Purpose: Item (also known as Product, Part, Article and SKU - Stock Keeping Unit) refers to the name of the service or a thing which is produced or served. The term "Item Master" constitutes an item database where we can define the features and properties of each and every item which is sold to the end customer.

Product type supported by TruePOS and difference between them:

In Accordance to retail market, Truepos supports 4 types of Product type 

1) Standard items - Standard Item is a simple item (product) where we don't have any classifications. Standard Item will be used in supermarkets or departmental stores Example-Common item like a pen, a pack of biscuit

2) Serialized items - Serialized items are those that have their unique code, one serialized item will not be same from the other.Example-Electronic gadgets where in each item is unique and differentiated by unique serial no.

To set the serial number for the Item refer the given document- "Configure the Serialized Item"

Different ways in which items can be created:

a) Via Item migration - This process can be followed if you need to import bulk items in the software. We have all the facilities to update each and every details for bulk item import. Refer the link to import items in bulk "Item master Migration".

b) Via Item Master Menu - This process can be followed if you need to update each item manually one after the other. This will be convenient only if you want to add 2, 3 items and for editing the existing properties of items. Refer the below steps for Creating new items via Item master menu.

Step 1 : Go To Master -> Item -> Item.

Step 2 : Click on the "New item" Button for creating a new item

Fields to be filled in Item master

In Truepos, for Item master screen some fields enabled by default. Among the default fields, some are mandatory to be filled up and some of them are optional. Apart from the default fields provided in the Item master, you can enable more fields in case if you need to provide more input for items for your business needs, then you can enable additional fields via master configuration menu,

Refer the link Master Configuration  to enable more optional fields in Item Master.

On the General Tab,

* UPC/EAN code:

-> In the world of retail sales there are primarily two barcode formats used, UPC and EAN. The UPC format (as shown below) is 12 digits while the EAN is 13. Ean is 13 digit, upc is 12 digit. UPC or EAN are part of a barcode. They are unique identifiers for products. These codes are printed on most consumer goods, like electronics, clothing, accessories and other physical merchandise. UPC/EAN codes help in distinguishing one product form others. These numbers are unique identification marks. For more info, refer  "UPC/ EAN Code"

-> Eliminate the need to enter product manually in sales 

-> Eliminates human error while data processing

* Item name (Mandatory) - Item name is a unique name provided to each and every item you sell. It is mandatory to provide name to differentiate each and every item.

* Description -  Enter detailed information or specifications about the item to help identify and describe the product clearly for internal and external reference.

* Short Name - Mention the short name for the product.

* Alias code - Alias Code is an alternate code assigned to an item for easier identification or internal reference.

If the "Enable alias code search for item" configuration is enabled in Business Configuration, users can search and find items using the alias code in transaction or search item.

It is a unique identifier for a product to record the stock quantity for the item (among other attributes). The retailer has the freedom to create their own SKU codes and incorporate them in the inventory system without having to adhere to a larger tracking scheme or global standard.

* Brand - A brand is a product, service, or concept that is publicly distinguished from other products, services, or concepts so that it can be easily communicated and usually marketed. A brand name is the name of the distinctive product, service, or concept. Adding brand name to the items, will help you organize the item and get the output of top selling brands. Refer the link Brand  to create and maintain Brand in Truepos 

* Supplier - Specify the supplier of the item. When making inward for the item against the mapped supplier, the cost price will automatically be considered as the price given in Price list. If the item is supplied by multiple supplier, it can specified in supplier vs item module. Refer the link Supplier Vs Item  to map items to multiple supplier. If you click on the "Add new supplier" below the supplier field, it will redirect to add new suppliers.

* Internal Transfer price - The transfer price provided here will be take while transferring the item to other inter branches.

* Item open Type - Choose if the item is normal, open item, or Non open item. An Open Item is an empty product listing that allows you to enter a custom name and price for special orders. Refer the link "Open Item"

* EDMS Code: Enter the SKU code  or system reference code.

