Item Library — create, edit, view, and more

Menu: Master Data Management → Item Library

This is the older product list. Your company may also use Items (marked NEW in the menu) for newer features such as location-specific settings. Use whichever screen your administrator standardises on.

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First time on the list

When you open the page, the list usually starts with:

• Status set to Active products only.
• Item Type set to Finished Product (change to All Types if you need every type).
• Category set to All Categories.

Searches by name and barcode wait a short moment after you stop typing before the list refreshes.

Changing filters moves you back to page 1 of the results.

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Filters at the top

Control	What it does
Item Name	Type to search by product name. A small spinner may show while the list updates. Use X to clear.
Barcode	Type or scan a barcode. Same clear button and short wait before search runs.
Item Type	All Types, Finished Product, Ingredient, or Packaging Item.
Category	All Categories or one category (only active categories appear).
Status	All Status, Active, or Inactive.

Buttons on the right

Button	Who can use it	What happens
Refresh (circular arrows)	Everyone who can open the page	Reloads the list. You should see a message that data was refreshed.
Import (upload icon)	People allowed to add items	Opens the import flow so you can bring in many items from a file (follow the instructions in the window).
Add Item (plus)	People allowed to add items	Opens a blank form to add one new item. On small screens the label may show as Add.

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Reading the table

Columns you will see: ID, Name, Item Type, Price, Online Price, Barcode, Inventory Tracked, Category, Seq No, Status, Actions.

• Name: Some rows show a small coloured circle before the name (vegetarian / non-vegetarian / egg style indicators when the product has that set).
• Inventory Tracked: Shows Enabled or Disabled depending on whether stock is tracked for that product.
• Category: Shows Uncategorized when no category name is available.
• Barcode: Shows N/A when empty.
• Status: Shown as Active or Inactive.

Open an item to view (read-only)

• Click anywhere on the row except the checkbox, the drag handle, or the action icons; or click the eye icon. The detail window opens in view mode.

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Create a new item

1. Click Add Item (you need permission to add items).
2. Fill the form that opens (names, category, prices, and other sections your organisation uses).
3. Save using the button at the bottom of that window (for example Save or Create, depending on version).
4. If something is wrong, read the red message — it usually tells you which field is missing or invalid.

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Edit an item

1. Click the pencil icon on the row (you need permission to change items).
2. Change the fields in the same window used for create.
3. Save. Errors appear as messages on screen if validation fails.

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View an item

1. Use the eye icon, or click the row as described above.
2. All fields are read-only.
3. Close with Close or the X, depending on what the window shows.

Note: There is no delete button on this list for a single row. Turning an item Inactive (from the form or bulk actions) is how many teams “retire” a product instead of deleting it.

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Row actions (icons on the right)

Icon	Meaning	Who can use it
Eye	Open the item to view only.	Anyone who can open the list
Pencil	Edit the item.	People who may change items
Copy (two sheets)	Open Copy Item to duplicate this product with a new name and settings.	People who may add items
Gear	Assign attributes — link this product to product attributes (options, add-ons configuration).	People who may change items

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Change order of items (sequence)

1. Drag the grip (vertical dots) at the start of a row up or down.
2. When you drop, the new order is saved.
3. Success message: the sequence was updated.
4. If it fails, you will see an error message and can try again or refresh the list.

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When several rows are selected (checkboxes)

A bar appears showing how many items are selected.

Button	Who can use it	What it does
Set Active	People who may change items	Marks all selected items active in one step.
Set Inactive	People who may change items	Marks all selected items inactive.
Bulk Edit	People who may change items	Opens one window to change common fields on all selected items at once.
Clone	People who may add items	Creates a quick copy of each selected item for the locations the system already knows for that product. The new names end with a copy-style suffix. This is not the same as the Copy icon on one row (see below).

Messages confirm when status was updated for all selected items, or if cloning failed.

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Copy one item (Copy icon on the row)

Opens a window titled Copy Item. Use this when you want to control exactly what the duplicate looks like.

Steps

1. Click Copy on the row.
2. Review Name (often prefilled with a “-copy” style suffix) and change it if needed.
3. Choose Category (required).
4. Enter Quantity and pick the unit beside it (the list may come from measurement units or your quantity units, whichever your system is using).
5. Barcode is optional.
6. Enter Price (required). Online price is optional; if you change price, online price may auto-fill to match until you change it again.
7. Choose Discount type and enter Discount / Online discount if your pricing uses them.
8. Add Description if needed.
9. Image: click the dashed area — PNG or JPG, up to 5 MB as stated on screen.
10. Turn Active on or off.
11. Turn Offers half on if this product can be sold as half-and-half.
12. Clone to restaurants: pick at least one active location where the copy should exist (required). Helper text explains that you must choose where to clone.
13. Click Submit (shows Submitting… while it works) or Cancel.

If something is missing, you may see short validation messages such as: name required, category required, unit required, or that you must pick at least one restaurant.

When it succeeds, you may see a success message with the new item name or a simple “copied” confirmation. The list refreshes.

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Assign attributes (gear icon)

Opens Assign Attributes for this product only.

What you do

1. Open Select attribute and pick an attribute that is not already in the list below.
2. Set Minimum selections and Maximum selections.
3. Turn Active and Required on or off as needed.
4. Click Add attribute to add it to the Selected attributes list.
5. For attributes already on the product (Existing badge), use Edit to change min/max, active, or required, then Save changes for that row, or Cancel to leave edit mode.
6. New rows show a New badge until saved with the rest.
7. Footer: Save attributes saves all new links you added (disabled if there is nothing new to save). Cancel closes without saving new links.

You may see messages such as attributes saved, attribute updated, nothing new to save, or loading errors — read them and retry or contact support if loading fails.

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Empty list

If nothing matches your filters, you will see that no items were found and a hint to adjust search or filters.

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Pagination

At the bottom you can change how many records per page and move previous / next. Choosing “show all” (if your screen offers it) loads a very large page — use only when needed.

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Permissions (plain language)

• Add, Import, Copy on a row, and Clone in the bulk bar need a role that may add items.
• Edit, Assign attributes, Set active / inactive, Bulk edit, and drag to reorder need a role that may change items.
• View and browsing the list follow the same access rules as opening Item Library from the menu.

If a button is greyed out, your role does not include that action.