Creating Variable Items
IMPORTANT: To avoid duplicating items within a database, always search for existing items before creating new ones
When creating new items within a database, only use alpha-numeric characters - do not use characters such as / , £ & * ( ) “ % [ ] # etc.
These types of items are known as Variable Items, as they are divided up and sold in measures, e.g. draught beers, spirits, wines (even if they are only sold by the bottle), draught minerals etc. The creation of the item (not the measure sizes of that item) is referred to as the Base Item.
Creating the Base Item
- From the panel down the left, go to Catalog > Item Catalog.
Tip: The easiest way to create a new item and ensure that all the properties of that item are correct, is to search for a similar item already within the database and create a new item based on an existing one.
For example, when creating a new vodka, search for an existing one (e.g. filter by Category and tick Vodka). When the search results are displayed, highlight an existing item (ensure it has the Type of “VARIABLE”).
- With a similar item selected, click on the Copy button.
- The Copy screen is displayed and a blank row has been automatically generated:
- Within the blank row, In the Name column, enter an appropriate description of the product e.g. Russian Standard. When you press tab to move to the next column, the POS Description, Journal Description, and KOT Name columns will automatically be updated to display the same text:
IMPORTANT: The Detail Description and Description fields should remain blank. Do not enter any text into these fields.
- Click on the OK button and a confirmation message will be displayed to say an item has been added successfully.
- The new item is displayed at the end of the list of items in the Item Catalog:
- The Details tab at the right hand side of the screen contains additional information which can be changed at any point.
- Ordinarily, these are the fields which need to be completed on the Details tab (everything else would usually be left blank or unticked), however if you created your item by copying an existing one, these fields should already be populated correctly:-
|ID||This value is automatically generated. It will display -1 if the record has not yet been saved, or the Item ID if it has.|
|Name||This is the description used within the portal when searching or filtering items.|
|POS Description||This is the description displayed on receipts.|
|POS Journal||This is the description used within the POS Audit window.|
|Kitchen Desc||This is the description displayed on kitchen print outs.|
|Detail Description||This is not used in the UK & Europe. This field must be left blank.|
|Description||This is not used in the UK & Europe. This field must be left blank.|
|Tax||Usually ‘VAT 20%’, depending on how the site has been configured and your location.|
|Category||Select the most appropriate category for the type of item you are creating or the menu which it belongs to.|
|Print Group||Select the most appropriate print group for the type of item you are creating.|
|Course||Select the most appropriate course for the type of item you are creating.|
|Department||Select the most appropriate department for the type of item you are creating.|
Tip: The Name, POS Description, POS Journal, and Kitchen Desc values are usually the same.
When the base item has been created, the permutations (measure sizes) for that item need to be generated.
IMPORTANT: Permutations for an item can only be created if it has been setup with the Type of Variable.
- From the panel down the left, go to Catalog > Setup > Permutations.
- The Modifiers tab will be selected by default. Select the appropriate Modifier Group for the type of item you are creating permutations for (e.g. Draught, Spirits, Fortified Wines, Wines, etc.):-
IMPORTANT: Each database will be configured slightly differently, so the Modifier Groups shown here may vary slightly.
- A list of available Modifiers for the Modifier Group selected will be displayed.
- Each set of Modifiers requires a different combination of checkboxes to be ticked for the Required and Co-Exist values. As a general guide, these are the most common settings for each of the most common Modifier Groups (although each database will vary):-
- Once the correct checkboxes have been ticked for Required and Co-Exist values, click on the Build button.
- Towards the bottom of the screen, the permutations which will be generated at the next stage are displayed (at this point, they have not yet been created):-
IMPORTANT: If the stock module is being used, the Variable Quantity values shown here will need to be changed (see separate guide), however if the stock module is not being used, these values can be left as the default figures (zero).
If you don’t need to create one of the permutations at this stage, select the permutation and click on the Delete Modified button.
- Click on the Variables tab and select Add Variable:-
A search item screen is displayed.
- Enter appropriate search criteria, such as all or part of the Name, or the Item ID (use the ‘Item ID From’ and ‘Item ID To’ fields if entering a specific Item ID or range of Item IDs). See Page 3 for further guidance on searching/filtering items.
- Click on the Query button.
- Any matching items are listed:-
- Use the checkboxes next to each item to select the appropriate base item(s) you wish to create permutations of this type for and click on the OK button.
Tip: If you wish to select all the items listed, click on the checkbox to the left of the ID column heading.
- When all items have been added, click on the Permutations tab.
- Click on the Calculate Items button.
- All permutations which are about to be created are listed. If you don’t need to create any of the permutations at this stage, select the permutation and click on the Delete Permutation button.
- Click on the Create Items button.
- The permutations have now been created.