Adding Products

1. Go to – Products > Add Products.
   • Provide a Product Name,
     Brand,
     Units,
     Category
     Sub-category
     SKU: Add a unique SKU which will be used to identify the product & print the barcode on labels. Leave it empty to auto-generate it. 

   • Steps to change the default SKU length:

     The default SKU length can be changed for your account. This option is switched on by SmartPalm support. Raise a ticket from the customer portal and we will enable it for you.
     Barcode Type: Select a barcode type; the default/recommended option is C128. We recommend changing it only if the product being added already has an SKU number.
     Not For Selling: If a product is marked not-for-selling, it will not be displayed in the POS or sales screen. This can be useful when using the manufacturing module to mark ingredients as not-for-selling, and also if you want to temporarily disable selling for some products.
     Alert Quantity: Alert quantity is used to alert you when the remaining stock reaches this level or falls below it.
     Manage stock: Enable/Disable stock management at a product level. Product stock management is not required for services like Repairing, Hair Cutting, Web Development, Printing. Items with Manage Stock unchecked (disabled) can be sold in unlimited quantities.  Selling services using S-Keub

2. Business Location: Select the business location(s) where this product can be sold or purchased.
3. Select the applicable tax for that product. Adding Tax
4. Product Type:

Single Product:

1. 1. For products with no variations, select Single.
   2. When selecting Single product – you will need to enter the Default product price including/excluding tax, Profit Margin % (you can set a default profit margin from Settings -> Business Settings; this saves you typing the % every time). Based on the profit margin, it will auto-calculate the selling price excluding tax. You can also enter the selling price manually and it will auto adjust the profit margin for you.

Variable Product:

1. 1. 1. Applicable to a product having variations (like size, colour, design or flavour). You can define variation templates from Products -> Variations. The advantage of creating variations is that it saves the time of adding the same variations multiple times.
      2. When selecting Variable product – it will display different fields to add all variations and their related Purchase Price and Selling Price. You have to select the variations from the dropdown and it will auto-populate the variations for that template. You can change the variable name and variation values.
      3. 🆕 To give the same purchase price, selling price or profit to all variations of a product, click on the double tick present in the first variation.
         
      4. Read more about adding variations

Combo or Bundle Product

Adding a bundle product

1. Combo products are also called bundle products.
2. They offer several products as one combined product.
   For example, a product “Computer Set” can have: 1 PC Monitor + 1 PC CPU + 1 PC Keyboard + 1 PC mouse
   So when someone buys the Computer Set, they get all the products in it.
3. The stock of a bundled product depends on the stock of the individual products in that bundle.
   Example: if you have 5 PC Monitors, 4 PC CPUs, 10 PC Keyboards and 50 PC mice, the stock of the Computer Set will be 4.
4. When the bundle product is sold, the stock of all products inside it is automatically deducted.
5. Individual products in a bundle product can also be sold separately.
6. Bundle products cannot be purchased; only the individual products in them can be purchased.

Click on Save.

You can edit a product. You can also Copy / Export to CSV, PDF or Excel file.

Adding Products with multiple variations:

If you have products which involve multiple variations (for example, a Shirt can have Color & Size variations), there are multiple ways to work with them:

Solution 1, Create combined variation: Create a variation with the name “Color-Size” and add values like Red-Small, Red-Medium, Red-Large, etc. This can then be used when adding the Shirt.

Solution 2, Create multiple Products: Create multiple different products like Shirt-Red, Shirt-Green, Shirt-Blue with size as variations. When you create multiple products, you will NOT have to enter the same details multiple times: first, add the Shirt-Red with all size variations of it and then use the Duplicate Product action to copy the data.

Select Required variations:

While adding variable products, you can select only the required variation values.

In your add/edit product screen, select the product type as ‘variation’ and select the variation name (e.g. colour).

A dropdown will be displayed in which you can select the required variation values.

Assigning/removing locations of multiple products at once:

Go to List Products and refer to this screenshot.

Deactivating & Activating Products:

Refer to the screenshot.

Using Product barcode:

Question: 

How can we use the product’s barcode instead of creating and printing a new one for every product?
How can we use the brand’s barcode of the product instead of creating and printing a new one for every product?

