Item Master

Maintenance | Item Class | Item Type | Brand | Chart of Account | Unit of Measure | Tax

Item Master

This maintenance screen allows the users to configure and add items to be used on their transaction.

Requirements before using Item Master

• The user should setup the following Maintenance Module in order to proceed on using the Item Master
  1. Brand
  2. Chart of Account
  3. Item Class
  4. Item Type
  5. Unit of Measure

Item Master Record List

Notes:

• Item Master is very important when using it on most of the primary modules on Oojeema mainly on Sales, Purchase, Financials and Inventory

Adding Item Master(Item Details)

1. Go to Maintenance then click Item Master
2. Click Add Item Master Button
3. Fill up the necessary fields. Please make sure that all tabs are filled out then click Save.

Field	Description	Expected Values
1.Item Code	•Reference Code of Item	•Alphanumeric
2.Item Name	•Name of the Item	•Alphanumeric
3.Barcode	•Barcode of the Item	•Alphanumeric
4.Item Description	•Description of the Item	•Alphanumeric
5.Item Class	•Item Class categorization of the item	•Item Class List provided on Item Class on Maintenance Module
6.Item Group	•Item Group categorization of the Item	•Goods/Services/Non-Inventory
7.Item Type	•Type of the Item	•Item Type list provided on Item Type Maintenance Module
8.Weight	•Weight of the Item	•Number
9.Weight Type	•Weight Type of the Item	•Weight Type Selection List
10.Bundle	•Classification if the item is a bundle type	•Tick/Untick
11.Serial Number	•Serial Number of the Item	•Alphanumeric
12.Engine Number	•Engine Number of the item	•Alphanumeric
13.Chasis Number	•Chasis Number of the Item	•Alphanumeric
14.Brand	•Brand of the Item	•Brand List Provided on Brand Maintenance Module
15.Replacement Part	•Classification if the item is a Replacement Part	•Tick/Untick
16.Replacement Item	•Item to Be replaced on Replacement Part	•Item List Provided from the Item Master Maintenance Module

Adding Item Master(Unit of Measure)

Field	Description	Expected Values
1.Base UOM	•Base Unit of Measure of the Item	•UOM List provided in Unit of Measure Maintenance Module
2.Selling UOM	•Unit of Measure when selling the Item	•UOM List provided in Unit of Measure Maintenance Module
3.Qty(Selling UOM)	•Qty of Selling UOM	•Number
4.Purchasing UOM	•Unit of Measure when purchasing an item	•UOM List provided in Unit of Measure Maintenance Module
5.Qty(Purchasing UOM)	•Qty of Purchasing UOM	•Number

Adding Item Master(Accounting Details)

Field	Description	Expected Values
1. Debit Account(Sales)	•Debit Account on Sales Details	•Account List under Chart of Accounts
2. Credit Account(Sales)	•Credit Account on Sales Details	•Account List under Chart of Accounts
3. Debit Account(Purchase)	•Debit Account on Purchase Details	•Account List under Chart of Accounts
4. Credit Account(Purchase)	•Credit Account on Purchase Details	•Account List under Chart of Accounts
5. Inventory Account	•Inventory Account of the item	•Account List under Chart of Accounts
6. Revenue Type	•Tax Revenue type of the item	•Tax Type List under Chart of Accounts Module
7. Expense Type	•Tax Expense Type of the item	•Tax Type List under Chart of Accounts Module

Notes:

• The following modules are required when creating and editing an Item. The record's status must be ACTIVE in order to use it on the Item master Module.
  • Item Class
  • Item Type
• Unit of Measure status must be active in order to use it on Unit of Measure Tab in Item Master Module.
  • The status can be seen in Unit of Measure Maintenance Module
• Accounts to be used under Accounting Details must be ACTIVE when creating or editing an Item in Item Master.
  • The status can be seen in Chart of Account Maintenance Module
• The items should be ACTIVE when using it as an Replacement Item.
• Brands should be ACTIVE when creating an Item Master Record.
  • The status can be seen in Brand Maintenance Module.
• If the item is declared as serialized. The serial number registration can be done on Inventory Adjustment Module under Inventory.

