How to Manage Items with Accoxi?

Here describes How to Add/Edit/Delete a product or service that is used for trading

Item

Items

Item of business means any tangible or intangible, visible or invisible 'thing. An item may be of product or service that is offered for sale. It can be physical or in virtual or cyber form. Every item is purchased or made at a cost and sold for a price.

Items in Accoxi

Item is one of an important function in Accoxi. It includes product or service that is used for trading and enables the user to create multiple product and service for the purpose of business transaction.

Item in Accoxi

Key Features of Items:
  • It enable the user to crate and save multiple number of products and service for trading and it offers number of options to crate and group the product management
  • It provide the options of category, subcategory, group and brand wise product management and user can use these options while creating products
  • User can add multiple number of images of the products by using multiple image functionality
  • It enable the user to batch wise stock management, shelf, rack management etc.

 

Items In Accoxi

Click on the Inventory Module and select Items. On clicking Items, Items page opens.

Items

Items consist of various menus and it shows the details of all the items that entered in to the business. It provide the options of category, subcategory, group and brand wise product management and user can use these options while creating products. User can add multiple number of images of the products by using multiple image functionality and it also enable the user to manage batch wise stock, shelf, rack management etc.

 

Item Data

    Fields

                            Description

Product/Service name

This field shows the name of the product/service of the particular item.

Barcode

Barcode of the item will appear.

HSN/SAC

Every product has HSN code and Service has SAC code. This field shows the HSN/SAC code of the created item.

Type

Type of item will be shown in this field i. e. Product or Service.

Tax Category

It shows the tax category of the particular item. Tax category defines how products are to be taxed on the basis of nature of the product. It includes Taxable, Nil Rated, Exempted or Non- GST.

Tax%

This field shows the tax rate of the created item.

Available Stock

It shows the current number of available stock of the item. User can identify the available stock of each item from this field.

Menus Available in Items       

Menus Available In Items

1.Filter

Filter of items can be done in two ways-either by directly entering the item name into the search bar near filter option or by clicking the filter drop down menu. The user can filter the data by Product/Service Code, Product/Service Name, HSN/SAC.

2.Refresh

If the latest data is not displayed, click on the refresh icon on the top right corner of the page to fetch the new data. 

3.+New

Add New menu include two options, Product and Service. This menu is using for the purpose of create a new Product or create a new Service.            

  1. Product

It is the menu option to create new Product. A Product is an object or system made available for consumer use. By clicking on the Product menu, a new form will appear and user needs to enter the details on appropriate field to create a Product.

New Product Form

    Fields

                                Description

Product name

Every product has its own name and user need to enter the name of the product on this field.

Barcode

User can enter the Barcode number of the product on this field.

Unit

A standard amount of physical quantity such as NOS, KGS, TON etc is termed as unit. User can select Unit of the product on this field. By clicking the select menu, list of Unit will be appears and user can select required unit from the list.

If the user want to create a new Unit for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

HSN code

User can enter the HSN code of the product on this field.

GST Inclusive

This menu is using for the purpose of set the tax type of the product. Generally there are two types of tax, Inclusive and Exclusive. Inclusive GST means that GST is included in the price of the Product. Exclusive GST means price of goods does not include tax. Tax is separately charged over and above the price of the Product.

 If the user want to create Inclusive type of product, then need to mark the GST Inclusive menu. If the user does not mark the GST Inclusive menu, then the Product will treat as Exclusive.

Description

User can add additional explanation regarding the Product on this field.

Tax category

Tax category defines how products are to be taxed on the basis of nature of the product. It include Taxable, Nil rated, Exempted or Non- GST.

In the case of GST Inclusive rate, Tax category will be fixed as Taxable only. User can’t make any change or can’t edit the field.

In the case of GST Exclusive rate, user can select the Tax category as Taxable, Nil rated, Exempted or Non- GST on the basis of the Product nature. 

 

Tax rate

In the case of Taxable product, user can select appropriate tax rate of the product on this field. By clicking on the select option, five types of GST rate list will appear and can select the required one.

Tax rate field will be block in the case of no taxable product. That is, if the user select the Tax category as Nil rated, exempted or Non GST, then can’t enter anything on this field.

Reorder level

Reorder level means the level of inventory which triggers an action to replenish that particular inventory stock. It is a minimum amount of an item which a firm holds in stock, such that, when stock falls to this amount, the item must be reordered. User can enter the Reorder level number on this field.

