Sub Groups
Purpose
The Sub Groups screen allows administrators to create and manage item subcategories within the Purchase module. Sub Groups provide a more detailed classification structure under Commodity Groups, helping organizations organize items with greater accuracy for purchasing, inventory management, reporting, and product categorization.
Sub Groups created in this screen are available in the Sub Group dropdown list when creating or editing items.
Create
To create a new sub group:
Step 1
Navigate to Settings within the Purchase Module from the left sidebar.
Step 2
Select Sub Groups and click Add Sub Group.
Step 3
Complete the required information:
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Enter the Sub Group Code.
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Enter the Sub Group Name.
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Select the Group Name.
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Specify the Display Order.
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Enable or disable the Display option.
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Enter additional Notes if required.
Step 4
Click Save.
The sub group becomes available for use when creating or editing items.
View
The Sub Groups list displays all configured sub groups.
Users can view:
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Sub Group Code
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Sub Group Name
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Parent Commodity Group
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Display Order
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Visibility Status
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Notes
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Creation Information
Edit
To modify an existing sub group:
Step 1
Navigate to Settings → Sub Groups.
Step 2
Hover over the sub group and click Edit.
Step 3
Update the required information.
Step 4
Click Save.
The updated information will be reflected throughout the Purchase module.
Delete
To remove a sub group:
Step 1
Navigate to Settings → Sub Groups.
Step 2
Hover over the sub group and click Delete.
Step 3
Confirm the deletion in the confirmation dialog.
The selected sub group will be permanently deleted from the system.
Field Descriptions
| Field | Description |
|---|---|
| Sub Group Code | Unique code used to identify the sub group. |
| Sub Group Name | The descriptive name of the sub group. |
| Group Name | The parent Commodity Group to which the sub group belongs. |
| Order | Determines the display sequence of sub groups in dropdown lists. Sub groups with smaller values appear first. |
| Display | Controls whether the sub group is visible and available for selection. |
| Notes | Additional remarks or information related to the sub group. |
Workflow Rules
Commodity Group Relationship
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Every Sub Group must be associated with a Commodity Group.
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The Group Name field retrieves data from the Commodity Group settings.
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Only Commodity Groups with the Display option enabled are available for selection.
Display Rules
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Sub Groups marked as visible appear in the Sub Group dropdown list on the Add/Edit Item form.
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Sub Groups marked as hidden remain stored in the system but are not available for user selection.
Display Order
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Sub Groups are displayed according to the configured order value.
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Lower order values appear first in dropdown lists.
Synchronization
Sub Group data is synchronized with:
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Commodity Groups
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Items
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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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Inventory Records
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Reports
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Analytics
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view sub group records. |
| Create | Allows users to create new sub groups. |
| Edit | Allows users to modify sub groups. |
| Delete | Allows users to remove sub groups. |
Important Notes
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Commodity Groups must be configured before creating Sub Groups.
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Only Commodity Groups marked as visible can be selected as parent groups.
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The Display option controls availability in item forms without deleting the sub group record.
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Sub Groups help create a multi-level item classification structure for improved organization and reporting.
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Deleting a sub group may affect items and transactions that reference the sub group.
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Consistent use of Commodity Groups and Sub Groups improves purchasing efficiency, inventory organization, and reporting accuracy.