Every product you buy, make or sell is an item in Inventory. A well-set-up item makes stock reports, reorder alerts and costing work properly. This guide shows how to add one.
Before you start
- You need permission to change item masters. If you can only view items, Inventory shows "You can read this item but not change it. Ask an administrator for write access."
- Know the item's name, its base unit (for example pieces or kilograms) and, if it is taxable, its HSN or SAC code.
Open the New item form
Select Items in the menu, then New item. The menu describes it as "Create an item with its units, tracking and reorder rules." You can also see all your items first with All items, which lets you search, filter and open any item.
Fill in the sections
The form is split into sections that you can jump between using the Item sections list.
Basic Details
- Item name – required.
- SKU / item code – must be unique within the company.
- Alias / short name and Print name – the print name defaults to the item name.
- Barcode / EAN / UPC – type it in, or use Scan a barcode if your browser can use the camera. If it cannot, type or paste the number, or use a USB scanner.
- Active – untick for an item you no longer sell. The change applies when you save.
Classification
Choose the Item type, Item group, Stock category and Brand. If the one you need is not there, use the New item group, New stock category or New brand options in the same place. You can also pick a Tax category and enter the HSN / SAC code, which must be 4 to 8 letters or digits.
Units & Packaging
Pick the Base unit; it is required. You can also set a Purchase unit and Sales unit, and add Alternate units. Use common conversions and Manage Conversions help with how one unit converts to another.
Stock & Locations
Under Stock levels, set the Minimum, Maximum, Reorder point, Reorder quantity, Safety stock and Lead time. Choose a Default warehouse. Turn on Track batches, Track serial numbers or Track expiry if you need them, and set the Shelf life for expiring goods. The Opening stock area lets you add the stock you already hold.
Pricing & Valuation
Choose the Valuation method, which sets how stock issues are costed against receipts, and enter a Standard cost per base unit. Changing the valuation method on an item that has history re-costs that history, so Inventory asks you first.
Accounting
Select the Sales ledger and Purchase ledger, and set Input tax credit as it applies to the item.
Save the item
Select Create Item at the top. A message says "Item created". If anything is wrong, you see "Fix the highlighted fields." Common ones are "Item name is required", "Pick the base unit" and "HSN/SAC must be 4 to 8 letters or digits". A badge reading Unsaved changes shows while you have edits that are not saved, and Inventory warns you before you leave.