Independent products
Manage standalone sellable items with their own identifiers, descriptions, prices, costs and eligibility.
PAYBOTX / INVENTORY & OPERATIONS
Behind every sale,
complete control.
Not just what you have. What it is. Where it belongs. What it costs. What is committed. What comes next.
Explore the inventory capabilities implemented across our retail POS, liquor-store platform and connected supplier/corporate ERP. The scope labels show where each workflow belongs.
Explore all 80 capabilitiesTHE CONNECTED PRODUCT RECORD
PRODUCT MASTEROne family. Shared attributes.Identity · Categories · Images · Descriptions
VARIATION ASKU / UPCSize · Color · Pack
VARIATION BSKU / UPCSize · Color · Pack
SELLABLE SKUs CONNECT TO
9 prices
Commercial4 cost bases
FinancialStock by site
Operational
Commercial4 cost bases
FinancialStock by site
Operational
A WORKFLOW YOU CAN EXPLAIN AT A GLANCE
Stock follows the work.
Not the paperwork.
Select a stage to see how an illustrative supplier order changes physical stock and commitments. A quote does not reserve inventory. Approval does. Shipment releases the allocation and issues the goods.
ILLUSTRATIVE SUPPLIER INVENTORY · NOT LIVE DATA
On hand120
Allocated0
Available120
The quote is under review. No stock is reserved or deducted.
AVAILABLE = ON HAND − ALLOCATED
THE COMPLETE INVENTORY CAPABILITY GUIDE
Depth where it matters.
From the core item file to supplier fulfillment and corporate governance. These descriptions are based on the implemented application workflows—not a generic ERP wish list.
80 capabilities across 10 areas
01STORE + SHARED CATALOG
A product model—not just an item list.
Organize the way you buy, merchandise and sell. Product families stay connected while each physical variation retains its own sellable identity.
Non-selling product masters
Group related products under a master. The family is organizational; checkout and physical stock belong to the sellable children.
Parent–child variations
Connect sizes, colors, flavors and packs to the correct master, while preserving a separate SKU, UPC, price and stock position for each child.
Inherited attributes
Assign attribute types and shared values to a master and propagate inherited assignments to its active variations.
Custom attribute manager
Create, edit, order, archive or remove attributes and their selectable values. Apply only the attributes relevant to a product.
Multiple category membership
Place one product in several categories with a primary category, without creating duplicate inventory records.
Departments and visual categories
Organize departments, categories and subcategories. Category colors and display order support a consistent visual register.
Lifecycle safeguards
Keep master/child and kit/component relationships intact. The editor prevents invalid self-links and incompatible product-type changes.
02RETAIL + LIQUOR POS
The detail behind every scan.
Give the clerk a short, recognizable description and give the back office the full record. Search and scanning use the same underlying product identity.
UPC and SKU identity
Maintain unique SKU and UPC identifiers; a product can retain an internal SKU when no manufacturer barcode exists.
Three description treatments
Keep a short description, a detailed description and a compact abbreviated description for space-efficient register carts.
Brand and product photography
Associate brand names and item images with the product record for inventory lookup, visual selling and portal presentation.
Exact-match scanning
Resolve scans against UPC or SKU. Ambiguous or missing matches stop for correction instead of silently adding the wrong item.
Sequential scan handling
The scan queue processes scans in order; failed scans can be retried or discarded without overwriting subsequent scan work.
Ranked product search
Search UPC, SKU, brand and descriptions. Exact identifier matches receive priority; full-text search supports descriptive lookup.
Units and weighted merchandise
Define unit or weight selling mode, a unit label and scale PLU. Weighted-item checkout accepts the entered measured quantity.
Server-side catalog paging
Retrieve bounded product pages rather than loading the entire item file into the register at once. Actual capacity is sized and tested per deployment.
03STORE + SUPPLIER ERP
Price for the customer. Understand the cost.
Keep commercial decisions separate from physical stock. Maintain the price structure for different selling contexts and inspect value using the cost basis that matters.
Nine maintained price fields
MSRP, selling, member, medical, wholesale, promotional, tier 2, tier 3 and web prices are represented in the inventory model. Exposed fields and checkout selection depend on the store configuration.
Four distinct cost fields
Maintain average, last, raw and loaded cost rather than forcing every question through a single cost number.
Calculated kit cost
Multiply each component cost by the quantity required, then total the result for each maintained kit cost basis.
Weighted-average supplier receipts
Supplier receiving recalculates average cost using existing on-hand quantity and the cost and quantity of the new receipt.
Historical POS cost snapshots
POS sale lines retain recorded costs so sales-margin reporting can use the cost captured at the transaction.
Cost-basis valuation
Choose average, last, raw or loaded cost for applicable inventory valuation and kit reporting.
Commercial access controls
Restrict cost and liability reporting to authorized users. Inventory lookup and inventory editing can be granted separately.
Pricing within catalog governance
The shared product model and store-specific operating data remain distinct. Pricing publication and local-price policy are configured for the network.
MSRPSellingMemberMedical*WholesalePromotionalTier 2Tier 3Web
*Medical pricing and verification apply only to the relevant configured specialty-store model. Bob’s Liquors uses its age-21 workflow, without a medical approval screen.
