This session gives you an overview of Item and Inventory Management in iVendNext.

Each unit in this chapter is designed for focused learning and should be reviewed carefully. Topics Covered in this session:

• Item

• Item Types

• Item Group

• Item Alternative

• Item Label Printing

• UPC Codes

• UOM (Unit of Measure)

• Stock Entry

• Stock Reconciliation

• Warehouse
  

To maintain a structured learning path, participants must complete all units within the session before advancing to the next chapter.

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Item

The article below provides an introduction to Items in iVendNext.

Overview

An Item is a product or a service offered by your company.

Item in iVendNext refers to the product that you intend to sell in your Retail Store. The product master contains all the configurable details for the item ranging from its type, cost, retail price, barcode,etc.

The term Item is also applicable to raw materials or components of products yet to be produced (before they can be sold to customers). iVendNext allows you to manage all sorts of items like raw-materials, sub-assemblies, finished goods, item variants, and service items.

iVendNext is optimized for itemized management of your sales and purchase. If you are in services, you can create an Item for each service that you offer. Completing the Item Master is very essential for the successful implementation of iVendNext.

To access the Item list, go to: Home > Stock.

Then under the Items and Pricing Section click on the Item shortcut. That should take you to the Item List View Screen.

Click on the Add Item button. That should take you to the New Item Creation screen. 

Fill in the required information including the mandatory fields and then click the Save button to create an Item.

The Item Creation screen is split into the following tabs:

• Details

• Inventory

• Accounting

• Purchasing

• Sales

• Tax

• Quality

• Manufacturing

• Surcharge

• Cross Selling

• Variants

• Gift Card Details

Additional Tabs - The Variants Tab and the Gift Card Details Tab 

When the “Has Variants” checkbox is ticked, an additional “Variants” section is activated and is visible on the New Item screen. 

When the “Is Gift Card” checkbox is ticked, an additional “Gift Card Detail” section is activated and is visible on the New Item screen. 

Prerequisites 

Before creating an item, it is advised that you create the following first:

• Item Group

• Warehouse

• Unit of Measure

Steps to create a new Item 

The steps to create a new item in iVendNext are explained below:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group

• Select the Default Unit of Measure

• Click the Save button

 

New Item Screen

The New Item screen is split into the following sections. Each section contains information specific to the section it corresponds to. 

• Details Section

• Inventory Section

• Accounting Section

• Purchasing Section

• Sales Section

• Tax Section

• Quality Section

• Manufacturing Section

• Surcharge Section

• Cross Selling Section

The Details Section 

This section of the New Item screen includes basic information about the item. For example, Item Name, Item Group, Default Units of Measure, etc.

The various fields in the Details section are explained below:

Series

Select a prefix for the item. iVendNext allows you to give prefixes to your Masters and transactions with each prefix forming its own series. For example, a series with prefix INV12#### will have numbers INV120001, INV120002, and so on.

Item Name

Specify the Item Name. Click on the Item Name text field to type your desired item name. 

Item Group

Specify the Item Group to which the Item belongs. Before creating an Item, you would have already defined an Item Group. In case you haven’t you can click on the Item Group textbox to select an Item Group from the list of Item Groups displayed or choose to create a New Item Group by clicking on the Create a New Item Group.  This field is mandatory. 

Default Units of Measure

Specify the Default Unit of Measure. A UoM is a unit using which an Item is measured. You can either select a Default Unit of Measure from the drop down list displayed or choose to create a new Default Unit of Measure by clicking on the Create a new UOM option. This field is mandatory.

Returnable

Check this box if you want to allow the product to be returnable. This will allow the customer to return the product sold at the POS Terminal. 

Disabled

Check this box if you don’t want to allow the product to be sold at the POS Terminal. 

Allow Alternative Item

Check this box if you don’t want the system to suggest an alternative product in case the original product requested is out of stock. 

Has Variants

Check this box if this product has variants. A Variant Product is a product that is mapped to a parent product and has an attribute, or a set of attributes attached to them. Some examples of attributes would be colour, size, style, weave, etc. You will not be able to select an item in the sales order if the item has variants.  

When the “Has Variants” checkbox is ticked, an additional “Variants” section is activated and is visible on the New Item screen. 

Variant Based On

Select the Variant Based On value from the drop down list. This will determine the basis on which the item variants were created. You can create variants based on some attribute like colour, size, etc or based on the brand (manufacturer)

Variant Attributes

Use the Variant Attributes Template to configure and manage all the settings pertaining to item variants.

Variant Of

Select the Parent Item from the drop down list or choose to create a new Parent Item by clicking on the create a new item option. If an item is a variant of another item then description, image, pricing, taxes etc will be set from the template unless explicitly specified.

Attribute

Select the Attribute from the drop down list or choose to create a new Attribute by clicking on the create a new Attribute option. For example, Size, Colour, etc

Attribute Value

Select the Attribute Value from the drop down list or choose to create a new Attribute Value by clicking on the create a new Attribute option. For example, S, M, L, Red, Green, Blue, etc You can create new item attributes using the item attribute screen.

Is Weighted Item

Check this box if this item is a weighted item. A weighted item can be measured on a weighing scale in weighing units of measure. For example - Gram (g), Kilogram (kg), Ounce (oz), Pound (lb), etc

Is Gift Card

Check this box if this item is a gift card item. Gift Cards can be used as a payment type in sales and refund transactions. Depending on the customer's preference, it can either be redeemed partially or in full. Sometimes Gift cards are also used as store credit.

When the “Is Gift Card” checkbox is ticked, an additional “Gift Card Detail” section is activated and is visible on the New Item screen. 

Use as Store Credit

Check this box if you want to allow the gift cards to be used as the Store Credit. The store credit comes handy in situations when the store does not return cash to the customer for the refunds and instead wants them to buy more items for the value of the returned item.

Cashback

Check this box if you want to enable cashback on Gift Cards. This means that the gift card holder gets a certain percentage of each purchase made back as credit.

Recharge

Check this box if you want to allow the cashier to be able to recharge the gift card at the POS.

Open Price

Check this box if you want to allow the cashier to be able to specify the price of the gift card at the POS during the sale.

Must Swipe Card

Check this box if you want the cashier to swipe the gift card while collecting the payment using the Gift Card as the mode of payment. This way the cashier will not be required to manually type in the Gift Card number at the POS terminal.

Allow Multiple Redemptions

Check this box if you want to allow the Gift Card to be redeemed multiple times. This will allow the Gift Card holder to make multiple purchases over time using the same Gift Card.

Opening Stock

Specify the Opening Stock of the item. Opening Stock is the opening quantity of the product by stores

Valuation Rate

Specify the Valuation Rate of the item. There are two options to maintain valuation of stock. These are: FIFO (first in - first out) and Moving Average. 

Standard Selling Rate

Specify the Selling Rate of the item. It is the price at which an item is sold at the POS Terminal.

Is Fixed Asset

Check this box if the item is a Fixed Asset. These are usually those items that the Retail Business buys and is expected to own them for at least a year or more. 

The Inventory Section 

This section of the New Item screen includes information related to the inventory. For example, Shelf Life in Days, Item Barcodes, UOM etc 

The various fields in the Inventory section are explained below:

Shelf Life In Days

Specify the Shelf Life of the Item in Days. Batch Controlled Items will generally carry a shelf life. Shelf Life is the number of days after which product batch will be unusable. For example, medicines.

End of Life

Specify the End of Life date. Batch Controlled Items usually carry an expiry date (best by date / use before date). Clicking on the End of Life field pops up a calendar that allows you to pick a date. 

