Item Images and Descriptions

Item Images and Descriptions

Adding images and detailed descriptions to items improves identification, enhances user experience, and is essential for catalogs, POS systems, and online sales. This guide explains how to add and manage item images and descriptions in EquiBillBook.

Why Add Images and Descriptions?

• Visual Identification: Quick recognition of items, especially in POS
• Professional Appearance: Better-looking invoices and catalogs
• Error Prevention: Reduce mistakes when selecting items
• Customer Experience: Customers can see what they're purchasing
• Online Catalog: Essential for public catalogs and e-commerce

Adding Images When Creating Items

When creating a new item:

1. Navigate to Items → Create New Item
2. Fill in basic item information
3. In the Images section:
   • Click "Upload Image" or "Choose File"
   • Select image file from your computer
   • Supported formats: JPG, JPEG, PNG, GIF
   • Recommended size: 500x500 pixels or larger
4. Upload multiple images if needed (some items may support multiple photos)
5. Set a primary/main image if multiple images are uploaded
6. Save the item

Adding Images to Existing Items

To add or update images for existing items:

1. Go to Items → Items List
2. Find and edit the item
3. Navigate to the Images section
4. Click "Upload Image" or "Change Image"
5. Select new image file
6. Click "Save"

Image Requirements and Best Practices

• File Format: JPG, JPEG, PNG, or GIF
• File Size: Keep under 2MB for faster loading (recommended)
• Dimensions: Square images work best (e.g., 500x500, 800x800, 1000x1000 pixels)
• Quality: Use clear, well-lit product photos
• Background: White or neutral backgrounds are recommended
• Multiple Angles: Add different views if supported (front, back, side)

Adding Item Descriptions

When creating or editing items:

1. In the item form, find the Description field
2. Enter a detailed description of the item
3. Include relevant information:
   • Product features and specifications
   • Dimensions, weight, or other measurements
   • Materials or ingredients
   • Usage instructions or care information
   • Warranty information
4. Use formatting if a rich text editor is available (bold, lists, etc.)
5. Save the item

Description Best Practices

• Be Descriptive: Include all relevant product information
• Use Clear Language: Write in simple, understandable terms
• Include Key Features: Highlight important specifications
• SEO Considerations: For public catalogs, include relevant keywords
• Formatting: Use bullet points, headings, and spacing for readability
• Keep Updated: Update descriptions when product details change

Multiple Images for Variants

For items with variants (size, color, etc.):

• Upload variant-specific images
• Each variant can have its own image (e.g., red shirt image for red variant)
• Images automatically display when variant is selected

Images in Transactions

Item images appear in:

• POS System: Visual product selection for staff
• Invoices: Item images on printed or PDF invoices (if enabled)
• Reports: Visual reports showing item images
• Public Catalog: Online product catalog for customers

Managing Images

After uploading images, you can:

• Set Primary Image: Choose which image displays first
• Reorder Images: Arrange multiple images in preferred order
• Delete Images: Remove unwanted images
• Replace Images: Update with newer product photos

Bulk Image Upload

Some systems support bulk image upload:

• Prepare images with names matching item codes
• Use bulk import feature with image column
• Or upload images to a folder and link them during import
• Verify images are correctly associated with items after import

Image Storage

Images are typically stored:

• On the EquiBillBook server or cloud storage
• Organized by item ID or code
• Automatically optimized for web display
• Accessible via URLs for use in invoices and catalogs

Displaying Images

Images can be displayed in various contexts:

• Item List: Thumbnail images next to item names
• Item Details: Larger image view when viewing item details
• POS Screen: Product images for visual selection
• Public Catalog: Product gallery for customers

SEO and Catalog Optimization

For public catalogs:

• Image Alt Text: Add descriptive alt text for accessibility and SEO
• Image File Names: Use descriptive file names (e.g., "samsung-galaxy-phone.jpg")
• Descriptions: Include keywords naturally in descriptions

Troubleshooting

Image Not Uploading: Check file size (should be under limit), verify file format is supported, and ensure you have upload permissions.

Image Not Displaying: Verify image was uploaded successfully, check image URL, and clear browser cache.

Poor Image Quality: Use higher resolution source images and ensure images aren't being overly compressed.

Best Practices Summary

• Add images to all items for better visual identification
• Use high-quality, well-lit product photos
• Write clear, detailed descriptions
• Keep images and descriptions updated
• Use consistent image styles across all items
• Optimize image file sizes for faster loading

Related Topics

• Creating Items
• Item Variants
• Public Catalog
• POS Configuration