Item

Items are the foundation of your inventory management in ianaiERP. This guide centralizes how you can track, price, categorize, and account for your products, raw materials, and services.

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

Navigate to the left sidebar menu and select Inventory ▸ Item. To add a new record, click the Add New button in the top-right corner.

Key Attributes

Basic Information

• Name: The primary label displayed across all modules, documents, and transaction forms.

• Type: Dictates how the system handles the item's quantities and accounting logic.

• Category: A hierarchical organizational folder used for structured reporting and clean filtering.

• SKU (Stock Keeping Unit): Your unique alphanumeric code used for precise inventory tracking.

Item Types

• Inventory: Physical goods that you stock, count, and sell.

• Non_Inventory: Physical items you buy and sell but do not track stock counts for (e.g., standard office supplies).

• Category: A structural placeholder type used to organize items hierarchically.

• Expense: Items representing business operational costs not directly tied to physical goods.

• Assembly: Items that are built from other items (components).

• Bundle: A collection of multiple items grouped and sold together under a single package SKU.

• Service: Non-physical items representing billable labor or services you provide to clients.

• Other: A catch-all type for miscellaneous items that do not fit standard categories.

General Tab

• Description: Extended product text automatically pulled onto invoices, quotes, and purchase orders.

• Barcode: The unique UPC/EAN string used for warehouse scanner lookups.

• Link: Reference URL pointing to external specification sheets or vendor product pages.

• Base UOM: The fundamental unit of measure (e.g., Each, Box, Lbs).

⚠️ Important Note: The Base UOM cannot be altered once the item record is saved and used in transactions. Additional conversion sizes can be mapped under Custom UOMs.

Shipping Tab

• Physical Metrics: Total weight and physical dimensions used to calculate live freight rates and generate shipping labels.

• Customs Harmonization Code: The international HS code classification used to calculate duty rates.

• Country of Origin: The declared country where the item was manufactured.

• Customs Valuation: The declared customs value, associated currency code, and official description required for international customs paperwork.

• Customs Description — Text for customs paperwork.

Inventory Tab

• Track Location

• Track Bin Location

• Track Lot Numbers - Track by batch/expiry.

• Serial Tracking — Track unit-by-unit.

• 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

• Purchase Orders

• Sales Orders

• Shipping

• Assembly Builds

• Inventory Adjustments

• Inventory Transfers

For more detailed information on managing items, please refer to the specific sections in this documentation.