Creating Physical Products

Use Admin > Products to create and maintain physical products. Products appears once Products is on in Admin > Settings > Offerings, under Selling; it is off for a new business. See Turn selling on. The page covers product details, images, variants, stock quantities, selling settings, and active status on the Products tab, and online orders on the Orders tab, including whether customers get their orders by shipping, pickup, or both.

Quick Start#

1. Open Admin > Products and select the Products tab if it is not already selected.
2. Select New Product.
3. In Details, enter the required Product Name and Price. You can also add a Description, choose a Category, and upload a Product Image.
4. Leave Track stock on for items you count, or turn it off for items such as coffee. Sold online shows when Products › Online is ticked in Admin > Settings > Offerings. It starts on unless the product's category is not sold online; turn it off for in-person sales only.
5. Under Tax treatment, choose one option. Configured business rate and Product override need your business tax profile in Admin > Settings > Tax (see Tax settings). Non-taxable / out of scope does not.
6. Select Next.
7. In Inventory, select Add and enter a variant Type, Value, and Qty when the item has sizes or colours. With Track stock on, add at least one complete variant. With it off, a plain product can have no variants.
8. Select Create.
9. The new product starts as a draft and is labelled Inactive in the product list. Use the row actions to choose Activate or Stop selling when you need to change its status.

Step-by-Step Setup#

Basic Information#

Use a name that identifies the item, such as “Premium Yoga Mat” or “Studio T-Shirt”. The Product Name field is required.

Description is optional. Use it for facts customers need to understand the item, such as material, size, colour, or care instructions.

Category is optional. Choose one of your business's categories, or No category. See Product categories.

Pricing#

Price is required. Enter a number greater than zero, then review it before selecting Next.

Use these fields for product setup. Before adding currency, taxes, payment, checkout, delivery, POS, returns, revenue, or reporting terms to a product description, confirm them in the relevant workflow. Shipping and pickup are set for the whole shop, not per product. See Shipping and pickup.

Product Details#

You can upload one image while creating the product. The dialog recommends 800×800px and accepts files up to 5MB.

After creating the product, open Manage images from its row actions to add more images. The image manager accepts JPEG, PNG, and WebP files up to 5MB. It labels one image Primary; you can choose another image as primary or delete an existing image.

Common Physical Product Examples#

Use these examples to choose names, categories, descriptions, and variants.

Studio Equipment#

For a yoga mat, use a clear name such as Premium Yoga Mat, choose a category such as Equipment, and describe the material and dimensions. In Inventory, add variants such as Size: Standard or Colour: Blue with the quantity you currently hold.

For a block set or cushion, use the same pattern: describe what the item is, choose the closest category, and add a variant when customers or staff need to distinguish stock.

Merchandise & Apparel#

For a branded T-shirt, use Studio T-Shirt as the name, choose a category such as Apparel, and describe the material and available sizes. Add each size as its own variant with its own quantity.

For a bottle or tote bag, describe the material and capacity where relevant. Use a variant when the item has options such as colour.

Gift cards are managed under Admin > Gift Cards.

Product categories#

Categories organise your products in your online shop and in web POS. Your business has one list, used in both places. The Naayya POS app does not show categories yet.

Open Admin > Products > Categories, or select Categories next to New Product. The page appears while Products is on in Admin > Settings > Offerings, even before you add a product.

• Select New category, enter a Name, and choose where it sits: Top level, or inside a top-level category. For example, Coffee inside Food & Drink, or Rackets inside Shop.
• Categories go one level deep. A category inside another cannot have categories of its own.
• Names are unique, ignoring capitals and extra spaces: "Tshirt" and "TSHIRT" count as the same name.
• Use the arrows to set the order. Your shop and web POS follow it.
• Select a name to rename it. Its products show the new name.
• Turn Sold online off to keep a category out of your Shop, for example Food & Drink. Every product in it, and in the categories inside it, then sells at the POS only, whatever each product says. A category inside one that is off shows that it follows it.
• Delete removes a category. Its products stay and have no category until you choose another. Move or delete the categories inside a top-level category before you delete it. If the category was not sold online, its products stay out of your Shop until you turn Sold online on for them.

