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Managing Items in the Item Master

Owned by Deepankana Roy (Unlicensed)
Last updated: Mar 19, 2024 by Aparajita Basu Roy
11 min read

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.


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.)






    • 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)




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




  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. 




    • Cost Sheet





    • 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 






  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





    • 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)

















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


    1. Site Information


    2. Price Information




  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)




  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.






  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.


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.



Allocation 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.



List 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







  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.






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


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.






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


















    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.




  14. Click on Update Items button.


  15. All the selected items will be updated successfully. 









  • Nature: Do not depend on role-app operation

  • Behaviour of action in item list view page,

    • If no Item is selected, restrict and display msg
      Msg: "Please select an Item to View Batch." [OK]

    • If selected item’s Inventory Management = Item wise, restrict and display msg
      Msg: “Inventory for selected Item <barcode> is neither Batch / Serial wise managed. Unable to view.” [OK]

    • If valid item selected, then open Batch/Serial Detail window





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