Documentation
Items
Items is the central Inventory master used to identify what the business buys, sells, stores, moves, manufactures, services or publishes. Maintain it as governed master data because Item setup can affect stock, purchasing, sales, costing, tax, traceability, Ecommerce and other connected processes.
What the Item master controls
An Item represents a reusable product, material, service or publishing title that other AkshaERP processes can reference. It carries the business identity of the Item together with classification, UOM, stock-control behavior and optional commercial, costing, tax, logistics and industry-specific setup.
Because the same Item can appear in purchasing, inventory, sales, manufacturing, Ecommerce and reporting, changes to the Item master should be treated as controlled master-data changes rather than ordinary text edits.
Quick Reference
| Task | What to do | Control to remember |
|---|---|---|
| Create | Inventory → Items → Create. | The active Organization becomes the owning Organization. |
| Find | Search or sort the Items list and use paging. | On-Hand Qty reflects the current user location context shown by the list. |
| Edit | Click an Item row. | Only the owning Organization can change the Item master. |
| Save | Choose Save after reviewing the relevant tabs. | Save validates the active Item sections and returns to the Items list. |
| Apply | Choose Apply when you want to save and continue working on the Item. | Useful after creating an Item when you need owner-only functions such as Barcodes. |
| Share | Use the Access tab to add another Organization. | VIEW and USE share the Item without transferring ownership. |
| Retire | Change Item Status to an inactive state and Save. | Preferred for Items that already have business history. |
| Delete | Select a genuinely unused Item on the list and choose Delete. | Delete is owner-only and is blocked when the Item is already depended on. |
| Import | Choose Import from the Items list. | Use controlled import/upsert for larger Item-master loads and review the data before applying it. |
| Ecommerce | Select an active Storefront, select Item rows, then Mark, Unmark or Push as required. | Only Items owned by the active Organization can be changed by these actions. |
Before you create an Item
- Confirm the correct Organization is active because Item ownership is assigned from ERP context.
- Search for the Item by Item Name, SKU, Internal Part Number or other known identifier before creating a duplicate.
- Create or confirm the correct Item Category.
- Create or confirm the required Unit of Measure.
- Decide whether the Item is batch tracked, serial tracked, a service, a book/textbook, or a normal stocked/commercial Item.
- Confirm Business Unit and Cost Center setup if Item-level Financial Dimension defaults will be used.
- Confirm supplier, currency, tax, Ecommerce or Configurator setup before entering those optional sections.
Items list – what you can see and do
The Items list is the operating entry point for searching, selecting and opening Items. It supports search, sorting, paging, row selection, Create, Delete, Import and Ecommerce actions.
| Column | Meaning | How to use it |
|---|---|---|
| Item Name | Business-readable Item name. | Primary recognition and search field. |
| SKU | Stock-keeping identifier where used by the business. | Use to distinguish similar Items and support commercial/warehouse identification. |
| Internal Part Number | Internal engineering, manufacturing or business part reference. | Useful when internal part identity differs from SKU or supplier references. |
| Category | Item Category assigned to the Item. | Shows the reusable classification used by Inventory and connected functions. |
| Ecommerce | Whether the Item is marked for Ecommerce publication. | Use with the Storefront actions when Ecommerce is configured. |
| On-Hand Qty | Current Item quantity for the user’s active/default location context. | Use as a quick operational reference; open the Item for broader quantity and location detail. |
| UOM Code | Default Unit of Measure. | Shows the Item’s normal base/default UOM. |
| Description | Business description. | Helps distinguish similar Items. |
Create / Edit page – header, Save, Apply and Close
Create and Edit use the same Item master page. The header contains identity, classification, lifecycle and key control fields. Detailed setup is organized into tabs that appear according to Item Type, tracking choices and ownership.
Save stores the Item and returns to the list. Apply stores the Item but keeps you in the Item workflow; for a newly created Item, Apply opens the saved Item so functions that require an existing Item identity can be continued.
