How to Create a New Item Code

An Item Code is the master record for every product you sell or stock in Xilnex. Creating a complete item record ensures accurate sales, purchasing, inventory tracking, and reporting across all your locations. The system can auto-generate the code for you based on a grouping prefix, or you can type your own custom code.

Navigation

From the main menu, go to: Master Data > New Item

The Item screen opens with a left-side tab panel for each section of the item record.

Step 1 — Open a New Item Record

1. On the top toolbar, click New.
2. A blank item form appears. The Item tab is selected by default on the left panel.

Step 2 — Enter the Item Code and Item Name

1. In the Item Code field, type a code (e.g., SHOE-001) or leave it blank for auto-generation.
2. In the Item Name field, type the full product name (e.g., Running Shoe Size 10).

Auto-generate: If you want the system to create the code automatically, configure in System Configuration > Item > All Outlets > "Barcode or item code generator" and select the value to auto generate and select the value before saving. The "Auto generate" label is shown beside the Item Code field as a reminder.

Step 3 — Select the Stock Type

Below the Item Code and Item Name fields, locate the Stock Type dropdown. Click it to see the available types:

1. Click the Stock Type dropdown.
2. Select the type that matches the product.

For most retail goods, select Normal.

Step 4 — Complete the Item Grouping and Classification Fields

These fields categories the item for reporting and filtering purposes. All grouping fields are dropdowns populated from your master data setup.

1. Click each dropdown and select the appropriate value.
2. At minimum, select value for field configured if you want the system to auto-generate the Item Code.

Step 5 — Fill in Alternate Lookup and Vendor

1. Type an alternate code in the Alternate Lookup field if applicable.
2. Click the Vendor dropdown and select the main supplier.

Step 6 — Upload a Product Image (Optional)

On the right side of the Item tab, there is a product image placeholder with a + (plus) button.

1. Click the + button on the image placeholder.
2. Browse to and select the product image file.
3. The image will display in the placeholder.

Uploading a product image is optional but recommended for visual identification at point of sale.

Step 7 — Review Item Flags (Right-Side Panel)

On the right side of the Item tab, below the image, you will see a set of checkboxes. These control behaviour for this specific item:

Review and adjust each flag to match your business rules for this product.

The panel also shows Available Quantity — Total and Outlet — which will display actual stock figures once goods have been received.

Step 8 — Additional Information Tab

Click Additional Information in the left panel to see supplementary product details.

1. Fill in any fields that are relevant to this product.
2. At minimum, enter the Unit of Measure (e.g., PCS, KG, BOX).

Step 9 — Pricing Tab

Click Pricing in the left panel to set selling prices.

The system supports 7 price tiers, allowing you to charge different prices to different customer groups or sales channels.

Margin and Markup figures (including AVG-cost variants) are calculated automatically based on the prices and costs you enter.

1. Enter the Sale Price at minimum.
2. Fill in additional tiers as needed.
3. Set the Active Price dropdown to the tier used for normal sales (defaults to "Sale Price").
4. The Tax Rate (%) will auto update based on tax code for the item.

Step 10 — Barcode Lookup Tab (Optional)

Click Barcode Lookup in the left panel to register additional barcodes for this item.

Use this when a single product has more than one barcode (e.g., different packaging or supplier barcodes).

1. Type the barcode number in the Barcode Lookup input field.
2. Click Add.
3. The barcode appears in the list below.
4. Repeat for each additional barcode.
5. To remove a barcode, select it in the list and click Remove.

Step 11 — Commission Tab (Optional)

Click Commission in the left panel to configure sales commission for this item.

The commission section supports multiple commission tiers for different staff roles:

1. Enter the applicable commission amount in the flat field (e.g., 5.00) or the percentage in the % field (e.g., 2.50).
2. Leave at 0.00 for staff roles that do not apply to this item.

Step 12 — Purchasing Information Tab (Optional)

Click Purchasing Information in the left panel to track product shelf life and purchasing availability.

1. Set Expiry Calculation if this product has a shelf life.
2. Enter Shelf Life in Days and Day Before Expiry as needed.
3. Leave these fields blank if expiry tracking is not required for this item.

Step 13 — Outlet Stocks Tab (View Only)

Click Outlet Stocks in the left panel to see a summary of this item's stock balance across all your branches and locations.

Use the Location selector and press Select to filter location.

Step 14 — Receives History and Sales History Tabs (View Only)

• Receives History — Displays all goods received for this item to date. Read-only.
• Sales History — Displays all sales transactions that included this item. Read-only.

These tabs are informational and require no input when creating a new item.

Step 15 — Product Vendor Tab (Optional)

Click Product Vendor in the left panel to register additional suppliers for this item (beyond the primary vendor set in Step 5).

1. Click the Vendor dropdown (showing e.g., "ABC Company S/B") and select an additional supplier.
2. Click Add.
3. The vendor appears in the list with columns: Vendor ID, Vendor Name, Vendor Identification, Account No, Vendor Item Code.
4. Click Delete to remove a vendor from the list.

Step 16 — Unit of Measurement Tab (Optional)

Click Unit of Measurement in the left panel to check multiple units of measure for this item (e.g., sell by PCS but purchase by BOX of 12).

Configure multi-UOM here if the item is bought in bulk but sold individually.

Step 17 — Warranty Tab (Optional)

Click Warranty in the left panel to configure warranty terms for this item.

Option A — Simple Warranty:

Option B — Warranty Group Linkage:

1. Select a Warranty Group from the dropdown.
2. Click Add — the group appears in the list below.
3. On the right, set:
   • Default Warranty Item — the default warranty service item linked to this group.
   • Default Warranty Month(s) — standard warranty duration.
   • Max Warranty Month(s) — maximum allowed warranty period.
4. Click Remove to unlink a warranty group.

Step 18 — Save the Item Record

Once all required and optional fields are completed:

1. Click Save on the top toolbar.
2. The system assigns an Item ID and (if auto-generate was selected) an Item Code.
3. A confirmation message appears.

If any mandatory field is missing, the system will highlight it and prevent saving.

Settings Menu (Top Toolbar)

The Settings button on the top toolbar provides additional display options for the item form:

Footer Action Buttons

At the bottom of the Item screen, a purple toolbar provides quick actions without leaving the item record:

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