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Add and edit items

This guide walks through creating an item — category, pricing, tax, and per-store stock — and then managing it from the row actions: view, edit, adjust, deactivate, and delete.

Adding an item from start to save — and removing it — with the fields that matter called out.

Before you begin​

  • You need the create permission on Items to add, and the edit permission to change existing items. Without them the buttons stay hidden.
  • At least one product category should exist — Category is a required field, and picking one can pre-fill the HSN code and GST rate for you.

Steps​

  1. Select Add New Item.

  2. Choose Single Product — one price and one stock count. (Variant Product creates an item that comes in several sizes, colours, or styles, each tracked as its own item.)

  3. In Basic Information, pick a Category. When the category carries an HSN code and GST rate, both are filled in for you — you can still change them afterward. A progress line at the top counts off the 7 required fields as you go.

  4. Enter the Item Name, Brand / Manufacturer, and HSN Code, and optionally a Model Number. The Barcode is generated automatically after you save — you can change it then.

  5. In Images, optionally select Upload photos — up to 3 photos of 10 MB each (JPG, PNG, or WebP; square 1000×1000 looks best). The first photo is the main one.

  6. In Pricing & Tax, enter the Purchase Price, Sale Price, and Default MRP; Online Store Price is optional. Discount off MRP is display-only — derived from MRP and sale price per the Discount Type. Adjust the GST Rate (%) if the category default isn't right, and set Tax Inclusive to Included when the sale price already includes GST.

  7. In Stock & Location, set the Minimum Stock — the low-stock alert threshold (0 turns the alert off) — and pick the Base Unit the stock is counted in. Opening Stock and Reserved Count are read-only: the sum of the store rows, and units held by open orders.

  8. Under Store Location-wise Stock, select + Add Store Location for each store that holds this item and enter its stock quantity.

  9. In Advanced, optionally set a Pack Size, Warranty (months) (dates the warranty when a unit is sold), and Display Count (in-store display units for audit tracking). Tick Track batches & expiry for batch-dated goods, or Track serial / IMEI per unit for items traced piece by piece. Leave Status on Active — inactive items are hidden from sale order, sale invoice, and purchase invoice search.

  10. Select Create Item.

Verify​

The new item appears at the top of the Item Management list (the list orders newest first). Its stock column shows the total of the store-location quantities you entered.

Required fields​

The form counts these off at the top ("0 of 7 required fields") and blocks saving until all are filled:

  • Category
  • HSN code
  • Brand / manufacturer
  • Item name
  • Purchase price, sale price, and default MRP — each must be a number greater than zero

Row actions​

Every row ends with an eye icon and a menu of further actions.

The eye icon opens the read-only view; the menu holds Edit, Stock Adjust, Deactivate or Activate, and Delete — plus Serial / IMEI or Batches on items tracked that way.

View an item​

Select the eye icon to open the read-only view: all details including a rendered barcode, the product image, per-store stock with an available column, and a Transaction History of the item's sale orders, sale invoices, and purchase invoices. Filter the history by document type or status, and jump straight to editing with Edit Item.

The item view includes the item's full transaction history.

Edit an item​

Select Edit from the row menu. The same form opens pre-filled, with the item's transaction history at the bottom for reference. An item with no barcode gains a Generate button beside the barcode field, which mints a unique in-store barcode. Select Update Item to save — the button stays disabled until something has changed.

Edit shows the same sections as Add — the yellow ring marks the field being changed — plus the item's transaction history further down.

Deactivate or activate​

Select Deactivate from the row menu to hide an item from document search without losing its history; the same menu entry reads Activate on an inactive item. Deactivated items stay in the list under the inactive filter — see the filters overview.

Delete an item​

warning

Deleting an item is permanent and can't be undone. An item that appears in any sale order, sale invoice, or purchase invoice can't be deleted at all — deactivate it instead.

Select Delete from the row menu, then confirm in the dialog. If the item is used in documents, the deletion is refused and the dialog shows the server's reason (for example which kind of document still references it). Deactivating keeps the item's transaction history intact while removing it from day-to-day use.

Deletion asks for confirmation — the red ring marks the destructive Delete button — and reports the reason when an item cannot be deleted.

Unsaved changes​

Closing the Add or Edit form while it holds edits — with the X, Esc, or Cancel — asks "Discard unsaved changes?" first. Choose Keep editing to stay in the form or Discard to close and lose the edits.

Troubleshooting​

Delete is refused with a message about orders or invoices

The item appears in at least one sale order, sale invoice, or purchase invoice, and items referenced by documents can never be deleted — the confirmation dialog shows the server's reason. Open the item's view and check its Transaction History to see which documents use it, then use Deactivate instead: the item disappears from document search but its history stays intact.

The save button is disabled

Create Item and Update Item stay disabled until the form differs from how it opened — with no changes there is nothing to save. If you have changed something and saving still fails, look for red field messages: item name, category, HSN code, brand, MRP, sale price, and purchase price are all required, and the form scrolls the first problem into view.