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The Item feature is available in Ginesys Web - Inventory - Product Definition - Item. This article describes how to add items in the Item Master.

All other parameters remaining same, any change in even one of the following parameters creates a unique new item.

List of parameters in the item master influencing creation of new item in Ginesys:

Department
Article
Short Name
Category 1
Category 2
Category 3
Category 4
Category 5
Category 6
Description 1
Description 2
Description 3
Tax Code
Non Inventory
Expiry Date
MRP
Listed MRP
HSN Code
OEM Barcode
In Item Group the following fields must have the given values:
Change in Vendor = Create New code
Change in Purchase Rate = Create New code
  • Change in Ageing = Create New code
    • Expand
    titleAdd Item in the Item Master

    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
        titleBarcode - 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
        titleWhat 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
      titleImportant

      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:

      1. Type the category name in the required Category field (Category 1-6).
      2. Click on the Add button on the lower right hand corner of the drop-down. This will add the category to the Category Master.
      3. 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:
        1. The first letter of the new name is similar to an existing one.

        2. 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 - 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
        titleImportant

        Note: No values can be added to this list.



      • Cost Sheet

        Info
        titlePurpose 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
        titleUse 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
        titleUse 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.

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

      Fill in the details in the POS Behaviour section:
      Multi Price Action (This is a mandatory field)
      Allow Price Change (This is a mandatory field)
      Price Changes Limit (in %)
      Edit Quantity and Price (This is a mandatory field)
      Charge Extra Tax (This is a mandatory field)
      Return Behaviour (This is a mandatory field)
      Info

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

      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
      titleThe 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
      titleIMPORTANT

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

      Once all necessary details are filled in, click on the Create Item button.
      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.
    Warning

    Article Name, Tax Group, Unit of Measurement, Minimum Price, Selling Start Date and Created By fields must be provided as basic information of item creation. Along with that, filling up at least one category is also necessary.

    Tip
    titleAllocation of items to stores

    Note: After creation of the items, they must be sent to stores to be sold to end consumers. There can be various routes to send the items to store - Opening Stock, Transfer Out, Local Purchase, Sales Orders etc.

    However once the items are synced to POS through the above documents, any change made to the items in ERP, will be automatically reflected in store whenever the next sync happens.

    Warning
    titleList of parameters influencing creation of new item in Ginesys
    Info

    Items last inward rate can be seen site wise in the Item master (From version 11.139.4 onward)

    Page Properties
    hiddentrue
    idBehaviour in Add mode:

  • New block to be created for 'Inventory Tracking'

    • Position: Block to be placed below Pricing block

    • New fields to be added:

      • Name: 'Inventory Management'

        • Type: Fixed LOV

          • Batch wise

          • Serial wise

          • Item wise

        • Default population logic : By default the option to Autoflow from the selected Department.

      • Name: 'Pricing Management'

        • Type: Fixed LOV

          • Item level (Default)

          • Batch/Serial level

        • Behaviour: If 'Inventory Management' = Item wise, then value to be fixed as Item level

        • Default population logic : By default the option to Autoflow from the selected Department.

      • Name: ‘Expiry Management’

        • Type: Fixed LOV

          • Yes

          • No (Default)

        • Behaviour: If Inventory Management = Batch wise, then enable, otherwise disable

        • Default population logic : By default the option to Autoflow from the selected Department.

      • Name: ‘Validity Mode’

        • Type: Fixed LOV:

          • Days

          • Month

          • Year

          • None (Default)

        • Behaviour: option to be enabled only if Expiry Management = Yes

      • Name: ‘Validity Period’

        • Field details:

          • Numeric field to be provided for selection of validity period

          • Negative value is not allowed.

        • Behaviour:

          • If Validity mode <> None, value is mandatory. Else, disable.

  • 'POS Behavior' Block

    • Batch Selection Process

      • Below option to be provided for selection of Batch population

        • Popup list of Batch/Serial (default selected)

      • This field will get enabled only if the Item Management <> 'Item wise'

    • Others Block

  • If selected Item Management = Serial wise, then

    • Disable following fields

      • Negative Stock Method: value fixed to ‘STOP’

      • Inventory Item: value fixed to ‘YES’

    • If selected Item Management = Batch wise, then

    Disable following fields

  • Inventory Item: value fixed to ‘YES’

    • Expiry Date: Value = Blank


      • Page Properties
        hiddentrue
        id'Inventory Management'

              Type: Fixed LOV

        • Batch wise

        • Serial wise

        • Item wise

        • Default population logic : By default the option to Autoflow from the selected Department.


