¶ Purpose
The Item master is used to create and manage all items/materials in the ERP system based on defined item categories. It acts as a central repository of item information required across Purchase, Inventory, Production, Sales, Costing, and MES transactions. A well‑maintained Item Master ensures accurate planning, valuation, tracking, and reporting of materials throughout their lifecycle.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing and deleting item details.
- The Alloy Master must be defined.
- The Item Category Master must be defined.
- The UOM Master must be defined.
- The HSN SAC No. master must be defined.
¶ Add Item Details
The Item – Master – Mode: New screen allows the user to add general, purchase, finance and quality details of the item.
Navigation: Main – Menu → Masters →Masters - Items → Item → Add
- The user can search for a particular item based on the Item Code / Part No., Item Name / Part Name, Active, Alloy, Attachments, Consumption A/C, Description, Drawing No., Drg Attachments, Drg Revision No., Excise Code, Expense A/C, HSN / SAC No., Images, Inspection Attachments, Inspection Criteria, Inspection Description, Inspection Qty, Inspection Required, Item Category, Item Category (Sales), Item Weight, Kit, Lead Time, Max Qty, Min / Max Level, Min Order Qty, Min Qty, Percof Excp, Plan Stock Level (Days), Production / Subcontractor, Purchase - Stock UOM Factor, Purchase UOM, QA Batch Qty, QA Lead Time, Rate, Saleable, Sampling Qty, Scrap Value, Shelf Life, Spec Attachments, Spec Revision No., Specification No., Stock UOM and Weight UOM.
- The Item screen displays the details of the item such as Item Code/ Part No., Item/ Part Name, Description, Item Category, Stock UOM, Alloy, Attachments, Images, Specification No., Spec. Revision No., Spec. Attachments, Drawing No., Drg. Revision No., Drg. Attachments, Shelf Life, Item Category (Sales), Weight UOM, Saleable, Kit, Production/ Subcontract and Plan Stock Level (Days) and Item Weight.
- Click Add, the Item – Master – Mode: New screen appears.
- The Item – Master – Mode: New screen allows the user to enter the details of the item into five tabs as mentioned below.
- Details
- Quality
- Purchase
- Finance
- DETAILS (Other)
- The Details section allows the user to add the item details.
- The user must enter the details such as the Item/Part Name.
- The user can enter the Description details.
- The user must select the appropriate Item Category and Stock UOM from the dropdown list.
- The user can select the Alloy from the dropdown list.
- The user can upload Attachments. Click the Attachment icon to upload the Attachments if any.
- The user can upload Images. Click the Attachment icon to upload the Images if any.
- The user can enter Specification No. and Spec. Revision Number.
- The user can upload the Specification Attachments. Click the Attachment icon to upload the Spec. Attachments, if any.
- The user can enter the Drawing No. and Drawing Revision Number.
- The user can upload the Drawing Attachments. Click the Attachment icon to upload the Drg. Attachments, if any.
- The user can enter Shelf Life.
- The user can select the checkboxes of Saleable, Kit, Production/ Subcontract and Active if required. The table below describes the checkbox and their purpose.
| Checkbox | Purpose |
|---|---|
| Saleable | If selected, the system will auto create the product under Item Category (Sales) then the product becomes available for sales orders, quotations, and dispatch processes. |
| Kit | Identifies the item as a kit consisting of multiple component items. |
| Active | Marks the item as active and available for use in business transactions. If unchecked, the item is considered inactive and generally cannot be selected in new transactions. |
| Production / Subcontract | If selected the system will auto create the product then the product will be available for process document. Then with respect to process document, it is manufactured internally or processed through a subcontractor. Such items can be used in production planning, job work, subcontracting, and related manufacturing processes. |
- The user can select the appropriate Item Category (Sales) and Weight UOM from the dropdown list.
- The user can enter details such as Item Weight.
- The Quality section allows the user to add the inspection details.
- The user can select the Inspection Required checkbox.
- If user selects the Inspection Required checkbox, then only the user must enter details such as the Inspection Description.
- The user can upload an Inspection Attachment.
- Click the Attachment icon to upload the Inspection Attachments, if any.
- The user must select the appropriate Inspection Criteria from the dropdown list. The table below describes the list of inspection criteria.
| Sl. No. | Inspection Criteria | Description |
|---|---|---|
| 1 | 100% | An entire production quantity is inspected. |
| 2 | Qty / Batch | Inspection is performed batch-wise. |
| 3 | Qty / Lot | Inspection is performed for selected quantities within a lot. |
| 4 | Variable | User manually enters the inspection quantity. |
- The user can enter details such as the Inspection Quantity, QA Batch Quantity and QA Lead Time (Days).
- The Purchase section allows the user to enter procurement details.
- The user can enter Lead Time.
- The user can select the appropriate Purchase UOM from the dropdown list.
- The user can enter details such as the Purchase – Stock UOM factor and Sampling Qty (Quantity).
- The user can select the checkbox of the Min/ Max level.
- If the user selects the Min/ Max Level checkbox, the user must enter quantity details such as Min. Qty (quantity) and Max. Qty (quantity).
- The user can enter details such as the Tolerance %, Reorder Level and Batch Size.
- The Finance section allows the user to add financial and accounting details.
- The user can enter details such as the Rate and Scrap Value.