Owners and managers change the list. Staff who sell in web POS see the categories there.

Choose a product's category in Details when you create it, or with Edit details later.

In your online shop, products appear under their category, in your order, with buttons to show one category at a time. Products without a category appear last, under Other. If none of your products has a category, the shop shows them all together.

Categories you had typed on products before this list existed were added to it, with spellings that differ only in capitals or spaces combined into one.

Physical Product Considerations#

Inventory Management#

With Track stock on, the creation dialog requires at least one complete variant. With it off, variants are optional. Keep them when customers or staff need to choose a size or colour. Each row has:

• Type, such as Size or Colour.
• Value, such as Small or Blue.
• Qty, the quantity for that variant.

The quick-add choices are Size: Small (5), Color: Blue (3), and Material: Cotton (10). You can edit or remove these rows before selecting Create. A quantity of zero is allowed.

In the product list, a row shows the total stock across its variants. It can also show Low stock at five units or fewer, Out of stock when variants total zero, or No variants when none have been added.

To maintain stock after creation:

1. Find the product in Admin > Products.
2. Open its row actions and select Manage inventory. If it has no variants, the dialog is titled Setup Variants & Stock.
3. Select Add Variant, enter a Variant Key and Variant Value, and select Add Variant.
4. Enter the Initial Stock Quantity, then select Create Inventory.
5. Edit Stock Quantity directly in the inventory table when a quantity changes. Use the delete action to remove an inventory variant.

If the stock changed after you opened the dialog, for example through a sale or a move, your edit or delete is not saved. The table shows the current quantity. For an edit, select Set to with your number to save it against the current quantity.

Stock at more than one location#

This section applies only when your business has more than one active location. With one location, all stock is kept there and none of these options appear, unless some stock is left at a location you have closed.

Each stock row belongs to one location. Owners and managers can say where stock is kept and move it.

Say where new stock is kept

When you create a product, the Inventory step shows Where is it kept? once you add a variant. Choose the location before you select Create; all the variants you add there are kept at that location.

To add stock to an existing product:

1. Open Manage inventory for the product and select Add Variant.
2. Under Where is it kept?, choose the location. The form starts on the location you used last. If it starts empty, choose a location before you continue.
3. Enter the Initial Stock Quantity and select Create Inventory.

To keep the same variant at a second location, add the variant again and choose the other location. If the variant shows Not placed yet, place it first. Each location has its own row and its own quantity. The inventory table shows a Location column.

Place stock that has no location yet

If your business already had several locations before stock could be kept per location, the stock you had then shows Not placed yet in the Location column. It keeps selling everywhere until you place it.

While some stock has no location, the Products tab shows Tell us where this stock is kept.

1. Under Place all at, choose a location.
2. Select Place stock.

All stock without a location is placed at that location. No quantity changes. You can dismiss the note. It then folds to one line, Some of your stock has no location yet, with Place it to open it again.

Move stock between locations

Move appears on a stock row once two of your locations hold stock, when the row has a location and a quantity above zero.

1. Open Manage inventory and select Move on the row.
2. Choose the location under Move to.
3. Enter How many, then select Move.

You cannot move more than the row holds. The quantity leaves one location and arrives at the other in one step, and the product's total stays the same. A product with Track stock off has no counted quantity, so it cannot be moved.

Stock left at a location you have archived or switched off shows A closed location in the Location column. It still sells in the online shop. Move is available on those rows whenever you have an active location, so you can move the stock there. If the move is refused because the stock changed in the meantime, refresh the page and try again.

In the online shop

The online shop sells stock from all of your locations. A variant kept at two locations appears once for each location, with that location's quantity.

An order that is shipped takes the stock the customer chose. An order the customer collects takes the stock of the pickup location:

• If the stock the customer chose is kept at the pickup location, has no location yet, or was left at a closed location, the order takes it.
• If it is kept at another location, the order takes the same variant's stock at the pickup location instead.
• If the pickup location does not keep that variant, or holds too few, checkout stops before payment with Some items are not in stock at this pickup location. Choose another pickup location or delivery.

