Products and Stock

This page covers the catalog side of CloudPOS: categories, products, stock batches, barcode labels and weighing scales. All of it is in the side menu:

The seeded roles sales_executive, restaurant_sales and purchase_manager have these permissions. Purchase prices are only shown to users who also have menu.purchase.orders.access.

Categories

Category List

Open Category. The page title is Category List ("Review and manage your product categories.").

*Category List: search in any language, category name and slug, edit action, Add Category*

• Search Category: type a name. It matches the category name in any language you have set up (English, Arabic, Malayalam, …).
• Columns: No, Category Name, Slug, Action (edit).
• Header buttons: Add Category, Export, Refresh.

Add a category

1. Tap Add Category. The Add New Category form opens.
2. Type the Category Name in English.
3. For each other language (for example Arabic and Malayalam), type the name in the Category Name - [language] field, or tap the translate icon (Translate to …) to fill it automatically. You must type the English name first ("Please enter Category Name before translating.").
4. Optional: choose a Parent Category to make this a sub-category.
5. Check the Category Slug (URL slug). It is required.
6. Optional: Select Taxes. The tax you pick here applies to every product in the category that has no tax of its own.
7. Set the Sellable and Purchasable switches. Sellable categories show in billing. Purchasable categories show in purchases.
8. Optional: choose a Category Image and Category Icon (Choose or Upload from Device).
9. Tap Submit.

*Add New Category: name with Arabic and Malayalam translations (auto-translate button), parent category, URL slug, taxes, Sellable and Purchasable switches*

Category tax is important for billing. The server takes the tax rate from the first of these that applies: the stock row's own tax rate, the product's taxes, then the category tax. See Payments and tax.

Products

Product List

Open Product → Product. The title is Product List ("Review and manage your product catalog.").

*Product List: filters (name, category, price, barcode, HSN, property, item code), columns price / MRP / purchase price / unit / barcode, export and Add Product*

Open Show Filters to search ("Filter by name, category, price, barcode, HSN or item code."):

Columns: No, product, Category Name, Price, MRP, Purchase Price (purchase permission only), Unit, Barcode, Item Code (when enabled) and Action (view, delete). Barcode and item code have copy buttons.

The Product List reads the product catalog stored on this device, so it works offline. Refresh clears the filters and reloads. Export writes every filtered product to Excel.

To delete a product, tap delete and confirm in Confirm Delete ("Are you sure you want to delete this product?").

Create a product (quick form)

1. Tap Add Product. The Create New Product form opens ("Create a new product with custom barcode").
2. Fill in the fields:

1. Save with one of the buttons:
   • Save (F9): saves and closes the form.
   • Save and Create (F8): saves and keeps the form open for the next product.
   • Close, Esc or F4 closes without saving.

If another product already has the same barcode you see Duplicate Barcode Found. Tap Continue to save anyway or go back and change it. On success you see Product added successfully and the product appears in billing straight away.

*Create New Product (quick form): name, barcode with generate button, category (+ add), Arabic/Malayalam names with translate, unit, purchase price, MRP, selling price, opening quantity, item code, max discount % and amount, SKU; Save (F9) and Save and Create (F8)*

Multi Sale Unit (packs and boxes)

When MULTI_SALE_UNIT_ENABLED is on (default on), the form shows an Advanced switch. Turn it on to see Multi Sale Unit.

*Create New Product, lower part: Multi Sale Unit section (add pack/box units once the base unit is chosen)*

1. Pick the Product Unit first. It becomes the base unit (for example "PCS (Base Unit)"). Until then you see "Select the product unit first to activate this section."
2. Tap Add Sale Unit.
3. For each row choose the Sale Unit, the Conversion Rate (how many base units are in one sale unit), a Barcode (type or generate) and a Price.
4. Remove a row with Remove sale unit.

Rules: every row needs a unit, a conversion rate above 0, a unique barcode and a price above 0. Each row must use a different unit. Example: base unit PCS, sale unit CASE with conversion rate 24. Scanning the CASE barcode in billing adds one case; stock goes down by 24 pieces.

Variants

When PRODUCT_VARIANT_ENABLED is on (default off), the form shows a variants section.

1. Under Options, tap Add Option and pick a property (attribute) such as Colour or Size.
2. Type the values and press Enter (Type value + Enter), for example Red, Blue.
3. Tap Generate Variants. Every combination becomes a variant row.
4. For each row set SKU, Barcode, Price, MRP, Purchase Price, Qty and Active. You can also Add Variant by hand.

Variants need at least one product property. If none exists you see "No product properties are available."

In billing, a product with variants opens a variant picker so the cashier chooses the exact variant.

Product properties

Properties (for example PRODUCT_COLOR, SHIRT_SIZE, SHOE_SIZE, WARRANTY_IN_MONTH, FOOD_TYPE) are extra fields on a product. They are used for filters, variants, warranty printing and Veg/Non-veg marks in the restaurant menu.

Stock

Product Stock List

Open Product → Stock. The title is Product Stock List ("Review and manage product stock entries."). Each row is one stock batch: one purchase or opening entry of a product in a store, with its own prices.

