RSW RETAIL SALES SYSTEM Back Office User Guide. Version 3.4

Transcription

1 RSW RETAIL SALES SYSTEM Back Office User Guide Version 3.4

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3 TABLE OF CONTENT CONVENTIONS USED IN THIS MANUAL...1 ITEM...2 ENTER/MODIFY ITEM...2 Cost/Prices...5 Stock...6 Price Break...7 Barcode...8 Others...9 Pictures...9 To Create an Item...10 To Modify an Item...10 ENTER/MODIFY SPECIAL ITEM...11 To Create a Special Item...13 To Modify a Special Item...13 To Delete a Special Item...13 To Search for a Special Item...14 ENTER/MODIFY MIX AND MATCH TABLE...14 To Define a Mix & Match Group...14 ENTER/MODIFY SPIFF ITEMS...18 ENTER/MODIFY SPLIT INVENTORY TABLE...19 To Create a Split/Combine Item...20 ENTER/MODIFY SUGGESTED ITEM LIST...20 To Create a Suggested Item...21 To Delete a Suggested Item...21 ENTER/MODIFY PARTS FOR FINISH PRODUCT...21 To Create a New Finish Product...22 To Delete a Finish Product...22 To Add a Part from a Finish Product...23 To Delete a Part from a Finish Product...23 MODIFY ITEM DETAILS BY SUBCATEGORY...23 To Modify Item Details by Subcategory...24 MODIFY ITEM STOCK LEVEL BY SUBCATEGORY...24 To Modify Item Stock Level by Subcategory...25 MODIFY ITEM PRICE/COST...25 To Modify Item Price/Cost by Subcategory...26 To Modify Item Price/Cost by Percentage...26 DELETE ITEMS BY SUBCATEGORY...27 To Delete Items by Subcategory...28 DELETE ITEMS BY DATE...28 To Delete Items by Date...29 DELETE BARCODE BY DATE...30 SEARCH ITEM BY KEYWORD...31 PRICE/COST LIST...32 To Generate a Price/Cost List...33 PRICE/COST CHANGE LIST...34 To Retrieve Price/Cost List...34 PRICE BREAK LIST...35 KIT S COMPONENTS LIST...35 To Generate a Kit Components List...36 NON-TAXABLE ITEM LIST...36 To Generate a Non-Taxable Item List...37 Table of Content i

4 STOCK LEVEL LIST...38 ITEM LABELS...38 To Print Item Labels...40 SHELF LABELS...40 INVENTORY...42 RECEIVE/RETURN INVENTORY...42 Size Items Detail...43 Serialized Item...44 Miscellaneous Charges...44 To Receive an Inventory...45 To Return an Inventory...46 INVENTORY ADJUSTMENT...46 To Increase/Decrease an Inventory...47 COST ADJUSTMENT...48 To Adjust the Cost...48 SPLIT/COMBINE INVENTORY...49 To Split/Combine Inventory...49 CREATE FINISH PRODUCT...50 To Create Finish Product(s)...50 INTER STORE TRANSFERS...51 Transfers In/Out...51 To Transfer Items from One Store to Another...52 To Transfer Inventory by Vendor Invoice...52 Manual Transfer In/Out...53 Confirm Transfer...53 To Confirm a Transfer...53 Inventory Transfer List...54 Inter-Store Transfer Check List...54 INVENTORY AUDIT LIST...55 PRINT RECEIVING INVOICE...56 PRINT RECEIVING LIST...57 PRINT RECEIVE/RETURN REPORT...58 MODIFY SERIAL #/STATUS...59 MODIFY LOT # / EXPIRY DATE...60 To Modify Lot #/Expiry Date...60 CHANGE OF SERIAL # REPORT...60 SEARCH ITEM BY SERIAL #...61 INVENTORY PHYSICAL COUNT...61 Create Physical Count Image...61 Enter/Modify Inventory Physical Count...62 Entry Method...63 To Enter/Modify Inventory Physical Count...65 Physical Count Comparison Report...66 Inventory Uncounted Report...67 Create Item Lookup File...68 CUSTOMER...69 ENTER/MODIFY CUSTOMER...69 Mailing/Preferences...70 Pricing/Tax...70 Credit Terms...71 Notes...72 Contact...73 Shipping...73 To Enter a New Customer...74 To Modify an Existing Customer...74 Table of Content ii

