How to View Items
Overview
The Items list provides quick access to your entire product and service catalog with advanced filtering, column customization, and detail panels for comprehensive item information including pricing, specifications, inventory levels, and cost breakdowns.
Accessing Items List
Step 1: Navigate to Items
- Go to Item Central from sidebar
- Click Items
- Click View Items tab
- Items list displays
Understanding List View
List Columns
The Items list displays:
| Column | Description |
|---|---|
| Item Id | Unique identifier (e.g., ITM-006) |
| Item Name | Product/service name |
| Item Type | Goods or Services |
| Product Level | Base Model, Variant, or Standalone |
| Item Category | Classification (if assigned) |
| Item Subcategory | Sub-classification |
| HSN/SAC | Tax classification code |
| Tax Rate | GST percentage |
| Purchase Rate | Buying price per UOM |
| Sales Price | Selling price per UOM |
| Purchase UOM | Purchase unit of measurement |
| Sales UOM | Sales unit of measurement |
| Saleable | Yes/No - can be sold |
| Manage Inventory | Stock tracking enabled |
| Brand | Manufacturer/brand name |
| Tags | Searchable labels |
| Status | Active, Inactive, Draft |
| Created By | User who created item |
| Created At | Creation date |
| Updated At | Last modification date |
| Action | View/Edit/More options |
Column Customization
Customize Visible Columns
To customize columns:
- Click Action menu (≡) in header
- Column Settings panel opens
- Drag to reorder columns
- Check/uncheck to show/hide
- Click Select All to toggle all columns
- Click Reset to Default to restore
- Changes apply immediately
Customization options:
- ☑️ Item Id
- ☑️ Item Name
- ☑️ Item Type
- ☑️ HSN/SAC
- ☑️ Tax Rate
- ☑️ Purchase Rate
- ☑️ Sales Price
- And more...
Searching Items
Search and Filter
Search bar features:
- Text search: "Search in Items"
- Searches: Item ID, Item Name, HSN/SAC, Tags
- Real-time filtering
- Case-insensitive
Advanced filtering:
- Filter by Item Type (Goods/Services)
- Filter by Product Level
- Filter by Status
- Filter by Brand
- Filter by Tags
- Date range filters
Expanding Item Details
Quick View Expansion
To view item details inline:
- Click ▶ arrow next to Item ID
- Row expands showing detail tabs
- Available tabs:
- Pricing - Purchase and sales rates
- Inventory - Stock levels across locations
- Cost Breakup - Cost components
- Specifications - Technical parameters
- QC Parameters - Quality criteria
- Documents - Attached files
- Audit Log - Change history
Pricing Tab
Purchase Details:
- Purchase Rate with currency
- Purchase UOM
- Purchase Description
- Purchase COA (Chart of Accounts)
Sales Details:
- Sales Price with currency
- Sales UOM
- Sales Description
- Sales COA
Flags:
- Saleable status
- Manage Inventory status
Inventory Tab
Stock metrics by location:
| Metric | Description |
|---|---|
| Available Qty | Free stock available |
| Reserved Qty | Held for orders |
| Ordered Qty | On purchase orders |
| On Hand Qty | Total physical stock |
| Location | Warehouse/store name |
Multi-location view:
- Each location shown separately
- Totals displayed at bottom
- Real-time stock updates
Cost Breakup Tab
Cost breakdown shows:
| Field | Details |
|---|---|
| Category | Cost type (Direct, Development, Operational, etc.) |
| Subcategory | Specific element |
| Remarks | Additional notes |
| Cost | Amount |
| Contribution (%) | Percentage of total cost |
Total Cost: Sum of all components displayed
Specifications Tab
Specification details:
| Field | Information |
|---|---|
| Parameter | Specification name |
| Measurement Unit | Unit |
| Value | Specification value |
| Description | Additional details |
Use for:
- Technical reference
- Customer inquiries
- Quality verification
- Procurement specifications
QC Parameters Tab
Quality control details:
| Field | Purpose |
|---|---|
| Criteria | Quality parameter |
| Measurement Unit | Unit for measurement |
| Expected Value | Target value |
| (-) Tolerance % | Negative deviation allowed |
| (+) Tolerance % | Positive deviation allowed |
Acceptable Range: Expected Value ± Tolerances
Documents Tab
Document list shows:
- Document type (Image, Design, Warranty, Others)
- File name
- Upload date
- Download/View actions
Actions:
- Click to download
- Preview supported formats
- View all in Vault
Detail Side Panel
Full Item Details
To open detail panel:
- Click anywhere on item row
- Side panel slides from right
- Header shows: "Item #[ID]"
- Action buttons:
- Edit - Modify item
- ... - More options
- - Duplicate item
- ✕ - Close panel
Panel sections:
Overview:
- Item image/avatar
- Item Type, ID, Name
- HSN/SAC, Tax Rate
- Brand (if applicable)
Complete tabs:
- All details from expanded view
- Additional metadata
- Audit trail with user and timestamp
- Related transactions
Status Indicators
Item status types:
| Status | Color | Meaning |
|---|---|---|
| Active | Green | Ready for use in transactions |
| Inactive | ⚫ Gray | Not available for new transactions |
| Draft | Yellow | Not yet finalized |
Action Menu
Available Actions
Click ... (three dots) for:
Item actions:
- 👁️ View - Open detail panel
- ✏️ Edit - Modify item
- Duplicate - Copy to new item
- 🗑️ Delete - Remove item (if allowed)
- View Stock - Check inventory levels
- 📄 Export - Download as PDF/Excel
- 🏷️ Manage Tags - Add/remove tags
Bulk Operations
Multi-Select Actions
To perform bulk operations:
- Check boxes next to items
- Bulk action menu appears
- Available bulk actions:
- Export selected
- Change status (Active/Inactive)
- Add tags to multiple items
- Delete multiple items
- Update pricing (if permitted)
Filtering and Sorting
Advanced Filters
Filter options:
By Type:
- Goods only
- Services only
- All items
By Product Level:
- Base Model
- Variant
- Standalone
By Status:
- Active
- Inactive
- Draft
By Attributes:
- Saleable items only
- Inventory-tracked items
- Items with/without brand
- Items with specific tags
Sort options:
- Item ID (ascending/descending)
- Item Name (A-Z, Z-A)
- Created Date (newest/oldest)
- Sales Price (high to low, low to high)
- Stock quantity (if applicable)
Keyboard Shortcuts
Quick navigation:
| Shortcut | Action |
|---|---|
| Ctrl + F | Focus search bar |
| ↑/↓ arrows | Navigate rows |
| Enter | Open selected item |
| Esc | Close detail panel |
| Ctrl + Click | Multi-select items |
Best Practices
Efficient Viewing
Quick Search:
- Use Item ID for exact match
- Search by product name for partial matches
- Filter by tags for category search
- Combine filters for precise results
Column Organization:
- Hide rarely used columns
- Keep Item ID, Name, Status always visible
- Customize per role (Sales: prices, Purchase: costs)
- Save custom views per user
Status Monitoring:
- Review Inactive items quarterly
- Track Draft items for completion
- Monitor Active items for stock levels
Troubleshooting
Item Not Visible
Solutions:
- Clear all filters
- Check Status filter (might hide Inactive)
- Verify user has view permission
- Check correct business unit selected
Missing Information
Solutions:
- Expand row to see all tabs
- Open detail panel for complete view
- Check if fields are populated
- Verify user has permission to view sensitive data
Slow Loading
Solutions:
- Reduce visible columns
- Apply filters to limit results
- Clear browser cache
- Check internet connection
Related Guides
Need help? Contact support at support@bizconnekt.com