1. Creating Items and Item Categories

1. Creating Items and Item Categories

Organize your products by creating item categories to group similar items and add individual items for accurate tracking and sales management. Categories help structure inventory, making search functionality quicker and reports more insightful. The key is to balance detail: too much information can be overwhelming, while too little can hinder insights.


For example, a fast food business might have categories like Burgers or Drinks, while a clothing store might use T-Shirts or Accessories. If you sell variations like size or color (e.g., shoes in multiple sizes), you need to decide whether each variation should be a unique SKU or grouped with attributes.

  1. Separate SKUs: Each size/color as its own SKU gives detailed reports (e.g., stock by size) but can make searches complex.
  2. Grouped Items: Grouping items (e.g., all sizes under one SKU) makes searches easier but limits report granularity.

Consider a clothing store selling t-shirts in various sizes and colors. Creating separate SKUs for each combination allows precise tracking, but can overwhelm users during searches. Grouping by attributes like 'Size' and 'Color' streamlines searches, though it reduces detail in reports.


Quick Setup Steps:

1. Access the Items Menu: Go to the Back Office and navigate to the Items Menu.

2. Create Item Categories: Before adding items, create categories to organize your products:

  1. Click "Manage Categories".
  2. Enter the category name (e.g., Burgers, Men’s Clothing) and click "Save".

3. Add New Item: Once your categories are set, click on "Manage Items" and then "Create" to add individual items.

4. Enter Item Information: Fill in the required fields such as Item Name, Barcode, Selling Price, Cost Price, Category, Tax Rate, and other relevant details.

5. Save Item: Click "Save" to add the item to your inventory.



Detailed Walkthrough:

1. Access the Items Menu

Navigate to the Back Office and click on the Items Menu.


2. Create Item Categories

Before adding individual items, click on "Manage Categories" and then "Create" to set up product cegories.



Why It Matters: Categories help structure your inventory, making searches faster and simplifying inventory management.


3. Save Category

After verifying all details, click "Save" to confirm.



4. Add New Item

Click on "Manage Items" and then "Create" to add a new product to your store's catalog.



4. Enter Item Information

Fill in all necessary details for the item, including:

  1. Item Name (e.g., Cheeseburger, T-Shirt)
  2. Barcode (Optional)
  3. Selling Price (with Tax)
  4. Cost Price (with Tax)
  5. Category (assign to a pre-created category)
  6. Tax Rate (e.g., 0% or 15% VAT). You can set up different tax rates, and different items may have different VAT or sales tax rates.
  7. Track Inventory (Y/N - Select 'Y' for physical products that need inventory tracking, meaning stock levels will decrease with each sale. If it is a service or non-physical product, select 'N').
  8. Kitchen Item (if applicable, indicate if it should be printed on kitchen orders)


5. Save Item

  After verifying all details, click "Save" to confirm.


Important Tips:

  1. Organize Your Items: Use categories to keep your inventory structured, making it easier to find and manage items.
  2. Track Inventory: Enable inventory tracking for items where you need to monitor stock levels in real-time.
  3. Kitchen Items: Use the Kitchen Item option for products that require a kitchen order printout. If the item is not intended for kitchen use or if your store doesn't have a kitchen, leave this field blank.
  4. Unique Naming: If managing multiple stores, ensure that terminal and item names are unique (e.g., 'StoreName\_Item1') to avoid confusion during reporting.
  5. Flexibility: You can always return to edit items or categories later through the Items Menu, ensuring your catalog stays updated.

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