Catalogue

The Catalogue is the list of everything you sell: drinks, food and services. Each product’s price, tax, unit and service flow is set here, and checkout uses them.

Go to Catalogue.

Everyone who can see the Catalogue sees products and selling prices. Adding, editing and archiving products needs permission to edit the catalogue. Unit costs and wholesale prices are shown only to staff allowed to see costs. See Roles and permissions.

The product list

Each row shows the product’s picture, Product name and selling unit, SKU / barcode, Category, Price and Service flow. Staff who can see stock also see the Stock on hand.

To find a product, type its name, SKU or barcode in the search box.

Adding a product

1. Select Add product, then Add product again from the menu.
2. Fill in the form. See the fields below.
3. Select Save product.

Field	Notes
Product name	As staff and customers should see it.
SKU	Your own unique product code. Required.
Barcode	Optional. Each barcode can belong to only one product.
Category	Groups products on the checkout and ordering screens. Starts as “General”.
Selling / stock unit	The unit sold to a customer and taken off stock, such as GLASS, PINT or EACH.
Purchase / batch unit	The container you buy from a supplier or make in the kitchen, such as CRATE, KEG or BUCKET.
Selling units per purchase unit	How many selling units are in one purchase unit, for example 30 glasses in a bucket, or 88 pints in a keg. Use 1 if you sell in the same unit you buy.
Unit cost per selling unit	What one selling unit costs you. Shown only if you can see costs.
Retail price per selling unit	The selling price in Ksh.
Wholesale price (optional)	Shown only if you can see costs.
Opening stock	How many selling units you have on hand today.
Reorder point	When stock falls to this level or below, the product is flagged as low stock.
Tax class	STANDARD, ZERO_RATED, EXEMPT or NON_TAXABLE.
Service flow	Preparation required or Direct issue at counter.

To add a picture, first save the product, then edit it. See Product pictures.

Tip

Use opening stock only for the stock you have when you first set up a product. Stock you buy later should come in through Receiving deliveries, so that cost and supplier records stay correct.

Purchase units

The purchase unit lets you buy in one unit and sell in another. If you buy juice by the bucket and sell it by the glass, set the selling unit to GLASS, the purchase unit to BUCKET, and the selling units per bucket to 30.

The product list then shows “Sold per GLASS · 1 BUCKET = 30 GLASS”. All stock is counted in selling units.

Tax classes

When you add a product, STANDARD sets the tax rate to 16%. The other classes set it to 0%.

When you edit a product, the Tax rate (decimal) is a separate field. Changing the tax class does not change the rate for you, so check both. Enter the rate as a decimal: 0.16 is 16%.

New products are saved with prices that include tax. In the editor, Retail price includes tax shows this setting; leave it ticked if the price the customer pays already includes the tax.

Service flow

The service flow decides what happens to the item after it is ordered.

• Preparation required sends the item to the kitchen or preparation workflow. See Kitchen.
• Direct issue is for items that are ready to hand over at the counter, such as beer and bottled drinks. See Counter.

Editing a product

1. Find the product and select the edit button (the pencil) on its row.
2. Change what you need. The editor groups the fields into Identity, Product image, Pricing & tax, Inventory & units, Fulfilment and eTIMS references.
3. Select Save changes.

Changes apply to future orders only. Completed sales keep the price and cost they were sold at.

The editor has two settings the add form does not:

• Quantity can be fractional / weighed allows quantities such as 0.5 for items sold by weight.
• eTIMS item code and eTIMS classification code are optional tax-system codes kept with the product.

If you try to close the editor with unsaved changes, TillPoint asks whether to discard them.

If someone else changes the same product while you are editing, TillPoint does not overwrite their work. You see Newer product changes are available. Your entries are still on screen. Select Reload latest to load their version, then make your change again.

Note

When strict purchasing controls are on, the unit cost cannot be edited here. It changes only when stock is received. See Approved buying prices.

Product pictures

Pictures appear on the product buttons at checkout and in tables and orders.

1. Edit the product.
2. Under Product image, select Add image, or Replace image if it already has one.
3. Choose a JPG, PNG or WebP file of up to 5 MB.
4. Select Save changes. The picture is uploaded when you save.

To take a picture off, select Remove image, then Save changes. If you change your mind before saving, select Keep current image.

A new picture can take a moment to prepare. Until it is ready, and for any product without a picture, the product shows a plain placeholder. The product can still be sold.

Archiving a product

Archive a product you no longer sell. It stops appearing at checkout, but its past sales and stock history stay available.

1. Select the archive button on the product’s row.
2. Enter the Reason for archiving, for example “No longer sold”.
3. Select Archive product.

Importing products from Excel

Use the Excel import to add many products at once, for example when you first set up TillPoint.

The import is all-or-nothing. Every row must pass the check before TillPoint creates any product or opening stock. If any row has a problem, nothing is saved.

1. Select Add product, then Import from Excel.
2. Select Download Excel template. The workbook has dropdown choices and an Instructions sheet.
3. Fill in the Catalogue sheet. SKU, Product name and Retail price are required. Opening stock, category, cost, units, tax and service flow are optional. To include a picture, put one JPG or PNG inside the image cell on the product’s row.
4. Back in TillPoint, select Continue to upload, then Choose Excel workbook and pick your file. It must be the .xlsx template, up to 25 MB and 500 product rows.
5. Select Review workbook. Nothing is saved yet.
6. Read the preview. It shows how many rows are Ready, how many Need attention, and how many have pictures and opening stock. Each row that needs attention says what is wrong.
7. If any row needs attention, select Change workbook, fix the file and upload it again.
8. When the preview says Ready to import, select the Import button, which shows the number of products, for example Import 42 products.

TillPoint confirms how many products and opening-stock entries were created, then shows the import history.

Import history and voiding an import

Select Add product, then View import history to see every import: when it was done, the workbook, the outcome, the number of products and opening-stock entries, and who imported it. Select Details to see each row.

If you imported the wrong workbook, you can void it:

1. Select Void on the import.
2. Enter the Reason for voiding, for example “Wrong branch catalogue uploaded”.
3. Select Confirm void import.

Voiding reverses that import’s products and opening stock together. TillPoint refuses the whole void if any of those products has since been edited or used, for example in a sale, a stock movement or a purchase. In that case nothing is changed, and the import shows Void blocked.

Exporting the catalogue

Select Excel or PDF at the top of the Catalogue to download the full product list. The export includes SKU, product, category, units, retail price, tax class, tax rate, service flow and whether the product has a picture. Unit cost is included only if you can see costs, and stock quantity only if you can see stock or costs.

The export is a copy of your list. To import products, use the template from Import from Excel.