Field reference
Item
How to use Item in Items & Categories: access, working steps, fields, related records and troubleshooting.
Purpose and access
Create items with their identifiers, units and applicable stock settings. Choose classification through the category hierarchy. Keep UNSPSC item groups and supplier categories consistent with the products and services being traded.
This page is a record page in Supply Chain → Items & Categories. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Item Code, Item Group, Default Unit of Measure.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Item from Supply Chain → Items & Categories, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Item Codeitem_code | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Item Nameitem_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Item Groupitem_group | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Item Group |
Default Unit of Measurestock_uom | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Disableddisabled | Check Optional | Disabled items cannot be selected in any transaction. |
Maintain Stockis_stock_item | Check Optional | NexCom ERP will make a stock ledger entry for each transaction of this item. Keep unchecked for non-stock or service items. |
Is Fixed Assetis_fixed_asset | Check Optional | Enable if this item is a company asset like machinery or furniture. |
Auto create assets on purchaseauto_create_assets | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Create Grouped Assetis_grouped_asset | Check Optional | Creates a single grouped asset instead of individual assets when purchased in bulk. |
Asset Categoryasset_category | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Asset Category |
Asset Naming Seriesasset_naming_series | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow. |
Allow Salesis_sales_item | Check Optional | Allow this item to be used in sales transactions. |
Allow Alternative Itemallow_alternative_item | Check Optional | Allow substituting this item with an alternative from the Item Alternative list when stock is unavailable. |
Has Variantshas_variants | Check Optional | If this item has variants, then it cannot be selected in sales orders etc. |
Allow Purchaseis_purchase_item | Check Optional | Allow this item to be used in purchase transactions. |
Is Customer Provided Itemis_customer_provided_item | Check Optional | Enable if this item is provided by a customer and received via Stock Entry. |
Standard Selling Ratestandard_rate | Currency Optional | Creates an Item Price automatically when the item is saved |
Over Delivery/Receipt Allowance (%)over_delivery_receipt_allowance | Float Optional | Percentage by which over-delivery or over-receipt is allowed against a Sales/Purchase Order for this item. If not set, value from Stock Settings will be used. |
Over Billing Allowance (%)over_billing_allowance | Float Optional | Percentage by which over-billing is allowed against a Sales/Purchase Order for this item. If not set, value from Accounts Settings will be used. |
Brandbrand | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Brand |
Descriptiondescription | Text Editor Optional | Maintain formatted content for the record; review any public-facing output before publishing. |
Item Defaultsitem_defaults | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Item Default |
Enable Deferred Expenseenable_deferred_expense | Check Optional | Expense for this item will be recognized over a period of months. Eg: prepaid insurance or annual software license |
No of Months (Expense)no_of_months_exp | Int Optional | Enter a whole-number value. |
Enable Deferred Revenueenable_deferred_revenue | Check Optional | Income from this item will be recognized over a period of months instead of all at once. Eg: annual subscription paid upfront. |
No of Months (Revenue)no_of_months | Int Optional | Enter a whole-number value. |
uomsuoms | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: UOM Conversion Detail |
Taxestaxes | Table Optional | Will also apply for variants Linked record: Item Tax |
Purchase Tax Withholding Categorypurchase_tax_withholding_category | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Category |
Sales Tax Withholding Categorysales_tax_withholding_category | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Withholding Category |
Valuation Methodvaluation_method | Select Optional | Serialized items are valued at Moving Average once stock transactions exist and Serial No Wise Valuation is disabled.Available choices
|
Valuation Ratevaluation_rate | Currency Optional | Enter the monetary amount in the applicable currency. Review the transaction and company currency before using the value. |
End of Lifeend_of_life | Date Optional | Defines the date after which the item can no longer be used in transactions or manufacturing |
Default Material Request Typedefault_material_request_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Warranty Period (in days)warranty_period | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Weight Per Unitweight_per_unit | Float Optional | Enter a numeric value using the required unit and precision. |
Weight UOMweight_uom | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Allow Negative Stockallow_negative_stock | Check Optional | Allow stock to go below zero for this item, even if negative stock is disabled in Stock Settings. |
Barcodesbarcodes | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Item Barcode |
Reorder level based on Warehousereorder_levels | Table Optional | Will also apply for variants unless overridden Linked record: Item Reorder |
Has Batch Nohas_batch_no | Check Optional | Track this item in batches. Cannot be changed after a stock transaction exists. |
Automatically Create New Batchcreate_new_batch | Check Optional | Batch number will be auto-created in format AAAA.00001 if not specified in transactions. Leave blank to always enter batch numbers manually. |
