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Prerequisites

1. The users' role must have access to the Add app operation in the Item feature in Admin - Security - Roles through Inventory - Product Definition - Item Hierarchy. 
   
   
2. Season Master must be created.

Step-by-step guide

The steps are as follows:

1. Go to Ginesys Web > Inventory > Product Definition > Item.
   
   
2. The Item opens with list view of already created items.
   
   
3. You will get a Search Box in the Item module to search items by Item Name or Item Code or any item (From version 11.140.6 onward).
   
   
4. Click on the Add button. The Add Item window opens.
   
   
   
   
5. Fill in the details in the General Section:
   
   

   • Barcode (The Generate GS1 Code button allows you to add GS1 barcode to the item.)
     
     

     Tip
     title Barcode - Points to remember
     Note:  1. You can provide up to 50 characters for every GS1 Barcode. 2. The Barcode is always Unique. You cannot create a Barcode which is already existing in GINESYS Database. 3. It is an Optional field.

     
     

     Expand
     title What is GS1 code?
     A GS1 Company Prefix is a number composed of 7-11 digits. It allows the creation of unique identifiers including Global Trade Item Numbers (GTINs) which are represented in barcodes and communicated in electronic business messages. The numbers and barcodes are used by companies to uniquely identify their products and services in the supply chain. The use of GS1 barcoding standards provides the following business benefits: Fast and accurate data capture at every point in the supply chain Less stock-holding and less waste Greater responsiveness to trade customers and consumers The ability to automate warehousing Better control over distribution and storage Fewer errors in the recognition of goods Improved company to company communications throughout the supply chain One standard for use with all trading partners, therefore no conflicting demands.

     
     

   • Division - This is the largest and most basic group in the item hierarchy. 
     
     
   • Section -  The next group is derived from the previous one.
     
     
   • Department - This is usually where the type of product becomes clearly stated. 
     
     
   • Article
     
     

   • HSN Code (This is a mandatory field)
     
     

     Info
     If no HSN Code is available, then Non- GST Goods should be selected from the drop-down.

     
     

6. Fill in the category details and description of the item in the Category section.
   
   

   Info
   title Important
   Note: Earlier F7 button allowed to create Categories while creating items. The current process to add category from the Add Item window: The steps are as follows: Type the category name in the required Category field (Category 1-6). Click on the Add button on the lower right hand corner of the drop-down. This will add the category to the Category Master. In case the new category is similar to an existing one, then the system shall display a warning with the message - Some matched records found. In this situation, you can either select the matched record from the drop-down or click on the Add Anyway? button (if you still want to add the category). The criteria for the match are as follows: The first letter of the new name is similar to an existing one. The new category name sounds similar to an already existing one. Warning Note: This search is case insensitive.

   
   

7. Fill in the details in the Others section:
   
   
   • Item Name - alpha-numeric field of  The field is 100 alphanumeric characters long.
     
     
   • Short name
     
     
   • Vendor Name
     
     
   • Vendor Alias
     
     
   • Tax Group (This is a mandatory field)
     
     

   • Material Type (This is a mandatory field) and the list of values has only 3 values - Finished Goods, Semi finished Goods and Raw Materials. 

     Info
     title Important
     Note: No values can be added to this list.

     
     
     

   • Cost Sheet
     
     

     Info
     title Purpose of a Cost sheet
     The purpose of Cost Sheet is to accumulates all of the costs associated with a product or production job.

     
     
     

   • Expiry Date - Expected format here is d/m/y i.e. date / month / year, this field shows the 
     
     
   • Unit of Measurement (This is a mandatory field) - this can either be pieces (pcs) or metres (mtrs.) or litres (li.) or kilogram / grams (kg./gms.) depending the type of the item.
     
     
   • Negative Stock Method (This is a mandatory field) - This specifies the action to be taken by the Ginesys ERP when the stock is less than zero.
     It can either be Profile or Ignore or Warning or Stop.
     If its set to Profile, then the ERP checks the value set in logged in user's profile.
     If its set to Ignore, then the ERP accepts whatever value is given in transactions irrespective whether stocks exist in the books.
     If its set to Warning the system allows the customer make informed choice, about whether he wants to deal with negative stock.
     If its set to Ignore, the system hard stops the user from making any transactions for the item till its >0.
     
