Item

Anything that is being sold by your company is regarded as an Item within the ERPNext. These include raw materials of the manufacturing processes, sub-assemblies, finished goods, variations of the items and the intangible products of the services.

The ERPNext was designed with the capability to handle a wide variety of items: physical, digital, maintenance contract, and can do serial/batch tracking, sales-purchases process, stock valuation, and manufacturing. The trouble-free work, making correct reports, automating the modules (Sales, Purchase, Stock, Accounting, and Manufacturing) is required to master the Item Master and have the detailed information.

Well structured Item Master does not contain an error, assists in providing the price consistency and can qualify such features as multi-currency pricing, image catalogs, and the attribute-based filtering.

To access the Item list, go to:

1. Prerequisites

Setting up Before an Item record is made the following setup items are required:

• Item Group - a sub-category (e.g. Raw Materials-> Steel, Finished Goods-> Gadgets, Services). Multiple attributes such as valuation method and tax templates can be defaulted by group using ERPNext v15, which mean attributes are nested under a group.

• Warehouse - In case it is necessary to track inventory. The opening stock is stored in a warehouse, which makes it possible to see inventory by location.

Unit of Measure (UoM) - Set the base unit of measure to be used in the calculations of stock (e.g., pcs, kg, m) and where another unit of measure is transacted develop rules of conversion.

2. Building an Item

1. Visit Item list on the menu and create a new one.
2. Type in a special item, this code will automatically bring forth the item name.
3. Attach Group Item to acquire any default settings as well as simplify the categorization and reporting of items.
4. Under Opening Stock record the item at the said warehouse and fix the Standard Selling Rate as a reference item in sales.
5. Item Save. ERPNext will match valuation and accounting ledgers based on valuation settings, inventory rules in your Item Group or Company settings.
6. Among the above, in the ERPNext v15, one may specify more optional settings:

• Item Variants based on Attributes (color, size), category of child items located in a template. A Reorder Level and Reorder Quantity should also be set as a signal to send automated procurement notifications. Default BOM and Default Supplier, thus automating the manufacturing or purchasing process.
• Stock Settings: Enable use of batch or serial stock, determine how the stock should be valued (e.g. FIFO, Moving Average) at either item or enterprise level.
• Item Website Features: List item pictures, details and meta tags to template based websites.

Configuring Items end-to-end in ERPNext v15 guarantees firm grasp over inventory, regularity in prices, supply overhauls, and product supervision in all business activities.

2.1 Items Properties

Name of the item: refers to the complete and actual name of the service or the product you offer. In ERPNext v15 it remains a mandatory and exposed field used by documents such as Sales Order, Purchase Order, Invoices, and Manufacturing documents. Descriptive and clear name is good so that they can be recognized and reported.

Item Code: is the unique identifier or shorthand of the item is called the Item Code. ERPNext will allow both the manually entered codes and automatic generation by using a Naming Series which can be activated by Stock Settings.

• In case your item list is small, it is more usable and recognizable to have Item Name and Item Code to remain one and the same.
• In case of large inventory with complicated items, codification assists in organizing your list of items and enhances efficiency in searches and reports. Since ERPNext v15, you even can have a Custom Field to track internal cataloging besides automatically generated system code.

Item Group: is used to classify the item in to suitable groups such as Finished Goods, Raw Materials, Sub-assemblies, Services, or Consumables. Such groups are useful in default ,valuation methods, in assignment of default tax templates, during the establishment of group-wise inventory, sale and purchase reports.

The Item Groups can be hierarchical (parent-child) and one-level nesting under another is possible. They may be generated at Setup > Item Group. The report filtering is better according to these categories with the help of ERPNext v15.

Default Unit of Measure (UoM): refers to the method in which the item is being stocked or traded. These include words like Nos, Kg, Litre, Box etc.

ERPNext v15 has added the ability to process alternates UoM using UOM Conversion Factors e.g. 1 Box = 10 Nos. All the UoMs can be so kept in the list under Setup > Master Data > UOM and conversion factors need to be established against each item in a purchase, sales, or stock entry. When making a choice of the UoM when making an item, even upon typing in %, there is still the popup menu of the available UoM.

Such a structure helps in clear documentation, conversion of purchase and stock units automatically and better accuracy of transactions.

