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Item Master in depth
Application address: /inventory/items · Menu permission: items:read.
The Item Master describes what the business buys, holds, sells, or supplies. It joins classification, units, prices, traceability, and catalogue information. Creating an item creates its master record; it does not create opening stock, a goods receipt, a sale, or an accounting entry.
This chapter is reviewed against the item form, item creation/update service, pricing helpers, and schema. Downstream behavior for every capability flag has not been runtime-verified. The screen reference supplies literal labels and interface constraints.
Find, create, and edit an item
Search by name, code, or barcode and use the item type/status filters. Check whether a record already exists before creating a duplicate. Open the record to view it; choose Edit to change editable fields.
For a new record, enter a meaningful name, check its code, choose classification and base unit, and review stock and selling flags before saving. Item Name (EN) cannot be blank: the service trims spaces and refuses an empty result. Leaving the item code blank invokes the code-generation path. Duplicate codes are checked in the organization's tenant scope rather than simply within the visible list.
When changing Item Type, the form resets category selection. Recheck the category and attributes before saving. After saving, related-record tabs become available. Attachments, Production, Vendors, Pricing, and Stock require a saved item in the reviewed form.
Tab map
| Tab | Main purpose |
|---|---|
| General | Identity and classification |
| UOM | Base, purchase, sales, and conversion units |
| Purchasing | Cost and purchasing behavior |
| Vendors | Preferred suppliers and supplier-specific buying information |
| Sales | Standard price, MRP, barcode, and selling behavior |
| Pricing | Group prices, customer-price records, and price-list entries |
| Inventory | Reorder values, default warehouse, traceability, and stock behavior |
| Stock | Warehouse and lot balances for the saved item |
| Logistics | Dimensions, weight, packaging, and compliance descriptors |
| E-Commerce | Listing text, SEO, catalogue attributes, and online flags |
| Production | Bill-of-materials definition and production descriptors |
| Properties | Item nature and additional capability flags |
| Remarks | Descriptions, Markdown content, and internal notes |
| Attachments | Images and supporting documents |
| Attributes | Item-type-specific characteristics |
Use the field finder to locate a field across tabs. Hidden tabs can contain important settings; do not assume the initial General tab is the whole record.
General: identity and classification
| Field | Business purpose | Verified behavior or limitation |
|---|---|---|
| Item Code | Stable identifier used to recognize the item | Blank invokes generation; duplicate checks apply; no small fixed text maximum is declared on this control |
| Item Name (EN) | Main display name used to identify the item | Required; trimmed; blank rejected on create and edit |
| Item Name (AR) | Arabic display name | Optional; right-to-left input; trimmed by the service |
| Status | Lifecycle classification | Form choices: Active, Draft, Inactive, Discontinued; verify each consuming workflow's eligibility rules |
| Item Type | Classification and associated attributes | Changing it resets selected category in the form |
| Category / Sub-category | Catalogue grouping | Form filters available hierarchy; selection identifies a category record |
| Brand | Brand classification | Select an existing brand or use the offered add-new action |
| Base Unit | Unit used to express the item's stock quantities | Select deliberately before transactions; the service accepts a nullable reference, so save success alone does not prove operational readiness |
Names, descriptions, codes, and most catalogue text fields have no explicit short character limit in the reviewed Item schema or controls. That is not a guarantee that arbitrarily large requests are supported.
UOM: quantity interpretation
Base / Stock UOM is the unit against which inventory quantities are understood. Purchase UOM and Sales UOM describe transaction units. Their factors explain how one transaction unit relates to base units.
Example: the base unit is Each, the purchase unit is Case, and a case contains 12 each. A factor of 12 expresses that relationship. Check the resulting document quantity and stock movement in a demonstration receipt before using it in live purchasing.
| Field | Purpose | Constraints |
|---|---|---|
| Purchase UOM / Sales UOM | Units used on the corresponding transaction side | Record selections; blank behavior depends on consuming workflow |
| Purchase Factor / Sales Factor | Base-unit conversion factor | Interface minimum 0.00000001; input step any; stored decimal precision 18, scale 8 |
| From / To | Units in an additional conversion row | Select existing units |
| Factor | Conversion multiplier | Interface minimum 0.00000001; test both direction and expected result |
| Weight UOM | Unit for item weight | Picker uses weight-unit classification |
Do not confuse a units-per-scan barcode multiplier, purchasing conversion, and physical packaging count. They describe different relationships and must be checked together when scanning cases.
Purchasing and vendors
Standard Cost is a master reference value. It is not the same as the actual price of every receipt or the warehouse's current average cost. The control accepts increments of 0.0001 and storage uses decimal precision 18, scale 4.
Purchasable and Returnable are item flags described by the interface as allowing purchase use and returns. Check the transaction-specific rules before assuming a flag overrides document restrictions.