Editing Item Master (Item Details)

1. Go to Maintenance then click Item Master
2. Select the Item Master that needs an update. Click the drop-down arrow then click Edit
3. Update the necessary Fields and Click Save

Field	Description	Expected Values
1.Item Name	•Name of the Item	•Alphanumeric
2.Barcode	•Barcode of the Item	•Alphanumeric
3.Item Description	•Description of the Item	•Alphanumeric
4.Item Class	•Item Class categorization of the item	•Item Class List provided on Item Class on Maintenance Module
5.Item Group	•Item Group categorization of the Item	•Goods/Services/Non-Inventory
6.Item Type	•Type of the Item	•Item Type list provided on Item Type Maintenance Module
7.Weight	•Weight of the Item	•Number
8.Weight Type	•Weight Type of the Item	•Weight Type Selection List
9.Bundle	•Classification if the item is a bundle type	•Tick/Untick
10.Serial Number	•Serial Number of the Item	•Alphanumeric
11.Engine Number	•Engine Number of the item	•Alphanumeric
12.Chasis Number	•Chasis Number of the Item	•Alphanumeric
13.Brand	•Brand of the Item	•Brand List Provided on Brand Maintenance Module
14.Replacement Part	•Classification if the item is a Replacement Part	•Tick/Untick
15.Replacement Item	•Item to Be replaced on Replacement Part	•Item List Provided from the Item Master Maintenance Module

Editing Item Master (Unit of Measure)

Field	Description	Expected Values
1.Base UOM	•Base Unit of Measure of the Item	•UOM List provided in Unit of Measure Maintenance Module
2.Selling UOM	•Unit of Measure when selling the Item	•UOM List provided in Unit of Measure Maintenance Module
3.Qty(Selling UOM)	•Qty of Selling UOM	•Number
4.Purchasing UOM	•Unit of Measure when purchasing an item	•UOM List provided in Unit of Measure Maintenance Module
5.Qty(Purchasing UOM)	•Qty of Purchasing UOM	•Number

Editing Item Master (Accounting Details)

Field	Description	Expected Values
1. Debit Account(Sales)	•Debit Account on Sales Details	•Account List under Chart of Accounts
2. Credit Account(Sales)	•Credit Account on Sales Details	•Account List under Chart of Accounts
3. Debit Account(Purchase)	•Debit Account on Purchase Details	•Account List under Chart of Accounts
4. Credit Account(Purchase)	•Credit Account on Purchase Details	•Account List under Chart of Accounts
5. Inventory Account	•Inventory Account of the item	•Account List under Chart of Accounts
6. Revenue Type	•Tax Revenue type of the item	•Tax Type List under Tax Maintenance Module
7. Expense Type	•Tax Expense Type of the item	•Tax Type List under Tax Maintenance Module

Notes:

• The following modules are required when creating and editing an Item. The record's status must be ACTIVE in order to use it on the Item master Module.
  • Item Class
  • Item Type

• Unit of Measure status must be active in order to use it on Unit of Measure Tab in Item Master Module.
  • The status can be seen in Unit of Measure Maintenance Module
• Accounts to be used under Accounting Details must be ACTIVE when creating or editing an Item in Item Master.
  • The status can be seen in Chart of Account Maintenance Module
• The items should be ACTIVE when using it as an Replacement Item.
• Brands should be ACTIVE when creating an Item Master Record.
  • The status can be seen in Brand Maintenance Module.
• If the item is declared as serialized. The serial number registration can be done on Inventory Adjustment Module under Inventory.
• For detailed instructions on how to edit an Item Master record, the user may visit Item Master Aids which can be found here

Importing and Exporting Item Master

1. Under Item Master Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options through tabs for precise searching and exporting of records.
• When Importing the records, the user should follow the following steps provided in the Importing Item Master Screen such as
  • Downloading the template link provided under Step 1.
  • Filling up the information needed for each columns of the template
  • Uploading the updated Template

