Item Units of Measurement

Item Units of Measurement

Units of Measurement (UOM) define how quantities are measured and tracked for items in EquiBillBook. This guide explains how to configure and use UOMs effectively.

What are Units of Measurement?

Units of Measurement specify the standard unit for counting or measuring items. Examples include Pieces, Kilograms, Liters, Meters, Boxes, Dozens, etc. Each item must have a UOM assigned to it.

Why UOMs are Important

• Quantity Tracking: Accurate inventory and transaction quantities
• Consistency: Standardized measurement across all transactions
• Reporting: Accurate quantity-based reports
• Multi-unit Support: Handle items sold in different units (e.g., pieces vs. boxes)

Accessing UOM Management

To manage units of measurement:

1. Navigate to Settings → Item Settings → Units of Measurement
2. Or go to Items → Units
3. View the list of existing units

Creating a New Unit

To add a new unit of measurement:

1. Click "Create New" or "Add Unit"
2. Enter the Unit Name (e.g., "Piece", "Kilogram", "Liter")
3. Enter the Unit Code or abbreviation (e.g., "PCS", "KG", "L")
4. (Optional) Enter a Description
5. Set the Decimal Places allowed (e.g., 0 for pieces, 2 for weight)
6. Click "Save"

Common Units of Measurement

Standard units you might use:

• Countable Items: Piece (PCS), Dozen (DZ), Box, Carton, Packet
• Weight: Kilogram (KG), Gram (GM), Ton (T), Pound (LB)
• Volume: Liter (L), Milliliter (ML), Gallon (GL)
• Length: Meter (M), Centimeter (CM), Feet (FT), Yard (YD)
• Area: Square Meter (SQ M), Square Feet (SQ FT)
• Time: Hour (HR), Day, Month

Setting UOM When Creating Items

When creating a new item:

1. Navigate to Items → Create New Item
2. In the Unit of Measurement field, select from the dropdown
3. Or type to search for existing units
4. If the unit doesn't exist, you may be able to create it on the fly
5. Save the item

Editing Item UOM

To change the unit for an existing item:

1. Go to Items → Items List
2. Edit the item
3. Change the Unit of Measurement
4. Save changes

Note: Changing UOM for items with existing stock may require stock conversion or adjustment.

Decimal Places Configuration

Configure how many decimal places are allowed:

• 0 decimal places: For countable items (Pieces, Boxes)
• 1-2 decimal places: For weight, volume, length (Kg: 2, L: 2, M: 2)
• More decimal places: For precise measurements (if required)

When entering quantities in transactions, the system enforces the decimal limit.

Compound Units

Some items may need compound units (multiple units):

• Primary Unit: The base unit (e.g., "Piece")
• Secondary Unit: Alternative unit (e.g., "Box" containing 12 pieces)
• Configure conversion factors between units

Example: 1 Box = 12 Pieces

Setting Up Compound Units

1. Create both units (e.g., "Piece" and "Box")
2. When creating/editing an item, set the primary unit
3. Configure secondary units and conversion factors
4. Example: Item sold by Piece or Box (1 Box = 12 Pieces)

UOM in Transactions

When creating sales invoices or purchase bills:

• The item's UOM is automatically populated
• Enter quantities in the specified unit
• If compound units are set up, you can switch between units
• The system converts quantities based on conversion factors

UOM in Stock Reports

Stock quantities are displayed in the item's unit:

• Current stock shows in the item's UOM
• Stock movements (in/out) are tracked in the same unit
• Reports summarize quantities by UOM

Bulk Import with UOM

When importing items:

• Include a "Unit" or "UOM" column in your import file
• Enter unit names or codes that match existing units
• Or create new units before importing
• Ensure units are spelled consistently

Best Practices

• Standardize Units: Use consistent naming (e.g., always "Piece" not "Pcs" and "Pieces")
• Create Before Use: Set up all needed units before creating items
• Use Standard Codes: Follow common abbreviations (KG, L, M, PCS)
• Avoid Duplicates: Don't create multiple units for the same measurement (e.g., "Kg" and "Kilogram")
• Set Decimal Places Correctly: Configure appropriate precision for each unit type

Editing Units

To modify existing units:

1. Go to Units of Measurement list
2. Click "Edit" on the unit
3. Update name, code, or decimal places
4. Save changes

Note: Changing units used by existing items may affect historical data and reports.

Deleting Units

Before deleting a unit:

• Ensure no items are using the unit
• Change items to a different unit first if needed
• Only then delete the unused unit

Troubleshooting

Unit Not Found: Create the unit first in Settings → Item Settings → Units of Measurement.

Wrong Quantity Display: Check the item's UOM setting and verify decimal places configuration.

Can't Enter Decimal: Verify the unit allows decimal places; some units (like Pieces) may be whole numbers only.

Related Topics

• Creating Items
• Item Settings
• Stock Management
• Bulk Item Import