A product with Track stock off is not checked this way.

At the POS

When a product is kept at more than one location, the web POS lists a row for each location and shows the location name on it. Select the row for the stock you are handing over. A POS that is set to a sales point lists the stock that sales point sells: the stock kept at its location, stock that has no location yet, stock left at a closed location, and products with Track stock off. A sale or a tab at that sales point takes only that stock. If an item in the cart is kept at another location, the sale is refused with An item in this cart is kept at another location. Remove it and choose it again from this sales point. A sale made with no sales point is not checked this way.

Deliveries, counts and waste#

Use the Stock tab in Admin > Products to change the stock of many products in one save. The tab appears once you have a product with Track stock on. Owners and managers can use it.

If your business has more than one active location, choose the location under Where is it kept? first. The list then shows the stock kept there and the stock that has no location yet.

Receive a delivery

1. Open the Stock tab. It starts on Delivery.
2. Use Find a product to search by name or variant.
3. Under Received, enter how many arrived for each product. Leave the others empty.
4. Add the supplier or delivery note under Note if you want it in the history.
5. Select Save delivery.

Each quantity is added to the stock. To receive a variant at a location that does not keep it yet, add the variant there first under Manage inventory.

Count stock

1. Select Count.
2. Under Counted, enter what is on the shelf for each product you counted.
3. Select Save count.

Each product you filled in is set to that number. A product whose count matches the number shown is not changed, and products you leave empty are not touched. Stock that has gone below zero shows Below zero; counting it puts it right.

Record waste

1. Select Waste.
2. Under Wasted, enter what was thrown away or broken. Add a Note if you want the reason in the history.
3. Select Save waste.

You cannot waste more than a product holds. If the shelf simply holds less than the number shown, count it instead.

If the page cannot confirm a save, it says Saving… and sends the same save again by itself until it is confirmed; you cannot change stock on the page meanwhile. Select Try again now to send it at once. Stay on the Stock tab until it is confirmed. The save is kept for this browser tab: if you leave the Stock tab or reload the page, it is sent again when the Stock tab is open again, and it is lost if you close the browser tab first. If your session has ended, sign in again in the same tab and open the Stock tab. The same save is never recorded twice.

If you enter a delivery or waste that is the same as one you saved in the last 10 minutes (same location, same products and quantities), Naayya asks whether to add it again, for example This looks the same as the delivery you saved at 14:05. Add it again? Select Add again if it really is a second delivery, or Do not add.

One save can hold up to 500 products. Save more in parts.

See how stock got to where it is

Select History on any row. It lists the product's stock changes, newest first: deliveries, counts, waste, sales, refunds that put items back in stock, and moves between locations. Each entry shows the change, the stock afterwards, when it happened and who did it. The first quantity of a new variant shows as Starting stock, and a quantity you change later in Manage inventory shows as Stock set. A sale that was voided shows as Sale undone. A stock row that was deleted shows as Stock row deleted with the quantity it held; its earlier entries went with it.

Choose whether to count stock or sell online#

For drinks, prepared food, or other items you do not count, turn off Track stock. To keep an item available only for in-person sales, turn off Sold online.

1. Find the product in Admin > Products.
2. Open its row actions and select Edit details.
3. Under Selling, change Track stock or Sold online.
4. Select Save Changes.

Track stock starts on. Sold online starts as described below, and products you already have keep theirs.

• Track stock on: a sale needs a stock row with enough quantity. Online checkout and web POS refuse a sale when stock is short.
• Track stock off: sales do not check or reduce stock quantities. A plain product with no variants can sell without a stock row. Existing size or colour variants stay in place, and customers or staff still choose the variant they are buying, even when its quantity is zero.
• Sold online on: an active product can appear in the online shop, while Products › Online is ticked in Admin > Settings > Offerings and its category is sold online.
• A new product starts with Sold online on only when Online is ticked and its category is sold online. Products you already have keep their setting. If you tick Online later, turn Sold online on for each product you want in your Shop.
• When a product's category is not sold online, the switch shows off and cannot be changed there. Change the category's Sold online in Admin > Products > Categories, or move the product. A product you move out of such a category stays not sold online: save the new category, then turn Sold online on for it if you want it in your Shop.
• Sold online off: the product is hidden from the online shop and cannot be bought through the online cart. It can still be sold at web POS while active.

