Items — User Guide

Module: Purchase
Audience: Procurement staff, inventory coordinators, buyers
Version: 1.0.0
Last updated: 2026-07-22

Overview

Items in the Purchase module are your organization's product and service master records used on purchase requests, quotations, and purchase orders. You can add items one at a time, import many from Excel, attach images, organize them by commodity group, and maintain selling and purchase prices. Items shared from a vendor catalog show which vendor they came from.

Prerequisites

There is no "view own" scope — users with View see the full catalog.

Step-by-step: View the item list

1. Go to Purchase → Items.
2. Browse the table: image, code, name, group, unit, selling rate, purchase price, tax, and vendor source (when applicable).
3. Click a commodity code to open the detail panel on the right (split view).
4. Use the angle-double-left toggle to expand or collapse the preview pane.

Toolbar (when permitted):

• Add — create a single item
• Import items — bulk load from Excel

Step-by-step: Add an item

1. Go to Purchase → Items.
2. Click Add.
3. Complete the form:
   • Commodity code — leave blank to auto-generate using system numbering rules
   • Commodity name (required)
   • Commodity barcode, SKU code, SKU name (optional)
   • Description (long text)
   • Commodity group and Sub-group
   • Rate (selling price) and Purchase price
   • Unit, Tax 1, Tax 2
4. Optionally drag images into the upload area.
5. Click Submit.

Expected result: The item appears in the list and opens in the preview panel.

Step-by-step: Edit an item

1. Open the item from the list (preview or row menu → Edit).
2. Update fields in the modal.
3. Add or remove images as needed.
4. Click Submit.

Step-by-step: Delete an item

1. In the list row menu under the commodity code, click Delete.
2. Confirm the deletion prompt.

Note: Deleting an item removes it from the master catalog. It may still appear on historical purchase documents that already referenced it.

Step-by-step: Bulk actions

1. Select one or more items using the checkboxes.
2. Open Bulk actions.
3. Choose one or more actions:
   • Mass delete — remove selected items (requires Delete permission)
   • Clone this items — duplicate selected items (requires Create)
   • Change item selling price — apply a percentage adjustment to selling rate (requires Edit)
   • Change item purchase price — apply a percentage adjustment to purchase price (requires Edit)
4. Click Confirm.

Step-by-step: Import items from Excel

1. Go to Purchase → Items.
2. Click Import items.
3. Download or prepare a spreadsheet with columns: commodity code, name, barcode, SKU fields, description, unit, group, sub-group, purchase price, rate, tax 1, tax 2.
4. Upload the file and run the import.
5. Review any error export file for rows that failed validation (duplicate codes, missing names, invalid units, and so on).

Requires Create permission.

Step-by-step: Item detail preview

When an item is selected in split view, the preview shows:

• Image gallery (or placeholder when no image)
• Commodity code, name, barcode, SKU fields
• Group, selling rate, purchase price, unit, taxes

If the item was created from a vendor catalog entry, the list also links to the source vendor.

Adding items while creating documents

On purchase request and purchase order screens, users with Create permission may see an Add item shortcut in the line-item selector. This opens the same item form without leaving the document.

Common issues

Related features

• Settings — commodity groups, sub-groups, units, item code prefix
• Vendors — vendor master data
• Vendor items (Purchase → Vendor item) — vendor-specific catalog before promotion to items
• Purchase requests — line items pulled from this catalog
• Purchase orders — edit — line items pulled from this catalog