Point of Sale Setting up Stock Items User Guide

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1 Point of Sale Setting up Stock Items User Guide Page 1 of 28

2 Table of Contents Stock File... 3 Create Stock Categories... 3 Create a New Stock Item... 4 Add Stock to a New Shop Location... 5 Enter Stock Level and Pricing Information... 6 Costing Tab... 7 Re-Order tab... 7 Enter Miscellaneous Information... 8 Stock Alternatives... 8 Alternate Suppliers... 8 Stock Levels Create a New Stock Sheet Open an Existing Stock Sheet Export Stock Sheet Information to the Stock Database Stock Changes Global Stock Changes Changes to Make 1 Tab Changes to Make 2 Tab Quick Stock Changes Consignment Stock Items Credit Card Surcharge Stock Item Creating Purchase orders for ordering Stock Receiving Order and Finalising an Order Upon Supply of Items Stocktake Stocktake Freeze Stocktake Upload (Counting stock) Option 1: Laptop and Scanner Option 2: TXT Import from Scanner Option 3: Manually Sales Since Update Following Stock Take Stock Reports Setup the reports as follows: How to print the various Stock Reports Page 2 of 28

3 Stock File The Point of Sale module allows you to categorise stock items, as well as control pricing and stock level details for each shop. Create Stock Categories Stock items can be grouped by Category, and each category may have multiple sub categories. Categories can be created and viewed through: Path: Stock Categories Create new stock categories as follows: 1. To start - Select Clear All to clear the view. Type in the new Category name. (Use the prompt button to view a list of existing Categories) 2. (NOTE: if adding a sub category to an previously entered category type in the existing Category name). 3. Subcat: Optional: Type in the Sub Category, can be left blank if no sub category is required 4. Select Save to save the new Category. Page 3 of 28

4 Create a New Stock Item Path: Stock Stock View 1. Select Clear All to clear the view. Select the shop the item will be sold from (you will have the opportunity to add the item to 2. additional shops when saving). Type in a stock code, this should be a unique alpha-numeric code no longer than characters. Type in a descriptive name for the stock item. Optional: Select a Category and Subcategory for the stock item. 4. NOTE: if you have set up price Margins for individual Categories in your Shop Details this information will become the default for this stock item. 5. Optional: Select the supplier from the Creditor Code Lookup list To add an image of the stock item, double click were the image will appear (where the 7 appears in the screenshot above) then find the saved image and select it. 6. NOTE: the image must be saved in the PCSchool\Bitmap folder on the server, be in bitmap (*.bmp) format and no larger than 100 x 100 pixels. Select Save to save your stock information. You will be asked if you d like to generate this 7. item for all shops. If you select NO it will generate this item only for the shop selected in step 2 above. Upon saving the stock item a barcode will be automatically generated. This bar code may be 8. changed if required but must have a unique value. Page 4 of 28

5 Add Stock to a New Shop Location Add a stock item to additional shops as follows: 1. Stock Code: Select item by using the drop down or either the Barcode field. 2. In Shop Code will appear with the current location. 3. Add a new stock shop location Shop: drop down box to add the stock item to, or select All to add the item to all shops. 4. Click Copy to a new stock location. The new shop/s that the stock item has been added to will appear in the Shop Code list (refer step 2 above). 5. Shop Details button allows you to view and edit shop information 6. Highlight each shop as per step 2 above - to enter in the relevant Costing, Stock Levels and Pricing information for that shop.( See below for further information) Page 5 of 28

