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Articles

In the article management section, you create, edit, and manage all products and services that you want to sell through the bessa POS system. Articles are the foundation of your cash register system and are essential for order entry, invoicing, and reporting.

For articles to appear on the POS, they must be placed on a Order Screen. Without assignment to a order screen, articles exist in the system but cannot be directly ordered.

Article Overview

You can find the article management in bessa Manager under Article Management > Articles. The view is divided into two sections:

Article Groups Sidebar (left): Displays all Article Groups. Click on a group to filter the articles shown. The currently selected group is highlighted.

Article Table (right): Shows all articles in the selected group with the following columns:

  • Name

  • Product # (Product number/barcode)

  • Tax (Tax rate)

  • Price (Gross selling price)

  • Cost (Net purchase price)

  • CM (Contribution Margin)

All columns are sortable. Use the search field to find specific articles within the selected article group.

Creating an Article

To create a new article:

  1. Navigate to Article Management > Articles

  2. Select the desired Article Group in the left sidebar

  3. Click the green + New Article button

  4. Fill in the article data in the various tabs

  5. Click Save

The Name field is mandatory. An article cannot be saved without a name.

Basic Data

Basic data contains the most important information about your article:

Type: Defines the article type. Depending on the type, the article behaves differently in the system. For detailed information, see Article Types.

Name: The article name as it appears on receipts and invoices.

Product Number: Optional string for barcodes (EAN, GTIN). This can be scanned with a barcode scanner to automatically book the article. bessa supports the Austrian GS1 Standard for Article Identification (HPID), which allows integration of variable prices or quantities (e.g., for weighed products) in the barcode. HPID provides 5 digits for the article number.

Article Group: Assigns the article to an Article Group.

Net Price / Gross Price: Selling prices of the article. When one value is changed, the other is automatically calculated based on the tax rate.

Tax Rate: The applicable VAT rate (e.g., 10%, 20%). Available tax rates are managed under Master Data > Tax Types.

Cost (net): Purchase price of the article for calculating the contribution margin.

Contribution Margin: Automatically calculated from selling price and cost.

Open Price: When enabled, the price is requested when booking the article. The input field is pre-filled with the standard price. Useful for articles with variable prices.

Open Text: When enabled, the article name is requested when booking. The input field is pre-filled with the standard name. Useful for custom descriptions, e.g., "Payment for Invoice: 12345".

Quantity Type: Determines how quantities are captured:

  • Simple: Whole quantities (1, 2, 3 pieces) – Standard for most articles

  • Fractional: Partial quantities for scale items. When booking, the quantity is always requested or read from a connected scale.

Quantity Unit: Optional unit specification (e.g., "kg", "pcs", "liter").

Package Weight: Weight of the packaging, relevant for scale items.

Display

These settings affect the display on the order screen but not the printout on receipts or invoices.

Display Name: Optional shorter name for the order screeb. A space forces a line break on the button.

Course: Assigns the article to a Course Groups:

  • No Course: The course can be freely selected when booking

  • Specific Course: This course is preselected but can be overridden when booking

User Group Only: Restricts who can book the article:

  • All: Any user can book the article (default)

  • Specific User Role: Only users with this role can book the article (e.g., VIP articles only for manager or head waiter)

Article Image: Upload a product image to be displayed on the POS layout below the article name. Drag and drop the image into the area or click to select.

Article Options

Here you add previously created Article Options to the article. Article options enable additional selections when booking, such as sides, preparation methods, or extras.

Enter the name of the article option in the search field and confirm with Enter. The added options are displayed in a table and can also be removed there.

Pricing Levels

Here you define different prices for different pricing levels, e.g., for in-house, take-away, or delivery.

For each pricing level, you can individually set:

  • Net Price

  • Tax Rate

  • Gross Price

  • Contribution Margin

Click + Add Pricing Level to assign another pricing level. Use the delete icon to remove a pricing level.

More information: Assigning Price Levels to Articles | Pricing Levels

Configuration

Type: Special configuration for hardware control:

  • None: No special configuration (default)

  • Timed Relay: Controls a USB-connected relay for a specified time in seconds. When selecting "Timed Relay," an input field for Time in Seconds appears. Use cases: refrigerator lock, EV charging station, door/turnstile

Inventory Management

Here you manage the inventory of the article and optionally link it to a main article for recipe management.

Detailed information can be found under Inventory Management for Articles.

Inventory Management: Enables inventory tracking for this article.

Select Main Article: Links the article to a parent inventory item (e.g., 1/8 wine to the wine bottle or espresso portion to the coffee package).

Quantity Content: Specifies what amount of the main article is deducted when booked. Examples:

  • Wine bottle: 0.75 L | 1/8 wine: 0.125 L

  • Coffee package: 1.0 kg | Coffee portion: 0.008 kg (8g)

Inventory Levels: Shows current stock levels per warehouse. Action buttons allow you to:

  • View stock information

  • View stock history

  • Increase or decrease stock

  • Perform inventory count

More information: Inventory Management

Tab: Online Orders

Online Orders: When enabled, the article is available for bessa orders and delivery services.

Editing an Article

To edit an existing article:

  1. Find the article in the table

  2. Click the pencil icon in the article row

  3. Make the desired changes in the tabs

  4. Click Save

Deleting an Article

To delete an article:

  1. Click the three-dot menu (⋮) in the article row

  2. Select Delete Article

  3. Confirm the deletion in the dialog that appears

Deleted articles cannot be restored. Previously booked articles remain in historical receipts and reports.

Moving Article to Group

To move an article to a different article group:

  1. Click the three-dot menu (⋮) in the article row

  2. Select Move to Group

  3. Select the target article group

  4. Confirm the move

You can print article labels with product information and EAN barcode:

  1. Click the three-dot menu (⋮) in the article row

  2. Select Print Label

  3. A PDF download will start

The label contains:

  • Product number (EAN as barcode)

  • Article name

  • Price

Import and Export

Via the Manage Articles button in the action bar, you can:

Download Template: Downloads an CSV template to fill in with your article data.

Import File: Imports articles from a prepared CSV file. Use the downloaded template as a basis.

Export File: Exports all articles from the current article group as an CSV file. Useful for bulk editing or backup.

More information about article import and export can be found under Export Article Master and Edit in Excel.

FAQ

Why doesn't my new article appear on the POS? Articles must be placed on a Order Screen to be visible on the POS. Go to Article Management > Order Screens and add the article to the desired layout.

Can I capture articles using a barcode scanner? Yes. Enter the product number (EAN/GTIN) in the "Product Number" field of the article. The scanner reads the code and automatically books the article.

What's the difference between Open Price and Pricing Levels? Open Price asks for the price with each booking. Pricing Levels define fixed prices for specific scenarios (e.g., in-house vs. take-away), which are automatically applied depending on the order type.

How can I adjust the inventory of multiple articles at once? Use the export, edit the data in Excel, and import the file again. For daily inventory management, we recommend the Inventory Management section.