Value : Enter the Name of Item in Native Language here.
Click on "OK" Button to accept the changes.   
3

Under Group

3. Under Group : Select a Group from drop down list under which you want to group this item for reporting. If the required group does not exist in the list, you can create a new group by clicking on Icon or option within the dropdown menu.  You can make indefinite level of grouping of your items and at any stage if you do not want to go for further grouping, select “Default” as you last group level.
4

Category

4. Category : If you want to Classify your Item / Products on any criteria and group them on that criteria you can make different categories and select a category to which the Item / Product belongs. If you do not want to maintain categories keep it “Default”. If the required category does not exist in the list, you can create a new category by clicking on Icon or option within the dropdown menu.
5

Type

5. Type : Select from the drop down the Item Nature i.e. whether it is a Finish Product, Raw Material, Service Item etc. If you are creating a Bundle Item, this field will not be available.
6

Code

6. Code : This is generally a system generated code and is disabled i.e. you can’t edit it unless at the time of Company Configuration Inventory Setup you have opted to have your Item Coding Configuration as “Manual”. If you have selected manual coding of your items, enter a 7 digit code for this item which can be Alpha/Numeric.
7

Mapping Code

7. Mapping Code : Here Enter the mapping code to identify this product / Item by code provided by any customer / vendor / brand. when you scan the code in lookup , system will search in these code also to identify the item. You can create multiple types for same item.
Let’s now understand how to enter Mapping Code;
: Click here to add a Row to the table
: Click here to delete a row from the table.
Code For : Select from the drop down list which you want to identify type (Mapping Code / Customer / Brand / Vendor Name) for which the code is specified. You can create a new Type by clicking on Icon or option within the dropdown menu.
Code : Enter the code here.
Click on "OK" Button to accept the changes.   
8

Bar Code

8. Bar Code : Enter the EAN Code / Barcode for this Item / Product.
9

Item Image

9. Item Image : Here you can upload photo of your Item / Product or its Brand Logo. Select a file (JPEG / PDF) containing the photo/logo by browsing from desired space. Please note that the Photo/Logo file size should not exceed 2 MB.
10

Separate Packing Unit

10. Separate Packing Unit : Keep it on if you want to maintain Inventory for this Item in Two units (Example. Bags and KG.).
This field is available only if you have configured Separate Packing Unit : “ON” in Inventory Setup. Also, if you are creating a Service Item or a Bundle Item, this field will not be available.
11

Inactive

11. Inactive : Select “ON” if you want to make a Item inactive. During any business transaction such inactive Items names will not appear in your list of items. You can reactivate item again by selecting “OFF”.
12

Sub Item Applicable

12. Sub Item Applicable : Select “ON” if you want to make a Sub Item Applicable for this Item . During any business transaction such Items, system will ask to input Sub Item along with this Item / product.
This field is available only if you have configured Sub Item : “ItemWise" or "CommonFor AllItems" in Inventory Setup.
13

GST Input Not Available

13. GST Input Not Available : Select “ON” if you want to exclude this item to avail Input Tax Credit under GST regime. if you have keep this option "ON" then GST Input Tax credit will not be calculated for this Item at the time of Purchase and it will reflect under Ineligible ITC in GSTR Reports.
This field is available only if you have configured Tax applicable in Sales/purchase : “GST” in General Setup. 
14

Stock Unit

14. Stock Unit : Select a unit in which the Item will be measured for inventory purpose i.e. pcs, kg., meter etc. If the required unit does not exist in the list, you can create a new by clicking on Icon or option within the dropdown menu.
15

Pack Unit

15. Pack Unit: Select a Packing unit in which the Item will be measured for inventory purpose i.e. Begs, Boxes etc. If the required unit does not exist in the list, you can create a new by clicking on Icon or option within the dropdown menu. This field is available only if you have kept separate pack unit “ON” in this item.
16

Stock Vs Pack

16. Stock Vs Pack : If you are using separate packing unit,  enter the number of stock units per pack unit (Ex. 100 kg. In a bag). If you are creating a Bundle Item or a service item, this field will not be available. This field is available only if you have kept separate pack unit “ON” in this item.
17

GST Classification  (HSN /SAC Code)

17. GST Classification (HSN /SAC Code) : Enter the GST classification code of the Item. If the required GST Classification does not exist in the list, you can create a new by clicking on    Icon or  option within the dropdown menu. 
This field is available only if you have configured Tax applicable in Sales/purchase : “GST” in General Setup.
18

Search HSN / SAC Code

18. Search HSN / SAC Code : Click here to search HSN / SAC Code, you will be redirected to website of CBIC for GST Rates of Goods and Services.
This field is available only if you have configured Tax applicable in Sales/purchase : “GST” in General Setup.
 