Default Material Request Type

Select the Default Material Request Type from the drop down list. Your options are: Purchase, Material Transfer, Material Issue, Manufacture, and Customer Provided.

Valuation Method

Select the Valuation Method from the drop down list. Your options are: FIFO (first in - first out), Moving Average, and LIFO (last in - last out).

Warranty Period (in days)

Specify the Warranty Period of the Item in Days. A warranty period is a time period in which a purchased product may be returned or exchanged. 

Weight Per Unit

Specify the Weight Per Unit of the item. It is referred to as the physical quantity representing the weight per unit volume of a material.

Weight UOM

Specify the Weight UOM of the item. Typical examples of Weight UOM are:  kilograms (kg), pounds (lb), or ounces (oz). This is common for food / consumable items like pulses, cereals, flour etc.

Allow Negative Stock

Check this box if you want the cashier to be able to sell the items even if they are not showing up in the system inventory. (This field is mandatory)

Barcodes

Use the Barcodes Template to configure and manage all the barcode related settings. You will have to click the Add Row button to add a row to the Barcodes Template. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Barcode

This is a text field that lets you specify a Barcode for the item. This field is mandatory.

 

Barcode Type

Select the Barcode Type. This is a drop down field and lets you pick a Barcode Type from the drop down list.

UOM

Specify the UOM. You can either select a UOM from the list of UOMs displayed or choose to create a new UOM by clicking on the Create a new UOM option. A UoM is a unit using which an Item is measured.

The Inventory Section is further divided into the following Subsections:

Auto re-order

Use the Auto Reorder template to configure and manage all the settings pertaining to minimum inventory level. You can set the application to automatically request inventory when the minimum inventory level is reached. You will have to click on the Add Row button displayed below the Auto Reorder Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Check in (group)

Select the Check In group from the drop down list. This is the Warehouse where the incoming inventory (item) is kept and recorded. Select the Check In (group) Warehouse from the drop down list or choose to create a new Check In (group) Warehouse by clicking on the Create a new Warehouse option.

Request for

Select the Request For Warehouse from the drop down list. This is the Warehouse that will stock the reordered items. Select the Request For Warehouse from the drop down list or choose to create a new Request For Warehouse by clicking on the Create a new Warehouse option.

Reorder Level

Specify the Reorder Level. Reorder Quantity / Level lets you specify the stock level of the product at which you should replenish the product in a particular store. When this quantity is reached, the reorder will be triggered. Re-order level can be determined based on the lead time and the average daily

Re-order Qty

Specify the Reorder Quantity. The number of units to be reordered so that the sum of ordering cost and holding cost is at its minimum. The re-order quantity is based on the 'Minimum Order Qty' specified by the supplier and many other factors.

Material Request Type

Select the Material Request Type from the drop down list. This depends whether you buy the Item, manufacture it yourself or transfer it between warehouses.

Units of Measure

Use the Units of Measure Template to configure and manage all the settings pertaining to item UOMs. You will have to click on the Add Row button displayed below the Units of Measure Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

UOM

Select the UOM from the drop down list or choose to create a new UOM by clicking on the Create a new UOM option. A UoM is a unit using which an Item is measured.

Conversion Factor

Specify the Conversion Factor. The actual conversion rates are stored in a document called 'UoM Conversion Factor'. If you add new UOMs and plan to use it in transactions where it'll be converted to other UOMs, it is advised that you add it to this UOM Conversion Factor document. For example, here 1 Kg is approximately 2.2 Pounds

Has Batch No

Check this box if the item is of the type batch. These types of items are batch controlled. For example, all pharmaceutical and food/beverage products are batch tracked. On receipt of these items batch information needs to be entered and can include manufacture/expiry dates, price etc. Unlike Serial Numbers, more than 1 of each item can have the same batch number. 

Automatically Create New Batch

Check this box if you want the application to automatically create batch items. If the series is set and Batch No is not mentioned in transactions, then an automatic batch number will be created based on this series. If you always want to explicitly mention Batch No for this item, leave this blank. Note: this setting will take priority over the Naming Series Prefix in Stock Settings. This field is visible only when the "Has Batch No" checkbox is ticked. 

Has Expiry Date

Check this box if you want to make specifying the expiry date for a batch-controlled item mandatory in the system. This field is visible only when the "Has Batch No" checkbox is ticked. 

Retain Sample

Check this box if you want to retain a sample of batch items. This field is visible only when the "Has Batch No" checkbox is ticked. 

Has Serial No

Check this box if the item is of the type serial. These types of items are serial controlled. For example, all electronic items are serial controlled. A Serial Number is required when receiving items into stock or when selling an item to customers. Each Serial Number is unique for an item.

Has Serial No Expiry

Check this box if you want to make specifying the expiry date for a serial-controlled item mandatory in the system. 

Serial Number Series

Specify the Document Number Series for the items with serial numbers. If the series is set and Serial No is not mentioned in transactions, then an automatic serial number will be created based on this series. If you always want to explicitly mention Serial Nos for this item. leave this blank.

The Accounting Section 

This section of the New Item screen includes information related to accounts.

Enable Deferred Expense

Check this box, to enable deferred expense from the item. Deferred expense is an expense incurred by the business in the current period but the corresponding goods, products and services are yet to be consumed. Once you tick the checkbox, you'll see options to set the Deferred Expense Account and the number of months through which the expense is deferred.

No of Months (Expense)

Specify the number of months through which the expense is deferred. This field is visible only when the “Enable Deferred Expense” checkbox is ticked.

Enable Deferred Revenue

Check this box, to enable deferred revenue from the item. Deferred revenue is the amount received by the business for goods, products and services that is yet to be delivered. Once you tick the checkbox, you'll see options to set the Deferred Revenue Account and the number of months through which the revenue is deferred.

No of Months (Revenue)

Specify the number of months through which the revenue is deferred. This field is visible only when the “Enable Deferred Revenue” checkbox is ticked.

Item Defaults

Use the Auto Reorder template to configure and manage the item defaults. You will have to click on the Add Row button displayed below the Item Defaults Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Company

Select the Company name from the drop down list. This field is mandatory.

Default Warehouse

Select the Warehouse from the list of warehouses displayed or choose to create a new Warehouse by clicking on the Create a new Warehouse shortcut. This is the Warehouse that is automatically selected in your transactions with this item.

Default Price List

Select the Price List from the list of Price Lists displayed or choose to create a new Price List by clicking on the Create a new Price List shortcut. A Price List is a collection of Item Prices either Selling, Buying, or both. An Item can have multiple prices based on customer, currency, region, shipping cost, etc

Default Discount Account

Select the Default Discount Account from the drop down list or choose to create a new Discount Account by clicking on the Create a new Account option.  The amount given or received as a discount is recorded under this account.

Default Buying Cost Center

Select the Default Buying Cost Center from the drop down list or choose to create a new Buying Cost Center by clicking on the Create a new Cost Center option. All the cost incurred in buying items is recorded under this account.

Default Supplier

Select the Default Supplier from the drop down list or choose to create a new Supplier by clicking on the Create a new Supplier option. A Supplier can either be a person or a business that supplies goods or services and serves a unique role in the supply chain. If a default supplier is set, this supplier will be selected for new purchase transactions.

Default Expense Account

Select the Default Expense Account from the drop down list or choose to create a new Expense Account by clicking on the Create a new Account option. It is the account in which the cost of the Item will be debited. The amount incurred as an expense is recorded under this account.

Default Provisional Account

Select the Default Provisional Account from the drop down list or choose to create a new Provisional Account by clicking on the Create a new Account option. The amount incurred on purchases made on a particular date is recorded under this account.

