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Data Setup – Items, Suppliers & Customers

UpdatedSeptember 6, 2025
ByTechnical Team

Overview

This tutorial covers setting up essential master data for medical device management: Items (medical devices), Suppliers, and Customers. This foundation enables procurement, quality control, and sales operations.

Configure Item Groups for Medical Devices

Access Item Group Setup

  1. From your Medical Device Management workspace, click the Item shortcut
  2. Find item group list using global search
  3. You’ll see default groups like “Products” and “Services”

Create Medical Device Categories

Click New to create these item groups:

Parent Group: Medical Devices

  • Item Group Name: Medical Devices
  • Parent Item Group: All Item Groups
  • Is Group: ✓ (checked)
  • Save

Then search for item group tree:

Add children under Medical Devices:

  1. Diagnostic Equipment
    • Parent: Medical Devices
    • Examples: X-ray machines, MRI scanners, ultrasound devices
  2. Surgical Instruments
    • Parent: Medical Devices
    • Examples: Scalpels, forceps, surgical scissors
  3. Patient Monitoring
    • Parent: Medical Devices
    • Examples: ECG monitors, pulse oximeters, blood pressure monitors
  4. Implantable Devices
    • Parent: Medical Devices
    • Examples: Pacemakers, stents, prosthetics
  5. Laboratory Equipment
    • Parent: Medical Devices
    • Examples: Centrifuges, microscopes, analyzers

Create Medical Device Items

Setup Item Attributes (Optional but Recommended)

Before creating items, set up attributes for medical devices:

  1. Use the global search to find Item Attribute List
  2. Create these attributes:

CE Marking Status

  • Attribute Name: CE Marking
  • Attribute Values: CE Marked, Not CE Marked, Pending

MHRA Approval Status

  • Attribute Name: MHRA Status
  • Attribute Values: MHRA Approved, MHRA Pending, Not Required

Risk Classification

  • Attribute Name: Risk Class
  • Attribute Values: Class I, Class IIa, Class IIb, Class III

Create Sample Medical Device Items

Global search > New Item > Edit full form

Item 1: Pulse Oximeter

  • Item Code: POX-001
  • Item Name: Digital Pulse Oximeter - Model PX100
  • Item Group: Patient Monitoring
  • Stock UOM: Nos
  • Is Stock Item: ✓
  • Opening Stock: 25
  • Valuation Rate: 150.00

In Description tab:

Digital pulse oximeter for non-invasive monitoring of oxygen saturation and pulse rate. – CE Marked: Yes – FDA 510(k): K123456 – Risk Classification: Class IIa

Item 2: Digital Thermometer

  • Item Code: THERM-001
  • Item Name: Digital Clinical Thermometer - Model DT200
  • Item Group: Diagnostic Equipment
  • Stock UOM: Nos
  • Is Stock Item: ✓
  • Opening Stock: 50
  • Valuation Rate: 25.00

Item 3: Surgical Scissors

  • Item Code: SCIS-001
  • Item Name: Stainless Steel Surgical Scissors - Curved
  • Item Group: Surgical Instruments
  • Stock UOM: Nos
  • Is Stock Item: ✓
  • Opening Stock: 100
  • Valuation Rate: 45.00

Item 4: ECG Electrodes (Disposable)

  • Item Code: ECG-ELEC-001
  • Item Name: Disposable ECG Electrodes - Pack of 50
  • Item Group: Patient Monitoring
  • Stock UOM: Pack
  • Is Stock Item: ✓
  • Opening Stock: 200
  • Valuation Rate: 8.50

Item 5: Blood Pressure Monitor

  • Item Code: BPM-001
  • Item Name: Automatic Blood Pressure Monitor - Model BP300
  • Item Group: Patient Monitoring
  • Stock UOM: Nos
  • Is Stock Item: ✓
  • Opening Stock: 15
  • Valuation Rate: 280.00

Setup Medical Device Suppliers

Create Supplier Categories

  1. Global search → Supplier group list
  2. Create these groups:
  • Medical Equipment Manufacturers
  • Pharmaceutical Suppliers
  • Regulatory Consultants
  • Calibration Services

Create Sample Suppliers

From your workspace, click Supplier shortcut, then New:

Use the full form to edit

Supplier 1: MedTech Solutions Ltd

  • Supplier Name: MedTech Solutions Ltd
  • Supplier Group: Medical Equipment Manufacturers
  • Country: United Kingdom
  • Default Currency: GBP

Contact Details:

  • Email: procurement@medtechsolutions.co.uk
  • Phone: +44 20 7123 4567
  • Address: 123 Medical Park, London, SW1A 1AA

Tax Details:

  • Tax ID: GB123456789
  • Tax Category: Standard

Supplier 2: European Medical Devices AG

  • Supplier Name: European Medical Devices AG
  • Supplier Group: Medical Equipment Manufacturers
  • Country: Germany
  • Default Currency: EUR

