Overview

The Products area within Point of Sale (POS) allows staff to create, manage, and organize retail items available for purchase through the POS system and Customer Portal. Products can be configured with visibility rules, inventory tracking, multiple locations, tax settings, and variations such as size or color. This setup enables accurate sales tracking and inventory management across all locations.

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Accessing the Feature

• Navigate to USER MENU > POINT OF SALE > PRODUCTS.
  
• Use Product Filters (Options, Visibility, Vendors, Locations, Category) to refine the list.
  
• A "Mass Actions" button allows you to select specific products and "Activate"/"Deactivate" or "Show/Hide on Customer Portal."
  
  • NOTE: You can "Select All" by clicking the selection box to the left of "Product".

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Step-by-Step Instructions

Creating a New Product

Select Create New Product to open the product editor, then enter the following details.

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Title & Description

• Product Title – required; should be unique for each product.
• SEO Slug – auto-generated, but can be overridden to customize if desired.
• Description – appears in the Customer Portal.
• Vendor – choose from existing vendors.

NOTE: It is highly recommended to create Vendors, Categories, and Subcategories before Products so they can be assigned.

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Visibility & Inventory Tracking

• Active – Enables the product in POS.
• Customer Portal – Displays the product online (requires the product to be Active).
• Inventory Tracking – Tracks amount of stock on hand for the product.
  • Enabling tracking sets opening inventory to 0; staff will need to update inventory counts manually or via import.
  • Disabling tracking zeros out inventory for the product, removing any current inventory counts.
• SKU (Stock Keeping Unit) – in most inventory systems, this is a unique identifier for products or variations used to track inventory. To help match inventory items to the SKUs used to track them in external systems, you can choose to assign a custom SKU per product or variation by clicking the pencil/edit icon.
• UPC (Universal Product Code) - a UPC barcode that can be used in the Point of Sale window to scan an item for purchase. In this screen, you can manually enter the UPC or scan it with a USB barcode scanner.

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Assigning Categories

• Choose one or more Category / Subcategory tags.

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Uploading Images

• Staff can upload multiple images per product.
  • One of these images can be marked as Featured (displayed first in POS and Customer Portal).

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Selecting Locations

• Select the Location(s) where the product will be sold.
• Staff can only edit products at Locations to which they have been granted access.

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Configuring Pricing

• Regular Price – Base selling price.
• Sale Price and From/Until – Temporary promotional pricing.
• Your Cost Per Item – Used to calculate profit.
• Program / Charge Category – Assigned to charges created for sales, used for financial reporting.
• Tax Rate – Choose a specific rate, use Program Tax Rate, or mark Tax Exempt.
  • Selecting a specific Tax Rate overrides Location-specific rates.
  • Use Program Tax Rate defaults to the rate tied to the selected Program.
  • Tax Exempt ignores tax even if a rate is present.

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Adding Variations

• Select Add Variations.
• Enter a Variation name (e.g., Size).
  • Use the pencil or edit icon to rename.
• Choose Add Option to list choices (e.g., Small, Large).
• Click $ to add a Price Modifier (+/-) for each option.
  

Select Save to generate combinations.

NOTE: The total number of variant combinations cannot exceed 1,000. The system will display a message when attempting to save if the designated configuration exceeds this amount.

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Variation Management

• Each variation auto-generates a unique SKU for inventory.
  • If needed, click the SKU field to customize and select Save.
• Enter a value in Price to override both base price and modifier.
• Manual overrides display a pencil or edit icon and show as a price range on the Products page.
• Cost of Goods may also be overridden per variation/location for accurate profit tracking.

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Editing Product Information

• Go to USER MENU > POINT OF SALE > PRODUCTS.
• Use the pencil or edit icon beside a product to open its details.
• Update any necessary fields or variations.
• Select Save to commit changes.

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Duplicating an Existing Product

• Navigate to POINT OF SALE > PRODUCTS.
• Click the pencil or edit icon for the item you want to duplicate.
• Select the Create a Duplicate button (located in the top-right corner of the screen).
• An exact copy of the selected product will be created, including any pricing and variations.
  • NOTE: the word "Copy" is appended to Title and SEO Slug.
• Update the new product as needed.
• Edit or remove copied Variations via Manage Variations.
• Choose Save, Save & Close, or Close.
  • Clicking Save will save the new product and keep the new product detail page open for further edits.
  • Clicking Save & Close will save the new product and return the user to the POINT OF SALE>PRODUCTS page.
  • Clicking Close will present a prompt that there are unsaved changes to the product.
    
    • Clicking Yes would save the new product and return the user to the POINT OF SALE>PRODUCTS page.
    • Clicking No, Thanks! would discard the new product and return the user to the POINT OF SALE>PRODUCTS page.

Duplicated products will have an inventory count of "0." Staff will still need to update inventory counts as needed for individual products and variations.