📦 Items & Inventory

How to add a new Item

Every product you sell needs one Item record. Setup takes 30 seconds for a basic item, longer if you use variants or batches.

1. Open Items → Item List → + New Item (or click the search bar → + New)
2. Fill mandatory fields: Item Code (auto-generated if you leave blank), Item Name, Category, UOM (Pcs / Kg / Ltr), Sales Price, GST Rate (0/5/12/18/28)
3. Optional: HSN Code (mandatory for GST > ₹1.5cr turnover), Barcode, MRP, Brand, Reorder Level
4. Click Save. Item appears in POS + Purchase pickers immediately.

Barcodes & label printing

If your item doesn't have a factory barcode, generate one and print thermal labels.

1. Go to Items → Item Label Print
2. Search + tick the items you want labels for
3. Pick label size: 40×25mm (2 per row), 50×30mm (single), or 80mm receipt strip
4. Set quantity per item (default 1 per SKU; type higher for bulk stock)
5. Click Print. Browser print dialog opens — send to your Zebra / TVS / Godex thermal printer.

Units of measure & multi-UOM

Buy in one unit, sell in another. Example: buy Coca-Cola in cartons of 24 bottles, sell in single bottles.

1. On the Item form, expand Multi-UOM section
2. Add rows: Base UOM = Bottle (1:1). Purchase UOM = Carton (conversion 24 = "1 Carton = 24 Bottles")
3. Set Default Purchase UOM = Carton, Default Sales UOM = Bottle
4. Save. Now PO auto-shows Carton in supplier's language; POS sells in Bottles.

Physical stock count (cycle count)

Reality check your on-hand quantity — post the difference as an adjustment. Once a month at minimum; weekly for high-shrink categories.

1. Open Stocks → Physical Stock Take → ▶ Start Count
2. Pick Store + optionally filter by Category (e.g. only Dairy for a focused count)
3. System snapshots current on-hand → generates a worksheet. Print or use on tablet.
4. Count physically. Scan each item's barcode + enter counted qty. Enable Add-to-count mode to scan shelf-by-shelf without resetting.
5. Review the variance table. Green = match. Yellow = overage. Red = shortage.
6. Click Review & Post. Adjustment ItemLedger entries auto-post. Inventory table refreshed.

Ad-hoc stock adjustments

For expiry write-offs, damage, or opening-stock loads (not from a physical count).

1. Stocks → Item Journal → + New Line
2. Pick Item + Store. Pick Entry Type: Positive (add) / Negative (remove) / Transfer
3. Enter quantity + reason (Damage / Expiry / Sample / Opening-Load)
4. Click Post. Item Ledger + Inventory + GL (via Adjustment account) all update.

Reorder / auto-replenishment

Set a Reorder Level on each item. When on-hand drops below it, the item shows on Stocks → Replenishment Queue — with a suggested order qty based on your sales velocity.

1. On the Item form: set Reorder Level (e.g. 10) and Reorder Quantity (e.g. 50)
2. Optional: enable ARS (Auto Replenishment System) at Stocks → ARS Setup — sets levels by category based on last-30-day sales
3. Visit Stocks → Replenishment Queue daily. Tick items → Convert to PO. Draft PO opens with your default vendor.

Allow Negative-Stock Sales (per-item flag)

Every Item has an Allow Negative-Stock Sales toggle on the Flags row (Item form → Flags). Default OFF — POS refuses any sale that would drive Inventory.QtyOnHand at this store below zero. Sale rolls back cleanly with:

Tick ON per-item for:

• Services — no physical stock (Delivery Charge, Consultation Fee, Repair Fee)
• Made-to-order items you accept payment for before the item exists
• Back-orders where you sell now and receive stock later
• Composite items that unpack via BOM at EOD (parent goes negative, children replenish)

Interaction with TrackInventory:

• TrackInventory = 0 → no guard at all (item isn't inventory-tracked)
• TrackInventory = 1 + AllowNegativeStock = 0 → STRICT block (default for new items)
• TrackInventory = 1 + AllowNegativeStock = 1 → allow negative

Batches & expiry (pharma, dairy, packaged food)

For items where different batches have different expiry dates, enable batch tracking on the Item form: Track Batches = Yes, Track Expiry = Yes.

• GRN (receipt): prompts for batch number + expiry date per line
• POS sale: FEFO (first-expiring-first-out) auto-picks the batch. Manual override available.
• Expiry Report: Reports → Expiry Report — shows items expiring in the next 30/60/90 days.

Item Ledger (full movement history)

Every stock movement — purchase, sale, transfer, adjustment — creates an ItemLedgerEntry. Trace where every unit came from and went.

1. Open Stocks → Item Ledger List
2. Filter by Item + Store + Date range
3. Each row shows: Entry Type, Document No, Qty, Remaining Qty (for open receipts), Source
4. Click ⤓ Excel to export for further analysis or share with auditor.