* Product type - ( Product type once specified cannot be changed)

-> Standard: A General Item. Products other than serialized will come under standard product ex: a pen, bottle etc.

-> Serialized: A unique item which has its own unique no. Ex: Electronic devices, mobile phones which has IMEI no.

   Serialized item is defined as 2 categories which should be selected under No of serial fields 

  -> 1. System generated Serial Number Only : The system will automatically generate the serial number

  -> 2[System generated and User defined] : The user should type the Serial Number manually and 1 system generated serial number. 

 -> 3[System generated and User defined] : 2 user defined & 1 system generated serial number.

-> 4 [System generated and User defined] : 3 user defined & 1 system generated serial number.

* Loading Mode: Determines how the extra amount (loading) is added to the cost for pricing.

There are 2 types:

• Floating Margin:Add a percentage-based margin over the cost price.
  Example: If cost is ₹100 and margin is 20%, then price = ₹120.

• Markup on DTP- Distributor markup is when distributors raise the selling price of their products in order to cover their own costs and make a profit. Add a fixed percentage over the Distributor Transfer Price (DTP).
  Example: If DTP is ₹80 and markup is 25%, then price = ₹100.

On the Taxes Tab,

The Taxes tab is visible only if the domain is configured with VAT or Both (GST and VAT) as the tax type. If the domain is set to GST only, this tab will not be displayed.

In VAT-type domains, tax percentages may vary by area. To apply appropriate tax rates, you must first create tax entries in the Tax Master screen. For more details, refer to: "Tax Master"

Note:
The fields mentioned below will appear in the Item Master only if the domain configured with VAT or Both GST and VAT tax type in Add-on Services screen.

For more information, refer the "Tax Configuration" this document.

• Tax Commodity: Selects the applicable commodity classification for tax purposes.

• Tax inclusive - Set the tax inclusive as "No" if tax is calculated additionally against the rate. For example: If the price of product is Rs 200 exclusive and GST rate is 5%, then customer needs to pay Rs 210 as the price is exclusive of taxes

  Set the tax inclusive as "Yes" then the rate includes tax amount. For example: if the price of Product is Rs 200 inclusive and GST rate is 5%, then the customer needs to pay Rs 200 as the price is inclusive of taxes. 

• Sales Tax: Selects the default sales tax percentage applicable to the item. In Dropdown, whatever you created in Tax master against the Tax type will be displayed. For Eg: 5%-ST , 12%ST , etc..To create Sales tax percentage for VAT Item, refer- "Tax Master"
  

• 
  Purchase Tax: Selects the applicable purchase tax rate.
  

• Service Tax%: Sets the percentage of service tax applicable.In Business config, Enable Service Related Tax checkbox should be enabled.
  

• Dual VAT%: Allows setting a secondary VAT percentage if applicable.

• Dual Serv%: Sets an additional service tax percentage.

• Higher Edu Cess%: Selects the higher education cess percentage applicable. In Business config, Enable Service Related Tax checkbox should be enabled.

• Edu Cess%: Selects the education cess percentage applicable. In Business config, Enable Service Related Tax checkbox should be enabled.

• CST with CForm%: Sets CST rate applicable when C Form is provided.

• CST without CForm%: Sets CST rate applicable when C Form is not provided.

• Additional Tax%: Specifies any additional tax percentage. Enable Additional VAT configuration should be enabled in business configuration screen.
  

• Excise Duty%: Sets the excise duty percentage for the item.

On the Sales Tab,

* Batch/ Expiry details - Specify if you need to provide the expiry date for the items in inward screen.

If it is set as Mandatory - It will not allow to proceed inward transaction without providing expiry date. To display batch numbers in transaction screens, enable the "Show Expiry Date" configuration in Tools --> Business Configuration.

If it is set as Optional - It will show a warning that expiry date not provided and you can determine whether to proceed further or not.   