Batch Number Seriesbatch_number_series | Data Optional | Example: ABCD.#####. If series is set and Batch No is not mentioned in transactions, then automatic batch number will be created based on this series. If you always want to explicitly mention Batch No for this item, leave this blank. Note: this setting will take priority over the Naming Series Prefix in Stock Settings. |
Has Expiry Datehas_expiry_date | Check Optional | Batch number will be created based on expiry date. Expiry dates can be set in the Batch master. |
Shelf Life In Daysshelf_life_in_days | Int Optional | Enter a whole-number value. |
Retain Sampleretain_sample | Check Optional | Enable to reserve a small sample from each batch for any analysis arising ahead |
Max Sample Quantitysample_quantity | Int Optional | Maximum sample quantity that can be retained |
Has Serial Nohas_serial_no | Check Optional | Track each unit with a unique serial number for warranty and return tracking. Cannot be changed after a stock transaction exists. |
Serial Number Seriesserial_no_series | Data Optional | Example: ABCD.##### If series is set and Serial No is not mentioned in transactions, then automatic serial number will be created based on this series. If you always want to explicitly mention Serial Nos for this item. leave this blank. |
Use Serial No Wise Valuationuse_serial_no_wise_valuation | Check Optional | Value every outward movement at each Serial No's own incoming rate. If unchecked, the item is valued at Moving Average once stock transactions exist. Cannot be enabled once Serial Nos exist for this item. |
Variant Ofvariant_of | Link Optional · Read-only | If item is a variant of another item then description, image, pricing, taxes etc will be set from the template unless explicitly specified Linked record: Item |
Variant Based Onvariant_based_on | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Default Purchase Unit of Measurepurchase_uom | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Minimum Order Qtymin_order_qty | Float Optional | Minimum quantity should be as per Stock UOM |
Safety Stocksafety_stock | Float Optional | Minimum stock level to maintain as a buffer. Used to calculate recommended reorder level: Reorder Level = Safety Stock + (Average Daily Consumption × Lead Time). |
Lead Time in dayslead_time_days | Int Optional | Average time taken by the supplier to deliver |
Last Purchase Ratelast_purchase_rate | Float Optional · Read-only | The rate at which this item was last purchased via a Purchase Invoice. Auto-updated by the system. |
Delivered by Supplier (Drop Ship)delivered_by_supplier | Check Optional | Enable for drop shipping - supplier delivers directly to the customer without passing through your warehouse. |
Item Suppliersupplier_items | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Item Supplier |
Country of Origincountry_of_origin | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Country |
Customs Tariff Numbercustoms_tariff_number | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Customs Tariff Number |
Default Sales Unit of Measuresales_uom | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Grant Commissiongrant_commission | Check Optional | If enabled, sales from this item will be included in Sales Person and Sales Partner commission calculations |
Max Discount (%)max_discount | Float Optional | Maximum discount % allowed when selling this item. Eg: if set to 20%, a discount greater than 20% cannot be applied in sales transactions. |
Customer Itemscustomer_items | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: Item Customer Detail |
Include Item In Manufacturinginclude_item_in_manufacturing | Check Optional | Enable for raw material items used in BOM. Uncheck for additional services like 'washing' used in manufacturing. |
Is Subcontracted Itemis_sub_contracted_item | Check Optional | Enable if a vendor manufactures this item for you. You can choose to provide them raw materials using the default BOM. |
Default BOMdefault_bom | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: BOM |
Production Capacityproduction_capacity | Int Optional | Enter a whole-number value. |
Default Manufacturer Part Nodefault_manufacturer_part_no | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Default Item Manufacturerdefault_item_manufacturer | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Manufacturer |
Inspection Required before Purchaseinspection_required_before_purchase | Check Optional | A quality inspection must be completed before generating a Purchase Receipt for this item. |
Inspection Required before Deliveryinspection_required_before_delivery | Check Optional | A quality inspection must be completed before generating a Delivery Note for this item. |
Quality Inspection Templatequality_inspection_template | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Quality Inspection Template |
National Stock Number (NSN)nexcom_nsn | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
NIINnexcom_niin | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Federal Supply Groupnexcom_fsg | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Federal Supply Group |
Federal Supply Classnexcom_fsc | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Federal Supply Class |
Official FED LOG item namenexcom_fedlog_name | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Unit of Issuenexcom_fedlog_ui | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Federal Unit Issue |
Acquisition Advice Codenexcom_aac | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Acquisition Advice |
Shelf Life Codenexcom_slc | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Shelf Life Code |
Demilitarization Codenexcom_demil | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Demilitarization Code |
Controlled Inventory Item Codenexcom_ciic | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Inventory Control Code |
Source of Supplynexcom_sos | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom Federal Supply Source |
FED LOG reference unit pricenexcom_fedlog_price | Currency Optional | Reference only; does not update ERP price lists. |
Reference price currencynexcom_fedlog_currency | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Part number / CAGE referencesnexcom_fedlog_references | Table Optional | Add the relevant child rows and review required columns, quantities and references before saving. Linked record: NexCom Federal Part Reference |
