How to create a new Item?
Follow this guide to complete the task in xPower.
Create a New Item
Use Item Create to register a product or service in XPower with its item code, name, category, prices, barcodes, item options and branch assignments. The item can then be found in the Item List and maintained for the relevant branches.
Before You Begin
- You need access to the Item Create page. The page uses the create_item permission.
- Cost visibility is separately controlled by your user rights; administrators also have cost visibility.
- Prepare a unique item code, item name and the applicable selling and purchasing details.
- Have any barcode numbers, supplier details, measurement units and optional item photograph ready.
- For multi-branch businesses, identify which branches should have this item. Certain controls depend on company settings and permissions.
Step-by-Step Instructions
- Open Item Create. The Item Create Form is on the left and Item List is on the right. The form also shows details of the last inserted item.
- Enter General Details. Complete Item No and Item Name. Enter Category, 1st Unit, Cost and Sales Price where relevant. XPower offers an item-number generation option and suggestions for existing units and categories. An item code must not duplicate an existing code.
Figure 1: General Details and Barcode fields
- Add barcodes if required. Enter a barcode in Barcode 1. Use Add Barcode for extra codes, or the displayed option to copy the item code as a barcode. Use the delete icon to remove an unwanted entry. A check warns when a barcode is associated with another item in the current branch; review the warning before proceeding.
- Complete Product Hierarchy. Add Type, Vendor Name, Section, Extra Category, Section-2 and Location as applicable. Existing type, section, extra-category and vendor entries can be suggested or searched.
- Complete Price & Units. Where relevant, enter 2nd Unit, Sales price 2, Per Qty, Wl.Sale Cash Price, Wl.Sale Credit Price, Min.Sale Price, Max.Sale Price, Inv.Discount %, Pur.Discount %, Min.Stock Level, Per.Order and Weight.
Figure 2: Price & Units
- Complete Other Details. Enter applicable Commis, Due Day, Per.Carton(Bundel), Warranty, NBT %, VAT % and Build item %. Select relevant checkboxes: Warehouse, Rebate/Discount, Non-Stock, Manufacturing, Inactive, Serial No, Imei and Show in Pos Window. These settings should reflect the item and your company's enabled features.
- Describe the item and optionally add a photograph. Use Item Description and the adjacent camera button. The file picker allows PNG, JPG and JPEG selection. Check that the displayed preview is correct.
- Configure price levels if used. Select Price Level, then choose Static or Dynamic. Up to five levels display a Dis % and Price value. Entering a discount percentage calculates its corresponding level price from the normal Sales Price; changing the level price recalculates the discount. In the screen, Dynamic recalculates level prices from their percentages when the main Sales Price changes. Confirm how the selected mode is retained after saving in the live XPower screen.
Figure 3: Other Details, image and Price Levels
- Set branch locations if needed. Switch from Price Level to Section/Location to enter the relevant location for each displayed branch. Existing location names may appear as suggestions.
- Select branches. Under Click the branch name to copy other branch, keep or change the selected branches, or use All. The screen also offers options for applying Min.Stock Level & Per Order, Cost Price, and Sales Price to selected branches when maintaining an existing item. Check all selections carefully before saving.
Figure 4: Item branch assignment
- Save. Review the details and select Save. If successful, XPower returns to Item Create and displays Record save successfully!. If the code already exists, you will see an item-code-already-exists warning.
- Find the new item. Use the Item List search, or switch between All, Active and Inactive. The list displays Item No, Item name, Category, Vendor, Price and Stock. Selecting an existing item loads it into the form for maintenance.
Figure 5: Item List and status filters
Field Reference
| Field | Purpose | Required | Notes |
|---|---|---|---|
| Item No | Unique item code | Yes | Duplicate codes are rejected; an automatic number option is shown. |
| Item Name | Identifies the product or service | Yes | Use a clear description. |
| Category; Type; Extra Category; Section; Section-2 | Classifies and groups the item | No explicit requirement | Suggestions are provided for several existing values. |
| 1st Unit; 2nd Unit; Per Qty | Primary and optional alternative unit details | Conditional | Additional unit fields apply when used by the item. |
| Cost | Cost price | Conditional | Cost visibility is permission-controlled. |
| Sales Price; Sales price 2 | Main and additional selling prices | No explicit requirement | Main Sales Price is the basis for price-level calculations. |
| Barcode | Item barcode numbers | Optional | Multiple entries are supported; duplicate checking is branch-specific. |
| Vendor Name | Associates a supplier with the item | Optional | Search for an existing vendor. |
| Location | Where the item is kept | Optional | Branch-specific locations are also available. |
| Wholesale cash and credit prices; Min./Max. Sale Price | Additional pricing values | Optional | Complete according to the company's pricing practices. |
| Invoice/Purchase Discount % | Discount values | Optional | Enter percentages where applicable. |
| Min.Stock Level; Per.Order | Stock threshold and reorder quantity | Optional | Existing items can have these values applied to checked branches. |
| Weight; Per.Carton(Bundel) | Item weight and pack quantity | Optional | Complete where relevant. |
| Commis; Due Day; Warranty; Build item % | Additional configured item information | Conditional | Use only where the corresponding company process applies. |
| NBT %; VAT % | Tax percentages | Conditional | Use the applicable configured values. |
| Item options | Flags such as Non-Stock, Manufacturing, Inactive, Serial No and IMEI | Conditional | Choose only relevant options. |
| Item Description; Photograph | Additional text and image | Optional | The image must pass the system's image check. |
| Price Levels 1–5 | Additional price/discount levels | Optional | Static and Dynamic modes are displayed. |
| Branch Selection | Branches where the item is set up | Conditional | Current branch is included by the save fallback if no branch is checked. |
Important Rules
- Mandatory: Complete Item No and Item Name.
- Unique code: A new item is not saved if its code already exists.
- Code formatting: A forward slash in a new item code is changed to a hyphen; unsupported special characters may be removed.
- Barcode warning: A barcode associated with another item in the current branch is flagged. Do not assume that the warning itself prevents every duplicate from being saved.
- Prices: The screen warns when cost exceeds selling price; the supplied code does not establish this warning as an absolute save restriction.
- Branches: The save process creates applicable item records for checked branches, or for the current branch if none is checked. Existing branch-specific cost, sales-price and reorder values are not automatically overwritten unless the relevant copy option is selected, apart from the current branch's values.
- Initial quantity: Creating an item does not automatically record physical opening stock.
- Active status: Inactive items can be identified using the Item List filter.
Common Issues
- Problem: Item No or Item Name is empty. Complete both mandatory fields.
- Problem: The item code already exists. Search the Item List or choose a different unique code.
- Problem: A barcode is shown as already assigned. Check the indicated item in the current branch and correct the barcode where needed.
- Problem: A cost-higher-than-sales-price warning appears. Recheck those two values.
- Problem: An item cannot be found in the list. Select All, check the current branch, and search by code or name.
- Problem: Cost fields are unavailable. Ask an administrator to review cost-viewing permissions.
- Problem: Save fails or displays an unable-to-save message. Review the input and contact XPower support if it continues.
- Problem: A picture cannot be uploaded. Select a valid image and confirm any file-size restriction in the live XPower screen.
After Saving
XPower creates the main item record and its applicable branch item records, together with submitted barcodes and a valid uploaded photograph where provided. The new item can be searched in Item List and used in relevant operations for its assigned branches. An item record alone does not establish an opening stock quantity; enter stock through the appropriate inventory workflow.
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