How to set up warehouses and products

This is the practical setup walk-through for the inventory side. The order matters — warehouses first, then product categories, then products themselves with initial stock, then suppliers (which you only need when receiving purchase orders). Once these are in place, every other inventory action just works.

Step 1 — Create your warehouses

Go to POS → Warehouses → +. Each warehouse has three fields:

• Name — what staff will see in dropdowns. Keep it short and unambiguous: "Main Store", "Bar", "Kitchen", "Spa".
• Code — short identifier for reports and exports. "MS", "BAR", "KIT". Optional but useful.
• Description — internal notes, e.g. who counts it, the physical location, special handling. Not shown to guests or POS staff.

Step 2 — Set up product categories

POS → Categories. Categories group products on POS screens ("Beers", "Wines", "Cocktails", "Hot Drinks", "Snacks", "Towels") and let you filter the stock-count screen. Keep them broad enough that staff find a product on the first screen but specific enough to be meaningful — "Beverages" alone is too coarse.

Step 3 — Create products

POS → Products → +. The form is wide; here are the fields that matter most:

Product information

• Name — the customer-facing name. "Coca-Cola 33cl", "Heineken 0.5L". Be specific so staff don't ring up the wrong size.
• Category — pick one. Required for sensible POS layout.
• Code / Barcode / Alphacode — internal references and the barcode if you scan products into POS. Alphacode is a short typed shortcut (e.g. "CC33").
• Product type — Standard (single SKU) or Composed (recipe). Composed shows a sub-products table where you list ingredients with quantities; the cost auto-sums from ingredient cost × quantity.

Sales information

• Unit of measure — what the product is sold in ("bottle", "glass", "portion", "cup").
• Price — default sales price. POS-point overrides on the Pospoints table can set different prices per terminal (e.g. beach bar more expensive than restaurant).
• Deduction factor — multiplier applied to the sold quantity when deducting from stock. Use when measure unit ≠ purchase unit. Leave blank or 1 when they match.
• Ignore stock — toggle on for things that don't have real stock (open tabs, charges, services). Toggle off for everything else.

Purchase information

• Purchase unit of measure — how you receive it from the supplier ("case of 24", "5kg bag", "liter").
• Cost — what one purchase unit costs you. Used by purchase orders, profit reports, and composed product cost calculation.

POS information

• Pospoints — sales terminals where this product can be sold. You can set a per-pospoint price override (beach bar = €4, restaurant = €3.50).
• Posplaces — physical sales places (room categories) the product is bookable from. Multi-select.

Taxes

Add the VAT line(s) that apply to this product. Each line points to a tax (defined in Finance → Taxes) and an isIncluded flag — included means "price already contains VAT", not included means "VAT added on top". Most countries with consumer-facing pricing use included; B2B contexts often use not-included.

Step 4 — Set initial stock per warehouse

Inside the product form, find the Warehouses table. Each row is a warehouse this product belongs to, plus the opening quantity in that warehouse. When you save a new product, the opening quantities are recorded as the starting balances. After save, the only way to change stock is via inventory documents and stock counts — not by editing the product form.

Step 5 — Build composed products (recipes)

Switch the Product Type radio to Composed. A sub-products table appears. Add each ingredient: pick the standard product, set the quantity (in that ingredient's measure unit). The composed product's cost is automatically the sum of (ingredient cost × quantity). Selling the composed product later deducts each ingredient by ingredient quantity × sold quantity. Don't put composed products inside other composed products — keep recipes one level deep.

Step 6 — Add suppliers (when needed)

POS → Suppliers → +. Required for purchase orders. The form has tax-payer details (NUIS / VAT / ID), contact info, address, and an optional role tag. The supplier profile then shows their balance overview, bills timeline, and inventory history — useful when you're reconciling at the end of the month.

When you're done

Spot-check by selling a few items in POS and watching the stock counts move. Open a product, look at its stock per warehouse, then sell one in POS, then refresh the product — the warehouse for that POS point should be down by one (or by the deduction-factored quantity). If it's not, recheck product type, ignoreStock, the warehouseIds on the product, and the warehouse linked to that POS point.