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Inventory Control

Adding a New Product

POSApt Help Centre • Updated August 21, 2026

From Web Portal:

  1. Log in to Your Web Portal
  2. Go to Inventory
  1. Click on Add Product
  1. Add Product Details
  • Product Name
  • Product Category
  • Product Description
  1. Product Price for “POS” and “Online”
  1. Add variations of the Product if you have more than one of the same type
  1. Add Product Image
  1. Save Product

From POS System:

  1. Click on Manage
  1. Click on Inventory
  1. Click on Products
  1. Click on “Add New”
  1. Add Product Name, Category, and Description
  2. Add Product Price for “POS” and “Online”
  1. Save the product by clicking on “Add Product” at the bottom.
  1. Refresh the system to see the newly added items on the POS screen. 

Note: While various advanced settings are available for each product, these steps cover the basic configuration for quick entry into the system.

For Advanced Configuration:

Note: This process is for advanced inventory control and product management

Click Add Product to open the new product form. The form contains multiple sections for comprehensive setup.

Sections Available:

  • General: Basic product information
  • Product Macros: Optional automation or templates
  • Add-Ons: Optional extras available with the product
  • Save / Cancel: Complete or cancel product creation

1. General Information

Fill in the essential product details:

  • Item Code: Unique identifier (e.g., Code-1055)
  • Item Name: Product name
  • Item Slug: Optional URL-friendly name
  • Brand & Category: For organisation and filtering
  • Sales Tax & Purchase Tax: Apply accurate rates
  • Allergens: List allergens for safety compliance
  • Docket Groups: Assign for printing receipts
  • Product Type & Price Type: Define product category and pricing method
  • Status: Active or Inactive
  • Description: Detailed product info for staff and customers
  • Price Range (optional): Enable if product has variable pricing

2. Product Variations

For products with multiple options (size, flavour, style), create variations.

Steps to Create a Variation:

  1. Click Add Variation
  2. Fill in Basic Information:
    • Variation Code & Name
    • Calories (optional)
    • Min/Max Stock Alerts
    • Max Offer Stock Quantity & Free Stock Quantity
    • Unit Price & Barcode Number
    • Sort Order (display priority)
    • Upload Product Image

Channel Pricing

  • Configure pricing for each channel (POS, Online Order, QR Order)
  • Set Selling Price, Discount Price, Discount %, New Selling Price
  • Activate or deactivate channels as needed

Suppliers

  • Link variation to one or more suppliers
  • Include supplier-specific item codes
  • Ensures accurate procurement and cost tracking

Spice Choices (Optional)

  • Allow customers to select spice level (Mild, Hot, Extra Hot)

Ingredients (Optional)

  • List all ingredients to track inventory, allergens, and product cost

3. Stock Management

  • Manage inventory in batches with expiry dates
  • Track current stock levels
  • Set Min/Max Stock Alerts for low or overstock
  • Monitor Free Stock and promotional quantities

Benefits:

  • Prevent stock-outs or overstock
  • Optimise procurement and reduce wastage
  • Maintain accurate inventory for cost calculation

4. Saving the Product

  • Click Save Product to finalise entry
  • Product appears in the Product List as Active
  • Verify images, details, and variations for accuracy