Items View

The Item View acts as the comprehensive management hub for every product in the system. When the user selects an item from the inventory list, this view provides a centralized interface to monitor and control all aspects of that product’s lifecycle. Through various tabs, the user can manage the Item Overview to see core identity and accounting details, define specific Sales Prices and Purchase Prices, and access Transaction details to track every stock movement. Additionally, the user can manage specialized settings like Reorder Levels, Bill of Materials (BOM), Unit Mapping, Batches, and others, ensuring complete control over the item's operational and financial data in one place.
 
Item's Overview
The Item Overview tab is the main home for each product in the system. It brings all the important information together in one place, from the basic name and code to the tax settings and accounting links. By looking at this tab, the user can quickly check how an item is categorized and what its current value is. This helps keep the inventory organized and ensures the financial reports stay accurate. To find this page, simply go to the Inventory list and click on an Item Code or Name.
Action Header
The top-right section allows for immediate item management:
  • Edit: Click this button to modify any of the item's existing details or configurations.
  • + Add New Item: Allows the user to quickly initiate the creation of a fresh item record.
  • Standard Cost: A quick-access button to view or update the fixed valuation cost assigned to the item.
Standard Cost Update Form
When the user clicks the Standard Cost button, a specialized update form appears to manage the item's valuation. This form ensures that the system accurately reflects the costs associated with bringing the item into inventory.
  • Unit Cost: The base cost assigned to a single unit of the item.
  • Standard Labour Cost Per Unit: This field appears specifically for Manufacturing items to record the cost of manual labor required for production.
  • Standard Overhead Cost Per Unit: This field also appears for Manufacturing items to capture indirect costs like factory utilities or maintenance.
  • Reference line: A dropdown menu that lists previous Cost Update entries recorded for this specific item, allowing the user to link the new update to a historical record.
  • Memo: A text area for the user to provide a reason or additional notes regarding the cost change.
Preview
This section is used to initially add the item's image.. This serves as a visual identifier for the product, making it easy for users to quickly recognize items when navigating through the inventory list or creating transactions. If no image has been uploaded yet, a default placeholder icon will be shown. Users can typically upload or update the product image by clicking a Choose File or similar action button located within this preview area. And users can update this as needed.
General Details
This section defines the item’s identity and logistical constraints.
  • Item Code: The unique alphanumeric identifier assigned to the product.
  • Name: The full descriptive name of the item.
  • Category: The structural group the item belongs to.
  • Barcode: The scannable code used for POS and warehouse operations.
  • Units of Measure: The base unit used for counting and selling the product.
  • Item Tax Type: The tax rule applied to the item.
  • Item Type: Defines the nature of the item, such as "Purchased" or "Manufactured".
  • Exclude from Sales/Purchases: Toggle fields to restrict the item from appearing in specific transaction types.
  • Item status: Indicates if the item is currently "Active" or "Inactive" in the system.
  • HSN / SAC code: The regulatory code required for tax compliance.
GL Details / Audit Trail
This section maps the item to the General Ledger for automated accounting.
  • Sales Account: The income account where revenue is recorded.
  • Inventory Account: The asset account where the value of on-hand stock is tracked.
  • C.O.G.S. Account: The expense account used when the item is sold.
  • Inventory Adjustments Account: The variance account used for manual stock corrections.
  • Branch: Specifies the organizational unit responsible for the item.
  • Department: Specifies the department level associated with the item record.
Costs
This section provides a snapshot of the item's financial valuation and procurement history.
  • Standard Cost: The manually set expected cost of the item used for valuation.
  • Last Purchase Cost: The actual price paid during the most recent procurement transaction.
Custom Values
This section displays the specific values for custom fields that were entered when the item was created or edited. These fields are designed to capture unique business data that isn't found in the standard system boxes.
Note: Depending on the add-ons installed by the user, additional specialized fields may appear here. For example, if the Eshaan add-on is active, the Ehsan Item Amount field will be visible under these custom values, showing the specific data provided during the add or edit process.  

