Tabs and Sections

The Item card for a single item is divided into 6 tabs: General, Advanced, Suppliers, Merge Item, Labels, and Sales History.

If the item in question is a Matrix Parent, there will be fewer tabs – open one of the child items to see the full selection of tabs, settings and information.

General

Quick Search 

The magnifying glass icon in the top right opens up the Quick Search. You can use this to scan a barcode or type in an Item Lookup Code/Supplier Part Code/Alias barcode to jump directly to that item card, allowing you to move between different items with ease.

Key Item Information

Active

This tick box defines if the item is active or inactive. Inactive items cannot be sold, placed on a Purchase order or found in the POS item search. Deactivating an item here will also deactivate it from your website.

Item Lookup Code

The Item Lookup Code is a unique code required on all items.  This is used to identify this item across the platform and is printed on the barcode labels for that item.

Description

The item's description is a required field that gives further detail about each item. Use this to enter key information about the product; colour, size etc. You should be able to identify a product from the description field – it's effectively a product name.

Barcode Description

This is a shorter description (limited to 30 characters) which is shown on 40-col receipts and on the barcode label. It's auto-filled from the Description box.

Category

The category field allows you to assign a department and category to the product within your Back Office database.  This will allow you to report on groups of similar products.

Brand

Link the item to its manufacturer.  This is not a required field, but is essential to allow some reports to function correctly.

Season

Season refers to the selling period for a product for the store e.g. AW24 for Autumn-Winter 2024.  Grouping products by season allows you to target promotions and identify aged stock.

Gender

Identifies if this product is designed for Males, Females, Unisex or is for children

Price

The Price field shows the current selling price of this item.  This price pulls through to POS and the website unless a sale price is set for the product.

MSRP

This is the Manufacturer’s Suggested Retail Price (often referred to as Recommended Retail Price or RRP).

Item tax

Item tax controls what percentage of the selling price is to be paid as VAT.  It is important you set the correct tax rate so as not to under or over pay VAT.  This is a required field.

Item Details

Date Created

This shows the date that the item was created in the system.

Average Weighted Cost

This is the average cost price for the product calculated over all of times the product has been received on a purchase order.  This price is used to calculate your current stock holding and care should be taken when changing this price.

Item type

Standard

A standard item is a single item within your database. They can later be incorporated into a Matrix for variations.

Serialised

A serialised item carries all of the same standard characteristics of a Standard item.  In addition, every individual item in stock will carry its own unique serial number.  The system will record the serial number against the transaction when an item is sold.  This allow you to associate a specific product to a sale or customer.

Matrix Parent

Matrix items are a group of standard/serialized items, each item being a variant of the matrix parent. E.g. the matrix item may be a blue shirt, where one of the standard items will be the blue shirt in a Size Small.

Non-Inventory

A non-inventory item is a standard item where the system does not record stock levels. The stock level of a non-inventory inventory will not change when an item is sold or returned and an out of stock warning will never show when the item is sold.  This is commonly used with service related products.

Assembly

Used in the Point of Sale for creating bundle deals and service packages from other existing items in the system.

Kit

Like an Assembly item, Kit items are used for creating bundle deals and service packages from other items in the system, but specifically for online sales.

Member of

This shows if the item is a member of any group items including; Matrix, kit and assembly items.

Cloud POS Ecommerce

This section tells you whether or not this item is active on your Ecommerce platform. If so, you'll be able to see the main image and long description. There are also buttons that will allow you to check how the item looks on your website, and a link to the item record in Cloud MT for if you want to make any changes.

Sale Pricing

Item on Sale

This tick box shows whether this item is currently on sale.

Profit Margin

This is the amount of profit you will make on sales of this item while it uses the sale price.

Sale Price

This is the price at which the item will be sold when a sale is active.

Start Date

The date when the sale price for this item will be made active.

End Date

The date when the sale price for this item will be made inactive.

Inventory

View Item Sales Summary

This shows a quick glance of how many of this item have been sold in the last 30, 90, and 365 days, on a per-store basis.

Store

This shows all of the stores within your retail groups.

Qty

This is the current quantity of physical stock within each store.

Committed

This show any items committed to an order for a customer, or on a Transfer.

Available

The number of items in free stock and available to sell / transfer. QTY – Committed = Available.

Min (Restock Point)

The point at which the purchase order tool will add this item to the next relevant purchase order (Minimum level).

Max (Restock Level)

The point where the purchase order tool will top the stock up to when you reach the reorder level (Maximum level).

Cost

This is the average cost price for the product calculated over all of times the product has been received on a purchase order.  This price is used to calculate your current stock holding and care should be taken when changing this price.

