MODULE 2

ITEMS
ITEMS

INDEX

MODULE 2 ITEMS

1. INTRODUCTION 3. SPECIAL ITEMS

1.1 Objectives & Users rights 3.1 Security Items
and roles
3.1.1 Security Items | Configuration

2. ITEMS CREATION 3.1.2 Creation of Forecourt Attendants

2.1 Item categorization 3.2 Deposit Items

2.2 Central and local items 3.2.1 Creation of the Needed Items

2.3 Print shelf labels 3.2.2 Configuration of the Deposit Item

2.4 Item panel configuration 3.2.3 Assignment of a Deposit Item to a

Composite Item
2.5 Assign item panel configurations
3.3 Consigment items
3.4 Commissions invoicing

MODULE 2. ITEMS
ITEMS

INDEX

MODULE 2 ITEMS

4. SALES RESTRICTIONS 5. MASSIVE UPLOAD

4.1 Configure a Sales Restriction 5.1 Massive upload process
4.2 Triggers of a Restriction 5.2 Implementation of the changes
4.3 Activate a Restriction
4.4 Duplicate a Restriction

MODULE 2. ITEMS 3
SALES

1. INTRODUCTION

TABLE OF CONTENTS

1.1 Objectives & Users rights and roles

 1. INTRODUCTION

1. OBJECTIVES & USERS RIGHTS AND ROLES

Welcome to this new module of your WebBOS training, ITEMS.

Items has been divided in four different areas that will help you explore the
functionalities offered by your new WebBOS related to:

• Items creation
• Special items such as deposit or consignment items
• Items restrictions
• Massive upload of items.

We will analyse each area with a specific chapter in order to study its functionalities
in depth. We will also help you to identify the possible differences between COCO
and CODO when using these functionalities

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 1. INTRODUCTION

1. OBJECTIVES & USERS RIGHTS AND ROLES

Dealer
Site Dealer
Support CM Shop Forecourt Database Wetstock Territory Pricer SFS Business
SALES Manager (CODO/ Financial
Level 1 (CODO/ Supervisor Supervisor Manager Manager Manager (Fuel) Manager Reporting
(COCO) DODO)
DODO)
X* X*
X* X* X*
Item Central items Central items
Central items Central items Central items
visualization Visualization&
management visualization visualization
Local items
visualization
Edition
Form Local items Local items no Local items
Visualization Local items no
visualization visualization visualization
& Edition visualization

Items
management X X X X X X X X X
(report)

Shelf edge
X X X X X X X X
labels

PLU Buttons
X X X X X
Configuration

Sales
X X
restrictions

Massive
upload X X X
process

*For more information about the user rights and roles go to the Authorization Matrix in My OASiS Sharepoint

MODULE 2. ITEMS 6
ITEMS

2. ITEMS CREATION

TABLE OF CONTENTS
2.1 Item categorization
2.2 Central and local items
2.3 Print shelf labels
2.4 Item panel configuration
2.5 Assign item panel configurations
2. ITEMS CREATION

2.1 CATEGORIZATION OF AN ITEM

Before you look at how to create an item or how to update its information, it is necessary to know how the catalogue of your new system is organized.

CATALOGUE
A list of all the items available for sale in the system. It is essential that your items are categorized so that you can organize your stock more easily, speeding up the
replenishment of merchandise and optimizing your purchases. The various reports available on your WebBOS will refer to these categories, families and sub-families. It is
therefore important that you understand the logic behind them.
In your new WebBOS system, the catalogue consists of: Categories, Families and Subfamilies, all levels managed at Central level.

1 2 3

CATEGORY FAMILY SUBFAMILY

Each family is divided into as many
The most general level where you can add Each category is divided into several families.
subfamilies as you wish. In other words,
an item. Normally, they are used to divide If we continue with the previous example,
within the Drinks family, we would have soft
between shop items and forecourt items. So, the Shop category, for example, would be
drinks, hot drinks, energy drinks... as many
we would have the category Shop and the divided into different families such as Snacks,
subfamilies as you need for the correct
category Fuels. Sweets or Drinks.
management of the catalogue.

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 2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS

The WebBOS differentiates between Central Items and Local Items.

1. Select “Catalogue”
on the Side Menu.

2. Click on “Items” in the “Forms” subfamily.

Central items are those created at an Affiliate level and available to both COCOs
and CODOs. Only the Affiliate can create, modify or delete them.
Local items are those created by the Dealer. Dealers can add, modify and delete
local items. They will only be available to the sites of the dealer who created
them. The Affiliate should validate local item creation to authorize the selling on
site. The affiliate can transform a local item in a central one in order for the other
sites to also use this item, specially when the barcode is a common one" - The
dealer who created the item, will receive an alert that the barcode moved to a
central item.

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 2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS

You will be directed to the item information form that you need to fill in.

4. If your role belongs to the Affiliate, the

3. The "Reference" can be generated automatically by the system "Item Scope" will be Central. If you are a
if it is configured in this way, otherwise it has to be added Dealer, the item will be created as Local.​
manually when the item is created.

5. Fill in the different fields to

register a new Item.
• “Price” field is disabled for
only informative purposes.
• When the user modifies
“Vat” field, the “Price” will
be modified.
6. By checking this
box, during the • When the user modifies
“Cost” field, the “Mark-up”
creation or edition
and “%Margin” will be
of an article, that modified.
means you don't
want to manage the
stock on this item.

7. Click on the “Save“ Click on the “Cancel” button to undo the

button to save the changes and go back to the previous screen.
changes.
*Remember that it is mandatory that you fill in the information in the fields with an asterisk in order to continue.

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 2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS

<

The "Cost" is an editable field which value is not calculable (it must be filled in by The "Price" field shows the price information of the item without VAT, it is not
the user) and is not dependent on any other field. Its value affects the fields: editable, its value is updated automatically. This field is modified:
%Mark-up and %Margin. • If VAT increases the Price decreases
• It does not change value when other fields change; • If VAT decreases the Price increases
• It changes if the user manually enters a new value.

The "%Mark-up", an informative text, is disabled for editing and will be The "Price + VAT" field:
updated automatically. • The value changes when the “%Margin” changes.
The value changes when there is a change of Cost.

The "%Margin" field is editable, mandatory and only accepts values <= 100. Its calculation formula is Margin = (Price - Cost) / Price *100
The value changes when: • If Cost = 0 -> Margin = 100%; According to the formula the result would be 100%.
• There is a change of Cost • If Price = 0 -> Margin = 0; According to the formula it would result in infinity. This is a special case.
• The user manually enters a new value • If Cost > Price -> negative.
• If Cost < Price -> positive.
• If Cost = Price -> Margin = 0%.

