FooodPosWiki

Items

The back office's Items list, part by part. Find a dish, change it right in the list like a spreadsheet, choose your columns, see where a dish prints, mark it sold out, copy or delete it, and tick many at once.

Who uses it:OwnerManagerWhere:Back office
On this page

Items holds everything your restaurant sells or keeps in stock: dishes, drinks, set meals and raw materials. Every POS, the kiosk and the QR menu take their dishes from here.

The list is also a sheet, like Excel. Click a cell, type, and save many items in one go. To see everything about one item, click its code: the item's own window opens, with all its tabs.

Before you start

  • To see Items you need the right Items, View in your back office access group. To change items, add them or delete them you need Items, Edit. Without it you see the same list, read only.
  • The Cost column is shown only to someone with See cost price (under Items).
  • The 86 button (sold out today) needs Mark an item sold out (under Live service), or Take Orders, Edit (under POS).
  • Price is the dish's own price, the same at every outlet; an outlet with a price of its own is named beside it. The average cost from stock in the Cost column is the working outlet's: with more than one outlet, its heading names it, such as Cost · IPH.

Open Items

  1. In the back office's menu, under MASTERS, click Menu.
  2. Click Items. The list opens with your first 100 items.

The list, part by part

MASTERS, Menu, Items: the title and the filters on one line, the sheet's tools, then the list.
  1. Items: under MASTERS, in the Menu category.
  2. Items: the page's name, at the start of the filter line. The search, the two lists, Inactive, Import and + New item follow it on the same line; on a narrow screen they go under the title and wrap. The line under the title, Dishes, drinks, set meals and raw materials., shows only on a very wide screen.
  3. Search name, code or barcode…: type part of a name, a second-language name or a code. A barcode must be typed whole. The list follows as you type.
  4. All categories: shows one category only. No category, at the end of the list, finds the dishes filed under none.
  5. All types: shows one type only: Normal, Combo / set, Open price or Raw material.
  6. Inactive: also shows the items that are switched off, in light red rows. See Show items that are switched off.
  7. Import: adds or updates many items from an Excel or CSV file. See Import from Excel or CSV.
  8. + New item: opens a new, empty item. See Add an item.
  9. The hint line: how the sheet works. For someone who may not change items, it says how many items there are instead.
  10. Discard and Save 1 item: shown only while cells are changed. Save carries the count: Save 3 items. See Save or throw away your changes.
  11. ▦ Columns: which columns to show, and in what order. With some hidden it says so: ▦ Columns (5 hidden). See Choose your columns.
  12. The tick column: ticks dishes for a change to many at once. The tick in the heading ticks every dish on this page. See Tick dishes.
  13. Copy (two squares) and Delete (a bin): copy makes a new dish with everything this one has; delete takes it away. See Copy an item and Delete an item.
  14. Image: the dish's picture. Click it to see it large, or to change it. See Pictures.
  15. Code: the item's code, with its colour's small square in front. Click the code to open the whole item. This column is always shown, and stays in place when you move the sheet sideways.
  16. Name: a box you can type in. A red label beside it says where the dish is sold out today: Sold out: HQ, or Sold out: all outlets.
  17. Category: a list to choose from. — is no category.
  18. Price: the dish's own price, the same at every outlet. Typing here changes it. An amber cell is a change not saved yet, here 4.20. An outlet that charges a price of its own for the dish shows as a small chip beside the box, with the outlet's code: IPH 15.90. That outlet's own price is changed on that outlet's POS, in Menu design, not in the back office. An open-price dish shows Open.
  19. Kitchen: how many kitchen stations the dish goes to: 1, 2… A dash means none is ticked, so it follows its category. Press the number to tick stations. See Choose the kitchen stations from the list.
  20. Flags: small labels, read only: Comm (earns commission), Staff (Required Staff), Stock (tracks stock), No QR (not on the QR menu), No svc (no service charge on it).
  21. Active: a tick. Untick it to switch the dish off: it leaves the POS and the QR menu, and the list, until Inactive is ticked.
  22. 86: marks the dish sold out for today. On a sold-out dish the button says Back on. See Sold out today (86).
  23. Previous, Page 1 of 4, Next: the list shows 100 items a page. The count on the left is all the items that match.

Change items right in the list

Someone with Items, Edit changes the list like a spreadsheet. Nothing is saved until you press Save.

  1. Click a cell, for example a dish's Price.
  2. Type the new value, or choose from the list, or tick or untick.
  3. The cell turns amber. It stays amber until it is saved. Typing the old value back takes the amber away: it is no change.
  4. Change as many cells, on as many rows, as you like. You may turn the page or search: changes wait, kept by item.
  5. Press Save 3 items (the count is how many items have changes).
  6. The big green SAVED says 3 items saved., and the cells are plain again. If some were refused, a short message says so instead, such as 2 items saved, 1 not saved.

Each item sends only the cells you changed. If somebody else changed another column of the same dish in the meantime, their change stays.

Move between cells with the keyboard

KeyGoes to
Enter or ↓The cell below
Shift+Enter or ↑The cell above
Tab / Shift+TabThe next cell / the cell before
← and →The cell beside, once the cursor is at that end of the box
EscPuts the cell back as it is saved

A list cell (Category, Unit, Tax) keeps ↑ and ↓ for choosing in the list. Read-only columns are stepped over.

Paste a column from Excel

  1. In Excel, select a column of cells, for example 20 prices, and copy them.
  2. In the list, click the first cell to fill, for example the first dish's Price.
  3. Paste (Ctrl+V). The cell and the ones below it are filled, one line each, and turn amber.
  4. Check them, then press Save.

A row whose cell cannot be typed into, such as the price of an open-price dish, is passed over. If you copied several columns, only the first is used.

