Managing Categories

The Categories feature in Scantranx helps you organize products into logical groups, making inventory management and product searches faster and more efficient.

Categories must be created before adding products to the inventory to ensure that each product is properly classified. However, some default categories are already available in the system to help you get started.

By categorizing your products, you can:

Tip: Create clear and specific categories (e.g., Electronics, Beverages, Clothing) to make it easier for both staff and customers to locate items quickly.

How to Create a New Category

Creating categories helps organize your products for easier management and reporting. Each category can include a name, description, and image to help visually identify product groups across the POS and online store.

To create a new category:

Go to the Categories tab.
Enter the Category Name.
Enter the Category Description.
Upload a Category Image to represent the group visually.
Select the QBO Class (if you have integrated QuickBooks Online).
Click Create Category to save it.

Tip: Use high-quality images and clear category names to make your inventory and online store easier to navigate. Consistent naming helps improve search results and reporting accuracy.

How to Edit an Existing Category

You can easily update category details such as name, description, or image to keep your inventory organized and up to date.

To edit an existing category:

Go to the Categories tab.
Click Edit next to the category you want to modify.
Make the necessary changes (e.g., update the name, description, or image).
Click Save Record to apply the changes.

Note: Keeping categories accurate and well-structured ensures smoother product management, reporting, and online catalog organization.

Besides categories, you can also create Subcategories to further classify your products. Subcategories help specify product types within a larger category — for example:

Category: Electronics
Subcategory: Mobile Phones, Laptops, Accessories

Tip: Use subcategories for better product filtering and reporting, especially if you manage a wide product range.

How to Add a Subcategory

Subcategories help you further organize products within a main category. They allow for more precise product classification, making it easier to manage and locate items in your inventory or POS.

To add a subcategory:

Go to the Sub-Category tab under Categories.
Enter the Subcategory Name.
Assign it to a Category from the dropdown list.
Click Save Record to create the subcategory.

Tip: Use clear and descriptive subcategory names (e.g., Shoes → Men’s Shoes → Sneakers) to make searching and reporting more efficient.

How to Edit a Subcategory

You can easily modify subcategory details such as the name or assigned category to keep your product organization accurate and up to date.

To edit a subcategory:

Go to the Sub-Category tab under Categories.
Click Edit next to the subcategory you want to change.
Make the desired changes (e.g., rename the subcategory or reassign it to a different category).
Click Save Record to update the subcategory.

Tip: Regularly review your subcategories to ensure they align with current inventory structure — this keeps product searches, reports, and online store organization clear and consistent.

How to Create a New Brand

If your store operates in an industry where products are organized by brands (such as fashion, electronics, or beauty), you can add and manage those brands directly within the system. This helps streamline product organization and reporting by brand.

To create a new brand:

Go to the Brands tab under Categories.
Enter the Brand Name.
Select the associated Category.
Add a Brand Image to help visually identify the brand.
Click Create Brand to save it.

After adding brands, you can assign them to product categories and link them when adding or editing products in the inventory.

Tip: Consistently tagging products with their correct brand helps improve searchability, reporting accuracy, and customer browsing experience — especially in fashion and electronics retail.

How to Add Colors and Sizes

If your products are available in multiple colors or sizes, Scantranx allows you to define these attributes under the Categories module. This helps you create and manage product variations more effectively, ensuring accurate inventory tracking for each variant.

To add colors and sizes:

Go to the Colors and Sizes tab under Categories.
Select an Attribute — either Color or Size.
Specify the Value (e.g., Red, Blue, Small, Medium, Large).
Click Save Record to store the attribute.

Tip: Adding standardized color and size options makes it easier to create variable products, ensuring consistency across your product listings and improving search accuracy in your POS and online store.

Note: You can also remove the colors and sizes by clicking the Remove button.

How to Specify Bottle Deposit Amount

The Bottle Deposit feature allows you to add a refundable deposit fee to bottled products. This amount is charged to the customer at the time of purchase and refunded when the bottle is returned for recycling. It helps support sustainability programs and compliance with regional recycling regulations.

To specify a bottle deposit amount:

Go to the Bottle Deposit tab under Categories.
Enter the Deposit Name (e.g., Glass Bottle, Plastic Bottle).
Enter the Amount to be charged as a deposit.
Click Save Record to apply the changes.

Tip: Assign bottle deposits only to applicable products (e.g., beverages or liquid containers). This ensures accurate billing and easy refund processing at the POS.