The Item Master in Gofrugal HQ is a centralized repository where all product and item details are maintained and managed. It serves as the backbone of inventory and sales operations, providing a structured way to organize product information across retail, distribution, and restaurant businesses. This feature ensures uniformity, accuracy, and consistency in item data across multiple outlets and touchpoints. Here’s an overview of its key features and benefits.

Key features of the Item Master in Gofrugal HQ  

• Centralized product management

• The Item Master allows businesses to create, edit, and manage all product-related details, such as SKU, product name, category, brand, price, and unit of measurement from a single dashboard.

• Once updated, the changes can be synchronized across all connected stores or locations.

• Multi-location synchronization

• For businesses with multiple outlets, the Item Master ensures uniformity in product details across all locations.

• Updates made in the HQ reflect in all stores, reducing discrepancies and ensuring data remains consistent.

• Price management

• The system allows businesses to define product prices centrally.

• Businesses can set specific pricing policies, discounts, or offers for each location, ensuring better control over pricing strategies.

• Category and grouping

• Products can be organized into categories, subcategories, and groups, making it easier to analyze sales, inventory trends, and performance.

• This structure simplifies reporting and decision-making.

• Barcode and SKU integration

• Gofrugal’s Item Master supports barcode generation and SKU assignment, making inventory management and billing processes efficient.

• Barcodes can be printed and scanned across outlets for seamless operations.

• Custom attributes

• Users can add custom fields or attributes to tailor the product data to their specific business needs.

• Examples include tracking batch numbers, expiration dates, or other product-specific information.

• Inventory control

• The Item Master allows for setting minimum and maximum stock levels for each product, ensuring efficient inventory control.

• Alerts for reorders can be configured to avoid stockouts or overstocking.

• Integration with other modules

• The Item Master integrates seamlessly with other Gofrugal HQ modules, including purchase, sales, and inventory reports.

• This interconnectedness ensures all business processes work in harmony.

Benefits of using the Item Master in Gofrugal HQ  

• Improved data accuracy

• Centralized management reduces the risk of errors or inconsistencies in product details.

• Time-saving automation

• Updates are applied across all locations instantly, saving time and reducing manual effort.

• Enhanced decision-making

• With organized and accurate product data, businesses can analyze sales trends and inventory performance to make informed decisions.

• Seamless scalability

• As businesses grow and add more products or locations, the Item Master adapts to accommodate the increasing complexity.

• Regulatory compliance

• Maintain proper product descriptions, tax configurations, and compliance with local regulations.

Use case example  

For a retail chain managing 10 stores, the Item Master in Gofrugal HQ ensures all stores have uniform product details. For example, if a new product is introduced, the HQ can create and upload the product data centrally, define its price, and assign it to specific stores. The stores then receive this data automatically, ensuring billing and inventory systems are updated without any manual intervention.

How to create an Item Master in HQ

1. Navigate to MDM > Item Master Management > Item Master.

2. Click Add Item to add a new item.

3. Enter the name of the item you want in the Item Name field along with its short name in the Short Name field.

4. Choose the manufacturer name from the provided list. If you don't see the name you're looking for, simply click the "+" sign to access the manufacturer master.

Click here for the steps to create a new manufacturer name.

You can now choose the newly created manufacturer's name and continue on with the original process.

5. Choose the main supplier name from the provided list in the Manufacturer Name field. If you don't see the name you're looking for, simply click the "+" sign to access the supplier master.

Click here for the steps to create a new supplier name.

You can now choose the newly created supplier's name and continue on with the original process.

6. In the Item Product Type field, select the appropriate item product type from the following options.

• Standard: A standard item refers to a regular, usual product. For example, rice in a supermarket, cough syrup in the pharmaceutical sector, or a chocolate cake in a restaurant.

• Serialized: A serialized item has a unique serial number for tracking, sales, purchase, and service purposes. Each unit sold has its own distinct serial number. For instance, if a company purchases ten thousand laptops, each laptop will have a unique serial number.

• Assembly: An assembly item is prepared at the time of billing. For example, a vegetarian pizza with ingredients such as capsicum, tomatoes, and cheese.