Save or throw away your changes

  • Save 3 items saves every changed item. A few are sent at a time, so a long list takes a moment.
  • Discard throws away every change not saved yet, on every page.

If some rows are refused, the others are still saved. A refused row stays amber, with its reason in red under its code: Not saved: The name cannot be blank. Beside Save the back office says 1 was not saved. The reason is on each row., and names the rows that are on another page. Correct them and press Save again.

One row refused: the reason is on the row, the count beside Save.
  1. 1 was not saved.: how many rows the last Save could not save. Rows on another page are named here with their reason, and 2 changed items are on other pages. reminds you of changes you cannot see.
  2. Discard: throws every change away, the refused ones too.
  3. Not saved: the reason, in red under the code. Here the name was emptied.

Move around the sheet

With many columns the sheet is wider than the window. It moves inside its box; the page itself stays put.

  1. Press the mouse on the sheet, on a part that is not a box or a button: a code's empty space, the Type or Flags column, the row's edge.
  2. Keep it pressed and drag. The sheet moves sideways, and the page up and down, with the mouse.
  3. Let go. A short drag does not press anything.

The Code column stays at the left while the rest moves under it, so you always see which dish a row is. The tools with Save stay at the top of the window while you scroll down a long page.

Choose your columns

▦ Columns: tick a column to show it, drag it to change the order.
  1. Reset order: puts the columns back in their usual order. Shown only after you have moved one.
  2. Show all: shows every column.
  3. The order: drag a column by its ⠿, or press ↑ or ↓ beside it.
  4. Code: always shown, so its tick cannot be taken off.
  5. A hidden column: unticked. Tick it to show it.
  6. A price level's column: one for each of your price levels, named after the level, right after Price.
  7. Cost from the stock at: shown only with more than one outlet. The outlet whose stock the Cost column's average is from: the outlet you are working at. Choose another and the list opens again there; with cells not saved, the back office asks first.

Your columns and their order are kept in this browser, for you. Another person, or you on another computer, starts with the usual columns. Click anywhere outside the list to close it.

Every column

ColumnWhat it holdsIn the list
ImageThe pictureClick to see or change it
CodeThe item codeClick to open the item; change the code there
NameThe name, up to 150 lettersType
Second languageThe name in your second languageType
Short nameFor narrow kitchen paper and small buttons, up to 50 lettersType
BarcodeThe barcode, up to 50 charactersType
TypeNormal, Combo / set, Open price or Raw materialRead only; change it in the item
CategoryThe categoryChoose
UnitThe unit of measureChoose
PriceThe dish's own priceType
A price levelThe price at that level; empty means the base priceType, or empty the box
Min priceThe lowest a discount or a keyed price may goType, or empty the box
CostThe cost typed on the dish, up to four decimals. Beside it, for a dish tracking stock, avg 2.50: the average cost of the stock at the working outlet. Only with See cost priceType
TaxFollow outlet, No tax, or a set of taxes with incl or exclChoose
KitchenHow many kitchen stationsPress the number
FlagsComm, Staff, Stock, No QR, No svcRead only
No kitchen printNever print to the kitchenTick
ActiveSwitched onTick
POSSell on the POSTick
QRShow on QR menuTick
StockTrack stockTick
CommEarns commissionTick
StaffRequired StaffTick
Open priceCashier keys the priceTick
By weightSold by weight / measureTick
OrderDisplay order, a whole numberType

With more than one outlet, the Cost heading names the working outlet, Cost · IPH, and its tooltip says why. ▦ Columns then starts with Cost from the stock at, to choose another outlet. With one outlet there is no choice and no code. The Stock column is not there while your plan has Stock switched off.

Choose the kitchen stations from the list

The Kitchen number opens a very small window at the cell, with the item's Kitchen tab ticks.

The Kitchen number, pressed: one tick per kitchen station.
  1. A station: tick every station that must get a ticket for this dish. Each ticked station gets its own ticket, at the same moment.
  2. The line at the foot: One ticket., 2 tickets, one at each., or None ticked: it follows its category. When Never print to the kitchen is on, it says so in amber: nothing prints, whatever is ticked.

A tick is a change like any other: the number turns amber, and Save saves it. The window closes when you click anywhere else, press Esc, or scroll the list. A small + beside the number means the dish also has rules for one outlet or one order type alone; this window leaves them as they are. See Kitchen tab.

Show items that are switched off

A switched-off item is kept, so past bills stay right, but it is not sold and not shown in the list.

  1. Tick Inactive on the filter line.
  2. The switched-off items join the list. Each one's whole row is light red, the Code cell too.
  3. To switch one on again, tick its Active, then press Save.
With Inactive ticked, a switched-off item's row is light red (drawn here as red labels).

Tick dishes to change or delete many

  1. Tick the dishes in the tick column, or tick the heading's tick for every dish on the page.
  2. A bar appears above the list: 2 dishes ticked on this page. (blue).
  3. With the whole page ticked and more pages behind it, the bar offers Tick all 340 dishes matching the search and filters. Pressed, the bar turns amber: All 340 dishes matching the search and filters are ticked — on every page, not only this one. Tick only the 100 dishes on this page goes back.
  4. Choose what to do: Change these dishes…, Where their tax comes from… or Delete these dishes. Clear takes every tick off.

Where their tax comes from… and Delete these dishes take the dishes ticked on one page only. See Change or delete many at once and Where their tax comes from.

Delete an item

  1. Press the bin at the start of the item's row.
  2. The back office asks: Delete "Cendol"? If it has been sold it will be deactivated instead, so past bills stay intact.
  3. Press OK. The message says Deleted, or Deactivated — it has sales history.

A deactivated item is switched off, not gone: tick Inactive to see it again.

What if…