2.2 Alternatives upon Making an Item

Disabled: When you tick the Disabled check box, the item would become inactive within your system. After deactivation, it will not be possible to select it in any of the transactions such as Sales Order, Purchase Order, Work Orders and Invoices. This functionality is applicable when a product is stopped or is off temporary use.

Permission of Alternative Item: This alternative will allow you to select substitute goods in the process of transactions as long as what you need is off the shelf. Activating the Allow Alternative Item, ERPNext provides mapping of substitution of one or more of them through Item Alternative master. This comes in especially useful in the situations where there are frequent shortages of raw material in the manufacture or the parts are flexible.

Stock Maintenance: This setting determines that ERPNext retains stock ledger item under this item. If marked:

• The product will display in the Warehouse, Inventory Valuation and Stock ledger reports.
• ERPNext will search the warehouse levels and check the stock.

Unchecked: * The product is also not a stock product (usual when it comes to services or outsourced services). * Some valuation and inventory-related features require the turn into Maintain Stock on in the ERPNext version v15.

Add Item to the Manufacturing: Check this box when it is an item such as a component / raw material that is added to the Bill of Materials (BOM) to make finished goods. When the item is disabled, then it can still be added to BOMs, however, there will be no stock usage or valuation records. This is useful in the addition of services or operating components (or pieces) (washing, inspection) which do not use physical inventory.

Valuation Rate: ERPNext offers two approaches to valuation of its stock items utilizing:

• First In, First out (FIFO): Oldest purchase price is used to value the stock and cost of the goods sold.
• Moving Average: The average valuation is replaced every time a new purchase comes. In v15 these valuation approaches are still at the company or item level under Stock Settings. The valuation methodology adopted influences the accounting and the stock reports directly.

Standard Selling Rate: This will enable you to set the selling price as default of the item.

Once they are filled while creating an item, ERPNext automatically and silently forms a background Item Price record. When inserted later than after making an item, the Item Price may have to be inserted manually by the use of an Item Price list. This rate is applied on auto-filling Sales Orders, Quotations and Invoices which may be overridden.

Is Fixed Asset: Check of this box will make an item a Fixed Asset. This qualifies the item to be transacted in Asset Lifecycle (purchase, depreciation, disposal) process of the company by use of the Asset Module. This is required on capital equipment and goods.

Auto Create Assets on Purchase: With this field selected together with Is Fixed Asset ERPNext will automatically create an Asset Record when the item is purchased through Purchase Invoice or Purchase Receipt. This makes registering of assets easier when purchasing capital goods, and can be set up in Asset Settings

Percentage Allowance: This category defines a level of allowance on exceeding delivery or exceeding billing on the item.

It is the amount the quantity /value that may be shipped / billed over and above what was ordered. To pick the default in stock settings, ERPNext would take the value of Stock Settings unless set per item. This field is not used until first saving of that item.

Inserting an Image: The procedure of adding an image to an item is as follows:

• Save the item form with filled in and partially.
• On saving, one can see the image icon with Change button.
• Press Change and select Upload and select the image file.

The picture is presented on the pages of item listing and trade and enhances graphic readability especially in retailing and e-commerce applications.

In the case of India: GST Settings Item-wise

Code HSN/SAC Classification of commodities and services under Indian Goods and Services Tax (GST) regime require mandatory codes of classification like HSN (Harmonized System of Nomenclature) and SAC (Service Accounting Code).

• Goods can be taxed using HSN
• Services can be done under SAC
• Such codes must be selected in the correct way so that tax can be calculated and the government may be satisfied. In ERPNext v15, this field is still maintained in the item master to the effect that:
  • Selection of appropriate HSN or SAC codes to every item
  • Affiliation of GST tax templates based on the selected code

In case the desired code is not discovered, it is possible to get a new one by: Accounting > GST Settings > HSN/SAC Code

Nil is Rated or Exempted: You should also tick this box when the item is subject to the GST but it is exempted or zero-rated (i.e. zero-rated = 0%). Examples are:

• Staple foodstuffs e.g. cereals or pulses
• Text book learning

Such a category can be classified properly, and the system is not charged a tax rate in case GST is switched on.

Is Non-GST: Use this checkbox for products out of the scope of GST — typically fuel, liquor, or petroleum products in India.

• ERPNext v15 employs this flag for skipping GST application in transactions involving such products.
• Tax calculation rules are modified accordingly, especially in Sales Invoices, Purchase Invoices, and e-Invoicing integrations.