6 Enter Stock Level and Pricing Information Enter stock level and pricing information as follows: 1. Select the stock item by using the selection list on either the Stock Code or Barcode field 2. Under Shop Code - Highlight the Shop you wish to work with if this stock item is attached to more than one shop. Under tab 1 Stock Levels and Pricing 3. Enter the Unit Measure on sale of the item (sell) and purchase of the item (buy), eg each, box, bag, dozen etc. Ratio of Sell to Buy. 4. e.g. if you buy a box of 12 but sell individually the ratio will be 12, the system will then divide the purchase price ($60) by 12 when calculating the sale price ($5 + margin). 5. On hand Enter in the number of items currently on hand. This figure will update automatically as you sell stock. Select the method to be used when calculating the sale price. Options include: <Undefined>: use if you wish to enter the sale price manually. 6. Discount: will calculate based on the BUY price LESS the margin percentage. Margin: will calculate based on the BUY price PLUS the margin percentage Taxable, (Tick if the item is the Tax Rate will default to that entered in the Shop Details Defaults tab. This can be overwritten if necessary (eg for 2nd hand goods) in the box below. Autoprice Tick if you wish the system to calculate the sale price of the stock. NOTE: Using Autoprice requires additional costing information be entered in the Costing tab (see steps 9, 10 and 11). Leave unticked if you wish to manually enter the sale price to the left of this tab (see step 12). NOTE: If the stock Category used has set defaults entered in through System Shop Details Margins tab (see Page 11), the options for 6 (Pricing) and 8 (Autoprice?) above will automatically default to these. Page 6 of 28

7 Costing Tab Under 2 Costing tab Avg Cost (unit buy): Enter the average purchase cost Last Cost (unit buy): The last purchase cost for this item (NOTE: Autoprice (step 8) will use the Last Cost amount in its calculations.) Freight Allocated: Enter the mark-up percent to be added to cover freight charges in Freight Allocated field. Purch discount: Enter the percent that you got when purchasing items Margin: Enter the percentage value for the Profit Margin to be used in the Autoprice calculations. Price 1 to Price 4 shows the sale price of the stock item. If using Autoprice (step 8) these fields will be greyed out. If not using Autoprice these fields will be active and the sale prices can be entered in manually. Select F2 to save your settings once entered. NOTE: If the stock Category used has set defaults entered in through System Shop Details Margins tab (see Page 11), the options for 11 (Margin 1 to 4) will automatically default to these. Re-Order tab 1. Minimum Stock level: You can use this information in your Stock Level Reports. 2. Quantity you wish to Re-Order: when stock levels reach Minimum level. 3. On Order: Enter the number of stock items currently On Order. 4. Ratio Buy Sell: shows the ratio via the Stock Levels and Pricing tab. Page 7 of 28

8 Enter Miscellaneous Information 1. Enter the Stock Code if this item has been replaced by another. 2. Enter the Stock Code of the main item if this item is part of a kit (eg. Junior Book Pack). 3. Enter the number of months warranty applicable to this item. 4. These options are not yet implemented in the POS system. 5. The Banned Categories will be covered later in this Tech Tip. Stock Alternatives Within the Stock View you can store alternate products for each item and alternate suppliers. Alternate Products Here you can list stock codes of other items that may be used as an alternative to the selected item if this item is out of stock, or is no longer available. 1.. Enter the Stock Code of products that can be used as an alternative Alternate Suppliers Here you can list Creditors who you purchase this stock item from. This allows you to store a different Supplier Code, Barcode or Cost when purchasing this item from different suppliers. Page 8 of 28

9 1. Select the Creditor Code by clicking on the column heading. 2. Enter in the Supplier Code, this is the stock code used by the supplier for the item. 3. Enter in the Bar Code if applicable 4. Enter in the Cost the supplier charges for this item. 5. These fields are not yet activated. When ordering this stock from the alternate supplier the price will automatically default to that shown in the Alternate Supplier tab in the Stock View. The Purchase Order report can be modified to print the Suppliers Code on the order. Page 9 of 28

10 Stock Levels The Stock Levels View allows you to generate lists of Stock Items and store information in a table form. This could be a list of stock levels, a list of re-ordering values based on times of the year etc. The data that can be stored here can be used an interpreted in any way. The power of this view comes from being able to import and export data from lists. You can use this tool to create lists of stock over time, or as a template of how many items to order at certain times of the year. Path: Stock Stock Levels Create a New Stock Sheet 1. Click New to generate a new list containing all stock items. 2. To constrain the list to a specific Stock Category select the category then click New. 3. Stock Items will be listed in the table below. 4. Enter column names in the yellow line / cells. 5. Enter values / data to the list as you would in an excel spreadsheet. Right click with the mouse to bring up editing options such as Copy / Paste, Insert Row / Column etc. 6. Give the list a name. 7. Select Save to save the stock list. Page 10 of 28