Sales Prices
The Sales Prices tab is used to manage and store all selling price points for a product. These prices are highly flexible and can be defined based on specific Locations, Currencies, Sales Types, and Units. Once a price is set here, it will automatically populate when the item is selected in various sales transactions, such as Sales Invoices, Sales Orders, Delivery Notes, and Project Invoices. This ensures that the correct rate is applied consistently across different business scenarios.
Sales Prices Table (List View)
The table displays all currently active price rules for the item, allowing the user to review pricing across different branches and customer types:
  • Location: Shows which branch or location the price applies to.
  • Currency: The specific currency assigned to the price (e.g., USD, INR).
  • Sales Type: Indicates the customer category, such as Retail, Wholesale, or Corporate.
  • Unit: The specific unit of measure the price is tied to (e.g., Each, Box, Dozen).
  • Price: The actual selling rate for that combination.
  • Edit (Pencil Icon): Allows the user to modify an existing price entry.
  • Delete (Red X Icon): Removes the price rule from the system.
Add / Edit Sales Price Form
To add a new price or update an existing one, the user utilizes the entry form below the list. The price used in a sales transaction is determined by how these fields are matched:
  • Location: Select the specific branch where this price should be active. Selecting "All" makes the price available globally.
  • Currency: Choose the currency for the transaction.
  • Sales Type: Select the type of sale (e.g., Wholesale). The user can click the + icon to quickly add a new Sales Type if needed.
  • Unit: Choose the unit of measure for this price point. This allows for different pricing for a single unit versus a bulk pack.
  • Price: Enter the numeric value for the selling price. This value will be the default rate in sales documents.
  • + Add New / Update: Click this button to save the new price rule or apply changes to an existing entry.
Price Control Feature
The system includes an optional feature called Prevent Changing price in POS. When this feature is enabled, the user is restricted from manually overriding or editing the price during a sales transaction at the Point of Sale. This ensures strict adherence to the official pricing defined in the Sales Prices tab, maintaining price integrity and preventing unauthorized discounts or manual errors during checkout.
 
Purchase Prices
The Purchase Prices tab allows the user to record and manage procurement costs specifically for different suppliers. Unlike sales prices, purchase prices are often subject to market fluctuations and supplier demands. Therefore, while these values will automatically populate in purchase transactions (such as Purchase Orders or Purchase Invoices) once a supplier is selected, the system does not restrict price changes. This flexibility ensures the user can adjust the rate to match the current supplier invoice during entry.
  Purchase Prices Table (List View)
This table provides a historical and current view of the pricing offered by different vendors for the same item:
  • Supplier: The name of the vendor providing the item.
  • Supplier's Description: The specific name or description the vendor uses for this product.
  • Currency: The currency used for the purchase from this specific supplier.
  • Price: The cost per unit as agreed with or last charged by the supplier.
  • Conversion Factor: Shows the relationship between the supplier's unit and the internal system unit (UOM).
  • Supplier's Unit: The unit of measure used by the vendor (e.g., box, kg, pcs).
  • Edit / Delete: Icons to update or remove supplier-specific pricing records.
  Add / Edit Purchase Price Form
The user can define new supplier pricing using the entry form below the list:
  • Supplier: Select the vendor from the dropdown. The user can click the + icon to create a new supplier record if they are not already in the system.
  • Price: Enter the cost charged by this supplier. This rate will be used as the default in future purchase documents.
  • Unit: Select the unit of measure used by the supplier for this price.
  • Conversion Factor (to our UOM): Define how many internal units are contained in one supplier unit. For example, if the user buys in "Boxes" but sells in "Pcs," they would enter the number of pieces per box here.
  • Supplier's Code or Description: Enter the vendor's specific part number or name for the item to ensure clear communication on purchase documents.
  • + Add New / Update: Click this button to save the supplier-specific pricing details.
 