     
   • Inventory Item (This is a mandatory field) - This field has two (2) options on its drop-down - Inventory Item and Non-Inventory Item. You can select any one. Please note that raw materials, semi-finished and finished goods are all inventory items.
     
     
   • Scan Unit (This is a mandatory field) - Minimum measurable quantity of an item. The scan unit is in whole numbers for items whose Unit of Measurement is pieces. However for items measured in other units of measurement it can be decimal quantities.
     
     
   • Number 1
     
     
   • Number 2
     
     
   • Number 3 
     
     

   • Remarks 
     
     

     Info
     title Use of Number1,2,3 and remarks
     When Category and Description field will be full and user need to describe the item more in detail then user will use Number fields for numeric description. Remarks field is used to give more information about a item.

     
     

     Info
     A few fields although marked mandatory, need not be manually filled in. These values flow directly after selecting the article name. The fields are Material Type and Unit of Measurement. In case the details are not provided in there, you need to fill it in manually. Negative Stock Method, Inventory Item and Scan Unit are assigned values by default but can be changed as required.

     
     

8. Fill in the details in the Pricing section:
   
   
   • Basic Markup - Markup refers to the difference between the selling price of a good or service and its cost.
     
     
   • Margin % - Formula for calculating Markup percentage = ( (sales price - unit cost) / (unit cost) ) x 100
     
     

   • Limit
     
     

     Info
     title Use of Limit
     Limit is of 3 types - Upper, Lower & Round.           Upper - When Upper is selected then if the Price is ₹100.65 then it will take the next upper value like ₹101.           Lower - When Lower is selected then if the Price is ₹100.33 then it will take the last lower value like ₹100.           Round - When the Round is selected it it will take the nearest rounded value. For example - If the price is ₹101.55 then it will take ₹101 and if the price is ₹101.40 then it will take ₹100.

     
     
     

   • Multiples of - This field shows by what multiple the price would be divided to get a whole number.
     
     
   • Standard Rate
     
     
   • WSP (Whole Sale Price)
     
     
   • RSP (Retail Sale Price) (This is a mandatory field)
     
     

   • MRP (Maximum Retail Price)
     

     Tip
     Note: By default the MRP value takes the RSP value. But you can change the MRP value as per your requirement.

     
     

9. Fill in the details in the Store wise Multiple Price section:
   
   
   1. Site Information
      
      

   2. Price Information
      
      

      Info
      This section contains information about the Sites where item might be present or the price at which they will be sold at the selected sites. They also contain information like special prices at which the item might be sold for the specified Effective Date from the selected site.

      
      

10. Fill in the details in the POS Behaviour section:
    
    
    1. Multi Price Action (This is a mandatory field)
       
       
    2. Allow Price Change (This is a mandatory field)
       
       
    3. Price Changes Limit (in %)
       
       
    4. Edit Quantity and Price (This is a mandatory field)
       
       
    5. Charge Extra Tax (This is a mandatory field)
       
       

    6. Return Behaviour (This is a mandatory field)
       
       

       Info
       These mandatory fields have been assigned values by default, but can be changed as per requirement.

       
       

11. Fill in the details in the UDF section; the User Defined Fields or the UDF are configured by the users if they want the fields to exist. It is for the user to enter the value as per the demands of his company's policies.
    
    

    Info
    title The number of UDF we can enable
    We can enable the following types of UDF fields 10 types of String , 5 types of Number fields and 5 types Date fields.

    
    

    Tip
    title IMPORTANT
    The fields in this section are set up from the UDF master in Ginesys Web > Admin > Utilities > User Defined Fields (UDF)

    
    

12. Once all necessary details are filled in, click on the Create Item button.
    
    
13. If you click on the Show Items link or press F9 after entering all the details of the item and Create Item, then you can see a view of that item. Again if you click on the Hide Items link or press F9, then the view of the item will disappeared.