Lesson 3: Input Library in Backoffice

After completing your Moka account according to Lesson 2: Complete Your Moka Account, this lesson will help input Library in backoffice for your business. 

In the Library menu, you can enter a list of sales items that will appear in the Moka Application, set promos or discounts, apply taxes or additional fees, and determine the types of sales available in your business.

Follow the steps below to set up Moka App. You can also click to jump to a specific topic that you want to learn:

 

How to Input Item Library Manually

Library is a page in Moka bacoffice for creating items that will appear in the Moka App. You can also track items or ingredients stocks on this page. If you have more than 50 types of items to sell, see How to Create List of Items Using Excel.

To input item library manually, watch the video tutorial or follow the steps below:


  1. In the backoffice menu, go to LIBRARY, then select Item Library.
  2. Click Create Item.
  3. Enter the name of the item, the name of the item category, and a photo of the item (if any) to be displayed in the Moka App.
    • Notes: Ensure that every item name is unique. If the item category has never been created before, you can write the name of the category directly in the Item Category field, then click Create New.
  4. Enter the price (in Rupiah) in the Price column and the barcode number (if applicable) in the SKU (Stock Keeping Unit) column.
  5. Click Add Variant if you have more than one variation of the same item (example: Chicken Fried Rice, Beef Fried Rice, Seafood Fried Rice).
  6. Click Add Variant to add item variations and the variation’s prices in a new field.
  7. To track inventory, click Start Tracking Item Inventory and Alerts.
  8. Enter your current stock amount in the In Stock column and at what amount you want to be alerted that your stuck is running out in the Alert at field.
  9. To track the cost of goods sold (COGS), click Start Tracking Cost of Goods Sold (COGS).
  10. Check the Track COGS box and enter the average cost for the items in the Avg Cost field.
  11. Select the relevant Modifier (for example: Boba, Grass Jelly, Extra Syrup) for the item.
  12. Enter the item note in the Description column.
  13. Click Save or Save to All Outlets.

If you want to enter a list of items in large quantities through an excel file, read How to Create List of Items Using Excel.

 

How to Create Modifiers and Variants 

To distinguish between Modifier and Variant, see the table below:

Modifier

Variant

To customize or add topping to an item.

Variations or types of an item.

Example: Less Ice, Jelly, Bubble, Syrup, etc. on the item Milk Tea.

Example: Black Tea, Green Tea, White Tea, etc. of the item Tea

Stock of modifiers cannot be tracked.

Stock of variants can be tracked.

 

How to Create Modifiers

  1. In the backoffice menu, go to LIBRARY, then select Modifiers.
  2. Click Create Modifier.
  3. Enter the modifier name (example: Topping).
  4. Click Add or Manage Options, then click Add Options.
  5. Fill in the name and price of the modifier (example: Pearl, Rp. 5000), then click Save.
  6. When you have finished filling, click Save or Save to All Outlets.

How to Create Variants

To make an item’s variant, you need to create it through the Item Library page in Create Item.

 

How to Change Item Categories 

You can create item categories via the Categories page. To set them, follow these steps:

  1. In the backoffice menu, go to LIBRARY, then select Categories.
  2. Select the category you want to change.
  3. Change the name of the category on the CATEGORY field.
  4. Click Save. 

 

How to Create Promos and Discounts

To make promos and discounts, follow these steps:

How to Create Promo

  1. In the backoffice menu, go to LIBRARY, then select Promo.
  2. Click Create Promo.
  3. In the PROMO TYPE & NAME section, select the type of promo that is available, for example the Buy X Get Y promo.
  4. Enter the promo name in the Input your promo name field.
  5. Click Assign Outlet to select the outlet for which you want to apply the promo, then click Assign Promo.
  6. Click Create.
  7. In the PURCHASE REQUIREMENT section, select the type of purchase conditions to be eligible for the promo:
    • If items eligible for promo are specific for a certain variant, select that variant, for example Iced Green Tea. If not specific to a variant, select All Variant.
    • If there are additional requirements for promo eligibility, click Add Item
      • OR: buy either one promo-eligible item to get a promo
      • AND: must buy both promo-eligible items to get a promo
    • Item: customer needs to buy certain items in order to get a promo, for example promo applies only when customer purchases Iced Tea.
    • Any item from a category: Need to buy any item from a certain category in order to get a promo, for example any type in the Beverage category.
  8. Click Next.
  9. In the REWARD field, select the promo type—Free Item or Discount.
  10. For Free Item, fill in item conditions similar to the method in Step 7.
  11. For Discount, change the button to % to set a discount as a percentage, or to Rp for a discount in nominal Rupiah.
  12. Click Next
  13. At the PROMO CONFIGURATION section:
    • Select Applies in multiple if the promo applies in multiples.
    • Select Set promo time period to set when and how long the promo is valid. If it is not specifically regulated, the system will continue to apply the promo without a time limit.
  14. Click Create.

How to Create Discounts

  1. In the backoffice menu, go to LIBRARY, then select Discounts.
  2. Click Create Discounts.
  3. In the DISCOUNT INFORMATION section, change the button to % to set a discount as a percentage, or to Rp for a discount in nominal Rupiah.
  4. Enter the discount name and nominal in the Name and Amount fields.
  5. Click Save or Save to All Outlets.

 

How to Apply Taxes and Gratuity

Taxes is a page for creating and applying taxes. You can also create and apply additional fees on the Gratuity page. To determine the types and amounts of taxes and gratuity, follow these steps:

How to Apply Taxes

  1. In the backoffice menu, go to LIBRARY, the select Taxes.
  2. Click Create Tax.
  3. In the TAX INFORMATION section, fill in the tax name (example: VAT) and the percentage of tax.
  4. Click Save or Save to All Outlets.

 How to Apply Gratuity 

  1. In the backoffice menu, go to LIBRARY, then select Gratuity.
  2. Click Create Gratuity.
  3. In the GRATUITY INFORMATION section, fill in the name of the additional costs (example: Service Charge) and the percentage of gratuity.
  4. Click Save or Save to All Outlets.

 

How to Set Sales Type

Sales Type is a page to create the sales type options, such as Dine In or Take Away. Follow the steps below:

  1. In the backoffice menu, go to LIBRARY, then select Sales Type.
  2. Click Create Sales Type.
  3. In the SALES TYPE INFORMATION section, type the name of the sales type in the Sales Type Name field (Example: Dine In, Delivery, GoFood).
  4. If there are additional costs for certain sales types, fill in the ASSIGN GRATUITY section. If left blank, transactions carried out for that type of sale will not incur additional costs.
  5. Click Save or Save to All Outlets.

 

Congratulations, you have managed the items and various promotions in the Library through Moka backoffice! Next, follow Lesson 4: Manage Inventory in Backoffice.

Was this article helpful?
1 out of 1 found this helpful

Comments

0 comments

Please sign in to leave a comment.

Still Have Questions?

Our customer care team is here for you!

Contact Us