FireAI ERP
Masters setup
Field-by-field setup of warehouses, categories, products, raw materials, opening stock, customers, vendors, and price lists — in the order traditional ERP teams already expect.
Updated August 1, 2026
Masters are the foundation. Create them in the order below. Each section lists where to click, minimum fields, and how to know you are done.
Need the general pattern for any list (or how to add a custom field)? See Add data, fields, and collections.
Bulk upload
Where you see bulk upload: test with 10–20 rows first. Confirm those rows look correct in the list, then upload the full file. Collections with linked fields use an Excel template with dropdowns — see Bulk import with linked fields.
1. Warehouses (godowns)
Where: Inventory area or Collections → Warehouses
Steps
- Click Create / New.
- Enter:
| Field | Required for onboarding? | Notes |
|---|---|---|
| Name | Yes | Example: Main Store |
| Address line 1 | Yes (recommended) | Street / plot |
| City | Yes (recommended) | |
| State / state code | Yes (recommended) | Needed for routing / GST context |
| Pincode | Yes (recommended) | 6-digit Indian PIN |
| Is default | If offered | Mark your primary godown |
| Status | Yes | Active |
- Save.
- Open the list and confirm the warehouse appears.
- Repeat for each branch godown.
Done when
- At least one Active warehouse exists
- Default warehouse is clear to the team
2. Product categories (optional)
Where: Product categories collection
Steps
- Create a parent category (for example
Finished goods). - Optionally create child categories under it (depth is limited — keep it shallow).
- You will assign categories on products later.
Done when
- Team agrees on 3–10 category names (or you skip categories entirely)
3. Products (sellable items)
Where: Products (Inventory / Collections)
Steps for one product
- Click Create.
- Fill:
| Field | Required? | Notes |
|---|---|---|
| Name | Yes | What sales staff recognise |
| Item code | Recommended | Matches old ERP / barcode if any |
| HSN/SAC | Recommended | For GST invoices |
| Sales price | Yes | Default selling rate |
| GST rate | Yes | Pick from GST rate master / % used by your business |
| Unit | Recommended | Pcs, kg, case, … |
| Purchase / cost / MRP | Optional | If accounts tracks margin |
| Category | Optional | Link to category |
| Image URL | Optional | Helpful for ordering portal |
- Save.
- Open the product from the list and verify sales price + GST.
Bulk path
- Export or prepare Excel with the same column names the upload template expects.
- Upload small file → fix errors → upload full file.
- Spot-check 5 random products.
Done when
- Every item you will invoice this week exists
- GST % looks right on a sample of 5
4. Raw materials (purchased inputs)
Where: Raw materials
Use for items you buy that are not (or not only) sold as finished products.
Steps
Same pattern as products: name, HSN, cost/rate, GST, unit → Save.
Done when
- Materials you will receive on the first purchase bill exist
5. Opening stock
Where: Inventory / Stocks
Do this after warehouses and products exist.
Steps
- Create a stock row (or use your stock update / cart flow if that is how your build works).
- For each line:
| Field | Required? | Notes |
|---|---|---|
| Warehouse | Yes | Usually Main Store |
| Product or raw material | Yes | One item per row |
| Qty | Yes | Physical counted qty |
| Batch no | If batch tracking on |
- Save.
- Compare screen qty with physical count for top movers.
Do not fake stock with sales returns
Opening stock belongs in stock masters / stock update — not as dummy sales or purchases, unless your accountant explicitly designed that migration.
Done when
- Top products show non-zero qty where stock exists physically
- Store in-charge signed off the numbers
6. Customers
Where: Sales → Customers
Steps
- Create customer.
- Minimum useful fields:
| Field | Required? | Notes |
|---|---|---|
| Name | Yes | Trade name as on orders |
| GSTIN | If registered | |
| Billing state / state code | Yes for GST | Intra vs inter-state |
| Phone | Recommended | |
| Address lines, city, pincode | Recommended | Required for delivery-heavy ops |
| Credit terms / opening balance | Optional | Only with accountant approval |
| Price list | Optional | Link after price lists exist |
| Vehicle (if shown) | Optional | Fleet / delivery setups |
- Save.
- Search the name in the list to confirm.
Done when
- Every customer you will bill in week one exists
7. Vendors
Where: Purchases → Vendors
Steps
Mirror customers: name, GSTIN, state, phone, address, payment terms, optional purchase price list.
Done when
- Vendors for week-one purchases exist
8. Price lists (optional)
Where: Sales → Prices or Purchases → Prices
Create the list
- New price list.
- Set name, list type (Sales / Purchase), pricing scheme (Unit / Volume), base price (dropdown of numeric columns from Products, e.g. Sales price), country (optional country filter), method, validity dates, and active flag.
- Save.
Add items
- Open price list items for that list.
- For each row: product (or raw material), rate, and for volume pricing
qty_from/qty_to. - Save.
Assign
- Open the customer or vendor.
- Attach the price list if the form offers that field.
- Create a test draft invoice and confirm the rate defaults as expected.
Done when
- At least one list tested on a draft invoice
- Team knows which customers use which list
Master data quality rules
- One party = one customer/vendor record (do not duplicate spellings).
- Prefer item codes from the old system when migrating.
- Never leave GST rate blank on taxable goods.
- Inactive status for discontinued items — do not delete history.