In this part of your GolfSuite, you can create, manage, edit, search and order all of your Products.
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Product management - Overview
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You can search via the Main Category and/or (Sub-)Category above the table-grid for quick searches. |
These are functionally the same as in the Table Overview, but in the shape of a Dropdown-Menu of the already created Main- and Sub-Categories.
The table shows various information about your Product(s):
Product Reference
Name
Description (optional)
Price - Selling Price
VAT
stock - If defined, shows the current stock in numbers
Main Category
(Sub)-Category
Facets
Seller
Business Section (mandatory)
On behalf - if defined, this impacts the printed Receipt
There are a few major differences between Products with a stock and those without.
Once stock information is created, the process can not be reverted
You can not define a Bill Of Materials for Products with a stock
You can not define a Period for Products with a stock
Products - General Information
Once you click on a Product, additional information will be displayed below Informations:
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The following information is shown and most (not all) are changeable under certain conditions. |
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The Seller is not changeable after creating a Product |
General Information | |
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Seller | The Seller of the Product |
Category | Lists the Main- and Sub-Category this Product belongs to |
Center | A Profit Center can be chosen, defining the Business Unit in the process |
Business Section (Mandatory) | If no Profit Center is defined, a Business Section has to be defined |
Name | Name of the Product (can be changed anytime) |
Product Reference | Can be changed until the Product has not been billed yet |
Price Information | |
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Price | The Price of the Product |
Currency | Curreny of the Product |
Price no VAT | Choose between Net or Gross (impacts automatically calculated VAT) |
VAT | VAT Percentage in Numbers |
Other Information | |
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Unit | Unit of this Product (can be defined under Inventory Management → Units) |
Availability |
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Additional Information | |
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POS Display | Name shown in the POS |
Description | Shown in Product → Overview |
Memo | Define a Memo for this Product (e.g. not available until end of the year) |
Period (if applicable) |
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Define a Period - affects the billing process depending on the circumstance (various uses, such as in managing your Rental Subscriptions' billing) |
A Period is not definable for a Product with stock! |
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Product Type | |
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Product Type | If you define the Product as a Greenfee, it will be shown during a booking process as a selectable Greenfee |
Product Type Saft | Affects the Accounting Export if SAFT is chosen as Export-Type |
Codes | |
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Booking Reference | Affects the Accounting Export - Define a Booking Reference for an individual Product if required |
Alternative Bar Code | Alternative Bar Code (e.g. internal-Codes for Products) |
EAN-13 Product Barcode | The European Article Number (EAN) for this Product |
Display Options | |
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Color | Select a color for this Product to be shown at the POS (instead of the default-color of the Product Tag, if assigned) |
Icon | Define an Icon for this Product to be shown at the POS (instead of the POS Display Name) |
Sub-Tabs of Products
Next to the Informations-tab, you can define various additional information through sub-tabs:
Click on any of the associated tabs to change the overview - if selected, it is shown in bold:
The following section is split up to inform you about what you can define under each tab and for what it is used for.
Inventory
Here you can check the “In Stock” amount of a Product and which locations have how much stock left.
You can see the following information:
Location - name of the Location (=storage unit)
Stock Quantity - Current stock for this Location
Blocked Quantity - May only be defined when creating a Product, blocks a specific amount to not be sold
Stock Control - May only be defined when creating a Product, enables additional options regarding quantity you may define (and also see in the overview):
- Low Stock Quantity: If this threshold is activated, order additional copies of the Product
- Order Quantity: The general Quantity you should buy the Product in
- Minimum Order Quantity: Do not order less than this Quantity in numbers
- Maximum Order Quantity Do not order more than this Quantity in numbers
Adding a new Location
→ Click on this button to add a new Location (stock management) for this Product:
→ Click on this button to save your selection.
You are not able to accidentally add the an Inventory to the same Location twice - our system prevents this and will notify you why you can not save this entity:
Once a new Location has been added, you can see it below your (total) Stock Amount:
Stock Movements
This table below your defined Locations of the existing stock shows you the history of all the movements:
It shows you:
Date - when the movement occurred
Qty. (Quantity) - quantity affected (positive or negative in numbers)
User - which user changed the stock with the displayed movement
Type - what actually transpired, we differentiate between:
- Movement: Performed in the overview
- Sales: Sales/Refunds at the POS
- Inventory: If you defined a Stocktake, the difference will be shown (the Inventory Date is referred)
- Delivery Note: If a difference has affected the stock using a Delivery NoteDescription - if defined, optional
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The history of the Stock Movements is always kept even if you previously deleted the Location. For instance, you deleted a Location the previous year and add the same Location the following year. → You will still be able to see all prior movements. |
Bill Of Materials
If a Product is not defined with a stock (and never was!), you can define a Bill of Materials out of your already created Products.
→ Click on this button to open up a new dialog window:
Define a Product, its Quantity and the Cost of Good Sold.
→ Click on this button to add this Product to the Bill Of Material.
