Items Management System
Create, manage, and organize your organization's item catalog for efficient BOM creation, procurement planning, and inventory management.
What is the Items Management System?
The Items Management System is a centralized catalog that stores all the materials, components, and products your organization uses across projects. Instead of repeatedly entering the same items in different BOMs, you can create them once in the Items catalog and reference them whenever needed.
Key Benefits
- Eliminate duplicate item entries across BOMs
- Maintain consistent item information organization-wide
- Speed up BOM creation with pre-defined items
- Track item usage across projects
- Prepare for future procurement and inventory features
Getting Started
1. Access Items
Navigate to the Items section from the main navigation menu.
2. Create Your First Item
Click "Create Item" to add your first item to the catalog.
Item Information
| Field | Description | Required |
|---|---|---|
| Item Name | The name of the item (e.g., "Solar Panel 330W") | Yes |
| Description | Detailed description of the item | No |
| Make | Manufacturer or brand name | No |
| Part Group | Category for organizing items (e.g., "Main Components", "Accessories") | Yes |
| Default Unit | Standard unit of measurement (e.g., "nos", "meter", "kg") | Yes |
| Default Unit Rate | Standard price per unit | Yes |
| GST Rate | GST percentage applicable to this item | Yes |
| SKU | Stock Keeping Unit for inventory tracking | No |
| HSN Code | Harmonized System of Nomenclature code for GST | No |
Part Groups
Part groups help organize your items into logical categories. This makes it easier to find items and maintain consistency across projects.
Main Components
Solar panels, inverters, batteries
Balance of System
Mounting structures, junction boxes
Cables & Connectors
DC cables, AC cables, connectors
Accessories
Tools, consumables, miscellaneous items
Using Items in BOMs
How It Works
- Create items in the Items catalog with default information
- When creating a BOM, select items from the catalog
- Override any field (price, quantity, etc.) for project-specific needs
- Items are automatically marked as "used" when added to BOMs
Benefits
- Consistency: Same item information across all BOMs
- Speed: No need to re-enter common items
- Flexibility: Override any field for project-specific requirements
- Tracking: See which items are used most frequently
Search and Filtering
Search
Search items by name, description, make, or SKU.
Filters
Filter items by part group, make, or status.
Item Management
Creating Items
- Click "Create Item" on the Items page
- Fill in the required information (Item Name, Part Group, Default Unit, Default Unit Rate, GST Rate)
- Add optional information like description, make, SKU, HSN code
- Click "Create Item" to save
Editing Items
- Click on an item to view its details
- Click "Edit" to modify the item
- Update the fields you want to change
- Click "Save Changes" to update
Deleting Items
Note: Items are soft-deleted (marked as inactive) rather than permanently removed. This preserves data integrity and allows for recovery if needed.
Best Practices
Do's
- Use consistent naming conventions
- Include detailed descriptions
- Set up proper part groups
- Add SKU and HSN codes for better tracking
- Keep default prices updated
- Use images to identify items visually
Don'ts
- Don't create duplicate items
- Don't use vague or unclear names
- Don't skip important fields
- Don't mix different units for the same item
- Don't delete items that are in use
Future Features
The Items Management System is designed to support future enhancements:
Purchase Orders
Generate purchase orders directly from items
Supplier Management
Link items to preferred suppliers
Inventory Tracking
Track stock levels and availability
Price History
Track price changes over time
Troubleshooting
Q: Can I edit an item that's already being used in BOMs?
A: Yes, you can edit items at any time. Changes to the master item won't affect existing BOMs unless you specifically update them.
Q: What happens if I delete an item that's in use?
A: Items are soft-deleted (marked as inactive) rather than permanently removed. This preserves data integrity.
Q: Can I import items from a spreadsheet?
A: Bulk import functionality is planned for future releases. For now, you can create items individually or use the BOM import feature.