Capture stock items

This article will detail the process, of capturing and maintaining new and existing stock items in the Lightspeed X Series (LSX)/Vend.

We will cover

How to create a single stock item.

How to create variance stock items.

Steps to follow

To add a new product individually into LSX , navigate to the Products -> Products on the sidebar and click the Add Product button.

The following fields need to be captured to ensure the data integrity. 1.) Name 2.) Stock-keeping unit (SKU) or bar code 3.) Product types 4.) Brands depend on industry. 5.) Description 6.)  Supplier price 7.) Retail Price. 

Specify the product name by typing them in the Product name.

To Add the brand or select from an existing brand list click on the Brand drop-down list. 

Type in the Search All brands search bar if you would like to search for existing brands. 

If the brand does not exist on the system, you can type in the name of the brand a click on the Add new button when relevant. 

The description field is not required, but it is recommended to fill it in to make it easier to identify or search for products on the system. We recommend that the user does always input a description. 

To add the description, click on the Description text box and you can begin typing the description. 

Tags are not required. Products can have multiple tags which can be reported on using the 'Sales by Tag' report.

These can be used to define more precise characteristics of a product.

The advantages of using tags are so that you can filter for stock items easily. 

To add tags, start typing in the text box object. 

If the tag does not exist on the system, you can type in the name of the brand a click on the Add new button when relevant. 

Product Type plays a crucial part in reporting in the system. 

Other Point of Sale systems report on it as Departments, Group or Categories. 

Please note that Product types need to be configured on the Product Types menu under the Products > Product types. 

If the product type does exist, please ensure that it is selected. 

It is advisable to only ask appointed employees such as managers to allocate the Categories as it influences the managerial sales reporting. 

To ensure that the product can be sold, enable the Sell on Point-of-Sale option. 

The purpose of this setting is if you do not want to sell the item for a particular reason such as there is no stock or the item’s description needs to change. 

There are two methods to upload images for a product. 

You can drag and drop a file from a specified location, or you can use the Upload option. 

To use the drag and drop function hold drag the image on the Drag images here to upload placeholder. 

Once the items have been uploaded click on the Apply button. 

Click on the check box next to the image and click on Apply Image. 

The image will display like below once it successful. 

In the inventory section of the product, make sure that you have selected the Product with Variants option. This will allow you to add products with variants. 

IMPORTANT NOTE

To ensure that your profit and loss figures are correct, make sure that you have selected a valid 1.) Supplier, 2.) Supplier code 3.) and Supplier price. 

Specify the correct Tax rate in the Tax section. 

To make the correct selection click on the Tax drop-down list button. 

Similar to the Supply Price make sure that you specify the Retail Price of the stock item. 

To perform this action, type in the Retail Price text box to specify the price. Alternatively, you can specify a Markup % as well. 

It is possible to configure variants for a product. This is used in the clothing industry where you may have a variety of a product. Such as different colors for clothing items, like jerseys or jackets, or where you have different sizes for shoes. 

How do variants work in LSX?

The parent is the source product, and each variant will have different SKUs because they are separate items. 

Once variants are made, there are some cases where you may need to edit, update, change, or correct them. 

To add a variant, click on the Choose an attribute dropdown box. 

Once filled in click on the Add as a new attribute option. 

In the scenario below we have created the Colour and Sizes variants. 

Note that for each variant, the system created new SKUs or stock codes

To manage the stock effectively in the system, make sure to check the check box for Track Inventory for this product. 

The Accounting section is important for the integration between LSX and Xero. 

The Sales Account Code and Purchase Account Code need to be correct, otherwise, the ledger transactions will not post to Xero once the synchronization occurs between the two systems. 

If you are unsure about which accounts to use, please consult the accountant. 

Once you have performed all the changes as required, click on the Save button to save the changes made to the stock item.