6.1 Setup
Category List
When to use: To classify materials and goods by major groups (e.g., Raw Materials, Finished Products, Merchandise, Tools/Supplies) for inventory management by functional group.
Click Add New to create a material category.
Enter Code and Category Name.
Click Save to complete.
Group List
When to use: To classify materials in more detail by sub-groups within each category, and assign default warehouse account, cost of production account, and revenue account for the group. These accounts are automatically applied when creating inventory vouchers.
Example: Register group "Main Raw Materials" under Raw Materials category — Warehouse account 1521, Production cost account 6211, Revenue account 5111.
Click Add New to create a material group.
Enter Code and Group Name.
Select Material Category from the declared category list.
Select Warehouse Account, Production Cost Account, Revenue Account.
Click Save to complete.
Warehouse List
When to use: To register storage locations for materials and goods in the company: raw material warehouse, finished product warehouse, branch warehouse. Warehouse codes are used in all inventory receipt/issue vouchers.
Click Add New to create a warehouse.
Enter Code and Warehouse Name.
Click Save to complete.
Item Master
When to use: To register detailed information for each item/material in the warehouse: code, name, group, default warehouse, unit of measurement, and accounting accounts. This is the core master data for all inventory vouchers and cost calculation.
Example: Register item "100% Cotton Fabric" — Code: VC100, Group: Main Raw Materials, Warehouse: Raw Material Warehouse, UOM: meter, Warehouse account 1521.
To register an item, the user proceeds as follows:
Click Add New to create an item.
Enter Item Code and Description in Vietnamese and English.
Select Group Code, Warehouse Code, and Unit of Measurement on the General Information tab.
On the Account Information tab, declare warehouse, production cost, and revenue accounts.
Click Save to complete.
General Information:
Item Code / Description (VN/EN): Unique identifier and descriptive name.
Group Code: Select from declared groups — the system automatically assigns default accounts.
Warehouse Code: Default storage warehouse for the item.
Unit of Measurement: Measurement unit (e.g., kg, meter, piece, set).
Account Information:
Warehouse / Production Cost / Revenue Account: Default accounting accounts. If left blank, the system uses the group's accounts.
Function Buttons:
Export Excel / Import Data: Export data to Excel or import from external file.
Copy / Add New / Save / Delete / Close: Standard operations.
Note: Item master should be fully declared before creating inventory vouchers. Bulk import from Excel is available for large item counts.
Unit of Measurement List
When to use: To register measurement units used in inventory management: kg, meter, piece, set, carton, liter...
Click Add New to create a UOM.
Enter Code and Name.
Click Save to complete.
Opening Balance Input
When to use: When starting to use the software or migrating from an old system, enter the opening inventory balance (as of Dec 31 of the prior year) so the system has a basis for calculating issue prices and reconciling inventory.
Example: Enter opening balance for Raw Material Warehouse at 31/12/2025 — e.g., Cotton Fabric: 500 meters, value 75,000,000 VND.
To enter opening inventory balance, the user proceeds as follows:
Enter the Opening Date (Dec 31 of prior year).
Click Load Data to load the item list into the grid.
Enter quantity and inventory value for each item.
Click Save to complete.
Operational Notes:
Opening inventory balance must match the prior period ending balance of accounts 152/155/156 on the general ledger.
Opening balance should be entered before creating inventory vouchers for the new period.
Note: Opening inventory balance is the basis for the system to calculate issue prices (weighted average, FIFO). Incorrect entries will affect cost of goods sold.
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