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2.2 LOCAL & CENTRAL ITEMS

To complete the registration of an item you will need to follow a number of extra steps that you will find by clicking on the "Go to Section":

3. Click on “Section” to access the

Other functionalities of items.

2. Click on the blue code of the item you have created.

4. Configure, if necessary, the: “Stockroom”, “Composite items”,

“Item configuration”, “Packaging”, “​Additional and barcodes
to finish the process of creating an item. The explanation of
each section can be found in the following slides.

1. Click on the Magnifying Glass icon

to display your list of items.

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2.2 LOCAL & CENTRAL ITEMS

“Stockroom” you will need to double check that the item is assigned to the appropriated stockroom. By default, the item is assigned to all stockrooms, and each
stockroom corresponds to one site.

2. Click on 1. Click on “Go to Section” to access

“Stockroom”. Here the Other functionalities of items.
you can associate
an item to the 4. Click on the green check to
stockroom where it register the information.
will be sold. Once
associated, the item 3. This new pop-up
will appear in the window will open.
POS of your site(s). Select a new
stockroom from the
list to associate it
with the item. You 6. Click on the
can also select the floppy disk
address of the icon to save
stockroom. Only the the
5. You can see how much stock, of the selected
stockrooms of the information.
item, is available in each stockroom.
sites the user logged
in has access to will
be shown .

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2.2 LOCAL & CENTRAL ITEMS

“Composite items” in the event of items sold in different pack sizes, you will need to configure them as composite items to do so. Example : you create an item "Coca
cola" sold in 1 unit; then you create an item called" Pack of 6 coca cola" , and add as a component the "Coca cola" unit with quantity = 6"

1. Click on “Go to Section” to access

the Other functionalities of items.

2. Click on “Composite items”.

3. Select the reference code or use the 4. Click on the green

magnifying glass to select the items check to add the item.
that conform the composite item.

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2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS

“Packaging” make sure when you create an item that you indicate, for cost purposes, the supplier pack size. You will be able to create several to choose from when
ordering and receiving.

1. Click on “Go to Section” to access

the Other functionalities of items.

2. Click on “Packing”.

5. Click on the green check to

3. Enter the new packaging code. save the new packaging.

4. Enter the barcode of the packaging. 6. Here you will be able to edit the
barcode of the packaging created.

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2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS

“Barcodes” this option will allow you to add a new additional barcode to your item. For example, you can have a single item with 5 barcodes as the suppliers have
sourced the product from different manufactures.

1. Click on “Go to Section” to access

the Other functionalities of items.

2. Click on “Barcodes”.

3. Enter the new barcode. 4. Enter the description of the item. 5. Click on the green check to
It is not mandatory. register the Additional Barcode.

*Remember that you can have a single item with different barcodes, (e.g,. you can have 19 barcodes for a Chewing gum,
one for each type of flavor), likewise, for the same item, different suppliers can offer it with different barcodes.
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2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS I ALERTS

The alert can be received either at site level or at central level. The alert can be triggered when there are price changes or when a new item is created but also when
the stock is negative if you have ticked "Ctrl. Stock" in the previous steps the fields.

1. The database manager will receive this alert each time a

new local item is created. Click on the “Local items
pending validation” alert and a pop-up window will open
where you can review and validate the new item.

2. Click on "Validate" to make the item available for

VALIDATE use. Once validated you will get a confirmation
message of the action, click on “Accept".

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2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS I ALERTS

1. Once the local item has been validated, the database

manager will receive this alert in case they wish to
centralize the previously validated item in order to share
it with all the sites. Click on “Local item creation” to
perform this action.

2. Click on "Centralize" to make the item available for all sites, changing
the scope of the item from local to central. Once validated you will get a
message confirming the action, click on “Accept".

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2.2 LOCAL & CENTRAL ITEMS

Field Description
Reference Can be generated automatically depending on the configuration.
Name Name to identify the fuel item.
Central items are those that are available to both COCOs and CODOs. It is the Affiliate that creates and manages the catalogue of
Central
Item scope central items. Only the Affiliate has the right to create, modify, delete or activate them.
Local Local items are those that are created by the site when allowed.
Cost The cost of the item, the price purchased from the supplier.
% Mark-up Margin assigned based on the cost of the item.
% Margin Margin assigned based on the selling price.
Price Retail price of the item.
Mod. Date Last date of modification for the item.
%Disc Fast and quick access to apply a global discount for a item.
VA Percentage of the value added tax.
Price + VAT Item retail price with the Value-Added Tax included. This is automatically updated when both the VAT and Price is filled in.
Subfamily Each family is divided into as many subfamilies as you wish. In other words, within the Drinks family, we would have soft drinks, hot
drinks, energy drinks... as many subfamilies as you need for the correct management of the catalogue. This level will be managed by
the Headquarters in Paris and will not be edited at an Affiliate level. The Affiliates can request the Headquarters in Paris to create a
new sub-family if required.
Unregistration date The date for the item becoming inactive within the catalogue.

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2.2 LOCAL & CENTRAL ITEMS

Field Description
Currency Type of currency.
Type Name of the category.
Discontinued Items that are in the system but are not being offered for sale in the store.
Service ítem Describes if the item is a service instead of a physical item.
Weight (kg) Weight of the item in kilograms.
Measure Measure of the item with the auxiliary unit chosen in field “auxiliary item”.
Model Model of the item.
Auxiliary unit Select the auxiliary unit for the “Measure” field. The options that appear are the ones registered in module 2.
Calculate sum detail Does not apply.
Type of guarantee Select the type of guarantee, previously registered in the Company Configuration.
Months guar The number of months guaranteed.
Months expiry Number of months for the item to expire, in case it’s an item that expires.
[Link] Choosing this option activates a message system that alerts the user of the stock status of the item if certain minimum values are
reached.
Packing unit How many units of the item per package unit.
Load in terminal Does not apply.
Item on consignment The stock of the Items and turnover realized belong to the supplier; the dealer will receive a fees based on the sales.

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2.2 LOCAL & CENTRAL ITEMS

Field Description
Sale unit Amount of item units within a packing unit.
Purchase lots management Does not apply.
Stockroom Stockroom associated to the item. The Stockroom assignment is mandatory to manage stocks and sales.
Location Location of the service station, including both the shop and the forecourt.
Supplier Functionality that allows to link items with suppliers and to register the cost of a supplier. Linked with full WebBOS licence.
[Link]. Alpha-numeric code to identify the item.
[Link]. Does not apply.
Currency Type of currency.
Amount Cost of the item associated with the supplier
%Disc Percentage discount to be assigned to an item.
Freight
Pack.
Do not apply.
Months
Yearly Purchase goal
Barcode Item barcode from the specific supplier.
Mod. date Last date of modification for the supplier.
Gen. barcode The system can generate automatically a barcode for items that do not have any (like Gaz) ,it will allow you to have the
possibility to print labels for such items.

