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Setting Up Retail & Point of Sale Items

Kathryn Hamilton
Kathryn Hamilton
  • Updated

Overview: What are we talking about?

Point of Sale Items are the Retail items you sell at your business. From one convenient place in Gingr, you can add/update retail items for sale, and add/ update information for the manufacturers and vendors you work with. Enter this information into your app to make retail transactions smooth and easy for you and your staff.

This article includes:

 

 

Helpful Hints: Before you begin.

  • Users must have the Can Manage POS Items user permission enabled in order to perform some of these functions. Often times this permission is reserved for those in the Admin User Group.

  • If you have a lot of retail items to add, you might consider importing them rather than adding them one by one. See the "Import Option" section below. 

  • From the Retail Admin page, you can click View from the Actions Menu to see a 30-day transaction history for an item.

  • POS (retail) items cannot be deleted from your system so the historical data associated with the retail item can remain intact in your financial reports and reservation histories. However, these items can be disabled so that they do not show up in your main POS Item view and can not be added to the cart.

 

 

Set it Up: Let's get started.  

 

Adding Point of Sale Items

On this page, you will add all of the retail items that you sell at your business to your Gingr app, and make them available for purchase.   

Important! If you have multiple locations in your app, when you add a retail item, it will only be added to the location you are currently signed into. See below for adding the new item to other locations.

  1. Navigate to Left-hand Navigation: Admin » Retail.

  2. Scroll down to Retail Items.

  3. Click +Add button in the Retail Items section.

    Screen_Shot_2020-04-07_at_10.36.49_AM.png


  4. Fill out the form using the Field Guide below.
     
    Setting Description Helpful Hint
    Name Name the item. This is the name that will appear on the POS page and receipt.  
    Location(s) Choose which location(s) this item is available to sell at.   
    Description  Optionally write a brief description of the item. This field will not show up on exports of your reports or the update inventory page.  
    Price The price that the item will be sold for.  
     Image Optionally upload a picture of the item. Make the photos very small, just so you can get the gist of the product or else they will overtake the page. 
    Status This indicates whether the item is currently in your inventory and sellable.  If status is set to 'no/off' the item will not be available for purchase.  
    Sku  To enter the SKU number: place the cursor in this field, then scan the item with your barcode scanner. If you don't have a barcode, you can enter an internal product code.
    Internal Vendor Code Optionally create a vendor code to indicate this vendor in short hand.  
    Wholesale Cost  Enter the amount your business pays for the item from the vendor.  
    Is Taxed Indicate whether the item is taxed. Likely all retail items will be taxed.  
    Returnable  Indicate whether or not the customer is allowed to return the item for a refund.  
    Manufacturer If you have set up Manufacturers on the Manage Manufacturers Page (as shown above), then manufacturers will populate in this drop-down menu.  Optionally select the manufacturer of this product from the drop-down.  
    Vendor  If you have set up vendors on the Manage Vendors Page (as shown above), then vendors will populate in this drop-down menu.  Optionally select the vendor of this product from the drop-down.  
    Restock Amount This is the amount you would like to order once the restock threshold has been reached. This threshold will be set by the location you are currently logged into.

    There is currently no flagging that will happen when this threshold is met.
    Restock Threshold  This will set the minimum amount to have on-hand. Once this number is hit, it will be time to restock.  There is currently no flagging (alert) that will happen when this threshold is met.
    Account Code Optionally assign an account code to assign this retail item to assign it to a revenue category. You can update this via spreadsheet! 
    Show to Customers If enabled, this retail item will show as available to purchase on the Customer Portal.  Click here to learn more about this feature.
    Allow Online Order When Out of Stock Turn this on for items you sell as retail but have no stock value such as training programs and gift certificates.  

     

  5.  Click the Save button or Save And Add Another.

Import Option

It is possible to import retail items in mass with an Excel file you can download from the app.

  1. Navigate to Left-hand Navigation: Admin » Retail.

  2. Click Import New Retail Items at the top of the page.

  3. Click to download the import template.

  4. Open and complete the import template in Microsoft Excel. If you have any questions about how to fill out your retail import template, please reach out to your onboarding specialist. Only fill out the Image URL column if you have a direct web address. We will update images in step 2.

  5. Save your import file once you are finished updating it.

  6. Go back to the retail import page and click Choose File and select your import file to upload it.

  7. All Locations?: Select this box if you want to import your retail items to all locations; otherwise it will only upload to the location you are currently logged into.

  8. Click Import.

 

Using Categories

Gingr makes it easy to find retail items on the Items For Sale page by allowing you to add Categories (aka keywords or tags) to each item. This article will cover how to categorize items, search using categories, and delete categories.
   
