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Adding items manually

In Lightspeed Retail POS, you can add items manually in two ways:

 

    1. Ahead of time under Inventory > New Item.

      inventory_newitem.png

    2. On the fly during a sale by selecting +New. 

      Screen_Shot_2020-10-29_at_2.36_1.png

    Although other workflows might be more efficient at adding all your items to your inventory, knowing these basic workflows will come in handy in the future. Knowing them will also help you become familiar with the item details that are available to you in Lightspeed Retail POS.

    1. Ahead of time under Manager > Inventory > New Item.

      inventory_newitem.png

    2. On the fly during a sale by selecting + > Create New Item. 

      create_new_item.png

    Although other workflows might be more efficient at adding all your items to your inventory, knowing these basic workflows will come in handy in the future. Knowing them will also help you become familiar with the item details that are available to you in Lightspeed Retail POS.

In this article, we'll cover how to create an item manually ahead of time. To help you get started with Lightspeed Retail POS as easily and quickly as possible, the table in this article only includes the essential details we recommend entering as a starting point. If the item details you consider essential for your business needs aren't included in the table below, please see the Adding items article in the Retail POS (Web) category of the Help Center. It includes the full list of the item details you can enter.

As for the QOH of your items, whether you enter it now or not is dependent on if you foresee it changing between the time you enter their QOH and go live with Lightspeed Retail POS. For example, if you plan on processing sales in your previous POS after you enter the QOH of your items in Lightspeed Retail POS, their QOH will not be accurate when you go live with Lightspeed Retail POS.

If you do foresee their QOH changing, don't enter the QOH of your items when you add your items manually. Keep their QOH at 0. This way, the day before you go live with Lightspeed Retail POS, you can export the QOH and unit cost of your items from your previous POS and import it into your Lightspeed Retail POS account. To do so, you'll need to import the QOH and unit cost of your items into a purchase order. For more information on how to do so, please see Updating your quantity on hand before going live.

If you don't foresee their QOH changing, enter the QOH of your items when you add your items manually. As the QOH of your items will not change after you enter it, your QOH will still be accurate on the day you go live with Lightspeed Retail POS.

 

 

To add an item manually ahead of time:

 

  1. From the main menu, select Inventory > New Item.
  2. Enter the item's details (see the table below). 

    Screen_Shot_2019-10-03_at_5.34.png

  3. Select Save Changes. This will display the submenu on the left-hand side.
  4. Optionally, select the Vendor IDs submenu to add identification numbers and default costs for your vendors.

    Screen_Shot_2019-10-03_at_5.36.png

  5. Select Save Changes.

 

Item Detail Definition
Description

The name of your item. Make it unique so you can tell it apart from other item descriptions.
Type

Single: An item with stock.

Box: An item that typically comes in bulk quantities but can be sold in individual units of the same item. For example, a 12-pack of soda. For more information, click here.

Assembly: An item that is made up of many different items. For example, a bicycle or gift basket. For more information, click here.

Non-Inventory: An item with no stock. For example, a service fee.

Serialized: Selecting this checkbox allows you to track serial numbers, no matter the item type.
Add Qty.

Only enter a QOH if it'll stay the same between now and when you go live with Lightspeed Retail POS. If you foresee it changing, leave it at 0 and please see Updating your quantity on hand before going live.
UPC The "Universal Product Code" of the item. It contains the manufacturer identification number and the item number. The UPC you enter must be 11 or 12 digits.
EAN The "European Article Number" of the item. It's also known as the "International Article Number". The EAN number you enter must be 13 digits.
Custom SKU

The series of numbers and/or letters sometimes required for internal shop use.

For example, you can use this field for old POS barcodes or item numbers.
Manufacturer SKU The manufacturer's series of numbers and/or letters assigned to the item by the manufacturer.
Category (and sub-categories) The category and sub-categories you want the item to be organized into (e.g. Apparel > Women > Tops). It's helpful to organize your items into categories and sub-categories as you can use them as filters in many areas of your account (e.g. inventory searches and reports). Although you can have up to nine sub-categories, we recommend organizing your items into a three-level category branch maximum (category > sub-category 1 > sub-category 2).
Brand The item's brand (e.g. Shimano). From this drop-down, you can add a new brand or search an existing one.
Tags Keywords you can use to search and report on items. To enter multiple tags for an item, separate them by commas (e.g. "summer, women). If a tag has multiple words, use a dash to separate the words (e.g. on-sale).
Default price The price charged to the customer in your shop.
MSRP price  The manufacturer suggested retail price. This price is not charged to the customer unless you set it to. You can also specify whether or not to display the MSRP price on labels.
Tax Class 

The tax class to apply to the item if it's taxed at a different rate than your shop's sales tax. 

Lightspeed Retail POS has three built-in tax classes:

  • Item
  • Labor (if optional module Service is enabled)
  • Gift Card (if optional module Gift Cards is enabled)

Note: You can select a custom tax class (e.g. Clothing) if you created it under Settings > Tax Classes.
Default Cost

The cost at which you purchased the item from your vendor.

Note: If you entered a quantity in the Add Qty. field, your Retail POS account will use the Default Cost as the unit cost when it adds the quantity to your inventory.
Vendor The name of the vendor who sold you the item. From this drop-down, you can add a new brand or search an existing one.
Vendor ID The vendor's part number for the item. To enter vendor IDs, click Vendor IDs on the submenu. You can specify a default cost for each vendor ID.

 

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