Item
Overview
Item – Business Overview
Item represents everything your business buys, sells, produces, or offers as a service. It is the master record for products, materials, and services used across purchasing, sales, inventory, manufacturing, and accounting processes in Dafater.
Every transaction involving goods or services refers back to an Item, making it one of the most important setup records in daily operations.
What Item Is Used for in Business Operations
Item is used to: - Define products for sale (finished goods, retail items, subscription services) - Define materials for purchase (raw materials, supplies, assets) - Track stock quantities and valuation for inventory-controlled products - Standardize pricing, descriptions, and units of measure - Control how products flow through buying, selling, storage, and production
Without Items, you cannot raise purchase orders, sales invoices, delivery notes, or stock movements.
Prerequisites and Setup Requirements
Before creating and using Items, the following should be defined: - Item Categories to group similar products or services - Units of Measure (for example: pieces, kilograms, hours) - Warehouses or Storage Locations if stock tracking is required - Suppliers and Customers for buying and selling activities - Pricing structures if different selling or buying prices are needed
A clear product structure ensures consistent reporting and smoother operations later.
Typical Workflow and Business Process Fit
Create the Item
- Define whether it is a stock item, non-stock item, or service
- Set basic details such as name, description, and unit of measure
Define How It Is Used
- Mark if it can be purchased, sold, or both
- Enable stock tracking if physical inventory is involved
Assign Pricing and Defaults
- Set standard buying and selling prices
- Link preferred suppliers or default warehouses if applicable
Use in Daily Transactions
- Select the Item in purchase orders, sales orders, invoices, or stock movements
- Quantities, values, and availability update automatically based on usage
Monitor Performance
- Review sales, purchase history, and stock levels by Item
- Use insights for planning, reordering, or discontinuation decisions
Key Business Scenarios Where Item Is Essential
Retail and Trading Businesses
- Managing product catalogs, pricing, and inventory levels
Manufacturing Operations
- Defining raw materials, sub-assemblies, and finished goods
Service-Based Companies
- Standardizing billable services for consistent invoicing
Wholesale and Distribution
- Tracking large volumes of products across multiple warehouses
Procurement and Cost Control
- Analyzing supplier prices and purchase trends by Item
Important Considerations for Users
Choose the correct Item type
Incorrectly marking a service as a stock item can cause inventory issues.Use clear naming and descriptions
This avoids confusion during sales, purchasing, and reporting.Group Items logically
Well-structured categories improve reporting and decision-making.Review stock settings carefully
Only enable stock tracking when physical quantities need to be managed.Maintain Items regularly
Update prices, deactivate obsolete Items, and review usage trends periodically.
Summary
Item is the foundation of product and service management in Dafater. It connects buying, selling, inventory, and financial processes into one consistent flow. A well-designed Item structure helps businesses operate efficiently, maintain accurate stock and pricing, and make informed decisions across the organization.
A Product or a Service that is bought, sold or kept in stock.
Basic Information
- Module: Stock
- Document Type: Setup
Fields
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| naming_series | Series | Select | STO-ITEM-.YYYY.- | Defines Dafater automatic numbering pattern for item records | |
| item_code | Item Code | Data | ✓ | - | Unique internal code to identify the item |
| item_name | Item Name | Data | - | Business-friendly name used in transactions and reports | |
| item_group | Item Group | Link | ✓ | Item Group | Category for organizing and reporting similar items |
| stock_uom | Default Unit of Measure | Link | ✓ | UOM | Primary unit used for inventory tracking |
| custom_barcode | Barcode | Data | - | Barcode used for scanning and quick identification | |
| disabled | Disabled | Check | - | Prevents item usage in Dafater transactions | |
| allowalternativeitem | Allow Alternative Item | Check | - | Allows substitution with approved alternative items | |
| isstockitem | Maintain Stock | Check | - | Indicates whether inventory quantity is maintained | |
| has_variants | Has Variants | Check | - | Marks item as template for multiple variants | |
| opening_stock | Opening Stock | Float | - | Initial quantity available during item setup | |
| valuation_rate | Valuation Rate | Currency | - | Base cost rate used for inventory valuation | |
