2.12 Working with the “Store” section

Purpose of the article

To show the administrator and manager how to work with the store: create products and categories, receive products, control stock balances and track product movement.

Who this article is for

• Club manager
• Senior administrator
• Administrator with appropriate store access rights

What you will learn

• How to create products and categories
• How to receive products into the store
• How to manually write off products
• How to view the movement history of products
• How to work with inventory (stock-taking)

Prerequisites

Before you start, make sure that:

• You have access rights to manage the store (product creation, receiving, write-off)
• You know the exact product data: name, prices, weight and calories

Step-by-step guide

Step 1. Create product categories

Before adding products, create categories for them (for example, “Drinks”, “Snacks”).

1. Go to the “Store” section -> “Manage categories”.
2. Click “Add category”.
3. Enter the name and save.

Step 2. Create a product

1. In the “Store” section, go to “Product list”.
2. Click “Add product”.
3. Fill in the required fields:
   • Name
   • Purchase price
   • Sale price
   • Category (select from those created earlier)
   • Gross weight
   • Calories (required for future integration)
4. (Optional) Upload a product photo.
5. Click “Save”.

Important: Without filling in the “Gross weight” and “Calories” fields, the system will not allow you to create a product.

Step 3. Receive products into the store

After creating a product, it must be received into stock.

1. Go to the “Receive products” subsection of the “Store” section.
2. Click “Add product +”.
3. In the window that opens, select the desired product.
4. Specify the quantity.
5. Confirm receiving by clicking “Select products”.

Important: The product will appear in stock balances and become available for sale only after you perform this procedure.

Step 4. Control product movement

1. In the “Store movement” section you can see the full history of operations: all receipts and write-offs.
2. For manual write-off of a product (for example, if it was sold but not written off by the system because of a failure):
   • Go to “Write off products”.
   • Select the product and specify the quantity to write off.
   • Confirm the operation.

Step 5. Perform an inventory (stock-taking)

This function is intended to reconcile actual stock with system balances.

1. Go to the “Inventory” section.
2. Create a new inventory and enter the actual data.
3. The system will automatically calculate discrepancies.

Note: At the moment, this function is rarely used by clubs in daily work.

Common situations

Problem	What to do
The product is not created, the “Save” button is inactive	Check that all required fields are filled in, especially “Gross weight” and “Calories”.
The product is created but not shown for sale at the bar	Make sure you performed “Receive products” and specified the quantity.
Store balances do not match actual sales	1. Check “Store movement” for errors. 2. Perform a manual write-off of the missing product.
You need to change the product price	Find the product in the “Product list”, click it and edit the “Sale price”.
You need to export the product list for reporting	Use the “Export” button in the “Product list” section to export data to Excel.