Item master

The Item Master page lists the items of one item type, with their current stock. From here you open and add items, import and export them, and get the stock report.

To open it, select Operations > Warehouses > Item Masters.

For how warehousing works, see Warehouses.

Find items

1. Choose the item type at the top of the page.
2. Set the filters.
3. Select Search.

Reset clears the filters. TrakIT remembers the item type and most filters, but not the warehouse, area and storage.

Filter	Finds
Item Code, Item Name	Items whose code or name contains the text.
Storage Owner	Items in stock at storage locations reserved for this customer.
Warehouse, Area, Storage	Items in stock at that place. The stock shown is then the stock at that place only.
GTIN/HS Code	Items whose GTIN or HS code contains the text.
Stock Level	Low Level Only, High Level Only, Low Or High Level, Non-Zero Level or Zero Level.
Unit	Items counted in this unit.

The list

The list shows 20 items per page, by name. Select an item to open it.

Column	Shows
Item Code, Item Name, Unit	The item.
Stock	The quantity in stock. It is red when at or below the low level or at or above the high level, and green in between.
GTIN, HS Code	The item’s codes.
Weight per Unit, Volume per Unit, Shelf Life	The item’s details.
Updated By	Who last changed the item, and how long ago.

Item data fields set to be displayed also appear as columns.

Add an item

Select Add Item to add an item of the selected type on the item page.

Export and import items

Export downloads the items that match your filters as an Excel file, with their details and data fields. The file has no stock figures.

To create or change many items at once:

1. Select Export to download the items.
2. In Excel, delete the Item ID column, so that Item Code is the first column.
3. Change the values, and set the background of every changed cell to standard yellow. To add an item, add a row with its code and colour the cells you fill in.
4. Save the file.
5. Select Import.
6. In Import Items, choose the file under MS-Excel File Upload. The page shows the file size limit.
7. Select Allow overwriting with blanks if yellow empty cells should clear values.
8. Select Upload.

TrakIT imports the file in the background and emails you the results: how many rows and fields were inserted, updated or rejected, and why. Only yellow cells are read. A row whose code is new creates an item of the selected item type.

Stock report

The stock report shows, for each item of the selected type, its stock at the start of a month, what came in and went out during the month, and its stock at the end.

1. Select Stock Report….
2. In Select Warehouse, choose one warehouse or – All Warehouses –.
3. For one warehouse, you can choose a Customer to report only their stock.
4. Choose the month and year in Select Month/Year. It starts on the previous month.
5. Keep Exclude items with zero stock and no transactions selected to leave out items with no stock and no movement.
6. Select Email to receive the report by email, or Download.

The report is an Excel file with the columns Item Code, Item Name, Unit, Opening, Inbound, Outbound, Closing and Status. The status is Low Stock, High Stock or Ok, from the item’s stock levels. The report covers the whole item type, whatever the filters on the page.

Load opening stock

System administrators can load the opening stock of items that have no transactions yet, for example when a warehouse starts using TrakIT.

1. Select Initialize Stock.
2. In Initialize Opening Stock, choose the Warehouse.
3. In Enter Item Stock List, enter one line per item and storage location: ITEMCODE, STORAGECODE, QUANTITY. The storage code is the storage location’s name, for example A-01-2.
4. Select Initialize.

Import Result shows the result of each line. Each loaded line becomes an inbound transaction with the remark Opening Stock. Items that already have transactions at the storage location are rejected.

Who can use this page

Your role needs these permissions in the Item Master section:

Permission	Allows you to
Read	Open the page.
Create	See Add Item, and create items by import.
Import	See Import.
Update	Change items by import.
Export	See Export and Stock Report….

Initialize Stock is for system administrators only.