Creating Items
Creating Items in XoroERP involves entering various item details, such as the item type, pricing, accounts, inventory details, variant info, and other essential item attributes. This information helps to manage and track the item inventory in the system.
Entering Item details
An item can be created from the "Item module". In the item module, there are various tabs segregated as per item attributes. Move along the different tabs and fill in the details as required.
Create Item - Primary tab
Item Type
Select the type of item from this dropdown option. You can choose one from the below options:
Inventory
Labor
Non-Inventory
Service
Shipping
Please note that inventory-type items will have their quantities tracked in the system and they will also need the following columns entered in this template: AssetAccountName, CogsAccountName, AdjAccountName & IncomeAccountName. Selecting any other item type will not have their quantities tracked in the system, and they will only need the following account columns entered: IncomeAccountName & ExpenseAccountName.
Item Number
Enter a unique SKU for an item (two of the same SKUs cannot go into the system). Typically this is the BasePartNumber combined with the Option Codes. Make sure the SKU is final, as it will be tricky to change once there are transactions created on it in the system. Note: Two rows cannot have the same Item Number. IMPORTANT: If you are planning to integrate your E-Commerce (Shopify, Woo-Commerce) platform with Xoro then these SKUs MUST match with theirs.
Description
Enter a description for the item.
Standard Unit Cost
Enter the cost at which this item is most commonly purchased from the vendor.
Standard Unit Price
Enter the price at which this item is most commonly sold to the consumer.
Create Item - Inventory tab
Sell Package Qty
Enter the quantity that is sold per package. If the package quantity is set, the item can only be sold in the package quantity or in the multiples of the package quantity.
Hazmat Code
This field allows you to select the item's hazmat code. You can add the hazmat details in the "Item Hazmat" module.
Item Brand
This field allows you to select the item's brand. You can add the brands in the "Item Brand" module.
UPC
Enter a UPC to associate with the item. Please note that if you have defined an expression in the "Item UPC Validation" app config, the UPC value must be entered in accordance with that expression. If the value entered does not comply with the app config, a UPC validation error will occur.
GTIN
Specify the GTIN (Global Trade Item Number) associated with the item.
Barcode
Enter a Barcode associated with the item.
Reorder Point
Enter the re-order point details for the item.
Re-Order Point Qty: Enter the minimum quantity to hold of this item is such that when it drops to this amount, the item should be replenished.
Re-Order Qty: Enter the amount to re-order when an item’s stock reaches the re-order point quantity.
Store: Select the store for which you want to set the re-order point details.
Add Re-Order: Click on this to add the details to the item.
Create Item - Manufacturing tab
Is Manufacturable?
Enable this toggle option if the item is manufacturable. It's important to know that a Bill of Materials (BOM) can be generated only for items flagged as manufacturable, and as such only these items are eligible to be included in manufacturing orders.
Is Used as Raw Material?
Enable this toggle option if the item is used as a raw material in the production of an item that can be manufactured.
Raw Material WIP Account
If the item is a raw material, choose the Work-in-Progress (WIP) account to link with the item.
Is Auto Producible?
Enable this toggle option if this item can be auto-produced. If this setting is on, this item will be auto manufactured/produced to make inventory available during waving process if inventory is not sufficient. This will eliminate the need to manually creating and producing manufacture orders.
Create Item - Weights & Dims tab
Size UOM
Select the unit of measure for the item’s size.
Length
This field allows you to enter item's length.
Width
This field allows you to enter item's width.
Height
This field allows you to enter item's height.
Weight UOM
Select the unit of measure for the item’s weight.
Weight
This field allows you to enter item's weight.
CBM
Enter the CBM value for the item
Create Item - Accounts tab
Asset Account
Select the item’s asset account. This account will be used in future transactions for this item (bills, invoices, etc.).
COGS Account
Select the item’s cost of goods sold account. This account will be used in future transactions for this item (e.g. invoice).
Expense Account
Select the item’s expense account and it’s available for non-inventory items. This account will be used in future transactions for this item.
Income Account
Select the item’s income account. This account will be used in future transactions for this item (e.g. invoice).
Adjustment Account
Select the item’s adjustment account.T his account is used as the default inventory adjustment account.
Income Return Account
Select the account used for item returns from the customer.
Updating Item Account In Past Transactions
XoroERp allows users to update item accounts (Income, Expense, and Income Return) in past transactions. This offers greater flexibility and accuracy in managing your financial records.