        Page Properties
        hiddentrue
        id'Pricing Management'

                Type: Fixed LOV

        • Item level (Default)

        • Batch/Serial level

        • Behaviour: If 'Inventory Management' = Item wise, then value to be fixed as Item level

        • Default population logic : By default the option to Autoflow from the selected Department.


        Page Properties
        hiddentrue
        id‘Expiry Management’

               Type: Fixed LOV

        • Yes

        • No (Default)

        • Behaviour: If Inventory Management = Batch wise, then enable, otherwise disable

        • Default population logic : By default the option to Autoflow from the selected Department.


        Page Properties
        hiddentrue
        id‘Validity Mode’

               Type: Fixed LOV:

        • Days

        • Month

        • Year

        • None (Default)

        • Behaviour: option to be enabled only if Expiry Management = Yes


        Page Properties
        hiddentrue
        id‘Validity Period’

               Field details:

        • Numeric field to be provided for selection of validity period

        • Negative value is not allowed.

        • Behaviour: If Validity mode <> None, value is mandatory. Else, disable.


        Page Properties
        hiddentrue
        id'POS Behavior' Block

        Batch Selection process

        • Below option to be provided for selection of Batch population

          • Popup list of Batch/Serial (default selected)

        • This field will get enabled only if the Item Management <> 'Item wise'


        Page Properties
        hiddentrue
        idOthers Block

        • If selected Item Management = Serial wise, then

          • Disable following fields

            • Negative Stock Method: value fixed to ‘STOP’

            • Inventory Item: value fixed to ‘YES’

        • If selected Item Management = Batch wise, then

          • Disable following fields

            • Inventory Item: value fixed to ‘YES’

            • Expiry Date: Value = Blank


    2. 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.


    3. 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.


    4. 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
      titleThe 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
      titleIMPORTANT

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


    5. Once all necessary details are filled in, click on the Create Item button.

    6. 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.

    Warning

    Article Name, Tax Group, Unit of Measurement, Minimum Price, Selling Start Date and Created By fields must be provided as basic information of item creation. Along with that, filling up at least one category is also necessary.


    Tip
    titleAllocation of items to stores

    Note: After creation of the items, they must be sent to stores to be sold to end consumers. There can be various routes to send the items to store - Opening Stock, Transfer Out, Local Purchase, Sales Orders etc.

    However once the items are synced to POS through the above documents, any change made to the items in ERP, will be automatically reflected in store whenever the next sync happens.


    Warning
    titleList of parameters influencing creation of new item in Ginesys

    All other parameters remaining same, any change in even one of the following parameters creates a unique new item.

    List of parameters in the item master influencing creation of new item in Ginesys:


    1. Department

    2. Article

    3. Short Name

    4. Category 1

    5. Category 2

    6. Category 3

    7. Category 4

    8. Category 5

    9. Category 6

    10. Description 1

    11. Description 2

    12. Description 3

    13. Tax Code

    14. Non Inventory

    15. Expiry Date

    16. MRP

    17. Listed MRP

    18. HSN Code

    19. OEM Barcode

    In Item Group the following fields must have the given values:

    1. Change in Vendor = Create New code

    2. Change in Purchase Rate = Create New code

    3. Change in Ageing = Create New code


    Info

    Items last inward rate can be seen site wise in the Item master (From version 11.139.4 onward)



    Expand
    titleEdit Item in the Item Master
    1. Go to Ginesys Web > Inventory > Product Definition > Item. The Item master opens.

    2. Select the item you want to edit.

    3. Click on Action > Edit.

    4. Edit Item window open.


    5. All the records will be populated automatically.

    6. You can edit the editable field.

    7. Click on the Update Item button to save the updated record.

      Page Properties
      hiddentrue
      idBehaviour in Edit mode:

        • Modification of Inventory Management , Price Management, Expiry management

          • If Item does not have any stock record then modification is allowed.

          • If Item is having stock movement entries, then modification is not allowed.

            • If required user will have to create new item with respective mode and transfer the stock accordingly, via Inventory - Conversion module.

      • Manage Items

        • New block to be added for ‘Inventory Tracking’ with below fields-

          • Inventory Management

          • Pricing Management

          • Expiry Management
            Note: For above 3 fields, if Item is having stock movement entries, then modification is not allowed

          • Validity Mode

          • Validity Period

        • In POS behavior block, new field to be added

          • Batch Selection Process

        • In LHS, above columns to be added in the item grid.

          • New column to be added for

            • Inventory Management

            • Pricing Management

            • Expiry Management

            • Batch Selection Process

          • Column to display value saved for the respective group name.

        • Expiry Date cannot be provided for Inventory Management = Serial wise

          • Message: “Expiry Date is not applicable for Serial wise inventory managed item.”