| Action | Effect | When to use it |
|---|---|---|
| Save | Validates the Item sections being maintained, stores the Item and returns to the Items list. | When Item maintenance is complete. |
| Apply | Validates and stores the Item while continuing on the Item. | When you want to continue with Barcodes, images or other follow-up setup after saving. |
| Close | Returns to the Items list. | When no further changes need to be saved. |
| Quantity | Opens Item quantity context. | To review stock quantities by the available operating levels. |
| History | Opens the Item history context. | To review the Item’s available history information. |
Core Item field reference
| Field | Requirement | Source / type | What to enter or select | Why it matters |
|---|---|---|---|---|
| Item Name | Hard-save mandatory | Manual text | Clear, stable business name. | Primary Item identity displayed across AkshaERP. |
| Item Type | Operationally important | Value Set: INV_ITEM_TYPE | Select the business type that represents the Item. | Controls Item behavior and which tabs are relevant. SERVICES, BOOKS and TEXTBOOKS have specific screen behavior. |
| Batch Tracked | Conditional | Checkbox | Select when batch/lot identity must be maintained for the Item. | Makes the Batches tab available and supports batch-aware traceability. |
| Serial Tracked | Conditional | Checkbox | Select when individual serial tracking is required. | Signals that serial-level control is required by applicable inventory processes. |
| Description | Optional | Manual text | Business description of the Item. | Improves recognition in purchasing, sales and operations. |
| Verified (Y/N) | Governance control | Value Set: CRM_YES_NO_STATUS | Use Y after the Item master has been reviewed according to your organization process. | Provides a visible verification state and audit context. |
| SKU | Optional / business identifier | Manual text | Stock-keeping code used by the business. | Common operational identifier for commercial and warehouse use. |
| Item Code | Optional / controlled identifier | Manual text | Stable Item code where your organization uses one. | Provides another controlled identity for integrations or internal conventions. |
| Internal Part Number | Optional | Manual text | Internal engineering/manufacturing/business part reference. | Useful when internal identity differs from SKU or supplier numbers. |
| Item Category | Operationally important | Dynamic Item Category lookup | Select an active Category in the Item owning Organization. | Controls classification and can contribute defaults or category-aware behavior. |
| Default UOM | Operationally important | Dynamic Unit of Measure lookup | Select the normal/base UOM for the Item. | Used by inventory and transaction processes that need the Item UOM. |
| Status | Lifecycle control | Value Set: INV_ITEM_STATUS | Use the lifecycle state appropriate to current business use. | Retire mature Items by status rather than deleting history. |
| Default Business Unit | Optional / accounting control | Dynamic Business Unit lookup | Select an active Business Unit available in the owning Organization. | Can provide an Item-level Financial Dimension default where applicable. |
| Default Cost Center | Optional / accounting control | Dynamic Cost Center lookup | Select an active Cost Center in the owning Organization. | Can provide an Item-level Financial Dimension default where applicable. |
Items uses both Value Sets and dynamic business-master lookups. If a dynamic value is missing, maintain the owning business master instead of creating an unrelated Value Set value.
| Field / control | Source | Filtering / dependency | Where to maintain it |
|---|---|---|---|
| Item Type | Value Set INV_ITEM_TYPE | Configured active values. | Application Management → Value Sets. |
| Status | Value Set INV_ITEM_STATUS | Configured Item lifecycle values. | Application Management → Value Sets. |
| Verified | Value Set CRM_YES_NO_STATUS | Yes / No values. | Application Management → Value Sets. |
| Item Category | Item Categories | A newly selected Category must be active and belong to the Item owning Organization. | Inventory → Item Categories. |
| Default UOM / Costing UOM / Barcode UOM / Logistics UOMs | Units of Measure | Available maintained UOMs. | Inventory → Units of Measure. |
| Default Business Unit | Business Units | Active in the owning Organization and subject to Business Unit access where configured. | Access Management → Business Units. |
| Default Cost Center | Cost Centers | Active in the owning Organization. | Access Management → Cost Centers. |
| Developed By / Manufactured By / Alternate Manufacturer | Business Partners | Partner must be available in the Item owning Organization where the control requires it. | Business Partner Management. |
| Preferred Supplier / Supplier Details / Batch Supplier | Business Partners with Supplier role | Supplier lookup is restricted to supplier-capable Partners. | Purchases / Business Partner Management supplier setup. |
| Sales / Purchasing Currency | Currency master | Maintained currencies. | Inventory / shared Currency setup. |
| Service Item Type | Value Set SERVICE_ITEM_CODE | Configured service classifications. | Application Management → Value Sets. |
| Tax Category | Value Set GST_ITEM_TAX_CATEGORY | Configured GST tax categories. | Application Management → Value Sets. |
| Cost Method | Value Set INV_COST_METHOD | Configured costing methods. | Application Management → Value Sets. |
| Access Type | Value Set INV_ITEM_ACCESS_TYPE | Current supported meanings are VIEW and USE. | Application Management → Value Sets. |
| Access Status | Value Set ACTIVE_INACTIVE_STATUS | Active / Inactive. | Application Management → Value Sets. |
| Book Language | Value Set HR_LANGUAGES | Configured language values. | Application Management → Value Sets. |
| Book Published By | Value Set INV_BOOK_PUBLISHED_BY | Configured publishing responsibility values. | Application Management → Value Sets. |
Tab visibility – why some sections appear or disappear
The Item page is conditional. AkshaERP hides sections that are not relevant to the selected Item Type or current tracking/ownership context.
