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Item - Overview

Items are goods that you sell to your customers for which you get paid. In Vikra Seller, you can add these items with ease like using the items catalougue, while ensuring seamless integration with the broader ONDC network. The sections below will guide you in detail on the various ways in which you can manage items in Vikra Seller.

Create New Item

  • Go to the Items module under Inventory in the left sidebar.
  • Click + New in the top right corner.
  • Select Single Item or Contains Variant.
  • Enter the Name of the item.
  • Write a Short Description and a Long Description which gives a brief detail about your item.
  • Select or enter a unit of measurement for the item in the Unit field. For e.g. KGs, Pieces, Litres, etc.
  • Select a category from the list, or create a new category by clicking the Manage Categories at the bottom of the list.
  • Enter the HSN for your item. If you do not know the HSN code for your item, click the Search icon right next to the field to find the appropriate code of the item you are looking for.
  • Choose a Tax Preference for your item.
  • Upload different images of your item. You can upload up to fifteen images for an item. (File format: GIF, PNG, JPEG, JPG, BMP; Max File Size: 5 MB each).
  • Choose a picture as the Primary Image.

Note: The first image will be set as the primary display image for this item by default, appearing on the buyer’s app. To change the primary image, simply click on a different image and select it as the new primary display.

  • Enter the Dimensions and Weight of the item.
  • Select a Manufacturer, or you can add a new one by clicking Manage Manufacturers.
  • Select a Brand, or you can add a new brand by clicking Manage Brands.
  • If applicable, you can record other item codes associated with the item in the UPC, EAN, MPN or ISBN fields.
  • Enter the Selling Price at which you are going to sell this item.
  • Enter the MRP, which is the highest price that can be charge your customers for an item.
  • Enter the Net Quantity. You can change the unit by clicking the dropdown.
  • Click the Pencil Icon to select your preferred Intra State Tax Rate and Inter State Tax Rate for the item
  • Select Yes if your item is returnable and enter the Return Period.
  • Select Yes if your item is cancellable and enter the Min and Max Order Quantity.
  • Select Yes if you want to showcase this item in your online store.
  • Select the Commodity Type. You can select between Fruits And Veggies, Pre packed Foods, and Packaged Commodities.
  • If you have selected Pre packed Foods: Enter the Brand FSSAI No., Importer FSSAI No., Additives Info and Nutritional info
  • If you have selected Packaged Commodities: Enter the Common Name.

To create specifications that distinguish this item from others in this category:

  • Select a Item Specification from the dropdown menu, or you can create one by clicking + New.
  • Enter the Specification Name
  • Enter the Group Name to which this specification belongs.
  • Apart from the Mandatory Fields, you can create your own specifications and fields for that particular item by clicking + Field.
  • Click Save in the pop up.
  • Click Save & Next.

Opening Stock

  • Select the Store Name from the dropdown.
  • Enter the Batch Reference number.
  • Select the Manufactured Date from the calendar.
  • Enter the Availability Stock. You can add more batches by clicking + Batches.
  • Click Save.

Contains Variant

An Item variants in Vikra Seller. contains variations of the same base item. It’s similar items, except in the time of creating one item, you can easily create multiple items.  

To create an item variant in Vikra Seller:

  • Go to the Items module under Inventory in the left sidebar.
  • Click + New in the top right corner.
  • Enter the Name of the item.
  • Select a Manufacturer, or you can add a new one by clicking Manage Manufacturers in the dropdown > + New Manufacturer.
  • Select a Brand, or you can add a new brand by clicking Manage Brands in the dropdown > + New Brands.
  • Enter the MPN(Manufacturing Part Number).
  • Add the Attributes and Options for this item variant. Attributes are properties used to describe an item. For example, a Shirt can be described by its colour, size, and brand. Likewise, there may be many such variants. Click + More Attributes to if you want to add more, Vikra Seller generates all combination of variants based on the given attributes and options.
  • Select the Intra State Tax Rate and Inter State Tax Rate.
  • Select Yes if your item is returnable and enter the Return Period.
  • Select Yes if your item is cancellable and enter the Min and Max Order Quantity.
  • Select Yes if you want to showcase this item in your online store.
  • Select the Commodity Type. You can select between Fruits And Veggies, Pre packed Foods, and Packaged Commodities.
  • If you select Pre packed Foods:
    • Enter the Brand FSSAI No., Importer FSSAI No., Additives Info and Nutritional info
  • If you select Packaged Commodities:
    • Enter the Common Name.

