Items
Purpose
The Items screen is used to create, manage, and maintain products, materials, goods, and services used throughout the Purchase module. Items serve as the master product catalog and can be used in Purchase Requests, Quotations, Purchase Orders, Purchase Invoices, Inventory transactions, and other procurement processes.
Users can create items individually or import multiple items in bulk using an Excel file.
Create
To create a new item:
Step 1
Navigate to Purchase → Items from the left sidebar.
Step 2
Click Add.
Step 3
Complete the required information:
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Enter the Commodity Code.
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Enter the Commodity Name.
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Review the Commodity Barcode.
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Enter the SKU Code.
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Enter the SKU Name.
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Enter the Description.
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Select the Commodity Group.
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Select the Sub Group.
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Enter the Sale Price.
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Enter the Purchase Price.
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Select the Unit.
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Select Tax 1 and Tax 2 if applicable.
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Upload Item Images.
Step 4
Click Save.
The item becomes available for use throughout the Purchase module.
View
The Items list displays all available items.
Users can view:
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Commodity Code
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Commodity Name
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Barcode
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SKU Information
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Commodity Group
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Sub Group
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Unit
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Sale Price
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Purchase Price
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Tax Information
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Images
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Creation Information
Import
The Import Items feature allows users to create multiple items simultaneously using an Excel template.
Step 1
Navigate to Purchase → Items.
Step 2
Click Import Items.
Step 3
Click Download Sample to download the import template.
Step 4
Enter item data into the downloaded template.
Step 5
Save the completed file.
Step 6
Click Choose File and select the import file.
Step 7
Click Import.
The system validates and imports the item records.
Import Error Handling
If the import process fails:
Step 1
Click Error File Download.
Step 2
Open the downloaded file.
Step 3
Review the Error column located in the last column of the file.
Step 4
Correct the identified issues.
Step 5
Import the file again.
Edit
To modify an existing item:
Step 1
Navigate to Purchase → Items.
Step 2
Hover over the item and click Edit.
Step 3
Update the required information.
Step 4
Click Save.
The updated information is immediately reflected throughout the system.
Delete
Delete Single Item
Step 1
Navigate to Purchase → Items.
Step 2
Hover over the item and click Delete.
Step 3
Confirm the deletion.
The selected item will be permanently removed.
Delete Multiple Items
Step 1
Select one or more items.
Step 2
Click Bulk Action.
Step 3
Select Mass Delete.
Step 4
Click Confirm.
The selected items will be deleted.
Clone Items
The Clone Items feature allows users to create duplicate copies of existing items.
Step 1
Select one or more items.
Step 2
Click Bulk Action.
Step 3
Select Clone This Items.
Step 4
Click Confirm.
The system creates duplicate item records.
Change Item Selling Price
To update selling prices for multiple items:
Step 1
Select one or more items.
Step 2
Click Bulk Action.
Step 3
Select Change Item Selling Price.
Step 4
Enter the updated pricing information.
Step 5
Click Confirm.
The selected items are updated with the new selling price.
Change Item Purchase Price
To update purchase prices for multiple items:
Step 1
Select one or more items.
Step 2
Click Bulk Action.
Step 3
Select Change Item Purchase Price.
Step 4
Enter the updated pricing information.
Step 5
Click Confirm.
The selected items are updated with the new purchase price.
Field Descriptions
| Field | Description |
|---|---|
| Commodity Code | Unique identifier for the item. This value must be entered manually and cannot be duplicated. |
| Commodity Name | The descriptive name of the item. |
| Commodity Barcode | System-generated barcode consisting only of numeric characters. |
| SKU Code | Internal stock-keeping unit code used for tracking purposes. |
| SKU Name | Descriptive label associated with the SKU. |
| Description | Detailed information about the item including specifications, packaging, or usage notes. |
| Commodity Group | The primary category assigned to the item. |
| Sub Group | A secondary classification within the selected Commodity Group. |
| Sale Price | The selling price of the item. |
| Purchase Price | The procurement cost of the item. |
| Unit | The measurement unit assigned to the item. |
| Tax 1 | Primary tax rate applied to the item. |
| Tax 2 | Secondary tax rate applied to the item. |
| Attach Images | Images used for item identification and reference. |
Workflow Rules
Commodity Code Validation
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Commodity Codes must be unique.
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Duplicate Commodity Codes are not allowed.
Barcode Generation
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Commodity Barcodes are generated automatically by the system.
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Barcodes can only contain numeric characters.
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Alphabetic characters and special symbols are not permitted.
Commodity Classification
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Commodity Groups are retrieved from the Commodity Group settings.
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Sub Groups are retrieved from the Sub Group settings.
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Sub Groups should belong to the selected Commodity Group.
Unit Management
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Units are retrieved from the Unit settings.
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Units define how item quantities are measured throughout purchasing transactions.
Tax Management
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Selected taxes are automatically applied during purchasing and sales transactions where applicable.
Bulk Actions
The following bulk operations are available:
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Mass Delete
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Clone Items
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Change Item Selling Price
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Change Item Purchase Price
Synchronization
Item data is synchronized with:
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Purchase Requests
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Purchase Quotations
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Purchase Orders
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Purchase Invoices
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Vendors
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Inventory Management
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Contracts
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Reports
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Analytics
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view item records. |
| Create | Allows users to create new items. |
| Edit | Allows users to modify item records. |
| Delete | Allows users to remove item records. |
| Import | Allows users to import items from Excel files. |
| Export | Allows users to export item information. |
Important Notes
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Commodity Codes must remain unique across all items.
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Commodity Barcodes are automatically generated and must contain only numeric values.
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Commodity Groups, Sub Groups, and Units should be configured before item creation.
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Item images improve product identification during purchasing and inventory operations.
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Bulk actions can affect multiple records simultaneously and should be used carefully.
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The Error File Download feature provides detailed validation errors during import operations.
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Changes to item pricing may affect future purchasing and sales transactions but do not automatically update historical records.