Reorder Levels
The Reorder Levels tab helps the user keep enough stock and avoid running out of items. By setting low-stock limits for each location, the system can notify the user when it is time to buy more. These settings link directly to the Purchase Requisitions page to make ordering stock faster and easier.
 
Note: This tab is only available for physical items that are stored in inventory, such as Purchased, Manufactured, or Tools. Since Service items do not have physical stock and are not stored in a warehouse, they do not need a Reorder level Notify.
Reorder Levels Table
This table is used to manage the stock rules for each branch or warehouse:
  • Location: The specific branch or store where the item is kept.
  • Quantity On Hand: Shows exactly how many items are currently in stock at that location.
  • Re-Order Level: The "low-stock" mark. When the stock reaches this number, the system warns the user that it is time to reorder.
  • Reorder Quantity: The standard amount the user usually buys to refill the stock.
  • Supplier: The main vendor for this item. If the user selects a Specific Supplier, the system automatically assigns that vendor when creating a Purchase Requisition. If All Suppliers is selected, the item can be assigned to any vendor during the requisition process.
  • Update: Click this button to save any manual changes made to the levels or quantities.
  Automatic Reorder System
The system can also manage stock automatically if the user turns on these features in Setup -> Preference:
  • Automatic Reorder Level: If this is on, the system calculates the Re-Order Level and Reorder Quantity for the user. It looks at how many items were sold in the last month to decide the best numbers. When this is active, the user cannot change the numbers manually.
  • Auto Requisition Level: If this is on, the system automatically adds the item to the Purchase Requisitions list as soon as it hits the low-stock mark. The user can then find and process these orders under Purchase -> Requisitions.
 
Transactions
The Transactions tab provides a complete audit trail of every movement for a specific item. It tracks all activities that increase or decrease stock levels, such as sales, purchases, transfers, and inventory adjustments. This allows the user to monitor stock flow and verify the history of the item’s quantity and value over time.
Note: This tab is only available for physical items that are stored in inventory, such as Purchased, Manufactured, or Tools. Since Service items do not have physical stock and are not stored in a warehouse, they do not have a Transactions tab or stock history.
Filters Section
The user can use these filters to narrow down the transaction history and find specific records:
  • Location: View stock movements for a specific branch or select "All Locations" for a global view.
  • Date: Select a specific date range to see transactions within that period.
  • Batch No: If the item uses batch tracking, the user can filter by a specific batch number.
  • Item Color: Filter transactions based on specific item variations like color.
  • Filter Type / Expiry Date: Advanced filters to find items based on their expiration dates.
  • Audit Trail Order: A toggle to sort the results based on the sequence of entry in the system.
  • Search: Click this button to apply the selected filters and refresh the list.
Transactions Table
This table displays the detailed breakdown of each movement. The system also shows the Quantity on hand before and after the selected date range:
  • Type: The category of the movement, such as "Inventory Adjustment," "Sales Invoice," or "Purchase Receipt."
  • Reference: The document number of the transaction. Clicking this reference opens the full details of that document.
  • Standard Cost: The recorded value of the item at the time of the transaction.
  • Date / Exp Date: The date the transaction occurred and the expiry date of the batch (if applicable).
  • Detail: Additional notes or descriptions related to the movement.
  • Quantity In: The amount added to the stock.
  • Quantity Out: The amount removed from the stock.
  • Quantity On Hand: The running total of stock remaining after each specific transaction.
Transaction Summary Totals
At the bottom of the table, the system provides a clear summary of the total movement during the filtered period:
  • Total Quantity In: The sum of all stock received within the selected dates.
  • Total Quantity Out: The sum of all stock issued or sold within the selected dates.
  • Quantity on hand after: The final stock balance remaining as of the end date of the selected period. This gives the user a quick view of the closing stock for that specific timeframe.
 