11 Open an Existing Stock Sheet 1. Select the Stock Sheet from the list available. 2. Select Open to open the previously saved sheet. Stock Items and their related data will appear. If when you open the sheet you have a 3. tick in Add New Stock Items, any new stock added to the Point of Sale module will be added to the list, appearing in Code (column A) order. 4. Add or edit any new columns or information as required. 5. Select Save to save the updated / modified Stock Sheet. Export Stock Sheet Information to the Stock Database 1. Open or create the stock sheet with the information you wish to export to the stock file. 2. Select to Export to Stock to bring up the Stock List Export Wizard. Listed on the left are the Mater Item and various shops, beneath these are the available fields to which 3. you can export data to. These fields are fields from the Stock File. Selecting fields from the Master Stock item will modify this stock for ALL shops. From the Available Fields list find the shop and field you wish to import data into. Click on this field and 4. holding the mouse button down, drag the field to the corresponding column in the stock sheet that contains the data you wish to export. Your selections will show on the left. If you make a mistake and wish to start again you can click the 5. reset button at the top right corner of the view. Once you have completed your selections select OK to begin the export. You may need to refresh 6. PCSchool for the changes to be visible. Page 11 of 28

12 Stock Changes As well as exporting stock information from the Stock Sheets into the Stock File the Point of Sale module also allows you to make Global Changes to all or groups of stock items and to make Quick Changes to individual stock items. Global Stock Changes Path: System Global Changes to Stock Filters Tab Select the Shop you wish to change Globally Change the stock items in, or select All for to change the stock in all shops. Tick to make the changes to stock based on a specific Supplier, select the supplier from the list. Tick to make the changes to stock based on a specific Stock Category, select the category From and To (select the same in both if changes are to the one category). Tick to make changes to stock based on specific Stock Sub Category, select the sub category From and To, select the same in both if changes are to the one sub category or leave blank for all sub categories. Once you have selected your filters move to the Changes to Make tabs 1 or 2 to select what fields to change. NOTE: if you wish to make changes to ALL stock regardless of supplier, category or sub category, ignore the Filters tab and move directly to the Changes to Make tabs. Page 12 of 28

13 Changes to Make 1 Tab All these changes relate to fields found in the Stock Stock View as indicated: 1. Purchase Discount, select Yes and enter a Discount % to add this information or select Delete to remove/clear existing data in this field (found Stock View Costing tab). 2. Autoprice, select Manual to disable the autoprice or Yes to enable the autoprice (found Stock View Stock Levels & Pricing tab). 3. Margins, enter in the new profit margin percentages (found Stock View Costing tab). 4. Cost Price, enter the percentage you wish to increase the Cost Value by (found Stock View Costing tab). 5. Warranty, enter how many months warranty you will to give the stock (found Stock View Miscellaneous tab). 6. Freight Allowance, enter the new percentage amount to cover freight costs that is to be added to the sale price (found Stock View Costing tab). 7. Once you have made your selections click Update to change the data in the stock file. You may need to refresh PCSchool for the changes to be visible. Changes to Make 2 Tab All these changes relate to fields found in the Stock Stock View as indicated: 1. Supplier, select a new supplier from the Creditor Selection list to change the supplier of the stock item (found Stock View General tab). 2. Category, select a category from the POS Categories list to change the category of the stock item (found Stock View General tab). 3. Sub-Category, is to be used in conjunction when changing the category (above) if desired 4. Sales Discount, enter the value you wish to allocate as the sales discount. 5. Sales Price, enter the percentage value you wish to increase the sales price by. 6. Once you have made your selections click Update to change the data in the stock file. You may need to refresh PCSchool for the changes to be visible. Page 13 of 28