You can create specifications that distinguish this item from others in this category. To do this:

  • Select an item Specification from the dropdown menu, or you can create one by clicking + New.
  • Enter the Specification Name.
  • Enter the Group Name to which this specification belongs.
  • Apart from the Mandatory Fields, you can create your own specifications and fields for that particular item by clicking + Field.
  • Click Save in the pop up.
  • Click Save & Next.

Opening Stock

  • Select the Store Name from the dropdown.
  • Enter the Batch Reference number.
  • Select the Manufactured Date from the calendar.
  • Enter the Availability Stock. You can add more batches by clicking + Batches.
  • Click Save.

Generate SKUs

Some item variants can have multiple SKUs and entering them manually will be time-consuming. Instead, you can create a pattern for SKU with your choice of given attributes and apply it across all variants. This helps you save time from manually entering whilst creating unique SKUs for your items.

To generate SKUs for your item variant:

  • Open a New item Variant page and enter the primary information and attributes.
  • Click the Generate SKU option under the SKU column.
  • Choose the attributes from the dropdown and the number of letters that should be displayed for each attribute. These form the parts of the SKU.
  • You can also add custom texts to the SKU. Click + Add Attribute and select the Custom Text option. Enter the text in the field below.
  • View the changes you make to the SKU structure in the SKU Preview field.

Note: This is a read-only field. You cannot directly edit this text.

  • Choose the appropriate Seperator with which you want to separate the SKU texts and select the case used.
  • Click the Generate SKU button to generate the SKU for all items variants. If there are any duplicates, the SKU will be generated with a number sequence.
  • Click Clear to erase all values from the SKU field.

Add a New Item to a Variant

To add an item to an existing item variant, follow these steps:

  • Go to the Items module under Inventory in the left sidebar.
  • Click to open the item variant to which you want to add a new item.
  • Click the Three Dots icon and select + Add Variant.
  • Enter the new item details and select the attributes. Make sure that the selected attributes are not identical to any of the existing items in the variant.
  • Click Save at the bottom of the page. The item will be created and added to the same variant.

Edit Item or Item Variant

To edit an item or item variant, follow these steps:

  • Go to the Items module under Inventory in the left sidebar.
  • Click to open the item variant whose details you want to edit.
  • Click the Pencil icon on the top.
  • Make the necessary changes.
  • Click Save.

Delete Item or Item Variant

To delete an item or item variant, follow these steps:

  • Go to the Items module under Inventory in the left sidebar.
  • Click the Three Dots icon and select the Delete option.
  • Click Delete in the following pop-up to confirm your action.

Clone Item or Item Variant

To clone an item or item variant, follow these steps:

  • Go to the Items module under Inventory in the left sidebar.
  • Click the Three Dots icon and select the Clone option.
  • The item details will be pre-filled. Make the necessary changes.
  • Click Save at the bottom to successfully clone the item.

Other Actions

Filter by Published/Unpublished Items

This filter allows you to keep track of items that are published online and the ones that are unpublished. To check this, follow these steps:

  • Go to the Items module under Inventory in the left sidebar.
  • Click All Items filter from the top left corner.

Make an Item Offline or Online

  • Go to the Items module under Inventory in the left sidebar.
  • Click to view the item which you want to make offline or online.
  • Mark as Online or Offline.

Adjust Stock

  • Go to the Items module under Inventory in the left sidebar.
  • Click to open the item that you want to adjust stock.
  • Click Adjust Stock.
  • Select the Date from the calendar and enter the Reference Number.
  • Select the Store from the dropdown to which you want to update the stock.
  • Quantity Available will be auto-populated from the records, and you won’t be able to make any edits to it.
  • Enter the New Quantity in hand, and the quantity will be automatically adjusted or vice versa.
  • Write a Decription for your record.
  • Click Save.

