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Products: Add a First-Party Product

Add a First Party Product

Note:  Before continuing, verify all the Product Settings are configured. For additional information, please visit the Setting Up Products page.

A first party product is a non-wine product that is distributed from your winery. Examples can include bottle openers, wine glasses, shirts, or other winery merchandise. If a product is produced and sold at your winery, and is not an alcoholic beverage, it is usually designated as a first party product.

First party products are not able to be added to allocations or club batches at this time.

Best Practice:  If you are using either ShipCompliant and/or vinSUITE Desktop POS, confirm that the product has been setup in the appropriate platforms before placing any orders. This will ensure that the product can flow smoothly from the POS to vinSUITE and from vinSUITE to ShipCompliant.

 

1) In the vinSUITE admin panel, expand the 'Products' section in the left hand navigation, then click 'Products' from the sub menu. This will open the Products tab where you can search for existing products or add a new one.

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2) From the Products search screen, click the ‘Add A Product’ button.
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3) Select 'First Party Product' from the drop-down menu, name the Product and click the 'Save' button. 

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Note: Tabs marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these tabs.
 

**General Tab** Teasers Tab
Description Tab **Categories Tab**
Specs and Options Tab **Images Tab**
**States Tab** Inventory Tab
Meta Tags Tab Collateral Tab
Product Information Pages  




 

**General Tab**

The General tab contains most of the vital information that you will need to sell your products to your online consumers, including name, brand, report group, and pricing. The General tab can be broken down into two sections: Product Details and Product Pricing.
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Product Details  

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Note: Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.
 

A.png **Active toggle** Set the 'Active' toggle to "YES" if the product should be active on your website. 

Note: For a product to appear in your web store, it needs to be active and located in a Product Category.  
B.png **Taxable toggle** Set the 'Taxable' toggle to "YES" if the product is taxable. 
C.png **Enable for Web Services toggle** Set the 'Enable for Web Services' toggle to "YES".  

Note:  It is highly recommended that all products have WebService enabled, so third party platforms (like Cart Connect or TabletPOS) can access the product.  
D.png **Product Name** Enter a name for the product. 

Note:  The Product Name will be displayed both internally and in your online store.
E.png Brand Select a Brand for the  product. 

Note:  Admin users can edit this list in the vinSUITE Product Attributes section. 

ShipCompliant users must select the matching brand defined for the SKU inside ShipCompliant.
F.png Short Name Enter the short name for the product. If nothing is entered in this field, the system will default to the Product Name. 

Note:  The Short Name is used for the TabletPOS, which is limited to 2 lines of 12 characters. 
G.png Report Group Select the Report Group that should contain this product.

Note: Report Groups organize products by predetermined categories and are used as fields on certain reports. To learn more about setting up reports, please visit the Report Builder page or the vinSUITE Reports section. 

 

Click the "Save" button to save any information in the Product Details. 




Product Pricing

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Add a Price

1) Click the 'Add A Price' button within the General tab.
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2) Enter the appropriate product information and pricing.
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Note:  Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.
 

A.png **Product SKU** Enter a stock-keeping unit (SKU) for the product. 

Note: The SKU is the product’s unique identifier within vinSUITE and other systems. Each product’s SKU must be unique, and the SKU in vinSUITE must match the SKU in your POS system and ShipCompliant.
B.png **Price** Enter the base price for this product.
C.png Cost of Goods Sold

Enter the accumulated total of all costs used to create a product or service.

D.png Min Quantity Per Order Enter the minimum number of products required for purchase.  

Note:  It is strongly recommended to leave this field blank. Any entered value will display in your web store.  
E.png 'This product price is only available in a kit' Toggle Set the 'Available in a kit' toggle to "YES" if this product should only be available in kits, and not available for individual sale.

Note: If the toggle is set to "YES," this product will not display individually on your website.
F.png **Unit Description** Enter a short description that briefly describes your product in one to two words.

Example: List color or size, like "Black" or "Medium"

Note: The unit description will display on your website in a small tab by the product. If you want to hide it from your website, please contact out Client Services team.
 
G.png Sales Price If you want to discount this product, enter a sale price.

Note:  Any sale price will cancel out the base price, crossing it out on your website. The product will be sold for the sale price on both your web store and admin panel OMS. 
H.png **Weight** Enter the weight of the product in pounds (lbs.)

