Items

The item catalog is the single list of everything you sell. Products you add here show up on POS checkout, menu boards, invoices (via Add from inventory), and reports. The catalog is shared across your business; each location keeps its own quantities and optional price overrides (see Local Stock Counts).

Moving from another system? Use Import to load CSV or Excel instead of typing every product.

Managing Catalog Categories

Catalog Categories group inventory into operational sections ("Beverages," "Appetizers," "Main Course," "Retail") that simplify the checkout navigation grid for front-line cashiers and organize the way items appear on menu boards.

Core Inventory Attributes

Every catalog item carries a set of identifiers and pricing attributes:

• Name: The customer-facing label shown at checkout and on menu boards.
• SKU (Stock Keeping Unit): Your internal item code for search and reporting. Keep SKUs consistent; they are your reliable lookup key.
• Barcode: Optional value a scanner types when you scan a label (see Barcodes & labels). Separate from SKU.
• Category: The section the item belongs to.
• Base Price: The default selling price. Individual locations can override this without changing the base (see below).
• Unit of Measure: How the item is tracked or depleted (e.g. litres, kilograms, units).

Barcodes & labels

Barcodes let staff scan packaged goods or printed stickers instead of searching by name. You do not need to buy official UPC numbers for house-made products.

What to type in the Barcode field

Print from the dashboard (browser)

1. Save the item with a barcode (or rely on SKU).
2. On the Items page, open the item’s ⋮ menu → Print label.
3. Choose Browser, preview the sheet, then print.
4. Use label paper or plain paper. No special barcode printer is required.

Print via POS label printer

1. On the POS terminal: Settings → Labels, pair an ESC/POS or ZPL label printer and keep the terminal online.
2. In the dashboard Print label dialog, choose Terminal, pick the location and POS, then Send to terminal.
3. The POS prints sticky labels on the paired device and reports success or failure back to the dashboard.

If no terminals appear, the POS is offline or has no label printer paired (capability expires after about two minutes without a heartbeat).

You can also print from the floor: open an item on the POS and use Print label (local printer only, no cloud job required).

Printed labels use Code128. At the POS, focus the search box and scan: an exact barcode match adds the line to the order.

Dialects and sizes

Size presets in v2: 2×1 in, 50×25 mm, 50×30 mm. Brother / Dymo-specific dialects are planned later; until then use browser print or a compatible ESC/POS / ZPL device.

Product bundles

Sell a combo or kit as one menu item, while stock comes off the pieces inside it.

Example: “Lunch special” rings up once at its own price. Behind the scenes, GreenSails removes one burger, one fries, and one drink from the stock room that took the sale.

Set up a bundle

1. Create or edit the item guests order (e.g. Lunch special). Set the selling price on that item.
2. Turn Track stock off on the combo itself so you are not double-counting a phantom “combo” quantity.
3. In the edit dialog, open Bundle components. Add each product the combo uses and how many units per sale.
4. Save components. Staff sell the combo on the register like any other item.

When the sale is saved, component stock updates at that location. Cancel or refund puts the components back. Inventory history shows these as Bundle consume.

Clear the component list if the item should stop acting as a bundle.

Import your menu from a spreadsheet

Setting up dozens of products by hand is slow. Use Import on the Items page to load a CSV or Excel file instead.

1. Download the template from the import dialog.
2. Fill in your products (name, item code, price, and anything else you need).
3. Upload the file and run a preview to catch mistakes before anything is saved.
4. Confirm when the preview looks right.

How matching works: each row needs an item code (SKU). If that code already exists, GreenSails updates the product. If it is new, GreenSails creates it. You can re-upload the same file after price changes without creating duplicates.

Send to Kitchen Display

Items and categories carry a Send to kitchen display toggle that controls whether ordered items generate kitchen tickets on the KDS app.

Eligibility rule: an item gets a kitchen ticket when either the item toggle or the category toggle is on at the moment of sale.

• Category ON → all items in it get tickets (turning an item OFF does not exclude it).
• Item ON → that item gets tickets even when its category is OFF.
• To keep an item off the kitchen when it sits in a kitchen category, move it to a non-prep category (or leave the category OFF and turn items ON individually).

Pricing: Base Price vs. Local Overrides

GreenSails separates the catalog base price from per-location pricing so a single product can sell at different prices across venues without duplicating records.

Tax-inclusive vs exclusive prices

Organization default is set under Tax & compliance. Each item (and location stock override) can inherit that default or force inclusive or exclusive. Inclusive mode keeps POS and invoice shelf prices exact while tax is extracted for GCT reporting. Changing organization inclusivity can offer a one-time price conversion so you do not retype the catalog.

Product images

Add a photo on Edit item. GreenSails uploads the original, polishes it for the catalog, and saves a square display image plus a small thumb for grids, POS tiles, and menu boards.

Supported formats: PNG, JPEG, WebP up to 8 MB.

Background removal

On Sailor and above, GreenSails can strip the photo background so products sit cleanly on POS tiles and menu boards. Dock (free) still accepts uploads and resizes them; automatic background removal is not included.

When background removal is on, polish removes the backdrop and saves a clean cutout. When it is off, GreenSails still resizes the photo for grids and boards, it just skips the cutout step.

Control the default and overrides in three places (most specific wins):

Resolution order: item override → category override → organization default → on (for paid plans that include the feature).

Tags

Apply org-wide tags to catalog items from the item editor, for example "Seasonal," "Limited run," or "Kitchen prep." The items list shows tag badges and supports tag filtering alongside category filters.

Modifiers & Variations

Items rarely stand alone. A coffee needs a size, a burger needs toppings. Attach Modifier Groups to an item to capture those choices and their price adjustments at checkout.