| Tab | When it is visible | Purpose |
|---|---|---|
| General | Always. | Tax classification, returnability, partner references and Ecommerce controls. |
| Attributes | Always. | Physical attributes, legacy single barcode reference and configured Item custom attributes. |
| Inventory | Not shown for SERVICES. | Planning controls, stock visibility, expiry control and Alternate Items. |
| Costing | Not shown for SERVICES. | Cost method, costing UOM and standard-cost references where applicable. |
| Batches | When Batch Tracked is selected. | Batch identity, dates, supplier and batch status. |
| Sales | Always. | Item-level sales price and effective-date reference setup. |
| Purchasing | Always. | Purchase price, suppliers, lead time and supplier-specific setup. |
| Configuration | Owning Organization only. | Effective-dated Configurator Template mapping. |
| Barcodes | Owning Organization only. | Multiple barcode management, Primary barcode, Generate, Preview and Print. |
| Logistics | Not shown for SERVICES. | Physical handling, dimensions and packaging. |
| Service Records | Not shown for BOOKS or TEXTBOOKS. | Item-level service/warranty reference information. |
| Localization | Not shown for BOOKS or TEXTBOOKS. | Regional/localized Item representation. |
| Compliance | Not shown for BOOKS or TEXTBOOKS. | Certification, hazard-classification, SDS and storage reference information. |
| Access | Owning Organization only. | Cross-Organization VIEW / USE sharing. |
| Books | Only for BOOKS or TEXTBOOKS. | Publishing-specific metadata such as Author, Publisher, Language and Edition. |
General tab – tax classification, partners, returnability and Ecommerce
| Field / action | Source / type | Meaning |
|---|---|---|
| Service Item Type | Value Set SERVICE_ITEM_CODE | Optional service classification used where service-specific setup is required. |
| Tax Category | Value Set GST_ITEM_TAX_CATEGORY | Classifies the Item for GST tax treatment. |
| HSN Code | Manual code | Goods tax-classification code used by Tax Details for non-service Items. |
| SAC Code | Manual code | Service accounting code used by Tax Details for SERVICES. |
| ISBN | Manual code | Book identifier; Books/Textbooks also have a dedicated Books tab. |
| Returnable | Checkbox | Indicates that the Item is configured as returnable for applicable processes. |
| Developed By | Business Partner lookup | Identifies the Partner associated with development/authorship or equivalent responsibility. |
| Manufactured By | Business Partner lookup | Identifies the manufacturing/publishing Partner or equivalent responsibility. |
| Ecommerce control | Item publication control | Owner-only control for Item Ecommerce readiness where Ecommerce is configured. |
| Tax Details | Separate tax-maintenance action | Opens HSN/SAC tax details and effective-dated rate setup. |
Tax Details – goods, services and effective-dated rates
Tax Details uses the Item’s Tax Category together with HSN for goods or SAC for SERVICES. This lets the Item point to the appropriate tax classification while the tax-rate setup remains controlled through the Tax Details action.
- Select Tax Category before saving Tax Details.
- For taxable goods, enter the HSN Code; for SERVICES, enter the SAC Code.
- Taxable setup requires at least one applicable rate line.
- Each maintained tax-rate line requires an Effective From date.
- A tax category configured as non-taxable does not require taxable rate lines.
Attributes tab – dimensions, legacy barcode and Item Custom Attributes
| Field | What it stores | Operating guidance |
|---|---|---|
| Legacy Barcode | Optional single legacy barcode reference. | Use the Barcodes tab for current multiple/Primary barcode management. |
| Length (CM) | Item length. | Use where the simple physical attribute is meaningful. |
| Width (CM) | Item width. | Use consistent measurement practices. |
| Height (CM) | Item height. | Use consistent measurement practices. |
| Weight (KG) | Item weight. | Use where the simple Item attribute is sufficient; Logistics provides richer handling/packaging controls. |
| Expiration Date | Optional Item-level expiration reference. | Use carefully; batch/location expiry may also be relevant for tracked stock. |
| Custom attributes | Fields defined through Item Custom Attributes. | The exact fields can vary according to configured Item UDA definitions. |
Inventory tab – planning controls, stock visibility and Alternate Items
For non-service Items, the Inventory tab combines Item-level planning settings with read-only stock visibility. Planning values describe Item policy; displayed quantities reflect current stock records.
Planning and expiry controls
| Field | Meaning | Validation / guidance |
|---|---|---|
| Min Reorder Qty | Lower reorder quantity reference. | Cannot be negative and cannot exceed Max Reorder Qty when both are entered. |
| Max Reorder Qty | Upper reorder quantity reference. | Cannot be negative. |
| Safety Stock | Safety-stock reference quantity. | Cannot be negative. |
| Track Expiry | Marks the Item as requiring expiry-aware control where applicable. | Use together with the relevant batch/stock expiry process. |
Alternate Items
| Field | Source / meaning | Rule |
|---|---|---|
| Manufacturer | Business Partner lookup. | If selected, the Partner must be active and valid for the owning Organization. |
| Part Number | Alternate manufacturer/partner part reference. | Required when an Alternate row is being maintained. |
| Preferred | Marks the preferred Alternate. | Only one active Alternate row can be Preferred. |
Quantity and stock-location information
The Item page can show quantity summaries such as On Hand, On Order, Available, Reserved, In Transit and Consigned according to the stock data and location context available to the user.
Where detailed stock-location data exists, the Inventory view can also show Item quantity by Branch, Warehouse, Store and storage location, with batch and expiry context where applicable.