Note:  The product weight is used to calculate shipping rates, and are essential for proper Fulfillment functionality.
I.png Max Quantity Per Order Enter the maximum number of products required for purchase.  

Note:  It is strongly recommended to leave this field blank. Any entered value will display in your web store.  


3) Click the 'Save' button to save product pricing information.

4) Click 'Go Back' to return to the Edit Product page with the available tabs.
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Website Example: 
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Note: Your product will only appear on your website once you've marked it as 'Active' and have associated the product with a Category.  

Tip: Want to avoid the white background around images? Please visit vinSUITE Product Image Best Practices to learn how to post perfect images.


 

Teasers Tab

A teaser is a snippet of text used in the online store to grab the customer’s attention. Additional teasers can be added that display only for club members or non-club members.

Note:  Teasers do not show up in all site designs. If your site design does not include teasers, you will want to skip ahead to the Description tab.

Tip: Generally the teaser will display both on the category page and on the product page, and the description will only appear on the product page. However, the placement of teasers and descriptions can vary depending on site design.
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A.png General Teaser Enter your teaser content. 

The general teaser is used to grab attention on the Category page and is generally just a few lines. 

This text is displayed to anyone who views this product, regardless of what kind of customer they are.
B.png Member Teaser The member teaser is an additional line under the General Teaser that is only displayed to members who are logged in. The member teaser will only display on the Product Page.
 
Note:  This teaser will be displayed to all member types.  
C.png Non-Member Teaser The non-member teaser is an additional line under the General Teaser that is only displayed to members who are not logged in. The non-member teaser will only display on the Product Page. 


Note: Facebook Teasers are not functional at this time. 

Website Example: General Teaser
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Select the "Save" button to save any information in the Teaser tab. 


 

Description Tab

The description of your product is generally a few sentences long, and should give the customer a good idea of what this product is like.

Tip: Generally the teaser will display both on the category page and on the product page, and the description will only appear on the product page. However, the placement of teasers and descriptions can vary depending on site design. It is best to look at an existing product to see how your site handles teasers and descriptions for your preferred placement.
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A.png Description Enter the description for this specific product. The description will be displayed on the Product page. 


Website Example: 
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Select the "Save" button to save any information in the Description tab.  


 

**Categories Tab**

In the Categories tab, you can decide the placement for your product in your online store and TabletPOS. You may also choose whether or not this product is available for admin orders, and make it a featured product in the OMS.

Note:   Your Product must be assigned to a Category to display to customers on your web store or TabletPOS.   

Tip: Categories listed in the "Online Store" section are sections you can create to organize and distinguish Products. For information about adding a new Product Category, please visit the Product Categories page.
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Note:  Fields marked with asterisks are crucial for proper functionality, so it is highly recommended that you do not sell a product without first completing these fields.
 

A.png **Online Store - Storefront** If you want this product to be available for purchase in your online store, you must check "Storefront" checkbox.

If you have sub-categories under the “Storefront” checkbox, you can add the product to those for organizational purposes.
B.png **Online Store - POS Store** If you want this product to be available for purchase on your Tablet POS system, you must check the “POS STORE” checkbox.

If you have sub-categories under “POS STORE” checkbox, you can add the product to those for organizational purposes.

Note: A Category for your POS Store should always be marked as private, so it does not display the main online store.  
C.png Admin Add Orders Checking the "Admin Add Orders" checkbox will enable the product to be accessed in the admin panel  Order Management System (OMS). 

This option is selected by default in the system.  
D.png Featured Product in OMS Checking the "Featured Product" checkbox will  add this product to the "Featured Products" list in the admin panel Order Management System (OMS).

This list allows the user to quickly add popular products to an order. It is advisable to mark products that are in current releases and/or running on special as "Featured Products."


Website Example:
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Select the "Save" button to save any information in the Category tab.


 

Spec and Options Tab

The Spec and Options tab allows you to add specific options for a product without affecting the SKU, price, or weight. The options will appear on your website as a drop-down list with the entered options. Most often, the options tab is used to offer additional clothing sizes.

Example: If you have a T-Shirt with one consistent SKU for all sizes, the option tab can be used to offer a choice of sizes without having to add additional buy buttons.

Note: The Specifications section is not functional at this time.
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Add an Option

1) Click the 'Add an Option' button.
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2)  On the option title page, add an option title and verify the correct display order.
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3) Click the 'Save' button.

