Home > Item Management > Items > Screen Shots/Explanations > Items - Basic

Items - Basic

Figure: Example Items Screen


The brand name associated with the product for example HEINZ.


A description about the item for example SOUP.


The colour, flavour or type of the product for example TOMATO.


The size of the product for example 440G.


Fit is the fourth dimension often used in clothing, for example Short, Regular, Long trouser length.

POS Description

The POS descriptions are the product descriptions which print on the cash register docket. Two different size POS descriptions can be entered. The twelve character description is used only by some older cash register systems. The twenty character is used by newer cash registers, including DynaPOS. When you enter a product description, and the POS descriptions have not been set, the product description is moved to the POS descriptions as defaults.



The Department, Category, Group and Subgroup codes are used to group related products together. The Department is the main group to which a product belongs, for example Grocery or Fruit/Vegetables, and can easily contain thousands of products. The Category is a little more specific, for example Baby Needs, but it is still fairly broad. The Group code is a bit more specific, for example Nappies, and generally consists of less than one hundred products. The final Subgroup code is the most specific, for example Toddlers, and generally consists of less than twenty products.

These groupings can be used when searching for a product. For example, if a product’s exact name is not known but it seems to be related to babies, the computer could be told to find all items in the category Baby Needs.

The groupings are also used in reports to put all related products together. See Category Maintenance for details on how to set up these codes.

Kitchen Code

The kitchen code is used to control how an item is printed to a kitchen printer. These codes only need to be set up if you use kitchen printers in a restaurant or bar. Items that belong to a particular kitchen code can be printed to the same kitchen printer. You could have an ENTREE code to print entree items to one printer and a MAIN to print main meal items to a different kitchen printer.

See Kitchen Codes for details on how to set up these codes.


A classification is used to group similar products together. The system can use classifications to control the range of items that a location is allowed to sell. So you might have a classification called 'BIG' and another called 'SMALL'. The items in the 'SMALL' classifications can only be sold by small stores, while items in the 'BIG' and 'SMALL classifications can be sold in big stores.

See Classifications for details on how to set up these codes.

Unit of Measure

The unit of measure indicates how a single product is measured when it is sold. Most products will simply be counted, for example one can of soup. In this case the Unit of Measure is ‘EACH’. Other products need to be weighed and these will be set to ‘KG’ or 'LB' to suit the units on the scales. Additional unit of measures can be defined by the System Administrator. When adding a new item, the Unit of Measure will default to that defined in the Defaults tab of System Settings.

Some weight items will be weighed at the service counter or storeroom and will have a label printed which shows the specific sell price. When this product gets to the cash register it is simply scanned through. Delicatessen and meat products work like this. Other items, such as fruit and vegetables, need to be weighed at the cash register. In either case, the product’s unit of measure is still ‘KG or 'LB’. The computer determines whether an item is weighed at the cash register by checking what department it comes from.

The unit of measure is also used when doing transfers. Example:

One item has a unit of measure of 750ML and another item has a unit of measure of NIP (30 mls). When the first item is transferred to the second item, the system uses the unit of measure to work out a ratio. If one bottle of the first item was transferred, the system would decrement the stock of the first item by one and increment the stock of the second item by 25 (25 * 30ml=750ml).

See Units Of Measure for details on how to set up these codes.


This is the season and year the item was released. It is mainly used in the fashion industry. The season must be a valid code. The year is simply a number indicating the year, for example 2009.

See Seasons for details on how to set up these codes.

Release Date

The date that the item was released for sale, for example if selling music CD's when was the CD released?

Family Group

There are many products in a store which have the same brand name, commodity, size and sell price. The only difference between these products is the variety. For example, all one litre bottles of Cottee’s cordial are basically the same product, even though there are different flavours. Such a group of products is known as a family group.

Family groups are useful when entering sell prices and promotions. The details for one product in the family group can be entered, and the system automatically makes sure all the other products in the family group get the same details.

A family group code does not have to be entered, because not all products are in a family group.

See Families for details on how to set up these codes.


