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Every medicine, medical device, or health product you sell or stock is called an Item in Bizaxl. The Items Catalogue is your master product list - the foundation for everything else: purchasing, selling, stock tracking, and reporting. Getting your items set up correctly is critical, especially for a medical retail business where batch numbers, expiry dates, and reorder levels are not optional extras - they are essential for safe and compliant operations.
Item list view showing item code, item name, item group, stock UOM, and valuation rate columns

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Who Uses This Feature

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Before You Start

Before creating items, make sure these master records exist:
  • Item Groups - categories like “Tablets”, “Syrups”, “Surgical Supplies”, “Vitamins”. Create these in Stock → Item Group.
  • Unit of Measure (UOM) - e.g. Nos (pieces), Strip, Box, ML, Grams. Standard UOMs are already available.
  • Brand - if you want to track products by manufacturer brand (e.g. Sun Pharma, Cipla).

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How to Create a New Item

  1. Go to Stock workspace → Item (or search “Item” in the top bar)
  2. Click New
  3. Fill in the required fields (marked with *)
  4. Enable batch tracking if this medicine comes in batches with expiry dates
  5. Set reorder levels
  6. Save and Submit
Item form showing item name, item group, stock UOM, and batch tracking settings

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Field Guide

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Basic Details

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Stock Settings

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Batch & Expiry Settings

For ALL medicines that come with a manufacturing date and expiry date, you MUST enable these settings. This is not optional in a medical retail context.
Item form batch settings section showing Has Batch No, Has Expiry Date, and Shelf Life in Days fields

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Reorder Settings

This is what triggers replenishment alerts. When your stock falls below the Reorder Level, the system shows a warning and can auto-create a Material Request.

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Tax & Pricing

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Valuation

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Workflow Journey

1

Create item (draft)

Open a new item and fill in the basic details: item code, name, group, and unit of measure.
2

Configure batch and expiry settings

Enable “Has Batch No” and “Has Expiry Date” for any medicine that comes with a manufacturing date and expiry date.
3

Set reorder levels

Add reorder level and reorder quantity for each warehouse so the system can alert you before stock runs out.
4

Assign HSN code and tax template

Select the correct GST tax template and enter the HSN code required for tax compliance.
5

Save

Items are a master record and do not require submission. Once saved, the item is immediately active.
6

Item available across the system

The item can now be used in purchasing, selling, stock entries, and reports.
Items are a master record - they do not need to be submitted. Once saved, they are immediately available across the system.

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Item Variants

If you sell the same medicine in different strengths or pack sizes (e.g. Paracetamol 250mg and 500mg, or a syrup in 60ml and 100ml bottles), you can create one template item and add variants.
  1. On the item form, tick Has Variants
  2. Define the variant attributes (e.g. “Strength”, “Pack Size”)
  3. Click Create Variants - the system generates individual item records for each combination
This avoids duplicating the full item setup for each strength or pack size.

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Item Barcodes

If your medicines come with barcodes (standard or pharmacode format):
  1. Scroll to the Barcodes section on the item form
  2. Click Add Row
  3. Enter the barcode number and select the barcode type
Once set up, the POS billing screen will recognise the barcode when scanned.
Item form barcode section with barcode value and type fields

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Disabling an Item

If a product is discontinued or no longer available, tick the Disabled checkbox on the item form. A disabled item:
  • Will not appear in purchase or sales forms
  • Will not appear in the POS item search
  • Will still appear in historical reports (it is not deleted)

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Best Practices

  • Use meaningful item codes. A code like AMOX-500-CAP-10 (Amoxicillin 500mg Capsule 10-strip) is far more useful than ITEM001.
  • Always enable batch and expiry tracking for medicines. If you skip this at setup and add it later, existing stock will not have batch records, causing problems at sale time.
  • Set reorder levels from day one. Do not leave them blank and rely on memory - the system will alert you automatically if reorder levels are set.
  • Assign HSN codes to every item. GST returns require HSN-level reporting. Missing HSN codes will cause errors at filing time.
  • Use FIFO valuation for medicines. FIFO ensures that the oldest (and likely nearest-expiry) stock is valued and sold first, which aligns with FEFO dispensing practice.

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Common Mistakes

  • Not enabling “Has Expiry Date” for medicines. This means the system will accept stock without expiry dates, making the Batch Expiry Status report unreliable.
  • Using the same item for different pack sizes. A strip of 10 tablets and a bottle of 60 tablets are not the same item - they have different costs, quantities, and barcodes. Create separate items.
  • Setting reorder level to zero. A zero reorder level means the system will never alert you. Set a realistic minimum.
  • Skipping HSN codes. These are mandatory for GST compliance. Add them at setup, not at filing time.