Turning off Sold online does not make a product inactive. Turning off Track stock does not remove its variants or change previous sales. Keep real size or colour variants when buyers need to distinguish them.

These instructions apply to the web POS. The Naayya POS app needs its own update to sell items without a stock row.

Shipping and pickup#

Choose how customers get their online orders on the Orders tab in Admin > Products, under How customers get their orders. Owners and managers can change these switches.

• Shipping: customers enter a delivery address at checkout.
• Pickup: customers collect the order at one of your locations and enter no address. When you have more than one active location, customers choose where to collect it.

At least one switch must stay on. Pickup needs an active location, so add one in Admin > Settings > Locations first. Every business starts with Shipping on and Pickup off, so customers see pickup at checkout only after you turn it on.

When both are on, customers choose Delivery or Pickup at checkout. For pickup, they choose a Pickup location when there are several. The confirmation page and the purchase confirmation email say where to collect the order.

Handle a pickup order#

Pickup orders show Pickup and the location in the Orders list.

1. When the order is ready, select Mark ready for pickup. Naayya emails the customer that their order is ready to collect. If the email cannot be sent, the page says so; let the customer know yourself.
2. When the customer collects it, select Mark collected.

Best Practices#

Product Organization#

Use the same category and variant naming pattern across similar products. Put the distinction customers or staff need to track in the variant, such as Size: Medium or Colour: Black.

Product Descriptions#

Keep descriptions factual and specific. Include material, dimensions, capacity, and care instructions that help someone identify the item.

Visual Considerations#

Use a clear product image. During creation, the dialog recommends 800×800px and limits the file to 5MB. After creation, use Manage images to add images, choose a Primary image, or remove one.

Customer Communication#

Before sharing product information, check the product name, description, category, price, variants, stock quantities, images, and status in Admin > Products.

After Creating Physical Products#

Open Admin > Products to review a product after it is created. The Products tab provides:

• Search with Search products....
• An expandable row with the product's price, image count, variant count, and stock summary.
• Row actions for Edit details, Manage images, Manage inventory, and Activate or Stop selling.

Next Steps#

1. Search for the product and expand its row.
2. Check the name, category, price, image count, variants, and stock summary.
3. Use Edit details, Manage images, or Manage inventory for follow-up changes.
4. Confirm the status you want, then use Activate or Stop selling.

Troubleshooting#

New Product is disabled: Read the message shown on the Products page and check the business setting it names.

Pickup cannot be turned on: Add an active location in Admin > Settings > Locations, then try again.

Shipping or pickup cannot be turned off: One of them must stay on so customers can receive their orders. Turn the other one on first.

The product is not in the list: Make sure you are on the Products tab, clear the search field, and check the product list pages.

Create is disabled: Complete the required Product Name and Price fields. If Track stock is on, add at least one complete variant with a Type and Value in Inventory. For a plain item you do not count, turn Track stock off.

A variant is missing: Open Manage inventory, then add the variant with Add Variant and save it with Create Inventory.

An image upload fails: Use a JPEG, PNG, or WebP file smaller than 5MB, then try Add Images again.

The stock summary is unexpected: Check every variant's Stock Quantity. The product row totals the quantities across its variants and shows Out of stock when variants exist but the total is zero. With several locations, the total covers every location.

Move is missing: Move appears once two of your locations hold stock, on rows that have a location and a quantity above zero. It also appears on stock left at a closed location. To start keeping a variant at a second location, add the variant again and choose that location under Where is it kept?. If the variant shows Not placed yet, place it first.

The status is wrong: Open the product row actions and choose Activate for an inactive product or Stop selling for an active one.