→ Click on this button to edit the cost of goods sold:
→ Click on this button to delete the assigned Product from this Bill Of Materials:
→ You may click this button any time to deactivate the Bill Of Materials.
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Already defined Products are not saved if you choose to deactivate it and reactivate it at a later date. |
This feature could also be used to define a cost for a prepared meal, consisting of individual ingredients.
Supplier
Shows you On behalf (if defined) and Suppliers (if defined, multiple are possible) of this Product.
On behalf
This can be defined for each individual Product and is being used if a specific Seller sells Products from a different one.
Click on this button to create a Representation:
You can define a Seller or Supplier in your GolfSuite as the Third Party:
You have the option check either On Behalf or On Account, or both. This affects the text of a future receipt at the POS. This does not affect already created Receipts.
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Once this Product has been billed, you can no longer remove representation of a Product. |
You may still change the Seller if you manually rename it in this dialog window, clicking on this button:
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Instead of changing the Third Party this way, we recommend to define a new Product to differentiate between 2 Products sold by different Third Parties, if this scenario occurs. This can be useful if the was not set up correctly. |
Supplier
→ Click on this button to create a Supplier for this Product:
You may set up multiple Suppliers:
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You may always edit the information of your Supplier, which affects the Stocktake and the calculation of the average purchase price, more on this in another section. |
Product Facet
Here you can define a Facet (or multiple ones) for a Product, which can be freely defined and added/removed, depending on your needs.
Adding a Product Facet
→ If there are none defined, click on this button to start adding Product Facets to your Product:
This opens a new Dialog window, where you can define a singular or multiple Facets for this Product:
→ If you hover over an existing Facet, click this icon to immediately remove the Facet from this Product.
→ Click on this button to add a new Facet to this Product, resulting in an additional line:
→ Once you are done, click on this button to add your selection to the Product.
Deleting and Editing Product Facets
→ Click on this button to start deleting all the assigned Product Facets of a Product:
→ Click on this button to open a new dialog window to edit the assigned Product Facet(s):
Click on the same button again to save the changes.
→ If you hover over an existing Facet, click this icon to immediately remove the Facet from this Product.
→ Click on this button to add a new Facet to this Product, resulting in an additional line:
Product Tag
Here are the Product Tags, which are primarily defined and edited under POS - Settings (General Settings):
You can also add or remove them directly in Product management - Overview.
It shows the sorting Index of the assigned Product Tag, the name of the Product Tag, Color and Icon (if defined).
Assign a new Product Tag
Assign a Product to an already defined Product Tag and check which are already assigned to it.
→ Click on this button to start assigning this Product to a pre-defined Product Tag:
A new dialog window opens, in which you search for the name of the Product Tag and finalize it by clicking on the green button to save the assignment.
Remove an existing Product Tag
→ Click on this x-symbol to remove an assignment to a Product Tag.
This results in the Product not being available at the POS under the removed Product Tag.
Bundle
If you pre-define a Bundle (= Article Collection) while creating this Product, it can be visually seen below the Product:
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You still have to add and remove the Products of the Article Collection shown manually. |
Aside Order Items
Here you can add Variations to a specific Product. These can influence the amount and, for instance, reflect a different quantity (0.25l, 0.5l and 1l), an additional item with no need to define as a stand-alone product or simply affect its presentation or appearance without a change in price:
→ Click on this button (next to a variation) to delete an existing assignment.
→ Click on this button to open a new dialog window:
Enter the name of the already existing variation and then click on it in the dropdown menu to select an existing one:
→ Click on this button to create a new variation:
→ Click on this button to save the new Aside Ordering Item (= variation):
→ Click on this button to edit an already selected variation:
→ Click on this button to save the change.
These can be set up the way you require it, e.g. selectable variations of food / beverages, either leading to a price increase, decrease or not affecting the price at all.
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Please be aware, Variations are not individual Products - you may also link Product directly using Cross Selling, as explained in the following section. |
Click on the Product at the POS, e.g. click on Apple-Juice (0.5l) / Cappy:
Click on either of the defined variation(s):
→ Click on the green plus-button (Add selection to ticket) to add this variation to the POS-Ticket:
This will also be reflected below the name of your chosen Product in your POS-Ticket:
Cross Selling
Here, you can add Products linked with this Product:
→ Click on this button to open a new dialog window to link another Product:
→ Click on this button to delete an existing assignment for Cross Selling.
E.g. once I choose the Apple Juice in my POS, you will see an overview of all Products linked using Cross Selling, shown below Recommendations:
Click on a Product, e.g. in our example Apple-Juice (0.5l):
Under Recommendations, you can now choose Burger - click it to immediately add it to the POS-Ticket:
→ In case you decide not to add any other Product or add this Product or any of its variations simply press on this button.
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Cross-Selling only works in one way - if you want either Product to show up as a Recommendation when selected at the POS: You have to choose Product A to link Product A to Product B. |
How to add a new Product
→ Click on this button to start adding a Product:
→ You can always press this button to return to Product management.
