If you don’t already sell merch, SmartRec’s merchandise feature is a great way to start! We make it easy to promote your items in a designated section of your store, suggest/require they be added to the cart when purchasing an activity or online facility booking, and accessible through our Point of Sale.
1. How to Configure Merchandise
To get started, go to the Store>Merchandise subtab and click + New Merchandise.
🔑 To view how each item is configured and catch any discrepancies, such as inventory counts, refer to the Merchandise Configuration Export in the Reports tab. To view this report, admins need the ‘Manage orders’ permission.
Description
The item's Name and Description appears in the store.
Link Tags to improve searchability in the store.
The Cost price is not seen by clients. The Selling price shows in the store.
Link the appropriate ledger code to your item for reporting purposes.
Are Taxes not included, included or waived?
Add a Discount ($ or %) to the selling price. In this case, it's to show a price markdown on an item. It can be added or removed at any time.
Service add-on
You may need to offer extra services as participants register to an activity. Whether you're offering a meal, a bus ride or before/after care, Service add-ons can be an easy way to keep track of it all in one place!
Shipping
Before choosing the item's shipping options, make sure to select what type of shipping you support in the Store>Merchandise>Shipping subtab.
Methods of payment
Select the accepted methods of payment. You can make it eligible for installment payments if clients purchase the merchandise in your online store.
Inventory tracking
Enter a SKU or any other product identifier.
SKU/identifiers can be entered in the search bar to quickly locate Merchandise in the Store<Merchandise<Manage page.
Select an inventory tracking policy for the item. If you choose Automatic tracking based on quantity, the quantity is tracked with each sale/cancellation that occurs.
Enter the starting Quantity of your merchandise.
🔴 This section only applies if your item doesn't have variants. If you're selling a t-shirt in different sizes, use the Merchandise variants section further down the page.
Store Display
Choose to Always show, Only show when in stock or Keep hidden.
Add an image. The Thumbnail shows in your Merchandise gallery and the Full Image shows when clients click to see a detailed view of the item.
Suggested/mandatory merchandise
You may combine items to sell them as a package. Click + Add merchandise. and select from the window which existing items you'd like add as suggestions. Check the box to make the item mandatory (regardless if the participant has already purchased the item in the past).
Merchandise Variants
Use variants if your offer has different sizes, colors, seat sections, table numbers, etc. Keep in mind that once an item is sold, you can't modify the variants section. If necessary, you must archive the merchandise item and create a new one with the updated variant options. You can't use merchandise variants for items that are service add-ons.
In the Variant column, write the name of your variant. It will appear in your store.
If you're using SKUs, enter each variant’s SKU in the Identifier column. You can use variant SKUs to search for merchandise in the search bar in the Store<Merchandise< Manage page.
Set the variant's inventory tracking policy and the available quantity. If you choose Automatic tracking based on quantity, the quantity is tracked with each sale or refund that occurs.
Don’t forget to Save when you're done!
2. Frequently Asked Questions
What's the purpose of an item's cost price if clients don't see it?
If you indicate the cost price of an item, it'll appear alongside the selling price when you export the inventory report. It's an easy way to compare how much profit is being made vs the expense of your merchandise.
How is the discount option in merchandise different from other discounts?
The discount option in merchandise is basically a price markdown. The original selling price is crossed out and replaced with a new price that takes into consideration the amount in the Discount field.
Unlike automated and/or manual discounts and rebates, this merchandise option isn't recorded as a discount or credit in your reports. It's simply a way to show clients that the selling price of an item has been reduced.
How are service add-ons different from suggested/required merchandise?
Service add-ons allow organizations to create merchandise that can only be sold if a participant enrolls in applicable activities. The items also appears next to the participant's name when you generate attendance lists so you can quickly verify who purchased any.
Can unique prices or images be attributed to variants?
Merchandise variants can't have their own price or image. If you need to set up different prices, you must configure the item as a separate piece of merchandise.
Can merchandise be used to add intangible items (like before or after care) to an activity purchase?
We recommend using service add-ons that can only be sold if a client enrolls in an eligible activity. Items appear next to their name on your attendance lists so you can quickly verify who bought what.
👉 If you're based in Quebec, please note that before and after care sold as merchandise is not eligible for the RL-24 tax credit.
Can I add additional fees to an invoice when someone buys merchandise?
You can try downloading the Fees app in the App store. It's free!
Fees are the opposite of discounts. A fee can be added to an invoice according to certain criteria and can be charged once per person or per eligible item.
Please contact us at support@amilia.com to see if this option can work for you!
Can I add GIFs to my merchandise?
GIFs can only be uploaded as your store's background image. They don't work as images for any of the items sold in the store.
Can I change the Shipping charge on a merchandise invoice?
You can make changes to the client's shipping charges after they've purchased the merchandise.
An amount in the 'Cost (by merchandise)' field under Shipping is charged on the client's merchandise invoice. To add additional fees, go to the client's billing and click Operations>Create invoice. To add a credit, click Operations>Create credit. After adding a credit, you can record a refund in the amount of the credit.
If 'Shipping fees are to be determined', no shipping charges are added to the client's merchandise invoice. You must go to the client's billing and click Operations>Create invoice to manually charge shipping on a separate invoice.
Can I limit a merchandise's variant to just one per person?
Whether merchandise is mandatory or not, you can't limit the quantity or the number of variants a client purchases.
Can I make an item mandatory for purchase when a client selects an activity?
In the activity's configuration, scroll down to the Additional Settings and click Merchandise to choose whether merchandise is suggested or mandatory.
* Last updated in May 2024