Skip to main content
Real humans answer · (301) 304-8841 Book a 30-min demo →

Member Management / Point of Sale

Manage inventory items

Last modified: ~3 min read

Adding a new item #

Before adding items, confirm that the appropriate item type exists. If not, create it first in Inventory Setup under Item Type.

  1. Navigate to Inventory Management and select the correct Item Type tab from the left sidebar.
  2. Click Add New Item in the upper-right area.
  3. Complete the Item Settings form (see fields below).
  4. Click Save.
Inventory Management screen with Add New Item button in the upper-right corner.
Add New Item button on the Inventory Management screen.

Item Settings fields #

Fill in the following fields when creating or editing an item:

  • Item Type: The category the item belongs to. Can be changed via the dropdown.
  • Retail Price: The price customers pay at the point of sale.
  • Item Cost: Your cost from the vendor (optional; set to 0 if unused).
  • Item is Available For: Controls who can purchase the item. Options include Member, Prospect, Anonymous, Employee, Member Online, and POS to Contract Entry.
  • Item Name: A custom label for the item.
  • SKU: Must exactly match the number on the item's barcode.
  • Item Description: Optional descriptive text.
  • Tax Type: Assign a tax classification if applicable.
  • Reorder Point and Quantity: Optional thresholds that trigger restocking alerts.
  • Item Status: Active or Inactive.
  • Choose File: Upload an optional item image.
  • Item Attributes: Category-specific properties (such as size or color) assigned at the item type level.
Item Settings form showing Retail Price, Item Cost, Availability toggles, Item Name, and SKU fields.
Item Settings form with primary fields.
Item Settings form showing Tax Type, Reorder Point, Item Status, and Choose File fields.
Additional fields in Item Settings.

Special item configurations #

Scheduler Bucket items (personal training sessions, class passes) require two additional fields:

  • Session Bucket Quantity: Number of sessions added to the member's account per purchase.
  • Days to Expire: How long before purchased sessions expire.

Enrollment Fees should typically have only the POS to Contract Entry toggle enabled, unless you sell them through additional channels.

Add-Ons should generally have no availability toggles enabled and should include "Add-on" in the item name to make them easy to identify.

Editing an existing item #

To modify an item, navigate to its item type tab, use the search bar if needed, and click the item icon in the list to open edit mode.

  • On the Item Settings tab, adjust retail price, availability, name, and other configuration.
  • On the Category Tree tab, assign or remove category associations by clicking categories directly.
Category Tree tab in item edit mode showing categories that can be clicked to assign the item.
Category Tree tab for assigning an item to categories.
Inventory tab showing purchase history and manual purchase order fields for a General_Inventoried item.
Inventory tab (visible only for General_Inventoried item types).

Making inventory adjustments #

Use the Inventory Adjustments tab to correct a count that is wrong due to a data error or physical miscount. Enter the correct quantity (this overwrites the current count) and add an explanatory note before saving.

Inventory Adjustments tab with new quantity field and note entry before saving a count correction.
Inventory Adjustments tab for correcting stock counts.

Where to go next #

Need help? #

Contact your ASF account manager at clientsupport@asfpaymentsolutions.com or (301) 304-8841.

More from Inventory Setup

Categories and item types

Organize items into categories and configure item type behavior.

Vendors and purchase orders

Set up vendors and manage purchase orders for restocking.

Tax settings

Create and assign tax types and levels to POS items.