Item Master

Maintenance | Item Master Aids | 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
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Brand Aids
  2. Chart of Accounts Aids
  3. Item Class Aids
  4. Item Type Aids
  5. Unit of Measure Aids

Item Master Record List

File:Item Master Record List.png

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)

File:Adding Item Master(Item Details).png

Adding Item Master(Item Details)

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Item Details
Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Item Code	Reference Code of an Item	*Alphanumeric *Dash "-" *Underscore "_"	*Other Special Characters	Yes
2.Barcode	Barcode of an item	*Alphanumeric	*Special Characters	No
3.Item Name	Name of an Item	*Alphanumeric	*None	Yes
4.Item Description	Description of an Item	*Alphanumeric	*None	Yes
5. Item Type	Contents and information about the Item	*Item Type List provided on Item Type Maintenance Module	*None *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 required 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 required inputs *Inactive Class on Item Class Maintenance Module	Yes
8.Weight	Weight information of an Item	*Numeric	*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 required 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 required 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 required inputs *If Bundle input is "Y" then Engine number should be N	No
13.Chasis Number	Classification of an Item if it has Chasis No.	*Y *N	*Any inputs not mentioned in the required inputs *If Bundle input is "Y" then Chasis number should be N	No
14. Brand	Brand of an Item	*Brand List provided from the Brand Maintenance Module	*None *Inactive Brand on Brand Maintenance Module	No

Adding Item Master(Unit of Measure)

File:Adding Item Master(Unit of Measure).png

Adding Item Master(Unit of Measure)

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Unit of Measure(UOM)
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	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
2.Selling UOM	Unit of Measure when selling the Item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
3.Converted Selling UOM	Quantity of Selling UOM	*Numeric	*Alphabet *Special Character	Yes
4.Purchasing UOM	Unit of Measure when purchasing an item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
5.Converted Purchasing UOM	Quantity of Purchasing UOM	*Numeric	*Alphabet *Special Character	Yes

Adding Item Master(Accounting Details)

File:Adding Item Master(Accounting Details).png

Adding Item Master(Accounting Details)

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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 required 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 required 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 required 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 required 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 required 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 required 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 required inputs	No

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 Create an Item Master record, the user may visit Item Master Aids which can be found here

Editing Item Master (Item Details)

File:Editing Item Master(Item Details).png

Editing Item Master(Item Details)

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Item Details
Field	Description	Allowed Inputs	Input Restrictions	Required Field?
1.Item Code	Reference Code of an Item	*Alphanumeric *Dash "-" *Underscore "_"	*Other Special Characters	Yes
2.Barcode	Barcode of an item	*Alphanumeric	*Special Characters	No
3.Item Name	Name of an Item	*Alphanumeric	*None	Yes
4.Item Description	Description of an Item	*Alphanumeric	*None	Yes
5. Item Type	Contents and information about the Item	*Item Type List provided on Item Type Maintenance Module	*None *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 required 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 required inputs *Inactive Class on Item Class Maintenance Module	Yes
8.Weight	Weight information of an Item	*Numeric	*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 required 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 required 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 required inputs *If Bundle input is "Y" then Engine number should be N	No
13.Chasis Number	Classification of an Item if it has Chasis No.	*Y *N	*Any inputs not mentioned in the required inputs *If Bundle input is "Y" then Chasis number should be N	No
14. Brand	Brand of an Item	*Brand List provided from the Brand Maintenance Module	*None *Inactive Brand on Brand Maintenance Module	No

Editing Item Master (Unit of Measure)

File:Editing Item Master(Unit of Measure).png

Editing Item Master(Unit of Measure)

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Unit of Measure(UOM)
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	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
2.Selling UOM	Unit of Measure when selling the Item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
3.Converted Selling UOM	Quantity of Selling UOM	*Numeric	*Alphabet *Special Character	Yes
4.Purchasing UOM	Unit of Measure when purchasing an item	*Unit Description under UOM List provided in Unit of Measure Maintenance Module	*Inactive UOM on  Unit of Measure Maintenance Module	Yes
5.Converted Purchasing UOM	Quantity of Purchasing UOM	*Numeric	*Alphabet *Special Character	Yes

Editing Item Master (Accounting Details)

File:Editing Item Master(Accounting Details).png

Editing Item Master(Accounting Details)

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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 required 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 required 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 required 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 required 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 required 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 required 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 required inputs	No

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

Item Master Option

File:Item Master Option.png

Item Master Option

Notes:

• For detailed instructions on how to Export and Import an Item Master record, the user may visit Item Master Aids which can be found here

Item Master Importing Option

File:Item Master Importing Option.png

Item Master Importing Option

Notes:

• For detailed instructions on how to edit an Item Master record, the user may visit Item Master Aids which can be found here

Item Master Record Option

File:Item Master Record Option.png

Item Master Record Option

Notes:

• For detailed instructions on how to View, Edit, Activate/Deactivate and Delete an Item Master record, the user may visit Item Master Aids which can be found here

Item Master View Record

File:Item Master View Record.png

Item Master View Record

Notes:

• The user can edit the details while viewing the record.
• For detailed instructions on how to edit an Item Master record, the user may visit Item Master Aids which can be found here