Add standard items

This topic describes how to manually add standard items to the store database.

It is recommended that you set up suppliers before you enter a large number of items.

1. Click Merchandising.

2. Click Items.

3. Click New.

4. Select Standard Item and click OK.

5. On the General tab, enter information about the item.

Field	Description
Item Lookup Code	A unique code for the item. This is usually the UPC item code. Note: You can set up Store Manager to automatically generate item lookup codes. Refer to Generate automatic item lookup codes for more information.
Description	The name or description of the item. There is a 30 character limit.
Extended Description	Any additional information that describes the item.
Sub Description 1, 2, 3	You can rename this field and use it to define additional attributes for the item, e.g., Size, Colour.
Barcode	The item’s barcode type. For example, the UPC barcode type is the standard type of barcode for items sold to the general public. The barcode type affects how labels are formatted and printed.
Item type	Select one of the following options: Standard: The item does not have special attributes. Serialized: The item is associated with a unique serial number, which Store Manager uses to track purchases. Kit: The item is a kit that contains other items that are in the store database. These items are bundled together and sold as one item. Gasoline: The item quantity is recalculated when a new extended price is entered. Weighed: The item must be weighed to determine its sale price. The weight can be entered manually or using an electronic scale connected to the register. If you select this option, you can also assign a tare weight to the item on the Tare Weights tab. Non-Inventory: The item is not tracked, e.g., shipping charges, labor hours. Voucher: The item is a gift certificate or gift card sold by the store.
Member of	If the item is a component of a matrix, lot matrix, or assembly item, the lookup code for the matrix, lot matrix, or assembly item it is sold under displays in this field.
Departments	The department the item belongs to.
Categories	The category the item belongs to.
Item tax	The local tax to apply to this item. N Note: If you have enabled POS to apply tax on a per customer basis in the Tax Schedule Basis section under File | Configuration | Sales Tax, and you are shipping the item to the customer, POS will apply the local tax at the destination instead of the tax selected in this field.
Item is taxable	Select this option if the item is taxable.
Price	The regular price for the item. You can either set the price on the General tab or the Pricing tab. The fields on both tabs are connected.
Cost	The amount the store paid to purchase the item. You can either set the cost on the General tab or the Pricing tab. The fields on both tabs are connected.
Profit Margin	The profit margin for the item. This field is calculated using the calculation [(Price - Cost) / Price] x 100. You can either set the profit margin on the General tab or the Pricing tab. The fields on both tabs are connected.

1. On the Inventory tab, enter reordering information (e.g., Reorder Point and Restock Level). On hand quantities are updated when purchase orders are received.

Field	Description
On hand	The current number of items in stock. The number is reduced whenever the item is sold. The number shown can be either a positive or negative. If the item is a non-inventory item, the number is zero.
Unit of Measure	How the item is counted or measured, e.g., weight, size, cans, bottles, packages.
Restock Level	The minimum quantity of the item that you would like to have on hand. If you set a Restock Level, you can select Order items based on re-order information when you create a purchase order requisition and RMH will automatically calculate the quantity to order to bring the on hand quantity of the item back up to the specified Restock Level. For example, if you set the Reorder Point at 6 and the Restock Level at 24, and the on hand quantity drops to 4, if you create a purchase order requisition based on re-order information, RMH will automatically order 20 of the item to bring the on hand quantity up to the desired Restock Level of 24.
Reorder Point	The threshold for reordering the item. If you set a Reorder Point for an item and the on hand quantity of the item reaches (or falls below) that point, you can select Order items based on re-order information when you create a purchase order requisition and RMH will automatically add the item to the purchase order. RMH will also automatically calculate the quantity to order if you set the Restock Level.
Replacement cost	The amount the replacement item will cost.
Available	The current number of items in stock that you can sell, i.e., on hand – committed. This field is calculated and cannot be edited.
Offline	The total number of all entries for the item stored in offline inventory. This field is calculated and cannot be edited.
On Order	The total number of the item that you have on order, e.g., in purchase orders or inventory transfers. This field is calculated and cannot be edited.
Transfer out	The total number of the item that is included in outward inventory transfers that have not yet been issued. This field is calculated and cannot be edited.
Date created	The date the item was created. This field is calculated and cannot be edited.
Last received	The date the item was last received into the database. This field is calculated and cannot be edited.
Last ordered	The date the item was last ordered. This field is calculated and cannot be edited.
Last sold	The date the item was last sold. This field is calculated and cannot be edited.