Costing tab
| Field | Source / type | Meaning |
|---|---|---|
| Cost Method | Value Set INV_COST_METHOD | Selects the Item costing approach supported by the configured costing process. |
| Costing UOM | Unit of Measure lookup | UOM used for Item costing reference. |
| Current Standard Scenario ID | Standard-cost reference | Available when STANDARD costing is used. |
| Current Standard Total Cost | Numeric cost reference | Current standard cost reference when STANDARD costing is used. |
Batches tab – batch identity and lifecycle
The Batches tab appears when Batch Tracked is selected. It maintains the batch identities and reference data associated with the Item.
| Field | Source / values | Meaning |
|---|---|---|
| Batch Number | Manual batch identity | Identifies the batch/lot. |
| Supplier | Supplier Business Partner lookup | Records the related Supplier where applicable. |
| Mfg Date | Date | Manufacturing date reference. |
| Expiry Date | Date | Batch expiry date reference. |
| Status | ACTIVE / HOLD / BLOCKED / EXPIRED | Controls the maintained batch lifecycle state. |
| Notes | Manual text | Additional batch information. |
Sales tab – commercial reference setup
| Field | Meaning | Guidance |
|---|---|---|
| Sale Price | Item-level sales price reference. | Use according to your organization pricing policy; other pricing engines or transaction prices may be more specific where configured. |
| Discount Percentage | Item-level discount reference. | Treat as master reference rather than assuming it overrides every sales pricing rule. |
| Regional Price Adjustment | Regional price adjustment reference. | Use only when the business process uses this field. |
| Currency Code | Dynamic Currency lookup. | Select the currency applicable to these sales references. |
| Sales Start Date | Effective start reference. | Use for time-bounded sales setup. |
| Sales End Date | Effective end reference. | Leave blank when the maintained setup is intended to remain open-ended, where permitted by business policy. |
Purchasing tab – Item purchase defaults and supplier-specific setup
The Purchasing tab stores reusable Item purchase information and can also maintain multiple supplier-specific references. This helps Procurement compare and default Item-specific supplier data without changing the Supplier master itself.
Item-level purchasing fields
| Field | Source / type | Meaning |
|---|---|---|
| Purchase Price | Number | General Item purchase-price reference. |
| Purchase Discount | Number | General purchase-discount reference. |
| Landed Cost | Number | Landed-cost reference for the Item. |
| Currency Code | Currency lookup | Currency for the Item purchasing reference. |
| Preferred Supplier | Supplier Business Partner lookup | Preferred Supplier for the Item where one is maintained. |
| Lead Time | Number | Expected Item procurement lead-time reference. |
| Contract Pricing | Number | Contract price reference where applicable. |
| Min Order Quantity | Number | General Item minimum-order quantity reference. |
| Purchase Effective Start / End | Dates | Effective period for the Item-level purchasing setup. |
Supplier Details rows
| Field | Meaning |
|---|---|
| Supplier | Supplier-specific Partner; required for a maintained supplier row. |
| Purchase Price / Discount | Supplier-specific commercial references. |
| Unit of Measure | Supplier-specific purchase UOM reference. |
| Landed Cost / Currency | Supplier-specific landed-cost and currency references. |
| Lead Time / Min Order Qty | Supplier-specific fulfillment and quantity references. |
| Supplier Priority | Priority reference used to distinguish suppliers for the Item. |
| Effective Start / End | Supplier-specific effective period. |
Configuration tab – effective-dated Configurator Templates
The owner-only Configuration tab maps the Item to Configurator Templates. It is useful when the Item participates in configurable-product or transaction configuration flows.
| Field | Source / type | Meaning / rule |
|---|---|---|
| Organization | Organization lookup | Optional mapping scope; owner/default context applies when no separate Organization is selected. |
| Template | Configurator Template lookup | Required for a maintained mapping. |
| Is Default | Yes / No | Marks the default applicable mapping where supported. |
| Active | Yes / No | Controls whether the mapping is currently active. |
| Allow Override on Transaction | Yes / No | Controls whether the configured template choice may be overridden in the applicable transaction flow. |
| Effective Start Date | Date | Required start of the mapping period. |
| Effective End Date | Date | Optional end of the mapping period. |
| Notes | Manual text | Documents why or how the mapping should be used. |
Barcodes tab – multiple barcodes, Primary barcode, Generate and Print
An existing Item can have multiple barcode rows. One barcode can be marked Primary, while additional barcodes can represent alternate packaging, UOM or operational scanning identities.
| Field / action | Source / type | Meaning |
|---|---|---|
| Barcode Value | Manual/generated value | Required identity for a maintained barcode row. |
| Symbology | Value Set INV_BARCODE_SYMBOLOGY | Barcode standard such as the configured default CODE128 or another maintained option. |
| Barcode Type | Value Set INV_BARCODE_TYPE | Classifies how the barcode is used. |
| UOM | Unit of Measure lookup | Associates the barcode with a UOM where required. |
| Qty | Number | Quantity represented by the barcode where applicable. |
| Primary | Yes / No | Only one barcode is the Primary barcode for the Item. |
| Active | Yes / No | Retires a barcode without treating it as active for scanning. |
| Generate | Action | Generates an Item barcode when the configured generation rules allow it. |
| Preview | Action | Shows the barcode image before printing. |
| Action | Prints the selected barcode preview/label output. |
Logistics tab – handling characteristics and packaging
For non-service Items, Logistics stores physical-handling characteristics and one or more packaging definitions. This is useful for dispatch, storage, freight and packaging-aware processes.