3. Features

3.1 Brand and Description

Brand: In ERPNext, you may associate a Brand with an item to segment products, generate sales reports, and list on the web.

• Brands must first be created using Selling > Brand
• Having done so, they can be selected while adding an item This is useful for businesses that manage multi-brand inventory or franchises.

Description: The Item Description is a lengthy text describing the product or service.

• By default, it is pulled from the Item Name or Item Code
• You can override or customize it for readability or customer presentation styles In ERPNext v15, this description appears in Sales Orders, Invoices, and Print Formats, and has basic formatting capabilities.

3.2 Barcodes

ERPNext offers the feature to set up multiple barcodes for each product in support of retail, distribution, and POS activities.

• EAN (European Article Number):

  • 13-digit barcode employed globally
  • Compliant with global POS systems
  • Utilized in the production and product packaging

• UPC (Universal Product Code):

  • 12-digit barcode norm in the USA and Canada
  • Applied in retail and grocery systems

ERPNext v15 maintains both EAN and UPC types of barcodes in the Barcodes child table for each Item.

Barcodes stored here can be used to:

• Auto-fetch items in Sales Invoices, POS, or Delivery Notes
• Offer speed and precision at stock entry or checkout
• Operate hand-in-hand with barcode readers in POS Profile

3.3 Inventory

Shelf Life In Days

This is the field used to indicate the number of days from which a batch of an item becomes unusable or expired.

• It is employed only if Batch Number tracking is enabled for the item.
• ERPNext calculates the Batch Expiry Date by adding "Shelf Life In Days" to the batch manufacturing date.
• The batch will be made non-selectable in transactions like Delivery Note or Stock Entry after expiration.

Use Case Example: Tablets or foodstuffs with an expiry date after a predetermined period.

New in ERPNext v15: ERPNext now has auto-expiry reminders and can restrict use of expired batches from sales and stock transactions by enabling the respective setting in Stock Settings:Prevent Use of Expired Batches

End of Life

This is the worldwide expiry date for the product itself, unaffected by batch or stock.

• ERPNext prevents the item in transactions from this date.
• Applies to non-stock as well as stock items.
• Used to retire materials or older components in production.

Use Case Example: A raw material like plastic crystals to be retired after 2029 can be tagged with End of Life = 31-12-2029.

Warranty

ERPNext supports warranty tracking using Serial Numbers.

Conditions to Use

• The item must have Enable Serial Numbers checked.
• Fix the Warranty Period (in days) in the item master.

When an item is delivered:

• A Serial Number record is created with the date of delivery and warranty expiry.
• The status of the warranty can be traced from Stock > Serial No or from Delivery Note.

Weight UOM

Determines the Unit of Measure for showing weight of the item.

• Standard examples: Kilogram (Kg), Gram (g), Pound (lb).
• This is mostly for shipping and freight operations and may vary from the default stock UOM (e.g., Nos, Packs).

Weight UOM is also used in Packaging Slips, Shipping Rules, and Stock Entry validations in ERPNext v15.

Weight Per Unit

Sets the actual net weight for a unit of the item in the selected Weight UOM.

• Applied to shipping weight calculation
• Useful in generating freight invoices, customs documents, and logistics integrations

Example: 1 pack of biscuits with a weight of 250g = Weight Per Unit = 0.25, Weight UOM = Kg

Default Material Request Type:

Used to determine the default purpose when creating a Material Request for this item. Choices are:

• Purchase
• Transfer
• Manufacture
• Customer Provided
• Material Issue (based on user authorization)

Whenever a new Material Request is initiated through a Stock Reorder or Manual trigger, ERPNext will pre-populate the selected type.

Valuation Method

Choose either:

• FIFO (First In First Out)
• Moving Average

This field determines how ERPNext will compute:

• Inventory Valuation
• Stock Ledger Entries
• Cost of Goods Sold

Note: * In case item-level valuation method is not provided, system uses firm-wide default from Stock Settings. * Once transactions for an item have been created, the valuation method cannot be changed.

ERPNext v15 has the same valuation logic as earlier with validation checks in order not to modify valuation methods inadvertently after transactions have already been created.

