Quick Add and Inventory Management — Completing Quick-Added Items
When items are created via Quick Add, they have minimal information. This article explains how to find and complete those items in the Inventory module.
How to Find Quick-Added Items
Quick-added items appear in your inventory immediately. To find them:
- Go to Inventory in the main menu
- Search by the item name, SKU, or barcode
- Quick-added items can also be identified by their SKU format: items without a barcode get an auto-generated SKU starting with "QA-" followed by a timestamp (e.g., "QA-20260306143022")
Completing Item Details
After locating a quick-added item, open it in the item editor and fill in the missing information:
| Field | Why It Matters |
|---|---|
| Description | Helps staff and customers understand the product |
| Supplier/Vendor | Enables purchase order creation for reordering |
| Reorder Point | Triggers low-stock alerts when inventory drops |
| Reorder Quantity | Suggests how many to order when restocking |
| Images | Product photos for the POS and customer-facing displays |
| Detailed Pricing | Set up price tiers, bulk pricing, or customer-specific pricing |
| Tax Category | Quick Add defaults to "Taxable" — change if the item is tax-exempt or has a special rate |
| Weight/Dimensions | For shipping calculations if applicable |
| Category | If not set during Quick Add, assign the proper category |
Adjusting Stock Levels
Quick-added items start with 0 stock. Since you just sold one (or more), the stock may show as negative. To correct this:
- Open the item in the inventory editor
- Go to the Stock section
- Perform a Stock Adjustment to set the correct quantity on hand
- Enter the actual count of items you have in stock
- The system adjusts the balance accordingly
Manager Notifications
When a Quick Add occurs, managers at the location receive an automatic notification:
- Title: "Quick Add: [Item Name]"
- Message: "[User] added [Item Name] via Quick Add at [Location]. SKU: [sku]. Price: [price]. Please review and complete item details."
- Category: Inventory
Managers should treat these notifications as action items and complete the item setup promptly.
Best Practices for Quick-Added Items
- Review daily — Check for any quick-added items at the end of each day
- Complete details within 24 hours — Don't let incomplete items accumulate
- Verify pricing — Quick Add prices are entered by cashiers on the spot; verify they're correct
- Set up suppliers — Even if the item was added on the fly, link it to the correct vendor for future reordering
- Adjust stock — Count the actual items on hand and set the correct stock level
- Update the barcode — If the Quick Add used an auto-generated QA- SKU, update it with the actual barcode