🧾 Products & Categories
also known as items module
The Items (Products & Categories) module is your all-in-one space for organizing, managing, and optimizing your product catalog. It’s designed for speed, clarity, and control—giving store owners, inventory managers, and staff everything they need to maintain an accurate, high-performing inventory system.
📁 Categories
Organizing products into categories helps streamline POS operations, reporting, and navigation. You can create as many categories as needed to suit your product structure.
✨ Features:
Add, Edit, or Delete Categories directly from the Items screen
Click to Filter: Clicking a category filters the product list to show only items under that category
Visual Grouping: Categories display their associated product count
Unlimited Nesting not supported, but multiple top-level categories are allowed
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🧩 Category Actions:
Action
Description
Create
Add a new category with a name and icon/image
Edit
Change the name or image of an existing category
Delete
Remove a category (only if no active products are assigned)
Filter
Click a category to instantly filter the product list below
✅ Tip: Use meaningful category names like “Accessories”, “Smartphones”, or “Beverages” for quick access during sales.
🛍 Products
Each product in the system can include various levels of detail and functionality to support your business model—whether you’re managing simple SKUs or complex variants.
🔧 Add a New Product
To add a product, you’ll fill in the following fields:
Field
Description
Product Name
The display name of the product
Category
Choose from existing categories
Supplier
(Optional) Assign a supplier for tracking
Warehouse
Select the default warehouse
Product Image
Drag & drop or upload a thumbnail image
Cost
Internal cost price (for profit calculations)
Price
Selling price displayed at the POS
Initial Quantity
Available quantity to be stocked immediately
SKU (optional)
Stock Keeping Unit - unique product code
Barcode (optional)
Barcode number for scanning
🔁 Product with Variants
If a product comes in multiple styles (e.g., colors, sizes), you can enable Product Variants.
Once enabled, you can define multiple variants under one product record.
Each variant includes:
Field
Description
Variant Name
e.g., “Blue - Small”, “Red - Large”
Cost
Individual cost for this variant
Price
Individual sale price
Initial Quantity
Inventory amount per variant
SKU
Unique identifier
Barcode
For scanning at POS
You can add unlimited variants, edit them individually, and manage stock per variant from the Stocks section.
📝 Edit / Update / Delete Products
All listed products can be:
Edited to change name, price, stock, or other attributes
Deleted if no longer in use
Updated with new stock (per warehouse and status)
🧠 Hint: You can manage different versions of the same product across warehouses without duplicating entries.
📦 Product Stocks (Per Warehouse)
Each product can have multiple stock records depending on where it’s stored. You can:
Add new stock entries to a specific warehouse
Enable or disable stock for sale
Track available vs sold items
View when each stock entry was added or last updated
For a complete breakdown, refer to the Stock Management section.
🏷 Label Generator
Create and print professional product labels with barcode, SKU, and name using the built-in Label Generator. Choose from multiple symbologies and customize the layout for your store’s thermal or A4 printers.
⬆️ Import / ⬇️ Export Products
Speed up inventory management by importing and exporting product data via CSV.
Action
Description
Import
Upload a CSV file with product data to bulk add or update products
Export
Download a CSV copy of your entire catalog for backup or offline editing
✅ Pro Tip: Use exports to audit stock, pricing, or categorize inconsistencies.
🔍 Efficient Product Search
Easily locate products using:
Product name
SKU
Barcode
Perfect for large catalogs—just type into the search box and the results appear instantly.
🛡 Status & Visibility
Each product (or variant) can be marked as:
Enabled (visible and available for sale)
Disabled (hidden from POS)
This allows you to control seasonal products or temporarily paused items without deleting them.
You’re totally right to call that out—stock management deserves its own spotlight in this section, especially since it’s such a core part of the Items module. Let’s expand the documentation to include a detailed Stock Management block as part of the same page, flowing naturally from the product/variant section.
📦 Stock Management
The Stock Management system within the Items module lets you keep precise control over inventory levels, availability, and warehouse-specific product status.
Whether you’re handling dozens or thousands of SKUs, each stock record is tracked independently per product, per warehouse.
🔁 Per-Warehouse Stock Entries
Each product can have one or more stock entries tied to different warehouses. You can add, update, or disable these entries to reflect the real-world availability of your items.
📋 Stock Details Include:
Field
Description
Product
The product or variant associated with the stock
Warehouse
Where the item is physically located
SKU
Auto-linked to the associated product’s SKU
Available Items
The current quantity available for sale
Sold Items
Lifetime sales count for that warehouse stock
Status
Enabled (active for sale) or Disabled (hidden from POS)
Added At
Timestamp when this stock entry was created
Updated At
Last updated timestamp (manual edits or restocks)
You can view, edit, or delete each stock entry individually.
➕ Add New Stock
When stock arrives or you want to activate new availability, click Add New Stock, and fill in:
Product
Warehouse
Available Quantity
Status:
Enabled for selling – immediately visible at POS
Disabled for selling – tracked in stock but hidden from POS
🧠 Tip: Keeping disabled stock entries allows you to maintain historical traceability even when items are temporarily out of circulation.
🔄 Return Items via Negative Quantity
One of the most efficient features:
You can return items to stock by entering a negative quantity in the POS.
This is used when:
A customer returns a product
You need to reverse a sale
There was an error in checkout
🔥 Example:
If 1 item was mistakenly sold, simply enter -1 in the POS quantity field. This:
Returns the item to available stock
Adjusts your profit, sales, and tax reports accordingly
⚠️ Important: This only works for items already in stock history. New stock additions must be done via the Stock Management tab.
✅ Summary of Stock Features
Feature
Supported
Multi-Warehouse Inventory
✅
Variant-Level Stock
✅
Stock Enable/Disable
✅
Return via Negative QTY
✅
Audit Stock Changes (Timestamps)
✅
Add New Stock Per Product
✅
Sold Count Tracking
✅
SKU/Barcode Tracking
✅
💡 Whether you’re tracking dozens of SKUs in one warehouse or thousands across multiple outlets, Advance POS’s stock tools ensure your inventory is always accurate, audit-friendly, and easy to manage.
✨ Summary of Features
Feature
Available?
Add/Edit/Delete Products
✅
Product Variants
✅
Image Upload
✅
Multiple Warehouses
✅
Inventory per Variant
✅
Barcode / SKU Support
✅
Category Filters
✅
Import/Export
✅
Label Generator
✅
Status Control (Enable/Disable)
✅
🎯 With this full-featured Items module, you can confidently manage every aspect of your product inventory—whether you’re a retail shop, repair center, or restaurant. Your team will appreciate how easy it is to find, update, and organize products across multiple warehouses and categories.
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