| standard_rate | Standard Selling Rate | Currency | - | Default selling price for sales transactions | |
| isfixedasset | Is Fixed Asset | Check | - | Identifies item as capitalized fixed asset | |
| autocreateassets | Auto Create Assets on Purchase | Check | - | Automatically create assets when purchased | |
| isgroupedasset | Create Grouped Asset | Check | - | Creates single asset record for grouped purchases | |
| asset_category | Asset Category | Link | Asset Category | Classification used for asset accounting and depreciation | |
| assetnamingseries | Asset Naming Series | Select | - | Numbering series for auto-created assets | |
| overdeliveryreceipt_allowance | Over Delivery/Receipt Allowance (%) | Float | - | Permitted excess quantity during delivery or receipt | |
| overbillingallowance | Over Billing Allowance (%) | Float | - | Permitted excess amount during supplier billing | |
| image | Image | Attach Image | image | Visual reference image for item identification | |
| description | Description | Text Editor | - | Detailed business description of the item | |
| brand | Brand | Link | Brand | Associated brand for marketing and reporting | |
| uoms | UOMs | Table | UOM Conversion Detail | Alternate units and conversion factors | |
| shelflifein_days | Shelf Life In Days | Int | - | Number of days item remains usable | |
| endoflife | End of Life | Date | - | Date after which item is obsolete | |
| defaultmaterialrequest_type | Default Material Request Type | Select | Purchase, Material Transfer, Material Issue, Ma... | Default purpose when requesting this item | |
| valuation_method | Valuation Method | Select | , FIFO, Moving Average, LIFO | Method used to calculate inventory value | |
| warranty_period | Warranty Period (in days) | Data | - | Warranty coverage duration in days | |
| weightperunit | Weight Per Unit | Float | - | Physical weight of one unit | |
| weight_uom | Weight UOM | Link | UOM | Unit of measure for item weight | |
| allownegativestock | Allow Negative Stock | Check | - | Allows stock balance to go below zero | |
| barcodes | Barcodes | Table | Item Barcode | Multiple barcodes linked to the item | |
| reorder_levels | Reorder level based on Warehouse | Table | Item Reorder | Warehouse-wise minimum stock replenishment levels | |
| hasbatchno | Has Batch No | Check | - | Tracks inventory using batch numbers | |
| createnewbatch | Automatically Create New Batch | Check | - | Automatically generate batch during receipt | |
| batchnumberseries | Batch Number Series | Data | - | Numbering pattern for batch creation | |
| hasexpirydate | Has Expiry Date | Check | - | Tracks expiration date for batches | |
| retain_sample | Retain Sample | Check | - | Reserves sample quantity for quality purposes | |
| sample_quantity | Max Sample Quantity | Int | - | Maximum quantity retained as sample | |
| hasserialno | Has Serial No | Check | - | Tracks individual units using serial numbers | |
| serialnoseries | Serial Number Series | Data | - | Numbering pattern for serial numbers | |
| variant_of | Variant Of | Link | Item | Links variant to its parent item | |
| variantbasedon | Variant Based On | Select | Item Attribute, Manufacturer | Basis for generating item variants | |
| attributes | Variant Attributes | Table | Item Variant Attribute | Defines attributes differentiating item variants | |
| enabledeferredexpense | Enable Deferred Expense | Check | - | Spreads expense recognition over multiple periods | |
| noofmonths_exp | No of Months (Expense) | Int | - | Number of months for expense deferral | |
| enabledeferredrevenue | Enable Deferred Revenue | Check | - | Spreads revenue recognition over multiple periods | |
| noofmonths | No of Months (Revenue) | Int | - | Number of months for revenue deferral | |
| item_defaults | Item Defaults | Table | Item Default | Company-specific default settings for the item | |
| purchase_uom | Default Purchase Unit of Measure | Link | UOM | Default unit used during purchasing | |
| minorderqty | Minimum Order Qty | Float | - | Minimum quantity allowed per purchase order | |
| safety_stock | Safety Stock | Float | - | Buffer quantity to prevent stockouts | |
| ispurchaseitem | Allow Purchase | Check | - | Allows item to be purchased | |
| leadtimedays | Lead Time in days | Int | - | Expected days between order and receipt | |
| lastpurchaserate | Last Purchase Rate | Float | - | Most recent purchase cost | |
| iscustomerprovided_item | Is Customer Provided Item | Check | - | Item supplied by customer for processing | |
| customer | Customer | Link | Customer | Customer associated with provided item | |
| deliveredbysupplier | Delivered by Supplier (Drop Ship) | Check | - | Supplier ships item directly to customer | |
| supplier_items | Supplier Items | Table | Item Supplier | Supplier-specific item codes and details | |
| countryoforigin | Country of Origin | Link | Country | Country where item is manufactured | |