3.4 Automatic Reordering

In ERPNext version v15, after the stock of an item drops below a defined level, auto reordering is facilitated through the use of the Auto Reorder section of the Item form. To utilize this feature, first, the "Auto Material Request" has to be activated under Stock Settings. Then, after enabling this feature, ERPNext itself will create a Material Request every time the item's quantity reaches down to the set Re-order Level, providing a constant supply of stock.

The Material Request that gets created will notify users with Purchase Manager and Stock Manager roles.

Auto Reorder Fields

• Check in (group): This type identifies the set of warehouses against which the system will verify the quantities of stock for the product. Grouped warehouses make stock checking at various points of storage that have a common parent easy.

• Request for: This is the receiving warehouse where restocked inventory will be delivered and inventoried. It provides for restocking inventory at the correct location.

• Re-order Level: This is the amount which, when reached, will trigger the reordering action. The amount is typically computed based on lead time, average daily consumption, and safety stock levels. For instance, by setting the reorder level for motherboards as 10, the Material Request will automatically be generated once stock falls to or is at the level.

• Re-order Qty: This is the number to order when the reorder level is reached. It does not have to be equal to the reorder level. Instead, it is influenced by factors such as:

  • Minimum Order Quantity from the supplier
  • Bulk discounts for purchasing
  • Lead times
  • Transportation expense
  • Average daily use

For example, where the reorder level is 100, the reorder quantity might be 150 due to limitations from the supplier or economies of scale.

• Material Request Type: Indicates the procedure employed to meet the stock requirement. It can be one of the following:

  • Purchase: If the item is purchased from outside.
  • Manufacture: If the item is manufactured locally.
  • Transfer: If the item is transferred from another warehouse.

ERPNext v15 also supports the reorder configuration to hold multiple reorder rules for each item, each in use for a different warehouse or warehouse group. This allows for more flexibility when managing inventory in multiple locations or in warehouse hierarchies.

Note: Material Requests generated by auto reordering are automatically built by a scheduled background job which runs once a day at midnight. The system only generates one request for each item per rule per day to avoid duplication.

3.5 Multiple Units of Measure

ERPNext v15 has the facility to manage more than one Unit of Measure (UoM) for an item, and you can keep things flexible in stocking, selling, or buying items. If the default UoM for sales is Nos (Numbers), but you receive the item in Kilograms (Kg), then you can specify a different UoM in the Item master with a conversion factor.

For instance, if 500 screws = 1 Kilogram, you can choose Kilogram as the alternate UoM and define the conversion factor to be 500. This helps in proper inventory counting and valuation in varied units.

To set alternate UoMs:

• Navigate to the UOM Conversion Details tab of the Item form.
• Add the new UoM and define the conversion factor with reference to the Default UoM.
• Add only the UoMs that already exist in the UOM master.

ERPNext v15 also has UoM-based validation rules for many transactions like Sales Invoices, Purchase Receipts, and Stock Entries. You can even specify a smallest stock UoM, so that during a transaction, all of them would get auto-calculated.

This option proves helpful when products are:

• Bought in bulk (Kg/Ltr)
• Packaged differently (Boxes, Cartons)
• Sold in smaller units (Nos, Dozen)

The system automatically calculates quantity and pricing using the defined conversion factors, improving accuracy and reducing manual errors.

3.6 Serial Numbers

Serial Number tracking in ERPNext v15 allows for precise identification and traceability of individual units of an item. This is essential for managing warranty, service, and returns, especially for high-value or regulated items.

By enabling the Has Serial No option in the Item form:

• The system imposes serial number allocation during stock transactions like:

• Stock Entry

• Purchase Receipt
• Delivery Note
• Sales Invoice

Serial numbers can be:

• Automatically generated in a pre-defined series
• Manually entered at the time of stock movement
• Batch imported during batch entries

ERPNext holds a Serial No master where information are recorded automatically such as:

• Warranty Expiry Date
• Purchase and Sale Dates
• Warehouse or Customer Current Location
• Reference of Delivery Document

Use Cases:

• Perfect for electronics, machinery, tools, or anything that needs unique identification.
• Not required for fast-moving, low-value products such as pens or erasers, where it is not feasible to track every unit.

Important Note: Unless your item is a consumer durable, has no warranty, and is never likely to be recalled, it's best not to serialize it to save unnecessary administrative burden.

