Items
Manage the products you sell, their prices and the places they appear.
On this page
How items behave
An item has a title, description, base price, tax settings, status, order-type availability, preparation settings, image/color, inventory settings and placements within the menu. Its status can be active, disabled or out of stock. Status, inventory tracking and quantity are distinct concepts.
By default, an item is available to add as a choice in another product. For example, you can add your Coke item to a burger meal's Drink group. The choice follows Coke's name, price, status and stock settings. Edit Coke itself when you want to change those shared details. Adding an item as a choice is separate from assigning it to a group. You cannot include an item inside itself, including through another bundle.
When inventory tracking is enabled, quantity must be a whole number of zero or more. Disabling tracking discards the stored quantity and treats stock as unlimited/untracked, including for the linked modifier. Stock tracking is not fully integrated with POS and online ordering. Check quantities yourself rather than relying on automatic deductions or restoration after cancellations and refunds.
A base price can be changed to a specific amount or adjusted by a percentage, with rounding to the currency's minor unit. Size or variation prices and explicit overrides are separate pricing layers. When updating prices, check the base price, size prices and extra charges separately. A source item's price change can also affect its linked modifier.
When to use item choices and pricing features
Start with the choices and pricing the item needs: its versions, required selections, optional extras and staff-assisted customizations. One item can use several of these features together. This section explains when to choose each feature; the glossary below explains its terminology.
| Feature | When to use it | Example |
|---|---|---|
| Modifier groups | Provide required selections; optional groups are mainly for upselling in online ordering | A meal requires a drink and a side; an optional Extras group offers paid cheese or dips |
| Item as a modifier | An existing product should be selectable within another product | Use the existing Coke item as a drink choice for a meal. This capability is enabled by default; group assignment is separate |
| Bundle-included items | A bundle contains existing products whose own choices must remain available | A family bundle includes burger meals, each retaining its drink and side selections |
| Variations / variation groups | One product comes in named versions, such as sizes | One Lamb Doner item with Regular, Large and Extra Large variations |
| Variation pricing | Each variation needs its own prices for modifiers | Extra pepperoni costs more on a Large pizza than on a Medium pizza |
| Quick modifiers | Staff need fast customization or preparation instructions during POS order taking | No pickles, extra cheese or cut in half; POS-only |
Variations and their prices
Use variations for versions of the same product. A menu's Regular, Large and Extra Large columns normally describe variations of each dish beneath them. Reuse appropriate size names, then set each item's actual prices. Assigning the group alone does not finish the pricing. If a size has no price on your menu, confirm whether you offer it before adding it. A dash does not mean the size is free.
Each variation has the item's own sale price. Variation pricing lets its modifiers have prices appropriate to that variation—for example, extra pepperoni costs more on a Large pizza than on a Medium pizza. The pizza's price and its extra-pepperoni charge are separate settings. See Modifiers and variations for the pricing layers.
Modifier groups and Quick modifiers
Use regular modifier groups for a defined selection the person ordering should make. These provide required choices and curated optional extras on the online ordering website and can also be used on POS. For a burger meal, attach a required Drink group and a required Sides group. Regular fries can be included while another side carries an upgrade charge. Optional modifier groups are mainly for online upselling: an Extras group can offer paid cheese, a dip or an extra burger that the customer can choose or skip. Set selection limits and prices to match the restaurant's offer; required does not mean free. Include for free and Include as bundle do not automatically select options; only the group condition Included selects and locks them.
Use Quick modifiers for fast, staff-assisted customization on POS. A waiter taking an order in person or over the phone can combine a keyword with an available modifier, such as “No” + “Pickles”, “Extra” + “Cheese” or “On the side” with a dressing. Standalone instructions such as “Well done” or “Cut in half” can express preparation requests where relevant. Quick modifiers are POS-only; they are not available on the customer-facing online ordering website.
For staff-assisted orders, use an individual Quick modifier such as “Medium rare” so staff can record doneness in one tap on POS.
For example, a cheeseburger meal can have regular Drink and Sides selections alongside POS Quick modifiers for its ingredients. On POS, staff make Quick modifications first, then press Next to complete required selections. Both paths communicate the modifications on the kitchen ticket or KDS. Quick modifiers complement the meal's required choices; they do not replace them.
Collections such as Proteins, Toppings, Buns and Dressings can organize the available modifiers for Quick modify. Organizing those ingredients does not mean every collection should become a customer-facing selection step. Reuse suitable existing modifiers across the two workflows. Choose ingredients and alternatives you actually serve and set the intended charges. Add only the Quick modifiers your staff need; some items need none.