| customstariffnumber | Customs Tariff Number | Link | Customs Tariff Number | Code used for customs and import duties | |
| sales_uom | Default Sales Unit of Measure | Link | UOM | Default unit used during sales | |
| grant_commission | Grant Commission | Check | - | Allows sales commission on this item | |
| issalesitem | Allow Sales | Check | - | Allows item to be sold | |
| max_discount | Max Discount (%) | Float | - | Maximum discount allowed during sales | |
| customer_items | Customer Items | Table | Item Customer Detail | Customer-specific item references | |
| taxes | Taxes | Table | Item Tax | Default taxes applied to the item | |
| inspectionrequiredbefore_purchase | Inspection Required before Purchase | Check | - | Requires quality check before accepting purchase | |
| qualityinspectiontemplate | Quality Inspection Template | Link | Quality Inspection Template | Standard checklist for quality inspections | |
| inspectionrequiredbefore_delivery | Inspection Required before Delivery | Check | - | Requires inspection before customer delivery | |
| includeitemin_manufacturing | Include Item In Manufacturing | Check | - | Allows item usage in manufacturing processes | |
| issubcontracted_item | Supply Raw Materials for Purchase | Check | - | Supplies raw materials to subcontractors | |
| default_bom | Default BOM | Link | BOM | Primary bill of materials for manufacturing | |
| customer_code | Customer Code | Small Text | - | Customer-specific identifier for the item | |
| defaultitemmanufacturer | Default Item Manufacturer | Link | Manufacturer | Preferred manufacturer for the item | |
| defaultmanufacturerpart_no | Default Manufacturer Part No | Data | - | Manufacturer’s reference part number | |
| publishedinwebsite | Published In Website | Check | - | Displays item on Dafater website | |
| totalprojectedqty | Total Projected Qty | Float | - | System-calculated future required quantity |
Child Tables
UOMs (UOM Conversion Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| uom | UOM | Link | UOM | Target unit of measure used for conversions | |
| conversion_factor | Conversion Factor | Float | - | Multiplier to convert base unit quantity into selected UOM |
Barcodes (Item Barcode)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| barcode | Barcode | Data | ✓ | - | Unique scannable code identifying item for sales and inventory. |
| barcode_type | Barcode Type | Select | , EAN, UPC-A, CODE-39, EAN-12, EAN-8, GS1, GTIN... | Standard format of barcode used for scanning and compliance. | |
| uom | UOM | Link | UOM | Unit of measure for this barcode within Dafater transactions. |
Reorder level based on Warehouse (Item Reorder)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| warehouse_group | Check in (group) | Link | Warehouse | Warehouse group considered for stock level checks in Dafater | |
| warehouse | Request for | Link | ✓ | Warehouse | Specific warehouse where reorder rules apply in Dafater |
| warehousereorderlevel | Re-order Level | Float | - | Minimum stock level triggering replenishment for this warehouse | |
| warehousereorderqty | Re-order Qty | Float | - | Quantity to procure or transfer when reorder level reached | |
| materialrequesttype | Material Request Type | Select | ✓ | Purchase, Transfer, Material Issue, Manufacture | Type of material request created upon automatic reordering |
Variant Attributes (Item Variant Attribute)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| variant_of | Variant Of | Link | Item | Base item in Dafater from which this variant is created | |
| attribute | Attribute | Link | ✓ | Item Attribute | Attribute defining this item's variation in Dafater |
| attribute_value | Attribute Value | Data | - | Specific value of the selected attribute for this variant | |
| numeric_values | Numeric Values | Check | - | Indicates attribute values are numeric ranges instead of fixed options | |
| disabled | Disabled | Check | - | Marks this attribute inactive and excluded from variant generation | |
| from_range | From Range | Float | - | Starting numeric value for attribute range in Dafater | |
| increment | Increment | Float | - | Step value used to generate numeric attribute variations | |
| to_range | To Range | Float | - | Ending numeric value for attribute range in Dafater |
Item Defaults (Item Default)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| company | Company | Link | ✓ | Company | Company where this item configuration applies within Dafater |
| default_warehouse | Default Warehouse | Link | Warehouse | Primary warehouse for storing and issuing this item | |
| defaultpricelist | Default Price List | Link | Price List | Standard price list used for this item transactions | |
| defaultdiscountaccount | Default Discount Account | Link | Account | Account used to record discounts applied on this item | |
| buyingcostcenter | Default Buying Cost Center | Link | Cost Center | Cost center for tracking item purchase expenses | |