3.7 Batches

A series of Items can be produced in batches. This is helpful for relocating the batch and attributing an expiry date to a specific batch.

• Has Batch No: Batch number, expiry date, and maintaining sample stock options will be shown on checking this checkbox. You won't be able to turn this on if there's any existing transaction for this item. (In ERPNext v15, this limitation extends to stock ledger entries even with zero quantity.) If this is turned off, you'll need to manually enter the serial numbers for each and every transaction.

• Batch Number Series: Prefix that will be added to batch numbers. If you specify 5x1SCR, then the very first batch will be designated like 5x1SCR00001 on first manufacture/transaction.

• Automatically Create New Batch: If batch number is not specified in transactions, then they will be automatically generated following a pattern such as AAAA.00001. If you always want to create a batch number manually for this product, then leave this field empty. This will overwrite 'Naming Series Prefix' under Stock Settings. (In ERPNext v15, when there is a custom naming format set up in Stock Settings, it is not overwritten unless this field takes precedence.) Batch numbers may be automated to be generated if you are the manufacturer of the Items or may be typed out manually if received from an outside manufacturer.

• Has Expiry Date: If you check this, the batch number will be created based on the expiry date. The expiry dates can be specified in the 'Batch' master. *(In ERPNext v15, expired batches now raise system warnings on stock transactions.)

• Retain Sample: To keep a minimum amount of sample stock of the product. You must define a Sample Retention Warehouse in Stock Settings for this. For more information, click here. (In ERPNext v15, retained samples are not shown in available stock reports.)

• Has Serial No: Like Batch Number Series, it'll be generated when you post transactions/produce. If you keep Serial Number Series as AA, then when you post the first transaction a serial number will be generated as AA00001.

• Tip: While typing in an Item Code in an Items table, if the table asks for inventory details, then depending on whether the typed item is serialized or batched, you can type serial or batch numbers immediately in a pop-up dialog.

• Note: Once you have indicated an item as being serialized or batched or neither, you will no longer be able to change it after you have created a Stock Entry.

For more information, go to the Stock Reconciliation page.

3.8 Variants

An Item Variant is an alternate version of an Item. To find out more about how to manage variants click on Item Variants.

Item Variants are helpful when you sell goods that are essentially the same but vary in particular characteristics such as size, color, material, etc. Instead of building a new Item for each variation, you build one Item Template and create variants from it based on specified attributes.

For instance, a shirt may have variations by color (Red, Blue, Green) and size (S, M, L, XL).

You first need to define Item Attributes (such as Color, Size), create an Item Template and add these attributes. ERPNext will create each distinct combination as a unique Item Variant. In ERPNext v15, while creating these variants, you can now allocate unique barcodes, prices, and item images per variant directly from the template form. Further, stock levels and batch/serial number tracking now can be controlled individually for each variant.

Each variant will be handled as a different Item in transactions and will have its individual inventory levels, price, barcode, and serial/batch number tracking. In ERPNext v15, the variant creation process has been streamlined with improved UI support, and auto-generation of variants from chosen combinations is optimized with fewer manual steps.

3.9 Item Defaults

Here, you can set Company-wide transaction-related defaults for this Item.

• Default Warehouse: This is the Warehouse which is selected by default in your transactions for this item. In ERPNext v15, if you have more than one company configured, you can now specify a default warehouse for a particular company within the same item, which the system automatically pulls based on the company context.

• Default Price List: Either Standard Selling or Standard Buying. Similarly, you can even define purchasing and selling default accounts. ERPNext v15 also now supports using default pricing rules in more precise ways by context, like territory, customer group, or currency, linked directly to defaults on items.

• Supplier: If a default supplier is specified, this supplier shall be used for new purchase transactions. With the release of ERPNext v15, this field also allows auto-prioritization if more than one supplier is specified for the same item among different companies or purchase terms.

• Default Expense Account: It is the account to which cost of the Item will be credited. ERPNext v15 now comes with added validation to check if the chosen account is of the same company as the transaction in order to avoid ledger mismatches.

• Default Income Account: This is the account that the income from the sale of the Item will be posted into. The system, at v15, cross-checks this with your company sales account structure and warns you in case of a mismatch.

• Default Cost Center: It will be used for expensing of this Item. From ERPNext v15 onwards, cost centers can be dynamically pulled from the transaction's project or department if not defined at the item level explicitly.