Website Example: 
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4) Your option title will appear in the option section. Click the green circle to add choices.
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5) Click the 'Add an Option' button.

Tip: To avoid confusion, verify the option title appears in the upper left corner of the page when adding choices .
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6) Add a one to two word description of your choice and specify the display order for the choice on the option drop-down menu.
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7) Click the 'Save' button.

8) Continue adding and saving choices until you have all choices you want to display under that option title on your website. 
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Website Example: 
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**Images Tab**

In the Images tab, you can add a picture for your product that will display in your online store. Prod_FULL_Image_Tab_BLANK_.jpg

 

**Add an Image**

1) Click the 'Choose' button.
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2) Select the appropriate image from your computer and click the 'Open' button. 

Tip: Want to upload the perfect picture? Please visit the Product Image Best Practices page for tips to upload the best image.
3) Back in the Images tab, you can add a caption that explains your image for visually impaired users.
4) Add an order number if you plan to upload multiple images on your Base 2 website.

Note: Multiple images are only functional on Base 2 websites and secondary images will display as thumbnail images.
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Note:  Your uploaded image will not be visible on your screen until you click the 'Save' button at the bottom of the page.

5) Click the 'Save' button.

The image will now appear in the tab and on your website.
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**States Tab**

The States tab allows you to set the compliance and fulfillment information by state for this specific product. General compliance and tax rates for non-wine products are set up in the Product Taxes page in the Shipping module.

Customers can purchase non-wine products from states where wine products are not compliant, as long as the state is not marked as non-compliant for the particular product. 

Note: The State Profiles page in the Shipping module only affects First Party Wine Products. Any compliance information for a First Party Non-Wine Products should be entered here in the States tab.
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A.png Is Available In: Select the appropriate option:

All States: The state compliance toggles will automatically switch to "YES," designating all 50 states as complaint. 

Select States: You can manually switch the compliance toggle for individual states to designate their compliance.

Only Will Call: The state compliance toggles will automatically switch to "NO," designating all 50 states as non-complaint for shipping purposes. 

Note: For any states marked non-compliant, this product will not appear for sale on your online web store if customers are shipping to that state. 
B.png Is Fulfilled from: Select the appropriate option:

Exclusively the Winery: All shipping orders with this product with be fulfilled exclusively by the winery. The Fulfillment House selections for every state will automatically populate with 'Fulfill at Winery'.

A Single Fulfillment House: All shipping orders with this product with be fulfilled by a single Fulfillment House. The Fulfillment House selection for every state will automatically populate with the single selected Fulfillment House.

Multiple Warehouses:  All shipping orders with this product are fulfilled by multiple Fulfillment Houses. You must manually select The Fulfillment House from the drop-down menu for each state.
C.png 'Is Available at Will Call' Toggle Set the 'Is Available at Will Call' toggle to "YES" if the product is exclusively available for will call at your brick and mortar location.
D.png State Lists the state that follow compliance settings for this product. 
E.png 'Complaint' Toggle Set this toggle to "YES" to label the appropriate state as compliant for this product. You can set this toggle manually or use the 'Available In' selections. 

Note: Non-wine products are not as heavily regulated as wine products, so the complaint toggle for all states will default to "YES."
F.png Fulfillment House Select the fulfillment house for the product in a particular state. You can set this toggle manually or use the 'Is Fulfilled from' selections. 

Note: 'Fulfill at Winery' is default for Fulfillment House selection.



Select the "Save" button to save any information in the States tab.


 

Inventory Tab

The Inventory tab offers you the option to keep track of products that are in stock, and this tab is entirely optional. 

Note:  Once you add inventory for a product, the inventory for that product is activated and cannot be deactivated. If you want to stop using tracking inventory for a product that has been activated, we recommend adding a large number of bottles to the inventory, such as 50,000.

All purchases decrease inventory, while voids, returns, and refunds will add inventory back. Cancelling an order will also return stock into the designated product's inventory, but it will not return funds back to the client or stop fulfillment.
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A.png Initial Inventory Enter the initial inventory (count) for this product. 
B.png Out of Stock Option Select the option the system follows when this product becomes out of stock.

Deactivate: The product will no longer be available for sale, and no message will be displayed.

Display Message, Don’t Sell: The Out of Stock message will display on your website, but the product will NOT be available for sale.

