Products
Products are the retail items you stock and scan: anything with a barcode, a cost or a count on the shelf. Food and drinks made to order go in the Menu instead, and bookable work goes in Services.
You can manage products in three places:
| Where | How to get there |
|---|---|
| The Register | Open Products from the Apps drawer |
| The web | paybrain.io/catalog, then Products |
| The Paybrain app | POS tab → Catalog → Products |
Turn on the Products app under Settings›Apps if you don't see it. With PIN sign-in on, managing products needs the Edit Products permission.
Add a product
Every product sits in a category, so make one first.
- In Products, open the Categories tab and tap New category.
- Tap Add.
- Enter a name, price and category. Everything else is optional.
- Tap Add product.
- On Products, click New category.
- Click New product.
- Enter a name, price and category. Everything else is optional.
- Click Add.
- On Products, tap New product category.
- Tap Add product.
- Pick the category, and enter a name and price. Everything else is optional.
- Tap Save.
| Field | What it's for |
|---|---|
| Barcode | The UPC or EAN on the package. Scanning it at checkout adds the product to the sale. |
| Name, Brand, Description | What staff see and what prints on the receipt |
| Price | What you charge. With card pricing on, this is the cash price. |
| Cost | What you pay for it. Purchase orders use it to price each line. |
| Category | Where the product appears on the Register screen |
| Status | Active, 86'd (out of stock: shown but can't be tapped) or Hidden (not shown at checkout) |
| Supplier | Who you reorder it from. See Purchase orders and suppliers. |
| SKU | Your own stock code. The Register's search and scanner match it too. |
| Track inventory | Count stock at this location and warn when it runs low. See Inventory. |
On the Register, Track inventory is on for new products, and the Low-stock alert starts at 5.
Scan to create a product
Have the product in hand? Scan it and let Paybrain fill in the details.
With Products open, scan the barcode. If it's already in your catalog, that product opens. If not, a new product opens with the barcode filled in, and the Register looks it up in a product database. A match fills in any blank Name, Brand and Description. If there's no match, you'll see Not found: fill in the details yourself.
You can also type a barcode and tap Look up.
The web doesn't look barcodes up. Type the code into Barcode and fill in the details yourself, or use the Register or the Paybrain app.
On a new product, tap Scan next to Barcode to use the camera. The app looks the code up the same way the Register does and fills in any blank fields. If another product already uses that barcode, you'll see Product already exists with a button to Open product, so you add a variation instead of a duplicate.
Add a lot of products at once
On the Register, turn on Bulk entry at the bottom of a new product. After each save the form stays open, keeps the category, price, cost, supplier and inventory settings, and waits for the next scan. The button changes to Add & next.
Have a spreadsheet instead? See Import products.
Variations
Use variations when one product comes in sizes, colours or packs, such as Single and 6-Pack. Each variation has its own name and price, and can have its own barcode, SKU and stock count.
Tap Add variation on the product. A variation needs both a name and a price, or it isn't saved.
At checkout:
- Scanning a variation's own barcode adds that variation.
- Scanning the product's barcode, or tapping it, asks which variation.
On the web and in the app, turn off Variations have their own barcodes when every variation shares the product's barcode. The Register then asks which one at the till.
On the Register, each variation can have its own Low-stock alert. Leave it blank to use the product's.
Product categories
Categories group products on the Register screen. On the Register and the web, each category has a Catalog setting, Menu or Products, that decides which manager it appears under. Selling screens always show every category. On the web you can also pick a Colour for the category's tiles.
Delete a product
Open the product and tap Delete product on the Register or Delete item on the web or in the app. To stop selling something without losing it, set its Status to Hidden instead.