Key takeaways
- Use one naming pattern for every product: brand, product, variety, size. Anyone should be able to find it by typing the first word that comes to mind.
- Keep categories few and obvious. They are for finding things quickly, not for perfect filing.
- Each different thing you sell needs its own product, with its own barcode if it has one. Two names for one product is how stock records go wrong.
Why names matter more than you think
When you move from a notebook to any kind of system, the first job is writing down what you sell. It is tempting to rush it. But the names you choose now will be typed at the counter hundreds of times a day, read on every report and searched every time stock arrives.
Messy names cause real problems. A cashier cannot find "cornflakes" because it was saved as "CF 500". The same product gets added twice under two names, and each one shows half the stock. Reports list "Juice" three times and you cannot tell which flavour sells.
A naming pattern that works
| Instead of | Use |
|---|---|
| OJ big | Sunny Valley Orange Juice 1 L |
| rice | Golden Grain White Rice 2 kg |
| batteries AA | PowerCell AA Batteries 4 pack |
| hair grease blue | Silk Shine Hair Grease Blue 250 g |
| 2in nails | Common Nails 2 in 1 lb box |
- Write words in full. "Orange", not "Org". Short codes only make sense to the person who made them.
- Use the same units every time. Pick "1 L" or "1 litre" and stick to it.
- Put the size last. Products then sort together, with sizes lined up next to each other.
- Use the name customers say. If everyone asks for "cornflakes", that word should be in the name.
One product per thing you sell
The rule is simple: if it has a different price, a different barcode, or you need to know how many you have separately, it is a different product.
- Different sizes of the same thing are different products. 500 ml and 1 L water sell at different prices and run out at different times.
- Different flavours or colours are usually different products, if you want to know which ones sell.
- Singles and packs are different products. A single can and a six-pack each need their own entry if you sell both.
Barcodes and codes
Most packaged products already carry a barcode from the manufacturer. Use it. Scanning is faster and more accurate than searching, and the barcode is the same across every shop that sells that item.
- Scan the barcode on each product as you add it. One barcode per product.
- Watch for multipacks. The outer box of 24 often has a different barcode from the single item inside. Decide which one you scan at the counter.
- For items without a barcode, such as loose goods or things you pack yourself, rely on a clear name and put them in a favourite or category for quick access.
Some shops also use their own short code, often called a SKU, for every product. It helps in large ranges like hardware. For most small shops, a good name plus the manufacturer's barcode is enough.
Categories: few and obvious
Categories help you find a product quickly at the counter and read your reports by group. They do not need to be perfect. Aim for somewhere between 5 and 15 that anyone in the shop would guess.
| Shop type | Example categories |
|---|---|
| Corner shop | Drinks, Snacks, Groceries, Household, Personal care, Phone and cards |
| Hardware | Fasteners, Plumbing, Electrical, Paint, Tools, Garden |
| Beauty supply | Hair care, Skin care, Nails, Wigs and extensions, Tools, Accessories |
Avoid categories within categories within categories. If you cannot decide where something goes in a few seconds, your categories are too fine.
Common mistakes
Adding the same product twice
Usually because someone could not find it and added it again. Now sales go to one entry and deliveries to the other, and neither shows the right stock. Search before adding.
Putting the price in the name
"Bread $3" is wrong the day the price changes. Keep prices in the price field.
Names only one person understands
If staff have to ask what a product name means, it needs rewriting.
Trying to perfect it before starting
Get your top sellers right first, start using the system, and tidy the rest as you go. For more on getting started, read moving your shop from a notebook to software.
How Shopkeepa helps
Shopkeepa lets you quick-add a product with just a name, price and quantity, or bulk import a CSV or Excel list with a preview before anything is saved. When you add something that looks like an existing product, it warns you about the possible duplicate.
Scan barcodes with your phone camera or a Bluetooth or USB scanner, and use categories and favourites to find products fast at the counter. Learn more about barcode scanning. Shopkeepa is in development, and early access shops will help shape it.
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