Bin Location

Bin locations can be assigned to a product alongside a company’s warehouse system, to state the location where the stock is stored within your warehouse.

Last Sold

The date at which this item was last sold through the retail system.  This is recorded at the point of completing a transaction, items added to orders will not be included until the order is complete.

Last Received

This is the date that this product was last received and committed on a purchase order.  Please note, manual stock adjustments will not be included in this.

Last Updated

This shows when the item record was last updated.

Last Counted

This shows when the item was last counted as part of a stock take/inventory count.

EAN, UPC and Other Barcodes and Aliases

Alias codes are additional barcodes used to identify the product and can be scanned into POS to find the item and add it to a transaction.  Alias codes must be unique and cannot be the same as any item lookup code within the database.

Advanced

Advanced Setup

Prompt for Price at the Point Of Sale

When this item is added to a transaction, the cashier will be prompted to enter a price for the product.
If you then discount the item, the discount will be calculated based on the price that has been entered, not the price that may be set on the item card.

Block quantity entry at Point Of Sale

When added to a transaction, the cashier will not be able to change the quantity of this item.

Item is not discountable at Point Of Sale

When added to a transaction, the cashier will not be able to change the price or apply a discount to this item.

May not be added to Purchase Orders

Stops the item being added to any future purchase orders. This item will be excluded when a purchase order is created using the purchase order creation tool.

Not available from Supplier

This feature prevents cashiers from adding more than the current available stock to special orders, layaways or workshop jobs in the Point of Sale. You might use this option on items where you have stock within the business that you want to sell through, but don't intend to (or cannot) order any further stock from the supplier.

Item is licensed

If the item is a licensed product e.g. some form of Veterinary Medicine, the cashier will be required to record the required information (Batch Number and Expiry Date) against the transaction when selling this item. This allows you to contact customers if, for example, there is a product recall.

Shipping

Packed Weight (Grams)

This is the packaged weight of the item – it is also the weight field used by the Courier Integration Module to dictate any weight-related pricing or exclusions.

Item Weight (Grams)

This is the weight of the item, and is uploaded to Cloud MT.

Commodity Code 

These are required if you are shipping items internationally.

Commission

Commission Mode

If you intend to offer your staff commission to incentivise and reward their ability to make sales, you can set up commission modes to make calculating earned commission a more straightforward process. You can then apply those commission modes to particular items using this dropdown menu.

Additional Pricing Options

Price levels

Specific price levels can be set for a product – you can assign a price level to a customer or a specific transaction.

Amazon price

This price will be used when selling this item on Amazon through the Amazon integration.

This is the profit margin that will be achieved when selling this product at the price stated in the corresponding price field.

eBay price

This price will be used when selling this item on eBay through the eBay integration.

Website price

This price will be used when selling this item through Citrus Store.

Profit Margin

This is the profit margin that will be achieved when selling this product at the price stated in the corresponding price field.

Additional Messaging

Extended Description

When items are imported from SIM, this will be populated with the item's Long Description.

Notes

Here you can add any notes that may be relevant to the item.  This field is for reference only.

Item Message

You can choose an Item Message that will appear in the Point of Sale when this item is added to a transaction.

Volume discounting

You can use volume discounting to give a discount when a certain quantity of an item is purchased.  This uses a percentage discount.

Item Modifiers

You can set up an item so that the cashier is prompted to choose between optional extras at different prices. The most common example of this would probably be adding shots of syrup to coffees in a café – you set up a "Syrup" Item Modifier that will prompt the cashier to choose between Vanilla - £1.00, Hazelnut £1.50, Caramel £0.75, or None  - £0.00. Bear in mind that the modifiers added to an item do not relate to any stock that would be tracked.

Suppliers

This is a list of the suppliers where this item can be purchased from.  Here you can see the last cost from that supplier, the Supplier Part Code (reorder number) and set up MPQ/Master Pack Quantity values where applicable.

Serial Numbers

This tab only appears on Serialised items.

This section shows all Serial numbers (by store) which have been created for this item. It shows Serial Number 1, 2 & 3 as well as the status (either Available or Sold). If relevant, it will also show the Customer that each serial item was sold to and on what date.

Merge Item

This allows you to merge two item records together, if you've ended up with duplicate records of the same product. Please see the following guide on Merge Items for more information.

Labels

Print Labels

Here you can print labels for the product. You can also specify which store you wish to print at and the quantity to print.

Label Print Options

Here you can specify how you would like labels to be printed for this item. For example, if you have a box of 100 products, you may only want to print 1 label.