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Item Master

Item Master

Item Master - User Guide

1. Introduction 📝

The Item Master is the core database of all materials and services your business handles. This includes Raw Materials (RM), Work-in-Progress (WIP), Finished Goods (FG), and even Service Items. It defines how items are categorized, taxed, stocked, and moved across your organization.

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Key Objectives of Item Master:

  1. Inventory Control: Define safety levels and re-order triggers.
  2. Statutory Accuracy: Link HSN codes and GST rates for automated invoicing.
  3. Logistics Management: Track storage locations (Racks) and packing standards.
  4. Unit Conversions: Manage procurement in one unit (e.g., Kgs) while stocking in another (e.g., Sheets).

2. Getting Started with Item Master 🚀

Accessing the Module

To access the Item Master module, navigate to the Common Masters > Item section from the main menu.

The Index Page

Upon opening, the Index Page displays a comprehensive list of all parts and services. Here, you can:

  • Search/Filter: Look for items by Item Id, Group Code, Name, or status.
  • Navigation: Click on an Item Id to view detailed configurations.
  • Bulk Management: Access Create New, Export to Excel, and Import tools.

Item Master Index Page

Item Master Details

The Details view allows for granular control over the item’s lifecycle and logistics:

  • Core Info: Manage Item Name, Short Name, and Group/Segment classifications.
  • Statutory: Link the correct HSN / SAC Code and GST rate for tax compliance.
  • Units: Define UOM-1 and UOM-2 for inventory and reporting.
  • Control: Toggle the “Active” status and view order levels or lead times.

Item Master Details Screen

Other Features & Links

Clicking “Other Features” opens a portal to specialized configuration and bulk update tools:

  • Configuration Masters: Direct links to Group, Segment, Class, and HSN Masters.
  • Proactive Inventory: Tools to update Safety Stock, Rack Info, and Item Master in bulk.
  • Lifecycle Management: Options to Deactivate items or update information across segments.

Item Master Other Links

3. Structural Breakdown 🏗ī¸

Each item is defined by a multi-layered classification system:

  • Unique Identity: ItemId (Auto-generated 6-digit code).
  • Classification Hierarchy:
    • Group: High-level grouping (e.g., Metals, Electronics).
    • Segment/Category: Internal classification for reporting.
    • Class: Determines if the item is a core product, a freight item, or a service.
  • UOM Management:
    • Standard UOM: The base unit for stock valuation.
    • Alternate UOM: Used for procurement or sales.
    • Conversion Factor: The math used to convert Alt UOM to Std UOM.
  • Statutory Data: Mandatory HSN/SAC Code and applicable GST Rate percentage.

4. Inventory & Logistics Controls ⚙ī¸

The system uses these parameters to drive automated alerts and reports:

FeatureDescription
Re-Order Level (ROL)When stock falls below this number, the system triggers replenishment alerts.
Safety Stock QtyThe “buffer” stock maintained to avoid stock-outs during lead-time variances.
Minimum Order Qty (EOQ)The lowest quantity you typically order to maintain cost-efficiency.
Lead TimeThe expected number of days (0-180) it takes to receive the item after ordering.
Rack InfoSpecific physical storage location within the warehouse.

5. Bulk Management & System Updates 📂

Given the volume of items, the module provides specialized bulk tools:

  1. Item Import (New): Create hundreds of items at once with a 16-factor audit (A-P codes) checking everything from GST rates to UOM validity.
  2. Specialized Bulk Updates:
    • Safety Stock Update: Bulk edit buffer levels based on seasonal demand.
    • Rack Info Update: Bulk move items between warehouse locations.
    • Bulk Deactivation: Deactivate obsolete items and record a “Deactivation Note” for audit purposes.

6. Lifecycle & Data Integrity 🔒

đŸšĢ Deletion Safety (Deep Audit)

The Item Master uses a “Full System Scan” before allowing a deletion. The system checks:

  • Active BOMs (Bill of Materials).
  • Pending Purchase/Sales Orders.
  • Job Work or Production Plans.
  • Stock Ledger (Transactions). If any record uses the Item ID, deletion is blocked. In such cases, the item should be marked “Inactive” instead.

✅ Release Status & Criticality

  • Release Status: Determines if an item is ready for operational use (Sales/Purchase).
  • Is Critical: Flags high-value or long-lead-time items for intensified tracking in inventory reports.

7. Integration Points 🔗

The Item Master is a prerequisite for:

  • BOM Management: Items are the “ingredients” for your products.
  • Quality Protocols: QC parameters are linked to specific Item IDs.
  • Price Lists: Standard costs and selling prices are mapped per item.

8. Best Practices 💡

  • Consistent Short Names: Use Short Names that follow a pattern (e.g., RM-MAT-01) for faster searching during transaction entry.
  • Accuracy of Conversion Factors: Ensure the conversion between Alt and Std UOM is exact, as this impacts financial valuation.
  • Deactivation over Deletion: If an item has history, never try to delete it; simply deactivate it to preserve historical reports.
Division MasterParty Item Code Master