Manually Add Inventory Items


On the tool bar, click on the ‘Store’ icon and select “Inventory Management”. Click the ‘+ Add new’ button on the top right and the system will show the screen to input item parameters.

The system groups items into Categories, which are then grouped into Departments. This allows you to better organize your portfolio for reporting purposes.  To learn more about how Categories and Departments are created on the System, check topic ’Departments and Categories’.


Mandatory fields:

1.       Item Description --> Will be shown on the Sales Receipt and in Reports generated by the system

2.       Department       --> Check Topic Departments and Categories for more detailed information.

3.       Category            --> Check Topic Departments and Categories for more detailed information.

4.       Unit label            --> Unit of measure for this item (pcs, lbs, pkg, etc.)

5.       Active                 --> Option that allows user to disable the item for Sales purposes.

6.       Price 

a.       Fixed Price: Set price from the server database

b.       Open Price: Cashier will enter the price at the point of sale. This price will often change for each transaction

i.      Ex: Deli Environment - create a generic Sandwich Item.  The cost of the Sandwich Item will vary depending on what type of sandwich is ordered and what ingredients are included on the sandwich. When the cashier rings up the sandwich, they can easily input the appropriate price of the sandwich at the point of sale.

c.       Unit Price: Set price per unit from the server database. This would be used if an item is being priced depending on how much of the item is being sold.

      i.   Ex. Deli Environment - ham is sold per pound (lb) at $3.99 per pound. When selling the item, cashier will enter the number of pounds being sold, or use an integrated scale to weigh the item. The system will then calculate the total cost. (5 lbs of ham entered on the register would generate a cost of $19.95)

7.       Discountable (YES/NO) --> By default, all items can have discounts applied to them. If you have an item that you do not want discounts to be applied to (ex: profit known to be low), you can select NO for this option.

8.       Discount Type and Discount --> If you want to apply a daily discount to a particular product, you need to change these two fields.

9.       Taxable             --> By default all items are taxable. You can select NO for this option to not apply taxes to particular products.

10.   Tax Group          --> Tax percentage applied to this product. Product is pre-populated with Store’s default Tax %.  Check Topic “Tax Group Management” for further details.


Optional fields:

1.       EAN/UPC Code --> A product barcode (EAN/UPC).

2.       Product Code--> If you identify a product other than with UPC/EAN codes.

3.       Eligible for Commission --> When store commissions are enabled, this option allows a product item or service to pay commission to a salesperson.

4.       Commission (%) --> If an item is eligible for commission, this is the percentage paid to the salesperson for selling this product/service. See topic 'Commission' for more details on how the system handles commission rules.

5.       Serializable--> If you need to control the serial number for a particular item (warranty / returns / tracking purposes), this field must be activated.

6.       Code Type--> If the store is configured as a Wireless Shop, 3 code types are supported:

a.       Serial Number: any alphanumeric string

b.       IMEI: Uniquely identifies a cell phone

c.       ICCID:  Uniquely identifies a SIM card

7.       Stock tracking--> Items that you want to control your stock/inventory should have this option set to YES. Once this option is turned on, the fields ‘Available Quantity’, ‘Minimum Quantity’ and ‘Recommended Order Quantity’ will become enabled.

8.       Available Quantity --> Quantity on hand

9.       Recommended Order Quantity --> Ideal inventory level for this product

10.   Minimum Quantity  --> Quantity for which the system would warn cashier about low level inventory (Re-stock Reports)

11.   86 Item / Limit Availability --> If enabled, this item cannot be sold if the available quantity is 0.

12.   EBT Eligible --> Enable or disable whether this item is eligible for EBT sale.

13.   Bonus Points --> How many loyalty points are received when this item is purchased.

14.   Exclude from Loyalty Plan --> Enable or disable whether this item is eligible to add loyalty points for the customer.

15.   Printer --> Select the kitchen printer alias that you would like to send order tickets to.

16.  Modifiers --> Click on '+ Add Group' to create your first modifier group. Note: Items must have a modifier group.


Add the description of your modifier group.  In the field “Number of modifiers that can be selected”, you will select the number of items that can be selected by the cashier for this modifier group. Then select save. On the left-hand side of the screen you will see the group that you created.

add modifier group.JPG

Click on the ‘Add Modifier’ button to add a modifier to this newly created group. On the top by default it will be set to “Native”. For this option, Bemacash lets you add a modifier on the fly. This is used if you are not keeping track of the inventory levels for that modifier. Fill in the modifier description, select the correct modifier group if not yet selected and add a cost if there is a cost to this modifier. Click Save to save this modifier.


You can also add a modifier from inventory. To add a modifier from inventory the modifier would have to be created like an item is created.  After your item is created press the ‘+ Add Modifier’  button. Change the add modifier switch at the top from “Native” to “Inventory”. Press the magnifying glass   button and search for the modifier that you created. Selecting the modifier that you created will then bring you back to the ‘Add a Modifier’ screen.


As you can see above, an item called Cheese has been added. You will then need to select the modifier group and the quantity of this modifier that is used for this item. “Total Item Price” is set when you create this modifier. The ‘Auto Apply’ box  is checked if you want this modifier to be auto applied when you press the item on the Bemacash register. For instance, this could be used for a bottle deposit, where the modifier ‘Bottle Deposit’ is automatically applied for every bottle sold.


After you hit save you will see the modifier in the group that you added. Here you can hit the pencil icon  to edit the modifier or ‘X’  to delete the modifier.

When you select a group on the left you can edit that group by pressing the ‘Edit Selected Group’ button. You can also remove the selected group by pressing the  ‘Remove Selected Group’ button.

To change the order of the group or item modifiers, just click and hold the modifier or group and drag it to the correct order that you would prefer. 

17.   Modification --> Click on the “+” button to add options to the product OR save time by clicking on the button “Copy from other item” to have those options automatically prefilled for you using a pre-existing item configuration.

a.       Add-ons              --> Additional ingredients / services for the item. Multiple Add-ons can be selected per item at the point of sale (ex. Add Lettuce, Tomato, Pickles)

b.       No-options         --> Remove from ingredients/services for an item. Multiple No-options can be selected per item at the point of sale (ex. No Bun, No Ketchup, No Mayo)

19.   Time-Based Pricing --> This lets you set the price of the item based on the time of the day. Reference “Time Based Pricing” for setting up time-based pricing. (ex. Happy Hour Discount)

20.   Composition --> Composition Items are used to keep track of the components or ingredients that are used to make an item. Note: Composition Items must be created as a normal item first.


Click the ’Add Composition Item’ button. In the ‘Description’ box, start to type the name of the Composition Item that you want to add. It should auto-populate once you start typing. Once the correct item is selected, add how many units are required for the parent item.

Track --> This will let you track the inventory of this Composition Item. It will deduct from the Composition Item’s stock level automatically when the parent item is sold.

Limit Quantity --> If the available quantity for the Composition Item is zero and you ring up the parent item it will prevent the sale of that item and give you a warning that the Composition Item has no available quantity.