The Item master is the heart of the Inventory module. Every item you buy, sell, store, or produce is defined here once — with its unit of measure, pricing, tax details, and tracking rules (batch, serial number, variants) — and then reused across purchase, sales, production, and stock transactions.
Go to Inventory → Items from the left menu. The list shows every item with its code, unit, type, group, brand, selling price, and status. Use the search box, quick filter tabs, or advanced filters to narrow the list, then create, view, edit, suspend, or delete items.
List View
List columns
| **Column** | **Description** |
|------------|-----------------|
| Name | Item display name. |
| Item Code | Unique reference code for the item. |
| Unit | Inventory keeping unit (base unit of measure). |
| Type | Item type (Raw Material, Finished Good, Stock in Trade, Consumable, etc.). |
| Group | Item group the item belongs to. |
| Brand | Brand associated with the item. |
| Selling Price | Default selling price. |
| Description | Bill description. |
| Status | Active or Suspended. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Sellable Goods | Items marked as saleable. |
| Raw Materials | Raw Material and Stock in Trade items. |
| Consumable | Consumable items. |
| Packing Materials | Packing Material items. |
| Producible goods | Items that can be produced. |
| Active | Active items. |
| Suspended | Suspended items. |
Advanced filters
Open Advanced Filter to combine any of these: Id, Name, Item code, Description, HSN, Item type, Brand, Item group, Unit, Tax Class, Branch, Status (Active / Suspended), Saleable, Purchasable, Producible, Inventory Bin, and Created Date.
List actions
| **Action** | **Description** |
|------------|-----------------|
| New | Create a single item. |
| Multi Item | Create several items at once on one screen. See Multi Item. |
| Edit | Open a selected item for editing. |
| View | Open the full item view. |
| Suspend | Deactivate selected items so they no longer appear in transactions. When Prevent Suspending Items with Stock in Hand is enabled, items with positive stock cannot be suspended. |
| Activate | Reactivate suspended items. |
| Delete | Permanently remove selected items. |
| Refresh | Reload the list. |
| Export | Export the item list to Excel. |
> Bulk changes to reorder point, max stock, sort order, item group, and report unit are made on a separate Bulk Update screen. See Bulk Update.
Quick Start — Create an Item
1. Navigate
Go to Inventory → Items and click New.
2. Enter basic details
Type the Name * and Item Code * (the code field is hidden when auto-numbering is configured).
Choose the Item Type * and Unit of Measurement * — these are mandatory.
Optionally pick an Item Group (which can auto-fill the type and unit), Brand, and HSN/SAC. Additional fields may be required when configured under Item mandatory fields in Inventory Settings → Data Entry Rules.
3. Set behaviour flags
Tick Purchasable, Saleable, Can be Produced, Has Variants, or Has Multiple Units / Barcodes as needed. The matching tabs and fields appear only when their flag is on. The system pre-ticks these based on the item type you select.
4. Fill the relevant tabs
Purchase — purchase price, default purchase unit, and default supplier.
Sale — selling price, MRP, minimum sale price, and default sale unit.
Inventory — opening stock, batch/serial tracking, reorder point, and quality inspection.
5. Save
Save — creates the item and returns to the list.
Reset — clears the form.
Cancel — closes the form without saving.
