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Prerequisites

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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.

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

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title Add Item in the Item Master
Prerequisites 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.  Season Master must be created. Step-by-step guide The steps are as follows: Go to Ginesys Web > Inventory > Product Definition > Item. The Item opens with list view of already created items. 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). Click on the Add button. The Add Item window opens. Image Removed Image Added 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. 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. 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 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  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. 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 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.

MRP (Maximum Retail Price)

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. • 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.

     
     

     Page Properties
     id 'Inventory Management'
     The Inventory Management field lets the user decide if they want to manage the inventory/stock for a whole batch of items or not. Type: Fixed LOV Batch wise Serial wise Item wise Default population logic : By default the option to Autoflow from the selected Department.

     
     

     Page Properties
     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
     id ‘Expiry Management’
     The Expiry Management field lets the user decide if they want to manage the "Use By" date for a whole batch of items or not.. It's only activated when the chosen item is part of a Department that uses "Batch-wise" inventory management. otherwise it remains disabled. It is a Fixed LOV with two selectable values (Yes / No) with "No" being the default value auto selected. It means the user is responsible for managing item expiration to avoid mistakes.

     
     

     Page Properties
     id ‘Validity Mode’
     Type: Fixed LOV: Days Month Year None (Default) Behaviour: option to be enabled only if Expiry Management = Yes

     
     

     Page Properties
     id ‘Validity Period’
     Field details: Numeric field will be provided for selection of validity period Negative value is not allowed. Behaviour: If Validity mode <> None, value is mandatory. Else, disable.

     
     

     Page Properties
     id 'POS Behavior' Block
     Batch Selection process Below option will 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
     id 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

     
     

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
   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)

   
   

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.
   
   

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title Edit Item in the Item Master
Go to Ginesys Web > Inventory > Product Definition > Item. The Item master opens. Select the item you want to edit. Click on Action > Edit. Edit Item window open. Image Removed Image Added All the records will be populated automatically. You can edit the editable field. Click on the Update Item button to save the updated record. Page Properties	hidden

1. has been 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

1. has been added for Inventory Management Pricing Management Expiry Management Batch Selection Process Column

1. will 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

1. have been added in the grid : (by default - hidden) Inventory management Pricing management Expiry management Validity Mode Validity Period List Page: New column

1. has been 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.

   
   

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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.

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title Manage Items
In the Manage Item module you can edit multiple items together.  Info title Use of Manage Items 'Manage Item' option is used when user have to edit items in bulk. Prerequisites The users' role must have access to the Edit app operation in the Item feature in Admin - Security -  Roles through Inventory  Roles through Inventory - Product Definition - Item Hierarchy.  Item Master must be created. Step-by-step guide The steps are as follows: Go to Ginesys Web > Inventory > Product Definition > Item. The Item module opens. Click on Action > Manage. Manage Item window will open.  Image Removed Image Added Click on the Menu Button. Select an item selection mode (Select Item, Scan item, Price Population etc). The selected Items will be listed. Select the check box beside the item which you want to modify. Modify the required fields from the Edit Information section. You will get different sub-sections - General, Category Values Category Values, Pricing, POS Behaviour POS Behaviour, Others, Inventory, Descriptions and Numeric Details. Expand title General Barcode Department Article Name Short Name Item Name HSN Code Make the desired changes in the  the Category Values  section  section.  The  The available fields are listed as  as Category 1- 6. Expand title Pricing Standard Rate WSP (Whole Sale Price) RSP (Retail Sale Price) MRP (Maximum Retail Price) Expand title POS Behavior Multi Price Action Allow Price Action Price Change Limit Edit Quantity and Price Return Behavior Expand title Others Vendor Name Tax Group Name Extinct Expand title Inventory Negative Stock Method Materiel Type Cost Sheet Scan Unit Edit the Item Description from Description 1 - Description 6. Modify the Number Details from Number 1 - Number 6. If you click on the Price Population option, Price Population Tool window will open. You can setup price details like Std. Rate, RSP, WSP and MRP with Markup, Markdown etc. You can either select item one by one and modify or select all the items together and modify.  Click on Apply button to apply the modification.  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 together and modify.  Click on Apply button to apply the modification.  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.   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. Click on Update Items button. 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 title Impact 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.
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title Enhancement in version 11.142.2
Info
Note : If all the items and modify them then same changes will be reflated on all the items.   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. Click on Update Items button. 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 title Impact 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. Image AddedRed dot stands for an error, Image Added Orange for warning and Image Added 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.

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