Default Selling Cost Center

Select the Default Selling Cost Center from the drop down list or choose to create a new Selling Cost Center by clicking on the Create a new Cost Center option. All the cost incurred in selling items is recorded under this account.

Default Income Account

Select the Default Income Account from the drop down list or choose to create a new Income Account by clicking on the Create a new Account option. It is the account in which income from selling the Item will be credited. The amount earned on sales made on a particular date is recorded under this account.

The Purchasing Section 

This section of the New Item screen includes information related to purchases. For example, Default Purchase Unit of Measure, Lead Time, etc

Default Purchase Unit of Measure

Select the Purchase UOM from the drop down list or choose to create a new Purchase UOM by clicking on the Create a new UOM option. A UoM is a unit using which an Item is measured. This is the default UoM that will be used in Purchase transactions.

Minimum Order Qty

Specify the Minimum Order Quantity. Minimum quantity should be as per Stock UOM.

Safety Stock

Specify the Safety Stock. “Safety Stock” is used in the report “Item Wise Recommended Reorder Level”. Based on Safety Stock, average daily consumption and the lead time, the system suggests Reorder Level of an item. Reorder Level = Safety Stock + (Average Daily Consumption * Lead Time)

Allow Purchase

Check this box to allow purchase of this item.

Lead Time in days

Specify the Lead Time in days. This is the average time taken by the supplier to deliver the items.

Is Customer Provided Item

Check this box if Item is provided by a customer and received through Stock Entry > Material Receipt. If Checked, the Customer field is Mandatory as the default customer for Material Request.

Customer

Select the customer name from the drop down list or choose to create a new customer by clicking on the Create a New Customer option. This field is visible only when the "Is Customer Provided Item" checkbox is ticked.

Delivered by Supplier (Drop Ship)

Check this box if you want the item to be directly delivered by the Supplier to the Customer.

Supplier Items

Use this template to capture details pertaining to supplier provided items. For example, Supplier’s Name, Item Part Number, etc. You will have to click on the Add Row button displayed below the Supplier Item Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Supplier

Select the Supplier from the drop down list or choose to create a new Supplier by clicking on the Create a new Supplier option. A Supplier can either be a person or a business that supplies goods or services and serves a unique role in the supply chain. If a default supplier is set, this supplier will be selected for new purchase transactions.

Supplier Part Number

This refers to the part number of the item supplied by the supplier. Specify the Supplier Part Number if not fetched automatically.

Country of Origin

Select the Country of Origin from the drop down list or choose to create a new country by clicking on the option Create a new Country. This is the country where the item was manufactured.

Customs Tariff Number

Select the Customs Tariff Number from the drop down list or choose to create a new Custom Tariff Number by clicking on the option Create a new Custom Tariff Number option.

The Sales Section 

This section of the New Item screen includes information related to sales. For example, Default Sales Unit of Measure, Maximum Discount, etc

Default Sales Unit of Measure

Select the Default Sales Unit of Measure from the drop down list or choose to create a new Sales Unit of Measure by clicking on the Create a new UOM option. A UoM is a unit using which an Item is measured. The default UoM that will be used in Sale transactions.

Grant Commission

Check this box if you want a commission to be given/granted to the Sales Person and Sales Partner when this item is sold. If disabled, the sales generated by this item will be ignored in the calculation of commission.

Allow Sales

Check this box if you want the cashier to be able to use this item in sale transactions. If unticked, you won't be able to use this item in sales transactions.

Max Discount (%)

Specify the maximum discount in % to be applied to an item. Eg: if you set 20%, you cannot sell this item with a discount greater than 20%. You will have to click on the Add Row button displayed below the Customer Items Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

Customer Name

Select the Customer from the drop down list or choose to create a new Customer by clicking on the Create a new Customer option.

Customer Group

Specify the Customer Group the Customer is part of. Select the Customer Group from the drop down list or choose to create a new Customer Group by clicking on the Create a new Customer Group option.

Ref Code

Specify the Customer's Reference Code. This is the number assigned by the Customer to this item for easy identification. You can use the Customer's Reference Code to track the Item.

The Tax Section 

This section of the New Item screen includes information related to sales. For example, Item Tax Template, Tax Validity Period, Minimum Tax Rate, Maximum Tax Rate, etc You will have to click on the Add Row button displayed below the Tax Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. On the Editing Row screen you can specify the required information.

On the Editing Row screen you can specify the required information.

Item Tax Template

Select the Item Tax Template from the drop down list or choose to create a new Tax Template by clicking on the create a new Tax Template option. This is required only if a particular Item has a different tax rate than the rate defined in the standard tax Account.

Tax Category

Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the create a new Tax Category option. A Tax Category allows applying one or more Tax Rules to transactions based on various criteria. A Tax category can be linked to one or more Tax Rules. It can be assigned to a Customer or a Supplier, so when that Customer or Supplier is selected, the Tax Category will be fetched automatically.

Valid From

Select the Valid From date from the calendar pop up screen. This date signifies the tax start date.

Minimum Net Rate

Specify the Minimum Net Tax Rate.

Maximum Net Rate

Specify the Maximum Net Tax Rate.

The Quality Section 

This section of the New Item screen includes information related to quality inspection of an item purchased or delivered. For example, Quality Inspection Templates, etc.

Inspection Required before Purchase

Check this box if an inspection is mandatory before the item is purchased, i.e., before you generate a Purchase Receipt, tick this checkbox.

Quality Inspection Template

Select the Quality Inspection Template from the drop down list or choose to create a new Quality Inspection Template by clicking on the Create a new Quality Inspection Template. If a Quality Inspection is prepared for this Item, then this template of criteria will automatically be updated in the Quality Inspection table of the Quality Inspection. Examples of Criteria are: Weight, Length, Finish, etc.

Inspection Required before Delivery

Check this box if an inspection is required at the time of delivery from your Supplier is mandatory for this Item, tick this checkbox. That is, before you generate a Delivery Note.

The Manufacturing Section 

This section of the New Item screen includes information related to item manufacturing.

Include Item In Manufacturing

Check this box if this is for raw material Items that'll be used to create finished goods. If the Item is an additional service like 'washing' that'll be used in the BOM, keep this unchecked.

Supply Raw Materials for Purchase

Check this box if you're subcontracting to a vendor, you can choose to provide them with the raw materials to manufacture the item using the default BOM.

The Surcharge Section 

This section of the New Item screen includes information related to Surcharges. Surcharge is the extra fee that the customer pays when purchasing an item at the POS terminal. It can be a fixed amount or a percentage of the sale. For example, Freight, Handling Charges, Gift Wrapping, etc. You will have to click on the Add Row button displayed below the Surcharge List Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

On the Editing Row screen you can specify the required information.

Surcharge

Select the Surcharge from the drop down list. Surcharge is the extra fee that the customer pays when purchasing an item at the POS terminal. It can be a fixed amount or a percentage of the sale. For example, Freight, Handling Charges, Gift Wrapping, etc.

Type

Select the Surcharge Type from the drop down list. The Surcharge Type determines if the Surcharge would be applied on a Sale or a Sale Return.

The Cross Selling Section 

This section of the New Item screen includes information related to Cross Selling. You will have to click on the Add Row button displayed below the Cross Selling Product Details Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

On the Editing Row screen you can specify the required information.

Item

Select the Item from the drop down list or choose to create a new Item by clicking on the create a new Item option. This is the item that is being sold as a complementary item or an additional item.

Qty

Specify the quantity of the Item being cross sold.

Price Type

Select the Price Type from the drop down list. You can stick to system generated prices or can choose to define a custom price.

