Adding a Product from Your Phone
Add a product to your catalog straight from your phone — scan a barcode or type a name, pick the pack sizes you carry, and set a price without walking back to a computer.
This may not be available for all stores yet.
How Adding a Product Works
Access requirements. You need edit access to the Product list permission for the store you're working in. Without it, the Add product tile doesn't appear on your phone and the edit pencil is hidden on an item's detail screen.
Everything applies to one store. The store the mobile app is set to is the one the price and stock settings you enter apply to.
Search first, type as a fallback. You pick a department, then scan or search. When a known product matches, its name, size and container are filled in for you. When nothing matches, you type those details yourself.
One product can hold several pack sizes. A single bottle and a 6-pack of the same product are separate sizes under one product, and you choose which of them to add.
Nothing is created until you tap Create product. You can back out of any earlier screen without leaving a half-finished item behind.
The phone covers the basics. Barcodes and costs are read-only there — use a desktop computer for those (see Product Details Drawer).
Where to Access Each Feature
To… | Go to |
Start a new product | Quick access → Add product |
Add a product a search couldn't find | Quick access → Item lookup → Add this product |
Edit a product you already carry | Quick access → Item lookup, open the item, tap the pencil |
Adding a Product
Open the Quick Access Menu on your phone and tap Add product.
Choose a Department. It's required — the search box and the Scan barcode button stay greyed out until you pick one.
Tap Scan barcode and hold the barcode inside the frame, or type into Barcode or product name.
Tap Search. Scanning a barcode searches straight away.
Where you land next depends on what the search turns up.
Choosing From the Search Results
The Select product screen lists what matched — for example, "3 products found for Tito's".
Read each card before you pick. It shows the product name, its size and container, how many sizes are available, and a row of pack-size chips. Anything you already carry is marked In your catalog with a tick.
Tap Select on the match you want. Results run ten to a page — use Previous and Next at the bottom if yours isn't on the first page.
If none of them are right, tap Create manually under "Can't find it?" at the bottom and follow Creating a Product Manually below.
Picking the Pack Sizes to Add
The Match found screen appears when at least one size of the matched product is new to your catalog.
Check the product name at the top. To change it, tap ✎ Edit, type the new name, and tap Save. Leave out size, container and pack — those are added for you.
Review the list of sizes. Every size that's new to you is switched on by default; sizes you already carry are marked In your catalog and can't be added again.
Switch off any size you don't want to carry. The button at the bottom keeps count — it reads Create product for one size, or Create product with 3 sizes for several.
Tap the button to create the product. If you turn every size off, the button greys out and reads Select at least one size.
To add a size the list doesn't offer, tap Add custom size and fill in the details by hand.
When Every Size Already Exists
If you already carry every size of the product you matched, you'll see Already exists instead, with the message "This product already exists — All sizes are in your catalog. Add a custom size?"
From there you can tap View product to open what you already have, Add custom size to add a size that isn't listed, or Search for something else to start over.
Creating a Product Manually
You'll land on the New product screen when a search finds nothing at all, or when you tap Create manually from the results.
Check Product name. If you searched by name rather than barcode, your search text is already filled in. Leave out size, container and pack — those are added for you.
Enter the Size and choose its Unit — for example, 750 and ml.
Choose a Container.
Tap Create product. The button stays greyed out until every required field is filled in.
Setting the Price and Stock Settings
After the product is created you'll see Product created and "Added to your catalog", with three cards for finishing it off. A "!" badge on a card means something's still missing — no barcode on Item details, or no price on Pricing & stock.
Tap Pricing & stock.
Enter the Retail price. Unit cost, Case cost and Current stock are shown for reference but can't be changed here.
Under Store availability, switch Sellable on so the item can be rung up, and Orderable on so it can go on a purchase order.
Tap Save changes. If you added several pack sizes, each one gets its own price, Sellable and Orderable setting in a stacked list, and the button reads Save all instead.
Tap Done for now to finish, or Add another product to go straight into the next one.
Editing a Product You Already Carry
Open Item lookup from the Quick Access Menu and find the item by name, barcode or SKU (your store's own short code for the item, such as BUD-750).
Tap the pencil at the top right of the item's detail screen.
Pick the card for what you want to change:
Basic info — the product name, size, unit, container and pack size.
Item details — the department and everything in the table below.
Pricing & stock — price and store availability, as above.
Make your changes and tap Save changes. You'll see "Product updated" (or "Pricing updated") when it saves.
Tap View in item lookup to go back to the item.
What's on the Item Details Screen
Department sits at the top and is required. Everything else is grouped into sections you tap to open.
Section | What's in it |
Identifiers | SKU, and UPC shown read-only |
Location | Shelf location and Bin |
Ordering | Units per case — how many come in a case from the distributor |
Product info | Brand and Supplier |
Wine & spirits | Style, Sub-style, Varietal, Country, Region, Subregion, Appellation, Vineyard, ABV %, Vintage and Aged (yrs) |
Notes | Description, and staff-only notes |
What It Looks Like on Your Phone
The Add product tile only appears on the Quick Access Menu when your account can edit the product list for the store you're in. The pencil on an item's detail screen follows the same rule.
Tapping Search with no department chosen shows "Please select a department"; tapping it with a department but an empty box shows "Please enter a barcode or product name".
Shelf location and Bin are recorded per store, so they can differ between your locations.
The pricing screen reminds you which store you're changing: "These prices and inventory are for [your store] only. Fully review and edit on a desktop computer."
Troubleshooting
You don't see Add product on the Quick Access Menu — you have it if the tile appears between Item lookup and the reporting options. If it isn't there, your account may not have edit access to the Product list permission for this store; check with your manager.
The search box and Scan barcode button are greyed out — choose a Department first. Both unlock as soon as one is selected.
"Please select a department first" when you tap Scan barcode — same cause; pick a department, then scan.
The Create product button is greyed out and reads "Select at least one size" — every size toggle is switched off. Switch at least one new size on. Sizes marked In your catalog don't count, because you already have them.
"[Product] already has this item ([item name]). Edit the existing item instead." — that exact combination of size, container and pack already exists on the product. Open the existing item and edit it rather than adding a second copy.
You can't type in UPC, Unit cost or Case cost — those are read-only on the phone ("Barcode editing available in desktop", "Edit cost on desktop"). Change them on a desktop computer.
"Not authorized to add products" — your account can look products up but not edit them for this store.
"Product not found" after tapping Select — the match went stale between the search and your tap. Search again from Add product.