1. GoodVibes POS
Manual for Biller Portal
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  1. GoodVibes POS

Catalog

The Catalog menu is where you manage the products and items your business sells. From Catalog, you can manage your products, images, and stock in one place. It includes three main sections:
Catalog: Create and manage your products, prices, categories, and other item information.
Media Library: Store and manage images used for your products.
Inventory: Track and manage your stock levels and stock movements.
Whether you want to add a new product, update product information, or manage product images, you can do it from the Catalog menu.

1. Catalog#

The Catalog is where you manage the products and menu items your business sells.
The Catalog includes:
Categories: Organize items into groups.
Items: Create and manage products or menu items.
Modifier Groups: Add options customers can choose when ordering.
Unit of Measure: Define how products or ingredients are measured.
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1.1 Items#

An Item is anything your business sells, such as a coffee, meal, or retail product. An item can include a name, image, description, price, category, modifiers, tax, SKU, barcode, and inventory settings.
Create an Item: You can create items in two ways.
a. Create Item: One by One
Use this option to add a single item manually.
1
Open Items
Go to Catalog → Items, then click Create New Item.
2
Enter the item information
Add the Item Name, Description, Price, Category, an optional Item Image, and any other required information.
3
Save
Click Save. The item is created successfully.
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b. Create Item: Import Multiple Items (Bulk)
Use this option to add multiple items at once.
1
Start the import
Go to Catalog → Items, then click Import.
2
Choose your file
Select your import file, then click Continue.
3
Map your columns
Match your file's columns to the correct item fields.
4
Review and confirm
Review and validate the data, check the Import Summary, then click Confirm Import.
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Example: "5 items have been imported successfully."
When the item is sold, the required ingredient stock is automatically deducted.
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Example: "5 items have been imported successfully."
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When the item is sold, the required ingredient stock is automatically deducted.

1.2 Categories#

Categories help you organize similar items and make them easier to find on the POS.
Examples:
Restaurant: Coffee, Drinks, Mains, Desserts
Retail: Tops, Bottoms, Shoes
You can also create sub-categories, such as Clothing → Tops → T-Shirts.
How to Create a Category
1
Open Categories
Go to Catalog → Categories, then click Create New Category.
2
Fill in the category details
Enter the Category Name, select a Color, and set the Sort Order.
3
Save
Click Save.
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1.3 Modifier Groups#

Modifier Groups let customers choose additional options when ordering an item.
Examples:
Size: Small, Medium, Large
Sugar (%): a range of sweetness levels
Topping: several add-ons a customer can pick
Each group can allow a single choice or multiple choices, can be required or optional, and its options can add to the price. The Modifier Groups list shows every group with its Selection Type, Selections range, whether it's Required, and how many modifiers (options) it has click a group to expand it and see its modifiers inline.
Create a Modifier Group
1
Open Modifier Groups
Go to Catalog → Modifier Groups, then click + Add Group.
2
Set up the group
Enter the Name, select the Selection Type (Single or Multiple), set the Selections range (e.g. 0–1), and turn on Required if a choice is mandatory.
3
Add the modifiers
Expand the group and click + Add Modifier for each option. Enter its Name, Price Adjustment, and Sort Order.
4
Save
Click Save.
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The modifier options will appear when the item is added to an order.
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1.4 Unit of Measure#

Unit of Measure defines how an item or ingredient is counted or measured.
Examples:
Weight: g, kg
Volume: mL, L
Quantity: each, dozen
Add a Unit of Measure
1
Open the New Unit of Measure form
Go to Catalog → Unit of Measure, then click the add button to open the New Unit of Measure form.
2
Fill in the unit
Enter the Code (e.g. "carton") and Name (e.g. "Carton"), then pick a Type — Count, Weight, Volume, or Length.
3
Set the conversion
Enter Conversion to Base — how many of the Type's base unit this equals. A carton of canned drinks is a Count-type unit, and Count's base unit is pcs, so a carton of 24 cans would have a conversion of 24 (1 carton = 24 pcs).
4
Save
Click Save.
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2. Media Library#

The Media Library stores images uploaded for your catalog items. You can reuse an existing image instead of uploading it again.
How to Add Media
Go to Catalog → Media Library.
Click Upload Image.
Select an image.
Click Upload image.
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3. Inventory#

The Inventory section helps you track your stock, update quantities, move stock between locations, manage suppliers, and check your inventory reports.
It includes:
Stock Levels: Check your current stock.
Adjustments: Add or remove stock manually.
Transfers: Move stock between locations.
Suppliers: Manage your suppliers.
Purchase Orders: Order and receive stock from suppliers.
Stock Counts: Count your physical stock and correct differences.

