The term ‘product’ relates to anything you buy or sell within your business. This guide will show you how to set up a product on your system properly in order to get the full benefit of the feature.
From your Kamooni home screen, click on ‘Products’
This will take you to the products screen, where all your loaded products are displayed. By default it only shows products that can be sold. If you want to view inactive, archived or purchasable products, you can edit your filters to reflect that.
To create a new product, click on ‘Create’ on the top left of your screen.
This will direct you to a blank product screen where you can fill in all the relevant information.
Before you can change or add anything, you need to click on ‘Edit’ in the top left corner of your screen. Clicking ‘Save’ will exit edit mode and save any changes you have made. Clicking ‘Discard’ will exit edit mode without saving changes.
There are four buttons on the top right of the product info sheet: ‘Active’, ‘Traceability’, ‘Purchases’, and ‘Sales’. Clicking on ‘Active’ will archive the product, in other words make it inactive on your point of sale. The others help keep track of stock, sales and purchases pertaining to the selected product.
Before you can use your new product, you have to fill in certain information. First, let’s fill in the product name (eg. Orange Juice).
Next, let’s specify the product type. There are three to choose from. A product can either be a consumable, a service, or a stockable product. Consumables are things like meals that are too complex to keep track of in a stock take. Services are amenities that you offer to your customers, such as laundry or bike rentals. Stockable products are items that you can count and keep track of easily, such as drinks or pre-packaged snacks. In this example (orange juice) we will select ‘stockable product’.
If you want to categorize your products, you can do so with ‘Internal Category’. (eg. Bar, Kitchen, Snacks, Activities etc.) You will have to create your internal categories according to the needs of your business. This is helpful for streamlining sales at different locations. For example, you won’t need to have meals available at the bar point of sale, and you generally won’t need to have drinks available at the reception point of sale. For this example, let’s select the ‘Bar’ category.
Now, let’s set the sale and cost prices. The sale price is what you charge customers, the cost price is what you pay your supplier. The cost price will also be adjusted automatically when you capture your supplier bills, so there’s no need to change it manually when there are fluctuations in pricing. You’ll notice it also calculates your profit margin.
Beneath the pricing section, you can edit the units of measure for sales and for purchases. For sales, it is best to keep it as ‘Unit’, as you will only be selling one item at a time. Purchases will be in bulk, so the unit of measure must reflect that. For instance, if you buy a case of 24 beers or cooldrinks, the unit of measure would be ‘case of 24’. It is possible to set up multiple different units of measure, as different products come in different quantities. When capturing supplier bills, you can select the appropriate unit of measure (eg. Case of 24) and the total price will be adjusted accordingly.
In order to create the desired purchase unit of measure, click on the green square with the arrow next to the drop-down menu.
This will open a small window where you can fill in the relevant information.
Under ‘Unit of Measure’ type a name that matches the purchasable quantity (eg. Case of 24). The category can remain as ‘Unit’. The type would have to be ‘Bigger than the reference unit of measure’ as you are buying multiple units. Once you have selected that option, it will ask you to fill in the ‘Bigger ratio’. This will be the number of units you receive in a case. In this instance, 24.
Under ‘Internal Reference’ you can fill in a unique reference code of your choosing to make it easier to search for specific products. For example, orange juice could be referenced as OJ1.
Under ‘Barcode’ you can input the barcode number located on the product label, if it has one. This is useful if you use scanners to ring up products in your POS.
Now, let’s upload a picture to make it easier for your bartender to find the correct product on the POS when making a sale. Hover the mouse over the grey camera icon on the top right of the screen, then click on the pencil to choose an image. You can usually find appropriate stock image using a google search, or you can take your own if you prefer.
That takes care of the ‘General Information’ tab. Next, let’s visit the ‘Inventory’ tab.
You can fill in the weight and volume of the products if it is relevant, but it is not vital.
Under the ‘Vendors’ section, you can add your supplier. Make sure you are in edit mode, then click on ‘Add an item’.
Type in the name of your supplier, then click on ‘Create and edit’.
Fill in as much of the supplier information as possible. This is important for managing purchase orders and supplier bills.
Once you have saved the supplier, it will be available to use for all other products you buy from them.
You will now be directed back to the previous window, where you can fill in the supplier product name (the name that the supplier uses to refer to the product, eg. SPAR Orange Juice), and the supplier product code (the code the supplier uses to reference the product). This is not entirely necessary. But as in most cases, the more information the system has to work with, the easier it will eventually make your life.
If they deliver the product to you, you can fill in the ‘delivery lead time’. This is the amount of time it usually takes the supplier to deliver. When you generate a purchase order for this product and don’t validate it within the delivery lead time, the order will be marked as late.
You can also set your minimum quantity. When your stock reaches this level, you will be notified.
Lastly, fill in the price per chosen unit of measure (eg. Case of 24) and the period for which this price will be valid. (Not compulsory)
Once you have filled in all the fields, you can click ‘Save and close’.
Next, we’ll look at the ‘Sales’ tab.
The above image is the default state for sales.
If any party earns commission on the sale of the selected product, you can select which partner it is and the percentage they earn.
Select whether you want the product to be available in the point of sale.
Select the Point of Sale Category. This function breaks down your products into sub-categories that are split by tabs in the point of sale. This makes it easier to locate the desired product (eg. Juice, beer, wine). It will ask you to define the ‘Parent Category’, this will determine which type of POS session the sub-category appears in. For example, drinks will fall under the parent category ‘Bar’.
The last thing we need to do is set the sales and purchase tax. You will pay VAT on most of your products, so let’s make sure that’s reflected here. Click on the ‘Invoicing’ tab.
Under ‘Customer Taxes’ select 15% income tax. Under ‘Supplier Taxes’, select 15% purchase tax. This only applies if you are VAT registered.
You now have a product that’s ready to go. Click ‘Save’, and the next time you open you POS, you should see it there waiting to be used.