Add a new item

Click the Item button on back office. Then click the ‘item’ button. The window is divided into three columns from the left to the right: department editing, category editing and item editing.

Click ‘new’ to add an item or click edit to edit the selected item. For a simple regular item, at least these fields need to be assigned: name, department, category, price, and tax code.

The details of commonly used fields are listed below:

1. Name
This is the item name. It is suggested to use unique names although the system accepts duplicates.
2. Description
This is a complementary field for the item name. It is optional to print this on the receipt as well.
3. Department
The top classification of items
4. Category
The secondary classification of items
5. Item #
The item number is usually assigned by the store for deli and store specific items. It is usually different from the barcode.
6. Barcodes
Click the ‘+’ sign to add a barcode. You can scan the barcode using scanners to input. One item can have multiple barcodes. But one barcode can NOT be used for two items.

7. Unit of Measure
This is the unit of the item such as each, 500 ml, kg or lb.
8. Selling price
The regular price of one item or one kg/lb of the item.
9. Unit cost
The cost of one unit of the item.
10. Markup and margin
They are calculated from the cost. If the cost is already filled, the price will change according to markup and margin
11. Tax code
The type of tax of the item.
12. Item type
1) Regular: normal item sold by each
2) Weight: items sold by weight of kg or lb. The price will be calculated by multiplying the weight and the price. The till must have an integrated scale to read the weight.
3) Manual weight: The weight will be manually input on the till. This is for items that will be weighed on a non-integrated scale.
4) Random weight: the price of this item will be scanned from the barcode that is printed by a PLU machine or Deli scale. The format of the barcode is controlled in the system parameter. These barcodes always start with 2 or 02. Here I means the item number and P means price. For example, a barcode of 0200002232007 means the item number is 00002 and the price is $232.00. So the format is 2IIIIIPPPPPC. The format must be correct for the till to read in the correct price.

5) Bottle return: This is for the bottle return payout. The price should be negative.    
6) Receive on account: This item will increase credit of customers’ accounts. The manual price should be checked.
7) Gift card: This item will activate or reload a gift card
8) Lotto Payout: This is for the payout of Lotto.

13. Item label
The label template for item labels.
14. Shelf label
The label template for shelf labels.
15. Tax exempt count
The unit that is counted for tax exempt items. For example, muffin has no GST if bough 6 or more. We need to put tax exempt count of this item to be 1. A special GST for this item should be created. Put Max Taxable Qty = 5.99 and GST 5% to this GST. The official name should be GST. Aslo add a tax code for this special GST and use this tax code for the muffin item.
16. Brand
The brand should be set up in back office -> settings -> brand first. After a brand is created, it can be selected in the drop down list of brand.

17. Min stock\Max stock
If the on hand number is lower than the min stock, the ‘low in stock’ button will automatically put this item in the item selection list on the right side. Then you can select them on the PO.
When an item is added in the PO, the request number will be automatically filled in as the max stock number – on hand number. For example, the on hand number is 1 and the max stock number is 20, the requested number will be 19 in the PO.

18. Aisle/Bin
This is the aisle and bin number of this item. It can help staff to find this item.
19. On hand
The number of this item that is in stock.
20. On order
The number of this item that are on purchase orders but has not been received yet.
 21. Label description
This is used to put several similar items under one same description. Fox example, cookies have many different flavors. Each flavor is a separate item. When printing labels, we can print the label description ‘Cookies’ on the label for all three flavors if we input ‘Cookies’ as the label description for all three different chip items.