When creating an item, set its sizes and prices, required choices and optional extras. Then add any Quick modifiers your staff need on POS. Check both your online ordering experience and your POS setup if you use both channels. The default “Item can also be a modifier” makes the item reusable as a choice elsewhere; it does not configure either set of choices on this item. See Modifiers and variations for selection and pricing rules, and Quick modifiers for keywords, placement and charges.
Glossary
| Product term | Meaning in this guide |
|---|---|
| Item / product | The source product, reusable across menu placements and choices, e.g. “Cheeseburger” |
| Title / description | The item's name and customer-facing description |
| Category / subcategory assignment | Where an item appears in the menu. The same item can appear in several places without creating duplicate products; placements must belong to compatible catalogues |
| Image / colour code | The item's image and selected colour |
| Bundles & modifiers / modifier group | Groups of selectable options attached to this item, such as a required drink choice or optional extras. A group holds selection rules; its options are modifiers |
| Item can also be a modifier / item-backed modifier | Enabled by default. Makes this product available as a choice inside another item's modifier group; it does not automatically assign it to a group. This differs from attaching choices to this item |
| Variation group / variation | A reusable set of named alternatives, such as Size with Small and Large. Attach the group and configure this item's prices |
| Variation price | The price for a named variant of this item. Reusing size names does not mean every item has the same size prices |
| Modifier price for a variation | A choice's price for a particular variant, such as extra cheese costing more on a large pizza. Separate from the pizza's variation price |
| Quick modify / Quick modifiers | POS-only customization using reusable keywords and instructions, such as “Extra” + “Cheese” or standalone “Well done”. Separate from the predefined modifier selections used in online ordering |
| Price / base price | The item's sale price before applicable choice pricing. When variations are configured, the editor derives this displayed price from the lowest configured variation price |
| Tax category | Standard rate, reduced rate, zero-rated or tax exempt. Use the location's configured tax context; zero-rated and exempt are distinct selections |
| Status | Active, disabled or out of stock; separate from quantity |
| Featured item | Promotes the item at the top of the online storefront |
| Track preptime / prep time (minutes) | The item's preparation timer in whole minutes. A value enables tracking, turning tracking off disables it and zero means an immediate deadline |
| Allow notes for ordering | Lets customers add notes or special instructions to this item when ordering |
| Track quantity / inventory tracking | Enables a stored stock quantity. Disabling it discards quantity and treats stock as unlimited/untracked; automatic stock deduction is a separate behavior |
| Opening quantity / quantity / QTY | The stored on-hand amount when tracking is enabled, expressed as a nonnegative whole number. Setting a quantity and adjusting it by an amount are different requests |
| Track cost of goods / cost | Optionally records the cost of preparing an item, separate from the sale price |
| Available for delivery / available for pickup | Whether the item is available for each order type, independently of its general status |
Use an item as a choice
“Item can also be a modifier” is on by default. It lets you use a product, such as Coke, as a choice inside another item's modifier group. You still need to add it to that group.
This setting does not create or assign Quick modifiers. Set those up separately in Quick modify. Both features can use the same available modifiers, but they serve different parts of ordering.
Edit an existing item
Check the item's current choices, sizes and placements before changing it. Reuse suitable existing groups and options to avoid maintaining duplicates. Groups with the same name can have different contents, prices or selection limits.
For a stock update, “set quantity to 30” replaces the current quantity; “add 30” increases it by 30. Confirm the latest quantity if someone else is updating stock at the same time. Stock quantity, out-of-stock status and delivery/pickup availability are separate controls.
Use the location's currency and configured tax categories. Check tax settings with the person responsible for your business's taxes if you are unsure which treatment applies.
After importing an item, you can add further customizations that were not on the original menu. For a larger menu, review those extras after the full import is complete. Declining additional customization leaves the imported items in place.
Stock tracking and ordering
Stock quantities are not yet fully integrated with POS and online ordering. Do not rely on orders, cancellations or refunds to deduct, reserve or restore quantities automatically.
Disabling quantity tracking removes the stored amount and treats stock as unlimited or untracked, including when the item is used as a choice in another product.
Update preparation times with Gordon
You can update one item, a category or a whole location. For example:
- “Set all items to 10 minutes prep time.”
- “Set burgers to 12 minutes and salads to 5.”
- “Turn off Track preptime for drinks.”
Include any exceptions in your request. A category update includes its subcategories. Shared items can affect other locations, so check where they are used before requesting a broad change.
A whole-minute value enables tracking. Zero means an immediate deadline; turn tracking off if you do not want a timer.
Read the result to see which items changed and which already had the correct time. For example, “25 items checked: 24 updated, 1 already correct” covers all 25 items.
Kitchen display timing
The kitchen display uses the longest tracked item duration, with scheduled deadlines taking precedence. Changing catalogue preparation times does not change the deadlines already stored on active order tickets.
Variable pricing
Variable pricing is no longer used in the product.