| default_supplier | Default Supplier | Link | Supplier | Preferred supplier for purchasing this item | |
| expense_account | Default Expense Account | Link | Account | Account to record expenses related to this item | |
| defaultprovisionalaccount | Default Provisional Account | Link | Account | Temporary account for provisional item-related entries | |
| sellingcostcenter | Default Selling Cost Center | Link | Cost Center | Cost center for tracking item sales performance | |
| income_account | Default Income Account | Link | Account | Account to record income generated from item sales | |
| deferredexpenseaccount | Deferred Expense Account | Link | Account | Account for postponing item expenses over future periods | |
| deferredrevenueaccount | Deferred Revenue Account | Link | Account | Account for recognizing item revenue over time | |
| defaultreceivableaccount | Default Receivable Account | Link | Account | Account to track receivables from item sales | |
| defaultwaiveraccount | Default Waiver Account | Link | Account | Account to record waived amounts for this item | |
| defaultwriteoff_account | Default Write Off Account | Link | Account | Account used to write off uncollectible item amounts | |
| defaultsuspenseaccount | Default Suspense Account | Link | Account | Temporary account for unresolved item-related balances |
Supplier Items (Item Supplier)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| supplier | Supplier | Link | ✓ | Supplier | Supplier providing this item for procurement |
| supplierpartno | Supplier Part Number | Data | - | Supplier's reference part number for this item |
Customer Items (Item Customer Detail)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| customer_name | Customer Name | Link | Customer | Linked customer associated with this item in Dafater. | |
| customer_group | Customer Group | Link | Customer Group | Customer segment classification for pricing and sales analysis. | |
| ref_code | Ref Code | Data | ✓ | - | Customer-specific reference code for item identification. |
Taxes (Item Tax)
| Field Name | Label | Type | Required | Options | Description |
|---|---|---|---|---|---|
| itemtaxtemplate | Item Tax Template | Link | ✓ | Item Tax Template | Select Dafater item tax template applied to this item. |
| tax_category | Tax Category | Link | Tax Category | Defines tax category for item based on regulations. | |
| valid_from | Valid From | Date | - | Start date from which this tax setup applies. | |
| minimumnetrate | Minimum Net Rate | Float | - | Lowest net rate eligible for this tax calculation. | |
| maximumnetrate | Maximum Net Rate | Float | - | Highest net rate eligible for this tax calculation. |
Permissions
| Role | Read | Write | Create | Delete | Submit | Cancel |
|---|---|---|---|---|---|---|
| Desk User | ||||||
| Maintenance User | ✓ | |||||
| Sales User | ✓ | |||||
| Item Manager | ✓ | ✓ | ✓ | ✓ | ||
| Stock Manager | ✓ | |||||
| Manufacturing User | ✓ | |||||
| Purchase User | ✓ | |||||
| Stock User | ✓ | |||||
| Accounts User | ✓ |
Related DocTypes
| DocType | Relationship | Module |
|---|---|---|
| Asset | Linked from | Assets |
| Asset Capitalization | Linked from | Assets |
| BOM | Linked from | Manufacturing |
| BOM Creator | Linked from | Manufacturing |
| Batch | Linked from | Stock |
| Bin | Linked from | Stock |
| Closing Stock Balance | Linked from | Stock |
| Determine Items For Payments | Linked from | Dafater Property Management |
| Import Supplier Invoice | Linked from | Regional |
| Item Alternative | Linked from | Stock |
| Item Manufacturer | Linked from | Stock |
| Item Price | Linked from | Stock |
| Item Review | Linked from | Webshop |
| Job Card | Linked from | Manufacturing |
| Pricing Rule | Linked from | Accounts |
| Product Bundle | Linked from | Selling |
| Production Plan | Linked from | Manufacturing |
| Promotional Scheme | Linked from | Accounts |
| Putaway Rule | Linked from | Stock |
| Quality Inspection | Linked from | Stock |
| Quick Stock Balance | Linked from | Stock |
| Repost Item Valuation | Linked from | Stock |
| Serial No | Linked from | Stock |
| Serial and Batch Bundle | Linked from | Stock |
| Stock Ledger Entry | Linked from | Stock |
| Stock Reservation Entry | Linked from | Stock |
| Subcontracting BOM | Linked from | Subcontracting |
| Subscription Plan | Linked from | Accounts |
| Tax Rule | Linked from | Accounts |
| Warranty Claim | Linked from | Support |
| Website Item | Linked from | Webshop |
| Work Order | Linked from | Manufacturing |
| Asset Category | Links to | Assets |
| BOM | Links to | Manufacturing |
| Brand | Links to | Setup |
| Country | Links to | Geo |
| Customer | Links to | Selling |
| Customs Tariff Number | Links to | Stock |
| Item | Links to | Stock |
| Item Group | Links to | Setup |
| Manufacturer | Links to | Stock |
| Quality Inspection Template | Links to | Stock |
| UOM | Links to | Setup |