Price

Define a custom price for the upsell item. This field is visible only when you select the option "Price" in the Price Type drop down above.

Discount Type

Select the Discount Type from the drop down list. This field lets you decide the Discount Amount or the Discount Percentage.

Discount

Specify the Discount Amount or the Discount Percentage. The value in this field relies upon the option selected in the Discount Type drop down.

Auto add to Transaction

Check this box if you want the upsell item to be added automatically in the transaction grid.

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Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

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Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Item Types

The article below provides an introduction to Item Types in iVendNext.

Overview

An Item is a product or a service offered by your company.

Item in iVendNext refers to the product that you intend to sell in your Retail Store. The product master contains all the configurable details for the item ranging from its type, cost, retail price, barcode,etc.

The term Item is also applicable to raw materials or components of products yet to be produced (before they can be sold to customers). iVendNext allows you to manage all sorts of items like raw-materials, sub-assemblies, finished goods, item variants, and service items.

Creating a Standard Item

Creating a Standard Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Enter the opening stock units

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• Save the Item

Important Points

The Item Name will auto-fill with the same value as the Item Code when you click inside the Item Name field.

You must procure the Item before you can set it at the Point of Sale (POS)

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The valuation rate is the cost at which inventory is valued in your accounting records. It reflects the actual cost of acquiring or producing the goods.

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

Creating a Variant Item

Creating a Variant Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Tick the “Has Variants” box

• Define the Variant Attributes

• Save the Item

• Create Variants - Single | Multiple

• Select Attribute Values

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• View Variants

Important Points

The Item Name will auto-fill with the same value as the Item Code when you click inside the Item Name field.

You must procure the Item before you can set it at the Point of Sale (POS)

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The valuation rate is the cost at which inventory is valued in your accounting records. It reflects the actual cost of acquiring or producing the goods.

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

Creating a Serial Item

Creating a Serial Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• Enable Serial Number

• Specify the Serial Number Series

• Save the Item

• Access the Inventory Module

• Navigate to the Serial Number List View Screen

• View Serial Number

Important Points

The Item Name will auto-fill with the same value as the Item Code when you click inside the Item Name field.

You must procure the Item before you can set it at the Point of Sale (POS)

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The valuation rate is the cost at which inventory is valued in your accounting records. It reflects the actual cost of acquiring or producing the goods.

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

Creating a Batch Item

Creating a Batch Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• Enable Batch Number

• Specify the Batch Number Series

• Save the Item

• Access the Inventory Module

• Navigate to the Batch Number List View Screen

• View Batch Number

Important Points

The Item Name will auto-fill with the same value as the Item Code when you click inside the Item Name field.

You must procure the Item before you can set it at the Point of Sale (POS)

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The valuation rate is the cost at which inventory is valued in your accounting records. It reflects the actual cost of acquiring or producing the goods.

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

Creating a Bundle Item

Creating a Bundle Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

• Access the Retail module

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• Untick Maintain Stock

• Access Product Bundle

• Select Parent Item

• Add Child Items

• Specify Quantity of Child Items 

• Save the Item

Important Points

The Item Name will auto-fill with the same value as the Item Code when you click inside the Item Name field.

You must procure the Item before you can set it at the Point of Sale (POS)

The default Price List for buying an item is typically set to "Standard Buying". This can be configured in the Buying Settings under the "Default Buying Price List" option

The default Price List for selling an Item is typically set to "Standard Selling". This can be configured in the Selling Settings under the "Default Selling Price List" option

The valuation rate is the cost at which inventory is valued in your accounting records. It reflects the actual cost of acquiring or producing the goods.

The standard selling rate is the fixed price at which a product is offered to customers. It is often set as a benchmark or default price for sales transactions.

The standard buying rate is the typical or agreed-upon price at which a product is purchased from suppliers. It is often used as a benchmark for procurement.

The "Parent Item" is a virtual product unlike the “Child Items”. Therefore the stock is maintained for the “Child Items”.

Is Product Bundle and a Kit the same thing in iVendNext?

Yes, in iVendNext, a Product Bundle and a Kit essentially refer to the same concept. Both terms describe a collection of items that are grouped together and sold as a single unit. 

This is particularly useful for managing inventory and sales of complex products that consist of multiple components. 

For example, if you're selling a smartphone, you might bundle it with a charger, cable, and earphones. This bundle ensures that all components are tracked and managed together, simplifying the sales and inventory processes.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Item Groups

The article below provides an introduction to Item Groups in iVendNext.

Overview

In iVendNext, Item Groups are a powerful feature that allows you to categorize and organize your products based on common characteristics or features. Properly organizing your items into groups not only simplifies inventory management but also enhances reporting, pricing, and sales processes. Whether you’re dealing with raw materials, finished goods, or services, item groups help you maintain a structured and efficient product catalog.

This article provides a comprehensive guide to understanding, creating, and managing item groups in iVendNext, along with best practices for effective product organization.

What are Item Groups?

Item Groups are categories used to classify items based on shared characteristics, such as type, usage, or function. For example, you can create item groups for "Electronics," "Apparel," or "Raw Materials." Item groups help in organizing your product catalog, making it easier to manage and retrieve items.

Benefits of Using Item Groups

Some of the key benefits of using Item Groups are listed below:

Improved Organization: 

Grouping similar items together makes it easier to manage and locate products.

Enhanced Reporting: 

Generate reports based on item groups for better insights into sales and inventory.

Streamlined Pricing: 

Apply pricing rules and discounts to entire item groups.

Efficient Inventory Management: 

Track stock levels and reorder points by item group.

Prerequisites

Before creating item groups, ensure that the following are set up in iVendNext:

1. Company: Define your company details.

2. Warehouse: Set up warehouses where items will be stored.

3. Price List: Create price lists for selling and buying items.

Step-by-Step Guide to Creating Item Groups

The steps to create a new item group in iVendNext are summarized below:

Step 1: Access the Retail Module

1. Log in to your iVendNext account.

2. Navigate to the Retail Module from the main dashboard.

Step 2: Navigate to the Item Group List

1. In the Retail Module, go to Stock > Items and Pricing > Item Group.

2. Click on the Add Item Group button to create a new item group.

Step 3: Fill in the Basic Details

1. Item Group Name: Enter a name for the item group (e.g., "Electronics" or "Apparel"). This is a mandatory field.

2. Parent Item Group: Optionally, select a parent item group if you want to create a hierarchical structure (e.g., "Electronics" as a parent group with "Smartphones" and "Laptops" as child groups).

3. Is Group: Check this box if you want to allow only leaf nodes (individual items) in transactions.

Step 4: Configure Defaults

1. Default Warehouse: Select the default warehouse where items in this group will be stored.

2. Default Buying Cost Center: Specify the cost center for purchasing items in this group.

3. Default Selling Cost Center: Specify the cost center for selling items in this group.

4. Default Price List: Select the default price list for items in this group.

5. Default Discount Amount: Specify the default discount amount for items in this group.

6. Default Expense Account: Specify the default expense account for items in this group.

7. Default Income Account: Specify the default income account for items in this group.

Step 5: Configure Item Tax

1. Item Tax Template: Select the default tax template for items in this group.

2. Tax Category: Specify the tax category for items in this group.

3. Valid From: Set the start date for the tax validity period.

4. Minimum Net Rate: Specify the minimum net tax rate.

5. Maximum Net Rate: Specify the maximum net tax rate.

Step 6: Save the Item Group

1. Once all the required fields are filled in, click the Save button to create the item group.

2. The item group will now be available in your item group list and can be used to categorize items.

Managing Item Groups

1. Adding Items to an Item Group

• When creating or editing an item, select the appropriate item group from the dropdown menu in the Item Group field.

