Item

For: People maintaining the products and services you sell

Purpose: Understand what the Item master does and how it stores pricing, tax, and category details used across quotations, sales orders, and invoices

What This Module Does

An item is a product or service you sell. The item record holds its name, type, group, price, tax (GST), and HSN code. When you add an item to a quotation or sales order, its price and tax are pulled from here — so you enter the details once and reuse them everywhere. Items are shared with ABSS Books, and for physical goods the system can keep an inventory record in step.

The Item master lets you:

• Create products and services with price, tax, and category details.
• Import many items at once (bulk upload).
• Attach supporting documents.
• Search, filter, and list your items.
• Activate or deactivate an item.
• Track a comment history of changes on each item.

Main Features (What You Can Do)

1. Create an Item

When you create an item you typically enter:

• Item name and description: both required.
• Item type: one of RM (raw material), FG (finished goods), SEMI_RM, CONSUMABLE, TRADE, or SCRAP.
• Item model number and item group: required. The group categorises the item.
• Category: whether the item is goods or a service.
• Default price and selling price, and whether the item is sellable.
• GST rate and HSN code: required, so tax flows automatically onto every document.
• Attachments: optional supporting files stored securely.

What the system does when you save

• It generates a unique item number automatically (e.g. ITM-001).
• It checks the item name is unique for your company — a duplicate name is not allowed.
• For a goods item (not a service), if your company also uses ABSS Books, it creates a matching inventory record (opening and available stock start at zero) so stock can be tracked.
• It adds an "Item created" note to the item's comment history and records who added it.

2. Import Items in Bulk

You can upload many items at once. Each row uses the same key fields as a single item.

During a bulk import the system:

• Checks for duplicate item names — both within your file and against items that already exist — and stops with a message if any are found.
• Matches item groups by name. If a group name in your file does not exist yet, the system creates it automatically using your Item Group numbering.
• Generates a unique item number for each new item in sequence.

3. View and Search Items

You can list and search items by name, item number, HSN code, or item group. The list is paginated and can be filtered.

4. Edit an Item

You can update an item's details, price, tax, and documents. Each change is recorded in the item's comment history, and the system records who updated it and when.

5. Activate or Deactivate an Item

You can mark an item active or inactive. You cannot deactivate an item that is used in active documents across sales and purchase (open quotes, sales orders, delivery challans, invoices, purchase orders, GRPOs, bills, and recurring documents). This keeps live transactions valid.

6. Delete an Item

You can delete an item only when it is not used in any active document. The system checks quotations, sales orders, delivery challans, invoices, purchase orders, GRPOs, and bills — an item still tied to any document that is not yet completed, paid, or cancelled cannot be deleted. If it is safe, the item is removed.

Summary of Rules (Quick Reference)