Pinogy POS Training Guide: Products - Products

Owned by Daniel Nevins
Last updated: Apr 12, 2024 by gyy.sandvik
12 min read

After logging in to the Products module, you will be brought to the main Product Management screen. From here, you can manage your products. This section will cover how you can easily accomplish that.

First, we will cover:

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  • Smart Table Settings - With this setting, you can change the layout of the main Products screen, manage Active and Deleted products, etc.

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  1. These Changes Affects, include.

    1. Only Me: The view you set will only pertain to your login.

    2. This Device: The view you set will pertain to any user on the device you set it on.

    3. This Location: The view you set will pertain to any user on any device at your location.

    4. Everybody: The view you set will pertain to any user on any device at any location, if you have more than one store.

  2. Records Per Page can be set to 25, 50, 100, 250, or 500.

  3. Show Columns allows you to select which columns will appear in the main Products view. Columns can be rearranged by grabbing the heading and moving it to the desired location with your mouse.

  4. Changing this setting to Show Deleted will show you deleted products. If you deleted them in error, you could restore them.

  5. Product Types lets you select which products will be displayed.

  6. When done setting your settings, click ‘Save’ to save your settings.

 

  • Smart Export - Smart Export allows you to export your product view to an Excel spreadsheet.

  1. All Records: Using the example above, selecting All Records would create a spreadsheet with 14449-line items.

  2. Records on Screen: Using the example above, selecting Records on Screen would create a spreadsheet with 500-line items from page 1/29.

  3. Selected Records: If line items were highlighted prior to clicking the Smart Export icon, you would be able to export those items to a spreadsheet.

 

  • Smart Lines - The Smart Lines feature allows you to modify certain fields on the Product Management screen without having to access each individual product.

  1. Click the ‘Smart Lines’ icon.

  2. Editable Columns will be displayed, based upon which columns you have selected in your Product Management view under Smart Table Settings. Not all columns have editable data, so only the ones that do can be selected.

  3. Click ‘Select’ to make your choices.

  1. Any editable field will show in light blue.

  2. Simply click the field you want to edit and make your change. Once you move off that field to another, the change you made is automatically saved. This feature makes mass price changes a breeze!

  1. Once you are done with your edits, click the ‘Smart Lines’ icon again to return to the standard Product Management view.

 

  • Warnings - Warnings show you at a glance any issues with your products.

  1. Click the ‘Warnings’ icon. You will see the option to Show Only Warnings. When you are done viewing Warnings, click the icon again.

  2. A new column will appear showing any warnings. In the example above on the first line, the displayed icons show that this product has a Low Margin (or that the price is lower than the cost), Low Inventory (-1 available), and No Supplier. If you double-click the line item, these icons are defined:

 

Price Review

Price Review will allow you to view any Cost or Price Changes for a given date range, show you products with prices you may want to update, and print shelf or product labels for prices that have changed.

 

Adding a New Product

To add a new product to your inventory, click New.

There are five things that are required to be defined to get your product into the system:

  1. Barcode *

  2. Description

  3. Cost (even if it is zero)

  4. Price (even if it is zero)

  5. Category

NOTE: * A barcode (or UPC) is not required to add a product to the Pinogy POS, though it is recommended. Once a UPC is entered, the PIDB can be checked to see if the product exists and information about that product can be populated for you. See “Products - PIDB” for more information.

 

Managing Products

As mentioned earlier in this document, the Product Management screen can be adjusted to your preferred view by moving columns. Simply grab and move them with your mouse as shown below:

There are multiple Search options. To search for specific items or groups of items:

In the example above, Smart Search was selected, and “Test” was entered as the search criteria. 51 results were found out of 14,449 products.

We will now search for “Example” using Smart Search on the Product Management screen. Once the product is found, you can either double-click the line item, or highlight the line and select ‘Manage’.

Once on the Manage Product screen, you can view and manage many different aspects of your item.