• Items can be moved between groups by updating the Item Group field in the item details.

2. Updating Item Group Details

• You can update the details of an item group (e.g., default warehouse, price list) at any time by editing the item group.

• Changes to the item group will apply to all items within that group.

3. Deleting an Item Group

• To delete an item group, select the group from the item group list and click the Delete button.

• Note: You cannot delete an item group if it contains items. Move or delete the items first.

Best Practices for Managing Item Groups

1. Plan Your Hierarchy: Create a logical hierarchy of item groups and subgroups to make it easier to manage and retrieve items.

2. Use Consistent Naming Conventions: Use clear and consistent names for item groups to avoid confusion.

3. Regularly Review and Update: Periodically review your item groups to ensure they remain relevant and up-to-date.

4. Leverage Defaults: Use default settings (e.g., warehouse, price list) to streamline item creation and management.

5. Train Your Team: Ensure that your team understands how to use item groups effectively for inventory and sales management.

Item groups are an essential feature in iVendNext for organizing and managing your product catalog. By categorizing items into logical groups, you can streamline inventory management, enhance reporting, and improve overall efficiency. Following the steps and best practices outlined in this article will help you create and manage item groups effectively, ensuring a well-organized and efficient product catalog.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Item Alternative

The article below provides an introduction to Item Alternative in iVendNext.

Overview

Alternative Item refers to a substitute item that can replace the original item a customer is considering. An Item Alternative is an Item similar to the original one and can be used instead of the original Item in manufacturing.

This is useful when the desired item is out of stock or when a retailer wants to offer a similar item with better features or pricing. For example, if a customer wants a specific brand of headphones that is unavailable, the cashier might suggest another brand with similar specifications.

Scenarios

The following scenarios emerge when considering an alternative item

• You can create a new Item and then configure it as an alternative item

• You can use an existing item and use it as an alternative item

Prerequisites 

Before creating and using an Item Alternative, it is advised that you create an item first. iVendNext allows you to create the following item types:

• Standard

• Variant

• Serial

• Batch

• Bundle

For the purpose of this article we will recap the steps to create a Standard Item.

• Access iVendNext application

• Navigate to the Item List View Screen

• Click the Add Item button

• Specify an Item Code

• Enter the Item Name

• Select an Item Group to categorize your item

• Select the Default Unit of Measure

• Enter the opening stock units

• Set the Standard Selling Rate

• Set the Standard Buying Rate

• Save the Item

Configuring an existing item as an alternative item

The steps to configure an existing item as an alternative item are summarized below:

• Access the Item List View Screen

• Search for the desired Item

• Navigate to the Details Tab

• Put a tick against the "Allow Alternative Item" checkbox

• Click the Save button to save the changes and exit the screen

The “Alternative Item” that you create will appear on the Alternative Item List View screen. 

Creating a new alternative item

The steps to create a new alternative item are summarized below:

Access the Alternative Item List View Screen

To access the Item alternative list, go to: Home > Stock.

Then under the Item Catalogue Section click on the Item Alternative shortcut. That should take you to the Item Alternative List View Screen.

Access the New Item Alternative Creation screen

Click on the Add Item Alternative button to access the New Item Alternative Creation screen.  

Specify the Primary Item Details

Specify the Item Code of the Primary Item

Specify the Alternative Item Details

Specify the Item Code of the Alternative Item or Substitute Item

Specify the Match Factor

The Match Factor is a numerical value that indicates how closely an Alternative Item resembles the original item it is substituting. Retailers use this setting to define the degree of similarity between products, helping them suggest suitable replacements when an item is out of stock. For example, if a customer wants a specific brand of headphones but they are unavailable, the system can recommend an alternative with a high Match Factor, meaning it has similar features, quality, and price. The higher the Match Factor, the more appropriate the substitute.

Two Way

The Two Way setting for Alternative Items refers to a mutual substitution relationship between two products. This means that if Item A can replace Item B, then Item B can also replace Item A. It ensures flexibility in inventory management and enhances customer satisfaction by allowing seamless substitutions in both directions. For example, if a store runs out of Brand X Jeans, it might suggest Brand Y as an alternative. With the Two Way setting enabled, Brand Y can also be substituted with Brand X when Brand Y is unavailable. This helps retailers optimize stock availability and reduce lost sales.

Pro Tip: You can enable Two-Way replacement between an Item and their alternative item if both can be used as an alternative to each other.

Save the configuration

Click on the Save button to save the changes and exit the screen.

Selling An Alternative Item at the POS

To demonstrate a sale transaction involving an alternative item, we will perform a simple sale and would consider the below items for illustration: 

Launch POS

Navigate to Home > Retail. Then click on the iVendNext POS shortcut to launch the POS screen.

Search and add the Primary Item (FP-1001) to the transaction

Use the Item search bar to search for the Primary Item (FP-1001) and add it to the transaction screen. 

Primary Item (FP-1001) Out of Stock Notification

The application displays a Negative Quantity Resolution message indicating that the Primary Item (FP-1001) is Out of Stock. On the Negative Quantity Resolution screen click on the Alternate Products button. 

Selection of Alternative Item or Substitute Item (BP-1001)

Select the alternative item or the substitute item suggested by the application. In our illustration the customer was considering buying a Fountain Pen (FP-1001) which was Out of Stock. As a result the application suggested a similar item which was a Ballpoint Pen (BP-1001).

Return to the Transaction Screen

Select the Alternative Item and click on the OK button to return to the Transaction Screen.

Take Payment and Conclude the Sale

Select the desired mode of payment and conclude the transaction.

Print the Transaction Receipt 

The transaction receipt will display the details of the Alternate Item sold. You can print the receipt and then click the New Transaction button to return to the Transaction Screen.

Item Alternative for Work Order 

You can use alternative Items in the manufacturing process, the user can configure to 'Allow Alternative Item' in the BOM/Work Order

Provision to allow alternative item in the BOM 

You can enable 'Allow Alternative Item' in a BOM then select the alternative item in the Stock Entry. This can also be done with a Work Order.

Provision to allow alternative item in the Work Order 

Users can also enable/disable alternative items for individual Work Orders.

Ticking on the 'Allow Alternative Item' checkbox will show a button named 'Alternate Item'. You can click on this to set the Item Alternative in the Work Order.

If the 'Allow Alternative Item' checkbox in the Item table is disabled, you cannot set an Alternate Item for this Item.

Item Alternative for subcontract 

In a subcontract, the user has to transfer raw materials to the subcontracted supplier to get finished goods from them. If the raw material is not available in the stock, with this feature, the user can transfer the alternate item of the subcontracted raw material to the supplier. This is done in the Stock Entry. After this, when you create a Purchase Receipt from the Work Order, the alternate item will be shown.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Item Label Printing

The article below provides an introduction to Item Label Printing in iVendNext. 

Overview 

Label Printing allows you to design and print your own barcodes and labels in predefined sizes. It lets you include more information than just the product code in the barcodes like batch numbers, prices, weights, etc.

Prerequisites

No specific prerequisites as such.

Steps to create a New Item Label

The steps to create a new Item Label are explained below:

Navigate to: Home > Retail. 

Then under the Settings section click on the Item Label Printing shortcut. This should take you to the Item Label Printing List View screen.

Click on the Add Label Printing button. This should take you to the New Item Label Printing screen. 

Fill in the required information including the mandatory fields on the New Item Label Printing screen. All the mandatory fields are marked with red asterisks.

Select the Printing Format and the Store. Specify the Item details using the Item Details Template. 

Once you have filled in the required information including the mandatory fields on the New Item Label Printing screen click the Save button, to save the data and exit the screen. 