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2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS I EDITION

In some cases, you may need to change some characteristics of an item: its name or its price for instance. Let's see how to proceed.

1. Select “Catalogue”
on the Side Menu.

2. Click on “Items” in the “Forms” subfamily.

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 2. ITEMS CREATION

2.2 LOCAL & CENTRAL ITEMS I EDITION

To modify or consult an existing item in your catalogue:

4. All the detailed

3. Click on the blue code of the item you wish to
information about
modify. Only shows the items assigned to the
the selected item
sites the user logged in has access to.
will be displayed on
the left side of your
screen.

6. Edit the fields you

need. The "Prices" tab
is where you can
change the price 1. Click on the two boxes and select
displayed on the POS. the filters you wish to use.
5. Click on the “Modify” button to be able to
2. Click on the Magnifying Glass icon
apply some changes on the selected item.
to display your list of items.
*Remember that it is mandatory that you fill in the information in the fields with an asterisk in order to continue.

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2. ITEMS CREATION

2.3 PRINT SHELF LABELS

You have now started to sell a new product in your shop, or maybe your labels are getting old, and you need to issue new ones . To produce new shelf labels:

1. Select “Catalogue” on the Side Menu. 2. Click on “Shelf Edge Labels”

in the “Reports” subfamily.

The “Print Shelf Labels” functionality allows you to print the labels that
will be used at your shop, either because you start selling a new item
or because there has been a price change. These shelf labels will show
the prices and barcodes of the items, allowing an easy identification
by the customer. Furthermore, this highly important functionality
allows you to update all the shop labels with a standardized size,
shared by all the sites registered within the same company. You can
consult p.37 to see how to print the new label of an item when you are
notified of a price change.

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 2. ITEMS CREATION

2.3 PRINT SHELF LABELS

3. You will be taken to a screen where you will use the
different filters available to search for the item(s) for
which you wish to print new labels.

4. Pay special attention to the

field “Items whose base price
was modified as of”. You can
use it to print labels for all the
items whose price was
changed within a specific
period. With this element you
can keep up to with the
changes made within the
company.

6. Once all the filters

for your search are
set, click on the 5. Once you have made use of the filters to locate the item and the information to be used for the
“Accept” button. label, you need to select the number of Shelf Labels that you print out. You can select a choice
in the “Print format” drop-down menu and choose 18 or 24 labels.

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2. ITEMS CREATION

2.3 PRINT SHELF LABELS I PRICE CHANGE NOTIFICATION

In case you are notified of a price change from the Head Office, you can also print your shelf labels directly from the notification.
There are 2 types of price’s change (Mandatory or Suggested). If the change of price is mandatory:
1. Click on the bell to redirect you
to the “Alerts and notifications”
section or select “Notifications”
on the Side Menu and click on
"Alerts & Notifications".

3. A new window will open,

you will be
redirected to the “Shelf Edg
e Label” functionality. With
this functionality you’ll be
able to generate a new label
for the item with mandatory
price change. Fill in the
necessary information.
2. Click on the "Update prices” alert and a pop-
up will open with the different actions that
you must perform for the suggested prices.

4. Click on "Accept" to print the

new labels with the new price.

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2.3 PRINT SHELF LABELS I PRICE CHANGE NOTIFICATION

Now, If the price change is suggested and only applicable to CODOs:
1. Click on the bell to redirect you
to the “Alerts and notifications”
section or select “Notifications”
3. In the case of a suggested price on the Side Menu and click on
change: when you click on the "Alerts & Notifications".
“Update Prices” alert you will be
redirected to a window where you
can choose, from different actions,
the one you must perform for the
suggested prices (Accept, Reject or
Modify).

2. Click on the "Update prices” alert and a pop-

up will open with the different actions that
you must perform for the suggested prices.
4. If the changes are accepted,
you will have to go to the
"Shelf Edge Label" menu
to print the new labels with
the new price.

5. Click on “Save" to update

the decided action.

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2.3 PRINT SHELF LABELS

Field Description/Action
With reference Include a specific reference.
With name Include a specific name.
Sort by Choose to sort by the reference or the name of the article.
Seasonal products The products that are available throughout the year but with regular fluctuations in their quantities and prices that are linked to
the season or time of the year. Select the season or the time of the year.
Document type The document series type used for the label.
Document number The document number used for the label.
Number of labels The number of labels to be printed.
Category The division between shop items and forecourt items.
Family Each category is divided into several families. If we continue with the previous definition, the Shop category, for example, would
be divided into different families such as Snacks, Sweets or Drinks.
Subfamily Each family is divided into as many subfamilies as you wish. Here are some examples of Subfamilies in the Non-Alcoholic Drinks
Family: Still Spring or Filtered Waters, Still Mineral Waters, Carbonated Waters, Carbonated Mineral Waters, Other Waters,
Colas, Other Soda, Pure Fruit Juices, Fruit Juices, Iced Tea, Energizing Drinks, Flavoured Milks and Non-Alcoholic Beers.
Rate The rates/ price strategy associated with the item.
Current Stock greater than or equal to Does not apply.

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2.3 PRINT SHELF LABELS

Field Description
Stockroom The stockroom associated to the item.
Only Price variations
Reference
Name
Click on the box if you want to see the price variation, the reference, the name, the company, the price and the supplier
Company
reference on the label to be printed.
Lines
Prices
Supplier reference
Horizontal & Vertical start position Does not apply.
Export to csv Select the CSV (comma-separated values) file, that is a text file that has a specific format which allows data to be saved in a
table structured format.

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2. ITEMS CREATION

2.4 ITEMS PANEL CONFIGURATION

2. Click on “POS Items Configuration”

in the “Forms” subfamily.

1. Select “Catalogue” on the Side Menu.

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 2. ITEMS CREATION

2.4 ITEMS PANEL CONFIGURATION

The following steps describe the process from scratch: Create a Template/panels (assign to POS), create a group (title to reg roup items) & assign items to the group. When the
first and second steps are already created , you just have to click on it to assign new items.
3. Fill in the following fields to create the configuration of the PLU template:
• Name: name of the PLU template.
• Description: brief description of the template.
• Master Configuration: if the checkbox is marked, by default, the template
will apply to all the POS/Sites of the company.
• Sites: the PLU template will have to be linked with one site. Select the site
4. Write a name for you are interested in to link the PLU template.
the new group of 5. Click on “ADD GROUP”,
articles. you can create as many
groups as you need.