  1. SKU: The SKU is an internally assigned number for each product. If this SKU, 35079, was assigned to the last product added to the system, the next item will be assigned 35080. These SKUs cannot be modified.

  2. Description: This is the name of the product. The field accepts up to 50 characters.

  3. If the product has been assigned a location in your store, it will be displayed here. Additional details on assigning locations are provided in the ‘Location Settings’ section.

  4. Manufacturer: You can select a Manufacturer from the drop-down list if Manufacturer information has been added. See the “Pinogy POS Products - Settings” guide.

  5. Brand: You can select a Brand if brands have been assigned to their corresponding Manufacturers. See the “Pinogy POS Products - Settings” guide.

 

Basics Tab:

  1. Cost: The Cost field displays the last received cost of the product and is a dynamic field. It can also be updated manually. The quantity sold in the last 30 days will be displayed as well.

  2. Markup: Markup is a way to have prices automatically recalculated. If you take the Cost x Markup, and then account for the rounding, that will equate to your price. The rounding table can be displayed by clicking the What’s This at the top right of the window.

  3. Price: Price is the selling price of your product.

  4. Category: Categories can be assigned from the drop-down menu. Categories can be created in Settings.

  5. Subcategory: Subcategories can be assigned from the drop-down menu. Subcategories can be created in Settings.

  6. MSRP: Manufacturer’s Suggested Retail Price

  7. MSP: Minimum Selling Price

  8. MAP: Minimum Advertised Price

  1. Product Label - If you have a label printer installed that is compatible with the Pinogy POS software, clicking Product Label will allow you to print a desired number of labels.

  2. Shelf Label - Clicking Shelf Label will print one label per click on this button.

  3. Adjust Inventory - Clicking this button will allow you to adjust the inventory of this product for your location.

  4. Transfer Inventory - This feature is for clients that have multiple locations and is used to transfer products from one location to another.

  5. This area of the window displays inventory levels and allocation of products. Clicking on the blue location report code will provide further information about the allocation of inventory.

To adjust inventory:

 

Location Settings Tab:

  1. Products can be assigned a location in your store. Click the + to add the location by Aisle, Section, Shelf, and Bin.

  2. Override Taxes can be used if a product has a tax other than standard Sales Tax, is Tax Exempt, etc.

  3. Delivery Types, in this example, show that this product is available in the store, can be delivered locally, and can be shipped to a customer's home.

  4. Max Commission Percentage is an override at the product level if the Commissions functionality is being used by the client. See “How to Turn on and Set Up Commissions” for more information.

  5. Stocking Rules can be set for products and relate directly to purchasing. For most of your items, this will be set to Stock. Other options are Special Order and Not Available. See “Pinogy POS Purchasing & Receiving - Purchasing” for more information.

  6. Replacement Product also pertains to ordering for the Purchasing & Receiving module. If you have a product set as Not Available for the Stocking Rule, you can set a Replacement Product. This means that you would stop ordering this product, “Product Example”, and start ordering the Replacement Product instead.

  7. If Linked Pricing has been enabled under Settings, you can define other products with the same price as the one in the screen above. If the price of this product is changes, the prices of any other defined products would change as well. For example, you carry “Brand X” Cat Food, and it comes in 12 flavors. Each 4oz can is priced at $1.69. If you change the price to $1.79 for the chicken flavor, the system automatically updates the price for the other 11 flavors.

  8. Disabled Product Warnings include Low Margin, Negative Inventory, and No Supplier Available. These can be used to disable the displaying of these warnings for a product.

 

Global Settings Tab:

  1. ‘Discount Break Promotions’ on an individual product can be created here. In the example above, this would equate to a “buy 3, get one free” promotion. If three of these items were added to a sale, 33.3333% would be taken off each of the items.

