Skip to content
Cloud & branches

New items from the owner portal

Add a book or stationery item in the owner portal with its packs, barcodes, prices and tax, for one or several branches; each store PC adds it itself.

The owner can add a new item in BooksPOS Cloud instead of on the store PC: a new title that arrived at the depot, a new edition, or a stationery line. You fill in the item once and choose which branches get it. Each branch's store PC adds it at its next sync, with the same checks as an item added on that PC, and gives it a SKU of its own series. Nothing about stock is sent: the opening stock of a new item is entered on the store PC, as a purchase or a stock adjustment.

This works for branches whose store PC runs the BooksPOS version of 28 September 2026 or later. A branch with an older store PC is shown but cannot be chosen until BooksPOS is updated there.

Adding an item

  1. Sign in to the portal and open Items and prices (under Catalogue).
  2. Choose New item.
  3. Choose Book or Stationery.
  4. Fill in The item:
    • Title or item name (required).
    • For a book: Author(s), Publisher, Year and the ISBN.
    • For stationery: the Brand.
    • Edition and Category. Each edition is its own item, so a new edition is a new item with its own ISBN.
  5. Under Tax and reorder level, enter the Tax rate (%) as you apply it (0 to 100, added on top of the price; BooksPOS never picks a rate), an optional PCT code for FBR POS, and a Reorder level in base units (copies or pieces).
  6. Under Units, prices and barcodes, fill in the base unit on the first row (for example PCS, Copy) and a row for each pack: its Code, Name, how many base units it Holds (a dozen of 12, a box of 24, a carton of 40), its Retail and Wholesale prices and its Barcodes, separated by commas.
  7. Under Add it to, tick one branch or several.
  8. Choose Send to the store PCs.

The item gets one identity in the cloud, the same in every branch you chose. A later transfer between those branches then finds the same item at both ends.

What the portal checks before sending

The portal refuses, with the store PC's own words, what the store PC would refuse:

  • ISBN: ISBN-10 or ISBN-13, with or without dashes. Its check digit must be right. An ISBN-10 is kept as its 13-digit form. Leave it empty when the book has none: it is then sold under its SKU. Never make one up.
  • Barcodes: a 13-digit code is checked as an EAN-13, a 12-digit code as a UPC and an 8-digit code as an EAN-8. Any other code is taken as the maker's or your own label (letters, digits, dots, dashes and slashes). A code may be on only one unit of the item.
  • Units: the first row is the base unit and holds 1. Each pack needs a code of up to 10 letters or digits, used once, and a size above 0.
  • Prices in rupees with at most two decimals; the tax rate from 0 to 100 with at most four decimals.
  • Per branch: an ISBN or a barcode that the branch already has on another item is refused with that item's SKU. Change that item instead.

What each store PC does

At its next sync each store PC collects the new item and adds it exactly as an item added in its own Catalog:

  • It gets a SKU of that store's series (BK-… for a book, ST-… for stationery), as for an item added there.
  • The ISBN and the store's SKU label are added as barcodes of the base unit.
  • The prices start that day.
  • The store PC reports back Added as and the SKU, and sends the item up, so it appears under Items and prices for that branch.

If one of its checks fails, the store PC adds nothing and reports why. Typical reasons: the ISBN or a barcode is already on another item there, or the item is already there. The reason is shown under Changes sent and in the New items sent to … list on Items and prices.

A new item is never a conflict: it is either added or refused.

Stock, and what is not sent

  • Stock: none. Enter the opening stock on the store PC with a purchase from the supplier, or on the Stock page with Opening stock (an adjustment at the cost you enter), so that its cost and the day book stay right.
  • Price lists, quantity breaks and promotions: set them from the item's page once the item has reached the branch. See Items and prices from the owner portal.
  • Third Schedule for FBR POS is set on the store PC, in the item's form.

Common questions

Why can I not tick one of my branches?

Its store PC has not reported that it adds items from the cloud: it runs an older BooksPOS. Update BooksPOS on that PC, let it sync once, and the branch can be chosen.

Will the same book get the same SKU in every branch?

No. Each store PC numbers its own items, as it does for an item added there. The item still has the same identity in every branch, so reports and transfers between branches see one item.

The store PC refused my item. What now?

Open Changes sent and read the reason. If the ISBN or a barcode is already on another item in that branch, that item is probably the same title: edit it instead. If a check failed, correct the item and send it again.

Can I send opening stock with the item?

No. Stock only ever changes through a document on the store PC, so costs and the day book stay right. After the item arrives, enter a purchase or an opening-stock adjustment there.

Last updated 28 September 2026. Still stuck? Contact us.