6. Click on the “pen” symbol

to edit the group.

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2. ITEMS CREATION

2.4 ITEMS PANEL CONFIGURATION

7. In this box you can change the

name you have already written
for the group and by clicking on
the “square” symbol you will be
able to assign a color to it. 8. Click on "Save".

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2.4 ITEMS PANEL CONFIGURATION

9. Click on the arrow to display the information

related to the group and add items to it.

10. Click on “Manage articles” to add

items to the group.

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2.4 ITEMS PANEL CONFIGURATION

11. Fill in the following fields and click on the “magnifying

glass” icon to search for items. If you don’t have the
information, you can directly click on the “magnifying
glass” and all the items will be displayed.

12. To remove only a selected item,

click on it, if you want to
remove all items from the list
click on "Remove all“.

13. Click on "Save".

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2.4 ITEMS PANEL CONFIGURATION

14. The previously selected items will be visible as follow.

Click on the "pen" icon and the browser window will
appear. You can upload the photo of the item (this photo
will be visible at the POS). You can also edit the name of
the item by clicking on the field.

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2.4 ITEMS PANEL CONFIGURATION

15. When this new tab opens:

- Click on the "Name" field in case you want to
modify it.
- Click on "Article image" to upload a photo of
the article and click on “Upload file" to save the
photo and have it displayed on the POS.
Upload file

16. Click on "Save" to

save your changes.

17. Click on "Save" to

upload the changes.

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2.4 ITEMS PANEL CONFIGURATION

In case of a successful update of the "Master" template, a new alert will be generated.

1. Click on the bell to redirect you to the “Alerts

and notifications” section or select
“Notifications” on the Side Menu and click
on "Alerts & Notifications".

2. Click on “PLU master template modification

alert” to open a new pop-up window and view
the details of the new template created.

3. This pop-up will redirect you to Catalogue > Forms > POS
Items Configuration. You will be able to check if the template
created has been uploaded correctly and modify or delete it.

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2.4 ITEMS PANEL CONFIGURATION I EDIT AN EXISTING CONFIGURATION

2. Click on “POS Items Configuration”

in the “Forms” subfamily.

1. Select “Catalogue” on the Side Menu.

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2.4 ITEMS PANEL CONFIGURATION I EDIT AN EXISTING CONFIGURATION

6. All the
information
about the 5. Click on the blue code corresponding to the
selected template whose information you want to modify.
template will be
displayed. Edit
the fields in the
different
sections.

4. Click on the fields and

7. Click on “Modify” to 8. In case you want to make a copy of the select the filters with the
edit the fields. whole template, click on “Duplicate”. available information. 3. To modify or consult an existing PLU
template, click on the “Magnifying
Glass” icon and a complete list of your
existing templates will be displayed.

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2.4 ITEMS PANEL CONFIGURATION I EDIT AN EXISTING CONFIGURATION

9. Once you have

clicked on the
modify button,
all fields will be
editable, and
you will be able
to modify the
ones you have
already created
or add new
ones.

10. Click on the

“Save” button
in order to keep
the changes.

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2.5 ASSIGN ITEM PANEL CONFIGURATIONS

2. Click on “POS Items

Configuration assignation” in
the “Forms” subfamily.
1. Select “Catalogue”
on the Side Menu.

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2.5 ASSIGN ITEM PANEL CONFIGURATIONS

There are two types of sections: "Sites“ section to assign a template to an entire site and "POS“ section to assign a template to each POS device. Let’s start with the first section:

3. Select “Sites” 4. To search for the site, type the

section to name or click on the magnifying
assign a glass to search for it.
template to a
site.
5. Open the drop-down menu
to select the template you
want to apply to the site.

6. Click on "Save" to apply

all the changes.

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2.5 ASSIGN ITEM PANEL CONFIGURATIONS

Let's move on to the next section:

7. Select “POS” section to

8. To search for the assign a template to a POS.
site, type the
name or click on
the magnifying
glass to search
for it. 9. Open the drop-down menu
to select the template you
want to apply to each POS.

10. Click on "Save" to

update the changes.

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ITEMS

SPECIAL ITEMS

TABLE OF CONTENTS
3.1 Security Items
3.1.1 Security Items | Configuration

3.1.2 Creation of Forecourt Attendants

3.2 Deposit Items

3.2.1 Creation of the Needed Items

3.2.2 Configuration of the Deposit Item
3.2.3 Assignment of a Deposit Item to a
Composite Item
3.3 Consigment items

3.4 Commissions invoicing

 3. SPECIAL ITEMS

3.1.1 SECURITY ITEMS | CONFIGURATION

To set an item as a security item, the item has to be already created.

1. Select “Catalogue”
on the Side Menu.

2. Click on “Items” in the “Forms” subfamily.

A “Security items” are those items like lubricants, that
can be sold directly at the forecourt by the attendant,
without the drivers leaving their cars. It is the attendant
who goes into the shop and picks up the item. The cashier
then assigns it to him, and once the customer pays for the
item at the forecourt, the attendant hands the money to
the cashier, thus closing the sales process.

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3.1.1 SECURITY ITEMS | CONFIGURATION

“Items Configuration” this option will allow to indicate if the item that you are creating falls under the deposit or security items category. Deposit items are those with
returnable container and security items are those like the lubricants sold on the forecourt or the bay.
5. Click on the blue code to select the item.

6. Click on “Go to section”.

7. A menu with all the

sections available
will be displayed. 10. Click on the box to
create the security item.

8. Click on “Item Configuration”.

9. A new window will

appear redirecting
you to the item
configuration. 11. Click on “Save” to record the changes.

3. Click on the arrow. 4. Use the filters to search for the item desired.

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3.1.1 SECURITY ITEMS | CONFIGURATION

says
12. A pop-up message will
appear to ensure the Accept
changes have been made. 13. Click on “Accept” to continue.

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3.1.2 CREATION OF FORECOURT ATTENDANTS

To give authorisation to the forecourt attendant to sell a security item in a site, first, the forecourt attendant user must be created.

2. Click on “POS Users” in the “Forms” subfamily.

1. Select “Management”
on the Side Menu.

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3.1.2 CREATION OF FORECOURT ATTENDANTS

Through this functionality a forecourt attendant will be created.