When making changes to item accounts and saving them, the system will prompt users to select whether they want to update past transactions. By enabling the "Do you want to update the past transactions?" toggle, users can ensure that past transactions reflect the updated item accounts.
Create Item - Tax Settings tab
Collect Taxed On
This setting allows you to specify whether taxes should be collected on purchases, sales, or both for the item.
Purchases: Enable this option to collect taxes on the item when it is purchased.
Sales: Enable this option to collect taxes on the item when it is sold.
Default Purchase Tax
Select the default tax rate that applies when purchasing this item. This tax rate will be automatically applied to purchase transactions involving this item, streamlining the tax calculation process.
Default Sales Tax
Select the default tax rate for sales of this item. This tax rate will automatically be applied to sales transactions involving this item, ensuring correct tax calculations for sales.
Force Sales Tax Code
If this setting is checked, the sales tax for this item will always be selected as the default sales tax unless changed manually.
Create Item - Other Attributes tab
Is Sellable?
Determine if the item can be sold to customers. This setting allows the item to be listed in sales orders and other sales transactions.
Is Purchasable?
Indicate whether the item can be purchased from vendors. This setting allows the item to be listed in purchase orders and other purchase transactions.
Is Returnable?
Specify if the item can be returned by customers. This is essential for managing returns and refunds effectively.
Is Transferable?
Select this option if the item can be transferred between different locations or warehouses within your business operations.
Is Pre Sell?
Select this option if the item is available for pre-selling.
Specify whether the item is available for dropshipping. Selecting this means the item can be shipped directly from the supplier to the customer, bypassing your physical inventory.
Restricted Purchasing
Enable this option to restrict the item to be only purchased from the vendors mapped using the Item Vendor Mapping.
Manufacturer
Select the name of the item's manufacturer. This is essential for tracking product origin and quality.
Category
Select the item category.
Sub Category
Select the item sub category to further refines the classification of the item within its main category.
Season
Indicate if the item is associated with a specific season (e.g., Winter, Spring, Summer, Fall). This is relevant for seasonal products and can affect stocking and marketing strategies.
Country Of Origin
Select the country where the item was produced or manufactured.
Material
Select the primary material or composition of the item.
Gender
Select the intended gender demographic for the item. This is particularly relevant for apparel and personal items.
HS Code
Select the HS Code to associate with the item.
Warranty Time
Define the duration of the warranty provided for the item. This specifies how long the item is covered under warranty.
Warranty UOM
Indicate the unit of measure for the warranty time, such as days, months, or years.
Shelf Life
Define the period during which the item remains suitable for use or sale.
Expiration Date
Enter the expiry date of the item, if any.
CARB
Enter the CARB value for the item.
Alternate Item Number 1
Provide an alternative item number1 for the item, providing additional identification.
Alternate Item Number 2
Provide an alternative item number2 for the item, providing additional identification.
Alternate Item Number 3
Provide an alternative item number3 for the item, providing additional identification.
Tags
Select any tag(s) to add to the item
Default Vendor
Select a default vendor from whom you purchase this item.
Dropship Vendors
Select the vendors capable of fulfilling dropship orders for this item.
Search Keywords
Add keywords that help in searching for this item within the system.
Item Group
Select a group to assign to the item.
Project/Class
Specify the project or class to which the item belongs, providing contextual information for accounting or reporting.
Default Store
Choose the store that will most often sell or house this item.
Defaut Location
Select the default physical location within a warehouse/store for this item.
Alert Note
This field allows you to add a note or message associated with the item to alert users of specific information or requirements.
Sales Note
This field allows you to add a note or message associated with the sale of the item. When a sales note is added to an item, it will automatically appear as an alert when the item is included in a sales order. Additionally, the sales note alert will also be displayed when opening an invoice that contains the item.
Purchase Note
This field allows you to add instructions related to the item specifically for procurement or purchasing.
Discontinued Date
If applicable, enter the date when the item was or will be discontinued.
Inner Case Qty
Specify the quantity of items contained in an inner case packaging.
Inner Case UPC
Enter the UPC code for an inner case if different from the individual item's UPC.
Master Case Qty
Denote the quantity of items contained in a master case.
Master Case UPC
Enter the UPC code for the master case packaging.
Web Url
This field allows you to provide the URL to the item’s page on your website or a manufacturer's product information page.
Custom Description
Write a custom description for the item, which might differ from the standard description.