Basic Details
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Item display name printed on bills and shown across the app. Required. Must be unique when Prevent duplicate item name is enabled in Inventory Settings. |
| Item Code * | Unique item code. Required. Hidden when auto-numbering is enabled for items. |
| OEM Part No | Manufacturer part number. Shown only for the Hardware & Building Materials industry. |
| Item Group | Group used to classify the item. Selecting a group can auto-fill the item type and unit. May be mandatory when configured in Inventory Settings. |
| Item Type * | Operational category of the item. Required. See Item Types. |
| Unit of Measurement * | Inventory keeping unit (base unit for stock). Required. |
| Expense Account | Account charged when the item is consumed. Shown and required only for Consumable items. |
| Brand | Brand associated with the item. May be mandatory when configured in Inventory Settings. |
| Short Name | Compact name used on small prints and devices. |
| Sort order | Controls dropdown order (lower numbers appear first). |
| HSN/SAC | Tax classification code for the item. |
| Barcode | Item barcode. Hidden when barcode auto-numbering is enabled. May be mandatory when configured in Inventory Settings. Must be unique when Prevent duplicate barcode is enabled in Inventory Settings. |
| Purchasable | Marks the item as something you can purchase. Reveals the Purchase tab. |
| Can be Produced | Marks the item as producible. Reveals the Production tab. Shown for production companies. |
| Saleable | Marks the item as something you can sell. Reveals the Sale tab. |
| Has Variants | Enables size/colour/style variants. Reveals the Variant Options and Variants tabs. |
| Tax Class | Tax class applied to the item. May be mandatory when configured in Inventory Settings. |
| Report Unit | Alternate unit used in reports. May be mandatory when configured in Inventory Settings. |
| Origin | Country of origin. |
| Branch | Branch the item belongs to. Shown when multi-branch is enabled. |
| Has Multiple Units / Barcodes | Enables a per-unit price and barcode list. Reveals the Multiple Units / Barcodes tab. |
| Bill Description | Rich-text description printed on documents. May be mandatory when configured in Inventory Settings as Description. |
| Notes | Staff-only notes (not printed). |
> The system auto-ticks Saleable, Purchasable, and Can be Produced based on the chosen item type — for example, Stock in Trade is both purchasable and saleable, while Raw Material is purchasable only. You can override these.
> Mandatory fields on save can include Item Group, Brand, Barcode, Tax Class, Report Unit, Description, and Reorder Point when selected under Item mandatory fields in Inventory Settings → Data Entry Rules.
> Duplicate Name and Barcode values can be blocked company-wide via Prevent duplicate item name and Prevent duplicate barcode in Inventory Settings. Matching is case-insensitive and ignores leading/trailing spaces.
Purchase & Sale
Purchase tab
Shown when Purchasable is ticked.
| **Field** | **Description** |
|-----------|-----------------|
| Purchase Price | Default cost price used on purchase documents. |
| Default Purchase Unit | Default unit used when purchasing. |
| Default Supplier | Preferred supplier for the item. |
Sale tab
Shown when Saleable is ticked.
| **Field** | **Description** |
|-----------|-----------------|
| Selling Price | Default selling price used on sale documents. |
| MRP | Maximum retail price. |
| Minimum Sale Price | Floor price; warns or blocks selling below this. |
| Default Return Cost | Default cost value used when the item is returned on a credit note without an invoice reference. Auto-fills the Cost Value on referenceless credit note lines. |
| Default Sale Unit | Default unit used when selling. |
| Estimated cost margin % | Markup over average inventory value used for estimated cost. Shown to users with inventory summary access. |
| Has Secondary Input Unit | Enables a secondary entry unit. Shown when the secondary input unit setting is enabled in Sales. |
| Secondary Input Unit | The secondary unit used for input. Shown when the above is ticked. |
Inventory & Tracking
The Inventory tab is always available and controls stock levels and tracking rules.
Opening inventory
| **Field** | **Description** |
|-----------|-----------------|
| Has opening inventory | Enables entry of opening stock. Hidden for items with variants. |
| As on date * | Date the opening stock applies from. |
| Opening Inventory (table) | One row per location: Center *, Batch, Inv Bin, Quantity *, and Value per unit *. |
Batch & serial tracking
| **Field** | **Description** |
|-----------|-----------------|
| Has Batch | Enforces batch selection for this item in transactions. |
| Default Days To Expiry | Default shelf life used to calculate expiry. Shown when Has Batch is on. |
| Has Serial Number | Enforces serial number tracking for this item. |
| AutoGen serial Number | Whether serial numbers are generated automatically. Shown when Has Serial Number is on. |
| Serial Number Prefix | Prefix for auto-generated serial numbers. |
| Sl. Number Starting No | Starting number for auto-generated serials. |
Stock levels & bin
| **Field** | **Description** |
|-----------|-----------------|
| Reorder Point | Stock level that triggers a low-stock / reorder alert. May be mandatory when configured in Inventory Settings. |
| Max Stock Quantity | Upper stock limit for the item. |
| Min Order Quantity | Recommended minimum order quantity. |
| Default Inv Bin | Default bin/location for the item. |
Quality inspection
Shown when quality inspection is enabled for the company.
