How To Guide - Creating a New Item - Part 1
An in-depth guide to creating a new item on the EPOS. Focusing on initial setup and the primary details tab.
Last updated
An in-depth guide to creating a new item on the EPOS. Focusing on initial setup and the primary details tab.
Last updated
When creating a new item on the Premier EPOS software, you will be using this window:
In order to gain access to this window, you can use one of the following methods:
In the Stock Manager, under the Product Tool tab you will find the New Product Button
On the Sales Screen, you can scan a new barcode or use the function New Product on the Sales screen's main menu. This is normally located under Stock Options.
In the Replenishment Manager, if the supplier for the new product already exists, under the Quick Add tab you will find a Create New Product Button.
There are also methods of bulk importing products from a supplier, a guide to which can be found here:
This guide will focusing on creating individual items.
Once you have open the New Stock Item window, you can start filling in the item's details. The first detail we recommend you enter is the Name of Item. If you scanned a barcode to start this process, the scanned barcode will already be entered in the Barcode Box.
Once you have entered the name of your product you can start filling in the rest of the details.
IMPORTANT NOTICE: The minimal information needed for a New Product is a name. However do strongly recommend filling in as much detail as possible for all new products.
After filling in the Name of Item, we recommend filling in the Barcode, Selling Price and Unit/Case Cost. As mentioned previously, if you scanned a barcode on an unknown product to start this process, the Barcode box will already be filled in.
Barcode entry can be done manually or via a direct scan of the new product's barcode. If you choose to do the entry manually, this information can be typed on either a physical or an on-screen keyboard. The Premier EPOS software is also capable of generating an automatically incrementing barcode. This allows you to give unique barcodes to items that would not normally have one.
When entering a Selling Price on the New Stock Item screen, the price must include the VAT cost. The Premier EPOS software will work out the VAT cost amount based on the Tax rate you enter. This Selling Price is only the price for a single item. If the item is available in a pack when being purchased, the system will multiply the price based on the number of singles scanned.
Unit Cost can be set automatically when entering a Selling Price. By default when enter a Selling Price, the Unit Cost box will be set to 50% the Selling Price. For example, entering a £10.00 Selling Price will set the Unit Cost to £5.00.
When setting the supplier cost of the item, you can choose between setting a Unit Cost or Case Cost.
Unit Cost is for products sold by your supplier as singles. Entering the Unit Cost will represent how much you pay for a single product.
Case Cost is for products sold by your supplier in multiples of one or in packs. Entering the Case Cost will represent how much you pay for a entire pack of items. The Case Cost will then be automatically divided by the Pack Size when selling the product. For example, if you purchase an item in a pack of 10 for £20.00, when selling the item, each sale will record the cost as £2.00 per item sold.
In this section you will be filling details such as Quantity, Supplier, Type of Item, Case Barcode and Tax Rate.
This Quantity should include all stock you currently have of this item. If the product is purchased in packs but sold as singles, the single quantity should be entered. For example, if a product is purchased in packs of 10 and you have 3 packs, then the quantity you enter would be 30.
Each item is capable of having up to 6 suppliers. The Supplier set on the on the Primary Details tab is considered the primary supplier. New suppliers can be created by clicking the dots on the right of the Supplier box.
Each item can have both a custom Type and Sub-Type applied to them. This allow for easier categorization for special offers and statistics.
Designed for reordering of stock, the system uses these values to decide how and when to add an item to a Min/Max Replenishment order.
The Restock Amount acts as a trigger for when the order needs to add this item. All new items will start with a default of -1, which will stop it from appearing in a Min/Max order. This Restock Amount must be set to 0 or greater to be included.
The Replenishment Max is the goal the Replenishment order will attempt to reach when creating an order for this item.
For example, if an item is set to a Restock Amount (Min) of 2, a Replenishment Max of 10 and a current stock of 1. When creating a Replenishment Order for this item in this situation, the system will add 9 of this product to the order. This will fulfil the Replenishment Max of this item.
This box is for the recommended retail price given to you by your supplier. If you don't have this information, the system will default to the first Selling Price you enter. This information is optional.
For each full £1 spent on the product, the customer will receive Points. The amount of Points per pound is set in this box. Each item starts with a default amount of 1 Point per £1.
For example, if an item cost £14.99 and the Points value is 1, the customer would receive 14 Points. If the Points value is set to 3, the customer would receive 42 Points.
Designed for additional Supplier Codes or own internal tracking codes. The system can also generate a custom code, similar to the barcode function.
The Case Barcode is for item with an outer packaging barcode can also be sold as a complete case or individual product. When scanning a Case Barcode, it will enter the Pack Size amount into the quantity box for the single product.
For example, if an item is purchased in a pack 12 and you scan the Case Barcode, the single item will be scanned into the cart, with it's quantity set to 12.
Each item will start with a Pack Size of 1. This will only need to be changed if an item is not purchased in singles.
Notes can contain information related to the item, such as a product description to be used on website. This information can also be displayed to customer's during a purchase.
This Supplier Code box is linked with the primary Supplier. The Primary Supplier is the one selected on the Primary Details section.
The Manufacturer is designed to hold information on the company that created the item, but not necessarily the company that sold the item to your store. Additional Manufacturers can be added to this drop down list by clicking on the box on the right. Unlike with Suppliers, items can only have a maximum of one Manufacturer recorded.
Tax Rate represents the VAT amount you are paying when you sell the product to a customer. It will default to 20% when creating a new product. This can be changed to a new default if required.
When the Variable Price option is set to true, when entering the item into the cart, the system will ask you to enter a custom price. If you press cancel at this stage, the item will be set at the Selling Price you entered. This function is commonly used for delivery charges or bag charges.
When the Age Restriction option is set to true, when entering the item into the cart, the system will ask the staff to challenge the customer for ID. Commonly used for sale of alcohol or cigarettes. For further details regarding the Age Check, please click here.
This function is designed for items that are sold in less than whole quantities. Commonly used for weighed items, such as Bird Seed.
The Discontinued function will hide items from the product search on the sales screen and prevent it from being added to replenishment orders. The item can still be sold on your system. For example, scanning a barcode of the item would still add it to the sales screen.
For further details regarding the creation of a new item, including additional suppliers and product image, please click here for part 2.
If you have any additional questions about the above guide, please contact our Support Team on either 03303 800 142 or supportstaff@premierepos.co.uk.