Import  Items

To import items into Vikra Seller:

  • Go to the Items module under Inventory in the left sidebar.
  • Click the Three Dot icon in the top right corner.
  • Select the Import Items option.
  • Click Upload File to browse and select the file to upload from your device.

Insight: The file size cannot be more than 25 MB.

  • To update the details of all your items at one go, you can choose the overwrite option while importing.
  • Choose the character encoding involved from the drop-down. By default, the character encoding is UTF-8 (Unicode).
  • Choose the File Delimiter (comma or semicolon). By default it will be comma for a .csv type file.
  • Click Next to proceed to mapping the fields.
  • To overwrite duplicate records, you must choose a unique field (Item Name, Item ID or SKU) which will be mapped with the equivalent field from the import file. If the values match, then its corresponding records will be overwritten with the data in the import file.
  • Vikra Seller will find similar fields and map them automatically. You can make changes, if necessary.
  • Check the box near the Save these selections for use during future imports option to automate mapping for future imports.
  • Click Next to proceed to the Preview window.
  • View a summary of the number of invoices ready for import, number of skipped records, and unmapped fields will be shown.
  • Click Previous to make any changes. If everything is ready, click Import.

Export Items

To export items from Vikra Seller:

  • Go to the Items module under Inventory in the left sidebar.
  • Click the Three Dot icon in the top right corner.
  • Select the Export Items option.
  • Choose an export template by clicking the Select an Export Template dropdown.
    (OR)
    If you do not have an existing export template, click + New Template. Enter a Template Name. Choose all the fields you want to export by clicking + Add New Field and click Save and Select.
  • Choose the Export File Format.
  • If you want the file to be password protected, enter a password in the File Protection Password field.
  • Click Export.

Pro Tip: You can update multiple items at once by exporting and making changes to the exported files and then re-importing them. Ensure that the Variant ID and Item ID fields are not changed and are mapped correctly when importing.

Note: If you are not choosing any export template, all the fields and their data will be exported.

Item Preferences

Let’s have a look at the various settings you can configure for the Items module in Vikra Seller

Set Measurement Units

Choose the default measurement units with which you’d like to record the dimensions and weight of your items.

HSN Code

The Central Board of Indirect Taxes and Customs (CBIC) has mandated HSN Code for items effective from 1 April, 2021. By enabling this option, a unique 4-digit or 6-digit HSN code can be associated with an item based on your business’s annual turnover.

Field Customization

In Vikra Seller, the Items module has default fields which can be configured to suit your business. For example, the Selling Price, SKU, Item Image and Category. You can  configure user level access or perform various actions for these fields.

To view the default custom fields:

  • Click the Gear icon in the top left corner of the page.
  • Select Items.
  • Switch to the Field Customization tab.
  • Click + New Custom Field on the top right corner of the page.

Change Order

You can rearrange the order of the custom fields that you have created. Here’s how you can do it:

  • Click the Gear icon in the top left corner of the page.
  • Select Items
  • Switch to the Field Customization tab.
  • Click Change Order on the top right corner of the page.
  • Drag and move the field you want to change.

Configure Access

You can configure different levels of user access for certain default custom fields. Here’s how:

  • Hover over the field for which you can configure access and click the Dropdown icon.
  • Select Configure Access.
  • Set the desired level of user permissions.
  • Click Save.

Default Field Actions

You can perform various actions on the default fields in items such as:

Mark as Inactive

If you want to disable the field temporarily, you can mark it as inactive.

Mark as Active

You can mark a field you have marked inactive as active

Show field in all PDF 

The field is displayed in the transaction PDF

To perform actions on default custom fields:

  • Hover over the field for which you can configure access and click the Dropdown icon.
  • Select the desired action to be performed.

Specifications

You can create multiple specifications that distinguishes an item from others in this category. To do this:

  • Click the Gear icon in the top left corner of the page.
  • Select Items
  • Switch to the Specifications tab.
  • Click + New Specification.