  2. Extended Actions are typically set up during client implementation. Options include:

    1. Link Customer Pet

    2. Pet Subscription

    3. Bonus Bucks

    4. House Account Payment

    5. Gift Card

    6. Pet Tracker

  3. Products can be defined by Product Types. Options include:

    1. Regular - Regular Products

    2. Gratuity - Tips

    3. Liability - Gift Cards, Abandonment Fees

    4. Other Expense

    5. Other Income

    6. Receivable - House Account Payments

  4. In addition to the location-wide Receipt Disclaimer that is set in “Pinogy POS Global Settings & Configuration - Locations”, you can set an additional disclaimer to print on the receipt if a specific item is purchased.

  5. SKU Options:

    1. Ask for Price: This is typically used for services or items that do not have a fixed price. If this option is checked, you will be asked to enter a price at the register.

    2. Ask for Quantity: This is typically used for items sold by weight. For example, if you sell Bulk Dog Biscuits at $5.00 per pound, and a customer is purchasing 1.25 lbs., you will enter 1.25 at the register and the price would be reflected as $6.25.

    3. Delete Product When Inventory = 0: Once the quantity available on that product equals zero, the product will be deleted.

    4. Do Not Track in Inventory: This will leave the available quantity at zero and not go into the negative. Note that the available quantity must already be at zero to check this setting.

    5. Product Excluded from All Promotions: If checked, this product would not be able to be added to a promo.

    6. Product Excluded from Discounts: If checked, you would be unable to manually discount this product at the register.

    7. Prompt for Notes (E-Commerce Only): This can be set if using a Pinogy E-commerce site. A customer using your site can add notes when purchasing a product. For example, special delivery instructions, personalized message, etc.

    8. Require Customer, Address, and/or Phone or Email on Invoice: If these are checked, you would not be able to proceed to the Payment screen in the Pinogy POS Cash Register if they were not added to the invoice.

 

Media Tab:

  1. The ‘Media’ tab can be used to add images or video to a product. This is typically used in association with an E-Commerce website. Pinogy POS accepts most image and video formats.

 

Purchasing Tab:

  1. Under the Purchasing tab, you can add multiple suppliers that provide your product. Click ‘Add’ to add a new supplier.

  1. Once added, the supplier information will show up in green. By default, the supplier will be set to Auto Order (this pertains to generating orders with the Pinogy POS - Purchasing and Receiving module with the Safety Stock Replenishment method of ordering).

  2. If you do not want this product to Auto Order, you can turn it off by clicking ‘Do Not Auto Order’. This product would then need to be manually added to an order.

  1. Under the Seasonal tab, you can define the months of the year that you would like to Auto Order this product. Double click the line item or highlight and click Manage.

  1. Under the Overrides tab, you can override values set elsewhere in the system - in particular, Min and Max Stock Days set in Pinogy POS - Purchasing and Receiving Settings.

In the example below, we will assume that this is a large item. You only have shelf space on the floor for two of the items, and additional room in the stock room for one more. To avoid over-ordering, we will set the following:

  1. The Open Orders tab will display any open order created in the Pinogy POS - Purchasing and Receiving module that has this product on it.

  2. If you have made any changes, click Save.

 

Promos Tab:

  1. The Promos tab will display any Promos that include this product. Clicking the Name will allow you to edit the promotion.

 

Attributes Tab:

  1. The Attributes tab can be used to define additional search terms to help you find your products. In this example, we have added “Purple”. If “Purple” is searched on the Products Management screen, this item will be displayed.

 

E-Commerce Tab:

E-Commerce settings pertain to having a Pinogy POS E-Commerce Website.

  1. Checking ‘Show Online’ will enable showing a product on your E-Commerce site.

  2. Long Descriptions to be shown online can be up to 100 characters.

  3. Marketing text can be entered here, up to 600 characters.

  1. Under the Link tab, Up-Sell, Cross-Sell, and Alternative products can be added to display on your E-Commerce website by clicking the Add button.

 

History Tab:

  1. For a given period, Movements, Sales, Purchases, Transfers, Inventory Adjustments, and Customer History can be researched.

  2. Data will be displayed here.

 

PIDB Tab:

See Pinogy POS Products - PIDB.