Items, item groups & stock

Define what you buy and sell — with units, HSN, GST rate, and prices — and keep stock figures honest.

Items are the things on your invoice lines. A well-defined item carries its own unit, HSN code, GST rate, and prices, so billing becomes pick-and-go instead of type-everything-again.

Add an item

1
Open the Item master
Go to Masters → Item and choose Add.
2
Name and group it
Give the item a clear name and put it in an item group (Masters → Item Group) so large catalogues stay navigable.
3
Set the unit
Pieces, kilograms, boxes — the unit shown on invoices and used for stock counting. Just type your own unit; once you use it, it is remembered for your organisation and offered in the dropdown next time.
4
Add HSN and GST rate (optional)
The HSN code and tax rate flow onto invoice lines and into the GST module's HSN summary. They are optional, but filling them here means never fixing them per invoice. Only the item name and unit are required to save.
5
Set prices
Sale price and purchase price act as defaults on the respective forms — you can still override per line.
6
Enter opening stock
Quantity on hand as of your start date. For many items at once, use Item → Stock input.

Add many items at once

The Add page lets you enter several items one after another and save them together: fill the fields, press Ctrl+Enter to drop the item into the preview list below, and the form clears for the next one. Move between fields with Enter, and press Ctrl+S to save the whole list. The ⓘ button on the page lists every shortcut.

Show only the fields you use (Setup)

If you can manage setup, the Setup button (top-right of the Add page) lets you choose which sections and fields everyone in your organisation sees — on both the Add and edit screens. Hide what you never use to keep entry fast; the item name and unit always stay.

F2 here too

Press F2 in the item bar of a transaction form to create or edit an item — including party-specific discounts — without leaving the voucher.

Added & Modified Items — change history and export

Masters → Item → Added / Modified Export tracks every item that was added or edited, and keeps a full change history with the old and new values side by side — including the previous name and previous alias after a rename. If another software or spreadsheet still uses an item's old name, export the register and you have the old-name → new-name mapping in one sheet.

The Items register tab lists tracked items with filters for status, item group, changed field, date range, and search. Pick exactly the columns you want (including Previous Name and Previous Alias), drag their order, and press Save layout — the setup is remembered for you and loads the same way next time.
The Change history tab shows every change — who made it, when, from where (manual edit or import), and what each value was before and after. Deleted items stay in the history with their final name and details.
Both tabs export to Excel with exactly the rows and columns you see after filtering, so reconciling with any other software stays predictable.
History starts recording from the day this feature reaches your organisation — earlier changes appear without old values.

Keeping the catalogue healthy

Item data analysis highlights gaps such as missing HSN codes or rates across the catalogue.
Bulk import and bulk update let you load or correct hundreds of items from a spreadsheet — see Importing your data.
The Item ledger report shows every movement of an item — in, out, and balance — see More reports.

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Add an item

Open the Item master

Go to Masters → Item and choose Add.

Name and group it

Give the item a clear name and put it in an item group (Masters → Item Group) so large catalogues stay navigable.

Set the unit

Pieces, kilograms, boxes — the unit shown on invoices and used for stock counting. Just type your own unit; once you use it, it is remembered for your organisation and offered in the dropdown next time.

Add HSN and GST rate (optional)

The HSN code and tax rate flow onto invoice lines and into the GST module's HSN summary. They are optional, but filling them here means never fixing them per invoice. Only the item name and unit are required to save.

Set prices

Sale price and purchase price act as defaults on the respective forms — you can still override per line.

Enter opening stock

Quantity on hand as of your start date. For many items at once, use Item → Stock input.

Add many items at once

Show only the fields you use (Setup)

F2 here too

Press F2 in the item bar of a transaction form to create or edit an item — including party-specific discounts — without leaving the voucher.

Added & Modified Items — change history and export

The Items register tab lists tracked items with filters for status, item group, changed field, date range, and search. Pick exactly the columns you want (including Previous Name and Previous Alias), drag their order, and press Save layout — the setup is remembered for you and loads the same way next time.

The Change history tab shows every change — who made it, when, from where (manual edit or import), and what each value was before and after. Deleted items stay in the history with their final name and details.

Both tabs export to Excel with exactly the rows and columns you see after filtering, so reconciling with any other software stays predictable.

History starts recording from the day this feature reaches your organisation — earlier changes appear without old values.

Keeping the catalogue healthy

Item data analysis highlights gaps such as missing HSN codes or rates across the catalogue.

Bulk import and bulk update let you load or correct hundreds of items from a spreadsheet — see Importing your data.

The Item ledger report shows every movement of an item — in, out, and balance — see More reports.

Was this page helpful?