How to manage products in the POSable Backoffice

by POSable Support Team | January 19, 2026 4:10 pm

In the POSable Backoffice, Products is where you add everything you sell, set prices, barcodes and VAT, and choose your best-sellers for the till’s Hot Products panel. You can add products one at a time or import a whole catalogue by CSV. Products are never deleted. They’re archived, so your sales history stays complete. You can also change prices in bulk with Price Control. This guide is for owners and managers. You need Manager or Administrator access to add or edit products.

Important: Set up your categories first. Every product sits in a category. See How to manage categories.

Why it matters

• Faster checkout. Barcodes and Hot Products let staff find items in seconds.
• Accurate VAT. Each product’s VAT class tells POSable how to work out VAT on every sale.
• Complete reports. Archiving instead of deleting keeps your sales history intact.
• Easy price updates. Price Control changes many prices at once.

The Products page at a glance

Open Products from the menu to see a table of your enabled products, showing their attributes, status, POR (profit on return), colour, Hot status and stock level. From here you can:

Action	What it does
Add Product	Create a single product
Upload / import	Bulk-create products from a CSV file
Download	Download your products
Edit	Change a product’s details
Archive	Hide a product from the till without losing its sales history
Price Control	Change prices in bulk by a percentage or fixed amount

How to add a single product

1. Open Products and click Add Product.
2. Fill in every field marked with a red asterisk. These are required.
3. Complete the key fields below.
4. Click Save. The product syncs to your tills.

Key product fields explained

Field	What to enter
Price	Enter prices excluding VAT. POSable adds VAT for Standard and Reduced products
Cost price	What you pay, so reports can show your profit
SKU	A unique code for the product. We recommend using your wholesaler’s or supplier’s code to make reordering easier
Barcode	Optional. If a product has several barcodes (e.g. from different suppliers), enter one as the primary barcode, then add the rest with add another barcode. Reports then show which barcode sold
VAT class	Standard, Reduced, Zero Rated or Exempt. Not VAT registered? Select Exempt
Hot product	Tick Is a Hot Product to show it in the till’s Hot Products panel, next to categories, for your fastest sellers
Stock and Low Stock Threshold	The quantity in stock, and when to alert you. If you leave the threshold blank, POSable uses 10
Allergens (food)	Optional. See How to manage food allergens

UK VAT examples: children’s clothing is zero rated (not exempt). Cold takeaway food such as cold pizza is zero rated, but hot pizza is standard rated. Every country has its own rules, so check with your accountant.

Tip: Products can also have options such as size or milk type (attributes), and each variant can have its own SKU and stock level. See How to manage inventory and taxes.

How to import products by CSV

1. In the admin dashboard, go to Products and download the CSV template so your file has the right structure.
2. Fill it in using any spreadsheet or CSV editor, or export your products from your old system into the template.
3. Click the import button and select your file.
4. Map any columns POSable hasn’t matched automatically.
5. Click Upload. Your products are added to the Backoffice.

Tip: Import categories before products, so each product has a category to go into. See How to migrate to POSable.

Archiving instead of deleting

POSable doesn’t delete products. If it did, past sales of that product would no longer make sense in your reports. Instead, archive the product:

• It disappears from the till, but its sales history stays searchable and downloadable.
• There’s no limit on how many products you can have, so archived products won’t slow you down.
• Seasonal lines: archive your Christmas or Easter range after the season and reactivate it next year.

Managers and Administrators can reactivate archived products.

How to change prices in bulk with Price Control

1. On the Products page, click Price Control.
2. Filter by product name or category, or use select all.
3. Tick the products you want to change.
4. Choose percentage or fixed amount, enter the value, and choose increase or decrease.
5. Click Apply Price Changes.

Example: to put up all drinks by 10%, filter to the Beverages category, select all, choose percentage, enter 10.00, choose increase and apply.

Tip: After a price change, print new shelf labels. See How to create shelf labels.

Troubleshooting

I can’t save a product

• Check every field with a red asterisk is filled in.

The product isn’t showing on the till

• Check it isn’t archived and has a category. Tap Sync Data on the till.

I can’t add or edit products

• Viewer and Staff users have read-only access. Ask an Administrator to change your level in Dashboard Users.

Still stuck?

• Email everythingis@posable.co.uk[1] or call +44 7356 055601. Support is included in every plan.

Frequently asked questions

Can I delete a product in POSable?

No. Products are archived instead, so your sales history stays complete. You can reactivate an archived product at any time.

Do I enter product prices with or without VAT?

Without VAT. POSable adds VAT automatically for Standard and Reduced products.

What VAT class should I choose if I’m not VAT registered?

Select Exempt.

How do I add lots of products at once?

Download the CSV template from the Products page, fill it in, then import it, map any unmatched columns and upload.

What is a Hot Product?

A best-seller shown in its own Hot Products panel on the till, next to the categories, so staff can find it quickly. Tick Is a Hot Product when you add or edit it.

How do I change many prices at once?

Use Price Control on the Products page: select the products, choose a percentage or fixed amount, increase or decrease, and click Apply Price Changes.

Related Guides

• How to manage categories[2]. Reason: set up categories before adding products.
• How to migrate to POSable[3]. Reason: CSV templates for moving your catalogue from another system.
• How to manage inventory and taxes[4]. Reason: variants, stock thresholds and VAT classes in depth.
• How to create shelf labels[5]. Reason: print new labels after a price change.
• How to manage food allergens[6]. Reason: adding allergen information to food products.

Source URL: https://posable.co.uk/posable-docs/product-management-in-the-posable-backoffice/

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