New Item Label Creation Screen

The various fields on the New Item Label Screen are explained below:

Format

Select the Printing Format from the drop down list. These Printing Formats are predefined in the system. However, you can choose to create a new one by clicking on the Create a New Thermal Label option.

Store

Select a Store from the drop down list. In case you don’t find your store in the list, you can create one by clicking on the Create a New Warehouse option.

Preview

Click on the Attach button to attach an image preview of the label. Alternatively, when you select a Printing Format from the drop down list, the value in this field is automatically populated which is generally the URL that you can click to preview your label.

Item Details

Specify the Item details using the Item Details Template. You will have to click on the Add Row button displayed below the Item Details Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

On the Editing Row screen you can specify the required information.

Item

Select the Item from the drop down list. 

Description

The value in this field is auto populated with the item description and depends on the Item selected in the previous field.

Quantity To Print

Specify the Quantity of Labels to be printed. 

Price

Specify the Price of the item.

Serial / Batch Number

Specify the Serial / Batch number of the item in case the item selected is a Serial or a Batch item. This field is not applicable for non Serial / Batch items.

Bar Code

Specify the UPC code of the item in case the item selected is a Serial or a Batch item. This field is not applicable for non Serial / Batch items.

Weight

Specify the weight of the item in case the item selected is a Weighted item.

UOM

Specify the UOM of the item in case the item. A UoM is a unit using which an Item is measured.

A filled in Item Details Template would look something similar to the image below:

Label Printing Settings

The Label Printing Settings can be found on the Label Printing Settings screen. To access the Label Printing Settings screen, navigate to Home > Retail. Under the Setting sections click on the Label Printing Settings shortcut. This should take you to the Label Printing Settings screen.

Enable Label Printing

Check this box to Enable Label Printing. This will unlock the Label Printers Template. You will have to click on the Add Row button displayed below the Label Printers Template to add a new blank row. Click on the Pencil symbol under the Gear icon to open the Editing Row screen. 

On the Editing Row screen you can specify the required information.

Label Printer

Select the Label Printer from the drop down list. In case you don’t find your Label Printer in the list, you can add one by clicking on the Create a New Network Printer option.

Label Height

Specify the Label Height.

Label Width

Specify the Label Width.

Label Print Format

Select the Label Print Format from the drop down list. In case you don’t find your Label Print Format in the list, you can create one by clicking on the Create a New Print Format option.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

UPC Codes

The article below provides an introduction to UPC Codes in iVendNext.

Overview 

A barcode is a value decoded into vertical spaced lines. Barcode scanners are the input medium, like Keyboard. When it scans a barcode, the data appears in the computer screens at the point of a cursor.

Set the Item Barcode Using The Item Master 

To set the barcode of a particular item, you will have to open the Item record. You can also enter a barcode while creating a new item.

Once the barcode field is updated in item master, items can be fetched using barcode. This feature will be available in Delivery Note, Sales Invoice, Purchase Receipt, and Stock Reconciliation transactions only.

UOM specific barcode 

You can also specify different barcodes for different types of packaging of the same item like unit and box. Select the UOM in the Item Barcode table to get it auto selected when scanning items.

Using mobile phone / smartphone to scan and add items 

Log in to your iVendNext account, go to the Item master and you'll be able to scan barcodes and add Items right from your smartphone!

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

UOM (Unit of Measure)

The article below provides an introduction to UOM in iVendNext.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Stock Entry

The article below provides an introduction to Stock Entry in iVendNext.

Overview 

A Stock Entry lets you record Item movement between Warehouses.

To access the Stock Entry list, navigate to: Home > Stock.

Then under the Stock Transactions Section click on the Stock Entry shortcut. That should take you to the Stock Entry List View Screen.

Click on the Add Stock Entry button. That should take you to the New Stock Entry Creation screen.

Fill in the required information including the mandatory fields and then click the Save button to create a Stock Entry. 

The Stock Entry Creation screen is split into the following tabs: 

• Details

• Accounting Dimensions

• Other Info 

A screenshot of the Details Tab is pasted below:

A screenshot of the Accounting Dimensions Tab is pasted below:

A screenshot of the Other Info Tab is pasted below:

Purpose 

Stock Entries can be made for the following purposes:

Material Issue: 

If the material is being issued to someone in or outside the company (Outgoing Material). The Items will be deducted from the Warehouse set under Source Warehouse.

Material Receipt: 

If the material is being received (Incoming Material). The Items will be added to the Warehouse set under Target Warehouse.

Material Transfer: 

If the material is being moved from one internal Warehouse to another.

Material Transfer for Manufacturing: 

If raw materials are being transferred for manufacturing. The transfer can happen against a Work Order or a Job Card. To know more, visit the Bill Of Materials page.

Material Consumption for Manufacture: 

There can be multiple consumption stock entries against a manufacturing Work Order. Refer this link for more details

Manufacture: 

If the Material is being received from a Manufacturing/Production Operation.

Repack: 

If the Original item/items are being repacked into new item/items.

Send to Subcontractor: 

If the Material is being issued for a subcontract activity. This entry is made from a Purchase Order. To know more, visit the subcontracting page.

To know more in detail about the stock entry purpose, visit this page.

Prerequisites 

Before creating and using a Stock Entry, it is advised that you create the following first:

Warehouse

Item

Steps to create a Stock Entry 

Stock Entries for Manufacturing purposes are usually created from a Work Order. To create a Stock Entry manually for other purposes, follow these steps:

Navigate to: Home > Stock. Then under Stock Transactions click on the Stock Entry shortcut. This will open the  Stock Entry List View screen.

Click on the Add Stock Entry button. This will open the New Stock Entry screen. 

Select the Stock Entry Type from the drop down list. 

If you set the Default Source or Target Warehouses, they'll be automatically filled for the rows in the Items table. Source/Target Warehouses will be available as per the Stock Entry Purpose you selected.

Use the Item Template to select the Items and specify the quantity. The basic rate will be fetched and the amount will be calculated automatically.

Click the Save button to save the changes and exit the screen. 

Usually, "Source Warehouse" and "Target Warehouse" both are set for recording a movement.

New Stock Entry Screen

The New Stock Entry screen is split into the following sections. Each section contains information specific to the section it corresponds to.

• The Details Section

• The Accounting Dimensions Section

• The Other Info Section

• The Additional Costs Section

The Details Section 

This section of the New Stock Entry screen includes basic information about the Stock Entry. For example, Stock Entry Type, Stock Entry Posting Date and Time, etc.

Series

Select the stock entry document number series from the drop down list.

Stock Entry Type

Select the stock entry type from the drop down list. Depending upon the stock entry type selected some additional fields may appear and some existing fields may disappear from the New Stock Entry master screen. You can also create a Stock Entry Type where only the name will be different, for example 'Scrap Entry'. The purpose will be Material Transfer but the name will be different. This is useful if you want certain Users to have access only to specific actions related to stock.

Add to Transit

Check this box if you want to mark the items as in transit items. This field is visible only when Material Transfer is selected as the Stock Entry Type. If you want to transfer materials from one warehouse to another and you want to make two entries for that then use the "Add to Transit" feature. To use the "Add to Transit" feature, make a stock entry with type as "Material Transfer" and enable the "Add to Transit" checkbox. Next you need to select the source warehouse from where you want to issue the material and then select the warehouse of type "Transit" in the target warehouse. To make a transit warehouse you can goto the Warehouse master and select the warehouse type as "Transit". After that add items in the stock entry which needs to be transferred and submit it.

