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This guide is designed for new stores building an APL (Approved Product List) from scratch. ✏️ Note: If you’re already a POS and/or a back office solution, Vori’s Solutions Engineer will work with you to retrieve and import your existing data. This guide is intended for new stores only, not stores migrating from another system.

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What is an APL?

An Approved Product List (APL) is a list of every product your store will carry, including key details that power your POS, reporting, and inventory workflows. Setting up your APL is one of the first steps to getting started with Vori. 👉 Important: Be sure to make a copy of the template before editing.       Open the APL Template

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Required Fields in APL

You need four required fields to build your APL:
FieldDefinitionPriority
Product NameThe name is what’s displayed on the POS and printed on receipts.Required
Department NameVori organizes products into top-level categories (Departments) to support reporting, apply shared attributes like EBT eligibility or bottle deposits, and keep your store organized for easier sales tracking.

Define and name these in your APL file. They’ll be automatically created in your Back Office after upload.		Required
PriceThe retail price entered as a decimal (e.g., 2.49).Required
Barcode (UPC / PLU, etc.)A unique product code used for scanning at checkout, ideally a GS1-standard code like a UPC, EAN, GTIN, or PLU. This code cannot be all zeroes. Enter barcodes as text to preserve leading zeros (e.g., by adding a single quote ’ at the start).Required
Sales Tax AppliesMarks whether the product is subject to standard sales tax (true) or not (false).Required

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Additional Fields

Once your required fields are in place, you can include additional product attributes to support ordering, inventory, and checkout operations. These fields are optional, but they streamline Vori workflows as your store grows. ✏️ Note: If you already have this data on hand, it’s better to include it now rather than waiting to add it later.

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Product Categories

FieldDefinitionPriorityNotes
Sub DepartmentSecond-level category for organizing products within departments.OptionalVori currently supports only two levels of product organization: departments and subdepartments.

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Vendor & Cost Details

FieldDefinitionPriorityNotes
Vendor Item CodeThe ordering or reference code used by your vendor.Critical for Smart PricingOften printed on invoices or case labels.
Vendor NameThe primary vendor for the product.Critical for Smart PricingVori currently ingests one vendor per product.
CostVendor cost of the product.Critical for Smart PricingUsed to calculate margins and track cost changes.
Case SizeNumber of units per case.Critical for Smart PricingUsed for invoice and order accuracy.
BrandProduct’s brand or label name.OptionalHelpful for inventory search and shelf labeling.
⚠️ Important for Smart Pricing (Cost Changes): Including vendor, cost, and case size info now will significantly improve your ability to manage invoices and track margins.

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Pricing & Sales Settings

FieldDefinitionPriorityNotes
Price EmbeddedMarks products where the barcode includes the price, such as items labeled and weighed in-store using deli or meat scales. These are often pre-printed labels with a Type 2 UPC generated by the scale itself.RecommendedApplies to printed barcodes from meat/deli department scales.
Manual PriceAllows cashiers to enter a custom price at checkout.OptionalUseful for open or flexible-priced items.
Prompt for QuantityTriggers POS to ask for quantity input at checkout.OptionalGood for loose-pack or variable-quantity items.
Sold by WeightMarks the product as sold by weight at the register (e.g., $3.99/lb).RecommendedCommon for produce, bulk items, meat, or deli.

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Packaging & Size

FieldDefinitionPriorityNotes
Pack SizeInner pack units per retail product.Optional
Unit VolumeSize of the product (e.g., 16oz, 500g).Optional
Unit of MeasureThe unit the item is sold by (e.g., Each, LB, OZ).OptionalDefaults to “Each” in the Back Office.

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Compliance & Tax

FieldDefinitionPriorityNotes
Age RestrictionMinimum legal age to purchase (e.g., 16, 18, 21).RecommendedCan be set at the item or department level.
EBT EligibleMarks whether the product qualifies for EBT.RecommendedCan be set at the item or department level.
Country of OriginThe country where the product was produced.OptionalRequired by law in some states (e.g., California).
⚠️ Caution: Compliance Reminder: Certain fields, such as Country of Origin and Other Tax, may be required by city, state, or federal regulations (e.g., California law requires Country of Origin labeling on certain products). It is the responsibility of each store to ensure compliance with all applicable labeling and regulatory requirements.

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Enhancing Your Product List Further

After your initial upload, you can continue improving your product list using tools in Vori Back Office: 💡Tip: If you already have this info available, such as from purchase orders or invoices, it’s worth entering now to avoid backtracking later.