We are now finished with the basic information part and made a unique identification for the Item.
 
We will now set some extra features of item for Sales related documents.
19

Sales Description

19. Sales Description : System will fill the item name as entered above. Enter the Item description which you would like to print in your sales related documents.
20

Sales GL (Ledger)

20. Sales GL (Ledger) : System will fill the ledger from the default ledger (Sales) under Finance Setup. If you want to change ledger, Select a General Ledger from the drop down list where you would like to post the sales of this item.
This filed is available only if you have configured Posting Ledger Based on : "Item” in Sales Setup.
21

Maximum Retail Price (MRP)

21. Maximum Retail Price (MRP) : If you are not maintaining separate sales price lists, you can enter a Maximum Retail Price (MRP) of this item here which will automatically be picked while creating any sales document.
22

Sale rate

22. Sale rate : If you are not maintaining separate sales price lists, you can enter a sales rate of this item here which will automatically be picked while creating any sales document.
23

Rate Factor

23. Rate Factor : If you are maintaining the Separate packing Unit this factor will be used to calculate the per unit cost based on the Pack Unit. Example: if you have 1 Bag having 100 KG of Pulses and rate factor defined is 100, rate of 1 bag is Rs. 5500 when you enter 45 KG then system will calculate 45 * 55 (per KG rate 5500/100) i.e. Rs. 2475 as amount. 
24

Extra Charges / Discount Fields

24. Extra Charges / Discount Fields : If you have set any item wise extra charges and/or discount in Sales Setup for Billing Set up Item level, those extra charges/discount will appear here under the caption set by you. You can enter a rate of such charges / discounts for this item here which will automatically be picked while creating any sales document.
 
We are now finished with setting extra features of item for Sales related documents.
 
We will now set some extra features of item for Purchase related documents. If you are creating a Bundle item, this section of getting input will            not be available.
 
25

Purchase Description

25. Purchase Description : System will fill the item name as entered above. Enter the Item description which is generally printed in your Purchase related documents.
26

Purchase GL (Ledger)

26. Purchase GL (Ledger) : System will fill the ledger from the default ledger (Purchase) under Finance Setup. If you want to change ledger, Select a General Ledger from the drop down list where you would like to post the sales of this item.
This filed is available only if you have configured Posting Ledger Based on : "Item” in Purchase Setup.
27

Markup Percentage for Sales Rate

27. Markup Percentage for Sales Rate : Enter the Markup % for item to calculate the Sales Rate and update the Item master at the time of Purchase.
This field will be available only if you have enabled Sales Rate based on Purchase Markup : "ON" in Sales Setup.
28

Purchase Rate

28. Purchase Rate : If you are not maintaining separate Purchase price lists, you can enter a purchase rate of this item here which will automatically be picked while creating any purchase document.
29

Extra Charges/Discount Fields

29. Extra Charges/Discount Fields : If you have set any item wise extra charges and/or discount in in Purchase Setup for Billing Set up Item level, , those extra charges/discount will appear here under the caption set by you.  You can enter a rate of such charges / discounts for this item here which will automatically be picked while creating any purchase document
 
 
We are now finished with setting extra features of item for Purchase related documents.
 
We will now set some extra features of item for Inventory maintaining purpose. This set of information will be asked only for Inventory items              and not for non-inventory, service or bundle items.
 
30

Garment Item Type

30. Garment Item Type : If you want to maintain Barcode wise inventory of this item, Select the relevant option from the drop down list.
Fix: Under this option, the barcode specified above in Barcode field will be used to identify this item in inventory transactions. 
Lot: Under this option, new barcode will be generated for this item and attributes specified with this item at the time of purchase.
Unique: Under this option, new unique barcode will be generated for each attribute specified with this item at the time of purchase. Click Panel - Barcode Detail to know more about this utility.
This filed is available only if you have configured Attribute wise Barcode : "ON” in Inventory Setup.
31

Minimum Level

31. Minimum Level: Enter the minimum stock level required for this item.
This field is available only if you have configured Minimum Stock levels : “On” in Inventory Setup.
32