• Matrix: A matrix item is used when different categorizations must be maintained for a single product. For example, a matrix item like a shirt can be categorized by brand, size, style, and color.

• Kit: A kit item includes all the necessary ingredients, and the finished item is available for sale. For example, a chocolate chip walnut cake made from walnuts, fresh cream, cocoa powder, and flour.

• Gift voucher: A gift voucher is issued by a business after payment by the customer or given free as part of a promotional offer. Note, in RetailEasy, a gift voucher is created as an item master, while in ServEasy, it is created as a card master.

• Scrap: A scrap item refers to a damaged, broken, or wasted item that is used to track inventory.

• Non-inventory (Non-Inv): A non-inventory item is used for personal consumption and is not reflected in inventory reports. Examples include phenyl or paper rims.

• Non-physical: This category includes non-physical items, like services.

• Service component: A service component item involves services related to the item. For example, when curtain fabric is purchased, it is measured and stitched. The finished stitched curtain is sold and delivered, while the stitching itself is considered a service component. This item does not have any inventory.

• Customer loyalty card: A customer loyalty card is designed to reward customers for their loyalty and consistent purchasing behavior. A loyalty card is created as an item master.

• Pizza: A pizza item can be customized with special instructions, styles, modifiers, and options.
  

Note: We are using the Standard item as an example here.

7. Choose your preferred category from the available options. Please remember that categories marked with (*) are required fields. If you don't see the category name you're looking for, simply click the "+" sign to access the Item Attribute List Master.

Click here for the steps to create a new category.

Here, we have selected the newly created category master.

Click here for the steps needed when choosing a matrix or serialized item.

8. Choose your preferred HSN Code from the available options. If you don't see the HSN Code you're looking for, simply click on the "+" button to access the HSN Code master.

• When you choose the HSN code, the GST Code gets auto-populated.

Click here for the steps to create a new HSN code.

Fill out the important fields like Decimal Point, UPC/EAN Code, Is weighable, Item Per Unit, Batch/Expiry Date Details, Batch/Expiry Optional, Maintain Selling MRP By, Item Preparation Status, etc.

9. Under the Item Preparations Status field, select the item preparation status from the following:

• T - Trade As Is - The "Trade As" preparation status in the Gofrugal Item Master indicates that items are sold in the same manner as they were acquired.

• B - Bulk - The "Bulk" preparation status in the Gofrugal Item Master indicates that items are acquired in large quantities for the purpose of repacking.

• R - Repackage - The "Repackage" preparation status in the Gofrugal Item Master indicates that items will be repackaged from the bulk items.

• S - Standard Preparation

• C - Customer Prepared

• P - Parent - The "Parent" preparation status in the Gofrugal Item Master indicates the creation of parent items from which child items will deduct stock.

• H - Child - The "Child" preparation status in the Gofrugal Item Master is utilized to create child items.

• A - Assembly - The "Assembly" status in the Gofrugal Item Master is used to create assembly items.

• K - Kit - The "Kit" preparation status in the Gofrugal Item Master indicates the creation of kit items.

• I - Ingredients - The "Ingredients" preparation status in the Gofrugal Item Master is utilized to create ingredient items.

• M - Packing Material - The "Packing Material" preparation status in the Gofrugal Item Master is utilized to create Packing Material items.

• O - Combo Pack - The "Combo Pack" preparation status in the Gofrugal Item Master is utilized to create combo pack items.

10. Click on the Outlet Specific tab and fill out all the information like Selling Price, MRP, Purchase Price, etc. outlet wise. If the same rates are needed, just copy and paste the values.

11. You can change Item Activity Status, Allow Rate Edit, Sales Allowed, Transfer Out, Stock Transfer Discount Type Applicable, etc. Additionally, you can enter Shelf Life and Item Discount%.

12. When everything is added, click Add to complete the process.

How to search/find an item from the Item Master screen 

1. Locate the Item Name column and then click on the dropdown arrow.

2. Select the filter condition as contains from the dropdown.

3. Type the item name or the part of the name in the Value box.

The item/items will be filtered in front of you.