14 Quick Stock Changes Path: System Quick Stock Update 1. Select a particular Shop or All to produce a list of stock in all shops. 2. Tick the columns that contain the data you wish to change. 3. Highlight the stock item you wish to change. 4. Enter the data into the relevant columns. You can change the Stock description or Prices 3 & 4 in these fields. 5. Tab off the line, press F2 or use the Save button in the toolbar to save your changes. You may need to refresh PCSchool for the changes to be visible. Page 14 of 28

15 Consignment Stock Items Schools sometimes choose to sell consignment stock, this may include the sale of second hand uniforms, equipment or text books for past students. Path: Stock Consignment 1. Select the Shop the consignment stock will be sold from. Select the Seller from the Customer list. If the seller is not an existing customer they can be added as per instructions in Create a New Customer section of this document. If you wish to 2. view consignment items previously entered for this seller tick the Constrain Displayed Stock to Displayed Seller box. The Payment information such as Method, Bank, BSB, Account Name and Number will be 3. drawn from the Payments tab within the Customer View or can be entered here. This information will be used to pay the seller once the item has been sold. 4.. Enter the Date the consignment stock was received and a description of the item The Cost Ex GST will be the agreed amount you will pay the seller (excluding GST) once the 5. item is sold. The Sell Price Inc will be the marked up price the shop will sell the item for (including GST). 6. The Margin Ex will be the profit the shop will make on the sale (excluding GST). Select a Consignment Sub Category if desired. Sub Categories can be added through 7. Stock Categories. 8. Select Save to save this consignment item to the stock file and generate a bar code. The consignment item will be added to the list with the sellers code, system generated 9. barcode, description, selling price, buying price, category and shop code, and will appear in the stock list in the Product Sales View. Page 15 of 28

16 Credit Card Surcharge Stock Item Some schools may choose to include a surcharge for purchases made with a credit card. The surcharge is percentage of the total cost of the goods, eg. 2% or 1.8% of the goods. Path: Stock Stock View To create a Credit Card Surcharge stock code: 1. Type in the Stock Code, this should start with ZZ so that it appears at the bottom of the list. 2. Type in the Description 3. Select the appropriate shop/s that will be using the surcharge code. 4. Untick Taxable and check the Tax Rate is 0.00% and leave all other fields blank. 5. Select Save to save the new stock code. Once you have created the stock code for the Credit Card Surcharge you will need to add it to the Payments tab in the Shop Details. Path: System Shop Details Payments Tab Page 16 of 28

17 When you now process a sale where the customer is using a Credit Card the system will add the Credit Card Surcharge stock item for the correct fee (% of goods purchased). Page 17 of 28

18 Creating Purchase orders for ordering Stock Purchase Orders can be produced through the Point of Sale Module. Once goods have been received the items can be flagged as supplied and the Stock File updated with the quantity received. Path: Stock Orders To Produce a Purchase Order: 1. Select Clear/New Order to start a new purchase order. 2. Select the Creditor (Code) you are purchasing the goods from. 3. Enter the order description and delivery information. 4. Move to the Items Ordered Tab, you will be prompted to save the Order Header, select Yes 5. Click on the column header Code>>, this will bring up your stock list. Select the item you wish to order from this list. 6. Enter in the quantity required. The purchase price/unit will default if stock codes have been used previously when ordering. 7. If ordering using stock codes for the first time you will need to enter in the purchase amount, once you have used the stock codes and the purchase price will be saved and come up automatically when next used. 8. Once you have completed entering in the items to order, Print or the order to the Creditor. Page 18 of 28