- The user can select the Excise Code, Consumption A/c and Expense A/c from the dropdown list.
- The user must select the HSN / SAC No. from the dropdown list.
- The DETAILS (Other) section displays the details of any additional field if added.
- Click Save, the Item Code/ Part Number and Item Name /Part Name will appear on the left panel of the screen.
¶ Edit or Delete Item Details
The Item – Master – Mode: Edit screen allows the user to edit or delete the added or existing item’s details if required.
Navigation: Main – Menu → Masters → Masters -Items → Item → Select Item Name /Code → Edit
- The user must select the appropriate Item Code/ Part No. and Item / Part Name from the left panel of the screen.
- Once the user selects the item, the item details will appear automatically.
- Click Edit, the following screen will appear.
- The Item – Master – Mode: Edit screen allows the user to edit item details such as the Item / Part Name, Description, Attachments, Specifications No., Specification Attachments, Drg. Revision No., Shelf Life, Saleable, Effective Date, Item Category, Images, Spec Revision Number, Drawing Number, Drg Attachment, Active, Item Category (Sales), Weight UOM, Production / Subcontract, Item Weight, Inspection Required, Inspection Description, Inspection Attachments, Inspection Criteria, Inspection Qty., QA Batch Qty., QA Lead Time (Days), Lead Time (Days), Purchase UOM, Purchase- Stock UOM Factor, Sampling Qty., Min/ Max Level, Min Qty., Max, Qty., Tolerance (%), Reorder Level, Batch Size, HSN/SAC No., Rate and other details.
Note: If the Item Code / Part No. is auto generated then it is non editable.
- Click Save, to save the edited details.
- Click Delete, the following message will appear.
- Click Yes.
- Click Close, and the item details will disappear from the left panel of the screen.
Note: The user can delete the item details only if they are not used in any transactions.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view item details either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships or categories.
¶ Search Item Details
The Search option allows the user to search for item details based on the item category.
- Click Search, and the screen will appear as shown below.
- The user must select the appropriate Filter On and Filter Text from the dropdown list.
- The user must enter the corresponding filter value and press Enter key.
- Once the user presses Enter key, the corresponding list will appear on the left panel of the screen.
¶ Print Item Details
The Print option allows the user to print the added or existing item details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
- Click Close, to navigate to the Item screen.
¶ Bulk Update - Add Multiple Item Details
The Bulk Update option allows the user to add multiple item details at once.
- Click Bulk Update, and the following screen will appear.
- The user must enter details such as the Item Code/ Part No., Item / Part Name, Purchase UOM, Description and Item Category.
- The user can enter RawMatId, Rate, Lead Time (Days), Inspection Required, Inspection Description, Scrap Value, Purchase- Stock UOM factor, Inspection Attachments, Excise Code, Inspection Criteria, Consumption Account, Sampling Qty., Min/ Max Level, Rate Contract, Stock UOM, Inspection Qty., QA Batch Qty., Alloy, Purchase A/C, Min Qty., Max Qty., Revenue A/C, QA Lead Time (Days), Attachments, Purchase UOM, Images, Liability/ Purchase A/C, PercofExcp, Product, Specification No., HSN_SAC_ID, Reorder_level, Spec Revision Number, Batch Size, Spec Attachments, Drawing No., Drg Revision No., Drg. Attachments, Shelf Life, Active, Saleable, Item Category (Sales), Weight UOM, Kit, Product/ Subcontract, Plan Stock Level (Days), Composition For, Entry Emp Id, Entry Computer, Stock UOM, Olevel ID and Item Weight.
- Click Save, and the code and name will appear on the left panel of the screen.
¶ Functional Use Cases
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create Item | New material / service needs to be defined. | Item is created in Item Master. |
| 2 | Categorize Item | Items must be grouped logically. | Item category controls behavior. |
| 3 | Define Item Type | Item used differently in transactions. | Correct module usage enabled. |
| 4 | Assign UOM | Quantity handling required. | Accurate quantity transactions. |
| 5 | Configure Inventory Control | Stock levels need monitoring. | Inventory planning enabled. |
| 6 | Define Tax Details | Tax compliance required. | Correct tax calculation. |
| 7 | Activate / Deactivate Item | Item becomes obsolete. | Transaction usage controlled. |
| 8 | Use Item in Transactions | Item used in purchase / sales / production. | Seamless transaction processing. |
| 9 | Item Revision / Change | Item attributes change. | Controlled updates maintained. |
| 10 | Reporting by Item | Management needs item analysis. | Item‑wise operational reports. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Sl. No. | Checklist Item | Description |
|---|---|---|
| 1 | Item Code | Ensure unique item code as per coding standard. |
| 2 | Item Name | Verify clear and descriptive item name. |
| 3 | Item Category | Assign correct item category. |
| 4 | UOM | Assign base UOM and alternate UOM if required. |
| 5 | Stock / Non‑Stock | Confirm inventory relevance. |
| 6 | Valuation Method | Define valuation (FIFO, Weighted Avg, etc.). |
| 7 | Inventory Control | Set reorder level, min/max if applicable. |
| 8 | Tax Applicability | Verify GST / TCD / other tax settings. |
| 9 | Purchase Relevance | Confirm if item is purchasable. |
| 10 | Sales Relevance | Confirm if item is sellable. |