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Special Products

The Special Products window is designed for scenarios where customers request items not on the standard menu or when businesses want to offer custom deals outside of their existing product catalog. These items are temporary and flexible but do not interact with inventory tracking directly.

Key Features

  • Custom Pricing: Enter a specific price for the item (including negative values for refunds).
  • Tax Configuration: Select tax inclusivity or exclusivity.
  • Tax Category: Choose a tax category to calculate the appropriate tax rate.
  • Reporting Group: Select a reporting group for categorization and analytics.
  • Notes Field: Add a description or details for manual inventory adjustments if needed.
  • Negative Balance Products: Create refund items for historic bookings (permission required).

Steps to Add a Special Product

  1. Enter a Product Name:

    • Input a name that describes the product.
    • Example: "Custom Latte" or "Special Event Ticket."

  2. Add Notes (Optional):

    • Use the notes field to specify details about the product.
    • Example: "Prepared with extra almond milk" or "Limited-time promotional item."

  3. Enter the Price:

    • Use the keypad to enter the product price.

  4. Select Tax Configuration:

    • Tax Inclusive: The entered price includes tax.
    • Tax Exclusive: The tax amount will be added on top of the entered price.

  5. Choose a Tax Category:

    • Use the dropdown to select the appropriate tax category.
    • Example: "Food," "Retail," or "Sales Tax."

  6. Select a Reporting Group (Optional):

    • Choose a reporting group from the dropdown for better categorization.
    • This helps with analytics and financial reporting.

  7. Add to Order:

    • Click Add to Order to include the special product in the cart.

Tax Examples

Tax Inclusive Example

  • Entered price: £10.00
  • Tax category: Sales Tax - 20%
  • Breakdown:
    • Tax Amount: £1.67
    • Net Price (Pre-Tax): £8.33
    • The total remains £10.00, as tax is included.

Tax Exclusive Example

  • Entered price: £10.00
  • Tax category: Sales Tax - 20%
  • Breakdown:
    • Tax Amount: £2.00
    • Net Price (Pre-Tax): £10.00
    • The total price is £12.00, as tax is added on top.

Negative Balance Products (Refunds)

Special products can be created with negative values to handle refunds for historic bookings. This feature requires specific employee permissions and is designed for custom refund scenarios.

Requirements

  • Permission Required: The staff member must have the "Create Negative Balance Products" permission enabled in their employee permissions. See Employee Permissions for more details.
  • Use Case: Primarily for refunding historic bookings where standard refund processes aren't suitable.

How to Create a Negative Special Product

  1. Ensure Permissions: Verify you have the "Create Negative Balance Products" permission.
  2. Enter Negative Price: Use the minus (-) button on the keypad to enter a negative value.
  3. Configure Tax: Set tax configuration as needed (inclusive/exclusive).
  4. Add Description: Use the notes field to document the reason for the refund.
  5. Select Reporting Group: Choose appropriate categorization for the refund.
  6. Add to Order: The negative product will reduce the cart total.

Example

  • Product Name: "Refund - Cancelled Session"
  • Price: -£15.00
  • Notes: "Refund for cancelled yoga session on 25/06/2025"
  • Tax Category: Same as original product
  • Result: Cart total reduces by £15.00

Inventory Considerations

Special products do not affect stock levels automatically. Businesses can handle stock adjustments in one of two ways:

  1. Manual Adjustment:
    • Use the Notes field to document the custom product for later manual adjustment in inventory.
  2. Reconciliation Process:
    • Skip manual adjustments and allow discrepancies to be resolved during the next inventory stock check.
Epos Overview Understand how to use the Epos.