1. Use the Type filter to select between creating a

POS User or a forecourt attendant. click on the
“Forecourt attendant” option. When the Forecourt
attendant is selected, the permission fields and
the login field will be unavailable for editing.

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3.1.2 CREATION OF FORECOURT ATTENDANTS

3. Insert a
name for the
forecourt
attendant.

6. Click on “Sites”.
4. Introduce the
5. Insert the forecourt tagging number. if
POS User ID
your attendants are equipped with Tag;
7. The available sites Otherwise , enter the POS user ID.
will be displayed,
click on the one
you are interested.

8. Click on “Save”.

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3.1.2 CREATION OF FORECOURT ATTENDANTS

Field Description
Security Items A specific item that must be requested to the worker before buying it Items pre-booked by the attendant to the cashier in order
to secure the stock movement between shop and forecourt
Lubricant A substance that reduces friction between two moving parts
Forecourt attendant Person working on the forecourt of service station
Assign To give a security item to forecourt attendant
Un-assign Remove the assignment for an item
Remove the assignment Remove the assignment for an item
Item Configuration To configure the item as a deposit item, security item or both

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3. SPECIAL ITEMS

3.2.1 DEPOSIT ITEMS | CREATION OF THE NEEDED ITEMS

Let's take the example of the "Butane Bottle": let's see how to configure this deposit item.

1. Select “Products” on the Side Menu.

2. Click on “Items” in the A “Deposit item” is an item for which the customer pays a
“Forms” subfamily. certain amount as a deposit, which can be refunded if the
item is returned.
These are mostly items whose container can be returned
once the product has been consumed, for example soft
drinks or bottles of gas.
In both cases, the full amount is paid when the product
is purchased, but if the customer returns the container, the
corresponding amount is refunded.
Similarly, if at the moment of purchase the customer has
brought their own container, for example a bottle of gas,
they will only pay for the content inside.

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3.2.1 DEPOSIT ITEMS | CREATION OF THE NEEDED ITEMS

First, you must create the 3 items composing the deposit item : Butane Bottle, Empty Butane Bottle, and Butane Gas.

1. Fill in the name field with “Butane Bottle”.

2. Fill in the
mandatory
fields on the
form with the
relevant
information
about the item.

3. You will need to repeat this same process for the

4. Click on the “Save” button, other two products, “Empty Butane Bottle”, and
and the item will be created. “Butane Gas”, in order to create them in the system.

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3.2.2 CONFIGURATION OF THE DEPOSIT ITEM

The second step in the process will be to configure the “Empty Butane Bottle” as a deposit item, as this will be the item that the customer will be able to get refunded.

1. Select “Products” on the Side Menu.

2. Click on “Items” in the
“Forms” subfamily.

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3.2.2 CONFIGURATION OF THE DEPOSIT ITEM

5. Click on the blue code corresponding
to the “Empty Butane Bottle” .

6. Click on the “Go to

Section” button.

8. Click on the “Deposit Item” box.

7. A pop-up window
will appear.
7. Select the option
“Item Configuration”.

9. Click on the “Save” button to set the “Empty

Butane Bottle” as a deposit item in the system.

4. Click on the “Magnifying glass” icon to

search for the Empty Butane Bottle.
3. Write “Empty Butane Bottle” to filter the list.

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3.2.3 ASSIGNMENT OF A DEPOSIT ITEM TO A COMPOSITE ITEM

To perform the last step of the process, which is to configure the composite item, you will configure the composite item “Butane Bottle”, which will be composed of the
two following items: “Empty Butane Bottle”, and “Butane Gas”.

1. Select “Products” on the Side Menu.

2. Click on “Items” in the

“Forms” subfamily.

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3.2.3 ASSIGNMENT OF A DEPOSIT ITEM TO A COMPOSITE ITEM

5. Click on the blue code corresponding

6. Click on the “Section” button. to the “Butane Bottle”.
7. Select the option
“Composite items”.

8. Use the “Magnifying glass” filter to search for the

items “Empty Butane Bottle” and “Butane Gas” that
will be part of the composite item “Butane Bottle”.

9. Once you have

selected them,
click on the
green tick
icons for each
of the items to
assign them to
the composite
item “Butane
Bottle”.

10. Click on the diskette icon to save the modifications.

3. Write “Butane Bottle” to filter the list. 4. Click on the “Magnifying glass” icon
to search for the Butane Bottle.

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3.2.3 ASSIGNMENT OF A DEPOSIT ITEM TO A COMPOSITE ITEM

Field Description
Reference Alpha-numeric code to identify the item.
Name Name to identify the item.
Stockroom Stockroom associated to the item.
Grouping A collection of items where we include the options available to the client and that will appear on your POS when you select
your QSR item.
In the case of a menu, for example, the Group of items Drinks, Snacks and Sandwiches will include those products within each
category that can be chosen by the client.
S&C Does not apply.
Amou. Number of units of each selected item.
Amount Retail price of the item.
A deposit item is an item for which the customer pays a certain amount as a deposit, which can be refunded if the item is
returned. These are mostly items whose container can be returned once the product has been consumed, for example soft
Deposit item drinks or bottles of gas. In both cases, the full amount is paid when the product is purchased, but if the customer returns the
container, the corresponding amount is refunded. Similarly, if at the moment of purchase the customer has brought their
own container, for example a bottle of gas, they will only pay for the contents inside.

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3.3 CONSIGMENT ITEMS

The Central office gives to the CODO affiliates a commission (percentage or fixed amount) for the consignment items sold.

2. Click on “Items” in the “Forms” subfamily.

1. Select “Catalogue”
on the Side Menu.

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3.3 CONSIGMENT ITEMS

5. Click on “Section” to access the

4. Click on the blue code of the item you have created.
Other functionalities of items.

6. Click on “Commission”. 7. Click on the “Commission”

checkbox to configure an 9. There will be a drop-down list to select the invoicing
item as a consignment item. method:
8. It is mandatory to select the “Supplier” for
the Commission item creation. • Sales Invoicing: The item will be invoiced considering on
the quantity sold, not the purchased.
• Receivings Invoicing: The item will be invoiced considerin
the quantity received.
10. Percentage/fixed commission fields are enabled to configure commission.
The field will be disabled until Commission checkbox is
checked.

11. Click on “Save” to finish the

configuration of a consigment item.
3. Click on the Magnifying Glass icon
to display your list of items.

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3.4 COMMISSION INVOICING

To invoice the commission of items configured as “Sales Invoicing”, there will be a form to invoice pending commissions, with these filters will be possible to select the items to be
invoiced and the time period to be considered:

2. Click on “Commission invoicing”

in the “Forms” subfamily.