Logistics fields
| Field group | Examples | Purpose |
|---|---|---|
| Weight and dimensions | Base Weight, Weight UOM, Length, Width, Height, Dimension UOM, Volume, Volume UOM | Describes the physical Item. |
| Handling | Fragile, Stackable, Max Stack Height | Records handling constraints. |
| Temperature | Requires Temperature Control, Min/Max Temperature, Temperature UOM | Records temperature-handling requirements. |
| Hazard handling | Hazardous, Hazard Class, Handling Instruction | Records logistics handling classification/instructions. |
| Active | Y/N | Controls the maintained logistics setup state. |
Packaging rows
| Field group | Examples / rule |
|---|---|
| Identity | Package Code, Package Name and Package Type are required when a package row is maintained. |
| Quantity | Units/Pack is required and describes base units in the package. |
| Weight | Tare Weight, Standard Gross Weight and their UOMs. |
| Dimensions | Length, Width, Height, Dimension UOM, Volume and Volume UOM. |
| Default roles | Default Sales Pack, Default Purchase Pack and Default Dispatch Pack. |
| Returnability | Returnable Packaging Y/N. |
| Other | Package Barcode, Remarks and Active status. |
Service Records tab – warranty and service reference
For non-book Items, Service Records provides Item-level reference information for service and return handling. It does not replace a full service-work-order process; use it to maintain the Item master information shown on this tab.
| Field | Meaning |
|---|---|
| Serial Number | Service-related serial reference where applicable. |
| Service Date | Recorded service-date reference. |
| Service Type | Type of service. |
| Service Status | Service-state reference. |
| Service Technician | Technician reference. |
| Next Scheduled Service Date | Next service-date reference. |
| Service Notes | Additional service information. |
| Warranty Period | Warranty-duration reference. |
| Return Window | Return-window reference. |
| Return Conditions | Conditions applicable to returns/service handling. |
Localization tab
Localization stores optional regional Item information for non-book Items. Use it when the same Item needs region-specific wording or reference adjustments without creating a duplicate core Item identity.
| Field | Meaning |
|---|---|
| Region | Region to which the local representation applies. |
| Localized Name | Region/local Item name. |
| Localized Description | Region/local description. |
| Compliance Notes | Region-specific compliance notes. |
| Pricing Adjustments | Optional regional pricing-adjustment reference. |
Compliance tab – certification and handling references
For non-book Items, Compliance stores Item-level certification and handling reference information. Maintain it as supporting master data and follow the organization’s applicable regulatory and safety process for authoritative compliance decisions.
| Field | Meaning |
|---|---|
| Certification Number | Certification or approval reference. |
| Certification Expiration | Certification expiry date. |
| Hazard Classification | Hazard classification reference where applicable. |
| Safety Data Sheet | SDS reference or location information. |
| Storage Instructions | Storage and handling instructions. |
Books / Textbooks tab – publishing metadata
When Item Type is BOOKS or TEXTBOOKS, AkshaERP shows the Books tab and keeps the publishing-specific data with the Item master. This avoids forcing book metadata into generic inventory fields.
| Field | Source / type | Meaning |
|---|---|---|
| Publisher | Business Partner lookup | Publisher associated with the title. |
| Author | Business Partner lookup | Author associated with the title. |
| Language | Value Set HR_LANGUAGES | Publication language. |
| ISBN | Manual code | International Standard Book Number. |
| Edition | Manual text | Publication edition. |
| Genre | Manual text | Genre/classification reference. |
| Publication Date | Date | Publication date. |
| Published By | Value Set INV_BOOK_PUBLISHED_BY | Configured publishing responsibility/classification. |
| Pages | Number | Page count. |
| Binding Type | Manual text | Binding format. |
| Series Name | Manual text | Series identity where applicable. |
| Volume Number | Number | Volume within a series. |
| Keywords | Manual text | Search/discovery keywords. |
Financial Dimension defaults – how Item defaults participate
Default Business Unit and Default Cost Center let the Item provide reusable Financial Dimension defaults where the applicable transaction needs them.
Item-specific defaults are more specific than Category-level defaults, but they are still defaults rather than guaranteed overrides of a transaction or source context.
| Priority concept | Meaning |
|---|---|
| Transaction / source context | Explicit or already-established transaction values normally take priority when applicable. |
| Item-specific setup | The Item can provide a more specific Business Unit / Cost Center default. |
| Item Category fallback | When the Item does not provide the dimension, its Category can provide a reusable fallback where configured. |
| Other configured controls | Other applicable Organization, location, party or Financial Dimension controls can participate according to the transaction. |
Verification and Item lifecycle
Verified and Status serve different purposes. Verified is a master-data review signal; Status controls whether the Item remains in its current business lifecycle.
| Control | Meaning | Recommended use |
|---|---|---|
| Verified = Y | The Item has been marked verified through the Item master. | Use after the organization’s required master-data review. |
| Verified = N | The Item is not currently marked verified. | Use while setup is incomplete or when verification must be withdrawn and reviewed. |
| Active lifecycle | Item remains available for current business use according to the configured Item Status values. | Use for current Items. |
| Inactive / retired lifecycle | Item remains for history but should no longer be selected for new normal business. | Preferred for a mature Item that is no longer used. |
Item images and Primary image
The owning Organization can maintain an Item image gallery. Images can be organized by roles such as Front/Cover, Back, Side, Spine, Detail or Packaging, and one image can serve as the Primary Item image.