• Default Discount Account: This is where you can add a discount account. This account will be used for any discounts being provided to this particular item

• Default Provisional Account: You can add a temporary account until the main account is established here.*

• Default Buying Cost Center: If you want to keep your selling and buying centers different for better tracking, then you can add a default buying cost center here.

• Tip: Add additional rows for multiple companies. In ERPNext v15, in adding multiple company defaults, the system now takes into account the last modified entry or highest priority option while selecting defaults for a transaction.

3.10 Purchase, Replenishment Details

• Default Purchase Unit of Measure: The default UoM to be used in Purchase transactions. In ERPNext v15, conversion of unit is auto-managed between Purchase UoM and Stock UoM, assuming a conversion factor is established under the UOM section of the Item.

• Minimum Order Qty: The minimum quantity that must be used for purchase transactions such as Purchase Orders. If defined, the system will not allow you to complete the purchase transaction if the item quantity in the purchase transaction is less than the quantity defined in this field. In ERPNext v15, validation for this is also enforced in Material Request and Request for Quotation (RFQ) transactions.

• Safety Stock: "Safety Stock" is employed in the report "Item wise Recommended Reorder Level". Using Safety Stock, average daily consumption and the lead time, the system recommends Reorder Level of an item.

Formula:

Reorder Level = Safety Stock + (Average Daily Consumption × Lead Time)

In ERPNext v15, updating Safety Stock in bulk is now possible using the Stock Reorder Report, which has an inline editable table.

• Last Purchase Rate: Here, the rate at which you last bought this item on a Purchase Invoice will be shown. ERPNext v15 now automatically refreshes this field in real-time when a new Purchase Invoice is posted, without any need for manual updates or background jobs.

• Is Purchase Item: When unticked, you cannot use this item in purchase transactions. ERPNext v15 applies this limitation to Subcontracting and Drop Shipping flows too.

• Is Customer Provided Item: Whether the Item is being provided by a customer and received via Stock Entry > Material Receipt. When selected, Customer field becomes compulsory since default customer for Material Request. In ERPNext v15, if enabled, when the ownership of the item in stock is monitored as "Customer-Owned", that also gets reflected in stock valuation reports and warehouse view.

• Lead Time Days: Lead time days are the days between placing an order for the Item and it arriving at the Warehouse. In ERPNext v15, lead time can be utilized in auto-reorder scheduling, whereby the system calculates the reorder date backwards from forecast consumption.

3.11 Supplier Details

• Delivered by Supplier (Drop Ship): If the product is shipped directly by the supplier to the customer, select this checkbox. Learn more here. In ERPNext v15, when active, the system assigns delivery address as customer shipping address and automatically relates the drop-ship Purchase Order to the Sales Order.

• Supplier Codes: Item Code defined by the Suppliers for this Item. In Purchase transactions, when an Item is selected, a Supplier Part No. will be retrieved for Supplier reference. You can learn more about it here. In ERPNext v15, this field supports multiple suppliers per item, each having its own supplier-specific part number, price, and lead time. The system retrieves the proper code and rate depending on selected supplier in transactions.

3.12 Foreign Trade Details

If you're importing the item from overseas, you can define the details here.

• Country of Origin: The overseas country from where you're importing the item. In ERPNext v15, the same field is utilized in import valuation and is automatically obtained at the time of Purchase Invoice creation for landed cost voucher uses.

• Customs Tariff Number: You can define a customs tariff number with its description and use it here for reference to be shared with custom agencies. It can be used subsequently to add in Delivery Notes. Customs tariff numbers in ERPNext v15 are now utilized to calculate duty rates and map against tax templates during import transactions more precisely.

3.13 Sales Details

• Grant Commission: Give a commission to Sales Person and Sales Partner when this item is sold. Disabled, the sales of this item will be disregarded in calculating commission. In ERPNext v15, the commission system now also supports item-wise overrides of default commission rules set at the Sales Order level.

• Default Sales Unit of Measure: The default UoM which will be retrieved for sales transactions. ERPNext v15 guarantees that sales transactions automatically convert this UoM to stock UoM using conversion factors.

• Max Discount (%): This is used to set the maximum discount in % that can be given on an item. E.g.: if you enter 20%, you cannot sell this item with a discount more than 20%. In ERPNext v15, this limit is enforced in Sales Order, Quotation, and POS modules, and warnings are displayed if crossed.

