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Configuring a Price Book

Kevin U
  • Updated

Creating a Price Book

Synch Menu from MealSuite System

The menu items that are available to sell from POS must be first synched over from the MealSuite system. You can confirm with MealSuite Support or your MealSuite CSM (customer success manager) that this is done. 

Create the Price Book and Export the Excel® (.csv) File

With the menu synched from the MealSuite system, your next steps are to create a price book record, which will automatically contain the menu items along with any POS products.

Note: If your facility sells items at different prices for different menus and/or POS locations, then a separate price book will need to be created for each menu and/or POS location that has different prices. 

To create a price book: 

  1. In Touch Admin, select POS Settings > Pricing. The Price Books screen appears.
  2. Click the Add a Price Book button. The Price Book Setup screen appears.
  3. In the Name field, enter a name for the price book (e.g., “Dining Room Price Book”).
  4. Click Save. The price book record is created for the menu items and any POS products. 
  5. Your next step is to export a .csv file of either the menu items or products, which you will then use to enter prices:
    1. To export a .csv file of menu items, click the Menu Items tab and then click the Export to Excel button. An Excel file in .csv format is generated and downloaded to your computer.
      or
    2. To export a .csv file of POS products, click the Products tab and then click the Export to Excel button. An Excel file in .csv format is generated and downloaded to your computer.

Enter Price Types and Prices in .csv File

  1. Open the .csv file.
  2. Enter the Price Type and Price for each menu item. Note the following:
    • When entering the price, the format is as follows: x.xx. Do not enter the $ sign. For example 3.49.
    • When entering a Price Type, it must be one of the following exact matches: 
      • Fixed price
      • Price by kg
      • Price by lb
      • Price by g
      • Price by oz
      • Variable price
  3. If entering a variable price for an item, it means the price will be entered on the POS front end by the user, and as such you do not need to enter a price for it in the file. 

price_book_file.png

Import .csv File with Price Types and Prices

With the price types and prices entered for items in the .csv file, you then import the file to automatically add those prices to the price book. To do so, complete the following steps:

  1. In Touch Admin, select POS Settings > Pricing. The Price Books screen appears.
  2. Click the Edit button of the price book whose prices you want to import from the .csv file. 
  3. To import the .csv file for menu items, click the Menu Items tab and then click the Import CSV button 
    or
  4. To import the .csv file of POS products, click the Products tab and then click the Import to CSV button.
  5. Navigate to and select the file. 
  6. The system matches each item using the following criteria:
    • Display name (for menu items) / Product name (for products)
    • Portion size (for menu items)
    • Category
    • Menu name (for menu items)
  7. In addition, the system matches the Price Type value against the following accepted values: 
    • Fixed price
    • Price by kg
    • Price by lb 
    • Price by g
    • Price by oz 
    • Variable price
  8. When an item is matched, the Price Type and Price that is in the file will update in the price book.
  9. If an item is not matched, then its Price type and Price will not be updated, and the system generates a message stating the row (i.e., item) that is not matched along with the reason. You can click the Download Errors button to download the error messages in a .csv file and correct the issues in the original file, and do another import as per the above steps.

    import_price_book_errors.png

Editing Price of an Existing Menu Item, Product or Service

To edit the price of an existing menu item, product or service, complete the following steps:

  1. In Touch Admin, select POS Settings > Pricing. The Price Books screen appears.
  2. Click the Edit button of the appropriate price book. The Price Book Setup screen appears. 

    price_book_setup.png

  3. If entering a price for a menu item, select the Menu Items tab. If entering a price for a product or service select the Products tab. 
  4. Conduct a search for the item using the available filter tools and the search function.
    • For a menu item, the available filters are Menu, Category, and Regular/Regular Only. By clearing the Regular/Regular Only check box, the extended substitute recipes of those menu items appear. 
    • For a product, the available filter is Category. 
  5. Edit the Price Type and Price as needed. Note that if selecting Variable price, then the price will be entered on the POS front-end by the user, and as such the Price field is not available for you to enter a price. 
  6. Click the Save button to apply your changes. 

Assigning Price Book to a POS Location

To assign a price book to a POS location, complete the following steps:

  1. Click POS Settings > Locations. The POS Locations screen appears.
  2. Click the Edit button of the location. The POS Location Management screen appears.
  3. From the Price Book drop-down, select the price book to assign to the POS location.
  4. Scroll down to the bottom of the screen and click the Save Location button to apply your changes.

Duplicating a Price Book

To create a second price book in the facility, it is not necessary to complete it from scratch. You can duplicate an existing price book and then modify the items as needed. To duplicate a second price book, complete the following steps:

  1. Select POS Settings > Pricing. The Price Books screen appears.
  2. For the price book you want to copy, click its Copy button.
    • The Copy Price Book pop-up appears.
  3. Click the Create Duplicate button.
    • You are returned to the main screen where the newly-duplicated price book is listed with “copy” in its name.
  4. Click the Edit button of the duplicated price book and enter an appropriate name for it and click Save.
  5. Edit the prices as needed. Note that to edit a price you have to place your cursor in the field and use the Delete or Backspace keys on your keyboard.
    • After entering the price for an item the system automatically saves the results.

Copying Price Book to Another Facility

If your Touch Admin user profile has been configured with access to other facility accounts, then you have the ability to copy an existing price book to those facilities. To do so, complete the following steps:

  1. Select POS Settings > Pricing. The Price Books screen appears.
  2. For the price book you want to copy, click its Copy button.
    • The Copy Price Book pop-up appears.
  3. From the Facility drop-down on the right, select the facility to which you want to copy the price book.
  4. Click the Copy to Another Facility button.