04STORE + SUPPLIER ERP
Four quantities. No blurred commitments.
On hand is not the same as available. Incoming merchandise is not stock already in the building. Keep physical stock, reservations and incoming supply distinct.
On hand
The physical quantity recorded at the selected store or warehouse location.
Allocated
Quantity committed through an order workflow, tracked separately from physical on-hand stock.
Available
Calculated as on hand minus allocated. Incoming on-order quantities are not counted as immediately available.
On order
Track outstanding purchasing quantities and reduce them as merchandise is received through the connected purchasing process.
Location-specific balances
The same product can have different quantities in each warehouse; a shared catalog does not collapse those balances.
Fractional quantities
Inventory and purchasing quantities support three decimal places for measured merchandise and component requirements.
Controlled exceptions
Insufficient-stock checks and manager inventory-override records make shortage handling explicit at the register.
Stale-edit protection
Product editing checks whether stock changed while the record was open. Active order reservations cannot simply be erased in the editor.
05STORE KITS + SUPPLIER KIT MODES
Sell one kit. Control every component.
A kit has a commercial identity of its own, but its availability and fulfillment follow the actual goods behind it.
A kit with its own identity
Assign the kit its own SKU, UPC, descriptions, price, departments and categories, and attach the component assembly.
Quantity-aware components
Specify the product and required quantity for every component. The component list drives calculated cost and buildable quantity.
Limiting-component availability
Buildable kits are constrained by the lowest available-component quantity divided by the required quantity, rounded down to whole kits.
Search or visually select components
Use product search and the visual product selector to find components while building the kit.
Component fulfillment
In the supplier ERP, a component kit expands into the separate physical products the warehouse must pick.
Wrapped-kit fulfillment
The supplier ERP can treat a prepacked, wrapped kit as its own physical stock item rather than pick its components for every order.
Frozen fulfillment requirements
Approved supplier orders retain their component requirements and cost snapshots so later catalog edits do not rewrite existing warehouse work.
No double-counted valuation
Applicable stock valuation reports exclude nonphysical masters and component-derived kits so the same physical goods are not valued twice.
ILLUSTRATIVE COMPONENT KITThe scarcest component
The scarcest component
sets the kit quantity.
Care Kit = 1 device + 2 refills + 1 pouch
Device12 available ÷ 1 required12
Refills18 available ÷ 2 required9
Pouch6 available ÷ 1 required6
Buildable kitsMinimum of 12, 9 and 66
06STORE LOCATIONS + SUPPLIER WAREHOUSING
Know the warehouse. Know the shelf.
Store inventory and supplier warehouse execution share product identity, but serve different operational needs. Move from a location-level balance to an actionable pick location.
Multiple warehouses
Maintain stock positions by warehouse and inspect the location that will supply the order.
Aisle, bin and position
Supplier locations carry warehouse, aisle, bin, position, zone and pick sequence, with optional map coordinates.
Stock transfers
Transfer available merchandise between configured locations. Source and destination movements preserve the inventory trail.
Order-level fulfillment location
Assign eligible paid web orders to another configured warehouse before preparation begins, subject to available-stock checks.
Location-aware supplier allocation
Approved supplier orders reserve physical stock against warehouse locations for subsequent picking.
Pick by order, product or location
Warehouse views and grouped picking documents organize work around the way the team operates.
Pick confirmations and packages
Record picked quantities, package references, weights and notes before releasing the shipment.
Warehouse map and route aid
Entered coordinates support a proximity-based route suggestion; the map is an operational aid, not a surveyed or obstacle-aware routing system.
DC-01 WAREHOUSE/A-04 AISLE/B-12 BIN/P-02 POSITION
Illustrative location address. Direct transfers and web-order reassignment operate within configured locations. Cross-database store networks require their connected purchasing/fulfillment configuration; a shared catalog alone does not create a universal stock pool.
07STORE PURCHASING + CONNECTED SUPPLIER ERP
Turn demand into the next purchase.
See what is selling and what is missing, then create a controlled purchasing path from the store to the supplier and back into stock.
Low-stock planning
Compare available and on-order quantities with report thresholds and target quantities. Suggested buys account for incoming stock.
Sales-driven purchase lists
Connected store purchasing builds draft demand from eligible paid POS and portal sale lines not already claimed by a prior list.
Supplier offers
Include time-bounded supplier suggestions directed to an individual store or the connected network.
Editable purchasing drafts
Review item quantities, costs and notes before sending the store request to the supplier.
Versioned supplier quotes
The supplier reviews requests and sends a quote revision; the store approves the specific revision offered.
Credit and payment release
Order approval checks the configured payment or enabled credit-terms path, including account limits. Demo payment behavior is clearly distinct from settlement.
Partial store receiving
Receive actual shipped quantities over multiple receipts. Over-receiving and repeated processing are guarded.
Supplier returns and credits
Return authorization, store dispatch, supplier inspection, restock or damaged disposition, and credit memos preserve the link to the original order.
08STORE + SUPPLIER ERP
Count it. Move it. Trace it.
