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Create and Updating Items

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Written by EPOS Support

Overview

Build and manage your complete item catalogue in EPOS360. Adding accurate item details helps you speed up checkout, track inventory, and sync products across all your sales channels. Setting up your items is the foundation of your POS and online store. With properly configured items, you can:

  • Speed up checkout with fast item search and selection

  • Track inventory and receive automated low-stock alerts

  • Understand sales trends and identify top performers

  • Keep product listings consistent across the EPOS360 App, EPOS Online Store, and integrated delivery platforms

Who is this guide for?

  • Store owners and managers setting up their business for the first time

  • Staff members handling daily menu or product changes

  • Anyone responsible for adding items, updating prices, or managing inventory

Before You Begin

Permissions

You must have permission to create, edit, or delete items. If you cannot access these features, contact your store admin.

Syncing Across All Platforms

Any changes you make—creating, editing, or deleting items—will automatically sync to:

  • EPOS360 App (in-store POS)

  • EPOS Online Store

  • Integrated platforms (e.g., food delivery apps)

Sync may take a few minutes depending on the platform.

Accessing the Item Catalogue

You can access your full item list from two locations.

Option A — From the Sell Screen

  1. Tap Sell in the main navigation.

  2. Scroll to the bottom of the items grid.

  3. Tap Manage Items.

Option B — From the More Menu

  1. Tap More (… icon).

  2. Tap Items.

Both paths lead to the full Items list, where you can create, edit, or delete items.

Method 1: Create with AI

Best for: Menus, long product lists, or onboarding many items at once.

  1. Tap Create Item, or scroll to the bottom of the item list and tap Manage Items.

  2. Tap Create with AI and grant camera permissions when prompted.

  3. Take clear photos of your menu or product list.

    1. AI supports both printed and handwritten text.

  4. The AI will automatically extract item names and prices.

  5. Review the draft items and make corrections if needed.

  6. Tap Add to Catalog to add all reviewed items to your catalogue.

Tip: You can edit any AI-generated item later to refine details.

Method 2: Create an Item Manually

Use this method for adding individual items.

  1. Tap on "Create item" button, or scroll down to the bottom of the item list and tap on "Manage items"

  2. Tap the "Create Manually" button and a item creation form will appear.

  3. Fill in the Item Details:
    Complete the following fields in the form:

    1. Item Name: (Required)

      1. The name that will appear across all platforms, including the EPOS360 app, your online store, customer receipts, and sales reports.

    2. Item Image: (Optional)

      1. Upload up to 5 images for the item.

      2. Supported formats: JPG, PNG.

      3. Maximum file size: 500 KB per image.

      4. Pro Tip: Use the AI assistant to generate or enhance your item image. Always review the AI-generated content for quality and accuracy.

    3. Item Code: (Optional)

      1. Assign a unique code for faster checkout (e.g., A1, C12).

      2. Supports the use of up to 8 unique alphabets.

    4. Category: (Required)

      1. Assign at least one category (e.g., Hot Drinks, Appetizers).

      2. Pro Tip: Items can belong to multiple categories to improve discoverability.

    5. Price: (Required)

      1. Enter the base selling price.

      2. Different prices per service or channel (e.g., delivery platforms) can be set after item is created.

    6. Product ID / SKU: (Required)

      1. Assign a unique SKU for inventory tracking and reporting accuracy.

    7. Tax Applicable: (Required)

      1. Toggle ON for taxable items, OFF for tax-exempt products.

    8. Description: (Optional)

      1. Useful for online store listings or internal notes.

      2. Pro Tip: Use the AI Assistant to generate a clean, compelling description.

    9. Choice Group: (Optional)

      1. Assign pre-set modifiers or choices (e.g., Size, Add-ons).

    10. Availability: (Required)

      1. Select which store locations this item is available in.

How to Edit an Item

Keeping items updated ensures accurate checkout, inventory tracking, and reporting.

  1. In the Items Catalogue, scroll or search for the item.

  2. Tap the item to open its detail page.

  3. Update any field (e.g., price change, new image, description edit).

  4. Tap Save to apply your changes.

Tip: Price updates sync to all channels, but you can override pricing per sales channel afterward.

How to Delete an Item

Remove an item permanently from your catalogue.

  1. Find the item in the Items Catalogue.

  2. Tap the item to open its details.

  3. Tap the Delete icon.

  4. Tap Delete Now to confirm.

Note: Deleted items cannot be recovered. Consider disabling availability instead if you plan to bring the item back later.

Best Practices

  • Use clear, short item names for faster staff recognition.

  • Upload images for your online store—items with photos sell better.

  • Use consistent naming patterns (e.g., Latte, Latte (Hot), Latte (Iced)).

  • Assign SKUs early to avoid inventory mistakes later.

  • Group items smartly with categories and choice groups to keep menus tidy.

  • Set tax rules accurately to avoid compliance issues.

  • Update inactive items by disabling availability instead of deleting (recommended).

Troubleshooting

  1. Items aren’t syncing across platforms

    1. Allow a few minutes for syncing.

    2. Check your internet connection.

    3. Make sure all required fields are filled in.

  2. AI isn’t detecting menu text properly

    1. Retake photos in better lighting.

    2. Avoid glare, shadows, or folds.

    3. Try capturing the menu in smaller sections.

  3. Can’t save the item

    1. Ensure all required fields are filled: Name, Category, Price, SKU, Availability.

  4. Item is missing on the Sell screen

    1. Check category assignments.

    2. Ensure the item is enabled for your store location.

    3. Confirm that availability is ON.

Recommendations

  • Use AI-assisted item creation when onboarding restaurants or retail stores with long menus.

  • Do a quarterly item catalogue cleanup—remove duplicates or outdated items.

  • Keep prices consistent with your online store and delivery partners to avoid customer disputes.

  • Use detailed descriptions for online items to improve conversion.

  • Assign choice groups upfront (e.g., Size, Toppings) to avoid staff errors during checkout.

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