Master Data

Master Data is where the foundational reference values live in GEMS CRM — number ranges that generate IDs, and the classification lists (types, categories, units of measure, pricing groups, tax codes) that populate dropdowns across Customers, Contacts, and Products. Getting these configured correctly is a prerequisite for creating records in those modules.

Customer Number Ranges

Defines how Customer IDs are automatically generated, with separate ranges possible per Customer Type (Customer, Prospect, Distributor, etc.).

What You’ll See

• Header Summary – Total Length, a live Preview of what generated IDs look like, and the Intervals count
• Intervals Grid – Description, Begin Number, End Number, Current (the last number assigned), Status, and Type (Automatic or Manual)

Creating a Number Range

• Description and Customer Type are mandatory — Customer Types must already exist before you can create a range for one
• Range Type – Internal (auto-generated) or External/Manual
• Prefix/Suffix – optional, added before/after the numeric portion (e.g., “CA-“, “-FY25”)
• Start Number, End Number, and Total Length are all mandatory — Total Length must exactly account for prefix + padded number + suffix
• Reset Rule – No Reset, Yearly, Monthly, or Custom
• Auto Increment – on for automatic sequential assignment, off if numbers will be entered manually and just validated against the range
• A live preview shows an example generated ID as you configure these settings

Good to Know

• Only one Active range per Customer Type is used at a time for auto-assignment — if no Active range exists for a type, customer creation for that type fails
• Ranges for the same Customer Type and prefix can’t overlap while both are Active
• If the Current Number reaches the End Number, that range is exhausted — new customer creation is blocked until a new range is configured or extended

Contact Departments

A simple, reusable list of departments (Sales, Finance, Procurement, etc.) that describe which functional area a Contact belongs to within their organization.

Managing Departments

• Source Code and Name are mandatory for every entry; Description is optional
• New entries are added inline at the top of the grid, then confirmed with Save Entry
• Toggle the Active checkbox per row, then click Save on the list page to commit status changes

Good to Know

• Only Active departments appear in the Contact Department dropdown — deactivating one hides it from new selections but leaves existing contacts untouched
• A department already assigned to any contact can’t be deleted — you’ll need to deactivate it instead

Product Number Ranges

Works exactly like Customer Number Ranges, but governs how Product IDs are generated.

• Description, Range Type, Status, Start/End Number, and Total Length are all mandatory
• Optional Prefix/Suffix, plus the same Auto Increment, Alphanumeric Support, and Reset Rule behaviors
• At least one Active Internal range must exist before products can be auto-numbered
• Just like Customer ranges, hitting the End Number blocks further product creation until a new range is configured

Product Type

Classifies products at a high level (Finished Good, Service, Subscription, etc.) — this value feeds the Product Type dropdown on the Product master.

How It Works

• New entries are added via an inline row at the top of the grid — enter Source Code and Name (Description optional), then confirm with the checkmark
• Each existing row can be edited inline, toggled Active/Inactive, or deleted

Good to Know

• Only Active types show up in the Product Type dropdown
• A type already assigned to any product can’t be deleted — deactivate it instead, and existing products keep their assigned value unaffected

Product Categories

A three-level hierarchy (L1 → L2 → L3) used to classify products, with automatic code inheritance to keep the numbering scheme consistent and traceable.

Navigating the Hierarchy

• View as a Table or a Tree, with Expand All/Collapse All controls
• Search by Category Code, Name, or Status

Creating Categories

• L1 (top-level) – enter a complete Code and Name directly; no parent required
• L2 – must have a parent L1 category; the system automatically copies the first three characters of the parent’s code as a locked, read-only prefix, and you only type the remaining three characters (e.g., parent Z01 + your BBB = Z01BBB)
• L3 – same pattern one level deeper: the system inherits the first six characters of the parent L2 code, and you add the final three (e.g., Z01BBB + CCC = Z01BBBCCC)
• L3 is the deepest level supported — there’s no L4, and Add Subcategory isn’t available on L3 rows

Good to Know

• The inherited prefix can never be edited manually, at creation or later, at any level
• Toggling a category’s Status to Inactive hides it from Product creation/maintenance immediately, but doesn’t touch existing product associations
• A category can’t be deleted while it still has child categories beneath it, or while any product is linked to it

Simple Product Configuration Lists

Six more master data types — Base UOM, Sales UOM, Price Group, Sales Item Group, Availability Group, and Tax Code — all follow the exact same pattern, just applied to different aspects of product setup:

Configuration	What It Governs
Base UOM	The fundamental unit a product is measured in (KG, PCS, LTR, MTR)
Sales UOM	The unit a product is actually sold in — often different from Base UOM (Carton, Box, Pallet)
Price Group	Pricing tier/customer segment classification (Retail, Wholesale, Partner, Enterprise)
Sales Item Group	The product’s sales catalogue category (Finished Goods, Raw Materials, Trading Goods)
Availability Group	How stock availability is checked and communicated (ATP, Make-to-Order, Make-to-Stock)
Tax Code	Which tax rate applies to the product (GST 18%, VAT 20%, Zero Rated)

Shared Behavior Across All Six

• Every entry is added via an inline editable row at the top of the grid — Source Code and Name are mandatory, Description is optional, and Status defaults to Active
• Confirm with the checkmark (✓) or cancel with the X
• Each existing row supports Edit (inline), an Active/Inactive toggle, and Delete
• Source Codes should match your connected ERP’s codes exactly — this is what keeps product replication mapping correctly instead of requiring manual correction afterward
• Only Active entries appear in the relevant Product form dropdown
• Deactivating an entry removes it from future selections without touching existing products that already reference it
• Deleting is blocked if the entry is referenced by any product (or, for Sales UOM and Tax Code, any sales order/document) — you’ll see an “in use; cannot be deleted” message and need to deactivate instead
• Each has its own Change History tab — a read-only audit trail of every create, edit, activate, and deactivate action, searchable by entry or field name

Good to Know

• At least one Base UOM must be configured before any product can be created or replicated — attempting either without one triggers a warning
• Sales UOM and Base UOM are independent of each other — a product can have a different Sales UOM (Carton) than its Base UOM (KG), and both need separate configuration
• A product is typically associated with exactly one Sales Item Group, one Availability Group, and one Tax Code, but can be associated with multiple Price Groups to support tiered pricing across segments