Configuring Products

Updated on July 23, 2020

There are three key reasons precision is so important when entering product details:

  • for properly describing your products to your customers
  • it makes reporting on sales easier and more meaningful
  • to gather important information on your customer's preferences

Configuration details

Add a single product

From the Products page, click on the Add Product button.

Add the Product name, select the product Type and click Create.

To rename a product, click on the bold name displayed below the product photo in the left panel. You might have to refresh the page to see the name change in other places of the page. You can also update the vintage and SKU the same way.

Product Panel

Once a product is created, a product panel appears on the left side of all the product tabs.

To add an image, select it on your computer, drag and drop it in the top section of the panel. Alternatively, click on the top section to open the folder where you saved the image. Note that images are turned horizontally when displayed in the POS so you may want to keep that in mind when adding composite product images.

To update a product picture, drag and drop the new image on the top of the old one or click on the image to open the folder where you saved it.

The average of "X" rating stars appear as soon as someone adds a rating on your website, Wine Show or Tasting Experience.

The Vintage and SKU (Stock Keeping Unit) used by your business are optional and defined by you.

The price and number of units show at the bottom of the panel once they are set in the Pricing & Stock tab.

Product Attributes

The platform provides a wide range of built-in product attributes to choose from to define the product characteristics. The characteristics are then used to showcase your products in the Tasting Experience and Wine Show.

If needed, you can also define your own attributes from SettingsBusiness from the 'Product custom tag' section.

You can review the full list of built-in product attributes to choose from here.

Business Attributes

The Business attributes work like 'switches'. They enable/disable your products in the platform extensions or identifies them with specific characteristics. When an attribute is greyed out, it means the option won't show or apply to the product.

  • Fits Between Bottles: applies to miscellaneous merchandise (e.g. coasters, aprons, caps, etc.) that can be added to a case. It will not be counted as an item when generating labels.
  • Visible in POS: shows the product in the Point of Sale application.
  • Out of Stock: will make this product unavailable, and replaced it if a fallback product has been set.
  • Visible in Wine Show: shows the product in the Wine Show application.
  • Tax Exempt: the product doesn't incur tax (e.g. bottled water).
  • Visible Online: shows the product/composite product on your website.
  • Visible in Tasting: shows the product in Tasting Experience application.
  • Wine Tax Applicable: product is subject to wine equalisation tax (WET). Applies to Australian wine producers only.

The Business Attributes show in the Tasting Experience, Wine Show and Website.

Tag Line, Product description and Tasting notes

These three fields are used in the Tasting Experience and/or on your website.

The Tagline is the “one-line”, the “hero line” or “headline” that you wish to give your product (e.g. “The best Shiraz ever” or “A mother's favorite”).

In the Tasting Experience, the product description is displayed in the list view (all products). Tasting notes are shown in the single product view.

Additional details and Awards

The Food Match, Cellar Until as well as the Awards, Reviews & Ratings, Bottled On, Units Produced and Made Available On fields are used to give more information to your customers.

The Weight (g) and Height (cm) are used to calculate the freight of a parcel.

Category

The product Category of a product is used for reporting purposes only. In the end of period report, product sales will be grouped by product category. The category is also used to push your sales information to Xero.

Sorting Category

The product Sorting Category is used to classify your products in the Tasting Experience, Wine Show and POS. It allows you to split the list in sections or in tabs according to your chosen layout.

Remember to install the Product Sorting add-on in Troly to sort out and categorise your products online.

Fallback product

Setting a fallback lets Troly know which product should replace an out of stock or archived product. This setting only applies to bulk orders. If you manually create an order, fallback products will not be applied to the order.

For example, if you have run out of inventory on the Pinot 2015, you can choose to replace it with the Pinot 2016.

Non-archived products will allow you to have a fallback chain: your Pinot 2015 can fall back to Pinot 2016, then Pinot 2013 then Pinot 2014.

Archived products will not allow a fallback chain meaning the Pinot 2015 will fall back to the Pinot 2016 but no further.

The product that you select as the fallback is also entirely your choice.

If your selected composite product wasn't archived with a valid fallback product, the content of your email won't be accurate.

MailChimp product token

This URL is used to automatically redirect the customer to the product cart from MailChimp, Campaign Monitor, etc. It can be added to your mass email communications when promoting a special case that members can access in just one click.

You should also know

Composite products

A composite product is made of two products or more bundled together and sold as a single unit. There are created exactly like standard products, but their content is managed from the Composite Products page. Please refer to our dedicated page for detailed information.

Non-Physical Products

When creating gift vouchers and accommodation the software allows you to select Non-Physical as a product type.

The Non-Physical Products have tailored Business Attributes as they don't have the same particularities as regular products like wine.

Please note that Non-Physical product cannot be used as a component of a composite product.

Price Points & Inventory details

You can capture the various prices of a product along with stock levels under ProductsPricing & Stock.

The pricing list starts with the default categories for 'Standard', '6-pack' and 'Case' to set the retail prices. Then, for each club that you have created, you can override the product prices.

You can also add your inventory numbers for each warehouse location that you have created in the Stock Control add-on.

Deleting vs Archiving Products

For reporting purposes, a product cannot be deleted, but only archived.

Instructions

To archive a product, click on Archive this product button. A pop-up window asks that you type the SKU or product name (if no SKU is available) to confirm that you understand that archiving a product is irreversible. This extra confirmation step is in place to ensure products are not archived accidentally. The SKU is available below the image of the product panel. Both SKU and product name must be typed exactly as they appear for the Confirm Archival button to work.

Once archived, products aren't available to customers anymore. The Vintage and SKU also become greyed out in the product panel.

Archiving in Bulk

If you have more than 10 products to archive at once, go to your Product Page and click the Export button to export your products list. Identify all the products that you wish to archive and contact us via [email protected]

Searching Archived Products

To search for an archived product, click directly on the magnifying glass located in the "Search for an active product..." field and type the name of the item.

Archived products can still be exported with active products when using the Export data feature.

archivev, archie

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