A shared Organization can review the Item image but cannot change the owner’s image gallery from the shared Item master.
Access tab – sharing an Item with another Organization
| Field | Source / values | Rule |
|---|---|---|
| Organization | Dynamic Organization lookup | Required. Do not add the owning Organization because it already owns the Item. The same Organization should not be listed twice. |
| Access Type | Value Set INV_ITEM_ACCESS_TYPE | VIEW permits review; USE permits use in applicable processes and also permits review. |
| Status | Value Set ACTIVE_INACTIVE_STATUS | ACTIVE enables the share; INACTIVE retires it. |
Ecommerce – Mark, Unmark and Push by Storefront
Where Ecommerce is configured, the Items list can work with the active Storefronts available to the Organization. Select the Storefront first, then select Item rows and choose the required Ecommerce action.
| Action | What it means | Control |
|---|---|---|
| Mark for Ecommerce | Marks selected owner Items as intended for Ecommerce publication. | Requires an active Storefront and owner Items. |
| Unmark from Ecommerce | Removes the Ecommerce publication mark from selected owner Items. | Does not delete the Inventory Item. |
| Push to Ecommerce | Sends selected marked Item information into the selected Storefront catalog flow. | Catalog category, pricing, stock and merchandising controls can still apply according to Ecommerce configuration. |
- Item Name is required before Save.
- A newly selected Item Category must be active and belong to the Item owning Organization.
- Default Business Unit must be active in the Item owning Organization and available to the user where Business Unit access mappings apply.
- Default Cost Center must be active in the Item owning Organization.
- Min Reorder Qty, Max Reorder Qty and Safety Stock cannot be negative.
- Min Reorder Qty cannot be greater than Max Reorder Qty when both are entered.
- Only one Alternate Item can be Preferred.
- An Alternate Item row requires Part Number when maintained.
- Access Organization is required, cannot be the owning Organization and should not be duplicated for the same Item.
- Access Type must be VIEW or USE, and Access Status must be Active or Inactive.
- A Configuration mapping requires a Template and valid Effective Start Date.
- The same Configurator Template and Organization scope cannot have overlapping effective periods.
- A populated Supplier Details row requires a Supplier.
- Only one Item barcode can be Primary.
- A maintained packaging row requires Package Code, Package Name, Package Type and Units/Pack.
- Only the owning Organization can change or delete the Item master.
Delete versus inactivate – protect Item history
Delete and Inactivate solve different problems. Delete is for an Item created by mistake that has not become part of business history. Inactivation retires a valid historical Item while keeping references intact.
| Situation | Recommended action | Why |
|---|---|---|
| Created by mistake and never used | Delete | There is no valid stock, transaction or dependent history to preserve. |
| Has stock or transaction history | Inactivate / retire by Status | Operational and audit history must retain the Item identity. |
| Used by purchasing, sales, manufacturing, pricing, Ecommerce or other dependent setup | Review dependencies and normally Inactivate | Removing the master would break or obscure connected business context. |
| No longer sold or purchased but historical reporting still needs it | Inactivate | Stops normal new use while preserving historical identity. |
| Several unused Items selected for cleanup | Bulk Delete | The delete operation is controlled as one selection; if one cannot be deleted, partial deletion is avoided. |
Downstream impact – what can change when an Item changes
Items is shared master data. The exact impact depends on the modules enabled and the transactions already created, but the following areas should be reviewed before significant Item changes.