Supplier 3: Calibration Services UK

  • Supplier Name: Calibration Services UK
  • Supplier Group: Calibration Services
  • Country: United Kingdom
  • Default Currency: GBP

Supplier 4: Regulatory Partners International

  • Supplier Name: Regulatory Partners International
  • Supplier Group: Regulatory Consultants
  • Country: Switzerland
  • Default Currency: CHF

Supplier 5: BioMed Components Ltd

  • Supplier Name: BioMed Components Ltd
  • Supplier Group: Medical Equipment Manufacturers
  • Country: Ireland
  • Default Currency: EUR

Setup Healthcare Customers

Create Customer Groups

  1. Go to Selling → Customer → Customer Group
  2. Create these groups:
  • NHS Trusts
  • Private Hospitals
  • Clinics & GP Practices
  • Distributors
  • International Healthcare

Create Sample Customers

From your workspace, click Customer shortcut, then New:

Customer 1: Royal London Hospital Trust

  • Customer Name: Royal London Hospital Trust
  • Customer Type: Company
  • Customer Group: NHS Trusts
  • Territory: United Kingdom
  • Default Currency: GBP

Contact Details:

  • Email: procurement@rlh.nhs.uk
  • Phone: +44 20 7377 7000
  • Billing Address: Whitechapel Road, London, E1 1BB

Customer 2: Private Medical Centre Manchester

  • Customer Name: Private Medical Centre Manchester
  • Customer Group: Private Hospitals
  • Territory: United Kingdom
  • Default Currency: GBP

Customer 3: HealthCare Distributors Europe

  • Customer Name: HealthCare Distributors Europe
  • Customer Group: Distributors
  • Territory: Europe
  • Default Currency: EUR

Customer 4: St. Mary’s GP Practice

  • Customer Name: St. Mary's GP Practice
  • Customer Group: Clinics & GP Practices
  • Territory: United Kingdom
  • Default Currency: GBP

Customer 5: Dublin Medical Center

  • Customer Name: Dublin Medical Center
  • Customer Group: International Healthcare
  • Territory: Ireland
  • Default Currency: EUR

Configure Default Warehouses & Stock Settings

Setup Medical Device Warehouses

  1. Go to Stock → Warehouse
  2. Create these warehouses:

Main Medical Store

  • Warehouse Name: Main Medical Store - [Company]
  • Parent Warehouse: All Warehouses
  • Company: [Your Company]
  • Address: Your main facility address

Quarantine Store

  • Warehouse Name: Quarantine Store - [Company]
  • Parent Warehouse: Main Medical Store
  • Is Group: Unchecked
  • Purpose: For items pending quality inspection

Calibration Workshop

  • Warehouse Name: Calibration Workshop - [Company]
  • Parent Warehouse: Main Medical Store
  • Purpose: For devices undergoing calibration

Update Item Default Warehouses

Go back to your created items and set:

  • Default Warehouse: Main Medical Store – [Company]
  • Default Supplier: Assign appropriate supplier to each item

Setup Item Prices

Create Price Lists

  1. Go to Stock → Price List
  2. Create these price lists:

Standard Selling Price List

  • Price List Name: Standard Selling
  • Currency: GBP
  • Buying/Selling: Selling
  • Price Not UOM Dependent: ✓

Supplier Price List

  • Price List Name: Standard Buying
  • Currency: GBP
  • Buying/Selling: Buying

Add Item Prices

  1. Go to Stock → Item Price
  2. For each item, create both buying and selling prices:

Example for Pulse Oximeter:

  • Item Code: POX-001
  • Price List: Standard Selling
  • Price List Rate: 195.00
  • Currency: GBP

Stock Entry

  1. Use the search bar at the top of ERPNext
  2. Type: Stock Entry
  3. Click on Stock Entry from the dropdown
  4. Click the New button (blue button, top right)

Set Stock Entry Type

In the new Stock Entry form:

  1. Stock Entry Type: Select Material Receipt from dropdown
  2. Purpose: Should automatically fill as Material Receipt
  3. Leave Default Source Warehouse empty (this is correct!)
  4. Default Target Warehouse: Select Stores - YCT (or your warehouse name)

Add Item Details

Scroll down to the Items section (big table):

  1. Click “Add Row” button in the Items table
  2. In the new row that appears:
    • Item Code: Click the dropdown and select BPM-001 (or type BPM-001)
    • Target Warehouse: Should auto-fill as Stores - YCT
    • Qty: Enter 15
    • Basic Rate: Enter 280.00

Verification & Testing

Test Data Creation

  1. Verify Items: Check all items appear in stock reports with opening balances
  2. Test Suppliers: Create a sample Request for Quotation using one supplier
  3. Test Customers: Create a sample Quotation for one customer
  4. Check Permissions: Log in as different user roles to verify access

Generate Stock Reports

  1. Go to Stock → Stock Balance
  2. Select warehouse: Main Medical Store
  3. Verify all items show correct opening stock on Stock Ledger
Posted
Updated
ByTechnical Team
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