Adding and Editing Products/Classes

To Add a new Product/Class:

  1. From the Browse> Catalog page, click on any of the existing category names or use a new one that you've created.

  2. On the right side of the page, look in the Add Items section.

  3. Click on the PRODUCT link/icon to view the Add Product page.  

  4. For now, just enter a product/class name and Sku. 

  5. Scroll to the bottom of the page and click on the SAVE button. You can no longer save a product without a Sku.

  6. This will take you to the Edit Product page where you will see a variety of options in the left side menu.


Product Details: The summary page for your product. Where you enter basic data, tax, shipping, and descriptions.

Images and Assets: You can upload a new image or attach additional images to a product.

Options and Variants: A product variant is a unique combination of options. Variants can be used to control inventory. Options can be used to display image swatches.  

Digital Goods: Attach an existing digital file to a product or it's variants.  

Volume Discounts: Attach an existing discount method to a product.    

Pricing Rules: You can set multiple price points for a product based on date or member group.

Similar Products: These are the products that are related, that should be highlighted in cross-selling scenarios.

Product Accessories: Select the products that are used in up-selling scenarios during checkout.

Categories: Select additional categories that should display this product, or assign a category to an orphaned item.

Product Template: Attach an existing product template. A product template can be used to gather information from the customer.

Preview: Opens a new browser window so you can view your product as a customer would see it before you offer the product to the public.

To Add Basic Product information:

  1. From the Edit Product page, click on the Product Details menu item. By default, when you create or open a Product/Class you will land on this page.

  2. In the BASIC INFO section, add the Product price. This is what you wish to display to your customers before any discounts or coupons.  

If you have been using ePayTrak, you will notice that we have restructured the Basic Info page as shown below.


  1. If the product utilizes a Gift Certificate, check the box so the system will automatically generate gift certificate serial numbers as part of the fulfillment process. This is used rarely in ePayTrak since most schools do not issue gift certificates.

  2. If the Variable Price box is checked, the customer can enter their own price. This would typically be used in conjunction with a Student Fee to allow partial payments, or for a fund-raising product where a customer enters the amount he/she wishes to donate or the variable price is used on the Admin side only.

  3. If you want parents to use a valid participant/student ID for the purchase, check the Require Valid Participant for Checkout box. This is only used when student ID's are pre-loaded into ePayTrak.

  4. Next is the Combine Like Items Cart setting. This setting governs how items can be combined in a cart. A customer can add multiple Classes/Products for just one student/participant if this setting is checked. If you want a customer to purchase the same class for two separate students, then this setting should be unchecked. You will want to leave this setting unchecked in most situations.

  5. Require Valid Family ID:  This button was created for using with integrated third-party software like Wordware. However, you will not need to check this box if you are using Wordware with a LCS 1000 box.

  6. Show in mPOS:  This will enable any product to be available for use in our mPOS (mobile Point-of-Sale system) which is available with our premium Ticket functionality.

  7. Allow Guest Checkout: This feature is designed to be used for ticket or other sales where you don't require any student information.

  8. Lock Product after Single Purchase: You would use this setting rarely, if at all. If you check this box, the product will lock automatically after the product is purchased.

  9. Single Purchase Per Student: Now you can limit a student purchase to only one item by checking this box.

  1. USAEpay Payment Bank: If you are using multiple banks, you select the correct bank from the drop-down for the product.

  2. Click the SAVE button when finished with this section.

Required Checkout Forms

Required Checkout Forms:  If you want to attach a custom form to a product so that parents can't make a purchase of the product without completing the form, click on the form you wish to use. If you need more than one form selected, hold down the control key (PC) and click the ones you wish. You can also deselect a form by holding down the Control Key and clicking the selected form.

Pricing and Qualifications


We've added 'Special Pricing' to our products in ePayTrak. This makes it easier to assign different prices to a product/class whether you are using Options and Variants for inventory or not. The product price should be set to zero if you utilize the Special Pricing functionality.  