MID
Enter the Merchant Identifier (MID) if applicable.
Launch Date
This field allows you to record and view the official launch date of an item directly within its detailed attributes.
Use Image for Product Preview
Toggle this to display the chosen image as the item’s preview in listings.
Choose Image
Allows you to select an image to associate with the item.
Create Item - Advanced Pricing tab
Custom Price Fields
The custom price fields allow you to define the custom prices for an item.
Formula
This option allows you to set "Custom Price Formula" for the item. With this option, you can make the custom prices dynamic. Rather than defining the specific amount for the custom prices, you can define a formula and the custom prices will be updated accordingly. Click here to know more about defining custom price formula.
Multicurrency Pricing
This option allows you to assign prices to items in multiple currencies. This feature is particularly useful for companies operating in international markets or dealing with customers and suppliers who transact in different currencies. Click on the "Add New" option to add the multi-currency.
Create Item - Variant Info tab
Base Product
Choose the product to link with the item.
Option 1
If the selected base product includes Option 1, specify the corresponding Option 1 value for the item.
Option 2
If the selected base product includes Option 2, specify the corresponding Option 2 value for the item.
Option 3
If the selected base product includes Option 3, specify the corresponding Option 3 value for the item.
Create Item - UOM tab
SKU UOM
Select the unit of measure in which the item is stored in the system.
Create Item - Sales Forecast tab
Select Year
This field allows you to choose the specific year for which you are forecasting sales.
Select Month
Choose the month within the selected year for your sales forecast.
Enter Quantity
Input the projected quantity of items you expect to sell in the specified period. This number helps in understanding the volume of sales.
Enter Amount
Enter the total anticipated revenue from the sale of the specified quantity of items. This figure provides an estimate of the financial impact of the sales.
Add New
Click on this option to add the sales forecast.
Create Item - Custom Fields tab
These fields allow you to add the values to the custom fields added for the item. Custom Fields in Create Item Page
Text-1
A free-text field to capture short text information related to the item.
Number-1
Numeric field for storing item-related numbers or values.
Multi-Select-List 1
Field allowing selection of multiple options (e.g., list1, list2, list3).
Date-1
Field to record a specific date associated with the item.
List
Dropdown list field for selecting one option from predefined choices.
Preparation Code
Field to store a preparation or processing code linked with the item.
Multi-Line-Text-CF7-Item
A larger text box for detailed notes or multiple lines of information.
Create Item - Multibox Tab
This tab provides users with the ability to define multiple cartons (boxes) with dimensions for a single item, enabling more accurate and flexible packing operations. Users can define multiple cartons for the same item. Each carton can have its own dimensions (length, width, height) and associated configurations.
Box Number
Identifier used to assign or track the item’s box number.
Weight
The weight of the item, typically recorded in standard units (e.g., kg/lb).
Length
The length dimension of the item or its packaging.
Width
The width dimension of the item or its packaging.
Height
The height dimension of the item or its packaging.
Create Item - LPN Attributes tab
In this section, you can manage the LPN (License Plate Number) attributes related to the item. You can enable or disable the following attributes:
Lot Number
Batch Number
Quality
Manufacture Date
Expiry Date
There are two toggle buttons available for each attribute: Display and Required.
Display: If you turn on this toggle, the attribute will be visible in the system.
Required: If this toggle is activated, you must provide the attribute when carrying out actions on LPNs that include this item. To mark an attribute as "Required," you first need to enable the "Display" toggle.
Multi-box: When enabled for an item, a new sidebar tab appears on the Create Item page.
Before performing actions like Receiving, Putaway, or Moving Inventory, ensure that required attributes are provided. If an LPN lacks required attributes, an error will be displayed, preventing the transaction.
However, the attribute validation will not apply to the following operations, allowing for greater flexibility:
Quick Receive (PO)
Quick Produce (MO)
Quick Disassemble (MO)
After filling in the relevant details, click "Save" to create the item. All the items created in the system are listed in Item Centre.
Item Options
The Item module offers a couple of options for deleting and creating item duplicates.
Delete: Allows you to delete an item. Please note that you cannot delete an item once it is used in the transactions.
Create Duplicate: Allows you to create a duplicate item. You can edit the item details and "Save" to create a new item.
Show Activity: Displays a detailed log of all actions, updates, and changes performed on the selected item. This includes creation, edits, stock movements, transactions, and any related operational activities, allowing users to track the complete lifecycle and history of the item for audit and reference purposes.
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