Database MaintenanceProductsPricing

How to Quickly Change a Product Price

Updating product prices in Tapa Office is a quick and flexible process. Whether you are adjusting prices across multiple branches or setting up location-specific models, this guide explains how to update pricing efficiently and accurately.

Find the product

  1. At the top of the screen, use the Global Search bar to find the product you want to update.
  2. Type the product name and select it from the results list.

Example: type Guinness and select the product from the search results.

Editing prices

  1. Inside the product setup screen, scroll to the Prices section.
  2. Identify the Price Model you want to update.
  3. Select whether you are editing the Global or Branch price.
  4. Click inside the Price field for the relevant row and enter the new amount.
  5. Select the correct Sales Unit.
  6. Confirm or adjust the VAT rate for that price entry.
  7. If this should be the default price, tick the Primary checkbox.
  8. Click Save.

Example: update the Default Price for Pint of Guinness at the Strand Road branch to £4.80.

Send the change to POS

  1. After saving the price change, click Review Changes.
  2. Select Send Changes to broadcast the update to your POS.

This sends the updated price to your tills.

Apply the update on the POS

  1. On the POS, go to Functions > Get Updates to apply the new pricing immediately.
  2. Alternatively, the update will apply automatically at the next End of Day or when the terminal is restarted.

Example: add the updated item to a sale to confirm the new price is now active.

Understanding Global and Branch prices

Tapa Office supports both Global and Branch-level pricing for flexibility across sites.

  • Global Price: the default price used across all branches unless a branch override exists.
  • Branch Price: a price that overrides the Global price for one specific location.

Example: you can set £5.00 as the Global price, but override it with £4.50 for one specific branch.

Changes to a Global price do not affect branches where a Branch Price has already been applied.

When to use Branch pricing

  • Different branches have different customer bases or overheads.
  • You run local promotions at selected locations.
  • You need location-specific VAT handling.

Understanding Price Models

Price Models let you manage different pricing rules for different sales situations.

  • Location-specific pricing: for example Restaurant versus Takeaway.
  • Time-based pricing: for example Happy Hour or Lunch Specials.
  • Sales channel pricing: for example in-store versus online on iWantFed.
  • VAT variations: for example Eat-in with VAT versus Takeaway with a different VAT treatment.

Example: create a Happy Hour price model with discounted drinks for 3pm to 6pm.

Understanding Sales Units

Sales Units define how much stock is deducted when a product is sold.

  • Each: one unit removed from stock.
  • Half Pint: half a pint deducted from the keg setup.
  • Glass (Wine): for example 250ml deducted from a bottle.

Example: a wine glass can deduct one fifth of a bottle if the sales unit is set to 250ml.

Tips for managing prices

  • Primary Price: tick the Primary checkbox for the default price within a price model.
  • Bulk Price Changes: use the import feature when you need to update many products efficiently.
  • Seasonal Pricing: create a temporary price model, such as Christmas Pricing, that can be activated or removed when needed.

Be careful when editing live prices because changes take effect as soon as they are sent and applied to the POS.

FAQ

Can I schedule price changes in advance?

Currently, price changes take effect once you send the changes and the POS receives the update.

How do I apply different VAT rates for takeaway versus eat-in?

Use different price models, such as Eat-In and Takeaway, and assign the correct VAT rate to each pricing row.

Can I set prices differently for online and in-store?

Yes. Create a dedicated price model for iWantFed and another for in-store pricing, then apply separate prices to each model.

What is the difference between Global and Branch Prices?

Global Price applies across all branches by default. Branch Price overrides the Global price for one specific location. Branch price editing may be permission-restricted, so contact your administrator if you cannot change it.