Answer:

When creating a product, enter the barcode number of the product in the SKU field. This barcode will be used to identify the product in all screens like POS, Sales, purchases, reports, and others.

How to add a product that already has a Barcode?

To add products that already have a barcode, follow the same steps as for adding any other product.

1. Go to add products
2. Fill in all the product details
3. IMPORTANT: In the SKU field, scan or enter the barcode of the product.

Adding product quantity or adding product stock

For systematically managing your business, product quantities can be added in 2 ways:

1. Adding Opening stock
2. Adding purchases

How to Add Products from One Business to Another or Bulk Import Existing Products into a Newly Installed System

To transfer products between businesses or import existing products in bulk into a new POS system, follow these steps:

1. Use the Download Excel feature in the List Products section to export the product list.
2. Open the downloaded file and ensure that all data is correctly formatted.
3. Use the Import Products feature to upload the exported data into the POS system.

Note: When importing, make sure to copy and enter the data into each column provided in the downloaded Excel file according to the Import Product Template.

Import Products:

Steps:

1. Go to Products -> Import Products
2. Download the template file.
3. Fill in all the information as per the displayed column names & instructions. Don’t remove the heading from the template file.
4. Import the file

Common Errors:

1. Error: UNIT not found
   Solution: Make sure the unit you provided in the Excel file is already present in the system. Go to  Products -> Units, add the unit & import the file again.
2. Error: The separation symbol could not be found the separation symbol could
   Solution: In Excel, format the cells of the expiry date field as text and give the date as specified (11-25-2018).

Not well-defined error:

Sometimes it can show errors that are not well defined, like “non-numeric value encountered” or others.

In this case, the best way is to split your import into multiple files.

For example, if you’re importing a file with 500 products, divide it into 2 files of 250 each and import them.

Export Products:

The products can be exported in Excel/PDF formats from the list products screen.

You can also export products in the same template as the import product template.

In the list products screen, click the download excel button.

Removing Action Column in Export File:

When you export the products list in Excel, CSV or PDF, the actions button column might be added to the exported files. In order to avoid this, use the column visibility feature and hide the actions button.

Deleting Products

Deleting a product will remove it from the database.

NOTE: Deletion will not work if the product has transactions related to it. Transactions can be Opening Stock, Purchase, Sales or Stock Transfer of the product. It will show some error like:

• Product can’t be deleted because purchases related to this product exist
• Some products couldn’t be deleted because they have transactions related to them.

Deleting an individual product

Bulk Delete multiple products

Delete product Errors:

Some products couldn’t be deleted because they have transactions related to them:

When a product has any transactions it cannot be deleted.

Transactions can be Sales, Purchases or adding opening stock.

The best way to handle such products is to deactivate them.

Variations

1. Variations can be added from the Products -> Variations menu.
2. These variations are used in variable products.

For example, jeans can have multiple colours, so add a variation called Colors and provide the values for it, as shown in the image below.

NOTE: Delete variation option will not be shown for variations that are already used in some products.

Adding Multiple Variations for Products

If a product has more than one variation, for example, a shirt with size ‘M’ and brand ‘POLO’, or a book with 30 pages and size long:

Add the variation name and type as a combined variation.

Eg: variation name : Size – Pages

variation values  – Long -30, Long -120, Long – 200, Small -30, Small – 120 etc.

Adding Units

1. Go to Products -> Units
2. Give the unit name, a short name, and choose whether you want the unit to allow decimals.

Example:
Name: Meter
Shortname: Mtr.
Allow Decimal: Yes.

Allowing decimals allows you to purchase/sell the product in decimal quantities and vice versa.

Multiple Units:

This can be useful if you purchase products in one unit and sell them in a different unit.

For example: Purchase in dozens and sell in pieces.
Or purchase in boxes and sell in pieces.

Steps:

1. Add the lower unit from the Add Unit screen, for example, pieces.
2. Add the higher unit as per the screenshot:
   • Check “Add as multiple of another unit”
     
   • Provide the conversion details.
3. Use the unit in Add/Edit Product. While adding/editing a purchase/sale, you can see the dropdown for units. Select the desired unit and it will change the unit purchase/sales price accordingly.