| Connected area | How the Item can be used | What to review |
|---|---|---|
| Inventory | Stock identity, UOM, batch/serial behavior, locations, reorder controls and alternates. | Tracking policy, UOM, status and stock visibility. |
| Purchasing | Purchase Orders, receipts, supplier references and procurement defaults can use the Item. | Supplier, UOM, price/lead-time references and Item lifecycle. |
| Sales | Sales documents and pricing contexts can reference the Item. | Sales reference setup, UOM, tax and lifecycle. |
| Costing / Finance | Cost method and Financial Dimension defaults can influence applicable downstream processing. | Costing setup and Item/Category accounting defaults. |
| GST / Tax | Tax Category and HSN/SAC classification support transaction tax determination. | Future tax treatment before changing mature Items. |
| Manufacturing | BOMs, work orders or other material processes can reference the Item where configured. | Do not delete or repurpose mature material/component identities. |
| Ecommerce | Marked Items can be pushed into configured Storefront catalog flows. | Catalog category, price, stock, image and publication state. |
| Configurator | Effective-dated templates can be mapped to the Item. | Template dates/defaults before changing configuration behavior. |
| Books / Publishing | BOOKS/TEXTBOOKS carry Author, Publisher, ISBN, Language and publication metadata. | Preserve title identity and publishing metadata. |
Common operating tasks
Create a normal stocked Item
| Step | Action |
|---|---|
| 1 | Confirm the correct Organization and search for an existing Item. |
| 2 | Choose Create and enter Item Name. |
| 3 | Select Item Type, Item Category and Default UOM; enter SKU/Item Code as required by your conventions. |
| 4 | Select Batch Tracked or Serial Tracked only when the business process requires it. |
| 5 | Set optional Business Unit / Cost Center defaults where appropriate. |
| 6 | Complete Inventory, Costing, Purchasing, Sales and Logistics sections that apply. |
| 7 | Use Apply if you need to continue with Barcodes/images after creation, or Save to return to the list. |
Create a Book or Textbook Item
| Step | Action |
|---|---|
| 1 | Create the core Item and select BOOKS or TEXTBOOKS as Item Type. |
| 2 | Set Category, UOM, ISBN/tax information and commercial fields as needed. |
| 3 | Open Books and select Author, Publisher and Language. |
| 4 | Enter Edition, Genre, Publication Date, Pages, Binding, Series/Volume and Keywords as applicable. |
| 5 | Add the Item image/cover and review Ecommerce setup if the title will be sold online. |
| 6 | Save and verify the Item according to your master-data review process. |
Share an Item with another Organization
| Step | Action |
|---|---|
| 1 | Open the Item from its owning Organization. |
| 2 | Open Access and add the receiving Organization. |
| 3 | Choose VIEW for review only or USE when transaction use is required. |
| 4 | Leave Status Active and Save. |
| 5 | Switch to the receiving Organization and confirm the expected visibility/use behavior. |
Retire a mature Item
| Step | Action |
|---|---|
| 1 | Review current stock, open transactions and downstream setup. |
| 2 | Complete or correct operational dependencies as the business requires. |
| 3 | Change Item Status to the appropriate inactive/retired lifecycle state. |
| 4 | Review Ecommerce publication and other active mappings that should also be retired. |
| 5 | Save and preserve the Item for historical reporting. |
Practical examples
Manufacturing / stocked component
| Control | Example |
|---|---|
| Item Name | 6204 Sealed Bearing |
| SKU | BRG-6204-2RS |
| Category | Spares → Mechanical → Bearings |
| Default UOM | EA |
| Inventory | Safety Stock 20; preferred Alternate manufacturer part reference |
| Purchasing | Preferred Supplier plus supplier-specific price/lead-time rows |
| Logistics | Base weight and package quantity for dispatch/storage |
| Access | USE share to another operating Organization when the same governed Item is consumed there |
Publishing / book title
| Control | Example |
|---|---|
| Item Type | BOOKS |
| Item Name | Selected Telugu Essays |
| Category | Books → Language → Telugu |
| ISBN | Maintained ISBN for the edition |
| Books | Author, Publisher, Telugu, Edition, Publication Date, Pages and Keywords |
| Image | Front/Cover image as Primary |
| Ecommerce | Mark and Push to the selected active Storefront when catalog publication is ready |
Troubleshooting
| Problem | Likely reason | What to do |
|---|---|---|
| Item Category is missing or Save rejects it | The Category may be inactive or belong to another Organization. | Check active Organization and Inventory → Item Categories. |
| Default Business Unit is missing/rejected | It may be inactive, in another Organization, or unavailable through configured BU access. | Review Access Management → Business Units and user/role access. |
| Default Cost Center is rejected | It may be inactive or owned by another Organization. | Review Access Management → Cost Centers. |
| I can open the Item but cannot edit it | The Item is shared from another Organization. | Maintain it from the owning Organization. Use Access only to change the sharing relationship from the owner. |
| Batches tab is missing | Batch Tracked is not selected. | Select Batch Tracked when batch control is genuinely required, then review the operational impact before saving a mature Item. |
| Inventory / Costing / Logistics is missing | Item Type is SERVICES. | These stock/physical controls are intentionally hidden for service Items. |
| Books tab is missing | Item Type is not BOOKS or TEXTBOOKS. | Select the correct book-oriented Item Type. |
| Reorder quantity Save is rejected | A quantity is negative or Min Reorder Qty exceeds Max Reorder Qty. | Correct the planning values. |
| Alternate Item Save is rejected | Part Number is missing, Manufacturer is invalid, or more than one Alternate is Preferred. | Correct the Alternate rows and retain only one Preferred row. |
| Supplier row is rejected | A supplier-specific row has values but no Supplier. | Select the Supplier Business Partner or remove the unused row. |