Work Order

Specify the Work Order in this field. This field is visible only when Manufacture is selected as the Stock Entry Type.

Posting Date

Select the stock entry posting date from the calendar popup screen. By default this field is non-editable. However, if you put a tick against the "Edit Posting Date and Time" checkbox, this field becomes editable.

Posting Time

Select the stock entry posting time from the time popup screen. By default this field is non-editable. However, if you put a tick against the "Edit Posting Date and Time" checkbox, this field becomes editable.

Edit Posting Date and Time

Check this box if you want to make the Posting Date and Posting Time fields editable.

Inspection Required

Check this box if a Quality Inspection needs to be performed on the Items before submitting the Stock Entry. See: Quality Inspection

Apply Putaway Rule

Check this box if you want to apply the putaway rule. Putaway is a rule-based system of moving items from a received shipment to the right places in warehouses based on their storage condition requirements. This helps easy access to items and organized inventory. 

From BOM

Check this box if this is a Manufacturing entry, the associated BOM for the Item being manufactured will be shown.

Use Multi-Level BOM

Check this box if you want to Include items for sub assemblies. This field is visible only when the "From BOM" checkbox is ticked.

BOM No

Specify the BOM number. This field is visible only when the "From BOM" checkbox is ticked.

Finished Good Quantity

Specify the quantity of the finished goods. This field is visible only when the "From BOM" checkbox is ticked.

Get Items

Click this button to fetch the BOM Info for the BOM number specified. This field is visible only when the "From BOM" checkbox is ticked.

% Process Loss

Process Loss has no impact on the stock, this will reduce the number of Items. 

For example, you  planned to manufacture 100 Items but after the manufacturing process, the quantity that has been produced is 80. To produce these 80 items, you have consumed all the raw material quantity. So the 20 quantities that have been less produced are marked by the system as Process Loss Qty. The process loss cost of 20 quantities has been added to the 80 quantities of the Item. Specify the process loss in percentage. The loss incurred in manufacturing the item. This field is visible only when Manufacture is selected as the Stock Entry Type.

Process Loss Qty

Process Loss has no impact on the stock, this will reduce the number of Items. For example, you  planned to manufacture 100 Items but after the manufacturing process, the quantity that has been produced is 80. To produce these 80 items, you have consumed all the raw material quantity. So the 20 quantities that have been less produced are marked by the system as Process Loss Qty. The process loss cost of 20 quantities has been added to the 80 quantities of the Item. Specify the process loss in number. The manufactured items which become unusable or are damaged or may have some noticeable manufacturing defect. This field is visible only when Manufacture is selected as the Stock Entry Type.

Default Source Warehouse

Select the Default Source Warehouse from the drop down list or choose to create a new Source Warehouse by clicking on the create a new Warehouse option. This field is optional. You need to specify the Source Warehouse name only when you select "Material Transfer" as the Stock Entry Type. This will set the  'Source Warehouse' in each row of the items table.

Default Target Warehouse

Select the Default Target Warehouse from the drop down list or choose to create a new Target Warehouse by clicking on the create a new Warehouse option. This field is optional. You need to specify the Target Warehouse name only when you select "Material Transfer" as the Stock Entry Type. This will set the 'Target Warehouse' in each row of the items table.

Scan Barcode

The value in this field is populated with the item barcode, when you scan the item using a barcode scanner.

Barcode

Displays the item barcode.

Source Warehouse

If you have set the Default Source Warehouse, the information will be automatically filled for the rows in the Items table. Source/Target Warehouses will be available as per the Stock Entry Purpose you selected.

Target Warehouse

If you have set the Default Target Warehouse, the information will be automatically  filled for the rows in the Items table. Source/Target Warehouses will be available as per the Stock Entry Purpose you selected.

Item Code

The item code is displayed when you select an item from the drop down list.

Is Finished Item

Check this box if the item manufactured is a finished item.

Is Scrap Item

Check this box if the item manufactured is a scrap item. Scrap items are the by-product and can be treated as products. The scrap items will have the valuation rate and they will be added to the scrap warehouse. Users can set the valuation rate for the scrap item manually in the Basic Rate field.

Allow Zero Valuation Rate

Check this box if you want to allow submitting the Purchase Receipt even if the Valuation Rate of the Item is 0. This can be a sample item or due to a mutual understanding with your Supplier.

The Other Info Section 

This section of the New Stock Entry screen includes information related to print settings.  For example, Print Headings, Letterhead details, etc.

Print Headings 

Purchase Receipt headings can also be changed when printing the document. You can do this by selecting a Print Heading. To create new Print Headings go to: Home > Settings > Printing > Print Heading. Know more here.

Letterhead 

Select the Letterhead format from the drop down list or choose to create a new Letterhead format by clicking on the create a new Letterhead option. You can print your Purchase Receipt on your company's letterhead. See: Letterhead 

Is Opening

Select the Is Opening value from the drop down list. Select Yes if this entry is the opening stock entry for the Items.

Remarks

Specify the remarks if any for the stock entry item. 

Percentage Transferred

Specify the percentage of Items transferred depending on Stock Entry purpose.

Total Amount

Specify the total amount of Items transferred.

The Additional Cost Section 

This section of the New Stock Entry screen includes information about the additional cost incurred in manufacturing the item. This section is visible only when Manufacture is selected as the Stock Entry Type. For example, Expense Account details, etc.

If the stock entry is an incoming entry i.e. any item is received at a target warehouse, you can add related additional costs (like Shipping Charges, Customs Duty, Operating Costs, etc) associated with the process. The additional costs will be considered to calculate the Valuation Rate of the items.

To add additional costs:

Select the Expense Account to which the expense from this Stock Entry will be recorded.Enter the description and amount of the cost in the Additional Costs table.

The added Additional Costs will be distributed among the receiving items (where the Target Warehouse mentioned) proportionately based on the Basic Amount of the items. And the distributed additional cost will be added to the basic rate of the item, to calculate Valuation Rate. Amount and Exchange Rate is shown when you expand the Items table. 

If the perpetual inventory system is enabled, additional costs will be booked in the Expense Account mentioned in the Additional Costs table.

The Accounting Dimensions Section 

This section of the New Stock Entry screen includes information about the additional cost incurred in manufacturing the item. This section is visible only when Manufacture is selected as the Stock Entry Type. For example, Expense Account details, etc.

You can tag different transactions based on different dimensions. By default, Projects can be considered as a dimension as it is a common practice to track costs of different projects. To know more about Accounting Dimensions, visit this page.

After submitting a Stock Entry, you can go to the stock ledger or the accounting ledger from the dashboard.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Stock Reconciliation

The article below provides an introduction to Stock Reconciliation in iVendNext.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.

Warehouse

The article below provides an introduction to Warehouse in iVendNext.

Overview 

A warehouse is a commercial building for storage of goods. Warehouses are used by manufacturers, importers, exporters, wholesalers, transport businesses, customs, etc.

Retail stores are also warehouses, but are categorized as retail stores by a flag "Is Retail Store"

Every POS is required to be bound to a Store. You can either specify a name for your Store or pick a Store name from the list of stores displayed on the POS master screen. 

Access the Warehouse (Store)

To access the Warehouse (Store), navigate to: Home > Retail. Under the Settings section click on the Warehouse (Store) shortcut. Alternatively you can navigate to Home. Click on the Awesome Bar and then  type the keyword -  “Warehouse List”. The application will perform a global search and will show results from several different record types related to the keyword. Click on the Warehouse List search result to launch the Warehouse List View Screen.

Steps to create a Warehouse 

Creating a Retail Warehouse (Store) in iVendNext involves the following steps:

1. Log in to iVendNext: 

Start by logging into your iVendNext account. 