19 Receiving Order and Finalising an Order Upon Supply of Items 1. Once part or all of the goods have been received select the Purchase Order. 2. Select the Items Supplied tab and the appropriate Filter by Shop Code. Enter the supplied details by either: Tag as Fully Supplied: if all the order has been supplied. The system will put in the Act Unit 3. Cost and Quantity In Now. Manually enter in the Act Unity Cost and Quantity In Now: if only part of the order has been supplied. 4. Select to Update Stock, this will open a Stock Update view. 5. Enter the Creditor Invoice Number and Invoice Date. 6. Zero Present Stock if Negative: if the current stock on hand for an item is a negative this will first zero the stock on hand before adding the new quantity purchased. 7. Update / Leave Order Open: select this option if the order has not been fully supplied and goods are outstanding. 8. Update and Finalise Order: select this option if the order has been fully supplied and all goods received. 9. Cancel: select this option if you do not wish to update the stock file. Page 19 of 28

20 Stocktake A stock take can be performed anytime through the year (or several times if needed). Most schools may choose to do a stock take at the end of the year (or start of the year), however you can do a stock take each term / month. Stocktake Freeze This allows you to create a list of your stock on hand (SoH) quantities at a certain point in time/date. The list that is created will show you your SoH at the time of freezing, your stock take count and the sales since the freeze occurred. Path: Stock Stock take Freeze Perform the Stock Freeze as follows: 1. Select the Shop. 2. Optional: you can choose to only perform a stock take on a range of stock codes (leave unticked to stock take all items in the shop). 3. Optional: you can choose to only perform a stock take on a range of stock categories and sub-categories (leave unticked to stock take all items in the shop). 4. Select Update to create your Stock take file. Page 20 of 28

21 Stocktake Upload (Counting stock) Once you have frozen the SoH figures you can then begin counting the stock. Stock can be counted in a variety of ways: Laptop & Scanner using a scanner attached to your laptop and scanning the items directly into the stock take upload. Wireless Scanner using a scanner that can create a txt file of stock barcodes and counts, then import this txt file into the stock take upload. Manually using pen and paper Option 1: Laptop and Scanner Path: Stock Read in Stocktake Barcodes Stock Scan tab 1. Select the Shop. With the cursor in the Stock Code field, scan in the item. You can also elect to: 2. Type in the barcode and select it from the smart lookup list Select the stock item from the list using the orange button 3. Type in the number of items counted on the shelf then select Save or simply tab off the field. Option 2: TXT Import from Scanner Path: Stock Read in Stocktake Barcodes Barcode Import tab 1. Select the txt file where it has been saved on the computer. 2. Select to import the data. Page 21 of 28

22 Option 3: Manually Path: Stock Stocktake This is where you can view your stock take freeze file with the current stock on hand. If you have entered in your stock take count using option 1 or 2 above it will also show figures in the Counted column along with a Status of C. 1. Enter in the stock take count in the Counted column for each stock item. Sales Since Path: Stock Stocktake In the Stock take view you will see a Sales Since column. This column will be updated automatically when you make any sales after creating the stock take freeze. This means that if it is not practical to shut the shop down for the entire stock take period you can continue to make sales until you select to update following the stocktake. Page 22 of 28

23 Update Following Stock Take Once you have entered the count for all items using one of the three options above you are now ready to update your Stock on Hand figures with your stock take counts. Path: Stock Update Following Stocktake 1. Ensure all stock items have a value in the Counted column of the Stocktake file. 2. Select the shop. Select to Update. Your SoH in the stock files will be updated. Once you have performed the Update Following Stock Take your stock on hand 3. figures in the Stock Files will now reflect your stock take count, less any stock sold since. Once you have performed the Update Following Stock Take your stock on hand figures in the Stock Files will now reflect your stock take count, less any stock sold since. Page 23 of 28

24 Stock Reports Reports need to be setup in PCSchool to be able to use them. Several Stock Listing reports are available and can be set up for use in Point of Sale. Path: Utilities Report Alias Settings Setup the reports as follows: Page 24 of 28

25 Page 25 of 28

26 How to print the various Stock Reports Path: Stock Stock Reports Print the report as follows: 1. Select the Shop Code you wish to print a Stock Listing for. 2. Leave blank for all stock or select the stock item you wish to print details of. 3. Leave blank for all categories / sub-categories or select a single or range of categories. 4. Select the report you would like to print. 5. Select Print to print the report. Example of Reports: Page 26 of 28

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