1. Select “Purchases” on the Side Menu.

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3.4 COMMISSION INVOICING

3. Fill in as much information as possible. The minimum data

required are items to be invoiced and the suppliers.

4. Click on “Upload items”.

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3.4 COMMISSION INVOICING

5. Fill in the following

fields to create the
invoice.

6. The filtered consignment items will be listed. Select the items you want to convert to invoice. Make sure you want
to include all the lines checked.
• Checkboxes of the lines are checked by default.
• If the pending column is 0.00 it means that the article has already been converted into an invoice. Therefore, the
checkbox will be disabled. For example: Double Cheeseburger has been sold 1 time. It has not been invoiced; thus,
the pending column is 1.
• When user unchecks the checkbox, “Total Amount to invoice” of the line will turn to 0,00.

7. Click on “Convert” to generate the invoice document.

8. Click "Cancel" to return to the filter page.

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3.4 COMMISSION INVOICING

9. A message will ask for

confirmation. Click “Accept”
to generate the invoice.

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3.4 COMMISSION INVOICING

Field Description
Total: Total quantity sold in the time period filtered (B + C).

Quantity Invoiced: Quantity sold invoiced in the time period filtered.

Pending: Quantity sold that has not been invoiced in the time period filtered.

Total: Total amount collected from sales in the time period filtered (E + F).

Sales amount Invoiced: Amount collected from sells invoiced in the time period filtered.

Pending: Amount collected from sells that has not been invoiced yet in the time period filtered.

Total: Total commission in the time period filtered (H + I).

Commission amount Invoiced: Commission invoiced in the time period filtered.

Pending: Commission that has not been invoiced yet in the time period filtered.

Total amount to invoice Amount to include in the invoice. Initially all pending commissions amounts will be included by default.

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ITEMS

4. SALES RESTRICTIONS

TABLE OF CONTENTS

4.1 Configure a Sales Restriction

4.2 Triggers of a Restriction
4.3 Activate a Restriction
4.4 Duplicate a Restriction
 4. SALES RESTRICTION

4.1 CONFIGURE A SALES RESTRICTION

1. Select "Promotions" on
the Side Menu.

A "Sales Restriction" is a limitation that applies to a sale according to

certain specific terms. For example, you can limit a sale with a
confirmation in the case of selling a specific item to minors. The POS
user will receive a notification requesting a confirmation of age that
will authorise or cancel the sale. They are highly important in order
to respect certain legal constraints of the affiliate or to maintain
2. Click on "Sales Restrictions" in additional control over particular items. There are three different
the "Forms" subfamily. types of sales restrictions with different uses and characteristics:
• Confirmation
• Authorization
• Prohibition

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 4. SALES RESTRICTION

4.1 CONFIGURE A SALES RESTRICTION

In order to create a "Sales Restriction", you should begin by completing the mandatory fields in the "Details" tab.

3. Click on the "Details"

tab, which describes
the information of the
restriction.

5. Finally, there are three checkboxes available.

4. First, in the "Title" field, you must give a name to your new sales restriction. Then, in the "Sales
• "Is Accumulable" allows you to indicate if restriction description" field, you need to provide a high-level description of the restriction. 6. Once these details are
more than one restriction can be applied at the Next, the "POS Description" field refers to the description to be displayed in the POS. In the last configured, press the
same time. obligatory field, "Priority" you will mark the priority of appearance of the restrictions. The "Save Details" button and
priority will indicate, if several similar restrictions apply, which of them will prevail over the other these changes will be
• "Repetition" is used if you wish to apply the saved, so that you can
restrictions, being 1 the highest priority.
restriction to each item within a sale that continue with the
matches the conditions. For example, if there is configuration.
a confirmation type of restriction on an item,
and there are three units of the said item, the
POS user will need to confirm for each one of
the units if marked.
• "Alarm" is used to activate an alarm in the POS
when a restriction is triggered.

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 4. SALES RESTRICTION

4.1 CONFIGURE A SALES RESTRICTION

Field Description
Title The name you want to give to the sales restriction to easily identify it in the system: e.g., +18.
Ticket description The text that will appear on your POS sales tickets when you apply the sales restriction: e.g., Clients must be over 18 to buy
alcoholic beverages.
POS description The text describing what the sales restriction consists of, displayed on the POS when selecting the applied sales restrictions:
e.g,. +18 in alcoholic beverages .
Priority The priority will indicate, if several similar sales restrictions apply, which of them will prevail over the other sales restrictions,
being 1 the highest priority.
Is acumulable If you click on cumulative, you will be able to add more of that sales restriction to the item specified.
Alarm If you click on the alarm, when you select the item in a sale, you will be reminded that a sales restriction has been put in place.

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4.2 TRIGGERS OF A RESTRICTION

Having finished the first step in the process of configuring a sales restriction, we will now pass to the "Triggers" tab.

1. Click on the "Triggers" tab, to define the type and the

2. Select the type of terms of the restriction.
restriction you want
to create from the
"Restriction Type"
drop down menu, 4. Click on "Add" to add the trigger to the restriction.
choosing between:
Confirmation,
Authorization, and 3. Select the trigger you want to add to the restriction from the "Trigger Type" drop-down
Prohibition. menu. There are three types of triggers that can be imposed upon a sales restriction:
"Temporary", "User", and "By Ticket", each one will have its own unique form to complete,
as we will now discover. It is important to note that it is possible to add more than one
trigger to a restriction.

In the case of Confirmation, the POS user will be notified of this restriction with a dynamic and
configurable message in the POS description field. The user has the option either to accept or to cancel.
Regarding the Authorisation restriction, this will request a supervisor´s password from the POS
operator in order to be able to include the item in the primary panel.
Finally, the Prohibition sales restriction will not allow the sale of one or more items in the POS.

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4.2 TRIGGERS OF A RESTRICTION

Let´s begin by looking at the "Temporary trigger", that is an obligatory trigger to define the time frame during which the restriction is active.

1. In this section, you will be able to define the date range during which you want the
restriction to be active. You will have to indicate the start and end date of the restriction
using the "From date" and "To date" fields. Equally, you will need to indicate whether you
want the restriction to be active every day by selecting "All" or only on specific days,
selecting those days individually on the form. Finally, you can indicate between what
times you want the restriction to be active using the "From hour" and "To hour" fields.

3. Click on "Add" to save the conditions of the Temporary trigger.

2. If you check "Must check again at payment", the articles included in the List of articles will be evaluated at the
moment of the payment to check if it activates any restriction. It will only evaluate those items that did not activate
any restriction when they were firstly added in the List of articles.

