POS Items Management

The Items Management screen displays your item list and how it interacts with the point of sale. It is important that you have a basic understanding of how it works.

Opening the Items Management screen:

In management, either go to Manage > Items List, or select the Manage Items shortcut.

manage item list open

On the Items Management window, many settings can be set up or changed, such as setting sales prices for a limited time or setting operator messages that are displayed at the Point of Sale. The most common changes on the Items Management screen are in the list following this page on the manuals page.

The Items Management screen is divided into three distinct sections: the top section, the items list and the bottom section.

manage items overview

Top Section:

manage pos items overview top

Search – This is an active keyword search in a column set in the “in” dropdown to its right, filtering out any items that do not match. Typing in anything in the Search field will automatically display items that match that input, whether it is a number or text entry.

It’s the best way to find and display an item or specific group of items you may want to edit or inspect.

In – Used in conjunction with the Search entry, this dropdown menu determines with column the searched entry displays. Columns Items (the default), Description, Alternate Description, Accounting ID, Type, All Prices, Price 1, Price 2, Price 3, Price 4, Price 5 and Choice Group.

Filter Refresh – This button needs to be clicked in case you change the dropdown menu to its left.

Edit Columns – Selecting this button bring up a menu that allows you to select which columns you see in the items list below.

edit pos columns

You may find that not showing the columns you do not use makes the items list easier to read and navigate.

Menu Expand – The button expands the screen to the full size of your monitor. Selecting it again shrinks it down to its default size.

Items List:

manage items overview ITEMS LIST

Moving/resizing columns:
The displayed columns in the items list can be left or right by selecting the heading box (“Loyalty Program” in the above image, for instance) and moving it to the desired new location. The columns can also be resized by moving the vertical divider lines between the headers.

Viewing items top to bottom, and vice versa:
Clicking on any of the name boxes at the top of every column allows you to invert the view of the settings below. For instance, Clicking the “Price 1” column will list all the items from low-to-high. Clicking it again will list the items high-to-low. And clicking the “Taxable” button will toggle between the groups taxable and non-taxable items.

AccuPOS management allows you to edit the following factors when working with your inventory:

  • Item – Displays the number/entry/SKU used for this Item. This is set in accounting and cannot be edited, and is usually the name of the product (it also may be a code that may consist of letters, numbers, or a name).

  • Accounting ID – The alphanumeric code assigned by your accounting program. This cannot be edited.

  • Description – Displays the item’s Description. Edit by selecting the box.

  • Alternate Description – Displays the item’s Alternate Description. Edit by selecting the box.

  • Type – Displays the item’s type. Edit by selecting an entry in the dropdown box, or create a new item type by selecting “Create New” and typing in a new entry.

  • Price 1 – Usually the default price of an item. AccuPOS allows for several different prices levels to accommodate different prices for the same item. For instance, you may sell an item at a discount every Friday, so you would schedule a different price level for Friday using the price level screen.

  • Price 2 – The level 2 price of a particular item

  • Price 3 – The level 3 price of a particular item

  • Price 4 – The level 4 price of a particular item

  • Price 5 – The level 5 price of a particular item

  • UOM – Stands for Units Of Measurement. Double-clicking this field brings up the Units Of Measurement window, where you determine specifically how the item takes units out of your inventory as it is sold.

  • Sales Account – Displays the Sales Account linked to the item. Edit by selecting an entry in the dropdown box, or create a new item type by selecting “Create New” and typing in a new entry.

  • Cost – Displays/edits the pre-markup cost of the item.

  • Taxable – Checkbox that determines if the item is taxable or not.

  • Scale – This checkbox determines if the scale will be used to determine the weight/price of the item. The details of the price per weight unit will be set up in your accounting program.

  • No Discount – this checkbox determines if an item is not eligible for any discounts.

  • VAT Code – For non-U.S. countries that use VATs (Value Added Tax), this field displays the VAT linked to the item.

  • Track Availability – Used in conjunction with the “Available” column, this checkbox determines if sales the item is tracked, i.e. if an item is sold, the number available for that item is decreased by one.

  • Available – This field shows how many of the particular item you should have left in your inventory.

  • Is Stock – Determines if an item is an inventoried, stockable item or not.

  • Choice Group – Displays the Choice Group linked to the item (if any), and is mainly usable in restaurant and bar situations, although some retail businesses may find it useful. Edit by selecting an entry in the dropdown box, or create a new item type by selecting “Create New” and typing in a new entry. Selecting the blank space sets its the item to not have a choice group.

  • Serialized – flags the item as having a serial number that needs to be input either from a barcode scanner or typed in using the keyboard when the item is sold at the POS.

  • Was Imported – this checkbox shows if an item was either imported from your accounting program, or if it was added as a new item using the “+Add New Item” on the bottom right of the manage screen.

  • Operator Message – clicking on this filed brings up a menu that allows you to assign a message that displays when a certain item is sold. For instance, if a customer buys an alcoholic beverage, a screen appears at the POS that informs the operator (cashier) to check the customer’s ID for age verification.

  • Barcode Counts – this field shows the current barcode count of an item.

  • Inactive – sets that particular item as not part of the Point of Sale system, i.e. it may have been temporarily or permanently discontinued.

  • Follow On – brings up the follow-on settings window, where you determine which items automatically follow another item; for instance, a bottle deposit on the purchase of a bottled water.

  • Item Group – this brings up the Group Item Setup window where you determine how items are grouped (for instance a gift basket or combo meal).

  • Sale Price – this brings up thew Sales Price screen which allows you to set sales times and other details.

  • Item Recipe – for use with restaurants and food service companies only.

  • Loyalty Cost – Sets the cost of that item’s loyalty. See the Loyalty Instructions page for more information.

  • Loyalty Program – Sets a loyalty for that item. See the Loyalty Instructions page for more information.

Bottom Section:

manage items overview bottom section

Selecting/changing the settings of multiple items:
The main bottom section of the management screen is for when you need to do changes on multiple items at once. There are two ways to select the appropriate multiple items in your items list:

Selecting a Block of Items:
right-arrow Select an item
right-arrow Hold down the SHIFT key on your computer keyboard
right-arrow Select an item below
right-arrow This will select all the items in between the selected items.

manage pos items select block

Selecting individual Items one at a time:
right-arrow Select an item
right-arrow Hold down the CONROL key on your computer keyboard
right-arrow Select any other item on the list
right-arrow This will allow you to select as many items as you need, even if they are not next to each other.

manage pos items select indiviual

Price Level Fields
The Price Level Fields give you a quick view of various price levels an item may have.

Barcode Count
Shows the current Barcode count of an Item. If it needs adjusting, input the correct barcode count in the field and press the Update button.

Income Account
Shows the current Income Account

Choice Group
Shows the current Choice Group

Item Type
Shows the current Item Type

Lets you set the taxability of an item.

Reset Barcode Counts
Sets al thew barcode counts back to 0 (zero).

Add New Item
This sets up an empty filed in the manage window where you can input the information of any new item.

Hide Inactive
This button hides any items which are not currently active.

Import Data
This brings up a window that allows you to choose a database

Save & Close
Saves any changes you have made and brings you back to the main management screen.