*Product Stock List: one row per stock batch with retail price, MRP, purchase price, quantity badge (red = 0, amber = low), unit, rack and date; Add Stock*

Filters ("Filter by name, category, barcode, rack, store and stock status."): Stock Name, Category, Barcode, Rack Number, Store, Stock Status (Out of Stock, Low Stock, At Reorder Level).

Columns: Product (with variant name), Barcode, Retail Price, MRP, Purchase Price (purchase permission), Quantity, Unit, Rack, Order Date, Action.

The quantity badge colour comes from the server's stock status:

• Red: Out of Stock.
• Amber: Low Stock or At Reorder Level (at or below the product's reorder level).
• Grey: available.

Header buttons: Add Stock, Export to Excel, Refresh.

Stock row actions

• View: opens Stock Details (product, variant, category, store, supplier, unit, retail price, MRP, purchase price, quantity, rack, wholesale price).
• ⋮ → Adjust Stock: choose Increase Stock or Decrease Stock, enter Adjust Quantity and a Reason, then Submit. You see "Stock adjusted successfully".
• ⋮ → Move Stock: pick the Destination Store and quantity. The stock leaves this store and arrives in the other one.
• ⋮ → Withdraw Stock: shows Available Stock. Enter the Withdraw Quantity. Withdrawals are for internal use or waste and appear in the Consumed Stocks Report.

Add Stock

1. Tap Add Stock. The Add Product Stock page opens.
2. Pick the Date, store and Select Supplier.
3. For each item: scan or pick the product, choose the variant if needed, the unit, Qty and Purchase Rate.
4. Tap Show prices, expiry & tax details to fill Retail Price, MRP, Wholesale Price, Minimum Units for Wholesale, Purchase Unit, Rack and Expiry Date.
5. Tap Add stock item. The item goes to a pending list on this device.
6. Choose Select Payment Method and the amounts. The Purchase Summary shows Total Items, Total Quantity, Total Purchase Amount, Supplier Balance and Amount to Pay / Amount to Receive.
7. Tap Finish (n items). The app sends all items and shows Batch Processing Results (successful and failed). Use Retry Failed for any that failed.

Pending items are saved on the device, so they survive a restart until you tap Finish.

Stock rules in billing

Barcode labels

Open Product → Product Barcode. The title is Print Barcodes ("Select products to print barcode labels").

*Print Barcodes: filter by category, name, barcode; tick rows or Select all on page, then print labels*

1. Filter by category, product name or barcode.
2. Tick the rows you want, or Select all on page.
3. Tap Print Selected (n). The Confirm Barcode Print dialog opens.
4. Choose the Sticker Size: 50x25mm (default), 30x20mm, 38x25mm, 40x25mm, 55x35mm, 60x40mm, 70x40mm, 100x50mm, 40x20mm or 91x24mm.
5. Choose Stickers Per Row (1 to 10).
6. For each product set the QUANTITY of labels and optional MFG DATE and EXP DATE. The expiry cannot be before the manufacturing date.
7. Tap Confirm.

Labels go to the barcode printer from Printer Settings → Barcode. Without a printer the app makes a Barcode Stickers PDF. A job can hold at most 2000 labels. Products without a barcode are skipped after a Missing Barcode warning. Fonts, margins, gap, DPI (203 or 300) and rotation are set once in Printer Settings → Barcode (Barcode Sticker Layout).

Weigh machine (PLU file)

Open Product → Weigh machine download. This page writes a PLU.csv file that your weighing scale imports.

*Weigh machine: products with an SKU go into PLU.csv for the scale; filter All / Selected / Weighted, save folder, keep file up to date, Download PLU.csv and Sync & download*

1. Check the product list. Filter All, Selected or Weighted.
2. Check Save folder. Tap Change to pick another folder or Use default folder.
3. Tap Download PLU.csv to write the file now, or Sync & download to fetch the latest catalog and prices first.
4. Optional: turn on Keep file up to date. The app rewrites PLU.csv whenever products or prices change.
5. Optional: Export Excel writes the product list with columns you choose.

A product goes to the scale when it has an SKU (its own, or one on a stock row of the active store). The SKU becomes the PLU number.

PLU.csv columns:

If the file is open in another program (Excel or the scale software), close it and try again.

Scale barcodes in billing

The scale prints labels with an embedded barcode. Billing reads it automatically:

• 12 digits: 000 + 4-digit product code + 5-digit payload.
• 14 digits (older layout): 000 + 6-digit product code + 5-digit payload.
• For KG products the payload is grams: 01500 = 1.5 kg, 00725 = 0.725 kg.
• For piece products the payload is the count: 00003 = 3.

How it works

• Products and stock are downloaded to the device at start-up ("products" and "stock" sync steps) and kept fresh by realtime sync. Billing never waits for the server to show a product.
• New and edited products update the local catalog at once.
• Stock goes down when a sale syncs to the server, and up again on a sales return (in base units).
• Category taxes come from tax/get-category-tax; the taxes list comes from tax/list-tax.
• Barcodes are generated by product/generate-barcode; SKUs by product/generate-sku.

Related

• Billing
• Payments and tax
• Purchases
• Reports
• Printing
• Settings reference
• API: Products and categories
• API: Stock
• API: Settings and master data