• Is Sales Item: If not checked, you will not be able to use this item in sales transactions. In ERPNext v15, this flag also excludes the item from product listings in Web shop and POS interfaces so that it cannot be accidentally chosen.

3.14 Deferred Revenue and Deferred Expense

You can activate deferred revenue or expense from the item. After you check the checkbox, you'll have options to enter the Deferred Expense Account and the number of months that the revenue/expense is deferred.

For instance, take a yearly gym membership, you pay the money once but the service is provided over the year. For the owner of the gym, this is deferred revenue and for the consumer, it's a deferred expense.

Deferred accounting has been improved in ERPNext v15 with the addition of monthly journal entry automation, custom deferral schedules, and improved integration with the Subscription module for service-type products. You can now also view the pending deferred amount and breakdowns by transaction in the Item or Accounting Ledger itself.

See the Deferred Revenue pages for more information.

3.15 Customer Details

Customer may have another Item Code for an Item. This is analogous to Supplier Code.

• Customer Name: Choose a customer here.

• Customer Group: This will be retrieved based on the Customer you chose in the field above.

• Ref Code: A customer may recognize this item with another number. You may trace Item Code given by the Customer for this Item. On making a Sales Order, the Reference Code of the Customer for this Item will be displayed. In ERPNext v15, this reference code is also auto-picked up in Sales Invoice and Packing Slip, and appearing in print templates and e-invoice documents where relevant.

3.16 Item Tax

These are only needed if a specific Item differs from the rate specified in the standard tax account.

You can add a new Item Tax Template or select an existing one. For instance, when the standard tax account is "VAT 14%" but this Item is exempt, choose "VAT 14%" in the first column and input "0" in the tax rate column. In ERPNext version v15, Item Tax Templates can now be configured to have multiple tax slabs and condition criteria, like charging different rates for different item values, customer locations, or item categories. The system includes real-time validation to avoid inconsistent tax configurations.

You can also establish a Tax Category for this Item. Tax Categories in v15 are used directly in e invoicing and automated tax reporting, so that the item is taxed correctly depending on its category and transaction type.

3.17 Inspection Criteria

• Inspection Needed prior to Purchase: Check this box if a quality inspection is required prior to generating a Purchase Receipt for this product. In ERPNext v15, this enables workflow notifications and fills in mandatory inspection checklists automatically.

• Inspection Required prior to Delivery: Check this if inspection is mandatory prior to creating a Delivery Note from suppliers. From v15, creating a Delivery Note will trigger an inspection if this box is ticked, assisting with quality control at the early stages of receipt.

• Quality Inspection Template: If you've created a Quality Inspection template (e.g., Weight, Finish, Dimensions criteria), choosing it here will automatically fill the table in the Quality Inspection document. In v15, Quick View enables inline filling of inspection readings without launching a separate form, which enhances usability.

ERPNext v15 also has inspection workflows: failed inspections can also automatically create rejection entries, return notes, or trigger correction actions, maintaining traceability and compliance without any manual effort.

3.18 Manufacturing

• Default BOM: The default Bill of Materials on which this Item will be produced by default while creating the Work Order will automatically be selected. In ERPNext version 15, updating the Default BOM also updates roll-ups of cost, material requirement planning (MRP) calculations, and even gives a preview of changes prior to saving. This provides more accurate financial and manufacturing planning.

• Supply Raw Materials for Purchase: If subcontracting to a supplier, select this option to provide them with raw materials based on the default BOM. In version 15, by selecting this, it now automatically generates the Material Transfer documents necessary to deliver raw materials to the subcontractor. It also follows up on receiving finished goods and keeps dual records for improved traceability in subcontracted production.

• Manufacturer: Choose the manufacturer that makes this product. ERPNext v15 has been enhanced to support linking multiple manufacturers to one item, where you can maintain preferred vendors or use manufacturer-specific BOMs. This is useful while purchasing the same item from two vendors with varying specifications or part numbers.

• Manufacturer Part Number: Enter the manufacturer part number that they have allocated to this item. In ERPNext v15, this field is more closely integrated with procurement and inventory functionality. The manufacturer part number is now defaulting in Purchase Orders, Purchase Receipts, and even Item reports, eliminating errors and ensuring correct identification.

