AirPOS provides a free setup service to help you upload your inventory and help with the setup of your hardware.
We have a template for uploading new products. The template is arranged with the product attributes which are listed in the manner shown further down this article but in order to create a new product there is a minimum amount of information required.
For our assisted setup team to create your inventory they will need from you the Product Name, the Retail Price (including TAX), the Tax Rate (e.g. UK VAT or US Sales Tax) and a Category for each of your products. Your products are arranged on the till screen by category and if you create a product without a category it will only be found with a product search on the till screen. Products without a name, selling price or tax rate will not upload.
You may have a suppliers list of products which can be very useful with creating your inventory. If you do have a suppliers list we can work with that but these typically will contain several thousand products and several columns of information that are not relevant. Before sending us a suppliers list please delete from the sheet any extraneous columns of information and any products which you do not intend to stock. You can send this as an .xls sheet or a .CSV file. We can also work with PDFs but bear in mind that a lot of the work involved will involve copying and pasting data into the import template.
If you have a smaller inventory we can work with, for example, a photograph of a menu but you will need to supply a tax rate in addition to the menu.
Products with variants cannot be uploaded with the import template and must be created in the backoffice individually as a Master product with variants. It is recommended that unless you are going to be selling online you avoid using product variants as once created more variants cannot afterwards be added. Instead it is advised that you use categories and sub-categories for variations in size and colour unless you do intend to sell online with AirPOS.
The required fields in creating an item are denoted in the online backoffice with an asterisk *. All of the available fields are as follows.
- Item Name*: This will appear both in your AirPOS desktop POS client and also on your web store.
- Description: This will appear on your web store as the item description, and should be informative without being overly lengthy.The better the description of your item, the more likely you are to achieve sales on your web store so spending time getting this right is important.
- Retail Price* (including TAX): This is the full price at which you intend to sell the item. For example if an item costs £100 and UK VAT applies to the item you would enter the item price at £120 (NOTE: the UK VAT rate at the time of writing was set at 20%)
- Cost Price: This is the price at which you purchase the item. Entering the cost price of the item is important as it informs both the profit Margin displayed on the AirPOS Desktop POS client at the point of sale as well as allowing cashiers to make an informed decision when discounting at the point of sale, again performed through the AirPOS desktop POS client.
- Tax Rate*: This is the tax rate that is to be applied to the item (e.g. UK VAT or US Sales Tax).
- Web Price: This is the price at which you intend to sell the item online. This price may differ from your retail price. For example if an item costs £100 in store, you may want to charge £89.99 on your webstore.
- Sell Online: This is a simple yes / no answer as to whether the item should be displayed for sale on your web store.
- Weight (kg): Item weights are used to calculate postage. Postage tables are as yet unavailable but will be available in future versions of AirPOS.
- Barcode: Barcodes are central to the successful operation of your AirPOS desktop POS client although it should be noted that they are not essential to use the software. When entering items there are two methods for adding barcodesUsing a Barcode Laser Scanner: We recommend the use of a barcode laser scanner for entering barcodes as the automated nature of this assists in minimising errors that may be incurred through manual entry. When setting up your scanner to work with AirPOS you will need to consult the manual for the scanner you intend to use. The scanner needs to be set to ‘Keyboard Wedge’ with a return at the end of the scan. This is normally done by scanning a specific barcode which you will find in the manual. The method for adding barcodes is simply to click into the text field beneath the barcode heading and scan the barcode into this field. Note that AirPOS pops up a warning asking if you wish to submit the item to the inventory. This is due to the operation of many barcode scanners in that they are set to automatically add a return to the end of a scanning operation for use in many POS systems. This would be the equivalent of typing a barcode and pressing return / enter, except it is simply automated for speed through the barcode laser scanner. If you are happy to submit the item as added choose OK when the warning pops up to continue.Manual Entry: It is also possible to manually enter barcodes into the AirPOS system although great care should be taken when doing so to avoid errors as errors in barcodes will have an adverse effect on the smooth operation of the AirPOS Desktop POS client.Manually entering a barcode is as simple as typing the barcode into the text field beneath the barcode heading. Again when you have completed the form and submitted the item to the inventory, AirPOS will pop up a warning as it assumes you are using a barcode scanner to enter items. Simply click OK to submit the item or cancel to continue, the item can be submitted after everything has been added.
- SKU: Stock Keeping Units (SKU) are often assigned by the individual retailer in order to track items from warehouses or in stores for example. In AirPOS case the system is designed to manage inventory and this is generally achieved through the use of barcodes. However as vendors may wish to record an SKU for internal use or other purposes the ability to add Stock Keeping Units has been retained in the AirPOS system.
- Category*: Beneath the Add Item form will be a list of the categories and sub categories that were created in the previous step to assist you in cataloging your new item. To select categories in which this item should appear simply tick the check boxes next to the category you wish to add the item to or if it is a new category type the name of the new category and you will be prompted to create that new category.
- Item Images: The final step in adding an item is to choose the image that is to be attached to this item. Adding an image to an item is performed using the following method:Click on the ‘Choose File’ button. Browse to find the image on your computer. Select an image to upload. Press OK to begin uploading the images AirPOS will then begin uploading these images and you will see each image appear as they are successfully uploaded.
Stock Amount: You can upload stock quantities for each product if you are already holding stock without having to upload stock separately.
- Warn Level: You can set a level for each product so that when the quantity of stock falls below that level at any of your locations you'll receive an email to advise you of this.