5 To Delete an Existing Customer...74 ENTER/MODIFY SPECIAL ITEM BY CUSTOMER...75 MODIFY CUSTOMER (TABULAR FORM)...76 CUSTOMER AR ACCOUNT INQUIRY...77 MERGE CUSTOMER...78 To Merge Customers...78 APPLY CUSTOMER CREDIT...78 To Apply Customer Credit...78 MODIFY CUSTOMER AR DUE DATE...79 To Modify an AR Due Date...79 CUSTOMER LIST...80 CUSTOMER BARCODE LABEL...81 ADDRESS LABELS...82 To Print Address Labels...82 REPORTS...84 SALES REPORTS...85 Sales Report by Category...85 Sales Report by Day...86 Sales Report by Price Group...87 Sales Report by Style...87 Sales Report by Salesperson/Department...88 Sales Comparison Report by Period...89 Item Statistics...91 Tender Report by Day...93 Hourly Sales...94 Average Sales...96 Customer Spending Report...97 Best Selling Report...99 Comparative Chart Custom Category Report Sales Custom Category Report Profit Custom Inventory Management Report INVENTORY REPORTS Inventory Valuation Report Inventory Checklist Stock Movement Report Inventory Flow Report Inventory Report by Status Inventory Report by Style Inventory by Lot #/Expiry Date Re-Order Report Buying Report Day End Inventory Valuation Report TRANSACTION REPORTS Sales Transaction Register Transaction Summary Report Tender Report Transaction and Tender Summary Report Discount Report Deposit Report Layaway Report Expense Report Items Exempt from Tax Register Items Return Register Open Item Sales Register Deleted Sales Report Table of Content iii

6 A/R REPORTS A/R Details Report A/R Aged Summary/Detail Report A/R Aged Overdue Summary/Detail Report Statements AIR MILES REPORT COMMISSION REPORT SPIFF REPORT LAB ACTIVITY REPORT OUTSTANDING ORDER REPORT DROP OFF REPORT REPRINT DAILY CLOSING REPORT AWARD AWARD PARAMETERS ENTER/MODIFY CUSTOMER POINTS BALANCE ITEMS FOR BONUS POINTS ITEMS WITH SPECIAL REDEMPTION VALUE ITEMS EXEMPT FROM POINTS CUSTOMER POINT BALANCE REPORT POINTS TRANSACTION REPORT PURGE POINTS TRANSACTION RECORDS TABLE CATEGORY CODES To Add a New Category To Modify an Existing Category To delete a category SUB-CATEGORY CODES To Add a New Subcategory To Modify an Existing Subcategory To Delete a Subcategory To Search for a Subcategory STYLE CODES To Add a New Style To Modify an Existing Style To Delete a Style To Search for a style COLOR CODES To Add a New Color To Modify an Existing Color To Delete a Color To Search for a Color WIDTH CODES To Add a New Width To Modify an Existing Width To Delete a Width To Search for a Width ITEM ATTRIBUTES ITEM STATUS CODES To Add a New Item Status To Modify an Existing Item Status To Delete an item status To Search for an Item Status VENDOR CODES To Add a New Vendor To Modify a Vendor Table of Content iv

