✏️How to create an item

Getting started!

Select Add to create a new item.

If you didn’t enable Prompt for New Item Number, an item number will be generated automatically.

Once you’re on the blank item screen, it’s time to bring your item to life! Work through the following key fields:

1. Item Description
Give your item a clear name — this is what will appear on reports and at the register.

2. Department & Sub-Department
Assign the item to the right Department and Sub-Department so it’s easy to manage and report on later.

3. Carton Quantity & Carton Cost

• Carton Qty: How many items are in one full carton?

• Carton Cost: What is the cost for one full carton?

4. Sell Prices
Set the prices that will appear at the till:

• Price 1: The retail price your customers pay.

• Price 2: The wholesale price, if applicable.

• Cold Price: Use this if the item should have a different price when sold chilled (perfect for cold drinks).

5. APN Number (Barcode)
Link the item to its APN (barcode) so it can be scanned at the till:

• Click Add APN to enter the barcode.

• Use Delete APN to remove a barcode if needed.

6. Tax Code
Choose whether this item is GST or Non-GST applicable.

Once you've entered the details, your item screen should look something like this:

Finalise your item settings

The fields above are the bare minimum needed to create your item, send it to the registers, and queue the label to print.

But down the right-hand side of the item screen, you’ll find a range of optional settings. These help you customise how your item behaves at the register, in orders, and on labels — depending on the type of item you're adding.

Not every item will need all of these options — but when you do, they give you extra flexibility. Here’s a quick guide to what each setting does so you can choose what applies.

Option	What it does	When to use it
Item Type	Set as Instore, Direct, or Host item.	Always — required to create the item.
Number of Labels	Number of labels to print.	If you want the item to automatically print multiple labels every time.
Short Label	Prints label at half size.	For small products or space-saving labels.
Weighted Scale Item	Sells item by weight (KG).	For items weighed at the register, or have a random weight barcode (Fruit, Veg, Meat etc).
Slow Moving Item	Marks item as slow moving.	For items that don’t sell often — helps flag them for review and stock control.
Variety Item	Marks item as a variety.	When item comes in multiple varieties (e.g. flavours).
Order in Units	Orders item in units instead of cartons.	When ordering individual items.
Skip Automatic Order	Excludes item from auto-orders.	For items you manage manually or special stock.
Open Item	Price entered manually at register.	For items with variable pricing.
QTY Enforce	Requires quantity entry at register.	For items sold by count (each).
Non-Discountable	Excluded from POS discounts.	When item must not be discounted.
Non-Voucher Usage	Excluded from voucher use.	When item must not be purchased with vouchers.
Sell by the Metre	Sells item per metre.	For fabric, rope, cables, etc.
Fuel Item	Marks as fuel item.	Fuel stores only — receives pricing from fuel controller
Instruction Item	Marks as modifier for café items.	Hospitality only — modifiers (e.g. "extra shot").
Allow Zero Price	Allows price to be set to $0.00.	For promotional or free items.
Fresh Produce	Flags item as fresh produce.	For reporting and produce-specific behaviour.
PLB Restricted	Restricts item under PLB program.	If item is government PLB restricted.
Aisle Number	Store aisle location.	For staff lookup or shelf labels.
Tare (Grams)	Packaging weight in grams.	For items sold by weight with packaging.

More useful options in Item View

Now that you know the basics of adding items, here are a few more useful options in the Item View to be aware of:

Replicate Codes

Underneath POS Desc, you’ll see an option for Replicate.

Replicate Codes allow you to apply changes across multiple items that share the same code — saving time and keeping related items consistent.

Here’s how it works:

• If multiple items share the same Replicate Code, changing something on one item (such as the price) will give you the option to apply that change to all items with the same code.

• It’s also helpful when adding items to a promotion — the system will ask if you’d like to add all items with the shared Replicate Code to the promotion.

Here’s an example of a Replicate Code in use:

Notes

If you’d like to add general notes to an item, you can do this by selecting the Notes button in the item view.

You’ll have 12 lines available to enter any notes or special information about the item.

When an item has notes added, the Notes button will appear highlighted, making it easy to see that notes are attached.

Cold Price

As mentioned earlier when creating your item, there is a field for Cold Price.

This is used when an item is sold both from the shelf and chilled in a fridge — allowing you to charge a higher price for the chilled version.

Here’s how it works:

• Simply enter the Cold Price (which must be higher than Price 1).

• At the register, when the item is scanned, a prompt will appear asking the cashier whether the item is Hot or Cold.

• If Cold is selected, the Cold Price will be charged.

And that’s it — you’ve created your item! 🎉

For more information on the tabs in the item window or on how to create a carbon copy of an item, check out these articles:

👉 [Understanding Item Window Tabs] - Coming soon
👉  Quickly create new items by cloning

When you’re ready to print your labels and send it to the register, take a look at these articles to guide you through the next steps:

👉 [Printing your shelf labels] - Coming soon
👉 Send Prices to Tills

Want to take things further? If you’d like to explore some more advanced item setups, why not check these out:

👉 Setting up produce items
👉 [All about Open Items] - Coming soon
👉 [Setting up Unit of Measure] - Coming soon