NOTE: You will not see the main Units (Dozen in this example) in the Add-Product Unit dropdown; select piece as the unit of the product. All purchases/sales get saved in the lower unit (pieces in the above example). So, if you edit the conversion details after adding purchases/sales, it will affect the purchases/sales quantity accordingly.

Selecting relevant Sub-Units for a product

For some products, not all sub-units will be required. For example, if you sell oranges only in dozens or only in pieces, this will be useful.

Enable it from Business settings ->Products -> Enable relevant sub-units

Now, when adding products, select the Unit for the products and it will give you the option to select multiple applicable sub-units. Selecting the sub-units will allow you to make purchases or sales in these selected sub-units.

Secondary Units:

Secondary units can be added to products. A secondary unit can be used if a particular product’s subunit varies each time. For example, 1 piece of stone can be 10 kg or 20 kg, or 30 kg.

To enable this go to Settings-> Business Settings – > Products.

On enabling this, a secondary unit label will be shown in the add/edit products screen.

Selecting this product in the purchase/sale/POS screen will also show the secondary unit label.

The details of secondary units for products are shown in the product stock history of that product.

NOTE: The secondary unit is not considered for calculation. It is only used for the user’s knowledge of tracking the products with varying subunits.

Adding Category & Sub-Category

1. Go to Product -> Categories -> Add
2. Add the category name and category code (HSN code)
3. If the category is a sub-category, select “Add as sub taxonomy” and select the parent category.

Product stock history

1. Go to Products > Product List
2. Click on Actions > Product stock history

Enabling expiry for products

1. To enable expiry, go to Settings -> Business Settings -> Product section and check the “Enable Product Expiry” checkbox.

2. On enabling Product expiry, you can choose either “Add Item Expiry” or “Add manufacturing date & Expiry Period”

• “Add Item expiry” => Choose this option if you want to directly add the expiry of the item to the purchase screen.
• “Add manufacturing date & Expiry date” => Choose this option if you want to add the manufacturing date of the item and the expiry period. Based on the manufacturing date and expiry period, it will auto-calculate the expiry date, and this expiry date can be edited. You will have to add the expiry period for the product in the “Add or Edit Product” screen and the manufacturing date in the “Add Purchase” screen.

3. “On Product Expiry” => With this option you can set what the system should do when a product expires.

• “Keep Selling” => Choose this option if you want the application to keep selling the product even after expiry.
• “Stop Selling n days before” => Choose this option to stop selling the item n days before the expiry. You will have to specify the value of n (which is the number of days before expiry to stop selling).

4. “Stock Accounting Method” => This feature is used to set the way the product should be sold.

• FIFO (First In First Out) => In this, the oldest stock is sold first.
• LIFO (Last In First Out) => In this, the most recently purchased stock is sold first.

For example:

1. Purchase 20 pcs of product A on 20 March 2018. Expiry date 10 April 2018

2. Purchase 20 pcs of the same product A on 23 March 2018. Expiry date 8 April 2018

3. Today I sold 22 pcs.

If the “Stock Accounting Method” is FIFO => Then 20 pcs will be deducted from the product purchased on 20 March 2018, and after that 2 pcs from the product purchased on 23 March 2018.

So in stock, we will have products from 23 March 2018 with 18 pcs.

If the “Stock Accounting Method” is LIFO => The opposite of the above will happen.

NOTE: You must set the required accounting method before selling the item for that method to be used.

Stock Expiry Report:

1. Go to Reports => Stock Expiry Reports.

2. Here you can filter stock by “Category”, Brands, “Stock expiry date”

3. Click on “Edit” to modify the stock left and expiry period.

4. If the stock left is decreased, the unit purchase price is adjusted accordingly.

Stock Expiry Alert:

– You can view the stock expiry alert in the bottom section of the Homepage. Here it shows a list of products expiring soon.

– You can set the number of days before which the expiry alert should be shown in the Homepage from “Settings -> Business Settings -> Dashboard Section” View Stock Expiry Alert For input field.