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4.2 TRIGGERS OF A RESTRICTION

The next trigger we will look at is "User". Here, you will have to select the users who will have access to the sale of items with restrictions.

1. A list of "Available Users" will appear on the left-hand side of the page,
displayed in alphabetical order. By clicking on their name, they will be added to
the list of "Selected Users" on the right hand side.

2. If you cannot see the

name of the user you
wish to add in the list,
you can enter their
name in the "Search
by name" bar to look
for them.
5. Once you have
established the users,
click on the "Save
Triggers" button to save
these changes.
3. There is also the "Select All" 4. Equally, you can click on
button which allows you to "Load More" to see more
select all of the users at the of the users in the system.
same time if you want all of
the users to be able to access
the sale of restricted items.

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 4. SALES RESTRICTION

4.2 TRIGGERS OF A RESTRICTION

Finally, let´s look at the "By Ticket Content" trigger. Here, the parameters that determine which items will be restricted are chosen.

2. Click on "Items selection" checkbox, to choose a

certain items whose sale you want to restrict. In order
to choose them, you will have to select them
1. Select the "Items individually, which we will see how to do later. 5. Once you have made all of
price higher than" the desired amendments
checkbox to allows to the "By ticket content"
you to enter a certain 3. Click on "Ticket amount higher than" checkbox, to enter a quantity trigger, click on the "Save
monetary value in the in the associated field. If the total amount on the ticket is higher Triggers" button, and
related field. If the than the amount entered here, then the sale will be restricted. these will be saved.
price of the item
being purchased is
higher than this 4. If you decide to use the "Items selection" option, then you will have to select the items individually. To
chosen value, then its do this, begin by clicking on the "Select Items" button.
sale will be restricted.

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 4. SALES RESTRICTION

4.2 TRIGGERS OF A RESTRICTION

The following menu will appear:

6. You can enter the relevant

information about the
items using the filters
provided, then click on
the "Magnifying glass"
icon to search for them.
8. You can select the item, or
items, that you wish to restrict
from the list by selecting the
checkbox next to its name. 7. A list of items matching these
Once you have chosen the filters will appear.
items you want to add, click on
the "Select" button and the
selection will be added.

9. Once you have chosen the

items you want to add, click on
the "Select" button and the
selection will be added.

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 4. SALES RESTRICTION

4.2 TRIGGERS OF A RESTRICTION

Field Description
From date to date The field indicates the period over which the restriction is effective.

Days The field specifies on which days of the week the restriction applies.

From hour to hour The field specifies on which hours of the day the restriction applies.

Item price higher tan Define a price from which you want to restrict the sale, and the restriction will be based on this price.

Item selection Choose a particular item to restrict the sale of and the restriction will be based on the type of item.

Ticket amount higher than If the total amount on the ticket is higher than the amount entered, the sale will be restricted.

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4.3 ACTIVATE A RESTRICTION

Now that you have finished configuring your restriction, and adding its relevant triggers, the last thing to do is to activate it.

1. If you are still on the configuration screen, you will be able to

see in the top right-hand corner how the status of the
restriction is "Draft". Just click on the "Enable" button, and
the status of the restriction will change to "Enabled", which
means that the restriction is now enabled and will start being
applied to sales.

A restriction can be in three different possible states. The first,

"Draft", is a restriction that has been registered in the system
but has not yet been activated. The second "Enabled" is a
restriction that is active and available according to its triggers in
the POS. The third, "Cancelled" is a restriction that is no longer
available as it is no longer active. If you want to activate or
enable a sales restriction, then its status must be "Draft", as the
other two states are not editable.

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4.3 ACTIVATE A RESTRICTION

If you have previously created a sales restriction but have not yet activated it:

4. Check the triggers and click on "Enable". As

we saw in the previous case, the state of the
sales restriction will change to "Enabled". 3. Select the sales restriction, then click on its blue
code to display its information.

2. On the Sales Restrictions

screen, click on the
"Magnifying glass" icon to
display the list of existing
sales restrictions in your
system.

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4. SALES RESTRICTION

4.4 DUPLICATE A RESTRICTION

The last option your new WebBOS system offers you is the possibility to duplicate an existing sales restriction, for example in case you want to reactivate an expired sales restriction.

3. The information will be displayed at the top of the

page. Upon clicking on "Duplicate sale restriction"
button, the system will proceed to create a new 2. Search for the cancelled restriction that you wish to
sales restriction with a new code. The new sales duplicate and click on its blue code from the list displayed.
restriction will be based upon the triggers of the
previous sales restriction and will be editable. It
will be possible to modify the triggers of the sales
restriction before activating it.

1. On the Sales Restrictions

screen, click on the
"Magnifying glass" icon to
display the list of existing
sales restrictions in your
system.

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ITEMS

5. MASIVE UPLOAD

TABLE OF CONTENTS

5.1 Massive upload process

5.2 Implementation of the changes
5. MASSIVE UPLOAD

5.1 MASSIVE UPLOAD PROCESS

The Massive Upload process allows you to upload new items in the system simultaneously, and to suggest them to various companies or sites all at once. This can be useful when
you need to add new articles to several sites. Given that there are often several companies and sites to be taken into consideration, this option saves you from having to manually
upload items to every sites, one-by-one. In general, the process of massive upload is the same for both items and rates. In both instances, you must complete and upload a
template to the system with key information.

1. Select “Catalogue” on the Side Menu.

2. Click on “Items and Prices massive

upload” in the “Forms” subfamily.

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 5. MASSIVE UPLOAD

5.1 MASSIVE UPLOAD PROCESS

The first step in the process is to complete the template corresponding to what you are going to upload.

4. Click on the “Download Template” button. You should record the

template, on your PC, with a different name.

3. Select the template from the “Entity type

selection” drop-down menu. drop-down
menu and click on “Items".

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5.1 MASSIVE UPLOAD PROCESS

Let’s look at the “Items” template. In this template, there are three tabs: Items, Sites and Additional Bar code. We will start by looking at the “Items” tab.