Status
The Status tab provides a real-time summary of the stock availability for an item across all business locations. It helps the user understand not just what is currently on the shelf, but also what is promised to customers and what is expected from suppliers. This view is essential for making quick decisions about sales and purchasing.
Status Table
This table breaks down the inventory position for each branch or warehouse:
  • Location: The specific branch or warehouse where the item is tracked.
  • Quantity On Hand: The total physical stock currently present at that location.
  • Re-Order Level: The minimum stock limit set for that location to trigger a refill alert.
  • Demand: The quantity of the item that is currently committed to open sales orders or production needs but has not yet been shipped or used.
  • Available: The actual amount of stock free to be sold. This is calculated by taking the Quantity On Hand and subtracting the Demand.
  • On PO Order: The quantity of the item that has been ordered from a supplier through a Purchase Order (PO) but has not yet been received.
 
Unit Mapping
The Unit Mapping tab is a powerful feature that allows the user to manage an item using multiple units of measure. While every item has a primary unit, this tab lets the user set up Secondary Units for buying, selling, or storing stock. This ensures that whether you receive a bulk shipment or sell individual pieces, the system tracks the quantities accurately.
Stock Conversion and Calculation
To maintain proper stock records, the system automatically converts any quantity entered in a secondary unit back to the Primary Unit (the main unit selected when the item was first created). All "Quantity In" and "Quantity Out" values are calculated based on this conversion. This ensures that the total stock balance is always accurate, regardless of which unit was used during the transaction.
Unit Mapping Table (List View)
This table shows all the secondary units currently linked to the item and how they relate to the main unit:
  • Stock ID: The identification name or code for the item.
  • Unit: The name of the secondary unit (e.g., Kilograms, Box, or Centimeter).
  • Quantity: The conversion value that shows how many of the main unit (e.g., "each") make up this secondary unit.
  • Inactive: A toggle to enable or disable a specific unit mapping. If set to "Yes," this unit cannot be used in transactions.
  • Edit / Delete: Use the pencil icon to change the conversion value or the trash icon to remove the unit mapping.
Add Unit Form
To add a new unit mapping, click the + Add New button to open the entry form:
  • Select Unit: Choose the secondary unit from the dropdown list. If the unit is not there, the user can click the + icon to add a new unit type to the system.
  • Quantity: Enter the numeric conversion value. This tells the system how many of the primary units equal one of these secondary units. For example, if 1 "Box" contains 10 "pcs," the user would enter 10 here.
  • + Add: Click this button to save the mapping and make the unit available for use in transactions like Sales Invoices or Purchase Orders.
  • Cancel: Click this to close the form without saving any changes.
 
Files
The Files tab is used to store and manage documents related to the item. This is a helpful place to keep digital copies of product images, technical manuals, warranty certificates, or supplier catalogs. By attaching files here, any user with permission can quickly access the correct documents without searching through local folders.
Files List View
The table shows all the documents that have been uploaded for this specific item:
  • Full Name: Displays the name of the file and a small thumbnail if the file is an image.
  • Relation: Shows how the file is linked to the system (e.g., linked to Item & Services).
  • FileSize: Displays the size of the file (e.g., 58 KB) to help manage storage.
  • Date: The date the file was uploaded into the system.
  • Download (Blue Icon): Click this icon to download the file to your computer or device.
  • Delete (Red X Icon): Permanently removes the file from the item record.
Uploading a New File
To add a new document to the item, follow these simple steps using the upload section below the list:
  • Choose File: Click this button to browse and select a file from your computer.
  • File Preview: Once a file is selected, its name will appear below the button. If you selected the wrong file, you can click the small Trash icon next to the name to remove it before saving.
  • Upload: After selecting the file, the system saves it directly to the item's profile for future reference.
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Batches
The Batches tab is used to track specific groups of items that are received or produced at the same time. This is especially important for items that have a limited shelf life or require quality tracking. Batch details are automatically added to this list whenever a user receives an item through a GRN or creates a Purchase Invoice.
Batches Table
This table provides a detailed view of all active batches for the item, helping the user track stock based on when it arrived and when it will expire:
  • Batch: The unique identification number or code assigned to the specific group of items.
  • Expiry Date: The date when the items in this batch will expire. This helps the user follow a "First-In, First-Expired" (FEFO) strategy to reduce waste.
  • Quantity: The number of items currently remaining in that specific batch.
  • Location: The branch or warehouse where that specific batch is being stored.
 
