Item
Items are the foundation of your inventory management in ianaiERP. This guide will help you understand the various aspects of items and how to manage them effectively.
Overview
Items centralize key data (basic info, pricing/tax, accounting, shipping, tracking) in one place.
System-tracked quantities (On Hand/Available/On Purchase/On Sales/On Build) support visibility over inventory status.
Attributes, options, custom fields, files, notes, and history help maintain complete, searchable records.
Best practices (naming consistency, regular updates, categories/tags, minimum stock, periodic reconciliation) support accurate reporting and stock control.
Where to Access
Users (admin / common) can access item via Inventory column (Inventory: Item)
Click Add New to initiate adding items onto the ianaiERP system
Key Attributes
Basic Information
Name: Primary label shown across the app
Type: Item Behavior (see below)
Category: Hierarchical grouping for organization/reporting
SKU (Stock Keeping Unit)
Item Types
INVENTORY: Physical goods that you stock and sell.
NON_INVENTORY: Items you buy and sell but don’t track quantities for.
CATEGORY: Used to organize items hierarchically.
EXPENSE: Items representing costs that are not directly tied to goods.
ASSEMBLY: Items that are built from other items (components).
BUNDLE: A collection of items sold together.
SERVICE: Non-physical items that represent services you provide.
OTHER: For items that don’t fit into the above categories.
General tab
Description — Longer text shown on docs.
Barcode — Code for scanning/lookup.
Link — Reference URL (e.g., spec page).
Base UOM — Primary unit of measure (cannot be changed once set).
Custom UOMs — Additional usable units.
Shipping tab
Weight / Dimensions — Used for rating/labels.
Customs Harmonization Code — Duty/tax classification.
Country of Origin — Manufacturing origin.
Customs Value / Currency Code — Declared customs value & currency.
Customs Description — Text for customs paperwork.
Inventory tab
Serial Tracking — Track unit-by-unit.
Lot Tracking — Track by batch/expiry.
Default Vendor — Prefills vendor on POs/bills.
Default Expiry — Days until item expires.
Minimum Stock — Reorder threshold.
Default Class — Reporting/analysis tag.
Default Location — Prefill for work orders/inventory moves.
Default Bin Locations — Prefill bins when bin tracking is on.
Attributes tab
Item Attributes (add via Attributes tab; choose label/data type - Number / Boolean / Date / List; master record only)
Item Options
Custom options at transaction entry; useful for custom manufacturing/assembly
Custom Fields, File Attachments, Internal Notes
For more, please access Item Options page
Accounting
Asset Account
What it is: Balance-sheet account that holds the inventory value.
When used: Increases on Item Receipts/Build completions; decreases on Shipments/Inventory adjustments (per your valuation method).
Applies to: INVENTORY and ASSEMBLY items.
COGS Account
What it is: Expense account for the cost of items sold.
When used: Posted when inventory leaves stock for a sale (Shipment/fulfillment): Dr COGS, Cr Asset.
Applies to: INVENTORY and ASSEMBLY items.
Income Account
What it is: Revenue account for sales.
When used: Credited on Invoices/Sales Receipts for Salable items.
Applies to: Any Salable item type (products or services).
Expense Account
What it is: Expense account for purchases that are not inventoried.
When used: Debited on Bills/Item Receipts for NON_INVENTORY or SERVICE items you buy.
Applies to: NON_INVENTORY, SERVICE (and other non-stock) purchases.
Status & Tracking
Salable
What it does: Makes the item selectable on sales documents.
Use when: You sell this item/service (finished goods, spare parts, etc.).
Affects: Shows Sales Price, requires Income Account; enables Sales Tax Code if Taxable is on.
Purchasable
What it does: Makes the item selectable on purchasing/receiving documents.
Use when: You buy this item (raw materials, packaging, subcontracted services).
Affects: Shows Purchase Price, requires Expense Account for non-inventory/service items; enables Purchase Tax Code.
Component
What it does: Allows the item to be consumed in manufacturing (BOMs/Builds/Work Orders).
Use when: The item is a raw material or sub-assembly used to build other items.
Affects: Unlocks selection in BOM/Manufacturing screens (no extra fields on the item form).
Taxable
What it does: Applies tax to this item on sales and/or purchases per your tax setup.
Use when: The item is taxable under your rules (most goods; some services/exports may not be).
Affects: Shows Sales Tax Code, Purchase Tax Code, and “tax included in price” toggles; if off, no item-level tax is applied.
Key Functions
Define item type and basics: Create items with Name, Type, Category, SKU; fill Description/Barcode/Links; set Base/Custom UOMs.
Set status & pricing: Mark Salable/Purchasable/Component/Taxable; set Sales/Purchase Price and tax inclusion.
Map accounting: Assign Asset, COGS, Income, Expense accounts.
Enter shipping data: Weight/Dimensions; customs code, origin, value/currency, description.
Control inventory behavior: Enable Lot Tracking; (Serial Tracking noted as not implemented); set Default Vendor/Expiry/Minimum Stock/Class/Location/Bin.
Extend the record: Add Item Attributes; add Item Options; add Custom Fields; attach Files; add Internal Notes.
View change history: Use History to see changes and who made them.
Assembly Items: Add a Bill of Materials (components/quantities). Steps: set type to ASSEMBLY → create basic info → add components to BOM with quantities.
Bundle Items: Add Bundle Contents. Steps: set type to BUNDLE → create basic info → add items to bundle with quantities.
System-tracked quantities (inventory items): Quantity on Hand, Quantity Available, Quantity on Purchase, Quantity on Sales, Quantity on Build.
Related Features
For more detailed information on managing items, please refer to the specific sections in this documentation.
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