If it is set as Not required - It will allow to proceed without providing expiry date .

Note: The visibility of the Batch Number in transaction screens depends on the "Show Batch No" setting in Business Configuration. If this configuration is enabled, the Batch Number field will be displayed in relevant transaction screens.

* Batch Confirmation - Specify if you need to provide the batch no for the items in inward screen.

If it is set as Mandatory - It will not allow to proceed inward transaction without providing Batch no. To display batch numbers in transaction screens, enable the "Show Batch Number" configuration in Tools --> Business Configuration.

If it is set as Optional - It will show a warning that batch no not provided and you can determine whether to proceed further or not.   

If it is set as Not required - It will allow to proceed without providing Batch no

* Allow Negative stock - If it is enabled, that item can be processed for sales bill even if there is no stock for that item, which, logically, is not the correct way to do sales. Hence Allow negative should be set as No for most of the cases.

Allow negative need to be set as Yes for service component items.

* Allow Buy Back: Enables or disables item eligibility for buyback. If Allow buy back was Yes, then refer- "Buy Back"

Note: The visibility of the Expiry Date in transaction screens depends on the "Show Expiry Date" setting in Business Configuration. If this configuration is enabled,the Expiry Date field will be displayed in relevant transaction screens.

* Mfg Date format -  If the manufacturing confirmation is set as optional/mandatory, then set the format in which the mfg date need to be displayed for the item. This format is applicable only for read-only. You cannot write the date as per the selected format. In Transaction screen only, you able to enter the date which selected date format. Like dd-mm-yyyy, mm-yyyy, etc..

Note: The visibility of the Mfg Date in transaction screens depends on the "Show Mfg Date" setting in Business Configuration. If this configuration is enabled,the Manufacturing Date field will be displayed in relevant transaction screens.

* Mfg Details: Indicates if manufacturing details are required for the item. Specify if you need to provide the manufacturing date for the items in inward screen.

If it is set as Mandatory - It will not allow to proceed inward transaction without providing Mfg Date. To display manufacturing date in transaction screens, enable the "Show Mfg Date" configuration in Tools --> Business Configuration.

If it is set as Optional - It will show a warning that Mfg Date not provided and you can determine whether to proceed further or not.   

If it is set as Not required - It will allow to proceed without providing Mfg Date.

* Extra care warranty years: Select the Number of warranty years for extra care items.It extends the warranty period beyond the manufacturer warranty.  For more information, refer Extra care

* No of decimals for fractional Qty - In case of Selling Fruits and vegetables in Kilo, grams etc., the no of decimals which can be provided in the item qty can be specified here. Ex: 25.50kg apple for sale. Maximum of upto 3 decimals can be set

* Sell By- Determines how the item is sold in transactions – either By Units or By Weights. 

• By Units: Choose this option if the item is sold as individual pieces or counts.
  Example: Biscuits, chocolates, bottles – 1 Unit, 2 Units, etc.

• By Weights: Choose this option if the item is sold based on weight by using a weighing machine.
  Example: Fruits, vegetables, grains – 500 grams, 1 kg, etc.

This setting directly affects how the item appears and is billed on sales screens and other transaction screens.

* Is weighable - Indicates whether the item will be sold using a weighing scale.

• Set to Yes if the item is sold by weight.

• Set to No if sold by units.

Note: This field works only if the Enable Weighing Scale setting is enabled in Business Configuration.

* Weight: Enter the item’s actual weight in standard unit other than grams.

* Weight (in Grams): Defines item weight in grams.If you wish to specify manual weight of the item.Ex: Selling Fruits and vegetables in 250 gm. You can provide the weight of the item as 250 and sell 1 qty of 250gm fruit.  

* Daily Audit: Enables daily tracking or auditing of the item. If set to "Yes", the item will be tracked in the daily stock audit process. Currently not used in TruePOS.
* Allow Loyalty: Enables or disables loyalty point earning on item purchase. You can specify if the item is applicable for loyalty or not. If it is set as Yes, then in sale bill, this item selling price will not be included for loyalty amount. So you can set it as either Yes or No.

