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Items

Items are the foundation of your inventory management in ianaiERP. This guide will help you understand the various aspects of items and how to manage them effectively.

Item Types​

ianaiERP supports several item types to accommodate different business needs:

  • INVENTORY: Physical goods that you stock and sell.
  • NON_INVENTORY: Items you buy and sell but don't track quantities for.
  • CATEGORY: Used to organize items hierarchically.
  • EXPENSE: Items representing costs that are not directly tied to goods.
  • ASSEMBLY: Items that are built from other items (components).
  • BUNDLE: A collection of items sold together.
  • SERVICE: Non-physical items that represent services you provide.
  • OTHER: For items that don't fit into the above categories.

Key Item Properties​

Basic Information​

  • Name: The primary identifier for your item.
  • Type: The type of item you are creating.
  • Category: For grouping similar items.
  • SKU: Stock Keeping Unit, a unique identifier for each item.

General tab​

  • Description: Detailed information about the item.
  • Barcode: For easy scanning and identification.
  • Link: Link to a web page with more information about the item.
  • Base UOM: The base unit of measure for the item. Once you set the base UOM, you cannot change it.
  • Custom UOMs: Additional units of measure for the item.

Status and Tracking​

  • Salable: Can be sold to customers.
  • Purchasable: Can be purchased from vendors.
  • Component: Whether the item can be used in assemblies.
  • Taxable: Whether the item is subject to tax.

Pricing and Taxes​

  • Sales Price: The price at which you sell the item if salable.
  • Purchase Price: The price at which you buy the item if purchasable.
  • Sales/Purchase Tax Included: If the price includes tax.

Accounting​

  • Asset Account: Where the item's value is recorded (inventory and assembly items).
  • COGS Account: Cost of Goods Sold account (inventory items and assembly items).
  • Income Account: Where sales are recorded (salable items).
  • Expense Account: For non-inventory items (non-inventory items and service items).

Shipping Tab​

  • Weight and Dimensions: For shipping calculations.
  • Customs Harmonization Code: The code for customs. This is used to determine the duties and taxes for the item.
  • Country of Origin: The country the item is made in.
  • Customs Value: The value of the item for customs. Use this value if want to override the sales price for customs calculations.
  • Currency Code: The currency the customs value is in.
  • Customs Description: The description of the item for customs.

Inventory Management​

  • Serial Tracking: Enable to track individual units. (Not implemented yet)
  • Lot Tracking: Enable to track batches or lots.
  • Default Vendor: You can set a default vendor for the item. This is used to set the default vendor for purchase orders and invoices.
  • Default Expiry: Number of days until the item expires.
  • Minimum Stock: The level at which to reorder.
  • Default Class: To classify the item for reporting and analysis. For example, you can classify the item as "Computer" for IT items, "Furniture" for furniture items, etc.
  • Default Location: You can set a default location for the item. This is used to set the default location for workorder and inventory transactions.
  • Default Bin Locations: When the bin tracking is enabled, the default bin location will be used for inventory transactions.

Attributes​

Item Attributes​

  • Item Attributes: You can add custom attributes to track additional item characteristics.
  • Adding Attributes: Navigate to the Attributes tab and click the "Add Attribute" button.
  • Configuration: Select an attribute label and appropriate data type for the value.
  • Master Record: Note that new attributes can only be added to the master item record.

Item Options​

  • Custom Options: You can add custom options to the item and set option values at transaction entry.
  • Manufacturing Use: This feature is especially powerful for custom manufacturing and assembly items.
  • Further Information: For more details, see Item Options.

Others​

  • Custom Fields: You can add custom fields to the item. This is useful for tracking additional information about the item.
  • File Attachments: You can add file attachments to the item.
  • Internal Notes: You can add internal notes to the item.

History​

  • History: You can view the history of the item to track changes and see who made the changes.

Special Item Types​

Assembly Items​

Assembly items have an additional property:

  • Bill of Materials (BOM): A list of components and quantities needed to build the item.

To create an assembly item:

  1. Set the item type to "ASSEMBLY".
  2. Create the basic item information.
  3. Add components to the BOM, specifying quantities for each.

Bundle Items​

Bundle items include:

  • Bundle Contents: A list of items included in the bundle.

To create a bundle:

  1. Set the item type to "BUNDLE".
  2. Create the basic item information.
  3. Add items to the bundle contents, specifying quantities for each.

Inventory Tracking​

ianaiERP automatically tracks several quantities for inventory items:

  • Quantity on Hand: Current stock level.
  • Quantity Available: On hand minus allocated to sales orders.
  • Quantity on Purchase: Ordered but not yet received.
  • Quantity on Sales: Committed to unfulfilled sales orders.
  • Quantity on Build: Allocated to assembly builds in progress.

Best Practices​

  1. Use consistent naming conventions for easy searching and reporting.
  2. Regularly review and update item information, especially pricing and stock levels.
  3. Utilize categories and tags for efficient organization and reporting.
  4. Set appropriate minimum stock levels to avoid stockouts.
  5. Regularly reconcile inventory counts with physical stock.

For more detailed information on managing items, please refer to the specific sections in this documentation.