The Idealpos software is able to be configured however you choose, however we do recommend everyone put the time in to go through the structure of the stock items. Within pos we have 3 levels of hierarchy for your stock items, these are as follows:
Stock Items are what we call all the stock items that you sell or goes through in sales. There are 7 different types of stock items that are used, some of these types are combinations of settings but they are as follows:
Stock Control: A stock controlled item is an item that has been brought into your stock system, and is sold basically as it is. These items are also items set to be run with stock control and have stock levels.
Non-Stock Control: This is an item that you sell but do not need or want to keep track of the stock levels. Some people choose to not run stock control on their items but we definitely do not advise this.
Indirect Items: These are items that are made up of a part of 1 or more items that are stock controlled. Examples include but are not limited to, a bottle of beer. A bottle of beer is considered as Indirect, while the carton of beer is the Direct Item. The bottle is Indirect because it uses only 1/24 bottles of the carton of beer. Cocktails and other recipes such as burgers may include various items.
Indirect Non-Stock Control: By un-ticking the stock control option on an indirect item, this will cause the indirect item to still calculate its cost price from the stock control items it is linked to, but no stock control is performed.
Instructions Non-Stock Control: This is a special non-stock control item that is used for food and service instructions. Instruction items print out indented from the side so they can be differentiated from normal stock items, they can also be set to print red.
Instructions Stock Control: This is an instruction item that needs to be stock controlled, but needs to print as an instruction on the kitchen printer. An example of this would be flavoured syrup in a coffee. Instruction items print out indented from the side so they can be differentiated from normal stock items, they can also be set to print red.
Scale Stock Items: By ticking a stock item as a scale stock item, this will force Idealpos to get the weight measure from the scale. The weight is then multiplied by the selling price to calculate the correct unit price. If no integrated scales are installed only manual scales then a box will pop up asking a manual entry of the weight.
Departments are used primarily for grouping of the stock items, departments are beneficial to link the stock items to sales categories and print groups as well as other settings such as sales prompts and stock item points factors. Having correct department links will allow for much more detailed reports. Departments link your stock items to sales categories so for example every item in the lunch department could be linked to the food sales category. You can also pull detailed reports and group them by department.
Sales Categories are used for accounting and reporting. You can link your departments to the sales categories and then when setting up an accounting integration you can link your sales categories to your general ledger codes in your accounting package. You can also pull detailed reports and group them by sales categories.
Attached is a diagram of the hairachy breakdown from Stock Items to Departments to Sales Categories