Displaying product expiry date in the invoice

1. Make sure the product expiry feature is enabled as mentioned above.
2. Go to invoice layout and enable “Show Product expiry”
3. If the product expiry date is added when adding a Purchase or Opening stock, the product expiry dropdown will be displayed when making sales. Select the expiry date you want to sell from.  Then in the print invoice, it will show the expiry date.

Enabling Lot Number

To enable lot numbers, go to Settings -> Business Settings -> Purchases

Check the Enable Lot number checkbox and update settings.

Adding Lot number from Purchases

If the lot number is enabled as described above, the lot number field will be displayed when adding purchase stock.

Adding lot number from add opening Stock:

If the lot number is enabled, an input field to enter the lot number is displayed when adding opening stock.

Selling products from a specific lot

Refer to the POS selling documentation for the lot number description.

Displaying product lot number in the invoice

1. Make sure the lot number feature is enabled as mentioned above.
2. Go to invoice layout and enable “Show lot number”
3. If the lot number is added when adding a Purchase or Opening stock, the lot number & product expiry dropdown will be displayed when making sales. Select the lot number you want to sell from.  Then in the print invoice, it will show the lot number.

With S-Keub we aim to make it a “One in All” POS/Stock Management Application.

Selling price groups allow you to add different prices for a product.

1. Sell at different prices: wholesale/retail
2. Different prices for different locations.

Adding Selling Price Groups:

1. Go to products -> Selling Price Group
2. Click on the “Add” button to add a new price group, for example, Retail price, Wholesale price, Bulk Purchase price or Location 1 price, as you wish.
3. You can view a list of selling prices in the “Selling Price Group” screen.

Adding Selling Price as either Fixed or Percentage:

The selling price can be given as a whole number (fixed) or in percentage.

Fixed: The value given will be the selling price for that group.

Percentage: The value given will be taken as a percentage, and that percentage of the actual selling price will be taken as the selling price for that group.

Adding price for different price groups:

1. At the bottom of the Add/Edit product screen, you will find the button “Save & Add Selling-price-group price”. Click on that button. Note: this button will not be visible if there are no selling price groups.
2. In the next screen, you will see the list of the product name (if it is a variable product, all variations), the default price & selling price group prices. Enter the prices for it.
3. Click on Save.

Exporting & Importing selling price group:

1. Go to Products -> Update Price.
2. First, download the Excel file by clicking on the “Export Product Prices” button. There will be a separate column for the group price.
3. In the downloaded file, change the price for the selling price group of the products.
   1. Only selling price group prices of the product will be updated, not the SKU or name.
   2. Any blank price will be skipped.
4. Then import the file.

Selling at a particular price group:

1. Go to POS.
2. At the top, you will see the list of selling price groups. Select the one as per your requirement.
   Note: This will not be visible if there are no selling price groups or if a user is assigned only one particular price group.
3. Select the price group & the selling prices for the product will be as per the price group.

Assigning a user to a particular price group:

• Sometimes you may want to assign a particular price group or a few selected price groups to a user. In that case, create a role with the desired permission & price group assigned.
• You must assign at least one price group for a role if that role has permission to sell.

Assigning a customer to a particular price group:

• Customers can’t be directly assigned to a selling price group.
• You must assign the price group to the customer group that has the customer.

Assigning a price group to a Business Location

• This helps in selling the same product at different prices in different business locations.
• Go to Add/Edit Business Location and select the Default Selling Price Group, If none is selected, the product’s default price will be used.

FAQ?

1. How to hide the Selling Price Group in the POS window from all cashiers

In add/edit roles, you can set which selling price groups will be visible to that role. So in the cashier role, you can uncheck/remove permission for all other selling price groups except the one you want to show or use for the cashier.

Enabling Warranty:

To enable warranty for products, go to Settings -> Business Settings -> Products -> Enable Warranty

Using Warranty

1. Adding Warranty: Add warranty types by going to Products -> Warranty.
2. Assigning warranty to products: Go to Add/Edit product and select the warranty that is applicable for the product.
3. Sell with warranty: Any product which has a warranty assigned will, when sold, use the transaction date as the start of the warranty. You can display warranty in receipts by enabling it from Invoice layout.

Printing Labels

S-Keub comes with an inbuilt feature to print customised labels for products.

