Table of Contents 

Administration > Settings > Master data > Item categories

Item categories allow you to group the set of products according to certain criteria. What criteria these depend on the requirements of your business. For each item category, a separate number range can be defined. Item categories can furthermore be linked to projects.

The following options are possible:

• A consecutive number for all products e.g. 1000000 ...
• Per category a range of numbers e.g. 10000, 20000, 300000, ....
• Per category a prefix (letter) and behind a central consecutive number (which simply runs up) e.g. A10000, A10001, B10002, C10003, C10004, C10005, .....

The number ranges can then be selected directly when creating a product.

Create item categories

Administration > Settings > Master data > Item categories > "+NEW"

The definition of the number range from which item numbers are assigned is defined in the text field Next item number. Thereby simple numbers are allowed as item numbers such as "30001", but also combinations of letters as long as there is an incrementable number block at the end of the item number. Only this last number block will be incremented.

Important: As soon as you create your own item categories, the preset categories disappear. The templates were test data or orientation for the later creation of the item categories.

Item number formats

Possible item numbers: 100000, 7000000, A100000, etc.

The following formats are not possible:

• No date formats (or similiar to date formats. This specifically means combinations of blocks of 4 and 2 numbers, e.g. 8400-45-22, 34-7899-01, 10.20.3001)
• No spaces
• No special characters

You should also make sure that your item numbers correspond to a format that is usable for label printing and a barcode reader/scanner (if you are scanning item labels in shipping at the packing table or in other workflows). Scan item labels or print them as barcode/QR code)

Explanation of fields: Item category

• Designation: Display in xentral e.g. when creating a new product (e.g. Service, Commodity, Giveaway, ....)
• Item number last assigned: Specify last item number from which this category is counted (Attention: overlap with other categories can be avoided by having an identifier or a unique number in front)
• Use central number range: Checkmark: takes field Last assigned item number can be used as a prefix for a new number. The number in the central number range (from company settings) is appended to this character sequence. (e.g. MODUL100001 → MODUL would be the prefix, 100001 the number from the central number range). If the prefix is left blank, the next central number is simply always assigned the next central number)
• (Project: Optional: delimitation to a project → User rights and separation of branches)
• (Export chart of accounts: only optional: to be used if products on this chart of accounts should/must be drawn)

Setting options for item number assignment

Item numbers can be assigned in the following ways:

1. Central: One item number range for ALL products consecutively

2. Per category: One number range per category

3. One identifier per category + one consecutive central number at the back

4. Central number range: For all products, a sequential number is assigned across the complete system e.g. starting from 1000000 counting up. This item number is stored centrally at the main number range in the basic settings: Administration > Settings > System > Basic settings > Number ranges. Use categories: If you still want to group the products using item categories you can leave the next number to be assigned in the item category empty and tick the item category empty and set the checkmark for the assignment from the central number range.

Example:

1. 100000 is set in the central number range. In the item category no number. For each new product another number is created consecutively: 100000, 100001, 100002, ....
2. Number range per category: A separate number range can be set per category. For each new category, assign a number range that does not overlap with other number ranges. E.g. with a consecutive first numbering:

• 100000
• 200000
• 300000

Example: 100000 is set in the central number range. In the item category a separate number for each new product is created consecutively depending on the selected item category: 300000, 300001, 300002, ... The central number is needed only if you have not entered a number in a category and you want to use the central number range for this category.

3. Category identifier+ central number: For item categories, a central number combined with a prefix per item category can be set.

Example: 100000 is set in the central number range. In the item category no number but a sequence of letters in each case. For each new product another number is created consecutively: D30100000, D30100001, D30100002, ...

Example of item number ranges

In general, the following number range has proven successful for us and the embedded industry (but is of course always dependent on goods and quantity).

• 700000: Everything for end customers (store sales, finished products, etc.)
• 600000: Finished modules (but which do not go to the end customer but are installed)
• 400000: Production material (SMD, THT, cables, raw materials, operating materials for the manufacturing)
• 100000: Other (office supplies, packaging materials, visual storage boxes, etc.)

For the optimization of the search, the following is suitable as product description (product description in the product itself):

• PCB XXXXX V001
• THT YYYY V001
• SMT ZZZZ V001
• FILLING WWW V001

Example: a finished module (produced internally at your site) could be named: SMT Motor Control V001 and have the following part number: 600001.

• Number range is consecutive
• In the item description, for example, instead of SMT also PCB, THT front could be used. MOD could be e.g. ready modules
• It follows the item name e.g. motor control XY and in the back the version V100. (optional: if required)

Translate item category

From version 19.1 it is possible to translate item categories. To do this you have to select a category under App Center > Item tree. After the name of the category appears a globe with which you can create a new translation for the category.

After pressing the globe button, a new window appears in which you can maintain a translation for different languages.