Products are the items you sell at the POS. You can optionally track stock so the till warns you when something runs low.
When you'd use this
- Adding a product.
- Turning on stock tracking and setting counts.
Adding a product
- From the Shop open Manage (or go to Finance → Shop → Products) and press Add product.
- Give it a name and, if you like, a description, brand, category and supplier. The description is what customers read on your website once online selling is on.
- Set the price, an optional cost (the page then shows your margin %), an optional barcode and SKU.
- Press Save product. The page then lets you add photos.
Category is optional. Pick a dive-industry category from the dropdown (Masks, Snorkels, Regulators, Apparel & Lifestyle, and so on), or choose Other (type your own) for anything bespoke. Products are grouped by category in both the product list and the till; anything without one sits under Uncategorised.
Barcode is optional and separate from the SKU: set it to the product's printed barcode so the till's scan box finds the item when you scan it (the till matches a scan against the barcode first, then the SKU). Supplier is a free-text field with suggestions from suppliers you've already typed; it's internal only and never shown to customers.
Photos
- Open a product and use Add photos (up to 8, each up to 8 MB; phone photos are turned upright for you).
- The first photo is the cover. It shows on the till's product button and, later, on your website. Use Make cover, Move earlier or Move later to change the order.
- Describe adds a short text for screen readers and search engines. Remove deletes a photo.
- Photos save as soon as you add or change them: they are not part of the Save bar.
- A good photo shows one product on a plain background.
Sizes and colours
- Turn on This product comes in sizes or colours (a wetsuit, fins, boots). Name what they are called (for example "Size"), and optionally add a second one such as "Colour".
- Type several at once in Add sizes, separated by commas (for example S, M, L, XL). New sizes copy the price and cost of the first one.
- Each size has its own price, barcode and stock. At the till the product shows once, "From" its lowest price; tap it and choose the size. Scanning a size's barcode adds that size straight away.
- A size that has been sold or stocked is hidden, never deleted, so your reports stay intact. Adding the same size again brings it back.
Selling a product online
- In Details, switch on Show in your online shop to put a product on your online shop. It is off for every product until you choose, so things like nitrox fills and insurance never appear by accident.
- Customers only see it once your online shop is switched on for your centre, and only the sizes that are on sale. If every size is hidden the product is not shown.
- Each product gets its own web address from its name. It stays the same if you rename the product, so links you have shared keep working.
- The list shows a small Online mark under the name of each product that is shown online.
- Customers add products to the same cart as your courses and trips and pay for everything together by card or PayPal. They collect the items at your centre, and the payment is recorded like a till sale, with the stock taken off.
- If the last one sells at your till while a customer is paying online, their money for that item goes back automatically and they are told. You get a note on the bell.
Editing, hiding and deleting
- Press a product's name in the list to open it. Change anything and press Save changes.
- Hide product (the Actions menu, or the On sale toggle in the list) takes it off the till without losing its sales history. This is the right choice for anything you've ever sold or stocked but no longer offer.
- Delete product (the Actions menu) permanently deletes it with all its sizes and photos. Delete only works for a product that's never been sold or stocked; if it has any history you'll be told to hide it instead (so your reports stay intact).
Tracking stock
- For a product not yet tracked, press Track to enable stock tracking.
- Once tracked, set the counted quantity and the reorder at level from the list, or per size on the product page (Count).
- Receive stock (with unit cost, updates the item's cost), Adjust with a reason, and view the item's movement history. Every stock change (sales, refunds, receives, adjustments, counts) is recorded.
- The POS then shows "{n} left" (amber) near the low threshold and "Out of stock" (red) at zero: warnings only, the sale still completes.
- On the Manage list, the Needs reordering filter (top right) shows only stock-tracked items at or below their threshold, so you can see what to restock at a glance.
How costs reach your accounts
The cost price isn't only for the margin figure. It drives your Profit & Loss:
- When you Receive stock, that value is added to your Inventory (an asset on your books) and the cash leaves your bank, so buying stock isn't counted as profit.
- When you sell an item, its cost moves into Cost of Goods Sold, so the P&L shows the true profit on the sale (sale price − cost), not the full sale price.
- Keep cost prices up to date for accurate margins. Receiving stock at a new cost updates the weighted-average cost automatically.
- If you write stock off, a stocktake that comes up short, or an Adjust downwards, the cost is moved into Stock Write-offs so the loss shows in your P&L. Finding extra stock reverses it.
- Items with no cost price set still sell fine: they just won't show a cost (and won't reduce profit), so set a cost where you can.