• Manufacturer Details (Item Manufacturer record): After you have made an Item Manufacturer record from the Item dashboard, you can fill in the following:

  • Item Code
  • Manufacturer Name: Select from the list of suppliers who are recorded as manufacturers.
  • Part Number: The manufacturer's unique number for the item.
  • Is Default: Flagging a manufacturer as default will make their name and part number automatically appear in the Item record and be brought over into procurement documents.

ERPNext v15 takes this further with automatic supplier-part mappings updated across all transactions and reports for consistency and tracking.

3.19 Website

• Show in Website: Note: This option will only be available when you have installed the Web shop App in the ERP Next. Check this option to expose the Item on your website. After enabling, extra fields are shown to set up how the item will look online. Preview the item by clicking 'See on Website' above the item image. In ERPNext v15, this enables automatic syncing of inventory levels, prices, and item metadata between the website and ERP for data correctness across channels.

• Weightage: Higher-weight items are given precedence and appear higher up on website lists. The input limit is still extremely high, with total control over item prioritization. It is now possible to update weightage in bulk using CSV import in v15 to make catalog management easier for large inventories.

• Slideshow: This enables you to display a slideshow of images at the head of the item page. Slideshow images in ERPNext v15 are responsive—i.e., they automatically scale to screen size—and transition effects can be controlled through the Website → Homepage settings to generate dynamic slideshows.

• Image: You may insert one featured image rather than a slideshow. In v15, you may also insert multiple gallery images from the Item form itself. The default featured image is the first uploaded image, with improved visual presentation and flexibility.

• Website Warehouse: Choose or setup a warehouse solely for web transactions. Web sales will subtract stock from this warehouse and not from offline ones. You can now have multiple website-specific warehouses per item in ERPNext v15, with routing rules that route orders to the closest warehouse automatically based on customer location.

• Website Item Groups: Use this table to create or assign item groups that segment items on your website. ERPNext v15 adds nested group support, allowing multi-level menu hierarchies (e.g., "Water Park > Slides") which enhances navigation and SEO.

• Set Meta Tags: Meta tags—page title, description, keywords—contribute to SEO. Meta tags in v15 are auto-generated from fields such as name and description of an item, but remain editable for optimizing keywords. These tags are assigned via the Page Settings under the Website module to maximize online presence.

3.20 Website Specifications

In this section, you can set up extra descriptive information for the item on your site.

• Copy from Item Group: If an Item Group is chosen, its default specifications are automatically retrieved here. In ERPNext v15, these specifications are synced dynamically now—modifications made to the Item Group specifications update all the related items instantly.

• Website Specifications: Utilize this field to include label–value pairs of item attributes (e.g., "Warranty: 1 year", "Material: Stainless steel"). In v15, a maximum of five specifications can now be shown highlighted on the Item page to enable comparisons.

• Website Description: This rich-text field is visible on the item page just under the title. ERPNext v15 improves inline styling and image embedding support in support of more visually appealing and information-rich item descriptions.

• Website Content: Added in v12, this field accepts Bootstrap 4 HTML markup for special content like spec tables, videos, or icons. In v15, this field also supports dynamic content injection so that snippets (e.g., reviews or spec charts) can be reused across various pages with minimal work.

3.21 Hub Publishing Details

The ERPNext Hub is an open marketplace where Customers and Suppliers can transact freely if they both operate ERPNext.

• Publish in Hub: Select this box to publish the Item on the Hub (hubmarket.org). With supplier and buyer both on ERPNext, orders may be exchanged automatically—for instance, your Purchase Order is a Sales Order on the supplier's side. In ERPNext v15, automated catalog syncing has made this process more effective so item information and stock levels remain up to date.

• Hub Warehouse: Choose a dedicated warehouse for hub transactions. ERPNext v15 enables mapping of hub orders to multiple warehouses so that geographic or stock-based distribution strategies are achieved.

• Synced With Hub: Check this to turn on real-time syncing with Hub — item data, price updates, and stock changes get sent automatically. Sync logs in v15 are now found under a new "Hub Transactions" page, so you can easily see order and item sync status.

5. Related Topics

• Item Price
• Item Codification
• Item Variants
• Item Group
• Item Attribute
• Item Valuation FIFO And Moving Average
• Maintain Stock Field Frozen In Item Master
• Track Items Using Barcode Serial Number
• Serial Number

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