items:adding_a_new_item

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items:adding_a_new_item [2022/02/07 15:35] – [Barcodes tab] Gary Willettsitems:adding_a_new_item [2024/11/08 13:27] (current) – [Normal items] Gary Willetts
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 These 3 fields are available to be filled in for every type of item. These 3 fields are available to be filled in for every type of item.
  
-You should decide on a clear scheme for item names and codes. This can be a tricky process but is worth persevering with. You can change your mind later but changing the codes of all the items and names in your datafile could be a time-consuming business.+**Universal code:** This read-only field shows the item's universal code as supplied by The mSupply Foundation's unversal code server at [[https://universalcodes.msupply.org.nz/]]. Use the button next to the field to search for this item's universal code. See the [[items:item_basics:tab_general#universal_code|4.01.01. Items - General tab]] page for more details. The universal code is useful for identifying the item across multiple systems. 
 + 
 +You should decide on a clear scheme for item names and codes. This can be a tricky process but is worth persevering with. You can change your mind later but changing the codes of all the items and names in your datafile could be a time-consuming business - but note you can speed this up hugely by exporting all the items then reimporting them with their new codes. See the [[import_and_export:importing_items|]] page for details.
  
 We would recommend that the item code is systematic and can be worked out from the item's details e.g. first 3 letters of the item's name, 3 figures for the strength, a letter for the formulation then a letter or number for disambiguation if necessary. We would recommend that the item code is systematic and can be worked out from the item's details e.g. first 3 letters of the item's name, 3 figures for the strength, a letter for the formulation then a letter or number for disambiguation if necessary.
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 **Is a vaccine:** Check this if this item is a vaccine and you want mSupply to include it in the vaccine functionality (see the [[https://docs.msupply.foundation/en:mobile:user_guide:vaccine_dispensing|mobile vaccine dispensing]] page for details). When checked, a default value of 1 is entered in the **Doses** field. **Is a vaccine:** Check this if this item is a vaccine and you want mSupply to include it in the vaccine functionality (see the [[https://docs.msupply.foundation/en:mobile:user_guide:vaccine_dispensing|mobile vaccine dispensing]] page for details). When checked, a default value of 1 is entered in the **Doses** field.
  
-**Restricted to:** The location type that this item must be restricted to. You can from a list of all active Location types. When something is selected here, all stock of this item that is received must be put in a location which is of the same location type. For example, all cool store locations could have been given a type of "cool" and then if the item you are editing should be kept in a cool store, choose that type here, and you will only be able to receive that item into a cool store location.+**Restricted to:** The location type that this item must be restricted to. You can pick from a list of all active Location types. When something is selected here, all stock of this item that is received must be put in a location which is of the same location type. For example, all cool store locations could have been given a type of "cool" and then if the item you are editing should be kept in a cool store, choose that type here, and you will only be able to receive that item into a cool store location.
  
 When you have added all the details for your new item, click on the **OK** button or, if you want to add another new item, the **OK & Next button**. When you have added all the details for your new item, click on the **OK** button or, if you want to add another new item, the **OK & Next button**.
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 ===== Cross reference items ===== ===== Cross reference items =====
 +Cross reference items point to another item, they do not have stock themselves. Whenever the cross reference item is entered, it will be immediately replaced with the normal item it points to. This is useful for handling branded items or items with a common name that is more recognisable than its generic name. An example would be Aspirin for Acetysalycilic acid or Panadol for Paracetamol.
 +
 To create a cross reference item select //cross reference// in the **Type** drop down list. The window changes slightly: To create a cross reference item select //cross reference// in the **Type** drop down list. The window changes slightly:
  
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 ==== Cross reference item tab ==== ==== Cross reference item tab ====
-**When this item is chosen in a list, use:** Type the first few characters of the normal item you always want to replace the brand/familiar name with in this field. Then press the //Tab// key on the keyboard and select the item you want.+**When this item is chosen in a list, use:** Type the first few characters of the normal item you always want to replace the brand/familiar name with in this field. Then press the //Tab// key on the keyboard and select the item you want. When you've selected the matching item then it's code will be appear in the read only **Item code** field.
  
 That's it, all done. After clicking the **OK** or **OK & Next** buttons, every time a user chooses the item you entered in the **Item name** / **Item code** fields it will be replaced with the item you entered in the **When this item is chosen in a list, use** field. That's it, all done. After clicking the **OK** or **OK & Next** buttons, every time a user chooses the item you entered in the **Item name** / **Item code** fields it will be replaced with the item you entered in the **When this item is chosen in a list, use** field.
  
-==== Stores tab ==== +**Note:** Item custom field 5 is also settable, as shown in the screenshot. It is a number field. This is the user_field_5 for the **cross reference item** (brand/familiar name), not the normal item. The //user_field_5// label shown in the screenshot will be replaced with the name assigned to the field in the preferences (see the [[preferences:general#misc_tab|16.01. General preferences]] page for details) if it has been set. Making this field settable here might seem strange but it is used in some customisations!
-You select the stores the cross reference item will be visible in on this tab. It operates exactly the same as the Stores tab described [[items:adding_a_new_item#stores_tab|above]] for normal items.+
  
-Note: cross reference items cannot be added to master lists so there is no Master lists tab. Their visibility cannot therefore be controlled by master lists but only by directly selecting the stores they are visible in on this stores tab.+The visibility of cross reference items in different stores matches the visibility of the normal item it is linked to. So there is no functionality for manually setting the visibility of cross reference items.
  
 ===== Service items ===== ===== Service items =====
 +Service items are those which have a price but no stock. You can use them to represent service or other charges that need to be handled.
 +
 To create a service item select //service// in the **Type** drop down list. **PLEASE NOTE:** the service option will not be available in this drop down list if the preference to allow service items has not been set. Please see [[preferences:general#misc_preferences|General preferences]] for details. To create a service item select //service// in the **Type** drop down list. **PLEASE NOTE:** the service option will not be available in this drop down list if the preference to allow service items has not been set. Please see [[preferences:general#misc_preferences|General preferences]] for details.
  
 The window changes slightly: The window changes slightly:
  
-{{ :items:add_service_item.png?550 |}}+{{ :items:add_service_item.png?450 |}}
  
 The **Item code** and **Item name** fields are the same as for a normal item (described [[items:adding_a_new_item#adding_a_new_item|above]]). The **Item code** and **Item name** fields are the same as for a normal item (described [[items:adding_a_new_item#adding_a_new_item|above]]).
  • Last modified: 2022/02/07 15:35
  • by Gary Willetts