Category

Product categories are created by the firm to Organize the Products. User can select the category of the Product on this field.

If the user want to create a new Category for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Sub category

Sub categories of products are created by the firm to organize the Products. After select the category of the product, user can select the Sub category on this field.

If the user want to create a new Sub category for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Product type

Product type is a set of common specific characteristics in products or goods. User can select the Product type of the Product on this field.

If the user want to create a new Product type without the list, can create a new one by clicking the menu + (add new). 

Brand

User can group the products by its brand wise and can select the Brand of the Product on this field.

If the user want to create a new Brand for the product that without the list, can create a new one by clicking the menu + (add new). 

Group

A product group is a high-level grouping of products. User can select the Group of the Product on this field.

If the user want to create a new Group for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Godown

Godown or warehouse is the place to store products or goods before moving them to another location. User can select the Godown of the Product on this field. By clicking on the select option, list of available Godowns will appear and can select required one.

If the user want to create a new Godown for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Shelf

User can select the godown Shelf name on this field. By clicking on the select option, list of available shelf name will appear and can select required one.

If the user want to create a new Shelf for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Rack

User can select the godown Rack name on this field. By clicking on the select option, list of available Rack name will appear and can select required one.

If the user want to create a new Rack for the Product that without the list, can create a new one by clicking the menu + (add new). 

 

Active product

Click on the Active option to save the product as Active product. If the Product not existing, then unmark the active button.

 

Save

After enter the whole details, click on the Save menu to create new Product or save the created form.

Clear

Clear menu is for clear or removing the entire data that entered by the user.

 

Exit

Exit menu is using for go to the previous page without saving the Product form.

 

 

 

 

Product Image

This form is using for the purpose of add Images of the product. User can add multiple number of images for a product.

Product Image

  Fields

      Description

Image

User can upload the product images on this column. By clicking on the field, open folder will pop up and can select the image from the tab.

Title

In this field, user can enter the title regarding the product image.

Type

It shows the type of file.

Default

Select and click on the default option to set the product image as default image

Delete

Delete icon is using for the purpose of delete unnecessary images after upload.

Add new

To add multiple images of the product, click on the add new + icon, and while click on the +icon new field will pop up on the page.

After creating a new Product, next step is to create a Batch for the product.

Batch

If the user wants to create a new Product, then need to create batch that consists of MRP, Purchase Rate, Sales Rate and Opening Stock of the product. While clicking on the Save option to create new product, a new message will appear on the screen regarding the Product batch.

Click on the Yes option to create new batch for a product. After selecting Yes, new batch   form will appear on the screen.

Batch

   Fields

                                 Description

Product name

Product name will be automatically appearing in the field.

Refresh

If the latest data is not displayed, click on the refresh icon on the top right corner of the page to fetch   the new data.

+New Batch

This menu is using for the purpose of adding new batch for existing/same product.

Export

The batch list can be export to Excel format. Click on the Export button at the top right corner near the +New button. Select the file location and click Save.

Batch code

User can add Batch code of the product in this field.

Bar code

User can enter the Barcode number of the product in this field.

Expiry date

This field refers the expiry date of the Product and user can set the expiry date in this field.

MRP

In this field, user can add the Maximum Retail Price (MRP) of the product.

Purchase rate

User can add the Purchase Rate of the product.

Sales rate

In this field, user can add the Sales Rate of the product.

Opening stock

Opening stock is the value of stock that is available for sale or used at the beginning of an accounting period. User can add opening stock in this field,

Save

After entering the whole details, click on the Save menu to create new Product batch or save the created form.

Exit

Exit menu is using for go to the previous page without saving the Product form.

2.Service

It is the menu option to create new service. By clicking on the Service menu, a new form will appear and user needs to enter the details on appropriate field to create a Service.

Service

          Fields

                                          Description

Service name

Every service has its own name and user needs to enter the name of the service in this field.

Service code

User can enter the service code in this field.

SAC code

User can enter the SAC code of the service in this field.

Unit

A standard amount of physical quantity such as NOS, KGS, TON etc. is termed as Unit. User can select Unit in this field. By clicking the select menu, list of Unit will be appears and user can select required unit from the list.

If the user wants to create a new Unit for the Product that without the list, can create a new one by clicking the menu + (Add New). 

