In 2026, the item catalog in 1C should be maintained so that each item card unambiguously corresponds to a product, material, work, or service. If an item belongs to a category for which separate tax accounting is required, it may not be combined with items from another separately accounted category when calculating tax liabilities (Art. 210 of the Tax Code of the Republic of Kazakhstan).
How the Item Catalog Is Organized in 1C Accounting
The item directory helps ensure that the same accounting items are used in all related transactions. Instead of entering the name again, the accountant selects a previously created item card. This reduces the risk of discrepancies when the same product is recorded under several similar names.
The item card should make it possible to understand unambiguously what exactly is being accounted for. Before saving a new item, it is useful to check whether the same product, material, work, or service already exists in the directory under another name. Duplicates make it difficult to analyze balances, turnover, and prices, as well as to find an item when completing documents.
A practical procedure for maintaining the directory:
- define a uniform naming convention for items in advance;
- separate products and materials from work and services;
- do not create a new item card until the existing items have been searched;
- complete the details consistently, in accordance with the rules adopted by the organization;
- do not use one generic item for different accounting objects if they need to be distinguished in documents and reports;
- periodically check the directory for duplicates and unused items.
The name should be clear not only to the employee who created the item card, but also to the accountant, warehouse keeper, or manager who opens it later. Names that are too short and internal abbreviations without explanations increase the likelihood of selecting the wrong item.
How to Work with Items in Documents
In a document, you should select an existing item card that corresponds to the actual object of the transaction. Before posting, compare the name with the source document and check that a similar but different item has not been selected.
If the required item card does not exist, it can be created according to the rules established in the organization’s accounting database. However, it is important to rule out a duplicate first. If the same item is entered several times, transactions and balances may be distributed among different item cards, requiring additional reconciliation of the directory data and reports.
It is useful for an accountant to apply a simple control procedure:
- Find the item by its full or partial name.
- Compare the results found and select the one corresponding to the document.
- Check that the line is completed before posting.
- After correcting the document, make sure that the correct item card reference has been selected, rather than merely entering similar text.
Special attention should be paid to copying documents, importing data, and exchanging data between systems. In such situations, names that appear identical do not necessarily mean that the program has matched the data to the correct item card. If an error occurs after importing, check that the item detail has been completed and review the data-matching result.
What the “Item Not Specified” Error Means
The message “Item not specified” means that the required directory item has not been defined in the operation being performed. This may be caused by an empty field, a missing match when importing data, or an empty value being passed from a related form.
Check whether the item is specified in the source document or form, whether the selected item card exists, and whether the selection was retained when proceeding to the next operation. If the error appeared after data exchange, importing, or database customization, also check the matching and transfer of the item detail.
Do not try to correct the problem simply by changing the text in the line: the program usually requires an item to be selected from the directory. The safe sequence of actions is as follows:
- return to the document or form from which the operation was opened;
- check the item field and select the item again from the directory;
- save the changes and repeat the operation;
- if the message persists, record the document and the action after which it appears;
- provide this information to the specialist who maintains the specific database and its customizations.
The message “Item not selected” when working with prices also indicates that no item has been selected in the current line or form. In this case, check the item line, select the required item card from the directory, and repeat entering or editing the price.
The exact commands, section names, and locations of interface elements vary depending on the configuration, edition, database settings, and user permissions. You should therefore refer to the specific document form and the directory selection available in it.
How to Organize Directory Controls
Responsibility for creating item cards should preferably be assigned to a limited group of employees. A uniform naming procedure and a preliminary search reduce the number of duplicates more effectively than correcting the directory after documents have accumulated.
Before closing an accounting period, it is useful to check unusual names, recently created items, and cases where one object may have been recorded using several item cards. If a duplicate is found, first determine which documents use each item. Changing data, marking it for deletion, or merging it without such a check is risky, as this may affect related documents and reports.
Items used for categories subject to separate tax accounting should be monitored separately. The taxpayer independently establishes the procedure for maintaining such accounting in its tax accounting policy, including methods for allocating common income and expenses between separately accounted categories and other activities (Art. 210 of the Tax Code of the Republic of Kazakhstan).
To analyze errors, it is useful to keep a brief description: the exact message text, document type, user action, and time of occurrence. The messages “Item not specified” and “Item not selected” may appear in different forms, so recording the message verbatim helps reproduce the situation and identify the incomplete field or incorrect matching more quickly.
Questions and Answers
What is the item catalog in 1C Accounting? — It consists of accounting items selected in documents for products, materials, work, and services. The directory enables item cards to be reused and ensures data consistency.
Why should a new item card not be created every time? — This creates duplicates, while transactions and balances for one object may be distributed among several items. Before creating an item, search the directory.
What should be checked when the “Item not specified” message appears? — Check the item field in the source form and select the item card again from the directory. If the error recurs after importing or data exchange, check the matching and transfer of the corresponding detail.
What does the “Item not selected” message mean when setting prices? — No item has been selected in the current line or form. Select the item card and repeat the price operation.
Where is the item directory located? — Its location depends on the configuration, edition, and user permissions. Use the available search or open the directory from the item field in the document.