Item Codes and SKUs

Item Codes and SKUs

Item codes and SKUs (Stock Keeping Units) are unique identifiers that help you manage inventory, track products, and streamline operations in EquiBillBook. This guide explains how to create and manage item codes effectively.

What are Item Codes and SKUs?

Item Code: A unique identifier for each item in your system, typically used internally for tracking and management.

SKU (Stock Keeping Unit): A more detailed identifier that may include product attributes like size, color, or variant, commonly used in inventory and warehouse management.

Why Use Item Codes and SKUs?

• Unique Identification: Distinguish between similar items
• Inventory Tracking: Accurate stock management and reconciliation
• Barcode Integration: Link with barcode scanning systems
• Reporting: Generate accurate reports by item code
• Efficiency: Faster item lookup and selection

Setting Up Item Codes

When creating a new item:

1. Navigate to Items → Create New Item
2. Enter the Item Name
3. Enter the Item Code/SKU in the designated field
4. The system will check if the code is already in use
5. If available, the code will be saved with the item

Item Code Requirements

Item codes should:

• Be unique (no duplicates allowed)
• Contain only alphanumeric characters, hyphens, and underscores
• Be between 2-50 characters (may vary based on system settings)
• Be consistent with your business naming conventions

Automatic Code Generation

EquiBillBook can automatically generate item codes based on your settings:

• Navigate to Settings → Item Settings → Item Numbering
• Enable Auto-generate Item Codes
• Configure the code format:
  • Prefix: Add a prefix (e.g., "PROD-")
  • Starting Number: Set the starting sequence number
  • Number Format: Configure padding (e.g., 0001, 00001)
• Save the settings

Example: With prefix "PROD-" and format "0001", codes will be generated as PROD-0001, PROD-0002, etc.

Creating SKUs with Attributes

For items with variants (size, color, etc.), create SKUs that include attributes:

• Simple SKU: PROD-001
• With Size: PROD-001-S
• With Size and Color: PROD-001-S-RED
• Full Variant SKU: PROD-001-SMALL-RED-COTTON

Best Practices for Naming

• Use Consistent Format: Stick to a standard format across all items
• Make it Meaningful: Include relevant information (category, type, etc.)
• Keep it Short: Avoid unnecessarily long codes
• Avoid Special Characters: Use only letters, numbers, hyphens, and underscores
• Document Your System: Create a guide for your team on code naming conventions

Editing Item Codes

To change an item code:

1. Go to Items → find and edit the item
2. Modify the Item Code/SKU field
3. Ensure the new code is unique
4. Save the changes

Note: Changing item codes may affect historical reports and references. Update any external systems or documents that reference the old code.

Searching by Item Code

You can search for items using codes in various places:

• Item List: Use the search/filter by code option
• Sales/Purchase Forms: Type the code in the item field for quick selection
• POS: Scan or enter the code to add items
• Reports: Filter reports by item code

Barcode Integration

Item codes can be linked with barcodes:

• When creating/editing an item, enter the Barcode field
• This allows barcode scanners to quickly find items by scanning the barcode
• The barcode may be the same as the item code or a separate identifier (EAN, UPC, etc.)

Bulk Import with Codes

When importing items in bulk:

• Ensure your import file includes a column for item codes/SKUs
• Verify all codes are unique before importing
• Follow your naming conventions in the import file
• The system will validate codes during import

Troubleshooting

Code Already Exists: If you receive an error that a code already exists, check existing items and use a different code.

Invalid Characters: Remove any special characters that aren't allowed and use only alphanumeric characters, hyphens, or underscores.

Code Not Found: Verify the code spelling and ensure there are no extra spaces when searching.

Related Topics

• Creating Items
• Item Variants and Attributes
• Bulk Item Import
• Barcode Generation