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How to Add Items

Overview​

Items form the foundation of all transactions in Bizconnekt. Every product or service you buy, sell, or track must be created here before use in purchase orders, sales orders, invoices, or bills.

Prerequisites​

Before adding items:

  • Access to Item Central > Items module
  • User role with "Create Item" permission
  • Tax rates configured in system settings
  • Chart of Accounts set up for inventory tracking

Step-by-Step Guide​

Step 1: Navigate to Add Item​

  1. Go to Item Central from sidebar
  2. Click Items
  3. Click Add Item button (top right)
  4. Add Item form opens

Step 2: Select Item Type​

Choose the classification for your item:

Goods - Physical products you buy, sell, or manufacture

Examples: Raw materials, finished products, spare parts, packaging

Services - Intangible offerings you provide or purchase

Examples: Consulting hours, maintenance contracts, installation, freight

Key Difference: Goods have inventory tracking enabled by default. Services do not maintain stock levels.

Step 3: Choose Product Level​

Define the product structure:

Product LevelDescriptionWhen to Use
Base ModelParent item with variantsProducts with multiple sizes, colors, or specifications
VariantSpecific version of Base ModelIndividual SKU under a Base Model
StandaloneSingle, independent itemUnique products without variations

Example Structure:

Base Model: T-Shirt (not sold directly)
  ├── Variant: T-Shirt - Blue - Small
  ├── Variant: T-Shirt - Blue - Medium
  ├── Variant: T-Shirt - Red - Small
  └── Variant: T-Shirt - Red - Medium

Step 4: Fill Basic Information​

Complete essential item details:

Item ID

  • Auto-generated example: ITM-006
  • Click edit icon to customize
  • Must be unique, cannot change after save

Item Name

  • Clear, descriptive name (max 100 characters)
  • Include brand, model, size identifiers

Good naming examples:

  • Samsung Galaxy S24 - 256GB - Black
  • Bearing - SKF 6205 - Deep Groove
  • Consulting - Technical - Per Hour

Item HSN/SAC Number

  • HSN for goods, SAC for services
  • Click search icon for lookup
  • Determines GST rate (mandatory for compliance)

Tax Percentage

  • Select GST rate from dropdown
  • Options: 0%, 0.25%, 3%, 5%, 12%, 18%, 28%
  • Auto-populated from HSN/SAC

Step 5: Configure Pricing​

Set purchase and sales rates:

Purchase Side:

FieldDescriptionRequired
Purchase RateBuying price per unit (excluding tax)
Purchase UOMUnit of Measurement (Pieces, Kg, Liters)
Purchase DescriptionInternal purchasing notes
Purchase COAAccounting ledger: Inventory Asset, Direct Expense, Raw Material

Sales Side:

FieldDescriptionRequired
Sales PriceSelling price per unit (excluding tax)
Sales UOMUnit of Measurement (can differ from purchase)
Sales DescriptionAppears on invoices/quotations
Sales COAAccounting ledger: Sales Revenue, Service Income, Other Income

Additional Options:

Saleable - Enable to sell this item (uncheck for raw materials)

Manage Inventory - Track stock levels (Goods only)

Note: Base item inventory tracking disables variant-level management

Step 6: Add Cost Breakup​

Break down costs by category for profitability analysis:

Cost Breakup Table:

FieldPurposeExample
CategoryCost typeDirect Costs, Development Costs, Operational Costs
SubcategorySpecific elementRaw Material, Labor, Overhead, Freight
RemarksAdditional notesSupplier freight charges, Assembly labor
CostAmount₹500, ₹1,200
Contribution (%)Auto-calculatedShows % of total

Available Categories:

  • Direct Costs - Materials in production
  • Development Costs - R&D, design, prototyping
  • Operational Costs - Manufacturing overhead, utilities
  • Logistics Cost - Transportation, warehousing
  • Marketing Costs - Promotion, packaging design
  • After-Sale Service Costs - Warranty, support

To add: Click + → Select Category → Enter Subcategory → Add Cost → System calculates %

Step 7: Add Specifications​

Document technical parameters:

FieldDescriptionExample
ParameterSpecification nameLength, Weight, Material, Color, Voltage
Measurement UnitUnit for parametermm, kg, V, °C, RPM
ValueSpecification value100, 2.5, Stainless Steel, Blue, 220
DescriptionAdditional detailsAs per ISO standard, Heat treated, Food grade

Industry Examples:

Manufacturing: Tensile Strength: 450 MPa | Operating Temp: -20 to 80°C

Electronics: Voltage: 220V | Frequency: 50Hz | Power: 100W

Food/Pharma: Net Weight: 500gm | Shelf Life: 12 months | Storage: 15-25°C

Step 8: Set QC Parameters​

Define quality control criteria with tolerances:

FieldDescriptionExample
CriteriaQuality parameterDimension Accuracy, Visual Inspection, Hardness Test
Measurement UnitUnit for measurementmm, %, HRC, Pass/Fail
Expected ValueTarget value100, 95, 45
(-) Tolerance %Negative deviation allowed2 (means -2% from expected)
(+) Tolerance %Positive deviation allowed2 (means +2% from expected)

Tolerance Example:

  • Expected: 100mm, Tolerance: ±2%
  • Accept range: 98-102mm
  • Reject if: less than 98mm or greater than 102mm

Step 9: Attach Documents​

Upload supporting files:

Document Types:

  • Item Image - Product photos
  • Item Design - CAD files, engineering drawings
  • Warranty Document - Warranty terms
  • Others - Certificates, test reports, datasheets

To attach:

  1. Go to Documents tab
  2. Click + next to "Select a file"
  3. Choose document type
  4. Upload from computer
  5. Files auto-save to Vault > Item folder

Supported Formats: PDF, JPG, PNG, DOC, DOCX, XLS, XLSX

Step 10: Add Tags and Brand​

Organize with tags and brand information:

Tags:

  1. Click "Add tag +" icon
  2. Type tag name (Electronics, Fast Moving, Imported)
  3. Press Enter or search existing tags
  4. Use for filtering and quick discovery

Brand (Base Model only):

  1. Search existing brands
  2. Click + to create new brand
  3. Brand applies to all variants

Step 11: Save Item​

Review and save:

Before saving:

  • All required fields filled (red highlights indicate missing)
  • Pricing configured correctly
  • HSN/SAC code selected
  • COA selected for purchase and sales

Action Buttons:

Cancel - Discard changes, return to list

Add - Save item

After Saving:

  • Item assigned unique ID
  • Appears in Items list
  • Available for all transactions
  • Editable anytime
  • Audit trail maintained

Common Scenarios​

Scenario 1: Raw Material​

Product: Steel Plate - 10mm

  1. Select Goods → Standalone
  2. Name: "Steel Plate - 10mm"
  3. HSN: 7208 | Tax: 18%
  4. Pricing:
    • Purchase Rate: ₹450/Kg
    • Purchase COA: Raw Material
    • Uncheck Saleable (not sold)
  5. Add cost breakup
  6. Save

Scenario 2: Finished Product with Variants​

Step A - Base Model: Corporate Laptop Bag

  1. Goods → Base Model
  2. Brand: "Executive Pro"
  3. HSN: 4202 | Tax: 18%
  4. Manage Inventory: OFF (variants tracked)
  5. Add specs and documents
  6. Save

Step B - Variants:

  1. Goods → Variant
  2. Parent: "Corporate Laptop Bag"
  3. Name: "Corporate Laptop Bag - Black"
  4. Enter variant pricing
  5. Manage Inventory: ON
  6. Save (repeat for other colors)

Scenario 3: Service Item​

Product: Technical Consulting

  1. Services → Standalone
  2. Name: "Technical Consulting - Per Hour"
  3. SAC: 998312 | Tax: 18%
  4. Pricing:
    • Purchase Rate: ₹800/Hour (if subcontracted)
    • Purchase COA: Professional Fees
    • Sales Price: ₹1,500/Hour
    • Sales COA: Service Income
  5. Check Saleable
  6. Save (no inventory tracking)

Best Practices​

Naming Conventions:

  • Include brand, model, size, color
  • Good: Samsung Galaxy S24 - 256GB - Black
  • Bad: Product 1, xyz

HSN/SAC Accuracy:

  • Use lookup feature for correct codes
  • Verify on GST portal if unsure
  • Wrong codes = compliance issues

Inventory Tracking:

  • Track: Finished goods, raw materials, high-value items
  • Do not track: Low-value consumables, services, digital products

Troubleshooting​

Cannot Save Item​

Solutions:

  • Check red validation messages
  • Ensure all mandatory fields filled
  • Verify HSN/SAC selected
  • Select COA for purchase and sales

Item Not in Transactions​

Solutions:

  • Check Saleable option enabled
  • Verify item status is Active
  • Contact admin for permissions

Wrong Tax Calculation​

Solutions:

  • Verify correct HSN/SAC code
  • Check tax percentage matches
  • Review Configuration → Finance → Tax Configuration in the Admin console

Need help? Contact support at support@bizconnekt.com