Many unique items, need to assign to a category as the sale occurs. Help?

[cmusicshop]

I have way too many variations like brands, models, prices to be able to enter them individually.  If I could enter the item and price, then choose a category it would be easy and keep my reports correct.  As it stands now, all of my unique items are uncategorized in the reports, which sucks because they belong in certain categories.  A simple 'assign to a category' drop down would solve it (unless there is a work around or better idea).

Conversely, in my case at least, the problem could also be fixed by allowing me to bring up that category and add a note that the customer would be able to see on his receipt.  For example, I pick the used instrument category and add the note "1997 Fender Strat" so that the customer and I have a specific detail while the sale goes to the right category.  I haven't been able to find that option during the sales process either.

[VanKalkerFarms]

the easiest way to ring up items in a category but not pre-made items is to make an item, let's call it "Art".  you can make that Art item variably priced and assign it to a category.  that way every time you need to ring up an item you just choose the item from your list of categorized items.

[cmusicshop]

Sorry for the late response.  I need to add specifics, which I can as an uncategorized item (problem 1) to have a catch all (like "Art") won't let me add any specifics (problem 2).  It's either or...detail but wrong category or no detail but right category.  It isn't the price that is the problem, I do have a variable price generic item in many categories.  It's the detail (model, brand, etc.)

[Helen · Accepted solution]

@cmusicshop I think it would be worth giving our CS team a call. They'll be able to look at your item library and help you arrange your items into categories and suggest any available workarounds that would suit your business.

But keep in mind not possible to add a category/items a sale that has already been completed; an item/category must be added before you tap Charge. 

And last but not least you can add a note to sale from the Point of Sale app. (You mentioned that in your first post, sorry we didn't clarify at the time!)

[cmusicshop]

I'd be happy to contact the CS team but I think adding a note as you mentioned might work.  I'm not sure if I was aware of that feature.  Does the note appear on the customer's receipt?  If I have a broad category (used instruments) and a generic item within that category (electric guitar) I want to be able to add details in the notes (1996 Fender Stratocaster, black) for both of our records.  I guess the better solution I was looking for was to have it at point of entry rather than going back into the item.

[Helen]

Yep! But keep in mind you have entered item descriptions and you add a note, only the note will show on a receipt. (If there isn't an item description, the note will be displayed).

Have you considered/tried using modifiers? If there are certain details that come up frequently you can set them up as modifiers and then quickly add them to the sale. Modifiers will appear on receipts and will be included your reports. It might not be exactly what you're looking for but it could help especially if your inventory has a lot more in it beyond Categories and Items.

[cmusicshop]

I don't think the modifiers would be useful in my situation since price is part of it, that and other things vary too much for my business to set them in advance but I could see where it would be useful.  I've created broader item entries in cases where the detail isn't as important, ie. mostly the cheaper items, mostly by brands.  As long as I can add some details to the sale that both I and the customer will see that should work.  Thanks.

[Helen]

Sounds good. Let us know if you have any more feedback or if you find a good workaround to share with other music shop sellers. 🙂

[PattiAYates]

That's one thing I don't like about it.............that's it's not really 'interactive'...........for instance when you enter an item I would think it should ask you, at the time of entry, 'how many?', but it doesn't. I've noticed that 'variations' allows a qty before entering but other static or generic items do not.

[cmusicshop]

Yes, I've encountered that before too.  There are instances where you have to backtrack a step, like the solution posted above, where adding the note/details when entering rather than enter the item, then add note.  I think us users find 'holes' in the setup as we're so different.  One question I have posted is regarding not being able to take a split payment on an invoice being paid in person.  It is such a no-brainer to me and yet you can't do it.  I think we're finding different ways to do business that Square hasn't counted on.  Hopefully they add some flexibility to the system as a whole for tailoring it to our different needs.