Manage Item Records

Last updated: May 29, 2026

Item Object Overview

The Item Object is a fundamental component of Sanka's inventory management system, serving as the backbone for managing the various products and services that a business handles. It refers to any product, good, or service that a company stocks, sells, or uses in its operations. It encapsulates all critical data related to these products, including descriptions, stock levels, pricing, and associated suppliers. Without the Item Object, it would be impossible to run operations or workflows in Sanka, as it is the master of all modules and is interconnected with the entire system.

What You Can Do with the Item Object

Management of Product Master Data: Even if there are multiple sales channels, having unique IDs such as SKUs or item numbers allows for efficient and centralized management of product data.
Accurate Inventory Tracking: You can track inventory levels associated with products directly from the Item Object.
Improvement in Operational Efficiency: The inventory object is linked to products and locations, which helps streamline data management.
Management of Profit Margins: By entering both selling prices and purchasing prices for products, you can manage profit margins when a product is sold.
Configuration Management: In cases where a product consists of multiple components or when dealing with bundled items, you can link multiple items (including parts and materials) to a single product. This information enables effective sales management based on those configurations.

Key Properties of the Item Object

Below are the default properties of the Item Object:

Item ID: A unique ID assigned to each product. Additionally, you can reference other object records related to inventory, orders, purchase orders, etc., using this item ID.
Item Name: The name of the product.
Item Description: Detailed information about the product.
Sales Price and Purchase Price: The sales price indicates what price businesses sell to customers while the purchase price indicates what price businesses pay suppliers for acquiring goods.

Review items before changing records

Item records are used by sales, purchasing, inventory, billing, reporting, integrations, and workflows. Before creating, updating, importing, archiving, or deleting items, confirm the item identity and downstream use.

Sample prompt

/sanka Review this item change before applying it. Check item name, SKU or item ID, item type, sales price, purchase price, tax, supplier, inventory records, locations, active orders, purchase orders, invoices, subscriptions, components, duplicate candidates, and permissions. Do not update the item yet.

For CSV imports or bulk updates, ask for a dry-run review first.

Sample prompt

/sanka Review this item CSV before importing it. Map item ID, SKU, name, description, sales price, purchase price, tax, supplier, category, component relationships, duplicate key, and rows that need manual review. Do not create or update item records yet.

Expected behavior

When an item is created or updated successfully:

It appears in the Item object list unless it is archived or hidden by the current view.
Item ID, name, SKU or other unique key, prices, tax, supplier, category, and custom fields are saved according to workspace settings.
Inventory records, inventory transactions, orders, purchase orders, invoices, subscriptions, and reports can reference the item.
Component settings can connect a parent item to child components for sets, bundles, assembled products, or materials.
CSV imports and integrations follow matching keys, required fields, validation, duplicate handling, and permissions.
Price changes affect new downstream records according to the selected price. Existing orders, invoices, or historical records should not be silently rewritten without an explicit action.

Archiving an item hides it from active views. It does not automatically delete related inventory, orders, invoices, purchase orders, subscriptions, or historical records.

Troubleshooting

An item is missing from the list

Check the current view, archive state, permissions, search filters, item category, import status, and whether the item was created in another workspace or source system.

A duplicate item was created

Review the matching key used by CSV import or integration sync. If the source did not provide a stable item ID or SKU, compare item name, supplier, category, barcode, and external ID before merging or archiving records.

The wrong price appears on an order or invoice

Confirm the selected price record, currency, tax setting, default price, customer-specific price table, and whether the order or invoice copied the price before the item was updated.

Inventory does not match the item

Check related inventory records, locations, inventory transactions, unit of measure, component relationships, and whether the item is a sellable product, purchased component, service, or bundle.

AI cannot decide whether this is a bug

Ask AI to compare item setup, SKU or item ID, price records, inventory links, component settings, imports, integrations, workflows, permissions, and audit history. Treat it as a possible bug only after confirming setup and source data are correct.

Checkpoints

Before changing items, prices, component relationships, archive state, or import mappings, check related orders, invoices, purchase orders, inventory records, subscriptions, reports, and audit history.

Search Sanka...