1. In the “Items” tab, you will

define the characteristics of the
items you are going to create.
Once you have completed the
2. Follow the indications below to complete the different columns: fields in this tab, move on to the
• "Reference": The reference is the code of the article, must be unique for all items from the same WebBOS company. Its “Sites” tab.
extension cannot exceed 30 characters. This field is required.
• "Name": Name is the commercial name of the item, present on packaging. Its extension cannot exceed 100 characters.
This field is required. The base manager may review the name proposed by the manager in order to standardize tickets for
customers.
• "Category": Category is the code to which the item belongs. The structure is managed centrally. If this field is empty, the
subfamily information is taken. This field is optional.
• "Family": Family is the code of the Family. If this field is empty, the subfamily information is taken. This field is optional.
• "Subfamily": Subfamily is the code of the subfamilies to which the item belongs. This field is required. The affiliate can
request head office to create new families (Fabrice Sasamayoux). The codes available can be consulted using Wizard –
Catalogue.
• "Cost": Theoretical purchase cost which will be used to calculate the margin if the system does not have a supplier
reception which allows it to update this purchase price. Decimal type column, whose separation between the integer and
the decimal part must be by ",".
• "VAT": Expressed as a rate: example = 20. Decimal type column, whose separation between the integer and the decimal
part must be done by ",".
• "Price + VAT": Selling price incl. vat (incl. tax). This field is required. Decimal type column, whose separation between the
integer and the decimal part must be done by ",".
• Unregistration date: Will be used in case of need to deactivate the item at a later date.
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 5. MASSIVE UPLOAD

5.1 MASSIVE UPLOAD PROCESS

Follow the indications below to complete the different columns:

• Item type: There are 3 possible item groups = FUEL/NON FUEL/SERVICES. Link items to an item type.
• Nonphysical Stock: Drop-down list type column with the values: “Empty”, “Yes”, “No”. Yes = the item will not be managed in stock, No = the item will be managed in stock.
• Unit of measure: Configure the unit price of the labels (optional field). The user has to type in the code of the unit of measurement configured in the system. Package quantity
- most of the time = 1 except for items by weight.
• Type measure: Example: KG, UNIT, LITRES. Mandatory field.
• Barcode: A code (that appears on the items form) that will enable it to be scanned at the POS to speed up sales and avoid stock errors. For an item without a barcode, a POS
button will need to be created to simplify sales.
• Supplier name: Enter the supplier's name to relate the supplier with other attributes. The supplier must exist in the system.
• Group Code: Group used to assign sites and items to a supplier, as well as a packaging and a cost per item. You can create several groups if you want to manage different
purchasing costs for each group of sites. Mandatory field if supplier. The group must exist in the system.
• Packaging: Enter the number of units of the packaging. Numerical & Mandatory field. Purchase packaging defined in the item master data ( Go to section/packaging in the
item's form).
• [Link].: The supplier's internal item reference. Not all suppliers have an internal item reference. Optional field.
• Supplier Barcode: Enter the supplier barcode to relate the packaging. Optional field.
• Purchase Cost: Enter unit cost associated with the packaging item and supplier group. Numeric field. Mandatory for new packaging.
• Default Packaging: Shows the default item when the automatic ordering function is used. If there is more than one purchase format from the suppl ier, the main one must be
indicated here: it will appear, by default, in the order and receiving documents. Mandatory if supplier.

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5.1 MASSIVE UPLOAD PROCESS

We will continue with the “Sites” tab.

1. In the “Sites” tab, assign the articles to a specific

company and site. Once you have completed the
template, save the changes and it will be ready to be
uploaded. This step is not mandatory: if the tab is empty,
the articles will be paratagged to all the sites.
2. Follow the indications below to complete the different
columns:
• “ArticleReference”: This mandatory column is the item
code. Select the item reference from the drop-down list.
• “CompanyCode”: This column is the company code. This
code must have been communicated to the database
manager during the implementation stages.
• “SiteCode”: This column is the code of the site, visible in
menu “Site”. This field is required.

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We will finish with the last “Additional BarCode” tab. This sheet will be used to configure additional barcodes for items that already exist.

Reference Company code Barcode

1. Follow the indications below to complete the different columns:

• “Reference”: Introduce the reference of the item. The site code must exist in the company indicated, otherwise, an
error will be registered when uploading the file.
• “Company code”: Introduce the company code to which the item will be associated. The code must exist in the system,
otherwise, an error will be registered when uploading the file and it must be configured to be a son company of the
origin one.
• “Barcode”: Introduce the barcode of the item. It will not be possible to edit existing barcodes, new barcodes will be
created per row. If a barcode that already exists is introduced, no changes will be registered. An error will be shown to
the user. Maximum 50 alpha-numerical characters

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5.2 IMPLEMENTATION OF THE CHANGES

The second step in the process, once the article template is completed, is to upload it into the system.

3. If you accidentally 2. Click on “Upload data” button to load the selected template.
upload the wrong
file, click the
“Clear” button to 1. Click the “Browse” button and
delete the file and select the file you wish to upload.
replace it with the
correct one.

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Once the template is loaded, it will appear in the list displayed in the History of Imports section. 13. If there are errors within the
file, you will see in the "Errors"
11. The "Status" column shows if the data column how many there are. By
10. You will be able to see the last 10 templates is uploaded by the system, if it is uploaded clicking on this number, the file
loaded with relevant information including it will be marked as "Finished". To know if will open, indicating whereabouts
the file name, the user who has uploaded it, the data is well integrated, look at the errors are within the file, and
and the date and time of the upload. the "Imported" & "Errors" columns. what they consist of.

12. In the "Imported" column, you

can click on the number which
14. Rectify these errors in the Excel
template and save the appears, and you will be able to
open the file that has been
changes made in the Excel. Upload
uploaded to the system.
. the modified file following the
steps explained on the previous
page, before uploading you
should record the template under
a new name. The modified file will
replace the old one.

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Field Description
Items template
Reference A numerical code for the item, which should not be repeated. Each item should have its own unique code.
Name It is how the item appears at the point of sale, so it is important that it is recognizable and relevant.
Category and Family The Category and the Family codes to which the item belongs.
Subfamily* Here you must enter the specific Subfamily code.
Cost, VAT, and Price Enter relevant financial information about the item.
Company Code Enter the specific code of the company to which you want to assign the item.
Site Code Enter the specific code of the site to which you want to assign the item. You can assign the same item to several sites withi n the
same company, or to several different companies and sites.

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It is important to check that the items have been correctly uploaded into the system.

1. Select “Catalogue” on the Side Menu.

2. Click on “Items” in the “Forms”

subfamily.

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4. The item should appear in the list. Click

on the blue reference code of the item.
Cheese slice
Burger bread

5. This window will appear, allowing you to view all the

information related to the item. This shows that the
item has been successfully uploaded to the system.

2. Enter the reference code of the item

previously added in the template.
1. Select “Reference” from
the drop-down menu.
3. Click on the “Magnifying
glass” icon to search for it.

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