How to edit an existing item 

1. Click on the edit icon under the Edit column.

2. Make the changes you need and then click Update.

How to create reorder settings item-wise 

1. Click the edit icon under the Re-Order column.

2. All outlet names will be listed. Select Auto or Manual from the dropdown in the ReOrder Type column.

3. Select one of the following options from the ReOrder Formula column: Min and Max Qty Level, Min and Max Days, Daily Sales Qty, or None based on your need.

4. Fill in the Min Stock and Max Stock columns for the selected outlet names. Similarly, you can fill up the Min Days, Max Days, Avg N Days/Week, Day(-) N th Day, Perc of Next Day, Min Value, Max Value, Reorder Qty columns.

5. Click Save to save the changes.

Note: The below screen is for Rpos7 HQ.

Note: The following screen is for Rpos6 HQ. In the ReOrder Formula column, the available options are:
- Sales Quantity from Last Purchase/STI
- Last Purchase Order/Individual Quantity
- Last Purchase/STI Quantity
- Sales Quantity from Last Purchase/STI
- N Days Sales
- Minimum and Maximum Quantity Level
- Reorder Quantity
- Minimum and Maximum Days
- Daily Sales Quantity
- None
- N Month Average Sales
- N Week Average Sales

How to search for items in the entire item master list 

1. Click on the filter icon  in the top-left corner of the screen.

2. Under the Main Filters option, first you will get the "Bulk Items" option. If you want to see only the bulk or parent items, you can select that from the list.

3. Under the Category option, select the desired category from the list.

4. Under the Category Value option, select the desired value of the category. For example, select the Category as Brand and then select the Category Value option as CLASSMATE.

5. Under the Advanced option, choose the desired option from the Select column option. Example: "Item Name"

6. Now, choose the desired option from the Select condition option. Example: "Contains"

7. Enter the value (Example: "Demo") and click Apply.

See the screenshot below for a list of items that match your keyword.

Other buttons available on the Item Master screen and how to use them

• Send Outlet: By clicking on this button, all the item masters will be sent to all the outlets.

• Send Selected Outlet: By clicking on this button, you can send the selected items to the selected outlets.

To use the Send Selected Outlet option, follow these steps.

1. Select the desired items by clicking the check boxes and then click on Send Selected Outlet.

2. Select the outlet names from the list and then click on Send to Outlet.

Note: If you click on the Send Selected Outlet button just like that, the below popup will come.

• Send All Items To Selected Outlet: Clicking this button allows us to send all the items to chosen outlets.

1. Click on the Send All Items To Selected Outlet button.

2. Select the desired outlet name and click Save.

3. Click Send to Outlet to send the masters to the outlets.

• Item Wise Tax Mapping: Clicking this button allows you to map VAT tax item-wise.

1. Click on Item Wise Tax Mapping.

2. Select the main outlet and click Go.

3. Select the item name, then choose the proper value from the Commodity Desc dropdown. The Tax Desc will automatically populate in the column. Click Save.

Note: Click Apply to all to apply the same tax to all the items.

• Outlet Specific Data: Clicking this button allows you to update multiple types of item specification values, like item min stock, item max stock, reorder qty, etc. in bulk.

1. Click Outlet Specific Data.

2. Click Outlet Wise Migration and then click Selected Outlet Specific Values Migration.

3. Select the outlet from the Choose Outlet list.

4. Choose the department name from the Choose Department list.

5. If you want to filter the options, select values from the Choose Category and Choose Value dropdowns.

Note: You can click the All outlet Migration tab and follow the same steps as above. The main difference between these two tabs is that it has the Vat Area Based Price Settings option.

Note: You can click the VatArea Wise Migration tab, choose the VAT Area & Outlet as needed and click SUBMIT.

When you click SUBMIT for any of these options, the CSV file will be downloaded.

7. Fill out all the relevant information like Min Stock, Max Stock, etc. and save the information.

8. Click CSV IMPORT and then click Choose File.

9. Browse for the file and Open.

10. When the file is selected, click SUBMIT to complete the process.

Conclusion  

The Item Master in Gofrugal HQ is an indispensable tool for businesses aiming to maintain operational efficiency and consistency across multiple locations. By centralizing product data management, it not only simplifies processes but also helps businesses focus on growth and customer satisfaction.