* Gatekeeper Margin: Gate Keeper Margin is a retail term used to set a Fixed Margin level below which the margin should not drop i.e. the minimum expected 'net profit after tax' a retailer expects to make from the sale of goods or service. Sets gatekeeper-specific margin for the item.

* Loyalty Point: Sets the number of loyalty points given per unit.Selling this item contributes certain loyalty point which can be specified here. But Currently, this field will not be used.

* Item Discount%: Defines the default discount percentage applicable to the item.For Ex : By default, you wish to provide 10% discount to low selling products to increase sales. Note - The configuration “Auto load discount from Master” should be enabled from Business configuration.i.e It will provide Item level discount to be applied in sales.

* Ecommerce Return Policy: Specifies the return and cancellation policy for e-commerce sales. Options: Returnable, Cancellable, Returnable and Cancellable, or None.This can be mapped and it is available in E-commerce API.

* Return Period: Number of days allowed for item return after purchased from Ecommerce Platform.

On the Packing Tab,

Note: This feature will be visible in transaction screen only if the "Enable Packing" configuration should be enabled in Business Configuration.

This field indicates the SKU classification such as Put Away, Flow Through, or DSD. It is used in the Indent screen – Advanced Filter to help users filter and manage SKUs based on their handling process.

1. Put Away

• Items that are received into the warehouse and stored in inventory before being issued or sold.

• These SKUs go through normal storage and picking processes.

• Example: Regular stock items stored on racks or shelves.

2. Flow Through

• Items that are received and directly moved out without being stored in the warehouse.

• Minimal or no put-away process.

• Commonly used for fast-moving or pre-planned transfer items.

3. DSD (Direct Store Delivery)

• Items that are delivered directly from the supplier to the store, bypassing the warehouse.

• The warehouse does not physically handle these items.

• Used mainly for perishable or vendor-managed products.

On the Others Tab,

* Warranty (in Months)- Duration of the product warranty in months.

* Prod Rel-Product release code or reference (could be an internal code or external identifier).

* Year of Publication- Year when the item was published or released (useful for books, etc.).

* Barcode Config- The main purpose of this barcode generation method is to get a unique barcode for every item. Click the dropdown to select the Barcode configuration and in the Business Configuration 'Enable Barcode' is set to value 'Unicode'. For more info, refer https://help.true-pos.com/Itemwise-And-Piecewise-Barcode-Configuration.html.

* Service Duration- Duration (in months or days) the service is valid (for service-based products).This is for reference purpose.

* Show in Webstore- This field is used for the Ecommerce API. When Stock in Webstore is set to Yes, the item will be included in the Stock API (OnlineProducts) response.
If it is set to No, the Ecommerce API will not list the item, and it will show as no records available.

* Backend Margin %- Percentage of margin reserved at the backend, typically for internal accounting.It is the margin that you get from the party from whom you purchase the product. i.e the buy-side Margin.These margins are the ones you get through discounts/allowances, trade funding, listing fees, MDF etc from buyer side. 

* License- Name or type of the license the product is distributed under (e.g., GPL, MIT).

* Platform- The platform on which the item runs or is used (e.g., Windows, Mac, Android).

* Comp. Part No- The compatible or original manufacturer part number.

* Item Category- Dropdown to select the appropriate item category for classification. Need to create Item Type in Order Setting---> Item Type master.

On the GST Tab,

FAQ

1) Edit an item: To edit an item, Go to Masters -> Item. There will be a small edit icon in right corner of every item, by clicking on to it, any item can be edited and updated.

