List & item record
The item list displays the product master data as cards (not a table). The item record centralizes the identity, the prices, the VAT, the stock management mode (batch / expiry date), the barcode and the photos. Currency: Tunisian dinar (TND, 3 decimals).
Overview
The item is the central element of the system: it is the heart of stock and sales. This screen covers the list (viewing, filtering, searching) and the item record (create / edit). For the organization into categories and the catalog, see Categories & catalog; for negotiated rates, see Price by customer / seller.
Business goal
- Build the company's product master data
- Set the price levels and the VAT
- Define the stock tracking mode (simple / batch / expiry date)
- Feed sales, purchasing, stocktakes and the catalog
Target audience
- Product / catalog management — create and maintain the records
- Warehouse staff — manage batches, expiry dates and stock
- Sales reps — apply prices and specific rates
Position in the system
The item is upstream of everything: it is consumed by Stock and the delivery notes and by Purchasing. A well-completed item determines the reliability of the whole chain.
Access and navigation
Left-hand side menu: Stock → Items.
List as product cards
The list is displayed as product cards (3 columns), not a table. Each card shows the image, the code + label, the category and the prices. The icons flag presence in the catalog (star) and whether the item is stockable.
Reading an item card
| Element | Description |
|---|---|
| Header | Internal code + item label (e.g. 467802 — SMART SUPERVISOR MODULE). |
| Star | Item present in the catalog (solid star) or outside the catalog (grey star). |
| Stock icon | Stockable item (tracked in stock). |
| Photo | Main product image (default photo if not provided). |
| Category | Parent category › category chain for the item. |
| Price | Customer (HTC) and reseller price, in TND (3 decimals). |
Clicking a card opens the item's record for editing (section 6). Drilling down by category from the Categories screen filters the displayed list.
Global filter & advanced search
Two ways to find an item:
Global filter
The "Code or Item" field above the cards: instantly narrows the list by label, code or barcode.
Advanced search
Premium dialog: filters by domain, category, catalog, barcode, code and label.
Article search
The global filter and the advanced search combine: after a search by domain/category, the "Code or Item" field keeps refining the displayed cards.
Action bar
Export PDF
Exports the catalog / the displayed list to PDF (selected language).
Export Excel
Exports the items to a spreadsheet workbook.
New
Opens the item creation record (section 6).
Search
Opens the advanced search dialog (section 4).
Create / edit an item
Click New. Fill in the identity, prices, VAT and stock management mode, add the photos, then save with .
Form fields
| Field | Description |
|---|---|
| Domain | Highest-level family classifying the item (visible in multi-domain mode). |
| Category | Category (and its parent category) the item belongs to — see Categories. |
| Label * | Item designation (mandatory, unique). |
| Code | Item's internal code (unique within the company). |
| Barcode | Scannable barcode (unique) — can be by weight or by price (section 9). |
| Ex-works price | Reference cost; values purchases and returns, and serves as the floor for selling prices. |
| Reseller / customer / consumer price * | The selling price levels (≥ ex-works price, increasing order enforced) — section 7. |
| VAT | VAT rate applied to the item. |
| Variable price | If Yes, the unit price remains editable at the point of sale. |
| Batch / expiry date management | Advanced stock tracking mode — section 8. |
| In the catalog | Makes the item visible in the sales catalog (star on the card). |
| Photos | Several images possible (the 1st is shown on the card). |
Price consistency
Swifto checks the order of prices: reseller and customer prices must stay ≥ ex-works price. An inconsistent price blocks saving with a help message.
Price & VAT
The item carries four price levels and a VAT rate. All amounts are expressed in TND with 3 decimals.
| Price level | Usage | Example |
|---|---|---|
| Ex-works price | Reference cost / floor; values purchases and returns. | 480.000 TND |
| Reseller price | Rate applied to a reseller-type customer. | 590.000 TND |
| Customer price | Rate applied to a standard customer (HTC). | 650.000 TND |
| Consumer price | Retail / point-of-sale rate. | 720.000 TND |
Hierarchy — ex-works price ≤ reseller price ≤ customer price ≤ consumer price. The ex-works price is the selling floor.
Variable price — an item with variable price lets the sales rep adjust the unit price at the time of sale. Specific rates by customer or seller take priority over these base prices: see Price by customer / seller.
Stock management: batch / expiry date
An item is tracked using only one of these three modes. Expiry date management is only offered if batch management is active, and only in the company's advanced stock mode.
Simple
A single overall quantity, with no batch or date.
By batch
Quantity broken down by batch number.
By batch + expiry date
Batch + tracked expiry date.
Final choice at creation — the management mode governs the stock, stocktake and return-note screens. Batches and expiry dates are then managed on the Stock side.
Barcode & photos
Barcode
- Unique within the company, scannable at the register / point of sale
- By-weight type: the code carries the weighed quantity
- By-price type: the code carries the amount
Photos
- Multiple images possible per item
- The 1st image illustrates the product card and the catalog
- Common formats: JPG, PNG, GIF
Lifecycle (workflow)
flowchart LR
A([Item creation]):::p --> B[Identity + price + VAT]:::p
B --> C{Stockable?}:::d
C -->|yes| D[(Added to stock)]:::st
C -->|no| E([Service / not tracked]):::s
D --> F([Available for sale]):::ok
E --> F
F --> G([Sale / Delivery note]):::ok
B -.->|catalog| H([Sales catalog]):::s
classDef p fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
classDef d fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
classDef st fill:#e9e6ff,stroke:#867bfe,color:#5b4dee;
classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;Business rules
Uniqueness of code and barcode — each item has a code and a barcode that are unique within the company. A duplicate is rejected on save.
A single stock management mode — an item is tracked in simple mode, by batch, OR by batch + expiry date. The expiry date is only available if batch management is active (advanced stock mode).
Price hierarchy — ex-works price ≤ reseller ≤ customer ≤ consumer. The ex-works price serves as the floor.
Specific rates take priority — a price negotiated by customer or seller takes priority over the record's base price.
FAQ & Tips
My item can't be created?
Check the uniqueness of the code and barcode and the price consistency (reseller/customer ≥ ex-works price). The error message indicates the cause.
I don't see the expiry date option?
Expiry date management only appears once batch management is activated, and only if the company is in advanced stock mode.
Tip — an item you can't find
If a card doesn't appear, broaden your search via Advanced search (domain / category / catalog) before suspecting a deletion.