 

Category

Service categories are created by the firm to Organize the service with Products. User can select the category of the service in this field.

If the user wants to create a new Category for the Service which is not in the list, it can be created by clicking the menu + (Add New). 

Group

A service group is a high-level grouping of service or products. User can select the Group of the Service in this field.

Rate

User can add the appropriate rate of the service in this field.

Tax Category

Tax category defines how services are to be taxed on the basis of nature of the service. It includes Taxable, Nil Rated, Exempted or Non- GST.

In the case of GST Inclusive Rate, Tax category will be fixed as Taxable Only. User can’t make any change or edit the field.

In the case of GST Exclusive rate, user can select the Tax category as Taxable, Nil Rated, Exempted or Non- GST on the basis of the service.

GST Inclusive

This menu is used for the purpose of setting the tax type of the service. Generally there are two types of tax- Inclusive and Exclusive. Inclusive GST means that GST is included in the price of the product. Exclusive GST means price of goods does not include tax. Tax is separately charged over and above the price of the product.

 If the user wants to create Inclusive type of service, then the GST Inclusive menu need to be marked. If the user does not mark the GST Inclusive menu, then the Service will be treated as Exclusive.

Tax

In the case of Taxable service, user can select appropriate tax rate in this field. By clicking on Select, five types of GST rate list will appear and user can select the required one.

Tax rate field will be blocked in the case of Non-Taxable service. That is, if the user select the Tax category as Nil rated, Exempted or Non GST, then user can’t enter anything in this field.

Description

User can add additional explanation regarding the service in this field.

Save

After enter the whole details, click on the Save menu to create new service or save the created form.

Clear

Clear menu is for clear or removing the entire data that entered by the user.

Exit

Exit menu is using for go to the previous page without saving the service form.

4.Export

The list of items can be exported to Excel format. Click the Export button at the top right corner, near the +New button. Select the file location and click Save.

       

5.View

This menu option helps the user to view the created item format by clicking the view sign.

 

 6.More options

More options menu includes three additional options and they are Edit, Show Batch and Delete.

 

=>Edit

This menu enables the user to make edits on created item. By clicking on the menu, form of selected item will appear.

 

=>Show Batch

Show Batch menu enable the user to get the batch of the created product. By clicking on the Show Batch option, batch of the selected product will appear on the screen.

=>Delete

If the user wants to delete an item that has already been created, it can be done using Delete.

 7.Pagination Control

It controls the Page Navigation and the Page Size. Page Size can be set to 10, 20, 50 or 100, by giving page number in the box. When the user clicks the Go button, the intended page will appear.

 

 

 

Frequently Asked Questions?

01Can I upload images to my product?

Yes, user can upload a maximum of four images for a single item. Following are the steps involved:

  • Go to Inventory module.
  • Click New Product
  • A field named Product Images appears on the right hand side of the Product form.
  • Click on the ‘+’ icon, browse the image and select Apply to put the intended image

02Where do I enter my opening stock?

  • After saving the product form, a message appears asking whether or not the user want to create a batch. Click on Yes button.
  • The batch form opens
  • Provide the number of stock quantity in the Opening Stock field.
  • Click on Save button

03Is it possible to maintain batch wise product details?

Yes, the inventory can be maintained batch-wise. After saving the product form, a message appears asking whether or not the user wants to create a batch? Click on Yes button and enter the details in the Batch Form.

04How do I delete my item?

No. You can’t delete once created item. Either it can be set as an in active product or you can edit your items.

05How do I track my inventory?

After creating an item in Accoxi, update Batch Details and this will help you track your inventory.

06Where can I see my current stock?

Click on Inventory module. The module window opens and on the right hand side there is a column named Available Stock that displays the stock count.

07How to set my purchase or sale rate?

  • Click on Inventory Module
  • Select New Batch
  • Batch form opens. Select the required Product Name from the drop down option
  • Give the Purchase Rate or Sales Rate in the Batch Table

08While creating inventory I set the sales rate as Rs.1200. But my sales rate varies from time to time. How can I give different sales rate?

Sales rate other than the rate given in the inventory module can be set.

  • Go to settings-Preference-Sales Invoice
  • Put a tick mark on the “Rate Editable” option

While raising the invoice you can enter the sales rate manually. The only criteria is that you cannot give a sales rate more than MRP