Product Categories - Overview

Introduction

This guide is for System Administrators. It will walk you through the process of adding, editing, and deleting product categories.

Product categories are used to group like items together for internal references, this is used in reporting, product discounts, commission modules and other areas of the system.

If you wish to categorise items on the client portal, please look at the following guide here.

Before you start 

To manage product categories, you must have the following system permissions:

• SystemManProductsCategoriesAdd to add new categories.

• SystemManProductsCategoriesEdit to edit existing categories.

• SystemManProductsCategoriesDelete to delete categories.

• SystemManAccountingView to view and assign an Accounting Schema to a category.

Feature Description

To access product categories, go to PGM->Sale->Product categories.

This will display a new screen with all of the categories.

• Name - Name of the category, this field is used on reports, warehouse, product discounts, and other areas of the system when referencing product categories.
• Description - Full description of the product category, this can detail what products should be in this category. 
• Icon - If your product has 'Stored state for user' ticked, this will show an icon in the user product panel on POSWeb.
• Department - Choose the department this category belongs to. Note: Department is a region specific requirement. To set up a department, please have a look at the following guide here.
• Edit - To edit an existing category, press the additional options button to the right of the product category and press Edit.
• Delete - To delete a category, press the additional options button to the right of the product category and press Delete. Please make sure no products are connected to this category prior to deletion
• Add new - To add a new product category, press Add new on the top right hand corner of the screen.

• Add new Category - After pressing Add New, the following screen allows you to enter in the details to add a new category.

Step-by-Step Instructions

The main Product categories screen displays a grid of all existing categories. The grid shows columns for Name , Description , Icon , and Department.

How to Add a New Product Category

1. From the Product categories screen, click the Add new button.

2. The Adding category modal window will open.

3. Fill in the required category details. See the Settings section above for details on each field.

   • Enter a Name.

   • Select an Icon.

   • (Optional) Enter a Description.

   • (Optional) Select a Department.

   • (Optional) Check the Is it a personal training category? box if applicable.

   • (Optional) If you have the correct permission, select an Accounting Schema.

4. Click Save. The system submits the new category data and the modal closes.

5. The categories will automatically refresh to display the new category.

How to Edit an Existing Product Category

1. On the Product categories grid, find the category you wish to edit.

2. Click the dropdown menu button (icon: "drops") on that category's row.

3. Select Edit from the dropdown menu.

4. The Editing category modal window will open, pre-filled with the category's current data.

5. Modify any of the fields as needed (see Settings for details).

6. Click Save. The system submits the changes and the modal closes.

7. The categories will refresh to show the updated information.

How to Delete a Product Category

1. On the Product categories grid, find the category you wish to delete.

2. Click the dropdown menu button on that category's row.

3. Select Delete from the dropdown menu.

4. The system will check if the category has any products assigned to it.

5. If the category has NO products:

   • A confirmation pop-up will appear asking, "Do you want to delete this category?".

   • Click the confirmation button. The system deletes the category and the grid refreshes.

6. If the category HAS products:

   • The Deleting category modal window will open.

   • The modal will display the name of the Category to be deleted.

   • You must select a new category from the Transfer all products to dropdown. This list contains all other categories, and the first item is selected by default.

   • Click the Delete button.

   • The system transfers the products to the new category, deletes the original category , and refreshes the grid.

7. To exit without deleting at any stage, click Cancel.

    

Hints

• Grid Functionality: The main Product categories grid is paginated, with options for 10, 20, or 50 items per page. You can also sort and filter the grid by the Name column.

• Data Sources: The dropdowns in the Add/Edit modal are populated by data sources for category icons , departments , and accounting schemas.

• Success Notification: When you successfully delete a category that required a product transfer, a notification will appear stating, "Category was successfully deleted".

• Validation: The Name and Icon fields are mandatory in the Add/Edit modal. A validation summary area will display any errors if you try to save without completing these fields.

• Delete Prerequisite: You cannot delete a category that contains products without first transferring those products to a new category. The system enforces this via the delete modal.

• Icons: The available icons listed below appear only on POSWeb's product screen.

Icon	Bundle	Drink	Food	Free	Juice	PT	Sauna	Snacks	Towel
Image

Use Case Examples

1. Goal: Create a new category for "Personal Training" services.

   • Action: Click Add new. Enter Name as "Personal Training" , select the required Icon , and check the Is it a personal training category? box. Click Save.

2. Goal: Re-brand the "Apparel" category to "Merchandise" and change its icon.

   • Action: Find the "Apparel" category, click the dropdown , and select Edit. Change the Name field to "Merchandise" and select a new Icon. Click Save.

3. Goal: Assign an existing "Supplements" category to the "Retail" department for reporting.

   • Action: Find the "Supplements" category and select Edit. In the Department dropdown, select "Retail". Click Save.

4. Goal: Delete an old, unused category named "Old Services" that has no products in it.

   • Action: Find "Old Services," click the dropdown , and select Delete. In the simple confirmation pop-up, click OK.

5. Goal: Consolidate a "Drinks" category into the "Food & Beverage" category.

   • Action: Find the "Drinks" category (which has products) and select Delete. The "Deleting category" modal opens. In the Transfer all products to dropdown, select "Food & Beverage". Click Delete.