Products

Everything about setting up your product catalog: adding products, organizing them with units and categories, handling products with variations, and setting up location- or customer-specific pricing.

Adding a product

1. Go to Products → Add Products.
2. Fill in the details: Product Name, Brand (optional), Units, Category, Sub-category (optional), Weight, Business Location, Warranty, Related Sub Units, and current stock quantity.
3. Set the SKU — enter a custom SKU (can be a GTIN) or leave blank to auto-generate. Add a prefix for easy identification if you like.
4. Enable Not For Selling if the product shouldn't appear in POS or Sales (useful for ingredients, or temporarily disabling a product).
5. Choose whether to manage stock for this product. Services (like a haircut) typically don't need stock management; when disabled, the product can be sold in unlimited quantity.
6. Select which business location(s) the product is available at.
7. Set the applicable tax (make sure your tax rates are configured first — see Settings Reference).
8. Choose the product type: Single, Variable, or Combo/Bundle, then click Save.

Single products

Enter the Default Purchase Price (inclusive or exclusive of tax) and a profit margin percentage — the selling price is calculated automatically. You can adjust the selling price manually too; the margin updates to match.

Variable products

Create variation templates first under Products → Variations, then select the applicable variation values when adding the product.

Managing existing products

• Assign/remove locations for several products at once: Products → select products → Add to Location / Remove from Location.
• Deactivate/reactivate: select products → Deactivate Selected; reverse via Actions → Reactivate.
• Bulk export/transfer: export via Download Excel on List Products, then re-import using Import Products.

Units

Go to Products → Units to add a basic unit — name (e.g. Meter), short name (e.g. Mtr.), and whether to allow decimal quantities.

If you purchase in one unit and sell in another (e.g. buy in dozens, sell in pieces), add multiple units: add the lower unit first (e.g. Pieces), then add the higher unit, check "Add as multiple of another unit," and enter the conversion ratio. Only the lower unit is used to store transactions internally — changing a conversion later adjusts existing purchase/sales quantities accordingly.

For products where only some sub-units apply (e.g. oranges sold only by the dozen or piece, never by the kilo), enable Business Settings → Products → Enable relevant sub-units, then choose the applicable sub-units when adding that product.

Variations

Go to Products → Variations for products that come in different options like colors or sizes.

• Single variation: name it (e.g. Color) and list its possible values (e.g. Red, Blue, Green). You can't delete a variation that's already assigned to a product.
• Combined variations: for products with more than one attribute (e.g. a shirt with Size and Brand), create a combined variation name like Size – Pages and enter every combination (e.g. Long-30, Long-120, Small-30) so each is tracked correctly.

Categories

Go to Products → Categories → Add. Enter a Category Name, a Category Code (e.g. an HSN code), and a Description. To make it a sub-category, check "Add as sub taxonomy" and select the parent category.

Selling price groups

Sell the same product at different prices for different customer types, locations, or cashiers — retail vs. wholesale, or branch-specific pricing.

1. Go to Products → Selling Price Groups → Add, name it (e.g. Wholesale), and save.
2. Choose how prices are set: a fixed amount per product, or a percentage adjustment (e.g. +10% or -5%) from the default price.
3. Add prices per group under Products → List Products → Edit → Selling Price Groups for each product that needs different pricing.

Export/import pricing in bulk via Download Excel on List Products — the file includes a column per price group.

Once set up, apply a price group to a user (User Management → Users → Edit), a customer (Contacts → Customers → Edit), or a business location (Business Settings → Business Locations → Edit) — the POS then applies the right price automatically with no manual step at checkout. To stop cashiers from switching price groups themselves, disable the option under Business Settings → POS Settings.

Printing product labels

XPOS Cloud can print customized barcode labels. Go to Products → Print Labels, then:

1. Search and add products by name, barcode, or SKU.
2. Set how many labels you need per product.
3. Choose which details to show (name, price, barcode, SKU).
4. Pick a barcode layout matching your sticker paper — common formats are built in; create a custom one under Settings → Barcode Settings if needed.
5. Preview, then Print.

In your browser's print dialog, always set margins to Default. If text looks cut off, hide unnecessary fields or switch to the 20-labels-per-sheet format.

"Unsupported SKU ID for the selected barcode type" means the product's SKU doesn't match the chosen barcode format — edit the product and change its Barcode Type to Code 128, then try again.