ITEM MASTER CREATE

The Item Master is a centralized record that contains detailed information about an item, including its identification, classification, dimensions, vendor details, costing, planning, and quality parameters. It helps manage inventory efficiently by standardizing item data and ensuring accurate procurement, production, and tracking.

Prerequisites

Fields marked with dropdowns rely on predefined values that must be created in their respective secondary masters.

Navigation Steps

1. Click on "Masters".
2. Click "Create" under "Item Master".

A form will open with certain fields to be filled.

Item Master Form

• Item Number: Enter the unique identifier or code assigned to the item.
• Description: Provide a brief description of the item.
• Active Status: Toggle this switch to enable or disable the item. It is set to enabled by default, meaning the item is considered active.
• Obsolete: Use this toggle if the item is no longer in use. It is disabled by default, indicating the item is currently invalid.
• Upload Photo: Click the Upload Photo icon to browse and select an image from your device. Once selected, the photo will be displayed in the preview area for reference.

Note - Item Number, Description are mandatory.

General Description

Stores basic item details such as type, commodity, material group, and purchase-related information.

• Type: Select the appropriate type from the dropdown menu.
  • To create a new option, go to: Part Type
• Commodity: Choose the relevant commodity from the dropdown list.
  • To create a new option, go to: Commodity
• Material Group: Select the material group associated with the item.
  • To create a new option, go to: Material Group
• Purchase Group: Choose the purchase group responsible for procurement.
  • To create a new option, go to: Purchase Group
• Department: Select the department linked to this item.
  • To create a new option, go to: Department
• UOM (Unit of Measure): Choose the unit of measurement applicable to the item.
  • To create a new option, go to: UOM
• HSN: Enter the appropriate HSN (Harmonized System of Nomenclature) code for tax classification.
• Valid From / Valid To: Click the calendar icons to set the start and end dates for the item's validity period.
• Customer Supplied Item: Enter the Customer Supplied Item reference, if applicable.
• PR Required: Toggle this option on if a Purchase Requisition is needed. It is enabled by default.
• PO Material Type: Select the material type associated with the Purchase Order from the dropdown.
• Open GRIN: Use the toggle to enable or disable this setting. It is enabled by default, allowing pending Goods Receipt Notes to be processed.
• Tolerance:Toggle this option on to allow tolerance in quantity or value during transactions. It is disabled by default and can be enabled based on business requirements.

Note - Type, UOM are mandatory.

Alternates

Captures alternative part numbers from different manufacturers or customers for substitution.

• Alternate Part No: Enter the alternate part number.  
• Source: Select the appropriate radio option:  
  • Manufacturer  
  • Customer  
• Manufacturer/Customer Name: Enter the manufacturer or customer name.  
• Default: Use the toggle option to enable or disable it. It is enabled by default.  

Add Button: Click the add button to display all the entered information in a tabular format below.

Note - Alternate Part No, Source, Manufacturer/Customer Name are mandatory.

• Multiple alternate parts can be added by the user.

Engineering

Maintains technical specifications, drawing numbers, revisions, and compliance requirements.

• Drawing No: Enter the unique drawing number associated with the item.
• Rev No: Enter the revision number to track design or version changes.
• COC (Certificate of Conformance): Toggle this option if a certificate of conformance is required. It is disabled by default.
• Shelf Life: Enable this toggle if the item has a defined shelf life. It is disabled by default.
• Doc Ret (Years): Specify the duration (in years) for which documents should be retained.
• Remarks to Vendor: Add any specific instructions or comments for the vendor.
• ROHS: Toggle this on if the item complies with RoHS (Restriction of Hazardous Substances) regulations. Disabled by default.
• REACH: Enable this if the item meets REACH (Registration, Evaluation, Authorisation and Restriction of Chemicals) compliance. Disabled by default.
• Upload Files: Use the file upload option to attach relevant documents or technical drawings.

Dimensions

Defines the item's physical properties, including weight, volume, and size.

• Net Weight: Enter the net weight of the item (excluding packaging or container).
• UOM (Net Weight): Select the unit of measure for the net weight (e.g., kg, g, lb).
  • To create a new option, go to: UOM
• Gross Weight: Enter the gross weight of the item (including packaging or container).
• UOM (Gross Weight): Select the unit of measure for the gross weight.
  • To create a new option, go to: UOM
• Volume: Enter the volume of the item.
• UOM (Volume): Choose the appropriate unit of measure for volume (e.g., m³, litres).
  • To create a new option, go to: UOM
• Size: Specify the item's size or dimensions (e.g., length × width × height).
• Footprint: Enter the item's footprint details—typically the area it occupies on a surface or layout.