1. On the Pricing tab, enter item pricing.

Option	Field	Description
General Pricing	Price	The regular price for the item. You can either set the price on the General tab or the Pricing tab. The fields on both tabs are connected.
	Cost	The amount the store paid to purchase the item. You can either set the cost on the General tab or the Pricing tab. The fields on both tabs are connected.
	Profit Margin	The profit margin for the item. This field is calculated using the calculation [(Price - Cost) / Price] x 100. You can either set the profit margin on the General tab or the Pricing tab. The fields on both tabs are connected.
	Price level A, B, or C	If your store uses different price levels for items, enter the prices in these fields. If the price levels are not set, POS uses the value in the Price field (the regular price).
	MSRP	The manufacturer’s suggested retail price (MSRP) for the item.
Price Bounds	Lower bound	The recommended lowest price for the item. If a cashier or sales representative attempts to sell the item below this price, POS displays a warning message.
	Upper bound	The recommended highest price for the item.
Sale Pricing	This item is on sale	Select if the item will be on sale during the specified number of days or according to a schedule.
	Sale price	The sale price that is in effect during the specified number of days or according to a schedule.
	This sale is in effect for a specific period	Select this option if the item will be on sale for a specific number of days. Use the Start Date and End Date fields to select the time period.
	This sale is in effect according to a schedule	Select this option if the item will be on sale according to a specific schedule and select the Schedule from the drop-down list.
Buydown Pricing	Buydown price	The price to charge for each qualifying buydown item.
	Buydown quantity	The quantity that is available at the buydown price. If the customer buys more of the items than the remaining buydown quantity, POS prices all of the items at the buydown price. In subsequent sales, POS uses the value in the Price field (the regular price).

1. (Optional) On the Discounts tab, enter item discounts.

Field	Description
There is no discount scheme for this item	Select this option if there is no discount scheme currently applied to the item.
Use a Mix and Match discount theme	Select this option to apply a mix and match discount scheme and select the scheme from the Discount scheme drop-down list.
Use a Buy X and get Y for Z discount scheme	Select this option to apply a buy X and get Y for Z discount scheme and select the scheme from the Discount scheme drop-down list.
Use a quantity discount pricing table	Select this option to use a discount table to establish discount prices for the item based on the quantity purchased. The Quantity column indicates the minimum number of items that must be purchased at the indicated Price in order to qualify for the discount prices in the Price A, B, or C columns. Select Discount odd items if you want to extend the discount price of the item to items above the Quantity that do not meet the next level of discount.

1. (Optional) On the Commission tab, enter commission information for the item.

Field	Description
Do not allow commission for this item	Select this option if there is no commission on this item. If a sales representative who earns commission sells this item, they will not earn a commission from it.
Base this item’s commission on the schedule defined for the sales rep	Use the commission schedule defined for the sales representative.
Base this item’s commission on schedule defined below	Use a commission schedule that is specific to the item. If you select this option, the commission schedule you define for the item overrides the commission schedule defined for the sales representative.
Fixed Amount	If you want to base commission on a fixed dollar amount per sale, enter that amount.
Percent of sale	If you want to base commission on a percent of the sale amount, enter the percentage.
Percent of profit	If you want to base commission on a percent of the profit, enter the percentage.
Maximum commission	If you want to cap commissions on the item to a specific dollar value, enter that amount.

1. On the Aliases tab, click New and enter any aliases for the item.

2. On the Substitutes tab, click New and select any substitute items that a customer might purchase instead if the item is out of stock.

3. Use the Special tab to manage other item properties.

Field	Description
Tag along item	If this item is sold with a tag along item, click the browse icon and search for the lookup code of the tag along item.
Quantities	The number of tag along items that will be sold when the original item is sold.
Parent Item	The lookup code of the parent item (e.g., a case of bottled water) that contains a specific quantity of this item (e.g., a bottle of water), which can also be sold as a single item.
Child quantity	The quantity of single items (e.g., 12 bottles of water) within a parent item (e.g., a case of bottled water).
Item message	The item message that is displayed to the cashier at the register when the item is sold, e.g., Verify age limit.
Bin location	The location in the store where the item is stored.
Weight	The shipping weight of the item. This information is used to calculate shipping charges.
Notes	Any special information about the item.
Picture	If you want to display a picture of the item on net display, do one of the following: Click the Browse icon and select the picture. Enter the file path to the picture (including the file name). Enter the file name. Pictures must be in BMP, JPG, or GIF format. If you prefer to enter only the file name, the file must be saved to the Pictures folder. The Pictures folder is usually located at C:\Program Files (x86)\Retail Hero\RMH Store Manager\Pictures. The path to the Pictures folder must be configured in the Store Administrator app. If you enter a different file path to the picture, e.g., C:\Temp\Picture.jpg, when you save the item, the system saves copy of the picture in the Pictures folder.