  1. Navigate to Left-hand Navigation: Point of Sale » Sell Retail & Packages.

  2. Click the icon. 

  3. Create a keyword you would like to use to search for this and similar items.

    Retail_Categories_-_Add.gif

  4. Press Enter or click the ticket icon to save the tag. You may now use this tag for other retail items.

Searching for retail items using categories:

Once you have added categories to retail items, you may quickly search for these items in the Categories list. Multiple tags may be selected from the drop-down list to further filter results. 

Screen_Shot_2022-09-02_at_12.00.19_PM.png

 
 
Deleting a Tag:

To delete tags/categories, hold the shift key while clicking on the particular category you want to delete. A pop up will ask you to confirm.

Retail_Categories_-_Remove.gif
 
 

 

Managing Locations for a Point of Sale Item

(This section is only applicable to businesses with multiple locations within their app.) 

When you add a point of sale item to your app, it will only be added to the location you are signed in to. To add the items to other locations, or remove it from particular locations:

  1. Find the item at Left-hand Navigation: Admin » Point of Sale.

  2. Select Manage Locations from the item's Actions  dropdown menu.

    Screen_Shot_2020-04-07_at_10.44.15_AM.png

  3. Select at which location this retail item is sold. 

    Screen_Shot_2021-07-28_at_9.11.15_AM.png

 

 

Editing a POS Item 

  1. Navigate to Left-hand Navigation: Admin » POS Items.

  2. On the Actions button next to the item you want to edit, click Edit.

    Screen_Shot_2020-04-07_at_11.02.09_AM.png

  3. Update the information in the same form you used to create the POS item (shown above).

  4. Click the Save button to save your edits.

 

 

Disable a POS Item

POS items can be disabled so that they do not show up in your main POS Item view and can not be added to the cart. To do this:

  1. Navigate to Left-hand Navigation: Admin » Retail.

  2. Find the item you want to disable and select Edit on the Actions drop-down menu.

    Screen_Shot_2020-04-07_at_11.02.09_AM.png

     

  3. Set the Status to no/off to disable.

    Screen_Shot_2020-04-07_at_11.24.42_AM.png

  4. Click the Save button to save your changes. The item will no longer be available for sale.

 

Manage Manufacturers 

You can optionally set up the manufacturers of POS items you sell, and who to contact for supply information. Once added, you will be able to assign them POS items to the system.

 

To add a manufacturer:

  1. Navigate to Left-hand Navigation: Admin » Retail. 

  2. Click +Add button.
     
    Screen_Shot_2020-04-07_at_11.29.56_AM.png

     

  3. Fill out the Manufacturer information.

    Screen_Shot_2020-04-07_at_11.31.04_AM.png

  4. Click the Save button.

  5. Repeat until all manufacturers are set up. 

     

 To edit a manufacturer:

  1. Navigate to  Left-hand Navigation: Admin » Retail.

  2. On the Edit icon.

    Screen_Shot_2020-04-07_at_11.32.09_AM.png

  3. Update the information in the same form you used to create the manufacturer (shown above).

  4. Click the Save button to save your edits.

 

Manage Vendors 

You can also add vendors that you order shipments from, and who to contact for ordering purposes. Once added, you will be able to assign a vendor when you create/edit POS items.

 

To add a vendor:

  1. Navigate to Left-hand Navigation: Admin » Vendors.

  2. Click +Add button.

    Screen_Shot_2020-04-07_at_11.41.06_AM.png

  3. Fill out the vendor information.

    Screen_Shot_2020-04-07_at_11.42.16_AM.png

  4. Click the Save button.  

     

 

To edit a vendor:

  1. Navigate to Left-hand Navigation: Admin » Retail.

  2. On the Actions button, select Edit.

  3. Update the information in the same form you used to create the vendor (shown above).

  4. Click Update Changes to save your edits.

 

Delete a vendor (or manufacturer):

 

  1. Navigate to Left-hand Navigation: Admin » Retail.
  2. Check the box beside the item, and click the Delete button that appears.

    Screen_Shot_2020-04-07_at_12.42.02_PM.png

  3. Click Delete in the dialogue box that appears (or Cancel to discontinue).

 

Settings

There is just one user permission to set up for Retail items.

 

User Permissions:

Navigate to Left-hand Navigation: Reports & More » Groups.

 

Setting Description Helpful Hint
Can manage POS items
If enabled (set to 'yes/on'), user will be able to add/edit/update inventory for POS items.
 
 
 

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