Overview 

To set up your school shop, navigate to the Canteen/Shop Management module in the Organisation Menu (grid icon). Similar to Canteen, Shop also requires a 'Menu' to be created, however the configuration of the menu is different.

For information on how parents/staff can make orders, please refer to the Shop article from our Knowledge Base. 

Permissions

To access the Canteen/Shop Management module, staff require either the CanteenAdmin or CanteenPower permission. 

For more information on permissions in Compass, please refer to the 'Individual Permissions' article from our Knowledge Base.

Shop Management Page

Within the Canteen/Shop Management module, you will see a tab containing any menus that have been created at your school, including those created as Canteen menus. Under the 'Menu Type' column, you can distinguish between Shop and Canteen. 

Create your Shop Menu

You have two options for managing your shop menu: create separate menus for each category e.g. Uniform/Resources (useful for separate reporting and staff access), or create one menu with filterable categories

Fill in the details for your new menu, for example:

Name	Shop name visible to parents/staff e.g. Uniform Shop, Staff Shop etc
Description	Type a description of the shop and items available
Menu Type	Shop
Company Name	Add the service provider (if not external simply add School Name)
Contact Email	Add a contact email for your service provider, if applicable
CRN	Add the company registration number for your service provider
CompassPay Client	Select your CompassPayClient from the drop down
Year	Set the year that the menu will be available in
Status	Defaults to 'Draft', change to 'Published' when live
Order Alert Email	Type a staff member’s email address to receive email notifications when an order is placed
Access Settings	Parents/Students can access: Tick if applicable Staff can access: Tick if applicable Year Level Access: Leave blank for all year levels, otherwise specify the year levels

When you have created your shop, click on the hyperlinked name to access the shop menu page. You will see a series of tabs:

Menu Items Tab

On this tab, you can add/manage the items available in this shop.

To list an item for sale, click ‘+Add Menu Item’ and complete the item details in the pop-up window:

Name	Name of the item for sale
Description	Additional information about the item
Sale Price	The selling price of the item (what the customer pays)
Cost Price	The price that the item costs your school (what the business pays)  Note: VAT will be included on receipts unless ‘N/A: doesn’t attract VAT’ is selected from the drop down menu
Set Quantity Available	Tick if there is a set number available for sale
Quantity Available	Type number available
Tags	Choose the applicable tag or tags for this item from your available list
Options	Click ‘Add’ if you wish to configure different options for this item e.g. sizes. Add additional costs if necessary.
Parents/Students/Staff Can Order	Tick which users can order this item

Tags are mandatory and must be added to an item upon creation. These can be added directly from the item by clicking 'Create Tag' and allocating it to the item. Alternatively, Tags can be created ahead of time: See the section on 'Tags' below for more information

To upload an image for the item, click the image area and choose the file from your device to upload. 

When you have completed the information, click 'Save' to add the item to the Shop menu. 

Edit an existing Item

To edit an existing item, click the edit pencil icon, make your changes and click 'Save'. 

To edit the image of an item, click the edit pencil icon to open the item, double-click the image area, select the image file from your device and upload.

To remove the image of an item, click the edit pencil icon to open the item, click the image area and click 'Remove'.

To archive items from the menu, select the item (or items) and click the 'Selected' button, then choose 'Archive'.

Please note: Archiving a Tag cannot be undone!

Tags Tab

On this tab within the Shop menu you can set up 'Tags' which allow you to categorise and label shop items.

Please Note: Each menu item must have at least one Tag so please ensure you set up your Tag or Tags before attempting to save items to the menu.

To add a Tag, click the 'Add Tag' button.  In the pop-up give the Tag a name and then tick the applicable box to define the Tag as a Category or an Attribute.

Selecting ‘Category’ allows the user to filter for this particular tag within the shop e.g. Uniform or Resources

An 'Attribute' acts as a label and offers extra information about about an item for sale e.g. the colour of an item. These can also be filtered within the Shop ordering page.

Edit an exiting Tag

Please note: Archiving a Tag cannot be undone!

To share your Shop menu, ensure you update the Status of the menu from 'Draft' to 'Publish' from the Canteen/Shop Management module dashboard using the pencil icon.

Shop Management

Orders Tab

The Orders Tab allows you to view and manage orders that have been processed for your Shop menu.

Click the page icon next to the order to view the order details including who purchased the item, who the item was purchased for and the date and time of the order.

Selected Orders menu

1. Mark as Completed: Used for internal processes to track when an order has been fulfilled. This will change the status to 'Completed' and will be visible in the Parent Portal
2. Mark as Pending: This is the default status for orders. Return an order to pending if accidentally updated to 'Completed'
   
3. Mark as Cancelled: Cancel this order (may include multiple items) and provide a reason
4. Bulk Cancel Order Items: Used to cancel all orders for a specific item for example if you have run out of T-Shirts and pending orders need to be cancelled *See below for more details
5. Print Order Receipts: If you have a printer connected and would like a paper receipt
   
6. Generate Orders Report: A PDF report of orders from this menu. A pop-up window will prompt a grouping option for the report for example grouped by Year Level, Form Group or no preferred grouping
   
7. Generate Orders Report CSV: Report as above in CSV format
   
8. Generate Orders Quantity Report: A PDF report of pending action / completed orders. This will display as a page per order date.
   
9. Generate Order Labels: A PDF file with orders split into labels for printing onto label paper.

*Bulk Cancel Order Items: If you have to cancel a specific item within a menu, select all the orders, click 'Selected Orders' and choose 'Bulk Cancel Order Items'. For example, if you have run out of T-shirts and need to cancel all T-shirt orders or a student leaves the school with pending items ordered.

You can then choose the item or items you need to bulk cancel and a reason must be added. 

Any items within orders, or overall orders cancelled by Canteen Administration will cause a refund to be processed to the user who placed the order's Compass Balance.  The refund should be visible within 1 Business Day.

Advanced Filter 

Reports Tab

Below that, is a summary of number of orders per day. Hover over the bar to show the breakdown e.g. ‘£10.00 from 2 orders’

Ensure you select date parameters for the Start and Finish date pickers and click the green 'Generate' button to confirm the date range for your reporting

Reports menu

Order reports and additional information can be generated from the 'Reports' dropdown menu for the dates generated with the Start and Finish dates: 

Consolidated Reports

1. Stock Item Financial Analysis
   
2. Order Payment Method Report
   
3. Daily Summary
   
4. Allowance Report

Useful if you have multiple Shop menus with options for different Year Groups or Key Stages