The ingredients to a perfect POS system

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1 The ingredients to a perfect POS system With seven stores across Australia all stocking over 800 products, Perfect Potion needed to implement an accurate and efficient Point of Sale (POS) system that would integrate with their accounting, distribution and manufacturing ERP software. Eighteen months ago Perfect Potion conducted a massive changeover in their inventory manufacturing software and wanted the new POS system to link into the highly successful SYSPRO system. With this in mind, Perfect Potion approached ProActive Integrators who were responsible for installing their SYSPRO solution. Having worked closely with them for two years and knowing their track-records for training and back up support, ProActive Integrators were the first choice for the second stage of their ERP system. Stage Two POS The second stage to improving their efficiencies and streamlining their operations was to work with ProActive Integrators to develop a Point of Sale (POS) system for the seven stores which could be integrated into their financial and distribution operations. According to Mr Rob Woodroffe, Corporate Services Manager, Perfect Potion, it was taking his staff a minimum of two days a week to key orders and create orders from the seven stores. Every store sends at least one to two orders a week to head office. Each order takes at least an hour to process so if you multiply that by seven stores the processing of these orders ends up being a major part of someone s job description, Mr Woodroffe said. 1

2 Perfect Potion initially wanted to integrate a POS system with their SYSPRO system and all of their existing customer databases. Unfortunately in the SYSPRO suite of products the module available did not have all of the capabilities needed for Perfect Potion, ProActive Integrators were amazing. They could have walked away and handed the second stage over to another supplier but instead they customised SYSPRO and an existing POS system enabling successful integration. he said. The principals of the Australian ProActive Integrators Colin Davidson and founder Sean Simpson, have approximately 45 years of combined experience implementing SYSPRO and have a thorough understanding of the advantages of perceptive implementation as opposed to straightforward installation. InfoBase Systems The newly developed solution is called InfoBase Systems which is a retail interface fully integrating the InfoPOS Retail Management System with the SYSPRO Enterprise Solution. ProActive Integrators are now able to offer their clients a more sophisticated Enterprise Retail Point of Sale module as part of the total SYSPRO solution. Master data for Perfect Potion is stored in SYSPRO and includes; prices, supply chain transfer, consolidated revenue, product classes, stock codes, location balances, warehouses and customer information. With seamless transfer of data between the SYSPRO and InfoPOS applications, Perfect Potion are able to update prices and product codes in SYSPRO with subsequent data flow through to the Point of Sale terminal in-store. The POS system takes the sales orders and the inventory details and flows them back through to SYSPRO. 2

3 InfoBase features include: sales management data, inventory management data, customer relationship data, customer loyalty, lay-by s, loyalty points and customer statistics. InfoBase benefits Perfect Potion can now: o Streamline business processes o Improve back end ordering procedures o Integrate all existing accounting data systems and point-of-sale o Track and trace products at point of sale o Heighten customer loyalty Point of Sale benefits Perfect Potion can now: o Capture sales using fast touch screen technology and barcode scanners o Customisable transaction screens and POS buttons with intuitive graphical user interface o Capture secondary sales using mouse and keyboard o Integration with POS standard hardware like cash drawers and bar code scanners o Create, process and manage all lay-by s o Sell and redeem gift certificates with on line validation facilities o Issue loyalty points o Issue discounts to card-holding loyalty customers o Full access to customer history like total sales, number of visits, last visit date and items purchased o User-defined multi-tendering options like cash, Eftpos, credit cards and gift vouchers o Serve another customer while transaction is on hold and then resume the sale o Simple procedures to deal with exchanges and refunds o Ability to collect store traffic statistics o Complete customer loyalty profiles to allow targeted direct marketing 3

4 o Lay-by account inquiry, control and reporting o Ability to work off-line. Therefore each store is not reliant on the Head Office power supply or telephone/data links in order to operate Head Office features and benefits Perfect Potion can now: o Streamline business processes o Improve Head Office ordering procedures o Integrate all existing accounting and sales data systems between Head Office and point-of-sale o Track and trace products at point of sale o Heighten customer loyalty o Save staff one to two days a week in keying orders o Improve accuracy of the order entry process o Help improve min/max levels at each store and availability at each location o Remote location synchronisation o Ability to set pricing and discounts across all stores from head office o Automatic up loads of sales, inventory and customer data from all stores o Support of data communications with stores like ADSL, dial-up, Internet, LAN, WAN o Automatically generates general ledger transactions o Consolidation of all data from all stores and automatically integrated back into SYSPRO o Ability to assign security levels o Automatic end-of-day procedure initiates the remote location uploads and updates According to Mr Woodroffe the new InfoBase solution saves staff one to two days a week in keying orders and also greatly assists with maintaining the correct stock levels at each store. Perfect Potion can now effectively track and manage all customer and supplier touch points including customer correspondence, status, vendor relationships, marketing campaigns, service issues, product returns, warranty and replacement histories. 4

5 Quote and sales order information are monitored and recorded, providing a 360 degree view of internal or external business relationships, SYSPRO and InfoBase enable sales, marketing and customer support operations to work collaboratively to achieve total customer satisfaction. ProActive Integrators are a sensational team of knowledgeable people who are honest and have integrity. They customised the existing SYSPRO system using SYSPRO s e.net module to integrate with the InfoPOS system to create the Perfect Potion solution. They found a partner, worked with them and ensured that Perfect Portion was adequately trained along the way. Mr Woodroffe said. ENDS For further information please contact: Mr Rob Woodroffe Corporate Services Manager Perfect Potion PH: Mob: Or Sean Simpson Principal ProActive Integrators PH: MOB:

6 Who is Perfect Potion? Perfect Potion was established by Salvatore Battaglia in 1991 in Brisbane, Queensland. Today, Perfect Potion has seven stores across Australia and holds a TGA license to sell interstate and internationally. Perfect Potion exports to New Zealand, Korea, Hong Kong, Japan, China and Taiwan. The five year plan is to have 20 stores by Salvatore Battaglia Salvatore Battaglia has been passionate about natural therapies for most of his life. He holds qualifications in herbal medicine, natural therapies, acupuncture and aromatherapy. His dedication to aromatherapy has seen him hold positions in professional associations and government committees to ensure that the educational standards of professional aromatherapy are maintained and improved. He is the author of "The Enchanting Art of Aromatherapy" which was originally published in 1989 and "The Complete Guide to Aromatherapy", which was first published in This book has now become a standard text book of aromatherapy in many parts of the world. He shares his passion about the world, natural therapies and aromatherapy with his wife, Carolyn Stubbin and his beagle, Chopper. 6

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