⏱ Estimated time: 2 minutes

👤 Role: Retail Manager, Inventory Controller, System Administrator

What you'll learn:

• How to locate and update existing retail product records.

• How to modify pricing, categories, and financial codes.

• The correct procedure for making a product inactive.

When should I use this?

Product management is an ongoing task. You should use this process whenever you need to adjust selling prices, update tax/analysis codes, or retire a product line that is no longer being stocked.

Key Logic: The EMS is a live environment. Any changes made to pricing or variants take effect immediately at the Point of Sale (POS). It is vital to save your changes on each individual tab to ensure the database remains synchronised.

Before you start:

• Ensure you have the correct permissions to edit product settings.

• If updating pricing, have your new Cost and Retail prices ready.

• If deactivating a product, verify current stock levels across all locations.

Step-by-step

1. Locate the Product

Navigate to Settings and select Products under the Retail section. Use the search bar to find the specific item you wish to modify and click on it to open the record.

2. Update Product Details or Organisation

• Details Tab: Use this to update the Product Name, Description, or Financial Analysis Code.

• Organisation Tab: Add or remove Categories and Attributes to change how the product is filtered in reports or at the Till.

3. Adjust Inventory and Suppliers

• Suppliers Tab: Add new vendors or remove old ones if your procurement source has changed.

• Inventory Tab: Toggle whether the system should actively track quantities for this item.

4. Manage Pricing and Variants

Navigate to the Variants tab to adjust your Cost Price or Retail Price. If the product has multiple options (e.g., Sizes), ensure you update each variant line individually.

5. Deactivating a Product

If you no longer sell an item, you can take it off-sale by toggling the Inactive status on the main Details page.

Important: Before making a product inactive, you must ensure the inventory level is 0 across all stock locations. If stock remains, perform a stock adjustment or "Write-Off" first to clear the balance, otherwise, your inventory valuation reports will remain inaccurate.

Best practice:

• Save Frequently: The EMS requires you to click Save on each tab before moving to the next. If you switch tabs without saving, your changes will be lost.

• Audit Trail: When changing prices, it is good practice to note the reason for the change in the product description or your internal logs for future financial review.

• Price Checks: After updating a price, perform a quick test at the Till (if possible) to ensure the new price is pulling through correctly before the next customer arrives.