7 To Delete a Vendor SALESPERSON CODES To Add a New Salesperson Code CURRENCY CODES To Add a New Currency Code To Delete an Existing Currency Code To Modify an Existing Currency Code TERMS / CONDITION To Add a New Terms/Condition To Modify a Terms/Condition To Delete a Terms/Condition To Search for a Terms/Condition REASON FOR DISCOUNT / TAX EXEMPT / REFUND To Add a New Reason To Delete a Reason CUSTOMER PREFERENCES To Add a Customer Preference To Modify a Customer Preference To Delete a Customer Preference CUSTOMER TYPE To Add a New Customer Type To Modify a Customer Type To Delete a Customer Type To Search for a Customer Type STORE CODES To Add a New Store Code To Modify an Existing Store Code To Delete a Store Code To Search for a Store Code SHIP VIA CODES To Add a New Ship Via Code To Modify an Existing Ship Via Code To Delete a Ship Via Code To Search for a Ship Via Code WORKSTATION CODES Printers POS Devices To Add a Workstation Code To Modify a Workstation Code To Delete a Workstation Code GENERAL LEDGER CODES To Create a New General Ledger Code To Modify a General Ledger Code To Delete a General Ledger Code To Search for a General Ledger CASH DISTRIBUTION CUSTOMIZED SALES REPORT DEFINITION To Customize Sales Report Definition PRINT TABLES HOUSEKEEPING SYSTEM INTEGRATION SYSTEM PARAMETERS Company Attributes Setup Payment Table of Content v

8 Discount Paid Out Taxes/Interest Charge Price Formula USER PARAMETERS Point of Sale Receipt / Invoice Inventory Daily Closing Other Enter/Modify Defaults Customer Preferences CREDIT/DEBIT CARD PARAMETERS AIR MILES PARAMETERS ACCOUNTS RECEIVABLE PARAMETERS HOTEL FRONT DESK PARAMETERS GIFT CARD PARAMETERS SALES REMINDER CASH REGISTER SECURITY MODIFY SALESPERSON COMMISSION GENERATE INTEREST CHARGES VOID INTEREST CHARGE PRINT/CONSOLIDATE GL TRANSACTION IMPORT FUNCTIONS To Import Tables CONSOLIDATE SALES DETAIL FOR REPORT SYSTEM SYSTEM Select Company Maintain Company Select Language Maintain Language Set Workstation ID Show Current Users USER ID Maintain User ID To Add a New User To Modify a User To Delete a User SECURITY Maintain Access Level Update Access Level INTEGRITY CHECK Integrity Check Table of Content vi

9 Conventions Used in this Manual The following conventions are used throughout this manual: Click Press once on the left button of the mouse. Enabled/Disabled A function is enabled if the box next to it is checked and disabled if the box next to it is unchecked (empty). Button Function Bring up a search list related to the subject beside it Bring up a search list similar to the previous button Bring up a pull down menu for selection Go to the first record Go to the previous record Go to the next record Go to the last record Add a record Delete the selected record Save changes made to the record Discard changes made to the record Bring up a cut-off-date menu to purge records before this date Print the records on screen Create a new record Update/Edit the current record Delete the current record - press <OK> after to confirm Search and retrieve a record Confirm Selection/Action Cancel and Exit Conventions Used 1

10 ITEM This section explains how to add, modify, and delete items, view the sales statistics of items, modify the price and cost of items, print item lists, and item labels. Enter/Modify Item This function is used to enter a new item, modify, or delete an existing item. Make sure the prerequisites have been met before running this function. Clicking on Enter/Modify Item to bring up the following menu: Item No. An item number can be entered by scanning the product barcode or by manually typing it in. If the item has been previously entered, it can be recalled by pressing the <Search> button next to the Item Number field. This Item search mode will display all the items in the database, sorted by subcategory. In the Item search mode, items can be found By Subcategory, By Description, By Keyword, By Item No., and also bring up full Item Details by pressing F7. Description A description can be manually typed in or be left as blank. The first line represents the general description, which will display during a transaction. The second line represents the Extended description, which can be modified at the time of sale if the option is selected under Housekeeping User Parameters. 2 Item

