Manage your inventory with Genius

Organize the Item Library

All inventory lives in the Portal (Back Office). The library is a hierarchy with four levels, and only the first and last are required.

• Category is the broadest level, such as Apparel.
• Subcategory and Group are optional layers inside a category.
• Item is the thing you sell and count.

What the controls do

• Actions on a row adds or edits categories, subcategories and groups.
• The pencil icon opens an item for editing.
• Move Selected Items moves ticked items to another branch.
• Delete Selected Items removes ticked items after two confirmations. Deletion is permanent.

Add an item

Only Item Name and Unit Price are required. Fill in Cost and Item Code as well, because margins, barcodes and packaging all depend on them.

1. Click Add Item at the top right of the Item Library.
2. Enter the name, unit price, cost and item code.
3. Under "Where this item will appear," click Select to set the Item Library Position.
4. Choose the Item Screens where its button shows on the POS.
5. Tick Enable Quantity Tracking and enter the Quantity on Hand.
6. Click Save, then Done.

Import items in bulk

For a large catalog, fill in a spreadsheet and upload it instead of typing each item.

1. Download the Item Library sample file.
2. Fill in one row per item. Leave Item Id blank.
3. Save the file as .ods (OpenDocument Spreadsheet).
4. Return to Import Library, click Choose File, then Import.

Required columns

• Category, Color, Icon and IconType
• Item Name and Price
• Discountable and Gift Card (Yes or No)

Turn on quantity tracking

This is the switch that makes Genius count stock. Once it is on, every sale deducts from Quantity on Hand.

1. If you have more than one location, select the location first. Tracking is set per location.
2. Find the Track Qty column in the item table.
3. Tick the checkbox for each item you want to track.
4. Type the quantity you have on hand in the box beside it.
5. Click Save at the top right.

To stop tracking an item, untick its box and save.

Count stock and receive deliveries

Sales lower your counts automatically. Deliveries and stock takes are entered through a file you download, fill in and upload.

1. Open the Download and Update dropdown beside Save.
2. Pick the method that matches the job:
   • Physical Count to correct stock after counting the shelves.
   • Items Received to add a delivery to what you already have.
3. Download the file, enter the numbers and upload it back.

Set up barcodes

The Item Code field is the barcode. An item without a code returns nothing when scanned.

Add codes

• One item: open it with the pencil icon, enter the UPC in Item Code and save.
• Many items: choose Export Active Records, fill in column P with each code, then re-import the file.

Scan at the register

1. Open the Orders (Sale) module on the POS.
2. Go to Search and tap the barcode icon.
3. Scan the item. It is added to the cart.

Sell by unit, pack or case

Packaging lets one item be sold and tracked at several sizes, such as a single bottle and a case of 12.

1. Check that the item has an Item Code, Item Name and Unit Price.
2. Scroll to the bottom and turn on Enable Packaging.
3. Click + Add Packaging.
4. Enter the package name, quantity, unit, case quantity, case cost and case price.
5. Click Add, then Save.

Levels are created at the Account level. Each location then enables or disables them with the pencil icon.

Link vendors and set reorder points

Vendors tell Genius who supplies each item, and reorder points tell it when you are running low.

1. Grant access: in Staff › Groups, edit the group and tick "Allow users to access and manage Vendors."
2. Click New Vendor, fill in the required fields and save.
3. Assign vendors to items at the location level. One per item can be the Primary Vendor, marked with a yellow star.
4. Set a Reorder Point (the minimum to keep) and a Target Quantity (the ideal level).

Worked example

Target 100 hats, 16 on hand. Genius flags the item and suggests ordering 84.

Adjust prices and costs

Change one item in its row, or move many prices at once by a percentage.

One item

Type the new value in the Price or Cost field of the row and click Save.

Many items

1. Tick the items, or tick the header box to select all shown.
2. Choose Bulk Action › Adjust Prices.
3. Enter a percentage: 10 raises prices 10%, -10 lowers them 10%.
4. Choose Unit Price, Location Price or both.
5. Pick a rounding rule, such as nearest $0.05 or a .x9 ending.
6. Click Apply Adjustment.

See what is selling

Item Mix shows which items and categories move, so you know what to reorder and what to mark down.

• Top Item Sales charts your top ten items by sales and by quantity sold.
• Top Category Sales shows the same for categories.
• The table under the charts lists quantity sold, refunds, discounts and tax. Click a column name to sort.
• Use the Date field and Location dropdown to change what is shown.

Sync the POS after every change

Changes made in the Portal do not reach a device until it syncs. Do this after any edit in the chapters above.

Countertop

1. Go to the Home Screen.
2. Tap Sync Now at the bottom left.

Handheld

1. Go to the Home Screen.
2. Tap Settings at the top right, then Sync Now.

Wait for the syncing message to finish before taking the next sale.