| **Field** | **Description** |
|-----------|-----------------|
| Required QC | Requires a quality inspection for this item. |
| QC template | Quality inspection template to use. Required when Required QC is on. |
| Select Transactions in which Quality Inspection required | One or more of: Delivery Note, Receipt Note, Inventory Transfer, Issue For Production, Receipt From Production. |
Units & Pricing
Tick Has Multiple Units / Barcodes on Basic Details to open the Multiple Units / Barcodes tab, where you maintain a price and barcode for each selling/purchase unit (for example, Piece, Box, Carton).
| **Column** | **Description** |
|------------|-----------------|
| Unit | A unit defined for this item. |
| Barcode | Barcode for that unit. |
| Purchase price | Cost price for that unit. |
| Selling price | Sale price for that unit. |
| MRP | Maximum retail price for that unit. |
| Minimum Sale Price | Floor price for that unit. |
> Each pricing row must have at least a Unit or a Barcode before you can save prices against it. For more granular unit conversions, see Unit Conversion.
Variants
Tick Has Variants on Basic Details to manage variant items (such as different sizes or colours) under one parent item.
Variant Options
| **Column** | **Description** |
|------------|-----------------|
| Variant | The variant attribute (for example, Size or Colour). |
| Option | One or more values for that attribute (for example, S, M, L). |
Variants
The system builds one row per option combination. For each variant you set:
| **Column** | **Description** |
|------------|-----------------|
| Name * | Variant item name. Required and unique. |
| Item code * | Variant item code. Required and unique (hidden when auto-numbering is on). |
| Barcode | Variant barcode (hidden when auto-numbering is on). |
| Purchase Price | Variant cost price. |
| Selling price | Variant sale price. |
Production & Dimensions
Production tab
Shown when Can be Produced is ticked (production companies).
| **Field** | **Description** |
|-----------|-----------------|
| is Subcontracted | Marks the item as produced through subcontracting. Shown when subcontracting is enabled. |
| Default Service Item | Service item used for the subcontracting charge. Shown when is Subcontracted is on. |
Dimensions tab
Shown when item dimensions are enabled in Inventory Settings.
| **Field** | **Description** |
|-----------|-----------------|
| Length, Width, Height, Diameter, Weight | Physical measurements of the item. |
Item Types
The item type controls default behaviour (whether the item is purchasable, saleable, or producible) and how it is grouped in stock reports. The list of selectable types depends on your company type.
| **Item Type** | **Typical use** | **Defaults to** |
|---------------|-----------------|-----------------|
| Stock in Trade | Goods bought and sold as-is | Purchasable + Saleable |
| Consumable | Items consumed internally (needs an expense account) | Purchasable |
| Raw Material | Inputs consumed in production | Purchasable |
| Packing Material | Packaging used for finished goods | Purchasable |
| Semi-Finished Good | Intermediate production output | Saleable + Producible |
| Finished Good | Final manufactured product for sale | Saleable + Producible |
> Stock in Trade and Consumable are available to all companies. Raw Material, Packing Material, Semi-Finished Good, and Finished Good are available to production companies. Service items and fixed-asset items are created from their own screens, not here.
Multi Item
Click Multi Item on the list to add several items in one grid — useful for quick onboarding of a catalogue.
Each row captures: Name *, Item Code *, Barcode, Item Group, Brand, Item Type *, Unit *, Purchase Price, Selling Price, Min Sale Price, MRP, and Reorder Point. Click New line to add rows, then Save to create all items at once.
Bulk Update
Go to Inventory → Bulk Update to change a few stock-planning fields across many existing items at once.
Filter the list: enter an Item name, pick an Item Group, choose an item type (All Items, Raw Materials, Sellable Goods, Producible Goods, or Packing Materials), then click Generate.
Editable columns:
| **Column** | **Editable?** |
|------------|---------------|
| Item Code | No (reference) |
| Item Name | No (reference) |
| Unit | No (reference) |
| Item Group | Yes |
| Report Unit | Yes |
| Sort Order | Yes |
| Reorder point | Yes |
| Max Stock Qty | Yes |
Click Update to save the changes for all listed items, or use the Excel icon to Export the grid.