  1. Click in the Name box to give your price a Pricing Name. I entered District Members Pricing as the Name and $50 for a price. Click the 'Add' button. Keep these names as brief as possible due to character limitations. 35 Characters is the normal maximum.

  2. I added Non-District Pricing using the same steps as shown below.

  3. You can use the Green Arrows on the left side to arrange the pricing as you wish.

  4. You can also setup Override Pricing that is available only to the admin user only, not the public. If you are selling comp tickets for a theatre production, you can use the Comp Override that I entered below. Then you can easily process a comp $0 ticket sale on the mPOS app. This feature was primarily added for ticket events.

Payment Status Prices

A new feature in ePayTrak. If your school is connected via Databridge from your School Information System you now have the option of adding Free and Reduced Student Pricing.

Below is a screenshot of that page. Just add the Codes and Prices if your site is configured to accept Free and Reduced Pricing. Too add an item enter your Text in the Name Code with the proper Code and Price and Click Add. In the screenshot below, I entered the information in the fields to demonstrate how to add Reduced pricing.


Assigning Validation Buckets

  1. If you wish to limit a product/class purchase by student grade level, Validation buckets can be helpful. See Validation Bucket creation for more information. Student ID's and grades must be pre-loaded in ePayTrak for this to work.

  2. Choose the Class level you wish to limit purchases for your product. In this case, I chose Sophomore so only students with Sophomore bucket codes can purchase this class.

  3. Click SAVE when finished with this section.

Pricing Groups

Pricing Groups can be utilized when you have a unique or irregular pricing structure of discounts. It isn't often that you would utilized Pricing Groups and they are somewhat complex. See Pricing Groups for more information.

Group Membership

You can create a Group Membership that will allow a group member to receive membership discounts on selected products. Once a customer has purchased a Group Membership, they will be automatically added to a User Group that you assign. Group Membership has its own section, for more information click the Group Membership link.

Accounting Information

The next section you see in your product setup is Accounting Information as shown below. We've made some improvements in the Accounting Codes section to include the Code number and Descriptions.


  1. It is strongly recommended that you create your Department and Accounting Codes in the Configure > Store section before adding any products. Those codes will be available as drop-down choices as seen above. See Accounting and Department Code creation.

  2. Click the Accounting Code you wish to use for this product. In this case, I clicked Community Ed to select the Accounting Code. Then select the Department Code in the same manner. For accurate reporting, only select one Accounting Code and one Department Code for each class. These codes must be entered on the Configure > Store page to enable selection at the product level. To Deselect an item, hold the Control Key on the Keyboard and click the code name.

  3. Click the SAVE button when finished with this section.

Product Display Options:

In the DISPLAY OPTIONS section, you can change how this product will be shown to your customer.

  1. The Visibility choices are Public, Hidden, or Private.  If you select Public, everyone can see the product. If you select Hidden, the public can't see the product offering. If you select Private, the public can't purchase the product, even if they've added that product to their basket previously.

  2. If you want this product to appear on the home page, as a featured product, then check Featured.

  3. Choose a Display Page if different than the store's default Product display page. This is not normally recommended.

  4. If you want to show this product in your store, but not allow customers to purchase, then check Disable Purchase.

  5. If you want to choose a different Theme, for only this page, then select one from the list of choices. This is not normally recommended.

  6. If you want to upload product feeds such as Google, Yahoo, and, and exclude this product, then check Exclude from Feeds.

  7. Click the SAVE button when finished with this section.

Taxes & Shipping and Inventory Control

More details are available under two separate sections: Products Taxes & Shipping & Products Inventory Control.



Class Information

The Class Information Section is very detailed and has more information here.

Ticket Information

The Ticket Information Section has more detailed information here.

Fundraising Information

A recent addition is a Fundraising Information Section. If you want your Fundraiding product to get special notice on the Home Page, click the Is Fund Raiser Box to check it.

Add the Fund Raising Goal. Next the Header and the text.

When your product is marked as Fundraising Product, you'll see it on the Home Page as shown below. Note the box to the right. It shows the Header, Text, the Goal and Raised so Far amounts.