3.1 Stock Levels#

Stock Levels shows how much stock you currently have for each item and location.
You can see:
On Hand: Current stock in the system.
Committed: Stock reserved for open orders.
Available: Stock you can currently sell
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Create a Stock Adjustment
Use Adjustments when you need to record a stock change with a specific reason.
1.
Go to Inventory → Stock Levels.
2.
Click Adjust Stock or Adjust on any row.
3.
Select the Item and Location.
4.
Enter the Quantity.
Positive number = Add stock
Negative number = Remove stock
5.
Select a Reason, such as Received, Damaged, Lost, Theft, or Correction.
6.
Add a Note if required.
7.
Click Apply Adjustment.
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You can see the available stock count for each item when creating an order.
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3.2 Review Adjustments#

1.
Go to Inventory → Adjustments to view all stock changes.
2.
Use All Dates to filter adjustments by date.
3.
Review the adjustment details, including:
Date
Item, variation, and SKU
Location
Change — green for additions and red for removals
Reason
Notes
4.
For adjustments caused by a sale, click View Order to open the related order.
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Stock changes from sales, transfers, and deliveries are recorded automatically.

3.3 Purchase Orders#

A Purchase Order is used to order stock from a supplier.
You can create an order, send it to the supplier, and record the stock when it arrives.
Create a Purchase Order
1.
Go to Inventory → Purchase Orders.
2.
Click + New Purchase Order.
3.
Select the Supplier.
4.
Select the Destination Location.
5.
Add the items, quantities, and unit costs.
6.
Click Create PO to save draft purchase order from supplier.
7.
Open the transfer draft and review the purchase order details.
8.
Click Send to Supplier to finalize the purchase order
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Receive a Purchase Order
When the stock arrives:
1.
Open the purchase order.
2.
Enter the quantity received and click Mark as Received.
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Your stock is updated automatically.

3.4 Stock Transfers#

Use Transfers to move stock from one location to another. If you only have one location, you won't need this feature.
Example: Move 40 of Green Tea - TaPal Tropical Peach from your main branch to another branch.
How to use it
1.
Go to Inventory → Transfers.
2.
Click Add Transfer.
3.
Select the Source Location and Destination Location.
4.
Select the items and enter the quantity to transfer.
5.
Click Transfer to Draft to save the stock transfer.
6.
Open the transfer draft and review the stock details.
7.
Click Complete Transfer to finalize the transfer.
8.
Go to Adjustments to review the stock changes.
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The transfer is completed and the stock is updated at both locations.
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Note: This feature is mainly for businesses with multiple locations.

3.5 Stock Count#

Use Stock Count to compare the stock in your store with the quantity recorded in the system. This helps you find and correct stock differences.
Tip: If possible, count your stock when the store is closed to avoid differences caused by ongoing sales.

3.6 Suppliers#

Suppliers are the businesses you buy products or ingredients from.
You can save supplier contact information and use the supplier when creating a purchase order.
How to Add a Supplier
1.
Go to Inventory → Suppliers.
2.
Click + New Supplier.
3.
Enter the supplier information and Click Save.
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You can now select this supplier when creating a purchase order.
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3.7 Advanced#

Use Waste Logs to record spoiled, broken, or otherwise wasted stock so it's reflected in your numbers, and to review your waste history for patterns. for example, one item breaking repeatedly.
How to Record a waste entry:
1.
Go to Inventory → Advanced → Record Waste.
2.
Click + Record Waste.
3.
Fill in the Item, Location, Quantity, and Reason (e.g. Breakage, Spoilage, Other), and the Cost if known.
4.
Click Record Waste
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Review waste logs
1.
Use All Reasons and All Dates to filter the list.
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Modified at 2026-09-30 03:47:15
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