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An Item is a fundamental component of the Office system. Anything chargeable to a Member/Guest must be set up as an Item. An item fits into one of (3) categories: (1) Food and Beverage, (2) Retail, or (3) Billing. Items have a Child Relationship with Categories, which have a Child Relationship with Groups. Therefore, a Group, and a Category must first exist before an Item can be added to the system. Items are considered a "Module" within the Office system.
When initially setting up the system, or as new Items are added to Dining, Retail or Billing areas of a Club, Administrative Users will need to know how to Add a New Item.
Example of an Item is as follows:
*Food (Item Group)
*Entree (Item Category)
*Lobster Ravioli (Item)
*8oz Steak (Item)
*Trout w/Crab Sauce (Item)
This video walks Users through how to create a new Item; beginning first with basic criteria relevant to all (3) item types (utilizing a Retail Item example), and then moving through the characteristics unique to the Food and Beverage, and Billing Items specifically.
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Within the Clubessential Office Product:
To set up an item, General Fields, General Settings, G/L Account Settings, Inventory Settings, and Additional Settings (specific to Item type) must be entered and saved.
General Item Fields
In the top of the Item Setup Form, the general fields for the Item must be defined.
The “Average Cost” field as calculated through the receipt of Inventory is displayed in this box. When setting up a new Item, this field will be $0.00. In the future, if history is not available, and an average cost is needed to calculate an Inventory Adjustment amount, this field may be populated.
General Item Settings
The “Ask for Price” option (when checked), indicates that when the Item is selected at the POS, a price will need to be input. Typically, this option is selected for Miscellaneous Items.
FnB: Food and Beverage Items
Retail Item: Merchandise Item, Greens Fee Item, Court Fee Items
Billing Item: Dues, Late Fees
G/L Override Account Settings
Below the General Item Fields and Settings, is the area to define G/L Account Overrides. If this section is left blank, the system will default the Item G/L distribution to accounts defined at the Item’s Group and Category levels. The Account Lookup feature may be used to assist in Account selection. If one or many accounts are defined differently at the Item level, the Item level will override the Item’s Group and Category settings.
In the Inventory section of the Item Setup file, additional fields can be populated to assist with Inventory tracking, and sourcing.
The “SKU Number” may be manually entered, or auto-generated by the system to assist with item tracking. Once the Item is saved, the system will automatically generate a SKU number or unique number identifier to associate with the item.
The “Preferred Vendor” option may be populated for the Item based on the Vendor most often selected for supplying the item. The Lookup button can be used for assistance in finding and selecting the desired Vendor.
The “UPC Code” or barcode number can be entered for the item. This item allows the Item to be associated with a barcode number that can be read through the system when selling or inventorying the items.
The “EPIC Code” is related to a future feature.
The “Default Vendor Ref” field can be can populated with the Preferred Vendor’s reference number for the Item (the number the Vendor uses in their system to identify the item). Having this number populated can help when re-ordering the item.
Generally, the “Allow To Be Sold Without Qty Available” option should not be checked to ensure the Item’s proper costing of goods sold. If, however, the need exists for an item to be sold prior to its original costing, the option does exists to exist to allow this to occur.
Food and Beverage Settings
In addition to the Fields and Settings already covered, when setting up a Food and Beverage Item, a few more settings will specifically become relevant.
When creating a Food and Beverage Item, the “Modifiers” section of the file enables Modifier Groups to be attached to the Item. This is particularly relevant with Items that contain options. For example, a Hamburger Item (or other meat Item), may have a Modifier Group attached called, “Cooking Temperatures”, which would contain Rare, Medium Rare, Medium, etc, and would allow a Member to order a Hamburger as desired.
To attach a Modifier Group to an Item, click on the Modifier Group Lookup button.
Search for the appropriate Group, check the desired Modifier Group, and click, “Select.”
When more than one Modifier Group is attached to an Item, after selecting a Group from the listing, the “Move Up” or “Move Down” buttons may be selected to modify the order in which the Modifier Groups appear at the POS during order entry.
Next, in the Point of Sale section of the Item file, some additional options exist specific for Food and Beverage Items.
The “Default Send” field is where the Item (as it appears on the Kitchen Prep Printer) can be set. This field will default with the Item’s Name; however, this can be edited.
The “Ticket Message” field can be utilized to add a message to the receipt when the Item is ordered. Ticket messages can also be established at the Category level.
$Tip: Cross-marketing upcoming events in the Ticket Message can be extremely effective. For instance, if there is an upcoming Scotch tasting, a Ticket Message could be attached to Scotch Items, notifying the Members who order Scotch of the upcoming event.
The “Bin Number” field can be populated for Items stored in numbered Bins (like Wine). Once populated, the Staff can then look up items in the POS by Bin Number for ease of reference.
The “Cook Time” field is related to a future feature.
Assigning a “Default Course” to the item can be helpful when it is customary for the Staff to send food orders to the kitchen by course.
Additionally, in the “Print Configuration” section of the Item file, instructions can be added to specify which prep printer this item will print to once ordered from the POS. Note: Any instructions set at the Item level will override those established at the Category level.
Billing Item Settings
When creating a Billing Item, an "A/R Override" account must be specified. This is the General Ledger account that will be debited when the Item is charged.
Save and Close
Once Item Fields and appropriate Settings have been designated, click, “Save and Close,” to complete the addition of the new item.
Q. Can an Item belong to more than one Category?
A. An Item can only belong to one Category and one Group. You can, however, have an unlimited number of Items in a Category and an unlimited number of Categories in a Group.