Item Properties and Categorization

Purpose

Item properties and categorization define how each material or product is described, tracked, and grouped in the warehouse. Correct setup of these properties ensures that stock data remain accurate, traceable, and consistent across all warehouse locations and reports.

Each item added to the system must include essential details such as type, category, base unit, and tracking method. These definitions determine how the item behaves during receiving, dispatching, processing, or internal movements.

Item Properties

Every item in the warehouse is defined by the following key properties:

• Item Name – The full name of the material or product, written clearly in both local and English language for documentation and export purposes.
  
  

• Item Code or ID – A unique identification number connected to the ERP system.
  
  

• Tracking Method – Defines whether the item is tracked by serial number, lot number, or expiry date.

• Item Type – Describes whether the item is a material, product, or merchandise:
  

• Material includes all inputs used in field operations such as seeds, organic soil amendments, and packaging.
  
  

• Product includes items produced on the farm such as harvested or cleaned crops.
  
  

• Merchandise is used for traded goods or items that are not produced on the farm.
  
  

• Base Unit – The unit in which the stock quantity is measured, for example kilogram, litre, or piece.
  
  

These properties must be defined accurately at the time of creating a new item because they determine how the system calculates, displays, and reports warehouse quantities.

Categorization

Each item type can include several categories depending on its purpose and use:

• Seeds – for sowing operations.
  
  

• Organic inputs – for approved soil or plant treatments.
  
  

• Grains – for harvested products in bulk or packaged form.
  
  

• Fuel – for internal farm machinery use.
  
  

• Packaging materials – for bags, containers, or labels.
  
  

• Vegetables or other products – for fresh or processed organic produce.
  
  

Categorization allows users to filter and analyze stock efficiently, ensuring that every movement or transaction is connected to the correct item group.

Tracking and Traceability

When an item is defined as traceable by serial or lot number, every transaction automatically updates its record in the inventory. This allows full visibility from purchase or harvest to dispatch and use.

If expiry dates are defined, the system monitors them and highlights items that are approaching expiration. For traceable crops and products, lot tracking connects field data, processing steps, and storage locations, maintaining the chain of traceability required for certification.

Example

A new item called “Organic Flex Seeds” is added to the system as a material. It is categorized under Organic Seeds, measured in kilograms and tracked by lot number. When the item is received in the warehouse, its lot number and quantity are recorded. Later, during dispatch to the field, the same lot number is used to maintain traceability between stock records and field application.