Add, edit, and organize items

Add an item in Inventory to keep its product details accurate. Use Menu Builder to add a product to a menu and control where it appears.

Watch the 83-second walkthrough, or follow the written steps below.

Create an item

1. In Karma, open Items & Menu → Inventory.
2. Select New item. Karma creates the inventory item immediately and opens its editor.
3. Add a clear Title, a short guest-facing Description, accurate Ingredients, and a useful image.
4. Choose No Stock / Unlimited, or choose Use Stock / Limited and enter the quantity you can sell.
5. Expand Preparation when the kitchen needs a prep name, instructions, preparation time, serving centre, preparation group, KDS colour, or sorting order.
6. Review Visibility for the channels where the item should appear.
7. Open Price and set the selling price and correct VAT rate.
8. Open Type & Allergens. Set the item category, dietary labels, and every allergen carefully.
9. Select Save.

If you select New item by mistake, delete the blank draft from its row menu instead of leaving an unnamed item in the catalogue.

Route the item to the kitchen

Use Preparation only for details the team needs during service. The guest title and description should stay easy to understand.

• Prep name can be shorter than the guest-facing title.
• Preparation instructions explain the work required before handover.
• Preparation Time supports timing in service.
• Serving Center and Prep Groups route work to the correct station, printer, or kitchen display.
• Sorting order controls which items appear first on kitchen tickets and KDS views; lower numbers print first.

Check dietary labels and allergens

Dietary labels and allergens help staff and guests understand the item, but they must reflect the actual recipe. Update them whenever ingredients or preparation change.

Put the item in a menu

1. Open Items & Menu → Menu Builder.
2. Choose the menu used by the relevant ordering channel.
3. Select Add Product.
4. Choose the item from Product Reference.
5. Add an optional title override or POS presentation settings.
6. Select Confirm.
7. Put related items in a sensible order, then check both QR View and POS View.

An item can exist in Inventory without appearing in a menu. If guests or staff cannot find it, check both its Visibility and its Menu Builder placement.

Edit, hide, copy, or delete an item

Open the row menu in Inventory to edit, copy, hide, or delete an item. Prefer hiding an item when the change is temporary or the item has order history. Delete only when the item should no longer be used.

If a connected POS manages the catalogue

For source-owned fields such as product name, price, VAT, or stock, make the change in the connected POS and sync it from Apps. Karma may lock or overwrite fields managed by that integration.

If the item is missing or incorrect

Check the selected location, Inventory visibility, menu placement, ordering channel, and POS sync status. If you still need help, include the location, item title, item ID, expected result, actual result, affected menu or channel, and a screenshot when contacting support.