How to add a new item in UpeoRetail

An item in UpeoRetail is anything you sell. Adding one takes a name, a group, a unit and a price. Get the group and the reorder level right when you create it, because they are what make your reports and your reordering work later.

Before you start

• Know which group the item belongs in.
• Know what you sell it for, and what it costs you.
• Have the barcode to hand if it has one.

Steps

1. Open Items

From the Catalog menu choose Items. The screen is described as Catalogue, pricing and per-warehouse stock.

Press New item.

2. Name it

Fill in Item name *.

The Item code fills itself in from the group, shown as auto from group. Let it. Codes that follow a pattern are far easier to work with than ones people invent.

3. Group it

Choose the Main group and the Subgroup *.

This matters more than it looks. Groups are how you filter a stock count, how you read a sales report by category, and how the item code is built. An item in the wrong group is hard to find and quietly wrong in every report.

If the right group does not exist, create it with New main group or New subgroup.

4. Set the unit

Choose the UOM, the unit of measure. Pieces, kilograms, litres, boxes.

Get this right at the start. Changing it later, after you have sold and counted in the old unit, makes a mess of your history.

5. Price it

• Selling price - what the customer pays.
• Cost - what you pay for it. Only a principal can change the buying price. Others see Principal only.

Cost is usually set when you receive stock, so you may leave it.

6. Add the barcode

If the item has a barcode, add it. It is what makes scanning work at the till.

7. Set a reorder level

Enter the Reorder level - the quantity at which you want to be warned.

Without it the item never appears in Low stock or Reorder soon on the Dashboard, and you find out you have run out when a customer asks for it.

8. Add a default supplier

Set the Default supplier if you always buy it from the same place. It makes reordering quicker.

9. Save

The item can now be sold, received and counted.

What good looks like

• The item comes up when you search its name or code at the till.
• Scanning its barcode adds it to a sale.
• It shows under the right group.
• It appears in Low stock when it runs down.

If something goes wrong

It will not come up at the till. It has no stock yet. Receive stock against it first. See how to receive stock from a supplier.

You cannot edit the cost. Only a principal can change buying prices. This is deliberate.

You have created the same item twice. Search before creating. Two records for one product split its stock and its history. Mark the wrong one Disabled.

Copying a similar item. Use Copy on an existing item to save typing, then change what differs.