Sell Below 0 and Display Message: The Out of Stock message will display on your website, but the product will stay available for sale.
C.png  Out of Stock Message

Enter the message that will be displayed when the product becomes out of stock.

Note: This message will only be displayed if you have selected “Display Message, Don’t Sell” or “Sell Below 0 and Display Message."


If you have “Display Message, Don’t Sell” or “Sell Below 0 and Display Message” selected and do not enter a message, a blank space will display on your web page.
D.png Display Quantity Remaining When Quantity Below Enter the amount that triggers the inventory to display on your website. 

Tip:   When you are close to selling out of this product, you can have the system display the inventory number on the website and create a sense of urgency for your buyers.
E.png Email Notification When Lower Than Enter the amount that triggers an email notification to the admin when the inventory is getting low.

The email notification messages will be sent to the inventory email, which can be set under the Inventory tab of the system settings.
F.png Out of Stock When Inventory Reaches Enter the amount when this product will display as "out of stock" on your website.
 

Tip:   This amount defaults to zero, but you can set the amount higher to accommodate for additional product reserve.

G.png Do Not Send Inventory Alerts For This Product Set this toggle to "YES" if you would would like to stop the system from sending automated inventory alerts for this product.

 
Once you click the 'Save' button for the initial inventory, new fields will appear.
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A.png Current Inventory Update the amount of bottles you have available.

Once inventory has been added the first time, you can manually adjust the inventory number by clicking the green pencil.
B.png Pending In Shopping Carts Inventory Displays the inventory amount currently held in shopping carts for incomplete, pending, quarantined, hold and saved orders. 


Note: Allocations are not available with first party products, so any allocation fields are not functional. 


Select the "Save" button to save any information in the Inventory tab.


 

Meta Tags Tab

The Meta Tags tab establishes the metadata for this product’s details page. Metadata can be used to help search engines find your page.
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A.png Meta Tag Title Enter the title for the meta tag.

The title tag can be used for Search Engine Optimization (SEO) and will be displayed in several different places. It will be shown at the top of the browser window on the Product’s details page. It will also be the main text displayed in web search results, and will often be pulled as the title of posts when a link to this page is shared on social media.

Tip: Keep title tags short and put the most important words first.
 
B.png Meta Tag Keywords Enter any keywords for the meta tag.

Note: Previously, meta tag keywords were important for search results. However, they are less important, if used at all, for modern search engines.

Tip: If you choose to use keywords in your SEO strategy, be cautious not to use too many keywords, and make sure all of your keywords relate to content on this page – using too many irrelevant keywords can flag your page as spam.
C.png Meta Tag Description Enter the description for the meta tag.

The description briefly summarizes what your site or page is about, and the text is displayed underneath the title tag in search results. Without a meta tag description, search engines will pull a random sentence or two from your page – the description tag allows you to control how this page is displayed in search results.

Tip: Keep this meta tag description between 150 and 160 characters.
 
D.png Marketing URL Enter the marketing URL for the meta tag.

The marketing URL will create a cleaner URL to access that page, such as “cabernet”. Search engines also use this portion of the URL to return organic search results and can be included as a part of your SEO efforts.

Note: Your marketing URL should have NO spaces.

 
Website Example: Meta Tags URL
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Select the "Save" button to save any information in the Meta Tags tab. 


 

Collateral Tab

The Collateral tab is entirely optional and should only be completed if you want to attach collateral to accompany this product.

If you would like to learn more about Collateral, please visit vinSUITE Products: Add Collateral page.

Note: If you cannot access this tab, but want to add Collateral, please contact the Client Services Team at support@vinsuite.com.
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Attach Collateral to a Product

1) Click the 'Add Collateral' button within the Product's tab.
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2) Select the Collateral from the drop-down menu you would like to accompany this particular product.
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3) Enter the quantity of the Collateral.

4) Click the 'Save' button.
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5) The new Collateral will be displayed. If you make a mistake or later wish to change this Collateral, you can click the 'Edit' or 'Delete' button for this entry.
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Note: If you are a ShipCompliant user, you will need to make sure to set up your Collateral SKU in ShipCompliant with a brand key of NONWINE.


 

Product Information Pages Tab

Note:  This tab is only functional in eWinery, and if your Base 2 website is enabled for Tabbed Product Display.


For more information on this setup, please visit the eWinery Wine Products page.





 

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