Catalog

The Product catalog (sidebar Products & services) holds everything your shop sells: bicycles, parts, accessories and services such as labour. Each product or service has a type, a stock mode, a selling price, a cost price, a tax rate, optional codes (SKU, barcode, supplier reference), a category, brand and tags, bicycle details, one image and one or more variants. POS sells what is in the catalog, and the workshop takes parts from it. Creating or editing a product never changes stock; stock only changes through Inventory, sales, refunds and parts used in the workshop.

Who can use this

• Owner, Manager and Shop Manager can open the catalog. Team Members cannot.
• Creating and editing products, images, categories, brands and tags is for the Owner and staff the Owner has allowed to manage products and stock.

See Roles and permissions.

Before you start

• Decide the Product type and Stock mode (see below). They decide how POS, stock and the workshop treat the product.
• Know the customer price and your cost price in normal currency, for example 1499.00.
• Optionally create categories, brands and tags first with Manage taxonomy.
• The shop's default VAT rate from Settings → Tax & VAT is filled in for new products.

Key concepts

Product type and stock mode

Product type	Usual Stock mode	Use for
Bicycle	Serialized stock	Complete bikes tracked one by one by frame or serial number
Part	Quantity stock	Spare parts (the default for new products)
Accessory	Quantity stock	Helmets, locks, lights and so on
Service	No stock (always)	Labour and other services

Stock mode	What it does
Quantity stock	"A quantity balance is updated by receipts, counts, sales, and refunds." A sale needs enough stock.
Serialized stock	Each bike is received with its frame or serial number and sold individually.
No stock	No stock is tracked. The product never blocks a sale.

Choosing Service always sets No stock. Choosing Bicycle switches to Serialized stock, which you can change.

Variants

Every product has at least one variant. If you add no variants, the basic fields (SKU, barcode, size, colour, price, cost, tax) become the default variant. Add variants when size, colour, SKU, barcode or price differs, instead of creating a new product. In POS, the cashier is asked to choose a variant when a product has more than one.

Categories, brands and tags

• Category: one main shop category per product.
• Brand: the manufacturer's name.
• Tags: up to 12 labels per product, each with a colour (Slate, Blue, Green, Amber, Rose, Violet). The colour is only for display.

Shown in POS

A product appears in POS as long as it is active (not archived). With Block out-of-stock sales switched on in Settings → POS (on by default), products with no stock are shown but cannot be added.

The catalog screens

Product catalog: Manage taxonomy and Add product or service. Filter with All products and services, Bicycle, Part, Accessory or Service, search with Search name or SKU (also finds barcode, brand and category), and use Filter by category and Filter by tag. The list shows Product or service, SKU, Price, Stock (with a Low stock badge when needed) and Type. Use View product details to open a product.

Product detail: Active or Archived, Edit product, Product overview, Stock summary (On hand and the low-stock threshold), Sellable variants and Inventory transactions (recent receipts, adjustments, sales and returns).

How to add a product or service

1. Select Add product or service. A window with three steps opens. Use Show POS preview to see the tile the cashier will see.
2. Essentials:
   • Name (required): the name your team and customers recognise.
   • Product type and Stock mode.
   • Price (required): the customer price.
   • Cost price (required, may be 0): used for margin reporting.
   • Tax rate (%).
   • Low-stock threshold: show a low-stock signal at or below this quantity.
   • Product image (optional).
3. Select Next. POS setup:
   • SKU: your own code for search and stock control.
   • Barcode: for scanning at checkout.
   • Variant or style number.
   • Sellable variants: select Add variant for each variant and enter its details, Price and Cost price. Remove one with Remove variant.
4. Select Next. Details: Description, Supplier reference, Brand, Category, Tags, and bicycle details (Size, Color, Gears, Lock details, Battery details).
5. Select Create product or service. You see "Product or service created."

How to add or change the product image

1. In Product image (first step), select Upload image or Change image.
2. Choose a PNG, JPEG or WebP file of up to 5 MB. You see "New image selected. Save the product to upload it."
3. Save the product. You see "Product image updated."
4. To remove it, select Remove image and save.

If the product is saved but the image is not, you see "The product was saved, but the image could not be uploaded. Open edit and try again."

How to edit a product

1. Open the product and select Edit product.
2. Make your changes across the steps and select Save changes. You see "Product or service updated."

How to archive a product

1. In the edit window, select Archive product or service.
2. You see "Product or service archived." The product disappears from the catalog, POS, stock lists and the workshop's part list. Past sales and stock history are kept.

How to manage categories, brands and tags

1. Select Manage taxonomy.
2. Under Categories, Brands or Tags, type the name in New category, New brand or New tag. For a tag, choose a Tag color.
3. Select Add category, Add brand or Add tag. You see "Catalog structure created."

Rules to know

• Name is required.
• Price and Cost price must be 0 or more, with at most 2 decimals.
• Tax rate (%) must be between 0 and 100.
• Low-stock threshold must be a whole number.
• Every variant needs a price and a cost price: "Check the price and cost on each variant before continuing."
• Up to 12 tags per product.
• Category, brand and tag names must be unique: "The catalog structure could not be created. It may already exist."
• Images: one per product, PNG, JPEG or WebP, up to 5 MB.
• SKUs and barcodes are not checked for duplicates. Take care not to reuse them.
• POS uses the variant's price and tax rate. Changing the price on a sale is limited to staff allowed to override prices.

What happens next

• A new product has no stock. Record its opening stock as a Receipt in Inventory, or receive bikes one by one.
• Variants you remove are switched off, not deleted, so old sales still show them.
• Changing a product does not change sales already made; each sale keeps the price, tax and description from the time of sale.
• Archiving hides the product everywhere but keeps its history.

Not available in this version

• Bringing back an archived product from the screens. Contact Kadenio support.
• Renaming or deleting categories, brands and tags.
• Clearing an optional field (for example SKU or description) when editing; overwrite it instead.
• Separate stock per variant. All variants of a product share one stock balance.
• Alternative barcodes, label printing, CSV import and purchasing from suppliers.

Common questions / problems

Symptom	Cause	What to do
"Check the highlighted fields."	A required field is missing or invalid	Correct the highlighted field, then select Next.
"Product or service could not be created."	Invalid category, brand or tag, or you are not allowed to manage products	Choose the category, brand and tags again; ask the Owner.
Image warning after saving	Wrong file type, file too large, or an upload problem	Use PNG, JPEG or WebP up to 5 MB; try again with Edit product.
Product not shown in POS	It is archived, or a search or category filter hides it	Clear the filters in POS.
Product shows Low stock	Stock is at or below the threshold	Receive stock in Inventory or change the threshold.
"The product details could not be loaded."	The product is archived	Contact Kadenio support if you need it back.

Related pages

• Inventory
• POS checkout
• Workshop
• Settings
• Recipes
• Glossary