Items
Every product you buy or sell is an item. Most fields are optional — at minimum give the item a Name, its Mfr. (manufacturer), its HSN code and GST %. The rest fine-tune pricing, discounts, stock control and reports.
dsGST doesn't stop you saving an item with a blank name, no manufacturer or no HSN code. Such items cause problems later in bills, GST returns and reports, so fill these in every time.
Finding an Item
The list on the left shows your items. Type in Search to jump to an item, or use the filters above the list — Item Name, Mfr., Category, HSN, Code — and click Filter (Clear removes them). The quick filters narrow the list further:
- Only Srvc — service items (no stock).
- Only NoDis / Only MaxDis — items with No Disc or a Max Dis set.
- Dupli Item — possible duplicates: items with the same name and pack, ignoring spaces and punctuation.
- Div — filtering by Mfr. normally includes all of that manufacturer's divisions; tick Div to show only the exact manufacturer or division selected.
Tick Hide Unused Items to hide items marked Dead and items never used in any bill. By Short (or F2) lists items by their Short Code; Show Mfr adds the manufacturer to each line. First, Previous, Next, Last step through the list.
Adding and Editing
- Add New — a blank item.
- Repeat — a new item pre-filled with the one on screen. Handy for another pack size or strength of the same product.
- Edit — change the item on screen. Save keeps the changes, Drop abandons them.
- Delete — only available for an item that has never been used.
These buttons appear only if your user permissions allow it. Item Status opens the item's stock and movement summary. Press Enter to move from one field to the next.
Fields
Identity
| Field | What it's for |
|---|---|
| Name | The name used everywhere in dsGST. |
| Item (Co Name) | The name the manufacturer uses, if different — helps match purchase imports. |
| Short Code | A short code you can search by (see By Short). |
| Mfr. | The manufacturer — see Manufacturers. Click N to add a new one without leaving this screen. Mfr is Group shows when the manufacturer has divisions. |
| Bar Code | The item's barcode — see Bar Codes. |
| Co Prod Code | The manufacturer's own product code. |
| DS Code | The code used for this item in purchase files you import (DSC). |
| UPC | Universal product code, if used. |
Grouping
Type, Category and Description are free-text groupings — pick an existing value from the drop-down or type a new one. They're used as filters in item lists and reports, so keep the spelling consistent. Unit / Packing describes the pack (e.g. 10 Tab, 100 ml).
GST
| Field | What it's for |
|---|---|
| HSN | The item's HSN code. Click Get to pick from the HSN list; the HSN's own GST rate shows next to it ((unk) if the code isn't in the list). |
| GST % | The item's GST rate. Used on bills dated 22-Sep-2025 or later when Use Gst% from Item Master is ticked in Set Defaults. |
| UQC | GST Unit Quantity Code (e.g. NOS, KGS), used in the HSN summary of GST returns. |
Pricing and Discounts
| Field | What it's for |
|---|---|
| Trade Rate / Retl Price | Selling rate and retail price (MRP). Tick Incl if the price includes GST. Used as the rate in Sale Entry when Item Master Rates is ticked in Set Defaults; otherwise the rate comes from the purchase batch. |
| PTR / PTS | Price to retailer and price to stockist, for reference and printing. |
| Std Disc | Discount % filled in automatically when the item is added to a sale. |
| Set Max Dis / Max Dis | Caps the total discount on this item — item discount plus the bill's overall discount — at this %. |
| No Disc | No discount is allowed on this item. |
| Schm | Scheme text (e.g. 10+1), filled into the scheme column when the item is added to a sale. |
Stock
| Field | What it's for |
|---|---|
| Min Qty / Max Qty | Reorder level and maximum stock. Shown and colored in Sale Entry and used by Auto PO. 0 turns the check off. |
| Location (Sale) / Bulk Loca (Purc) | Where the item is kept for picking and where bulk stock is stored — see Location of Items. |
| Case-Box Fctr | Units per case or box — used to show quantities as cases + units on prints and in Auto PO. |
| Kg / Pkg | Weight per pack, for the Kg summary reports. |
| In Mtr / In SqFt / In Unit, Mtr Unit | For items sold by length or area rather than by piece. |
| No Stock (Service) | A service or charge — no stock is kept or checked. |
Flags
| Flag | Effect |
|---|---|
| Schedule | Drug schedule (e.g. H, H1). A bill containing an H1 item shows its amount panel in orange. |
| NRx | Narcotic item. Shown in red here; a bill containing an NRx item shows its amount panel in red. Also a filter in Auto PO and item reports. |
| Fast Moving | A filter in Auto PO. |
| Active | A filter in the Item List report. |
| Dead | No longer sold — hidden from item lists when Hide Unused Items is ticked. |
Changing Many Items at Once
To set one field on many items together — category, HSN, GST %, type, location and so on — use the Item MarkUp options instead of editing one item at a time:
List of Items
A printable list of items with filters for manufacturer, discount, Max Dis, NRx, active/inactive and more.