Make stock maintenance a controlled activity with a clear record of who changed what—and why.
Employee-owned scan batches
Start or resume a draft batch, scan UPCs or SKUs and collect item quantities before uploading.
One scan, one increment
Each recognized scan adds one unit to the draft line. Quantities can be reviewed and adjusted before submission.
Additive inventory upload
Uploading a scan batch adds its reviewed quantities to on-hand stock. It is not an automatic replacement of the store’s existing balance.
Duplicate-scan request protection
Recorded scan-event identifiers protect against processing the same submitted scan request twice.
Physical count worksheets
Print SKU balances with blank count and variance columns for a physical inventory exercise; the report itself does not post stock.
Movement ledger
Inspect openings, sales, receipts, transfers, adjustments, allocations and releases with quantity, reference, employee and time context.
Permissioned adjustments
Restrict editing, transfers and take-inventory functions by user, while permitting authorized staff to look up stock.
Transaction and audit controls
Guarded operational workflows use SQL transactions, authoritative stock reads and audit records to keep changes traceable.
09REGISTER + CUSTOMER PORTAL
One product. Deliberate rules for every channel.
The item file determines more than the selling price. It also controls how a product appears and which customer or fulfillment conditions apply.
Product-level portal visibility
Decide which sellable items appear in the customer portal. Product masters do not become purchasable placeholder items.
Pickup and delivery eligibility
Maintain item-level pickup and delivery flags alongside the merchant’s customer-approval workflow.
Product-specific verification
Smoke-shop configurations distinguish unrestricted, age-18, age-21 and medical requirements. Liquor-specific configurations keep the applicable age-21 flow.
Clear visual selling
Category colors, product images, compact descriptions and prioritized catalog order help clerks browse as well as scan.
Approved-address fulfillment
Portal orders carry their fulfillment method and approved delivery destination into the store’s preparation workflow.
Stage-based web fulfillment
Track orders through accepted, preparing, ready, out-for-delivery and completed states, with printable order documents.
Points attached to the product
Item points-per-dollar settings support automatic customer rewards earning, with tier and campaign rules in the loyalty module.
Shipment records and invoices
The supplier workflow records carrier and tracking, issues stock at shipment and creates its invoice. Carrier-label purchasing is a separate integration.
10CORPORATE CLOUD + SUPPLIER ERP
One catalog standard. Every store accounted for.
Give the network consistent product identity without sacrificing store-level accountability. Headquarters sees the combined picture and can still follow it back to the originating location.
Cloud-owned master catalog
Maintain shared product identity, relationships, categories, attributes and kit components in the corporate catalog.
Supplier catalog publishing
Supplier catalog changes flow through the cloud publication process to authorized stores.
Selected-store distribution
Choose the store destinations for catalog publication rather than assuming every store always carries every product.
Publication status and retry
Versioned publication records track store delivery status and support retry of catalog updates.
Independent store data
Each store retains its own operational database; consolidated corporate records retain the source-store identity.
Country, region and district views
Corporate filters support geography and arbitrary store selections for operational reporting.
Named SQL reporting views
Save repeatable management views and return to line-level sales or inventory detail instead of assembling spreadsheets each time.
Readable exports
Produce filtered PDF and CSV outputs for store management, supplier operations and corporate review.
No matching capability. Try a broader term or clear the search.
THE REPORTING LAYER
From stock position
to the reason behind it.
The 37-report store library includes twelve inventory definitions and six purchasing/transfer definitions, alongside sales, web-order and gift-card reporting. Applicable reports support filters, sorting, paging, PDF and CSV.
What do we own?
- Stock position by location
- Inventory valuation
- Allocated stock
- Out-of-stock and negative availability
What needs attention?
- Low stock and reorder planning
- Slow and non-moving stock
- Inventory movement ledger
- Stock adjustments
What makes up the stock?
- Physical count worksheet
- Catalog, pricing and attributes
- Kit availability and cost
- Kit component worksheet
What is coming or moving?
- Open vendor purchase lines
- Vendor purchase history
- Open supplier commitments
- Supplier receiving history
- Supplier return dispatches
- Location transfers
Better questions. Clearer decisions.
Filter the applicable reports by location, date, category, product, staff, vendor or verification requirement. Reorder thresholds are planning inputs; the report does not silently create a purchase order. Supplier ERP adds warehouse valuation, pick documents, shipment/invoice records, returns, credits and receivables reporting.
Configure the platform.
Be precise about the promise.
This guide spans the retail, liquor and Bahama supplier/corporate product family. Not every module is enabled in every installation. Your walkthrough identifies the store configuration, network connections and integrations included in your rollout.
Carrier-label purchasing, direct scale hardware feeds, external payment settlement, payroll-provider submission and outbound messaging require the appropriate provider connection. Serial/lot tracking, expiry-based FEFO, RFID and automatic kit substitution are not represented here as verified capabilities.
There is no fixed merchandising-model limit on the number of SKUs, departments or categories. Actual throughput, storage and availability depend on a deployment sized and tested for your operation.
SHOW US YOUR MOST COMPLICATED INVENTORY QUESTION.