11 Attributes #1-4 Attributes are extra lines of description. They can be defined under Housekeeping System Parameters. Some reports allow the user to select these defined attributes to print. Subcategory A subcategory can be found either by clicking on the <Search> icon or by manually typing it in. A subcategory must be entered before proceeding to the next step. Type An item type can be selected by clicking on the arrow to the right of this field and the following choices will appear (A default item type can be set under Housekeeping User Parameters Enter/Modify Defaults): Non-Identifiable Items This selection is for bulk items sold as individual items. For example: a roll of film, picture frame, etc. Identifiable Items This selection is for items that have individual serial numbers. For example: Camera, Cellular Phone. Service This selection is for services performed by the company. The system will not keep track of inventory for service item. For example: Repair, alternation. Size Item This selection is for items that can be organized by size: For example: Clothing or shoes. Kit Items This selection is for packages made up from a few individual items and sold at a bundle price. For example: A camera set which includes a camera, flashlight and a case. The kit item itself is not included in the inventory, but when the kit item is sold, the system will decrease the inventory for all components in the kit. Assemble Kit This option is not currently supported by this version of Profitek. Scale Item This selection is for items sold by weight. A scale must be installed in order to sell this type of item. Price/Pre-Weighed Item This selection is for items sold by volume. Once the amount is entered, the system will calculate the unit based on the unit price. For example: $50 of gasoline at $0.50/L would result to 100L. Gift Card This selection is for gift cards and requires Gift Card Interface. Gift Card Refill This selection is for gift cards refills. Item 3

12 Linked With This is to link an item to sell with the current item. There are two types of links, a forced link and a suggestive link. If the Force Link checkbox is flagged, the force link item will be sold automatically when the primary item is sold. A suggestive link is where the option is left to the salesperson at the time of purchase as to attach the linked item. All items must be defined before linking. Force Link If enabled, the Linked With item will be forced to be sold with the current item. If disabled, the Linked With item will become a suggestive link. Style A style code can be selected from the table by pressing the <Search> icon or by manually typing it in. All styles must be defined under table maintenance before selecting. This field is accessible for size item only. Status A status can be selected by clicking on an option from the drop down menu. All status must be defined before selection. This feature will keep the item database well maintained and up to date. ACTIVE is the default status, however, if an item will be carried next month, select FUTURE, as the item status. If an item has no stock on hand and you will not carry it anymore, select DORMANT as the item status. If you will not re-order the item anymore but you still have stock on hand, you can select DISCONTINUED as the status. If you have Auto Activate Future Item parameter checked under User Parameter, when you received the future items, the system will change the status to ACTIVE automatically. Items such as DORMANT or DISCONTINUED cannot be received and DORMANT items cannot be sold. Vendor A vendor code can be selected by click the <Search> icon or by manually typing it in. This field is optional. Stock # The vendor number will appear on the purchase order and re-order report, which can make reordering stock easier. This field is optional. There are 6 tabs within Enter/Modify Item: Cost/Prices, Stock, Price Break, Barcode, Other, and Picture. For Kit Items, there are one more selection screens to enter all the component items in the kit. Click on the tabs to move from one screen to another. 4 Item

13 Cost/Prices This section will keep all associated pricing information when creating an item. This information can be modified any time. Theo. Cost Enter the theoretical cost for the item. When receiving or increasing the inventory, the system defaults the amount to cost multiplied by the quantity received or returned. This field is optional. Foreign Cost Enter the theoretical cost for the item in foreign currency. The system will calculate the theoretical cost based on the currency defined in Vendor Codes. This field is optional. Misc. Charge The misc. charge attribute can be defined under System Parameters Attribute Misc. Inventory Charge 1 to any desired type of charge/cost. Overhead An overhead is any additional charges associated with the item. E.g. custom charges or freight. The system will automatically update this figure when receiving inventory with pro-rated freight charge or other miscellaneous charge. Landed Landed cost will automatically be calculated by the system if duty and overhead are entered. Mark Up The mark up will automatically be calculated when the item cost and price is entered. If the markup value has been changed, the system will recalculate the price. G.P. The gross profit will automatically be calculated. If the gross profit has been changed, the system will recalculate the price. Price Groups Price groups can be defined by manually typing in Price Group 0 field or left alone and allow the theoretical cost and mark up to calculate. A name for each price group can be defined under Item 5

