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Adding items

Adding an item creates a product in inventory. Add individual items manually from the Back Office whenever needed, even during a business day. To avoid having to move items to accounting groups one by one, we recommend creating accounting groups (categories) first and then selecting the appropriate accounting group when creating items.

Quick-adding items

Quick-adding items is useful if you want to save time. When quick-adding items, you can set up essential info such as the item's name, price, accounting group, and statistic group. However, detailed information, such as defining the menu on which the item should appear, cannot be set up. If you want to add more detail to items, see Adding items in detail section.

  1. Log in to the Back Office with your Lightspeed credentials.
  2. From the navigation menu, select Menu management > Items.
  3. Click Quick Add….
  4. Enter the Quick add… settings.
  5. Click the Add item button.

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Quick add… settings

Setting name Description
Item name The name of the item as it appears in the Back Office.

Item price

(optional)

The price charged when selling the item to the customer. If an item does not have a defined price in the Back Office, it becomes an open item and the price is requested at the POS.
Accounting group Accounting groups are a logical sorting of items, otherwise known as a category. All accounting groups created from the Back Office in Menu management > Accounting groups are available for selection. See About Accounting groups for further information

Statistic categories

(optional)

Statistic groups provide more flexibility on reporting than accounting groups as these are linked to taxes. With statistic groups, you can provide more specific and customized reporting and sort items into defined groups.

Adding items in detail

Adding items in detail allows you to set detailed information to items, such as defining modifiers and the menu on which the item should appear. In addition, you can also link items to stocks if you’ve created stocks from the Back Office in Configuration > Settings > Stock.

  1. Log in to the Back Office with your Lightspeed credentials.
  2. From the navigation menu, select Menu management > Items.
  3. Click the Add item button.
  4. Enter the required item settings: Item details, POS button details, Description, and Stock management details.
  5. Click Save to save the changes.

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Item details 

Setting name Description
Item name The name of the item as it appears in the Back Office.
Checkbox: Configure a different name to be printed on production dockets If enabled, you can type in a different combo name to be printed on the production ticket for the kitchen.
SKU Assigned by default. If you want to create a custom SKU, select Click here to add your custom SKU manually and enter the SKU.

Price structure

The price-setting that is set in the Back Office.

  • Single price (default):
    This item has one price, which can be set in the field ‘Default price’ below.
  • Variable positive price:
    A plus amount is entered manually for an item by the user on the POS. This amount is recorded as profit.
  • Variable negative price:
    A minus amount is entered manually for an item by the user on the POS. This amount is recorded as a loss.
  • No price (zero price):
    This item has no price, i.e. its price will be set to 0.
  • Multiple prices:
    This item has a regular base price and modified prices, which can be set in the fields below. For instance, the happy hour price is lower than the regular base price.
  • Price as a percentage:
    The price for this item will be based on a percentage of the order’s value.

Default price

The price charged when selling a combo to the customer. If an item does not have a defined price in the Back Office, it becomes an open item and the price is requested at the POS.

Cost price

(optional)

The cost of ingredients for that item.

Accounting group

Accounting groups are a logical sorting of items, otherwise known as categories. All accounting groups created from the Back Office in Menu management > Accounting groups are available for selection. See About accounting groups (categories) for further information.

Statistic categories

(optional)

Statistics Categories can be used to provide more specific reporting. The statistic groups have the purpose of being able to report on them.

Production instructions

Notes to the kitchen, such as ‘medium-well’ when cooking a steak. All production instructions that were previously created in the Back Office in Configuration > Settings > Production instructions are available for selection. See About modifiers for details.

Tags

Tags are keywords that help you find your items on the Items Page in the Back Office. You can add the tag in the search field on the upper right at the Items page.

Checkbox: This item is a sub-item.

A sub-item is a type of modifier. Sub-items are order items that are attached to a main item. You can give the sub-item any price you want. For instance: sauces. You do not generally order sauce on its own, but it accompanies a dish. Some sub-items may be more expensive, so you can define the extra cost here by adding a default price.


POS button details

Setting name Description
Item POS name The item name that appears for the user throughout the POS.
Color Defines the item button color placed in a menu on the POS.
Add to Menu The item button is placed in the appropriate menu. All menus created in the Back Office in Menu management > Menus are available for selection. See About menus for further information.
Main Screen The item button is placed in the appropriate menu category (where you choose items on POS). You can build menus with your POS that consist of visual categories (screens). The screens are used to sort the items. See About menus for further information.


Description

You can add an image and a detailed description to an item that is shown to the user on the POS. The description and image appear when tapping and holding the item for a few seconds. Adding an item description can be helpful if your customers ever need to know more about the product, such as the ingredients. Open the description settings by selecting the + symbol.

Setting name Description
Item picture A customized image of the item that is shown on the POS. Select the Change picture tab and drop the desired file in the dashed area or choose the Select file button to add an item image.
Item description Details of the item displayed on the POS. The Display Name corresponds to the item name and the Description field provides room for detailed information. The description can be written in several languages. The prerequisite for this is that the corresponding languages are activated in the Back Office (Configuration > Settings > Item languages). See Understanding item languages.
Allergens The Allergens field is used to select common allergens via a drop-down menu. This is particularly important for customers with allergies.

 

Voucher

Each time this item is sold on the POS, a voucher is created. When enabled, you can define the voucher amount in local currency. This might be useful in regards to promotional offers.

 

Stock management details

When an item is sold on the POS, use the stock management details to define which unit of measurement is subtracted from which stock. Stock Management is only relevant if a stock is defined from the Back Office in Configuration > Settings > Stock. A stock is a storeroom in your restaurant or warehouse where you can keep inventory available for sale.

Setting name Description
Dimension The unit of measurement subtracted from the stock.
Content Defines the amount and whether a unit of measurement is subtracted as a whole or as a percentage.
Stock You can choose one of the stocks if you have more than one. All stocks created from the Back Office (Configuration > Settings > Stock) are available for selection.
Checkbox: Don’t record stock movement. When enabled, stock addition or subtraction is not visible on reports.

 

Item composition

The item's composition is part of stock management. You can manage the ingredients and amounts associated with an item. For example, if a glass of wine is sold, it is possible to define what quantity should be deducted from the wine bottle per sale.

Setting name Description
Item Source item from which the defined quantity is deducted.
Quantity The left input field determines the quantity and the right one the unit to be deducted from the respective source item.
Source stock The stock in which the source item is listed.

 

Adding several items

Add multiple items manually by entering their settings, such as item name, and accounting group. You can quickly add multiple items this way and they will be added to your inventory all at once. Unlike the CSV import, no spreadsheet is needed to bulk add items. However, detailed information, such as defining the button color of the item on the POS, cannot be bulk added. To use a CSV file to import item information instead, see Manual import.

 

What’s next?

Import items to add multiple items at once, or export items for backup outside the Back Office. See Importing or exporting items.

Once items are created on Lightspeed Restaurant (K Series), you can always modify items from your Back Office. See Editing items.

Disable and reenable items in the Back Office.

See Understanding item languages for information about setting up different languages for your items description.

 

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