1. Use the Serial tab to manage serial numbers for serialized items. Refer to Serialized items for more information.

2. Use the Kit tab to create or break kits. Refer to Kit and assembly items for more information.

3. Use the Options tab to manage other options for the item.

Field	Description
Must enter price at the POS	Select this item to prompt the cashier to enter the price of an item before the item can be added to the transaction, e.g., the price of items sold at a deli counter.
Accept food stamps for this item	Select this option if the customer can purchase the item using food stamps.
Quantity entry at POS not allowed	Select this option if you want to restrict cashiers from entering the quantity of the item at the register.
Item is not discountable at the POS	Select this option if you want to restrict cashiers from entering discounted prices for the item at the register.
Item is available on the website	Select this option if you are using RMH Store Manager with a web store and you want to make this item available on the web store.
Item is now inactive	Select this option, along with the Prevent sale of inactive items store rule (available under File | Configuration | Store Rules | POS Options), if you want to prevent all sales of this item in POS. If you select this option but you do not select the Prevent sale of inactive items store rule, the item can still be sold in POS as an individual item, or as part of a matrix, lot matrix, or assembly item. Making an item inactive does not prevent ordering. If you want to prevent ordering, set the on hand quantity to zero (or a positive number) on the General tab, set both the Reorder Point and Restock Level to zero on the Inventory tab, and select Do not order on the Purchase tab. Note: Making an item inactive is the recommended approach. If you delete an item, it can break relationships in the database and cause problems with generating reports.
Block sales for this item	Select this option if you want to block sales for the item for the specified number of days or according to a schedule.
The block is in effect for a specific period	Select this option if sale of the item will be blocked for a specific number of days. Use the Start Date and End Date fields to select the time period.
The block is in effect according to a schedule	Select this option if the sale of this item will be blocked according to a specific schedule and select the Schedule from the drop-down list.

1. Use the Purchase tab to manage purchasing and reordering. Refer to Add supplier information on the Purchase tab of the Item record for more information.

2. (Optional) On the Voucher tab, select voucher options.

Field	Description
Item can not be sold	Select this option if you want to prevent the item from being sold.
Item can not be returned	Select this option if you want to prevent the item from being returned.
Voucher can be reused	Select this option if you want to be able to reload the voucher. This is particularly useful for gift cards. Note: This option is only available in Central Manager. You must select the Global option to activate this option.
Global	Select this option if you want vouchers to be redeemable at any of the stores managed by Central Manager. If this option is not selected, vouchers can only be redeemed in the store where they were sold. Note: This option is only available in Central Manager.
Linked tender	Select the voucher tender type. All vouchers much be linked to a tender type so they can be redeemed at point-of-sale.
Numbering	Select Cashier entered if you want the cashier to enter a preprinted voucher/serial number or select a voucher serial number in POS when a voucher is sold. Select Auto generated if you want POS to automatically generate a voucher number in POS when a voucher is sold. Use the Number Format field to specify the format POS should use for voucher numbers, e.g., VCHR-###### would generate voucher numbers suchas VCHR-000001, VCHR-000002, etc.

1. Use the Tare Weights tab to set up tares for weighed items. Refer to Weighed items for more information.

2. On the Extended Properties tab, select additional item properties.

Field	Description
Whole Number	Select this option if you want to display quantities in whole numbers only, e.g., 8 instead of 8.5. In stores that only sell whole units, this can make quantities easier to read. Do not select this option if the store sells weighed items or items that sell in partial quantities, e.g., 6.5 yards of fabric.
Do not allow to edit Unit of Measure on Inventory Tab	Select this option if you want to prevent cashiers and others from changing the unit of measure for sales.

1. Click Save And Close.