Review item changes

Logs

Search logsAll actionsAll dates

ID / ActionDateTarget / ItemChangeActor

3Item update reviewed2026/05/20 10:00SKU BEAUTY-SET-001Checked price, tax, supplier, and active order usageOperations admin

2Component relationship checked2026/05/20 10:15Beauty starter setConfirmed child items and quantities before updateInventory lead

1Import held for review2026/05/20 10:30Item CSVRows with duplicate SKUs were not imported yetClaude / Codex

Item changes should be checked against downstream sales, purchasing, inventory, and billing records before saving or importing.

Manage Item Configurations

Use item configurations when a set item or assembled item is made from multiple components or materials. Linking a parent item to child components helps you manage set breakdowns, quantities, cost rollups, and inventory checks from the item record.

Create a Configuration Property

Before adding components, add a configuration property to the Item object.

Open Workspace and go to Object Management.
Select Item, then create a new property.
Enter a clear name, such as Item configuration.
Select Configuration as the property type and create it.
If the property should appear when creating or editing item records, add it from view or form settings.

Add Components to a Parent Item

After creating the configuration property, create the parent item and child component records, then add the components to the parent item.

Create the parent item and the child component items.
Open the parent item record.
In the configuration section, click Add product as configuration property.
Select the child component and enter the quantity.
Add all required components, then save or update the record.

Register Configurations by CSV

To register configurations in bulk, prepare a CSV with the parent item, child component, and quantity.

Text

Parent item ID,Child component ID,Quantity
SET-001,PART-001,1
SET-001,PART-002,2

Use a unique identifier such as Sanka item ID, SKU, or item number for both parent and child items. For the CSV import flow, see CSV import.

Display Components Together

To review configured components in a list view, create a group table view and group by the configuration property. This lets you inspect the components linked to each parent item.

Manage Item Records

The Item Object is the foundational element for managing the various products and services that a business handles. It refers to any product, good, or service that a company stocks, sells, or uses in its operations. The Item Object captures all the critical data related to these products, including their descriptions, stock levels, pricing, and associated suppliers.

» Process to register item individually

1: Go to Item Module and select Items Object. 2: Click create new button. 3: A detailed page will show up. Enter your item information.

Name: Enter the item name.
Description: If you want to add any additional details, enter them here.

4: Click the “Add” button of Sales Price to enter the sales price information.

Currency: Select the applicable currency.
Price: Enter the planned sales price of the item.
Tax: Enter the applicable tax of the item.

Toggle on the “Default Price” to set it as default. 5: Repeat the same steps for “Purchase Price”. 6: After you’ve entered the necessary information, click Create Item Record. 7: The item information you’ve entered will show up at the Items record table. 8: If you click the ITEM ID or NAME, the detailed item information will be shown in the drawer. You can edit or set new properties if necessary.

How to edit registered item information

1: Click on the "Item ID" or "Name" to display the details, and you can edit or update the information as needed. 2: If you’ve finished changing the information, click update button.

How to archive and activate item records

Using the archive function allows you to delete registered items from the view. 1: Click the tick-box of the item record you want to delete and select "Archive" button. 2: The selected record will be disappeared from the view. 3: The activate the archived record, click the hamburger menu and select archived. 4: The archived record will appear. 5: Click the tick-box of the item record then click “Activate” button to restore the record.

Import Items Using CSV

Need to register hundreds or thousands of items in an instant? Sanka also provides an import function to register items in bulk using a CSV file.

How to import items

① Click on the Item Module on the left side of the screen, then select the "Items" object. ② Click the "Import" button at the top right of the screen. ③ In the menu, click "Select Import Source" and choose "CSV File." ④ Click Google Sheets or Excel link to open the Sanka’s CSV template. ⑤ Download the "Item CSV Import Template" to your desktop. Click "File" → "Download" → "Comma-separated values (.csv)" and save it in the desired location. ⑥ Enter the necessary information in the downloaded template. Then redownload it as CSV. ⑦ Return to the Sanka page, select "Upload," and choose the template file. ⑧ A mapping table will be displayed, allowing you to adjust the information.

Import Information: Select "Item Properties."
Sanka Fields: Match the items in the template file with the fields displayed in Sanka.

⑨ In the "Item Import Method," select "Create Item" and click "Import." ⑩ The content of the CSV file has now been registered in the "Items" object page.

PreviousTicket object overview NextLocation object overview