📄Product Type and Setup Examples

Overview

This article provides examples of common Product setup types, including non-stocked Products, ingredient-based Products, food Products, and bulk Products.

Use these examples as a guide when deciding whether a Product should be Stocked, Non Stocked, ingredient-based, or configured using bulk stock quantities.

Prerequisites

Before creating or editing Products, ensure the Operator has the required privileges to:

• View, edit, and create new Products and Product Groups

• Edit Prices and Product Sizes

• Edit Product Store Info

Example Products

Product setup depends on how the item is sold, costed, and controlled for stock.

Common examples include:

1. Cocktails

2. Food Products (manual cost or stocked)

3. Ingredient-based Menu Items

4. Bulk Beverages (e.g. draught beer)

1. Cocktails

Cocktails are typically configured as Non Stocked Products, with cost calculated from Stocked Products (as Ingredients).

• Open the Product.

• Select the Product Settings tab.

• In Stock Settings, set Stock Mode to Non Stocked.

• Select Ingredients.

• Add the required ingredients and quantities.

The Ingredients window allows ingredients to be added, edited, or deleted for the Product.

From this window, Operators can also create and print a PDF of the ingredients list.

By default, a whole base size (i.e. 1  Items) is added when a new ingredient is added to the ingredients list, this can be set to Mills, Grams, US Floz, USoz or UK Floz as required.

2. Food

Food Products can be configured in several ways, depending on whether the Product has a fixed cost or uses ingredients to calculate cost.

2.a. Manual Cost Food Products

Use this setup when the Product does not need to reduce stock quantities and the cost is entered manually.

• Open the Product.

• Select the Product Settings tab.

• In Stock Settings, set Stock Mode to Non Stocked.

• Select the Store/Pricing Settings tab.

• Enter a manual cost for the Product.

This setup is useful for Products such as staff meals, where ingredients may vary but the general cost is expected to remain similar.

If ingredients are added to a Product, a manual cost cannot be entered. The cost will calculate from the ingredients instead.

2.b. Stocked Food Products and Other Items

Use this setup for items purchased for resale within the venue.

The cost is added or updated when the supplier invoice is received into BackOffice.

Examples include packets of nuts or chips sold across the bar.

3. Non Stocked Food Products from Ingredients

Use this setup when the sale Product does not need to reduce its own stock level as a finished item (unless the Oversell Warning is flagged on), but the Product cost should calculate from and when required, decrement the base ingredients.

• Open the Product.

• Select the Product Settings tab.

• In Stock Settings, set Stock Mode to Non Stocked.

• Select Ingredients.

• Add each required ingredient.

• Select the correct size and quantity for each ingredient.

The Product cost will calculate from the ingredients added to the Product.

4. Bulk Beverages

Bulk beverage Products are typically configured as Stocked Products with a Bulk Store Type.

This setup can be used for Products that are received as a larger stock unit and sold in smaller measured quantities, such as beer, cider, wine, and cocktails.

• Open the Product.

• Select the Product Settings tab.

• In Stock Settings, set Stock Mode to Stocked.

• Set Store Type to Bulk.

• Set the Base Size for the stock unit. For example, a typical beer keg may be 50 litres, entered as 50000 Mills.

• Select the Store/Pricing Settings tab.

• Configure the required Product sizes.

• Set the correct quantity and unit values for each size.

The Product cost comes from the invoice and is applied through stock control.

The table below is an example bulk beer/cider Product Size setup. Size 1 represents the full keg as a single received item and does not require partial stock decrementation. The other sizes are sell sizes that deduct the relevant volume from the keg when sold.

The table below shows common keg size examples that may be used when setting the Product Base Size. Confirm the actual keg volume with the supplier before configuring the Product, as keg formats and supplier packaging can vary.

The Store Type: Bulk setting is used so beverage stock can be managed from a single holding location in a multi-Store Venue setup.

When an invoice is processed in BackOffice, the stock is received into the selected receiving Store. That Store then holds the stock until it is sold, transferred, or adjusted.

For bulk beverages, Bulk Store Type redirection allows multiple Stores within the same Venue to draw from one holding Store when stock is sold by measured volume. This means each selling location can sell the Product without requiring an internal stock transfer into every individual Store first.

This is different from other stock-controlled Products, which usually require internal stock transfers from the Store that receives the invoice to the Store where the items are sold or used.

Examples include:

• Spirits / Wine

• Bottled beer

• Packaged drinks 

• Other food or bar stock items

Ensure each size is configured with the correct quantity so stock depletion calculates correctly when the Product is sold.

Received Unit Sizes

For stock-controlled Products, the Product Sizes should include the full unit used when stock is received through BackOffice invoicing.

This ensures the received quantity matches the way the item is purchased, while still allowing smaller sell sizes to deduct the correct amount of stock when sold.

Examples include:

• Keg Products should include the full keg size.

• Spirits Products should include the full bottle size.

• Wine Products should include the full bottle size.

• Packaged drink Products should include the full case or carton size.

The Case Qty can then be set to match the supplier’s invoiced carton quantity, such as 24 Case. This allows BackOffice to receive stock in carton quantities while still allowing the Product to be sold in configured sizes.

The table below shows an example packaged drink Product Size setup, where the Product is received as a full case and can also be sold in smaller pack sizes or as a single item.

This keeps the received stock aligned with the supplier invoice while allowing the sold Product Sizes to decrement the correct quantity from stock.

Summary

Use the Product setup type that matches how the Product is managed operationally:

• Use Non Stocked where the Product itself is not stock-controlled.

• Use Ingredients where Product cost should calculate from component items.

• Use manual cost only where ingredients are not being used.

• Use Stocked and Bulk for measured beverage Products such as beer, cider, wine, and cocktails where stock is received in a larger unit and sold in smaller quantities.

• Use bulk Store Type redirection where multiple Stores need to draw measured beverage stock from one holding Store.

• Ensure stock-controlled Products include the received unit size used for BackOffice invoicing, such as a keg, bottle, case, or carton.

• For packaged Products, set the Base Size to the size of the individual bottle or can, then configure the Case Qty and Product Sizes to match how the Product is purchased and sold.

Correct Product setup helps ensure accurate costing, reporting, stock receiving, and stock depletion.

updated to: bepoz v4.9.0.1