Note - FootPrint is mandatory.

Routing

Lists the processes involved in manufacturing or handling the item, including machine and labour hours.

• Process Step: Enter the name or identifier of the specific step in the process.
• Process: Select the relevant process from the dropdown menu.
  • To create a new option, go to: Process
• Description: Provide a brief description of the process step, outlining its purpose or actions involved.
• Machine (Hrs): Enter the estimated machine time (in hours) required to complete this step.
• Labor (Hrs): Enter the estimated labor time (in hours) needed for this step.
• Active: Use the toggle to mark the process step as active or inactive. It is enabled by default, indicating the step is currently in use.

Add Button: Click the add button to display all the entered information in a tabular format below.

Approved Vendor List

Records authorized vendors supplying the item, along with their business share.

• Vendor Code: Select the vendor code from the dropdown menu.  
• Vendor Name: Select the vendor name from the dropdown menu.  
• Share of Business: Enter the share of business.  

Add Button: Click the add button to display all the entered information in a tabular format below.

Planning

Specifies inventory control parameters like minimum and maximum stock levels, reorder points, and lead times.

• Min: Enter the minimum quantity.  
• Lead Time (Days): Enter the lead time in days.  
• Max: Enter the maximum quantity.  
• Re-Order: Enter the re-order level.  
• 2 Bin: Enter the 2-bin quantity.  
• KANBAN: A visual inventory control system used to signal replenishment and support just-in-time (JIT) supply. Use the toggle to enable or disable it; disabled by default.  

Warehouse

Stores warehouse-related settings, such as storage location, FIFO/LIFO preferences, and handling instructions.

• Warehouse: Select the warehouse from the dropdown menu.  
  • To create a new option, go to: Warehouse

• ESD: Toggle to enable Electrostatic Discharge (ESD) handling for sensitive materials. Disabled by default.
• FIFO: Toggle to enable First-In, First-Out inventory rotation. Disabled by default.
• Cycle Count: Enable this option if the item should be included in cycle counting for periodic stock audits. Disabled by default.
• LIFO: Toggle to enable Last-In, First-Out inventory rotation. Disabled by default.
• Hazardous Material: Enable this if the item is classified as hazardous. Disabled by default.
• Expiry (Days): Enter the number of days before the item expires or becomes unusable.
• Inspection Interval (Days): Specify how often (in days) the item should be inspected.
• Special Instructions: Enter any additional handling, storage, or safety instructions relevant to the item.

Shipping

Contains any special shipping instructions required for the item.

• Instructions: Provide the required instructions.

Quality

Defines inspection, batch size, and goods receipt processing requirements for maintaining quality standards.

• GR Processing (Days): Enter the number of days required to complete Goods Receipt (GR) processing after the item is received.
• Batch Size: Specify the batch size, i.e., the standard quantity produced or processed in one batch.

Costing

Manages financial aspects, including standard cost, valuation methods, and depreciation settings.

• Cost Center: Select the appropriate cost center from the dropdown. These values are pulled from the
  • To create a new option, go to: Cost Center
• Std Cost (Standard Cost): Enter the standard cost associated with the item, typically used for budgeting and planning.
• Costing Method: Choose the costing method (e.g., Standard, Moving Average) from the dropdown.
  • To create a new option, go to: Costing Method
• Valuation: Toggle this to enable or disable valuation tracking for the item. Disabled by default.
• Depreciation: Enable this toggle if the item is subject to depreciation. Disabled by default.
• PFO (Planned Fixed Overhead): Toggle this on to include planned fixed overhead costs. Disabled by default.

Save Button: After entering all the required details, click the Save button to record the information, which will then appear on the View/Modifypage.

Notes

• A single Sub-Assembly (SA) can have multiple Purchased Parts (PP).
• A single Finished Good (FG) can have multiple Sub-Assemblies (SA), multiple Purchased Parts (PP), or both.  
• Finished Goods (FG) can contain only Purchased Parts (PP), only Sub-Assemblies (SA), or both SA and PP.