Vendor rows capture Vendor Name, Vendor Item Code, Purchase Price, Currency, Min Order Qty, Lead Time (days), Primary, and Notes. The vendor code is the supplier's identifier for the item, not a replacement for your item code. Currency belongs to the vendor's price. A primary vendor identifies the preferred source; it does not itself place a purchase order.
Purchase Price and Min Order Qty have non-negative numeric controls with 0.0001 increments. Vendor lead time is presented as a non-negative whole number of days. Select a linked supplier where available; legacy free-text vendor names may not carry the same relationship as a business-partner record.
Sales: prices, MRP, and barcodes
| Field | Purpose | Verified behavior |
|---|---|---|
| Standard Price | Normal selling-price reference | Read on the company's configured inclusive/exclusive tax basis; decimal precision 18, scale 4 |
| MRP (incl. tax) | Printed pack price used as a ceiling in reviewed pricing helpers | Always interpreted as inclusive; interface minimum 0 and increment 0.01 |
| Discount on MRP % | Standing percentage reduction from MRP | Interface 0–100; blank is distinct from zero; service validates the range |
| Sells at | Preview of MRP less discount | A calculated display, not a second independent pricing policy |
| HSN / SAC Code | Classification selected from the tax directory | Selecting a directory entry also supplies its rate in the form |
| Barcode | Main scannable identifier | Store as text to preserve leading zeroes |
| Other barcodes | Alternative identifiers for cases, pallets, or suppliers | Each can carry its own units-per-scan multiplier |
| Units per scan | Quantity represented by one scan | Interface minimum 1 and whole-number increment |
| Shelf Life (days) | Shelf-life descriptor | Whole-number input; actual expiry enforcement requires the relevant workflow and lot data |
Blank versus zero discount: blank means the item is not configured to derive its price from an MRP discount. Zero means a configured zero-percent discount. In the reviewed receipt pricing helper, no discount and no explicit batch selling price leave the lot without a separate selling price, allowing the standard-price path to remain relevant.
For a fictional MRP of 120 and a 10% discount, the inclusive selling price is 108. If a demonstration uses an 18% tax configuration, the pre-tax unit value is approximately 91.5254. Adding tax again to 108 would misread an inclusive amount as exclusive. This is an illustration of the software's arithmetic, not a recommended tax rate.
When old and new lots have different MRPs, the selected lot's printed price matters. Do not change the item-level MRP and assume all existing stock has been relabelled or repriced.
Pricing: why different customers can pay different amounts
The reviewed pricing service considers customer group, group price list, group discount, branch price list, quantity breaks, standard price, and MRP-related pricing. The screen's source label helps explain the chosen price. Compare the same customer, branch, quantity, tax basis, and selected MRP when investigating a difference.
| Field or group | Purpose |
|---|---|
| Group / Price list | Connect a buying group to its price schedule |
| Group disc % | Group-level discount candidate |
| Price / Incl. tax / From | Resolved price, inclusive display, and pricing source |
| Loyalty | Identifies the group used for loyalty membership behavior |
| Customer Name / Special Price | Stored customer-specific price record; do not assume this legacy record participates in every pricing path without checking it |
| Valid From / Valid To | Dates attached to a special-price record |
| Price-list Price / Disc% / Min Qty | Item entry in a list and its threshold/configuration |
| New list Code / Name | Identity for a newly created price list |
The new price-list Code control limits input to 32 characters and uppercases typed input. This constraint belongs to the price-list code, not Item Code. Group and customer discount controls show 0–100 limits. Test a quantity below and at a threshold before relying on quantity-break pricing.
Inventory: planning and traceability
| Field | Intended use | Interface facts |
|---|---|---|
| Min. Qty (Reorder Point) | Threshold used to describe replenishment needs | Non-negative, increment 0.0001 |
| Max. Qty | Upper planning quantity | Non-negative, increment 0.0001 |
| Reorder Qty | Proposed replenishment quantity | Non-negative, increment 0.0001 |
| Safety Stock | Buffer quantity | Non-negative, increment 0.0001 |
| Lot Size | Planning/order multiple descriptor | Non-negative, increment 0.0001 |
| Lead Time (days) | Expected replenishment delay | Non-negative whole-number input |
| Default Warehouse | Preferred warehouse reference | Does not move stock on save |
| ABC Class | Warehouse/planning classification | Configured choice; downstream automation must be verified |
| Putaway Strategy / Pick Strategy | Warehouse handling descriptors | Do not infer automated task allocation from a saved descriptor |
| Freeze on Expiry | Flag described as locking expired stock | Verify enforcement in each transaction path before depending on it |
Stock Tracked, Serialized, Batch Tracked, Has Expiry, Has Warranty, Track Location (Bin), Allow Negative Stock, Perishable, Dangerous Goods, and Requires Prescription describe distinct concerns. A classification label does not prove that every operation enforces a business control. In particular, prescription and hazardous-goods flags must not be treated as compliance guarantees.
