Item Management

Overview

Item Management is where you define everything that can be billed: consultation services, procedures, medicines, lab tests, room charges, consumables, and miscellaneous items. Items are linked to accounts in the Accounts Master for proper financial tracking.

Adding an Item

1. Go to Admin > Item Management.
2. Click New Item.
3. Fill in:

Item Categories

"Category" means different things in different forms. Here in Item Management, Category is the item type (Medicine, Service, Lab Test, Radiology, Procedure, Consumable, Room, Miscellaneous). In Service Request Masters (test configuration), there is a separate, unrelated Category field that selects the department / service line — Hospital, Laboratory, Radiology, Blood Bank, or Pharmacy. Don't confuse the two: this one describes what kind of item it is; the other describes which department the test belongs to. See Laboratory Workflow.

Inventory Items

For items that track inventory (medicines, consumables):

• Stock is updated automatically when items are dispensed from pharmacy.
• Stock alerts when below reorder level.
• Expiry tracking for medicines.
• Purchase orders for restocking. See Pharmacy Workflow.

Bulk Import (Pharmacy items)

For initial setup, when a hospital arrives with a price list instead of one item at a time. This import creates items and their opening stock — it never edits an item that already exists.

1. Go to Admin > Item Masters > Item Masters and click Bulk Upload (the same screen is on the admin panel as Bulk Upload Items).
2. Click Download the template. It is a header-only CSV — open it in Excel and fill one row per item.
3. Choose the As-on date (the date the opening stock is posted) and leave Sale prices include GST ticked unless your sheet quotes sale prices without tax.
4. Click Import items.

Columns

Unit is the counting unit, not the pack. If a medicine arrives as 1 pack of 10 strips and you dispense by strip, the unit is STRIP and the quantity is 10, not 1. The same conversion applies to every later purchase, so pick the unit you actually bill in — it cannot change afterwards.

Prices and tax. With Sale prices include GST ticked, only the Sale Price is divided by the tax (for 12%, an entered 112 stores as 100). Purchase Price is never converted. Enter the tax split the way the system charges it: a 12% item is 6 and 6, with IGST at 0. An item stored with IGST only would bill at 0% tax.

Batch details are all-or-nothing. Leave Batch No, Mfg Date and Expiry Date all blank and the stock is still added, just without a batch. Fill the batch number and you must fill both dates too. A second batch for the same item is added afterwards from Set Physical Stock, not by repeating the row.

One row per item. A repeated item name — in the file or already in your master — is rejected rather than merged, because the master holds one price per item.

When a row fails

Nothing is imported. The import is all-or-nothing, so a single bad row rejects the whole file and no opening stock is posted. You get a table of every problem — Row · Column · Value · Reason, sorted by row — and a Download errors as CSV button so the sheet can be fixed in Excel and uploaded again. Re-uploading after a rejection cannot double-count stock.

Maximum 5,000 rows per file; split a larger sheet.

After a successful import

The items are immediately available for billing in the Pharmacy screen. If any row carried an opening quantity, one stock voucher is posted on the as-on date and appears in Current Stock.

Linking to Accounts

Every item must be linked to an account in the Accounts Master. This ensures:

• Revenue is categorized correctly in financial reports.
• Tax is applied based on the item's configuration.
• The chart of accounts reflects the actual business structure.

Physical Stock Adjustment

When actual stock count differs from the system (damage, expiry, counting errors, or physical verification), use physical stock adjustment vouchers.

Access

Physical stock adjustment is accessed per-item from Item Management. Open an item and use the stock adjustment panel.

Voucher Types

Making an Adjustment

1. Open the item from Item Management.
2. In the stock adjustment panel, click Add Batch.
3. For each batch entry, fill in:

4. Add more batch rows if needed (click Add Batch again).
5. Click Submit to save the PHYSICAL_POSITIVE voucher.

Each batch row becomes a line item in the voucher. The adjustment creates an accounting entry: debit/credit to the STORE account linked to the item.

Stock Tracking

• Inventory-tracked items (medicines, consumables) update stock count automatically on adjustment.
• Batch-level tracking preserves manufacturing and expiry dates per batch.
• Stock adjustments are auditable — they appear in the Voucher Audit tool like any other voucher. See Voucher Audit.

FAQ

Q: Can I change an item's price without affecting past bills? A: Yes. Changing the price updates future bills only. Past bills retain the price at the time of billing.

Q: Can I deactivate an item instead of deleting it? A: Yes. Set "Is Active" to No. It won't appear in dropdowns but stays in historical records.

Q: How do I correct a stock counting error? A: Use Physical Stock Adjustment — PHYSICAL_POSITIVE to add missing stock, PHYSICAL_NEGATIVE to deduct excess. Both create auditable vouchers.

Q: Can bulk upload update an item I already have? A: No. It only creates items. An item name that already exists in your master is rejected with a row error; change that item on the item screen instead.

Q: The upload says nothing was imported. Can I lose stock that way? A: No. Validation runs before anything is written and the write is a single transaction, so a rejected file leaves your master and stock exactly as they were.