Actions & Status
View toolbar & more-menu actions
| **Action** | **Description** |
|------------|-----------------|
| Edit | Open the item for editing. |
| Delete | Permanently remove the item. |
| Clone | Create a new item pre-filled from this one. |
| Activate | Reactivate a suspended item. Shown when the item is suspended. |
| Suspend | Deactivate an active item. Shown when the item is active. Blocked when Prevent Suspending Items with Stock in Hand is enabled and the item still has stock on hand. |
| Create item unit conversion | Open a new unit conversion linked to this item. |
| Print | Print the item details. |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Active | Item is available for use in transactions. |
| Suspended | Item is hidden from transactions but kept for history and reports. |
View Tabs
Open an item to see its details grouped into tabs:
| **Tab** | **What it shows** |
|---------|-------------------|
| Basic Details | Code, barcode, HSN/SAC, units, brand, origin, naming, production/subcontracting flags, dimensions, tax, and costing. |
| Inventory | Stock levels and bin, batch & shelf life, serial number settings, and quality inspection. |
| Sales | Sale eligibility, units, and default sale prices. |
| Purchase | Sourcing, purchase unit, supplier, and purchase price. |
| Pricing | Per-unit price and barcode list (when multiple units are enabled). |
| Variants | Variant types and the generated variant items. |
| Attachments | Files uploaded against the item. |
| Summary | Item enquiry — stock and transaction activity for the item. |
| History | Activity log of who created or changed the item. |
Best Practices
Set the correct Item Type first — it drives the purchasable/saleable/producible defaults and stock report grouping.
Use Item Group consistently so groups can auto-fill the type and unit and so dashboard charts stay meaningful.
Enable Has Batch or Has Serial Number before transacting — turning tracking on after stock exists complicates history.
Maintain the Reorder Point and Max Stock Quantity so low-stock alerts and the dashboard reorder list work.
Use Multi Item for bulk catalogue entry and Bulk Update to maintain reorder levels later.
Suspend items you no longer use instead of deleting them, to preserve transaction history. If Prevent Suspending Items with Stock in Hand is enabled, clear stock to zero before suspending.
FAQ
Which fields are mandatory to create an item? Name, Item Type, and Unit of Measurement are always required. Item Code is required too, unless item-code auto-numbering is configured (then the field is hidden). Additional fields depend on Item mandatory fields in Inventory Settings — for example Item Group, Brand, Barcode, Tax Class, Report Unit, Description, or Reorder Point.
Why don't I see the Purchase, Sale, or Production tabs?
Those tabs appear only when Purchasable, Saleable, or Can be Produced is ticked on Basic Details.
Why are only Stock in Trade and Consumable available as item types?
The fuller list (Raw Material, Packing Material, Semi-Finished Good, Finished Good) is available to production companies. Other company types use Stock in Trade and Consumable.
How do I track expiry dates?
Tick Has Batch and set Default Days To Expiry. Batch and expiry are then captured during stock transactions.
Can I sell or buy the same item in different units?
Yes. Set a Default Sale Unit and Default Purchase Unit, and enable Has Multiple Units / Barcodes for per-unit prices, or define Unit Conversions.
How do I change the reorder point for many items at once?
Use Inventory → Bulk Update, filter the items, edit the Reorder point and Max Stock Qty columns, and click Update.
Why must a Consumable item have an Expense Account?
Consumables are charged to an expense account when used, so the Expense Account field is required for that item type.
Can I change an item's base unit after stock movements?
No. Once inventory ledger entries exist for the item, the base unit of measurement cannot be changed. Create a new item or unit setup if needed.
How do batch, serial, variant, and QC flags work? Has Batch, serial tracking, Has Variants, and quality inspection flags on the item drive which fields appear on GRN, DN, transfer, and adjustment lines.
Can I enter opening stock from the item screen?
Yes, when opening inventory is configured on the item with an as-on date. For bulk opening, use Opening Inventory.
Why does suspend fail with "Cannot suspend items with stock in hand"?
Your company has enabled Prevent Suspending Items with Stock in Hand under Inventory Settings. The item still has positive quantity in inventory (across any center, batch, bin, or variant). Issue or adjust stock to zero, then suspend again.
Why can't I save an item with a name or barcode that already exists?
Your company has enabled Prevent duplicate item name and/or Prevent duplicate barcode under Inventory Settings → Data Entry Rules. Choose a different value, or turn the setting off if duplicates are allowed. Comparison ignores letter case and extra spaces at the start or end.