Batch Wise Inventory

32. Batch Wise Inventory : If you want to maintain Batch wise inventory of this item keep it “ON”.
This filed is available only if you have configured Batch wise Inventory : "ON” in Inventory Setup.
33

Batch Wise Rate

33. Batch Wise Rate : If you want to maintain Batch wise rate of this item keep it “ON”.
This filed is available only if you have configured Batch wise Inventory : "ON” in Inventory Setup.
34

Serial Wise

34. Serial Wise : If you want to track serial number of this item, keep this option “ON”.
This filed is available only if you have configured Item Serial Number Tracking : "ON” in Inventory Setup.
35

Input Dimension

35. Input Dimension : If you want to maintain dimension detail for this item, keep this option “ON”.
This filed is available only if you have configured Input Dimension Detail : "ON” in Inventory Setup.
36

Ask in Document

36. Ask in Document : If you want to specify different detail in Item Custom Fields for this item in Document / Transaction, keep this option “ON”.
This filed is available only if you have configured Item Custom Fields : "ON” in Inventory Setup.
 
We will now look for Custom Fields.
 
37

Item Custom Fields

37. Item Custom Fields: If you have selected any User defined Extra Field at the time of Inventory Setup - Item Master  Custom Fields, that number (maximum 5 fields) of UDF fields would be visible and you can enter the relevant details against those fields.  Here one thing to remember that if you have opted “Allow Blank – No”  against any of the UDF field in set-up then while creating Item master you have to provide the information under that User Defined Field (UDF) or to say you cannot keep that field blank.
 
 
We will now look for Item Master Attribute Fields.
 
38

Item Master Attribute

38. Item Master Attribute : If you have selected any Item Master Attribute at the time of Inventory Setup - Item Master Attribute, that number (maximum 5 fields) of Attribute would be visible and you can enter the relevant details against those fields.  Here one thing to remember that if you have opted “Allow Blank – No”  against any of the Attribute field in set-up then while creating Item master you have to provide the information under that Item Master Attribute Field  or to say you cannot keep that field blank.
 
39

Save

39. Save : Click on to save the document prepared by you.
40

Clear

40. Clear : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
41

Print

41. Print : Click on button to print the document prepared by you. Click here  “Print Utility”,  to know more about this utility.
42

Delete

42. Delete : Click on button to delete the document prepared by you.
43

Import Master (Excel File)

43. Import Master (Excel File) : Click on button to Import Data and select a file from which Data is to be imported. Click here  “Import Utility”,  to know more about this utility.
44

Close / Exit Form

44. Close / Exit Form : Click on button to Exit from the New Item Master Form
 
 
We will now look for Bundle Item Details.
 
As described in the beginning of this document, bundle is created making combination of different items. In your sales documents, if you want to show the details of all the items of bundle enable Show Bundle Details on Billing : "ON" in Inventory Setup.
 
 
Now let us understand how you can make a bundle.
 
Item :             In the Table, select a Item to be included in the proposed bundle.
Quantity :     Enter the quantity of the selected item to be included in bundle.
Cost Factor : Enter the percentage in which the cost of the selected item will be ascertain to maintain costing of inventory. This option will be available when Show Bundle Details on Billing is set to "Off". 
 
You can select as many items as you want to include in the bundle and specify the quantity to be included.
 
Click on to add more lines in table or clickto remove lines.
 
We are now back to the main screen for the Item Master.
 
If you wish to edit/delete the already visible Account data in the list you can do so, please follow the following steps:
  
Edit: If you wish to Edit a Item detail, click on . The Item details will be opened in edit mode, can make the required changes and click on  to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on .
 
Delete : If you wish to delete a Item data, Click on  and confirm the deletion.
 
It is advisable not to delete a Item if some data are already entered against that Item. Note that if you have some data are already entered the System will not allow you to delete this record unless you delete all transactions with the Item.
 
If you have closed dealing with a Item or for any reason any Item is Inactive you can always opt to make the vendor “Inactive”.
 
Bulk Delete : If you wish to delete Item data in bulk then enable the check box  against each Item and Click on  and confirm the deletion. All vendor data will be removed which are not used in any transaction.
  
Export : Click on  to Export the data as visible in the list to an Excel Sheet.
 
Search : Type a text to search a particular record.
 
Group : If you want to Group your display  on any particular field, hold that field and drag a little up outside the Grid, your display will be grouped on that field. To remove the groupings drag the field back into the Grid column.
 
Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.
 
Click on to Exit from the Item Master.
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!
 
 
 
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