This guide was written for Platinum Version 11 and newer of AccuPOS Management. If you are running an earlier version of AccuPOS or not running Platinum, you will notice differences in the look of the AccuPOS Management Module. Also, the Sage images and setup steps were written with Sage 50 Accounts 2010. If you are running a different version of Sage, there will also be slight differences in the look but the setup is not that different.
AccuPOS understands that setting up an item list is a very time-consuming task but the good thing is that it only needs to be completely setup once. Setting up the inventory is very important, both for the accounting side of a business as well as the Point of Sale. This guide will cover the basics of creating items inside Sage and how the inventory list works with AccuPOS Point of Sale.
*For more information on setting up the Sage Company file to communicate with AccuPOS, please refer to the Sage 50 Accounts Initial Setup Guide.
- Creating an Item:
Creating an item inside Sage is a very simple process. Simply:
Go to Modules Products. The Item List window appears.
- Click on Products New. The New Item window appears.
- Enter the product description and product code and click Next. After enter the price and all other relevant fields if needed. Then click Next, here you can choose the item type (stock item, non-stock item or service).
- Click Next twice and Finish.
AccuPOS does not grab information from all the fields. After selecting the item type, the fields AccuPOS utilizes need to be filled in:
Product Code - Will be the Item Code that will be used at the Point of Sale (unless custom field SKU is used, see below). The item code length can be a maximum of 20 characters. Any Item code that is longer than 20 characters will not import into AccuPOS. You can use numbers, letters, or a combination of the two. AccuPOS does not recommend using special characters (#, £, &).
If the item is bar-coded: It is recommended that you scan the barcode information into Sage directly. Simply place the mouse cursor in the Bar Code field and scan the item. Also, make sure you’re using the same scanner as the one that will be used at the Point of Sale. The Bar Code field is only available in Sage 50 2010. For older version we will enter the bar code number in the SKU. See later.
If the item is not going to be bar-coded: Assign the Item Product Code now and barcodes can be printed out later using Wasp Labeler. Keep in mind that the item code still cannot exceed 20 characters in length. The more characters on the Product Code, the longer the barcode will be once it is printed out. Keep that in mind if the labels are extremely small, such as barcodes for jewelry.
If the item will be assigned to a key: The Product Code can be a combination of numbers and letters that will later be attached to a button at the Point of Sale. This is great for a Food Service company.
Description - The first 25 characters will be printed on the customer’s receipt; the remaining characters will be ignored.
Sales Price - This will determine the default sales price.
Tax Code - Will determine if the item is to be taxed at the Point of Sale. If a nontaxable customer is set at the Point of Sale, the item will not be taxed despite being set as taxable. If the item tax rate is greater or lower than the normal tax rate, set the item as taxable
Create the Custom Fields:
AccuPOS utilizes custom fields for items inside Sage 50. These custom fields have a wide variety of uses ranging from Remote Printing to Bar-coding to applying sales discounts across a specific item type. Before the custom fields can be used, they need to be created inside Sage. To set up the custom fields:
- Click on Settings Configuration
Configuration Editor Window will open. Click on the Products Tab.
• Use Field 1 for SKU
• Use Field 2 for TYPE
• Use Field 3 for CHOICES
• Click Apply, Save and Close.
- From the products, double click on any item. The Product Record window appears.
Click on Web tab at the top. You will see the custom fields that we have just created.
- The Custom Field SKU:
The Custom Field SKU allows the Product Code to be different than the actual barcode on a particular item (useful for versions of Sage older than 2010). This can be useful in such situations as:
Product Code has been generated automatically by Sage and, by creating SKU you may enter a shorter item code in that field.
If supplier code for reordering is different than the Bar Code number, it is best to enter the supplier code in the Item Product Code (will be used on purchase orders) and the bar code in the SKU field.
Make the item easier to find, by assigning an alphanumeric code.
- The Custom Field TYPE:
The type of an item in Sage, when created, is limited to very generic names, such as Non-stock, stock, and service. Sometimes, it is required for a more specific TYPE to be assigned to item. The Custom Field TYPE allows for this. There are many different uses for this custom field:
Quantity Pricing: AccuPOS allows the spanning of discount across several different items for a specific period of time. For example, say all Pepsi 1 Liters are 2 for £3. If you buy one Pepsi 1L and 1 Diet Pepsi 1L, the total will be £3. You can assign both those items in Sage the same TYPE and inside AccuPOS Management, a sales price can be created for that type.
Percentage Discounts: Just like quantity discounts, AccuPOS allows percentage discounts as well. For example, all Pepsi products are 10% off for a limited time. You can assign all items inside Sage that fit that description with the same TYPE and inside AccuPOS Management, a percentage sales price can be created for that type.
Follow-on Items: Automatically apply items to a transaction when a certain item is sold. For example, an item of TYPE DEPOSIT could be attached to a bottled beverage where an environmental deposit is required by law. AccuPOS can automatically add on the deposit whenever the item is old at the Point of Sale.
Operator Messages: Based off a specific item TYPE, AccuPOS can display an operator message whenever a particular item is sold. For example, assign all alcohol a specific TYPE so that whenever an alcoholic item is rung in at the Point of Sale, a message will appear for the cashier to check for ID.
Remote Printing: AccuPOS can use the TYPE field to remote print specific items when sold. For example, items of TYPE Food will be remote printed to the kitchen printer while items of TYPE Bar will be remote printed to the service bar printer.
Scaleable Items: If an item is to be weighed at the Point of Sale, the TYPE assigned to that item must have /# somewhere in the TYPE field. When imported into AccuPOS, it will be read as a scaleable item.
Non-Discountable Items: If an item is to not be discounted, say a really expensive bottle of wine, than that item must have /d somewhere in the TYPE field. When imported into AccuPOS, it will never be discounted through a percentage discount at the Point of Sale.
It is important to note that item TYPE is case sensitive. A TYPE of Bar and a TYPE BAR are two different types according to AccuPOS. Take extra care to make sure that when applying a TYPE to an item, the case is the same.
- The Custom Field Choices:
Using the AccuPOS Remote Printing Module, choices menus can be set up for specific items to help streamline modifications to orders. For example, selling a steak and choosing the option of the desired cooking temperature for that steak greatly increases efficiency between the kitchen and the servers. Filling in the Choices Custom Field option determines what Choice Menu will be displayed when a particular item is rung in at the Point of Sale. For more information on setting up Choice Menus please refer to the Choice Menu Setup Guide.