In this article
How to add an individual item
How to add items in bulk
How to delete items
Your catalogs are the basis for everything in the system. Whether it's counting inventory, placing orders or creating menus, these products must first appear in your catalogs.
How to add an individual product:
- On the Suppliers screen click on Catalog to the right of your supplier’s name.
- Click Add new in the top right corner and the new product window will open.
The product information form is divided into three sections: General, Price and Advanced.
The General section
Contains all information for that product relevant to packaging:
- Product Name: enter the product's name (mandatory field).
- Catalog Number: enter the product's catalog number. You can find the catalog number on your supplier's invoice. If there is no catalog number for a product, input any unique value here, numbers or letters (mandatory field).
- Unit Quantity: the quantity of a product. For example, there is 330 (ml) of coke in a can or 1 (liter) of milk. The unit quantity entered would be 330 for the coke and 1 for milk.
- Unit of Measurement : the type of measuring unit, such as fl. oz, lb, unit.
- Units in Package: the number of units of a product in one case. For example 4 bottles of coke in one case.
- Canister : The packaging of an individual unit, such as cans, bottles, bags, etc.
- Weighable: set the product to weighable when you order in units and receive merchandise in weight such as meat, fish, tomatoes.
- Category: you can set a category for the product such as 'dry goods', 'dairy', and 'vegetables'. This will allow you to later filter the items in the New order screen by categories so you can easily find the item you want to order. You can also check your invoices to see the categories setup of a specific supplier. To do so, select a product, click on the Category dropdown menu and either select an existing category or click the Add new category option.
Important: the unit of measurement that you assign to a product in the catalog is the unit of measurement (and all family of that unit) that you will be able to use in the recipes. For example if you set butter as 1 (Unit Quantity) unit (Unit of measurement) in catalog, in the recipe you will use 0.5 or 0.25 of a unit. However, if you set it as 200 (Unit Quantity) grams (Unit of measurement) in the catalog you could use it as 20 grams or 4 kg in the recipe.
The Price tab
Contains all information for that product relevant to pricing:
- Price: for an entire package of an item.
- Price per canister: if there is one unit in a package this price will be the same as the total price. If there is more than one unit in a package, the price shown here is the amount per one unit. For example if a package priced at $20 contains 4 coke bottles, the price per canister would show $5.
- Price per unit of measurement: the price will show the cost of one unit of measurement. For example the cost of one oz or one lb.
- Discount (%): you can add a discount amount here and view the discounted price in the final price field. This is the price that you will see for this product when placing an order.
- Final price: this shows you the final price after a discount.
- Unit Deposit: you can set a deposit amount per unit (and the system will give you the total deposit per package).
- Total deposit: you can add a total deposit for the entire package, and if there is more than one unit in the package the system will break it down per unit. This deposit total amount will be added to your total price when placing an order.
- Tax (%): you can add a tax percentage per item. This will affect only this item. If you have a tax set in the supplier's level or profile level, this product's tax takes precedence. You will see the equivalent of this tax percentage in currency amount in the New order screen.
- Additional Tax (in currency amount): you have the option of adding another tax amount per product.
You will see all of that information in your New order total details. Click on the arrow by the total amount of the order:
The Advanced tab
Contains additional optional information for the product:
- Minimum Order: this sets the minimum quantity allowed to be ordered of this item. The default quantity is set to 1, which refers to a whole package (for example 12 bottles in a case). If you wish to order less than a whole case, set the minimum order to 0.1.
- Waste (%): You can set a percentage of waste for this item. This comes into play in the menu section when you add this item as an ingredient in a menu item. The total price of the item in the menu will change according to the waste percentage amount. When this menu item will be sold this amount will be deducted from the item's total in inventory (not catalog price).
- Can be ordered: If set to "No", the item will appear on the order form in the New order screen, but can only be returned and not ordered.
- Can be returned: If set to "No", the item will appear on the order form in the New order screen, but can only be ordered and not returned.
- Published: If set to "No" the item will not appear on the New order screen or when searching for ingredients in the menu section, but it will still appear on the catalog. This is for situations where the item is out of stock and you do not want to delete it from your catalogs but just not have it appear on the items-to-be-ordered list.
Please refer to our section on placing an order for further details on the options in the advanced section.
How to Add Items in Bulk
You can add items in bulk by uploading a catalog. All of the information that you set for an individual item will be populated in your template. Refer to the section above to learn about each section.
How to upload your catalog:
1. In the left menu, click Catalog.
2. Click Import/Export and select Import Catalog.
3. To view a proper catalog file sample, download the import template provided. *Note the file contains two tabs Template and Instructions. The file must be an XLS, CSV or ODS file, and must include at least the product names and catalog numbers. You may use the template to build your own catalog.
4. Values for Can be ordered, Can be returned, Published, and Weighable in the file are 0 for "No" and 1 for "Yes".
5. Once the file is ready, click on import catalog and upload it. Before you click Import, map the "imported file columns" with the "SimpleOrder columns" name.
6. Click Import and your catalog will be uploaded into the system.
How to delete items
In the catalog check-off the item/s you would like to delete, and click More -> Delete.
Note: If an item is part of a menu item or a master product and you delete it from a catalog, the item will be deleted from the master product and the menu item.