Before you start adding your first supplies, you may want to prepare by adding categories and tax rates first:
Adding supply categories
If you want to create and assign supply categories to your items, you may need to create some first in Supplies > Categories > Create New Category > Save Supply Category.
Once you have created all of your categories, you also have the ability to rearrange the order by clicking and dragging the grey circle that appears in the right corner of an category when it is hovered over.
Creating and setting up tax rates
Tax rates for supplies work slightly differently than other core functions of Kiln Fire. For supplies each item can have its own tax rates. This enables you to have some items that may have tax rates and others (like time in studio) that have no tax rates. The tax rate for your supplies will be the tax rate for the location of the studio. You can create your studio’s tax rates by clicking on Studio > Tax Rates. And set up the “default” supply tax rate that will be used for new items.
Please note that if you make a change to your “Default” tax rates for supplies, it will not automatically be applied to all existing items, that will need to be done manually.
How to add a supply item
Click on Supplies > Manage Supplies > New Item. The studio will input the name of the item, price, description and a photo. You can then decide where and who should have the ability to see this Supply item:
- Public (no Kiln Fire login)
- Users (those with a Kiln Fire login)
- Members (users with an active membership)
- Point of Sale (studios using the Kiln Fire POS terminal)
- Pickup Items (related to the Kiln Fire Piece Pickup feature and used with Point of Sale).
Once you have created all of your items, you also have the ability to rearrange the order by clicking and dragging the grey circle that appears in the top left corner of an item when it is hovered over.
Supply settings
The Has Variations setting ON means that this supply has multiple variations. You can enter the different kinds and prices for this item.This can work well for items like T-shirts which might have variations like Small, Medium, and Large.
The Assign Perk(s) on Purchase setting ON means that when someone purchases that supply, they receive a specific perk. This will work for Users and Members only, not through the POS or the public. To set up a user perk, click on Studio > User Perks.
The Self Serve setting ON means that someone can pick up the item without the help of an employee (such as a bag of clay, that is already sitting out on the shelf and doesn’t require a member to check in with staff after purchasing it). When purchased this item will automatically be marked as “Picked UP” and go straight to the list of picked up orders in Supplies > View Orders > Picked Up Orders.
The Available setting ON means this item is available now. This can be handy to temporarily turn off an item that should not be available for purchase now, but that you don’t want to delete because it will become available again.
The Can Purchase Multiple At Same Time setting ON means someone can purchase as many of this item as they want.
The Track Inventory setting ON means you can input how many the studio has of a supply and track how many are left after purchases.
Don’t forget to Save your new Supply Item!