Reference publicationnexcom_fedlog_source | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Reference data datenexcom_fedlog_as_of | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Last verified onnexcom_fedlog_reviewed | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Child tables
Item Defaults — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Companycompany | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Default Warehousedefault_warehouse | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Warehouse |
Default Price Listdefault_price_list | Link Optional | Default price list for buying or selling this item Linked record: Price List |
Default Discount Accountdefault_discount_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Default Inventory Accountdefault_inventory_account | Link Optional | Stock account where inventory value for this item will be tracked Linked record: Account |
Inventory Account Currencyinventory_account_currency | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Default Buying Cost Centerbuying_cost_center | Link Optional | Cost center used for tracking purchase expenses for this item Linked record: Cost Center |
Default Supplierdefault_supplier | Link Optional | This supplier will be auto-selected in new purchase transactions Linked record: Supplier |
Default Expense Accountexpense_account | Link Optional | Account where the cost of this item will be debited on purchase Linked record: Account |
Default Provisional Account (Service)default_provisional_account | Link Optional | Provisional liability account used for service items before invoice is received Linked record: Account |
Purchase Expense Accountpurchase_expense_account | Link Optional | Account to record additional purchase expenses like freight or customs for this item Linked record: Account |
Purchase Expense Contra Accountpurchase_expense_contra_account | Link Optional | Used to balance the books when recording extra purchase costs like freight or customs Linked record: Account |
Expenses Added To Stock Accountexpenses_added_to_stock_account | Link Optional | Account to track value added to stock via Stock Entry, Stock Reconciliation or Landed Cost Voucher Linked record: Account |
Expenses Added To Stock Contra Accountexpenses_added_to_stock_contra_account | Link Optional | Used to balance the books when recording expenses added to stock Linked record: Account |
Default Selling Cost Centerselling_cost_center | Link Optional | Cost center used for tracking sales revenue for this item Linked record: Cost Center |
Default Income Accountincome_account | Link Optional | Account where revenue from selling this item will be credited Linked record: Account |
Default COGS Accountdefault_cogs_account | Link Optional | Account where cost of goods sold will be posted when this item is sold Linked record: Account |
Deferred Expense Accountdeferred_expense_account | Link Optional | When you pay for something upfront (like annual insurance), the cost is held here and recognized gradually over time Linked record: Account |
Deferred Revenue Accountdeferred_revenue_account | Link Optional | Revenue received in advance (e.g. annual subscription) is held here and recognized gradually over time Linked record: Account |
uoms — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
UOMuom | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Conversion Factorconversion_factor | Float Optional | Enter a numeric value using the required unit and precision. |
Taxes — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Item Tax Templateitem_tax_template | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Item Tax Template |
Tax Categorytax_category | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Tax Category |
Valid Fromvalid_from | Date Optional | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Minimum Net Rateminimum_net_rate | Float Optional | Enter a numeric value using the required unit and precision. |
Maximum Net Ratemaximum_net_rate | Float Optional | Enter a numeric value using the required unit and precision. |
Barcodes — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Barcodebarcode | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Barcode Typebarcode_type | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
UOMuom | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: UOM |
Reorder level based on Warehouse — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Request forwarehouse | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Warehouse |
Check Availability in Warehousewarehouse_group | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Warehouse |
Re-order Levelwarehouse_reorder_level | Float Optional | Enter a numeric value using the required unit and precision. |
Re-order Qtywarehouse_reorder_qty | Float Optional | Enter a numeric value using the required unit and precision. |
Material Request Typematerial_request_type | Select Required | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Item Supplier — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Suppliersupplier | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Supplier |
Supplier Part Numbersupplier_part_no | Data Optional | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Customer Items — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Customer Namecustomer_name | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Customer |
Customer Groupcustomer_group | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Customer Group |
Ref Coderef_code | Data Required | Enter the Item Code that this customer uses at their end. This will be shown in Sales Orders for the customer's reference. |
Part number / CAGE references — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Part numberpart_number | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
CAGE / NCAGEcage | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: NexCom CAGE Entity |
Companycompany | Data Optional · Read-only | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.