Category Management

Category Management

Category Management in EquiBillBook allows you to organize your items into categories, subcategories, and sub-subcategories. This guide will help you understand how to create and manage categories to maintain a well-organized inventory system.

Accessing Category Management

To manage categories:

1. Navigate to Settings → Item Settings
2. Look for Category Management or Categories
3. Or go to Items → Category Master
4. Create, edit, or manage categories as needed

Understanding Category Levels

EquiBillBook supports multiple category levels:

Main Category

• Top-level category for broad item grouping
• Examples: Electronics, Clothing, Food, Furniture
• Required if categories are enabled
• Helps organize items into major groups

Sub Category

• Second-level category under main category
• Examples: Under Electronics → Mobile Phones, Laptops, TVs
• Optional - enable in item settings
• Provides more detailed organization

Sub Sub Category

• Third-level category under sub category
• Examples: Under Mobile Phones → Smartphones, Feature Phones
• Optional - enable in item settings
• For businesses needing very detailed categorization

Enabling Categories

Before creating categories, enable them in item settings:

• Enable Category: Enable main category functionality
• Enable Sub Category: Enable subcategory functionality
• Enable Sub Sub Category: Enable sub-subcategory functionality
• Enable only the levels you need
• Can be enabled/disabled as needed

Creating Categories

Creating Main Category

1. Go to Category Master
2. Click "Add New Category"
3. Enter category name (e.g., "Electronics")
4. Enter category code (optional, e.g., "ELEC")
5. Add description (optional)
6. Save the category

Creating Sub Category

1. Select a main category
2. Click "Add Sub Category"
3. Enter subcategory name (e.g., "Mobile Phones")
4. Enter subcategory code (optional)
5. Save the subcategory

Creating Sub Sub Category

1. Select a subcategory
2. Click "Add Sub Sub Category"
3. Enter sub-subcategory name (e.g., "Smartphones")
4. Enter code (optional)
5. Save the sub-subcategory

Category Best Practices

• Plan your structure: Design category hierarchy before creating many items
• Keep it simple: Don't create too many levels unless necessary
• Use clear names: Use descriptive, easy-to-understand category names
• Be consistent: Follow the same naming convention across categories
• Avoid overlap: Ensure categories don't overlap or confuse
• Limit categories: Don't create too many categories at each level
• Review regularly: Review and reorganize categories as needed

Common Category Structures

Retail Store Structure

• Electronics
  • Mobile Phones
  • Laptops
  • Accessories
• Clothing
  • Men's Wear
  • Women's Wear
  • Kids' Wear

Food & Beverage Structure

• Beverages
  • Soft Drinks
  • Juices
  • Water
• Snacks
  • Chips
  • Biscuits
  • Chocolates

Pharmacy Structure

• Medicines
  • Prescription Drugs
  • Over-the-Counter
• Health & Wellness
  • Vitamins
  • Supplements

Editing Categories

To edit existing categories:

• Go to Category Master
• Select the category to edit
• Click "Edit"
• Modify name, code, or description
• Save changes
• Note: Changes affect all items in that category

Deleting Categories

To delete categories:

• Ensure no items are assigned to the category
• Delete subcategories first (if any)
• Then delete the main category
• System may prevent deletion if items exist
• Reassign items to other categories before deleting

Assigning Categories to Items

When creating or editing items:

• Select main category from dropdown
• Select subcategory (if enabled and available)
• Select sub-subcategory (if enabled and available)
• Category helps organize and filter items
• Required if categories are enabled

Category-Based Features

Categories enable various features:

Category-Wise Reports

• Generate sales reports by category
• View stock reports by category
• Analyze performance by category
• Identify best-selling categories

Category-Wise Filtering

• Filter items by category
• Search within specific categories
• Quick access to category items
• Simplifies item management

Category-Based Pricing

• Set default prices by category
• Apply discounts by category
• Configure tax rates by category
• Streamline pricing management

Category Codes

Using category codes:

• Optional short codes for categories
• Examples: ELEC, CLOTH, FOOD
• Helps in quick identification
• Can be used in item numbering
• Useful for reporting and organization

Best Practices for Category Management

• Start broad: Create main categories first
• Add details gradually: Add subcategories as needed
• Keep it manageable: Don't create too many categories
• Use consistent naming: Follow a naming convention
• Review and reorganize: Periodically review category structure
• Train your team: Ensure users understand category structure
• Document structure: Keep a record of your category hierarchy

Troubleshooting

Cannot create category?

• Check if categories are enabled in item settings
• Verify you have proper permissions
• Check for duplicate category names
• Review any validation errors

Category not showing in item form?

• Verify category is enabled in settings
• Check if category is active
• Ensure category is saved correctly
• Refresh the page

Want to reorganize categories?

• Reassign items to new categories first
• Delete old categories if no longer needed
• Create new category structure
• Update items with new categories

What's Next?

After setting up categories, you should:

1. Create all main categories you need
2. Add subcategories if required
3. Assign categories to existing items
4. Use categories in item creation
5. Generate category-wise reports
6. Review category structure regularly

Proper category management helps maintain an organized inventory system. Take time to design a category structure that works for your business and makes it easy to find and manage items.