There are about 2000 products which make up most of a store’s sales. The stores have to make sure that their sell price for these products are as good as the competition, otherwise the customers may go elsewhere. These products can normally by separated into groups such as Top 600, 600-1200, and so on. This field allows a grading code to be assigned to identify such groups. Products which are not competition products don’t need to have a code.

There are special reports for competition products. The buying staff use these reports to make sure that the store remains competitive against other stores. The grading code is used to select the products which need to appear on these reports.

Label Type/Qty

There are two details to be completed.

  • The code of the normal label to be used for this item. Other types of labels may be used if the item is on promotion and are set in the Promotions at the time the promotion is set up. Labels are defined using the Label Designer.

  • The default number of labels required for a location. When the item is set up at a new location, it uses this number as the default value. If this number is changed it only effects future new locations, the number of tickets at existing locations does not change. To change the number of tickets at a location, open the Location Range form and change the number of tickets required at each location.

X Ref Code

If data has been converted from another system, this field can contain the original item number.

Order Category

Can be used to group similar items together for ordering purposes. This will be used by the suggested ordering process and it is also used when determining the order frequency as part of the EOD Set Store Costs/Sells process. This in turn is used by the suggested ordering process to determine whether an item can be ordered on a specific day and the delivery time.

Item Menu

This indicates the menu that an item belongs to (see Item Menu). This allows grouping of items by a menu, for example Breakfast, Lunch, Dinner. The codes used here are defined in Item Menus. You only need to set this if you intend to use menus at POS.



Allows you to indicate if the number is a barcode or a PLU. This controls the types of checks the system will perform on the number.


This number identifies the item. The EAN or UPC number is the barcode on the item. The PLU is a price lookup number. Its a short number assigned to the item to identify it. Its usually used by fruit and vegetable items that are not barcoded. There can be several numbers against the one item.


If checked on, indicates the number is the main number for the item, if the number needs to be shown on a report or exported in a B2B file.



A general comment about this item. This comment is simply for internal office use, for example relationship with supplier, past supply problems, and so on.


Keep Stock Count

If checked on the system updates stock counts whenever stock related functions such as purchase orders, goods receipt, transfers, and so on are done. If it is checked off, no stock counts are maintained. If the item is a recipe item (has ingredients set up in Ingredients/Kitchen) and this check box is selected, then you can you can use stock adjustment at POS. The SOH totals are updated for the ingredients not the recipe item.  Set meals are specifically excluded from stock adjustment regardless of the keep stock count flag.


If this is checked on, indicates that the item is Active. If the check box is not selected, the item is marked as Inactive and cannot be added to:

  • an item recipe

  • an item set meal ingredient

  • an item set meal replacement item

It is not possible to uncheck the Active check box if it is:

  • part of an item recipe for an active item

  • part of an item set meal for an active item

  • on an active purchase order

  • on an active customer order

  • on an active back office order

  • on an active goods receipt


Check on if the item is being sold on consignment for a supplier.


Check on if the item is allowed to be discounted at POS. If this is checked off, the item will not be allowed to have any discounts.

Recipe Item

This check box will be checked on if there are any ingredients entered for the item. It cannot be changed directly. The system will set this automatically.

Other Items Link To This

This check box will be checked on if there is any items that link to this item. It cannot be changed directly. The system will set this automatically.

Auto Item Comment

If this is checked on once the item has been scanned, the item comment screen opens automatically.


This grid shows who can supply this item. A supplier can be a wholesaler, manufacturer, direct or broker. Generally one record is created when you create the original item. However, if you find that the item can be bought from more than one supplier, you can enter additional suppliers by pressing the button. You cannot delete suppliers (because they may be used in historical information) but you can set the Status to Deleted.


This flag indicates that the item is available from a preferred supplier. If the item is available from more than one supplier, the system will choose the item from the preferred supplier first. The supplier also has a Prefer flag which is used as the default for this flag. When the item is added for this supplier, it will copy the supplier's Prefer flag to here. You can indicate that the item is not preferred by checking this flag off.


The company which the item is purchased from. This can be a wholesaler or direct company. The supplier name is shown at the end of the grid.


The code which the supplier uses to identify the item. This code is used when ordering the item.