Chart of Account Import Details

Item Details
Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Item Code	Reference Code of an Item	*Alphanumeric *Dash "-" *Underscore "_"	*Up to 25 characters *Other Special Characters not mentioned in allowed inputs	Yes
2.Barcode	Barcode of an item	*Alphanumeric	*Up to 50 characters *Special Characters	No
3.Item Name	Name of an Item	*Alphanumeric	*Up to 30 characters *Other Special Characters not mentioned in allowed inputs	Yes
4.Item Description	Description of an Item	*Alphanumeric	*Up to 250 characters	Yes
5.Item Type	Contents and information about the Item	*Item Type List provided on Item Type Maintenance Module	*Inactive Item Type on  Item Type Maintenance Module	Yes
6.Item Group	Group classification of an Item	*Goods *Services *Non-Inventory	*Any inputs not mentioned in the allowed inputs	Yes
7. Item Class	Item Class categorization of an Item	*Item Class List provided on Item Class Maintenance Module	*Any inputs not mentioned in the allowed inputs *Inactive Class on  Item Class Maintenance Module	Yes
8.Weight	Weight information of an Item	*Numeric	*Up to 5 characters *Alphabet *Special Characters	No
9.Weight Type	Weight type of an Item	*Unit of Measure List with Unit Type as Weight from Unit of Measure Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
10.Bundle	Classification of an Item if it is bundled	*Y *N	*Engine, Serial and Chassis number will be unavailable if "Y"	No
11.Serial Number	Classification of an Item if it has Serial No.	*Y *N	*Any inputs not mentioned in the allowed inputs *If Bundle input is "Y" then Serial number should be N	No
12.Engine Number	Classification of an Item if it has Engine No.	*Y *N	*Any inputs not mentioned in the allowed inputs *If Bundle input is "Y" then Engine number should be N	No
13.Chasis Number	Classification of an Item if it has Chassis No.	*Y *N	*Any inputs not mentioned in the allowed inputs *If Bundle input is "Y" then Chassis number should be N	No
14. Brand	Brand of an Item	*Brand List provided from the Brand Maintenance Module	*Any inputs not mentioned in the allowed inputs *Inactive Brand  on Brand Maintenance Module	No
Unit of Measure
Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Base UOM	Base Unit of Measure of the Item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Any inputs not mentioned in the allowed inputs *Inactive UOM on Unit of Measure Maintenance Module	Yes
2.Purchasing UOM	Unit of Measure when purchasing an item	*Numeric *Note: Purchased UOM is the conversion of the Base Unit of Measure to the Purchase Unit of Measure Example: *If Base Unit is 1 Gram then the Purchase Unit if it is in Kilogram will be 1000g	*Any inputs not mentioned in the allowed inputs *Inactive UOM on Unit of Measure Maintenance Module	Yes
3.Converted Purchasing UOM	Quantity of Purchasing UOM	*Numeric	*Alphabet *Special Character	Yes
4.Selling UOM	Unit of Measure when selling the Item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Any inputs not mentioned in the allowed inputs *Inactive UOM on Unit of Measure Maintenance Module	Yes
5.Converted Selling UOM	Quantity of Selling UOM	*Numeric *Note: Selling UOM is the conversion of the Base Unit of Measure to the Purchase Unit of Measure Example: *If Base Unit is 1 Gram then the Selling Unit if it is in Kilogram will be 1000g	*Alphabet *Special Character	Yes
Accounting Details
Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1. Sales Debit Account	Debit Account on Sales Details	*Account Name under Account List provided in Chart of Accounts Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
2. Sales Credit Account	Credit Account on Sales Details	*Account Name under Account List provided in Chart of Accounts Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
3. Purchase Debit Account	Debit Account on Purchase Details	*Account Name under Account List provided in Chart of Accounts Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
4. Purchase Credit Account	Credit Account on Purchase Details	*Account Name under Account List provided in Chart of Accounts Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
5. Inventory Account	Inventory Account of the item	*Account Name under Account List provided in Chart of Accounts Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
6. Revenue Type(Tax)	Tax Revenue type of the item	*Tax Description under Tax Type List provided in Tax Maintenance Module	*Any inputs not mentioned in the allowed inputs	No
7. Expense Type(Tax)	Tax Expense Type of the item	*Tax Description under Tax Type List provided in Tax Maintenance Module	*Any inputs not mentioned in the allowed inputs	No

Item Master Record Option

Actions Available base on Chart of Account Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• Items used in the transaction cannot be deleted in the Item Master.
• The user may edit the record under view record.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.