| Configuration row is rejected | Template/start date is missing or the effective period overlaps another mapping. | Correct the Template and non-overlapping dates. |
| Barcodes tab is unavailable on a brand-new Item | The Item must exist before barcode rows can be maintained. | Use Apply or Save first, reopen/continue the Item, then add barcodes. |
| Delete is blocked | The Item already has business history or dependent setup. | Retire it through Item Status instead of deleting valid history. |
| No Ecommerce Storefront is available | No active Storefront is available for the active Organization. | Maintain/activate the correct Storefront in Ecommerce administration before using the Item list Ecommerce actions. |
| Tax Details will not save | Tax Category, HSN/SAC or required rate/effective-date information is missing. | Complete the applicable tax classification and rate details, then use the Tax Details Save action. |
| Control | Remember |
|---|---|
| Ownership | Assigned from active Organization context; only owner maintains the Item master. |
| Sharing | VIEW = review; USE = applicable transaction use + review; Inactive retires the share. |
| Item Name | Hard-save mandatory header field. |
| Category | New selection must be active and belong to the owning Organization. |
| UOM | Use maintained Unit of Measure values rather than free-form substitutes. |
| Batch / Serial | Tracking decisions should match real operational traceability requirements. |
| Inventory planning | Non-negative values; Min Reorder Qty must not exceed Max; one Preferred Alternate. |
| Financial Dimensions | Item BU/CC are defaults, not guaranteed overrides. |
| Barcodes | Multiple barcodes supported; one Primary; save Item first. |
| Tax Details | Separate Save from Item Save. Goods use HSN; Services use SAC. |
| Books | BOOKS and TEXTBOOKS show publishing-specific metadata. |
| Ecommerce | Choose an active Storefront; owner Items can be Marked, Unmarked or Pushed. |
| Delete | Only genuinely unused Items; otherwise retire by Status. Bulk Delete avoids partial cleanup. |
Related pages
Frequently asked questions
What is an Item in AkshaERP?
An Item is the reusable master identity for a product, material, service, book/title or other business object that can be referenced by Inventory and connected processes such as Purchasing, Sales, Manufacturing, Costing or Ecommerce.
Is Item Name mandatory?
Yes. Item Name is the hard-save mandatory header field on the current Item screen. Other fields become important according to the Item Type and the processes in which the Item will be used.
Do I select the Item Organization manually?
No. The owning Organization comes from the active ERP context when the Item is created. Use the Access tab to share an owner Item with another Organization.
Can another Organization edit a shared Item?
No. A shared Organization can review the Item and can use it when an Active USE share applies, but the owning Organization retains Item-master maintenance and delete control.
What is the difference between VIEW and USE access?
VIEW provides review visibility. USE also permits the shared Item to be used in applicable processes that require Item-use permission. Both remain subordinate to the owning Organization’s master control.
Where does Item Category come from?
It comes from Inventory → Item Categories. A newly selected Category must be active and belong to the Item owning Organization.
Where do the Item Business Unit and Cost Center defaults come from?
They come from active Business Units and Cost Centers in the Item owning Organization. Business Unit availability can also be subject to configured user/role Business Unit access.
Does an Item Business Unit or Cost Center always override the transaction?
No. They are reusable Item-level defaults. A more specific transaction/source context can take priority, and other configured Financial Dimension controls can also apply.
Why is the Batches tab not visible?
The Batches tab is shown when Batch Tracked is selected for the Item.
Why are Inventory, Costing and Logistics hidden for Services?
SERVICES does not use those stocked/physical Item sections on the current Item screen. Service-specific commercial, tax and other applicable setup remains available.
Does AkshaERP support book-specific Item data?
Yes. When Item Type is BOOKS or TEXTBOOKS, the Books tab stores publishing metadata including Author, Publisher, Language, ISBN, Edition, publication date, pages, binding, series/volume and keywords.
Can one Item have several barcodes?
Yes. The Barcodes tab supports multiple barcode rows with barcode type, UOM/quantity context, Active state and one Primary barcode.
What is the legacy barcode field in Attributes?
It is an optional older single-barcode reference. Use the Barcodes tab for normal current multiple/Primary barcode management.
Can I maintain several suppliers for one Item?
Yes. The Purchasing tab supports a Preferred Supplier plus multiple Supplier Details rows with supplier-specific price, discount, UOM, landed cost, currency, lead time, minimum quantity, priority and effective dates.
Do reorder values automatically create a Purchase Order?
No. Min/Max Reorder Qty and Safety Stock are Item planning references. Purchasing documents are created through the applicable procurement process.
Does Save Item also save GST Tax Details?
No. Tax Details has its own explicit Save action. This keeps Item maintenance and HSN/SAC tax-rate maintenance as separate user actions.
How do I publish an Item to Ecommerce?
Where Ecommerce is configured, choose an active Storefront on the Items list, select owner Item rows and use Mark for Ecommerce or Push to Ecommerce as required. Catalog category, pricing, stock and merchandising rules can still apply.
Can I delete an Item that already has stock or business history?
No. Delete is for genuinely unused Item-master mistakes. When the Item already has business history or dependencies, retire it through Item Status so historical references remain valid.
What happens if I bulk-delete several Items and one is in use?
The selected delete operation is rejected rather than partially deleting only some of the selection. Remove the blocked Item from cleanup or retire used Items through Status.