The company which actually makes the item. If this item is purchased from a direct supplier, the Supplier and Manufacturer will be the same code. If the item was supplied from a wholesaler, the Supplier and Manufacturer are different. The Manufacturer is required so that we can make claims against our purchases. The manufacturer name is shown at the end of the grid.


The agent we deal with when we order the item. The actual purchase order and invoice are raised to the Supplier. The agent simply works with us to ensure we order the item correctly. The agent name is shown at the end of the grid.

Deleted Date

Date the item has been deleted from the store because the supplier has deleted the item.


The current status of the product for the supplier. The status of the product is usually set by the supplier’s electronic Host Update, although it can be set by the user. It can be:


Product is currently available for ordering.


The product has been deleted from the supplier’s range. If the status is set to Deleted, all costs will be marked as unavailable. Note, if the product has been ranged to our locations, the product will not be automatically marked as unstocked. It is possible that the product is available from another supplier. If so then the product can still be stocked at the location.


The product is about to be discontinued by the supplier. For information only. It does not affect inventory or pricing.


The product has been discontinued by the supplier and has been replaced by another product. For information only. It does not affect inventory or pricing.


The product has been discontinued by the supplier. For information only. It does not affect inventory or pricing.


For information only. It does not affect inventory or pricing.


For information only. It does not affect inventory or pricing.

Supplier D/C/G

This is the suggested department, category and group from the supplier. They should be entered if the supplier charges service fees and ullage. The same codes can be entered into the cross-reference details in Category Maintenance. If they are, the host update processes can use the codes to translate the supplier's department, category and group to our department, category and group.

Unit Weight

The unit weight of the item. This is used in conjunction with carton quantity to calculate the freight component of the landed cost for an item. It is also used when updating statistics to translate the quantity sold in a total weight.

Unit Volume

The unit volume of the item. The volume is used when producing an update file to be used by the HIS system. It is also used when updating statistics to translate the quantity sold in a total volume.

Charged Ullage

An ullage fee is a fee imposed by a wholesaler on the handling of products. If this field is checked on, the invoice cost of the item includes ullage fee. The ullage fee is obtained from the supplier fees section in Supplier. Similar to service fees but are subtracted not added.

Charged Service Fee

The service fee charged by the supplier. These fees are normally only charged by wholesalers. They can be charged as a percentage of the Nett Cost or as a fee per carton. The details are defined in the Supplier Fees section in Supplier. Service fees can use different rates based on the supplier's department, category and group (obtained from Items).

Supplier Name

The name of the supplier.

Manufacturer Name

The name of the manufacturer.

Agent Name

The name of the agent.

Tax Details

This grid shows the various tax systems where the item can be purchased and/or sold. You can change the details to show the specific tax details in a tax system.

See Taxes for more information how taxes are set up and used.

Tax System

The tax system where this item is being purchased and/or sold.

Purchase Tax

The tax code which shows the tax to be paid on purchases.

Sales Tax

The tax code which shows the tax to be charged on sales.

Takeaway Sales Tax

The tax code which shows the tax to be charged on 'takeaway' items. This is determined by the Sales Method for the item when it is sold. If the Sales Method's Tax Type is 'Takeaway Away Sales', the item will use this tax code. This allows eat-in/takeaway items to have different tax rates. Eat-in items will use the Sales Tax code.


The Wine Equalisation Tax is only used within the liquor industry. It is calculated as a percentage calculated on Nett Cost + Service Fees - Ullage.

Where 'Sell Uses US Taxes' tax system type is used, the WET field is used to apply a flat rate tax against the sales item.

Charge Service Fee

If this is checked on, DynaPOSTouch will charge Service Fee on this item. See Tax Concepts for details on Service Fee.

Charge CESS

If this is checked on, DynaPOSTouch will charge CESS on this item. See Tax Concepts for details on CESS.

Takeaway Charge Service Fee

Similar to Charge Service Fee but indicates whether Service Fee is charged on takeaway sales for this item.

Takeaway Charge CESS

Similar to Charge CESS but indicates whether CESS is charged on takeaway sales for this item.

Converted from CHM to HTML with chm2web Pro 2.85 (unicode)