# Item Code Settings
Item Code Settings control how item codes are generated in Freespace ERP: how the parent item code is produced (from Number Settings or from an item-group counter) and how each variant SKU code is built (either a running number or a structured code assembled from the item group and variant option values).
Overview & Form View
Go to Settings → Item Code Settings from the left menu.
This is a single company-wide settings page (not a list). It is organised into two sections:
- Parent Item Code — how the code of the main item is generated.
- Variant Item Code — how the code of each variant SKU (size/color combination) is generated.
Most fields show a small information icon next to the label; hover it for an inline explanation.
Quick Start
1. Open the page
Go to Settings → Item Code Settings.
2. Choose the parent code method
Under Parent Item Code, set Generation Method to either Number Settings Counter (default) or Item Group Counter.
3. Choose how variant rows are added
Under Variant Item Code, set Variant Row Generation to All combinations (cartesian) or Manually add variants.
4. (Optional) Turn on structured variant codes
Tick Enable Structured Code For Variant SKUs, set a Separator, set the Item Group Code Order, and add rows in Code Parts for each variant type.
5. Save
Click Update. Settings apply to items created or edited afterwards.
Parent Item Code
The parent item code is the code of the main item record. It is always unique and comes from a counter.
| **Field** | **Description** |
|-----------|-----------------|
| Generation Method | How the parent item code is produced. See the two methods below. |
Generation Method options
| **Option** | **Behaviour** |
|------------|---------------|
| Number Settings Counter | The item code is generated from the Inventory item-code series defined in Number Settings (prefix + running number + suffix). This is the default and matches existing behaviour. |
| Item Group Counter | The item code is generated from the counter defined on the item's Item Group (for example Fruits → FR100, FR101). Each group keeps its own running number. |
When Item Group Counter is selected, every item's group must have Auto Generate Item Code By Counter enabled. If an item is created under a group whose counter is not enabled, item creation is blocked with an error. Set up the counter on the group first — see Item Group Counter Setup.
Variant Item Code
An item with variants has one code per variant SKU (each size/color combination). This section controls how those SKU rows are created and coded.
| **Field** | **Description** |
|-----------|-----------------|
| Variant Row Generation | How SKU rows are added on the item form. All combinations (cartesian) auto-fills every possible combination of the selected options. Manually add variants lets you hand-pick only the combinations you need using the Add Variant button on the item form. |
| Enable Structured Code For Variant SKUs | When enabled, each variant SKU code is built from the item group segment and the variant option values (see Code Parts) instead of a running number. Parent item codes are unaffected. |
| Separator | Character placed between each part of a structured code, e.g. - produces SH-BLK-M. Leave blank to join parts with no separator. Shown only when structured codes are enabled. |
| Item Group Code Order | The position of the item group segment among the code parts. Lower numbers appear first. Shown only when structured codes are enabled. |
| Code Parts (variant types) | The ordered list of variant types that contribute to the structured code. See below. |
Code Parts
Each row in the Code Parts table adds one variant type's selected option value to the structured SKU code. The item group segment is placed among these parts according to Item Group Code Order.
| **Column** | **Description** |
|------------|-----------------|
| Order | Position of this part in the code. Lower numbers appear first. The item group segment uses Item Group Code Order to sit among these. |
| Variant Type | The variant (e.g. Color, Size) whose selected option value is placed here. |
| Value From | Whether the code uses the option's short Abbreviation or its full Name. Abbreviations are defined per option on the Variants master. |
Structured Code Examples
Assume the item belongs to item group Shirts with Variant Code Segment = SH, and the item has variants Color = Black (abbreviation BLK) and Size = M. Separator = -.
| **Item Group Code Order** | **Code Parts (Order → Variant, Value From)** | **Resulting SKU code** |
|---------------------------|----------------------------------------------|------------------------|
| 1 | 1 → Color (Abbreviation), 2 → Size (Name) | SH-BLK-M |
| 3 | 1 → Color (Abbreviation), 2 → Size (Name) | BLK-M-SH |
| 1 | 1 → Color (Name), 2 → Size (Name) | SH-Black-M |
Notes:
- The item group is optional. If the item has no group (or the group has no Variant Code Segment), that part is simply omitted and only the variant option values are used.
- Structured codes apply to variant SKUs only. The parent item code still comes from the parent method (Number Settings or Item Group Counter), which keeps parent codes unique.
- Make sure the combination of parts you configure produces a unique code for every SKU — for example, include enough variant types (or use Name instead of Abbreviation) when abbreviations could collide.
Item Group Counter Setup
To generate parent codes per item group (for example FR100 for Fruits, VG100 for Vegetables):
1. Set Generation Method to Item Group Counter on this page and Update.
2. Open Item Group and edit each group that should auto-number. On the Auto Generate Item Code section (below Basic):
- Optionally set Variant Code Segment if you also use structured variant SKUs.
- Tick Auto Generate Item Code By Counter.
- Set Counter Prefix (e.g. FR), optional Counter Suffix, and Counter Start (e.g. 100).
3. Create an item under that group — its code is assigned automatically (FR100), and the next item continues from the last used number (FR101).
If a group used by a new item does not have Auto Generate Item Code By Counter enabled, item creation is blocked. Enable the counter on the group, or switch the parent method back to Number Settings Counter.
Manual Variant Selection
When Variant Row Generation is set to Manually add variants, the item form does not auto-fill every possible combination. Instead:
- On the item form's Variants section, click Add Variant.
- In the Add Variant Combination window, choose one option for each variant type and click Add.
- Only the combinations you add become SKU rows. Duplicate combinations are rejected.
This is useful when the number of theoretical combinations is large but only a few are actually stocked. When structured codes are enabled, each added SKU is coded automatically from the Code Parts configuration.
Actions
| **Action** | **Description** |
|------------|-----------------|
| Update | Saves the item code settings. Applies to items created or edited afterwards. |
| Reset | Discards unsaved edits on the form. |
| Cancel | Leaves the page without saving. |
Best Practices
- Decide the parent method once and keep it stable — switching between Number Settings and Item Group counters mid-way can make codes look inconsistent across older and newer items.
- Before enabling Item Group Counter, set up the counter on every group you will use, so item creation is never blocked.
- For structured codes, keep abbreviations short and unique per option, and choose a separator (e.g.
-) to keep codes readable.
- Include enough Code Parts so that every SKU gets a unique code; add another variant type or switch a part to Name if abbreviations could clash.
- Use Manually add variants when only a handful of combinations are stocked, to avoid a long unmanageable SKU list.
FAQ
Does changing these settings renumber existing items?
No. Settings apply to items created or edited after you save. Existing item codes are unchanged.
Do structured codes replace the parent item code?
No. Structured codes apply to variant SKUs only. The parent item code always comes from the parent method (Number Settings or Item Group Counter), which keeps parent codes unique.
What happens if the item has no item group?
The item group segment is skipped and the structured code is built from the variant option values only. The item group is optional for structured codes.
Why is item creation blocked with an item group error?
The parent method is Item Group Counter, but the selected group does not have Auto Generate Item Code By Counter enabled. Enable the counter on that group, or switch the parent method to Number Settings Counter.
Where do the abbreviations come from?
Each variant option has a Name and an Abbreviation on the Variants master. Value From chooses which one is used in the code.
How do I control whether the item group code comes first or last?
Use Item Group Code Order. It is placed among the Code Parts by its number — lower numbers appear first.
My variants no longer auto-fill on the item form. Why?
Variant Row Generation is set to Manually add variants. Use the Add Variant button to add only the combinations you need, or switch back to All combinations (cartesian).