Create a Product (Basic or Variant)

On the home page of the HotelKey administration web application (admin.hotelkeyapp.com), select the Administration v2 link in the RetailKey section.

The RetailKey Admin page loads.

Expand the Products sidebar menu, select Products List to load the Products panel, as shown.

Select New.

The Basic Data panel loads.

Enter the product Name and select a SKU option (Auto Generate is the default).

For UPC, select Generate UPC or Enter UPC.

If Enter UPC is selected, a form populates for lookup of the code, as shown. If no matching code is found, select the plus sign to add a new code. A popup opens; enter the code and select Save.

To add a photo, simply click on the plus sign, this will open up your files, select the photo in which you would like to display (hit save if you doing outside of the product creation flow)

To delete a photo, hover over the photo, click the eye icon, and then the trash can and select save

Note that it’s possible to add more UPC codes for the product: select the plus sign icon at the bottom of the code entry popup to populate an additional code data entry field. Repeat to add as many codes as are needed, then select Save.

Enter a Description of the product.

Select a Product Category, Department and Product Type.

An example of the filled Basic Data panel is shown at right. Fields containing gray data entry tips (instead of data) are not required.

Note that the UPC field now shows a numeric indicator of how many UPC codes have been added for this product.

Select Show More for additional options

Show More page loads - giving option to add Size, Case Size and Pack Size

Take Budweiser beer, for instance, which is delivered in a 24-case configuration, consisting of two sets of 12 bottles each. The preference is not to market the product in 12-packs but rather to offer each bottle as a standalone item.

For the size 1, case size designate it as 24, and set the pack size to 1.

However, if you are selling a 12-pack, then the pack size should be specified as 12.

Scroll down to the Selected Product Type section. Basic Product is selected by default.

Continue with instructions to create a Basic product.

Continue with instructions to create a Variant product.

Leave the default selections of Basic Product , Inventory Type “Rolling” and Track Inventory in place.

Enter the Initial Stock for the product.

Scroll down to the Supplier Details section.

Select a Preferred Vendor. As shown, vendor details populate in a form at the bottom of the section. Enter the Vendor SKU and select the vendor Unit type (e.g. “QTY” for standalone, self contained items like bottles of water or a t-shirt, OZ, mL or similar for items like liquor added to bar drinks by the shot from a larger bottle).

Optionally, select Add to add another vendor.

Note - the Preferred Vendor still needs to be selected in the highlighted section shown in the image to the right

The Suggested Products section is optional and can be skipped.

Scroll down to the Sales and Pricing section.

Select the Sales Charge Type and Wholesale Price.

To have the system automatically calculate the Retail Price based on markup, select Percent or Amount for Margin (aka “markup”) - must be one or the other, then enter the applicable number. For example:

• if the markup on the water is 50%, select Percent and enter 50

• if the markup is 75 cents, select Amount and enter .75

To have the system automatically calculate the Margin, enter the Retail Price.

Note that when Enable Rate Inclusive of taxes is selected, the system adjusts the calculation so that the retail price includes tax, and the Retail Price field is updated to show this.

The product must be linked to a menu before it can be sold. Select a menu, then select Link to Menu. As shown, details of the selected menu populate at the bottom of the section. Repeat this step to add the product to additional menus.

In the next section, Enable for selling, enable item for sales at POS is selected by default.

Scroll back up to the top of the Add New Product panel and select Save to add the product.

The panel closes and a success message briefly displays.

Select Product with Variant.

An Attributes section populates. This is where the different variations, or “Variants”, of the product are added.

In this example, a Pack of 6 and Pack of 12 Variant will be added.

Enter Pack Size for the first Variant; the system saves it as a colored tag in the Value field. In this example Pack of 6 has been entered.

An item detail section populates. Enter the Cost Price (price paid to vendor/supplier) and Retail Price; the system calculates the Margin.

Select Default if this is to be the default selection for this product (Glacier Water Multipacks).

Select the expand arrow at the far left of the product line item to expand product details. Enter product details as follows:

Initial Quantity - enter the initial quantity of this Variant; in this example the initial quantity is 24 six packs

Product Unit type - select “QTY” for standalone, self contained items like bottles of water or a t-shirt, “Oz”, “mL” or similar for items like liquor added to bar drinks by the shot from a larger bottle; in this example “QTY” is the correct selection

Reorder Quantity - enter the number of six packs on hand at which more should be ordered (e.g., if more should be ordered when the property is down to four 6 packs, enter “4” here)

Min shelf qty - enter the minimum number of six packs to be kept on the shelf for sale; if stock on hand dips below this number, 6 packs should not be offered for sale at all

Stock Multiplier - enter the number of individual items included in this variant; in this case it’s 6, because this Variant is the six pack

UPC - enter the custom UPC code for this Variant; in the example the code entered is the standard Glacier Water UPC with “X6” added to the end

Size - enter the number of items in the product; in this example it’s “6” individual water bottles

Optionally add Product Tags for future lookup.

Note that only one of the variants can be the Default selection. Once a Default selection is made that product must be de-selected as the default before a different variant can be selected in its place.

Toggle Allowed for Purchase ON, as shown.

An example of the filled Sales and Pricing section for the 6 pack is shown at right.

Screenshots at right show the addition of the 12 pack Variant.

Scroll down to the Supplier Details section.

Select a Preferred Vendor. As shown, vendor details populate in a list at the bottom of the section.

Enter the Vendor SKU and select the vendor Unit type (e.g. “QTY” for standalone, self contained items like bottles of water or a t-shirt, OZ, mL or similar for items like liquor added to bar drinks by the shot from a larger bottle).

Optionally, select Add to add another vendor.

Scroll down to the Sales and Pricing section.

Select the Sales Charge Type and Wholesale Price.

To have the system automatically calculate the Retail Price based on markup, select Percent or Amount for Margin (aka “markup”), then enter the applicable number. For example:

• if markup on the water is 50%, select Percent and enter 50

• if markup is 75 cents, select Amount and enter .75

To have the system automatically calculate the Margin, enter the Retail Price.

Note that when Enable Rate Inclusive of taxes is selected, the system adjusts the calculation so that the retail price includes tax, and the Retail Price field is updated to show this.

The product must be linked to a menu before it can be sold. Select a menu, then select Link to Menu. As shown, details of the selected menu populate at the bottom of the section. Repeat this step to add the product to additional menus.

An example of the filled Sales and Pricing section for the 12 pack is shown at right.

A Confirm Stock Details Popup popup activates, showing key details of the new variant products to be added.

A Confirm Stock Details popup loads. Review and verify the stock on hand details shown.

In this example, 600 6 packs and 300 12 packs are being added, for a total of Stock of 900 packs.

Close the popup using the “X” icon at the upper left to return to product details and make changes.

Select Confirm to create the products and close the popup.

The panel closes and a success message briefly displays.