You can go to the print label screen from multiple places:

• From the Products sidebar menu Products -> Print Labels.
• Go to Products -> View Products and click on Actions -> Labels. This will add the selected product to the print label list.
• Go to Purchases -> List Purchases and click on Actions -> Labels. This will add the products from the selected purchase to the print label list.

Printing Labels

1. Once you’re in the print label screen, add the products for which you want to print labels by entering the name or barcode/sku id.
2. Adjust the quantity of each product’s label (No. of labels).
3. Select the information you want to display in labels by checking/unchecking the options under “Information to show in labels” heading.
4. Select the Barcode Setting according to your sticker. We have included some commonly used settings.
   You can add a new setting from the Settings -> Barcode Settings menu.
5. Click on Preview to view the labels.
6. If everything looks good, you can click on the Print button to print it.
   Note: You must set the Margins to ‘default’ in the browser print window.
7. If some information is getting half displayed because of sticker size, it is advisable to hide it or, better, to use the 20 Labels Per Sheet setting.

Error: Unsupported SKU id for the selected barcode type

This error means the SKU provided by you when creating the product doesn’t satisfy the encoding for the barcode type.

The solution is to edit the product and change the barcode type to “Code 128”, save & try printing the label again.

Duplicate Product

Duplicate Product helps you easily create a new product with the same data as another product. This saves you repetitive data entry and ultimately saves time by making the product entry process faster.

Correcting product stock mismatch or incorrect stock in different reports

Error 1: Mismatch between sold and purchased quantity

Error 2: Mismatch between the stock shown in the Stock Report and the sales screen. The sales screen accepts quantities greater or less than those in the stock reports.
This rarely happens, for unknown reasons or if you try to manually update the stock in the database.

Solution 1:

NOTE: You must have the role of admin for this to work.

Step 1: Go to your S-Keub address followed by /reports/product-stock-details
Step 2: IMPORTANT: Select the business location and press the search button. It will show the list of products for which there is a mismatch.
Step 3: IMPORTANT: Click on the Fix button for each product.
Refer to the screenshot below.

Solution 2:

If Solution 1 didn’t work, follow Solution 2.

Step 1: Go to the List Products screen and click the Actions button of that particular product.

Step 2: Select the ‘Product Stock History‘ option. It will take you to the Product Stock History screen.

Step 3: In the Product Stock History, select the particular location where the mismatch error occurs and the particular variation of the product (only if it is a variable product). The system then fixes the stock mismatch for that product in that location automatically.

Bulk Edit Products

Bulk edit helps you edit multiple products at once and saves you time.

To edit multiple products, follow these steps:

1. Go to Products -> List Products
2. Select the products you want to edit by clicking on the checkbox present in each product row.
3. Scroll down and you will find the Bulk Edit option; click on it and you can edit the selected products.
4. Also, in the bulk edit screen you can add any other products to edit them.

To add opening stock:

1. Go to List Products
2. Actions > Add or Edit Opening Stock

Editing opening stock (or) Making opening stock 0:

NOTE: If you have already added an opening stock and have to edit it, follow the steps below.

1. Click the ‘+’ symbol.
2. A new row will be created.
3. Add the new amount there.

To make the opening stock ‘0’, add a negative value in step 3.

E.g. if the existing opening stock is 10, add -10 to make the stock quantity 0; if you add a negative amount (-4), the amount will be 6.

Enable bulk edit

This option is switched on by SmartPalm support. Raise a ticket from the customer portal and we will enable it for you.

Custom Labels for Products:

20 custom fields can be added for the product; these custom fields can be used while adding a new product.

Custom fields can be anything related to the product like brand code, product code, etc.

To add these: Go to Settings > Business Settings > Custom labels

Provide the custom label name here.

Field Type for labels:

The data type can be specified for each custom field. Select text, date picker or dropdown types.

For a dropdown, add a line break after each option.

Bulk Price Update:

Prices of products can be edited in bulk using this feature.

Go to Products > Update Price, and download the Excel file.

The Excel file contains the list of product names, SKUs, existing prices of products and selling group prices (if available).

Update the prices of the required products, upload the file and click submit.

NOTE: Make sure not to change any product names, SKUs & headers.