You may choose a similar Product to fill out most of the information by default - Click below “Product Search” to start this process:
Click on a Product from the dropdown-list:
→ You can always press this button to return to Product management.
→ Click on this button (Use Product):
The system will fill out the information from the chosen Product - simply change what you need to change:
Under Basic information, you can define the following:
Seller - not changeable after setting up the Product, which Seller sells the Product
Category - the main- and (sub-)category this Product should belong to, (sub-)categories can have multiple different effects while creating a new Product and limiting errors in doing so, for example:
- Enumeration (due to a different number generator)
- Default-Tax in %
- Seller
- Business Section
- On Behalf, if Products are sold by a different SellerName - the name of the Product
Product Reference - the enumeration for this Product, can not be changed once a Product has at least been billed once
Price - the price of the Product
Currency - the required currency
Price no VAT - either Net or Gross
VAT - choose the predefined VAT-category for this Product
Unit - the unit of this Product (piece, package, etc.)
Availability - Either allow everyone to see it, only in the Backoffice (only for invoices in the back-office) or deny (you can not choose nor find this except changing availability ) Product
If there is a number generator set up for this (sub-)category, it will show you a tooltip which number was given last - so the new Product will receive last number + 1:
Click on Additional Information as shown in the screenshot:
Change the values according to what you want to define:
POS Display - the name of this Product shown at the POS
Description - shown in the Product overview
Memo - can be defined if you want co-workers to be notified about something about this Product
Bundle - can be defined to always link a Product Collection with this new entity
EAN-13 Product Barcode - if there is an already existing barcode for a Product you add
Booking Reference - takes priority over the reference defined for Main- and (Sub-)Categories.
Color - shown under Product management → Settings → Categories (visual change)
Icon - will be shown instead of the Product’s name at the POS
Product Type - choosing Greenfee lets you choose this Greenfee in the Booking Dialog window under Bookings → Tee Time calendar.
Article Type SAFT - needs to be defined for SAFT-type Accounting exports.
If you want to define a stock or multiple ones, click on Stock management:
Activate Stock management if required:
→ Click on this button (Add Stock) to add a new stock:
Define a stock (Stock Quantity = Physical Quantity, Blocked Quantity = Not sellable if reached):
Optional - define Stock Control:
This is then shown in the Product overview:
→ Click on this button to finish setting up a stock for a specific storage:
You may choose to edit or delete your defined storage using the shown buttons:
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You can add multiple stock locations for a Product. |
If the Stock Control is defined, the defined values are shown next to the Location:
If you do not need a stock for a Product, click on “Do not activate stock management”:
Define the center (if activated in your GolfSuite):
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If not, you have to define the Business Section.
You can perform a search by clicking on the corresponding Business section, then on the entry in the Dropdown menu:
Click on “Price Information” if you want to define a Supplier:
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→ Click on this button (Add Supplier):
This opens up a new dialog window:
You can define:
Supplier - the Supplier of this Product (= you buy it from)
Supplier Product Number - the number from the Supplier
Supplier Barcode - if a different barcode is used by the Supplier
Price - the price you buy the Product for
Currency - the currency in which you purchase this Product
Price no VAT - either Net or Gross, impacts the stocktake
VAT - the pre-defined VAT in % you buy this Product for
→ Click on this button to finish setting up this Supplier:
You may edit or delete this Supplier using either the yellow or the red button:
If you want to define a Facet or multiple ones, click on “Facets”:
→ Click on this button to add a (or another) Facet:
Click into the field “Facet definition”, choose an overall category and then proceed to define the Facet itself:
→ Click on this button to add another Facet:
→ Click on this button to open a new dialog window, editing the Facet.
→ Click on this button to remove a Facet immediately.
Optional: Click on “Overview” to show an overview of your already defined information:
→ Once you defined everything you want to, click on this button to save the new Product:
Click on the newly created Product and check its information (and change most of it at any given time)
How to perform a Data Export
First, set up an additional Export Configuration or edit an existing one to suit your needs.
Click on Club management…
Click on Export configuration:
→ Create a new Export configuration
or
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→ Edit an existing one using this button
Use Drag and Drop to re-arrange and add/remove export-fields.
→ Click on this button to save the configuration
Navigate back to Product management:
Click on Overview:
Click on this button in the lower left corner of the grid-overview:
Pick the name of the export you want to choose and the format.
→ If you want to cancel, click on this button or outside of the dialog window.
→ Click on this button to Export the Data:
It will then start the process and to export the data. Once it finishes, it will be download automatically.
You may manually download the export as well.
→ Click on the cog in the upper left corner of the screen:
→ Click on this symbol to download this data export (again):
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Only the process(es) of today are shown. Tomorrow, you would have to perform a new Data Export to get the same data. |
Restoring a deleted Product
→ If you deleted a Product you want to restore, click on this button:
Search for the detailed in the grid search (Product Reference, Name, Date deleted…).
→ Click on this button to restore the deleted Product:
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A few limitations may apply - in case you have issues restoring a Product, please contact the Nexxchange Support-Team. |