There are two methods for adding products to your AirPOS account for sale to your customers: either individually or via a .csv import.  This article deals with adding products individually.  If you want to add many of your products at once to AirPOS, use our Import Products feature.  See how to do that. 

Adding or Editing Products one at a time.

The menus used to create items are available under the 'Inventory' tab > 'Create New Product' in your online backoffice. 

When categories have been successfully created the next step is to add individual items to the created categories or you can create a new category as you create a new product if one doesn't already exist for it.

To Create a new category in the 'Create New Product' page click in the category box and type the name of the new category. In this instance we want to create a product, 'Loose Bananas' in the 'Fresh Fruit' category which doesn't yet exist. 

When you type 'Fresh Fruit' into the category box a prompt will appear to 'Create new Category "Fresh Fruit".

Tap on that prompt and you'll see a popup from which you can select a parent category for the new category. In this example we want 'Fresh Fruit' to come under the category 'Sundry'. 

If your new category doesn't have a parent category just press the 'Save' button and the new category will be created.

One you've categorised your new product just scroll down to add prices, images, barcodes etc.

When you've completed that at the bottom of the page is a button to create your new product. 

Once created you'll see a prompt to view the new product. If you click on that you can now allocate stock to the new product.


See here for how to create categories if you've not already done so.

In order to be useful within the AirPOS POS application and the web store a number of parameters are required in items. 

The required fields in creating an item are denoted in the online backoffice with an asterisk *. All of the available fields are as follows.

  • Item Name*: This will appear both in your AirPOS desktop POS client and also on your web store.
  • Description: This will appear on your web store as the item description, and should be informative without being overly lengthy.The better the description of your item, the more likely you are to achieve sales on your web store so spending time getting this right is important.
  • Retail Price* (including TAX): This is the full price at which you intend to sell the item. For example if an item costs £100 and UK VAT applies to the item you would enter the item price at £120 (NOTE: the UK VAT rate at the time of writing was set at 20%)
  • Cost Price: This is the price at which you purchase the item. Entering the cost price of the item is important as it informs both the profit Margin displayed on the AirPOS Desktop POS client at the point of sale as well as allowing cashiers to make an informed decision when discounting at the point of sale, again performed through the AirPOS desktop POS client.
  • Tax Rate*: This is the tax rate that is to be applied to the item (e.g. UK VAT or US Sales Tax).
  • Web Price: This is the price at which you intend to sell the item online. This price may differ from your retail price. For example if an item costs £100 in store, you may want to charge £89.99 on your webstore.
  • Sell Online: This is a simple yes / no answer as to whether the item should be displayed for sale on your web store.
  • Weight (kg): Item weights are used to calculate postage. Postage tables are as yet unavailable but will be available in future versions of AirPOS.
  • Barcode: Barcodes are central to the successful operation of your AirPOS desktop POS client although it should be noted that they are not essential to use the software. When entering items there are two methods for adding barcodesUsing a Barcode Laser Scanner: We recommend the use of a barcode laser scanner for entering barcodes as the automated nature of this assists in minimising errors that may be incurred through manual entry. When setting up your scanner to work with AirPOS you will need to consult the manual for the scanner you intend to use. The scanner needs to be set to ‘Keyboard Wedge’ with a return at the end of the scan. This is normally done by scanning a specific barcode which you will find in the manual. The method for adding barcodes is simply to click into the text field beneath the barcode heading and scan the barcode into this field. Note that AirPOS pops up a warning asking if you wish to submit the item to the inventory. This is due to the operation of many barcode scanners in that they are set to automatically add a return to the end of a scanning operation for use in many POS systems. This would be the equivalent of typing a barcode and pressing return / enter, except it is simply automated for speed through the barcode laser scanner. If you are happy to submit the item as added choose OK when the warning pops up to continue.Manual Entry: It is also possible to manually enter barcodes into the AirPOS system although great care should be taken when doing so to avoid errors as errors in barcodes will have an adverse effect on the smooth operation of the AirPOS Desktop POS client.Manually entering a barcode is as simple as typing the barcode into the text field beneath the barcode heading. Again when you have completed the form and submitted the item to the inventory, AirPOS will pop up a warning as it assumes you are using a barcode scanner to enter items. Simply click OK to submit the item or cancel to continue, the item can be submitted after everything has been added.
  • SKU: Stock Keeping Units (SKU) are often assigned by the individual retailer in order to track items from warehouses or in stores for example. In AirPOS case the system is designed to manage inventory and this is generally achieved through the use of barcodes. However as vendors may wish to record an SKU for internal use or other purposes the ability to add Stock Keeping Units has been retained in the AirPOS system.
  • Category*: Beneath the Add Item form will be a list of the categories and sub categories that were created in the previous step to assist you in cataloging your new item. To select categories in which this item should appear simply tick the check boxes next to the category you wish to add the item to or if it is a new category type the name of the new category and you will be prompted to create that new category.
  • Item Images: The final step in adding an item is to choose the image that is to be attached to this item. Adding an image to an item is performed using the following method:Click on the ‘Choose File’ button. Browse to find the image on your computer. Select an image to upload. Press OK to begin uploading the images AirPOS will then begin uploading these images and you will see each image appear as they are successfully uploaded.

NOTES: if you have uploaded an image in error simply click on the thumbnail of this image to remove it from the system. In addition to this images should be resized prior to uploading if they are very large in file size, as uploading very large images will be slow and error prone in AirPOS as it would be in any browser-based system. We also recommend that JPEGs are used as they are best for displaying on the web.

AirPOS automatically creates thumbnails of your images and resizes them to a size suitable for use on your web store. However we recommend that images are a minimum of 500 pixels wide prior to uploading to ensure they display correctly and are not ‘upscaled’ by your web store as this will cause blockiness and blurring of the images. When you have selected the images for your item, please click Save Item at the bottom of the form to submit this item to your inventory, and if ‘Sell on Web Store’ was selected as a yes the item will also be added to your web store.

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