2. Navigate to Warehouse List:

Go to: Home > Retail > Settings > Warehouse.

2. Create a New Warehouse:

Click on the "Add Warehouse" button to launch the new warehouse creation screen.

3. Enter Warehouse Details:

Enter a name for the Warehouse. Warehouses are saved with their respective Company’s abbreviations. This facilitates identifying which Warehouse belongs to which company at a glance.

4. Convert the Warehouse into a Retail Warehouse

Tick the "Is Retail Store" checkbox to make this warehouse act as a retail store for your POS terminal. 

5. Specify the Selling Price List:

Select the Selling Price List from the drop down list displayed or choose to create a new Selling Price List by clicking on the Create a new Price List shortcut. Selling Price List will determine the Selling Rate of the item. It is the price at which an item is sold at the POS Terminal. This field is visible only when the “Is Retail Store” checkbox is ticked.

6. Select the Cash Customer:

Select the Cash Customer from the drop down list or choose to create a new Cash Customer by clicking on the Create a new Customer option. This is the default customer that will be selected at the POS attached to the store so that the cashier at the POS will not have to select a customer for every transaction. This field is visible only when the “Is Retail Store” checkbox is ticked.

7. Set Parent Warehouse (Optional):

Tick the "Is Group" checkbox if you want to create sub-Warehouses under this group Warehouse.

8. Negative Inventory

Tick the "Allow Negative Inventory" checkbox to maintain a list of items along with their available quantities in each store for which the stock is less than zero.

9. Tax Number

Specify the Tax Number. Tax Number refers to the unique identification number assigned to a warehouse or store for tax purposes

10. Tax Category

Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the Create a new Tax Category option. Tax Category refers to a classification that allows you to apply specific tax rules to transactions based on the warehouse location or type.

11. Email Account

Select the Email Account from the drop down list displayed or choose to create a new Email Account by clicking on the Create a new Email Account option. Email Account refers to the email address associated with the warehouse for communication purposes. This email account can be used to send and receive emails related to warehouse operations, such as inventory updates, order confirmations, and other notifications.

12. Email Template

Select the Email Template from the drop down list or choose to create a new Email Template by clicking on the Create a new Email Template option. Email Template refers to a predefined email format that can be used for sending standardized communications related to warehouse operations.

13. Save the Warehouse:

Click on the "Save" button to save the new Warehouse.

New Warehouse (Store) Creation Screen 

The various settings on the New Warehouse Creation Screen are explained below:

Is Retail Store

Check this box if you want this warehouse to act as a retail store for your POS terminal. When you check the Is Retail Store box, some additional fields get unlocked. These are: Selling Price List and Cash Customer 

Warehouse Name

Specify a name for your warehouse. This field is mandatory.

Selling Price List

Select the Selling Price List from the drop down list displayed or choose to create a new Selling Price List by clicking on the Create a new Price List shortcut. A Price List is a collection of Item Prices either Selling, Buying, or both. An Item can have multiple prices based on customer, currency, region, shipping cost, etc Selling Price List will determine the Selling Rate of the item. It is the price at which an item is sold at the POS Terminal. This field is visible only when the “Is Retail Store” checkbox is ticked.

Cash Customer

Select the Cash Customer from the drop down list or choose to create a new Cash Customer by clicking on the Create a new Customer option. This is the default customer that will be selected at the POS attached to the store so that the cashier at the POS will not have to select a customer for every transaction. This field is visible only when the “Is Retail Store” checkbox is ticked.

Is Group Warehouse

Check this box if you want to allow creating sub-Warehouses under this group Warehouse.

Parent Warehouse

Specify the name of the Parent Warehouse. This field is optional. You need to specify the Parent Warehouse name only when you want this new warehouse to act like a subsidiary warehouse.

All Warehouses are saved with their respective Company’s abbreviations. This facilitates identifying which Warehouse belongs to which company at a glance.

Is Rejected Warehouse

Check this box if you want to use this warehouse to store rejected materials. For Example a material is marked as rejected if it fails to meet the defined quality parameters.

Account

Set a default account here for all transactions with this Warehouse. Setting this account will show transactions from this Warehouse in the Accounting Ledger. If you leave the Account field blank, all the transactions performed against this warehouse will be mapped against the Parent Warehouse Account or the Company’s Default Account will be considered in transactions.

Company 

You can either select a company name from the list of company names displayed or  choose to create a new company by clicking on the Create a new company option.  

All the settings pertaining to the Company are managed and controlled from the Company Master screen. See: Company Master

Company Currency

The value in this field is fetched from the Company’s Default Currency Field and is not editable.

Tax Number

Specify the Tax Number. Tax Number refers to the unique identification number assigned to a warehouse or store for tax purposes.

Default Taxes and Charges

Select the Default Taxes and Charges template from the drop down list or choose to create a new Default Tax Template by clicking on the Create a new Tax Template option.

Tax Category

Select the Tax Category from the drop down list or choose to create a new Tax Category by clicking on the Create a new Tax Category option. Tax Category refers to a classification that allows you to apply specific tax rules to transactions based on the warehouse location or type.

Allow Negative Inventory

Check this box if you want to maintain a list of items along with their available quantities in store for which the stock is less than zero.

Email Account

Select the Email Account from the drop down list displayed or choose to create a new Email Account by clicking on the Create a new Email Account option. See: Email Account

Email Template

Select the Email Template from the drop down list or choose to create a new Email Template by clicking on the Create a new Email Template option.

Phone No

Specify the Phone number.

Mobile No

Specify the Mobile number.

Address Line 1

Specify the Address.

Address Line 2

Specify the Address.

City

Specify the City.

State

Specify the State.

PIN

Specify the PIN.

Warehouse Type

Select a Warehouse Type from the drop down list or choose to create a new Warehouse Type by clicking on the Create a new Warehouse option. You can create a Warehouse Type to classify Warehouses. For example, Supplier Warehouses, Stock Warehouses, WIP Warehouses, Rooms, etc. can be tagged. This classification is useful when generating reports or in certain stock transactions.

Default In-Transit Warehouse

Select a default in-transit Warehouse from the drop down list or choose to create a new in-transit Warehouse by clicking on the Create a new Warehouse option. In transit warehouse is a virtual warehouse. When stock is being transferred from one warehouse to another, the merchandise is considered to be in the in transit warehouse till the time it is not received at the receiving warehouse.

After Saving a Warehouse (Store)

After saving a Warehouse, you'll see the following options:

Stock Balance: 

This will open the Stock Balance report to display the quantity, valuation, balance, etc.

General Ledger: 

This will open the General Ledger to display the accounting transactions.

Convert to Group: 

If the Warehouse is a Non-Group Warehouse, i.e. cannot contain other Warehouses under it, this button will make this a Group Warehouse.

Disable:

This will deactivate the Warehouse (Store). When a warehouse is disabled, it becomes inactive and cannot be used for any transactions or operations. However, the warehouse's data and history remain intact, allowing you to reactivate it later if needed.

Tree View 

You can also switch to 'Tree' View which will show all the group and child Warehouses.

Additional Learning Resources

For deeper insights and ongoing support, participants are encouraged to explore the following:

• 📘 iVendNext Wiki Documentation: Access the official user manual for detailed guidance on system features and workflows.
  Visit the Wiki Docs

• 🛠️ iVendNext Help Portal: Browse categorized knowledge articles covering Accounting, Buying, Selling, Stock, and more.
  Explore the Help Portal

These resources complement your training journey and serve as valuable references throughout the certification process.

Once you've completed the article, continue to the next topic in the training module to build on your understanding.