2) To delete an item : In Truepos, an item cannot be deleted. It can only be changed status from active to inactive. Edit the item for which you want to change status and change the status field as "Inactive". If an item is inactive, it won't be visible in any of the screen. Make the stock as 0 for the item, before inactive the item

3) To search for an item : In item master, in right corner, below the add new item, there will be a search icon, it will allow you to filter and look for an item on the basis of item id, name, selling price, supplier, status

4) To add items in bulk : It can be done through Item master migration. Refer the link Item master migration to import bulk items. 

5) To update items in Bulk : It can be done through Item update migration. Refer the link Item update migration to update bulk items.

6) To change cost price of an item : Cost price of an item can be updated only through Inward screens. You can define the cost price in Opening stock entry or purchase screens.

7) To change selling price and MRP : Refer the link Change selling  to change the selling price and MRP for few items. For Bulk update of selling price and MRP, refer the link change selling location wise. For locationwise changing the selling price, refer the link change selling location wise 

8) To view item details : Most of the item details can be viewed in Item master report( Reports -> Master -> Item master), apart from that, there are few other reports where common item details will be displayed such as : price list report, current stock branchwise report etc. 

9) To specify which item should be included for sales, sale return purchase, purchase return, min quantity, max quantity branchwise, it can be done in item property settings menu( Master -> Item -> Item Property settings). Refer the help link Item property settings  to change the item properties.

10) To change the product type: Product type of an item can only be defined intially, it cannot be changed or edited later. You have inactive the item and create a new item with different product type.

11) To configure an item to be sold at one branch and should not be sold at another branch: This can be done in item property settings where configuration can be done to choose items sold or purchased branch wise.

12)An item does not appear in sales bill or purchase :

* Item is inactive

* Item is not applicable for sales and purchase in Item property settings

To Clone the Item

Check the security configuration to see if the 'Copy' option is enabled for the Item Master under that user role.

• Go to Master--> Item--> Item

• Click Copy icon against the Item name.
• 
  
• When the product contains same category & same configuration then click the copy icon in Item master screen, then the details should be auto fetch & reflect in new screen, then update the Item name & if any other details need to edit then you can update  & save the item.
• 
  

• Click Save.
  

Checkout this link to enable the more fields under item master menu as per the business need : https://help.true-pos.com/Master-Configuration.html

FAQ :

1) How to view Active and Inactive items in the Item Master screen?

Answer:
In the Item Master screen, you can filter and view items based on their status by selecting Active, Inactive, or Both.

If the configuration "Show Inactive Items in LOV" is enabled, you will also be able to see the item status directly in the List of Values (LOV), making it easier to identify active or inactive items.

2) How to update the GST% and other few related details related to the Item master in Bulk for Existing items?

Answer - You can update the same through Item Update Migration by going to Tools --> More --> Master Migration and for further steps refer the attaching the help document link : https://help.true-pos.com/Item-Update-Migration.html.

3) When i am getting the error "Record exists : field : name" then how can we find the existing item name?

Answer - You can search with the item name in the Item master itself as per the below screen shot.

4)When hit Stock API (OnlineProducts),  No Records available found?

Answer- In Item Master screen, Show in Webstore field should be Yes.

 

5) Why is the error “Rate should not be less than MSP" shown when entering Sell Price in the Sales Bill screen?
Answer- This occurs because in Business Configuration, the setting "Validate rate against Minimum Selling Price (MSP)" is enabled.
As per this config, the Selling Price must be greater than or equal to the MSP defined in the Item Master screen.

6) Can an item be deleted in TruePOS? How do you mark an item as inactive?

In TruePOS, items cannot be deleted. Instead, you can change the status from Active to Inactive. Ensure that the stock level is zero before marking an item as inactive. Once inactive, the item will no longer be visible on any screens.

Steps to mark an item Inactive:

1. Edit the item.

2. Change the status field to Inactive.

7) In some transaction screens, why is the item not found when searching by item code?
 Check if the configuration "Enable Alias Code Search for Item" is enabled in Business Configuration. If it's disabled, the system will not allow searching items using Item code.