Organize your products, variants and references.
1. Organize
Where: Departments and aisles.
Do: for a stationery shop, create Supplies then Notebooks. Add a brand if it helps identify products.
Why: a simple classification is enough; all four levels are optional.
Check: open Supplies then Notebooks and verify this path.
2. Create the product
Where: Product catalogue → Add product → simple product.
Fill in: A5 Notebook, reference NB-A5, applicable tax-inclusive price and VAT, Piece unit and desired stock tracking. Assign Notebooks from the record actions.
Why: a record describes what is sold, not how much was received.
Check: name, unit, price and reference describe one notebook sold individually.
3. Link barcodes
Where: when creating a simple product, use Link a barcode if available. You can also link it later in product actions → Codes and packaging. The optional code is saved together with the product, never before confirmation.
Do: link the notebook barcode. NB-A5 remains your internal reference; it need not match the printed barcode.
Why: the code finds the record quickly without recreating it.
Check: reopen the product actions and barcode list. Verify the assigned code and exact variant, then test scanning on the register.
4. Stock and verification
Where: stock functions, depending on available modules and permissions.
Do: record quantities using the appropriate receipt or inventory workflow. Creating a record or linking a barcode adds no quantity. Check each size/colour separately for variants.
Without a sale: find the product and inspect its codes in the product actions; verify variant, price, VAT and unit.
Before live use: test a sale on the test register. Do not record a fictitious payment on a production register just to check the catalogue.
Cases and packaging
A case is packaging, not a new product size or colour.
In Codes and packaging, define its exact quantity, such as 12 pieces, then link its code if needed. Do not confuse it with the single-item barcode.
Verify the identified packaging and quantity before use. Creating the case in the catalogue does not receive 12 pieces into stock.
Weight sales and scales
A whole 1 L bottle is still sold as a piece. A weighed product needs a matching unit and price, such as per kilogram.
In record actions → Price and management → Grocery profile, verify the unit, sale mode and PLU item code. Configure the label format in Barcode scanner → Weight and price nomenclatures.
Test a known label: item, weight and price must match. Price-only labels are currently rejected: weight is never guessed. Physical scales require separate qualification.
Lots and dates
A lot identifies a received or produced batch. An expiry date belongs to that lot, not every future sale of the product.
When enabled and permitted, configure tracking in Grocery profile, then enter lots and dates in the appropriate receipt workflow.
Verify actual quantities and dates. Do not create a new product record for each delivery. Recalls and losses use dedicated workflows, not product archiving.
Permissions and archiving
Actions depend on your permissions and available features. Forms retain their checks and confirmations. Archiving catalogue items does not delete historical sales.
Import
For multiple products, use Import, download the template and review the preview and errors before confirming. Selecting a file does not change the catalogue.
Access and scope
Retail sections require a compatible selected register and the necessary modules and permissions. Check the store and register first. Local access does not always expose these sections; use the connection mode intended for your installation. Missing access does not mean the food-service catalog should be used instead.