Adding products to your Bepoz system is a fundamental task that enables you to effectively manage your inventory, track sales, and run your hospitality business efficiently.
Consider these common scenarios where you'll need to add products:
- When introducing new menu items at your restaurant or café
- When your bar receives a new range of beverages to sell
- When your venue begins selling merchandise or promotional items
Step-by-Step Process
1. Access the Product List
- Log in to Bepoz Back Office
- Navigate to the Maintenance menu
- Select "Product List" at the top of the menu
2. Prepare to Add a New Product
- First, locate the product group where you want to add your new product
- Highlight the appropriate product group in the list
- Click the "Add New Product" button at the top of the window
3. Select a Product to Copy
In Bepoz, you must copy an existing product when creating a new one. This saves time as many settings will be pre-populated.
- When prompted, select a product that's similar to the one you're adding
- If adding your first product in a category, select any existing product – you'll change the settings as needed
- Click "OK" to continue
4. Configure Product Details
The product setup window has several tabs. Let's focus on the essential settings first:
Header Section:
- Enter the product name (up to 30 characters)
- You can enter a more detailed full name (up to 60 characters) if needed
- Ensure the Product Mode is set to "Normal Product"
- Confirm the product is in the correct group
- Leave the product active (don't check the "Inactive" box)
Product Settings Tab:
- Set the Base Size if needed:
- For items sold as whole units (like bottled beer), use "1 Item"
- For items sold in portions (like draft beer), set appropriate measurement (e.g., 50,000 milliliters for a keg)
- Select the appropriate Cost Tax setting (taxed or tax-free)
- Set Stock Mode:
- "Stocked" for physical products you purchase and stock
- "Non-stocked" for products made from other ingredients (we'll cover this in another article)
- Configure Reordering settings:
- Units Per Case (how many units in one purchase case)
- Case Name (what to call the case, e.g., "Carton" or "Box")
- Assign a Product Type and Product Sort from the dropdowns
- Set any relevant product flags as needed (e.g., Daily Special, Oversell Warning)
5. Configure Store Pricing
Navigate to the Store/Pricing Settings tab:
- Verify the correct store is selected (if you have multiple stores)
- Set the Retail Tax appropriately
- Configure product sizes and pricing:
- Size 1: Name (e.g., "Bottle" or "Glass")
- Quantity (how much of the base size)
- Unit (e.g., items, ml)
- Price (the selling price)
- Add additional sizes if needed (e.g., different pour sizes for drinks)
- Set different price levels if applicable (e.g., account pricing)
6. Save Your Product
- Click "OK" to save your new product
- The system will assign a unique Product ID automatically
Best Practices
- Be consistent with sizing: Keep size numbers consistent across similar products. For example, if Size 1 is always a small glass across all beverages, maintain this pattern.
- Use appropriate product groups: Organize your products logically in groups to make them easier to find and manage.
- Consider reporting needs: Set product sorts and types appropriately to ensure accurate sales reporting.
- Don't reuse product records: If a product is discontinued, make it inactive rather than changing its name to a new product. This preserves historical data.
- Check all tabs: While we've covered the essentials, review all tabs and settings to ensure they match your business requirements.
- Test new products: After adding a product, test it on your SmartPOS to ensure it appears correctly and processes sales as expected.
By following these steps and best practices, you'll be able to effectively manage your product catalog in Bepoz, ensuring accurate sales tracking and inventory management for your hospitality business.