Set up master data (units, categories, locations)

Master data is the short lists that items and stock movements pick from. Set them up before you add products and services.

Tab	What it holds	Used by
Units of Measure	How items are counted, for example PCS, BOX, KG.	Every item, purchase line and sales line.
Categories	Groups of items, for example Electrical, Office supplies.	Items, inventory reports and stock alerts.
Locations	Your stores and warehouses.	Stock on hand, goods received, transfers, inventory posting setup, default sales and purchase locations in inventory settings.
Reason Codes	Why stock was adjusted, for example BREAKAGE, THEFT.	Item journals, stock counts and stock updates.
Additional Cost Types	Extra costs added to stock, for example FREIGHT, INSURANCE.	Stock updates.

All five tabs work the same way: a list with a search box, an Add … button and an actions menu (⋮) on each row to edit or delete. A row marked In Use is already used by an item or a movement.

Steps

1. Open Settings › Master Data

   In the menu on the left, select Settings, then Master Data. The Units of Measure tab opens first.

   

   1. Master Data in the Settings menu.
   2. The five tabs.
   3. Add Unit (on the other tabs: Add Category, Add Location, Add Reason Code, Add Cost Type).
2. Add units of measure

   Select Add Unit. The Add Unit of Measure panel opens on the right.

   

   1. Unit Code: for example CTN. Required, up to 30 characters.
   2. Description: optional, up to 100 characters.
   3. Decimal Places: how many decimals a quantity in this unit may have, from 0 to 6. Use 0 for things you count whole.
   4. Status: leave it on so the unit can be used.
   5. Save.
3. Add categories

   Open the Categories tab and select Add Category. Enter a Category Code (for example ELEC, up to 30 characters), a Category Name (up to 100 characters) and an optional Description. Select Save.

4. Add your stores and warehouses

   Open the Locations tab and select Add Location.

   

   1. Location Name: for example Main Warehouse. Required.
   2. Location Code: filled in from the name; change it if you like. Required, up to 30 characters.
   3. Barcode: optional, for scanning a location.
   4. Active, and Quarantine / QC location: tick it for a store where goods wait for quality control. Only quarantine locations can be chosen as the quarantine location in inventory settings.
   5. Uses bins: switch it on if stock here is kept in bins (shelves, racks). Add the bins with Manage bins after saving. A quarantine location can't use bins.

   Further down, Address and Contact Information (contact person, phone, email, website) are optional. Select Save.

5. Add reason codes

   Open the Reason Codes tab and select Add Reason Code. Enter a Reason Code (for example BREAKAGE, up to 20 characters) and an optional Description. Select Save.

6. Add additional cost types

   Open the Additional Cost Types tab and select Add Cost Type. Enter a Cost Type Code (for example FREIGHT) and a Cost Type Name (for example Freight Charges). Optionally add a Description and, under Default GL Account (Optional), the GL Account the cost usually goes to. Select Save.

If something goes wrong

Message	What to do
Category code is required / Category name is required	Fill in both.
Location name is required / Location code is required	Fill in both.
Reason code is required	Enter a code.
Cost type code is required / Cost type name is required	Fill in both.

Next

• Set up inventory settings: alerts, batches, costing and default locations.
• Set up inventory posting: the stock account for each location.
• Add products and services.