Sales Orders, Quotations, and PO Tabs
These three tabs—Sales Orders, Quotations, and PO (Purchase Orders)—allow the user to track all current and past business documents specifically linked to this item. Instead of searching through the entire system, the user can see exactly which orders or quotes include this product directly from the item's profile. If the user needs more details about a specific entry, they can click on the record to view the full document.
Sales Orders Tab
This tab shows every Sales Order that has been created for this item. It is helpful for tracking customer demand and seeing which orders are still waiting to be delivered.
  • Order Tracking: See the order number, the customer's name, and the total value.
  • Status: Quickly identify if an order is still Open, Delivered, or Closed.
  • Search & Filters: You can search for a specific order or filter by date, location, or a specific salesperson.
  • + New Order: The user can click this button to start a new sales order for this item immediately.
Quotations Tab
The Quotations tab lists all the formal price offers sent to customers that include this item. It helps the user track potential sales before they become official orders.
  • Quote History: View the quote number, date, and which customer requested the price.
  • Validity: Check the Valid until date to see if the price offer is still active or has expired.
  • Conversion: Monitor whether a quote is still pending or has been converted into a sales order.
  • + New Quotation: Use this button to quickly create a new price quote for a customer.
  PO (Purchase Orders) Tab
The PO tab tracks all orders placed with suppliers to buy this specific item. It is essential for managing incoming stock and knowing when new inventory will arrive.
  • Supplier Tracking: See which vendor the item was ordered from and the Order Date.
  • Outstanding Orders: Use the Outstanding filter to see only the items that have been ordered but not yet received.
  • Status: Identify if a purchase is Received or Not Received to help manage warehouse expectations.
  • + New Purchase Order: Click this to quickly create a new order to restock this item from a supplier.
 
BOM (Bill of Materials)
The BOM tab is used only for items that are marked as Manufactured. It is a list of all the raw materials, parts, and components needed to build the finished product. By setting up a BOM, the system knows exactly which items to subtract from your stock whenever you record a production entry.
BOM Table (List View)
This table shows the current components assigned to the item:
  • Code / Description: The unique identification code and name of the raw material or part.
  • Location: The specific warehouse or branch where the system will pull this material from during production.
  • Work Centre: The specific area or station in the factory where this component is used.
  • Std Cost: The standard cost of the individual component.
  • Factor: A multiplier used to adjust the quantity based on production needs.
  • Quantity / Units: The exact amount of the component required to make one unit of the finished product.
  • Edit / Delete: Use these icons to change the quantity of a component or remove it from the list.
Add BOM Form
To add a new material to the list, click the Add New button. You will need to fill in these fields:
  • Component: Select the raw material from the dropdown. You can click + to add a new item if it doesn't exist yet.
  • Location to Draw From: Choose the warehouse where the stock for this material is kept.
  • Work Centre Added: Select the station where this part is assembled.
  • Quantity: Enter how much of this item is needed (e.g., 5 meters of cloth or 10 screws).
  • Factor: Enter the factor value (usually set to 1.00 unless a specific calculation is needed).
  • + Add New: Click this to save the component to the Bill of Materials.
Copy BOM Feature
If you have a new item that is very similar to an existing one, you can use the Copy BOM to another manufacturable item dropdown. This allows you to quickly copy the entire list of materials from another item, saving you from entering everything manually.
 

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