        • Inventory Item should always be Yes for Inventory Management <> Item wise

          • Message: “Non-Inventory type item is not applicable for Batch/Serial wise inventory managed item.”

        • Negative Stock Alert should always STOP for Inventory Management = Serial wise

          • Message: “Negative Stock Alert should always be STOP for Serial wise inventory managed item.”

        • Modification of Scan Unit is not allowed for Inventory Management = Serial wise

          • Message: “Modification of scan unit is not allowed for Serial wise inventory managed item.”

      • Show items (Display section in item master):

        • New columns to be added in the grid : (by default - hidden)

          • Inventory management

          • Pricing management

          • Expiry management

          • Validity Mode

          • Validity Period

      • List Page:

        • New column to be added as below

          • Inventory Management

          • Pricing Management

          • Expiry Management

          • Validity Mode

          • Validity Period

        • By default the column to be hidden

          • on selected to be retained in user grid state.


    ...

    Expand
    titleManage Items

    In the Manage Item module you can edit multiple items together. 

    Info
    titleUse of Manage Items

    'Manage Item' option is used when user have to edit items in bulk.

    Prerequisites

    1. The users' role must have access to the Edit app operation in the Item feature in Admin - Security - Roles through Inventory - Product Definition - Item Hierarchy. 

    2. Item 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 module opens.

    3. Click on Action > Manage.

    4. Manage Item window will open. 


    5. Click on the Menu Button. Select an item selection mode (Select Item, Scan item, Price Population etc).

    6. The selected Items will be listed.

    7. Select the check box beside the item which you want to modify.

    8. Modify the required fields from the Edit Information section. You will get different sub-sections - General,Category Values, Pricing, POS Behaviour, Others, Inventory, Descriptions and Numeric Details.


      1. Expand
        titleGeneral
        1. Barcode

        2. Department

        3. Article Name

        4. Short Name

        5. Item Name

        6. HSN Code


      2. Make the desired changes in the Category Values section. The available fields are listed as Category 1- 6.


      3. Expand
        titlePricing
        1. Standard Rate

        2. WSP (Whole Sale Price)

        3. RSP (Retail Sale Price)

        4. MRP (Maximum Retail Price)



      4. Expand
        titlePOS Behavior
        1. Multi Price Action

        2. Allow Price Action

        3. Price Change Limit

        4. Edit Quantity and Price

        5. Return Behavior



      5. Expand
        titleOthers
        • Vendor Name

        • Tax Group Name

        • Extinct



      6. Expand
        titleInventory
        1. Negative Stock Method

        2. Materiel Type

        3. Cost Sheet

        4. Scan Unit


      7. Edit the Item Description from Description 1 - Description 6.

      8. Modify the Number Details from Number 1 - Number 6.

    9. If you click on the Price Population option, Price Population Tool window will open.

      1. You can setup price details like Std. Rate, RSP, WSP and MRP with Markup, Markdown etc.

    10. You can either select item one by one and modify or select all the items together and modify. 

    11. Click on Apply button to apply the modification. 

    12. If you select the items one by one and modify then the changes will be reflected one by one in the listed items. But if you select all the items and modify them then same changes will be reflated on all the items.  

    13. If you select Generate GS1 Code for all selected items, then the GS1 will be applied for all the items.

      Tip

      GS1 Barcode: General Specifications. The GS1 General Specifications is the core standards document of the GS1 system describes how GS1 barcodes and identification keys should be used.


    14. Click on Update Items button.

    15. All the selected items will be updated successfully. 

      Warning

      If you click on Update Items before apply the modification, you will get an alert message - "Changes in Edit information is not applied to items. Please confirm?". So you have to apply the modification before update items. 


      Info
      titleImpact of Update Pending Sales/Transfer Order Rate

      The checkbox Update Pending Sales/Transfer Order Rate allows the pricing changes in any items to be reflected in all Sales Orders and Transfer Orders containing those items and not completed or delivered yet.


    Expand
    title Enhancement in version 11.142.2

    Now the red  / orange/ grey dot beside items can be used to know if there are any warnings or errors regarding stock presence or failed validations.

    Red dot stands for an error,

     Orange for warning and

    Image Modified Grey for reset filter.

    Once selected items have displayed errors or warning, by clicking on the Filter button the user can choose to see either items with errors or items with warning and then resolve the issues of error or warning as required. The reset filter allows the filtering principle to be cleared.



    Info

    Note : If you want to extinct an item, go to Action > Manage > select the item you want to extinct > Others section > Extinct > click on Yes.


    To know how to execute the above action with shortcut keys -  Shortcut keys for the Item Master 

    To go back to the main page click on Managing Item Hierarchy in Ginesys