Items
Items in Zoho ERP are the goods that your business buys and sells, or services to offers to customers. While creating sales or purchase transactions, selecting an item automatically populates its related details. Managing items helps ensure accurate tracking of pricing, taxes, and inventory levels.
Item Overview Page
The Item Overview page helps you quickly understand how the item is performing by displaying key details such as,
To view these details in the overview tab,
- Go to Items on the left sidebar of the home page.
- Click the item for which you want to view the above details.
- In the item’s details page, you can view all the item information in the Overview tab.
Stock Tracking Modes
Zoho ERP tracks your items in two ways. On the item’s overview page, you can view the available stock in two modes.
- Accounting Stock: This represents the stock level in your financial records upon recording a transaction. The accounting stock of an item, increases whenever you record a Bill and decreases when you create an Invoice.
- Physical Stock: This indicates the actual physical stock level in your inventory. The physical stock of an item increases when you record a Purchase receive and decreases when you create a Shipment.
For example, let’s say that you have entered an opening stock of 20 units of an item. When you create an invoice for 5 units, then you will notice that the Accounting Stock value reduces to 15 units but the Physical Stock remains as 20 units. This indicates that you have invoiced 5 units of this item but haven’t shipped it. Once you create a shipment for the invoiced quantity, the Physical Stock and Accounting Stock values would even out. Vice versa, for purchase receives and bills.
The available quantity in each stock tracking method is further split into three categories:
Accounting Stock
| Label | Description |
|---|---|
| Stock on Hand | Quantity of each item that you presently have on hand. |
| Committed Stock | Stock level reflected in your financial books based on recorded transactions. The accounting stock of an item increases when bills are recorded and decreases when invoices are created. |
| Available for Sale | The remaining uncommitted quantity (Stock on Hand − Committed Stock), representing the actual available quantity. |
Physical Stock
| Label | Description |
|---|---|
| Stock on Hand | Quantity of each item that you presently have on hand. |
| Committed Stock | Actual quantity of items available in your warehouse based on physical stock movement. The physical stock increases when purchase receipts are recorded and decreases when shipments are created. |
| Available for Sale | The remaining uncommitted quantity (Stock on Hand − Committed Stock), representing the actual available quantity. |
Associated Sales Channel
If your organization is integrated with any direct and indirect sales channels (Shopify, Etsy, Zoho Commerce, Unicommerce, etc.,) you can view an item’s sales information on the Overview page. Learn More
Associated Price Lists
You can associate or create a new price list for the item from the Overview page.
- Click Create Price List to create new price list.
- If you wish to select the existing price list, click +Associate Price List.
- In the upcoming pop-up, click the dropdown and select the price list.
- Click Save
Sales Order Summary Graph
The Sales Order Summary Graph gives a quick visual overview of your sales orders created for the item . Use this graph to performance of your item at a glance.
Other Tabs
Apart from the Overview tab, you can view additional tabs in the item details page, such as
- Locations
- Serial Numbers/Batch Details
- Transactions
- Related Lists
- History
Locations
Add opening stock and view the mapped bins and locations for the item.
Serial Numbers
If serial number tracking is enabled for the item, the Serial Numbers tab will be available in the item details page. Here, you can,
Find Serial Numbers
If an item is tracked by serial numbers, each unit of the item is assigned a unique serial number, making it easy to identify and track individual units.
To view serial numbers for an item, follow the steps below
- Go to Items on the left sidebar.
- Click any serialised items you wish to view serial numbers in the Item List View page.
- Navigate to the Serial Numbers tab in the Item Details page.
- You will see the serial numbers that are not involved in any transactions.
- Enable Show All Serial Numbers to view every serial number associated with an item
View Serial Numbers
To check the history or find a specific serial number,
Go to Items on the left sidebar.
Click any serialised items you wish to view serial numbers in the Item List View page.
Navigate to the Serial Numbers tab in the Item Details page.
You will see the serial numbers that are not involved in any transactions.
Click Find Serial Number.
Enter or select the serial number you want to track in the right sidebar.
You can view the complete history of that serial number.
- IN: Shows that the serial-numbered item was received or moved into the warehouse.
- OUT: Shows that the item was either sold or moved out of the warehouse.
If locations are enabled, select the desired location from the dropdown and click Find Serial Number to view the history of the serial number associated with that item in the selected location.
Pro Tip: Click the transaction number in the sidebar to view more details about that specific transaction.
Export Serial Number
You can export the serial numbers for an item. To do this,
- Go to Items on the left sidebar.
- Select a serial tracked item you wish to export.
- Navigate to the Serial Numbers tab in the item’s Overview page.
- Click Export As and choose the desired file format (XLSX, XLS, or CSV) in the dropdown to export.
Pro Tip: You can generate barcodes or QR codes for all or specific serial numbers and print them as needed.
Batch Details
If batch tracking is enabled for the item, Batch Details tab will be available in the item details page. Here, you can:
Create Empty Batch
You can create an empty batch and record the quantity later when you perform transactions such as bill creation or purchase receives. This is useful when the exact quantity is not known at the time of batch creation or when you decide to update it later.
To create an empty batch,
- Go to Items on the left sidebar.
- Select the item you wish to export batch.
- Navigate to the Batch Details tab in the Item Overview page.
- Click +New in the right corner.
- Enter the required details batch details and click Save.
Find Or View Batches
You can apply the following filters to view or find batch details for items,
To find or view batches,
- Go to Items on the left sidebar.
- Select the item you wish to find or view batch.
- Navigate to the Batch Details tab in the Details page.
- Click Filter By dropdown in the top left corner. Select any of the filters
- All Batches – Displays every batch, regardless of status, expiry, or stock.
- Active Batches – Shows batches that are currently available and not expired.
- Inactive Batches – Shows batches that are deactivated.
- Expired Batches – Shows batches whose expiry date has passed.
- Empty Batches – Shows batches that have no stock left.
If location enabled, use the Location dropdown to select and view batches for a particular warehouse or location.
Transactions
View all transactions associated with the item along with their status. You can also filter the records by transaction type and status for easier tracking.
To view the transactions for an item,
- Go to Items in the left sidebar.
- Select the item you wish to view the transaction details.
- Navigate to the Transactions tab in the item details page.
- Select the transaction in the Filter By dropdown and the status in the Status dropdown.
- Click the transaction status to be redirected to its details page.
Note: This section will not be visible for items without purchase information.
Related Lists
Related Lists displays all records associated with the item in one place. It allows you to view linked transactions, adjustments, and other related entries. This helps you understand how the item is being used across different modules.
History
View all the actions performed on an item along with the timestamp.
To view the history for an item,
- Go to Items in the left sidebar.
- Select the item you wish to view the history.
- Navigate to the History tab in the item’s Details page.