Master Data¶

Master data is the shared foundation that Bizak transactions depend on.

If master data is incomplete or inconsistent, users may run into blocked forms, missing dropdown values, or incorrect postings.

Key master data areas¶

Component	What it is	Why it matters
Item	Goods or services sold, purchased, or tracked in stock	Drives sales, procurement, inventory, and costing
Unit	Measurement standard such as piece, kg, or box	Ensures quantity consistency across transactions
Item Category	Classification for reporting and rules	Supports grouping, pricing, taxes, and inventory control
Ledger	Financial account used for accounting postings	Required for accurate journal impact and financial reports
Ledger Group	Higher-level grouping for ledgers	Supports structured reporting and account organization
Withhold Tax	Tax deducted at source rules	Automates tax withholding on vendor or service payments
Brand	Manufacturer or brand reference	Supports segmentation and analysis
Relation	Business contact type such as customer or vendor	Connects business parties to sales, purchase, payroll, or support workflows

Item setup¶

The item model in the codebase includes these core fields:

Field	Meaning
`item_name`	Display name of the item
`item_code`	Unique code for the item
`standard_unit_name`	Base unit used for the item
`item_type_name`	Inventory or non-inventory type name
`item_sub_type`	More specific item behavior
`purchase_unit_name` / `sales_unit_name`	Units used in purchasing or sales
`category_name`	Item category
`brand_name`	Brand or manufacturer
`tax_name`	Tax setup
`wh_tax_code`	Withholding tax code
`income_account_name` / `expense_account_name`	Accounting linkage
`asset_account_name`	Asset account for fixed assets
`cogs_account_name`	Cost of goods sold account
`purchase_description` / `sales_description`	Default item descriptions
`is_maintain_stock`	Turns stock tracking on or off
`is_multiple_uom`	Enables multiple unit of measure fields
`is_fixed_assets`	Marks the item as a fixed asset
`is_serialized` / `is_batch_no`	Enables serial or batch tracking
`is_track_landed_cost`	Enables landed cost handling
`is_allow_negetive_stock`	Allows negative stock if enabled
`default_discount_amount` / `default_discount_percentage`	Default discount rules

Item behavior rules¶

When stock tracking is on, the item needs a unit. When a fixed asset flag is on, stock behavior changes. When multiple UOM is on, the item can use more than one unit field. If the item is not stock-tracked, the form can allow service or discount-style behavior.

Example item types¶

Example	Why it fits
Printer stock item	It needs quantity, rate, and inventory control
Consulting service	It needs accounting but not stock
Office laptop	It is a fixed asset
Bundle or kit	The child items carry the accounting or stock detail

Customer setup¶

The customer DTO includes the following real fields:

Field	Meaning
`full_name`	Customer name
`code`	Customer code
`personal_email`	Email address
`permanent_address`	Main address
`secondary_address`	Extra address field
`primary_contact`	Main contact number
`secondary_contact`	Extra contact number
`pan_no` / `vat_no`	Tax identity numbers
`login_email`	Login email if the customer is also a portal user
`opening_balance`	Opening balance
`customer_type`	Customer classification
`branch_ids`	Branch access or ownership
`area_id`	Geographic area
`latitude` / `longitude`	Location coordinates

Vendor setup¶

The vendor DTO includes these important fields:

Field	Meaning
`company_name`	Vendor company name
`first_name` / `last_name`	Contact person names
`vendor_number`	Vendor code
`vendor_category_name`	Vendor category
`ledger_name`	Linked ledger
`term_name`	Payment term
`tax_name`	Tax setup
`with_tax_name`	Withholding tax setup
`shipping_address`	Delivery or shipping address
`pan`	Tax number
`email` / `phone` / `mobile_no`	Contact fields
`web_address`	Website
`industry`	Industry label
`is_inactive` / `is_banned`	Status controls

Employee setup¶

The employee DTO shows these important fields:

Field	Meaning
`first_name` / `last_name`	Employee name parts
`full_name`	Display name
`code`	Employee code
`personal_email` / `login_email`	Email addresses
`primary_contact` / `secondary_contact`	Contact numbers
`designation_id` / `job_title`	Role or title
`department_name`	Department
`location_name`	Location
`supervisor_name`	Reporting manager
`is_sales_rep` / `is_support_rep` / `is_project_rep`	Functional flags
`purchase_limit` / `expenses_limit`	Control values
`purchase_approver` / `expenses_approver` / `time_approver`	Approval routing
`user_account_dto`	Linked user account data

Relationship records¶

Relationship entries use the shared DTO with these fields:

Field	Meaning
`contact_no`	Required contact number
`job_title`	Job title
`email`	Email address
`phone`	Phone number
`entity_type`	Related Bizak entity type
`entity_ref_id`	Related record id
`role_type`	Relationship role such as decision maker

Item behavior examples¶

Inventory item¶

An inventory item is used when you need stock tracking.

maintain stock is enabled
units become mandatory
inventory-related fields are available
ledger and costing logic become relevant

Example: a retail product such as a printer, carton, or raw material lot.

Non-inventory item¶

A non-inventory item is used when stock tracking is not required.

maintain stock is disabled
the item type can be service, discount, kit, or similar non-stock behavior
accounting is still relevant, but stock quantity is not

Example: consulting work, delivery service, or a discount line.

Fixed asset¶

When an item is marked as a fixed asset, the form behavior changes.

subtype behavior changes or disappears
stock tracking is disabled
landed cost handling becomes relevant
some unit and brand behavior may be limited

Example: a company laptop or machine purchased for long-term use.

Unit rules¶

a unit code should be unique
a unit used in transactions should not be deleted
units should be standardized across the organization

Example: use pcs, box, kg, and ltr consistently instead of creating multiple variants for the same concept.

Ledger rules¶

ledgers are the backbone of accounting postings
group ledgers can organize reporting but may not post transactions directly
ledgers tied to actual transactions should be protected from deletion

Example: Sales Revenue, Cost of Goods Sold, and Rent Expense should be modeled as distinct ledgers.

Relation types¶

Type	Typical use
Lead	Unqualified prospect or potential contact
Prospect	Qualified sales opportunity
Customer	Active buyer
Vendor	Supplier or service provider
Partner	Distributor, collaborator, or strategic ally
Project	A scoped piece of work or engagement
Employee	Internal staff member

Recommended setup order¶

Create units
Create item categories
Create ledgers and ledger groups
Define tax or withholding rules
Create items
Create relation records