The create service supplies stock tracking for a non-service item unless an explicit supplied flag overrides that choice. Always check the saved value. Company-level inventory settings and transaction-level checks also matter.
Stock: read the balances correctly
The Stock tab displays warehouse quantities, lots, average cost, and value. On Hand is physical recorded stock. Reserved / Committed is stock committed to demand. Available is on-hand less reserved in the reviewed stock service. On Order is expected supply, not stock already available to sell.
Warehouse average cost is derived from the stock/lots represented, with a standard-cost fallback in some no-lot cases. It should not be assumed equal to the current Standard Cost field. The service exposes a mismatch when stock-entry quantity and lot quantities disagree.
The interface explicitly states that bins are picking/putaway instructions on document lines, not a separate per-bin stock balance. Do not promise a bin stock ledger from the presence of a bin flag.
Logistics: dimensions and packaging
| Fields | Purpose | Interface facts |
|---|---|---|
| Length / Width / Height / Unit | Physical dimensions with their measurement unit | Non-negative dimensions, increment 0.0001; creation defaults dimension unit to CM if omitted |
| Weight / Gross Weight / Weight Unit | Net versus packaged weight | Non-negative input, increment 0.001; stored values may have finer precision |
| Units / Inner Pack | Units contained in an inner pack | Whole number, minimum 1 |
| Inner Packs / Case | Packing hierarchy | Whole number, minimum 1 |
| Cases / Pallet | Packing hierarchy | Whole number, minimum 1 |
| Pallets / Container | Packing hierarchy | Whole number, minimum 1 |
| GTIN / EAN-13 | Trade-item identifier | Text field; do not infer validation solely from its label |
| MPN | Manufacturer's part number | Text identifier |
| PLU Code | Price-look-up reference | Text identifier |
| Country of Origin | Product-origin descriptor | Separate from the company's country |
| Energy Class | Product classification | Descriptive value |
| Tax Category | Tax grouping descriptor | Separate from the selected HSN/SAC code |
| Warranty (months) | Warranty-duration descriptor | Non-negative whole-number input |
E-Commerce: product presentation
URL Slug describes the public product address component. Meta Title, Meta Description, and Meta Keywords supply listing metadata. Highlights are short factual lines; the update service trims them and removes blank lines.
Google Product Category, Condition, Age Group, Gender, Color, Size, and Material describe catalogue attributes. Their presence does not establish a completed external catalogue integration. E-Commerce Enabled and Featured Product control intended online visibility in supported catalogue paths; inspect the storefront result after publishing.
Descriptions and attachments intended for online or AI use should contain only information approved for those audiences. Internal Notes should not be treated as guaranteed private merely because of the label; confirm the consuming export or integration.
Production: bill of materials
A BOM records component requirements. Version distinguishes definitions. Output Qty / Output UOM describe what the listed components produce. Assembly is described as an item built into stock; Kit is described as an item sold with component consumption. Verify the corresponding posting path before using either operationally.
Component rows contain Component Item, Qty, UOM, Scrap %, Optional, Remarks, Level, and ordering. Output quantity has an interface minimum of 0.0001; scrap percent is 0–100; the level control shows 1–9. Saving a BOM does not itself produce finished goods.
Properties and remarks
Additional nature flags include Service Item, Rental, Bookable, Has Variants, Variant Item (child), Bundle / Package, Subscription, Fixed Asset, Manufactured, Recipe Item, Project Billable, Digital, Menu Item, Room / Unit, Tax Exempt, Commission Item, and Agricultural. Record the intended classification, then check which consuming workflows implement it. They must not be represented as a complete rental, asset, booking, or subscription module merely because a toggle exists.
Short Description is concise explanatory text. Description provides fuller detail. Notes / Markdown (AI) accepts formatted knowledge content and is identified by the interface as available for AI queries. Internal Notes holds operating notes; review its exposure before adding confidential information.
Attachments and attributes
Image controls support adding images, choosing a primary image, and removing images. Document records include Document Title, Document Type, Language, and Index for AI. The interface advertises a 20 MB upload ceiling; the exact enforced MIME/size behavior must also be checked in the upload path and hosting configuration.
Document types shown include Spec Sheet, Manual, Certificate, Datasheet, Notes, Markdown, and Other. Selecting Certificate classifies an attachment; it does not certify the product or learner. Indexing an attachment for AI is a separate decision from displaying it as ordinary product documentation.
Attributes depend on the selected item type and its definitions. This dynamic set is one reason a static field inventory cannot claim complete coverage of every configured business.
Verification exercise
Create a fictional item, save it, reopen it, and explain the saved base unit, stock-tracking choice, tax basis, and selling price. Add a vendor and a second barcode with a known multiplier. In a demonstration transaction, verify the resulting quantity and price rather than relying only on the master screen. Record any mismatch for review.