14 Housekeeping System Parameter. Eg. Regular for Price Group 0, Corporate for Price Group 1. Note: the minimum price group name is hardcoded and cannot be redefined. Calc. Price The calculate price button is used to calculate the price groups according to the pre-defined price formula under System Parameters Price Formula. E.g. If Price Group 1 is 10% less than Price Group 0; <Calc. Price> will re-calculate Price Group 1 based on Price Group 0. Discountable If enabled, the item is discountable. Fractional Quantity Once an item is defined to be fractional quantity, it can be sold as 0.5, 0.75, etc. Print Label If enabled, the system will print labels for the item. Taxes Check all applicable taxes for this item. Stock This section will keep track of the minimum and regular stock levels. Purchase Unit Description If a non-identifiable item is being created, the purchase unit may be entered. E.g. Film may be purchased in a case of 30 rolls. In this example the purchase unit field would be CASE. Selling Unit Description If a non-identifiable item is being created, the selling unit may be entered. E.g. In the previous example with films, the selling unit field would be ROLL. 1 Purchase Unit = [#] Selling Unit If a non-identifiable item is being created, the system will allow the conversion to be entered, which is the factor that a conversion from purchase unit to selling unit or the reverse is used. Only nonidentifiable items can have purchase units different from selling units. 6 Item

15 E.g. Film may be purchased in a box of 30, but sold as a single roll. In this case 1 purchase unit [box] = 30 selling units [rolls]. Min. Reorder Qty When reordering the item, this number will be the minimum quantity to reorder. Minimum Stock Level A minimum stock level can be defined for each month. When the stock level goes below the minimum, the item will be included on the re-order report. Use this section to keep better track of the inventory levels. This field is optional. Regular Stock Level A regular stock level for each month can be defined. This function can assist in reordering inventory. The reorder quantity = Regular Stock Level (On hand + On Order Quantity On Hold [Layaways]). This field is optional. Breakdown by Size This button will only appear for a sized item. Input the Min/Reg stock levels for each Size/Color/Width and press the <OK> button. Price Break This section explains how to define quantity price breaks for the item. Quantity price breaks can display different prices when certain quantities of the item have been purchased. Item 7

16 Quantity Enter the quantity involved in the price break. Price Enter the price associated to the price break. E.g. If 1 package of film is sold for $3.99, but customers can purchase 3 packages of film for $9.99, quantity 3 and the price $3.33 should be entered. If the customer happens to purchase 4 rolls or more, system will use $3.33/package. Eg. Whenever the selling quantity is over the price break quantity, system will use that price for all items. Multiple Quantity Pricing If enabled, the price being set is only for the quantity entered. For Example: regular price = $3.99, the price break is 3 for $9.99, quantity 3 and price $9.99 should be entered. But if the customer purchases 4 rolls of film, the total price would be + for a total of $ If 5 rolls are purchased, the price would be + = $ If 6 rolls are purchased, the price would be 2 x $9.99 = $ Barcode This section explains how to enter all barcodes associated with the current item. Barcode Enter all bar codes associated with the current item. For size items, if there are no barcodes defined, the system will automatically generate a barcode for each individual size/color/width combination for printing barcode or doing receiving. 8 Item

17 Others This displays the Quantity On Hand, Quantity on Hold, Quantity On Order, the special pricing (if any) and the effective dates for this item. There is no input field under this tab; the information is for reference only. Pictures Pictures of the product can be attached here. Click on, locate the picture and then click on Open. A thumbnail of the picture will appear on the right. Attach additional pictures to the item by pressing the + button. Item 9

18 To Create an Item Make sure a Category and a Subcategory are created in Table Category Code and Table Subcategory Code before proceeding. 1. Type in a non-existing code to represent the new item. 2. Press the <ENTER> key. 3. Type in a description to explain what the item is. 4. Type in a second line of description to further explain what the item is (optional). 5. If attributes were defined under Housekeeping System Parameters Attribute/Misc. Inv. Charge, use the drop down menus to define the attributes of the item. 6. Find a subcategory for this item either by clicking on the <Search> button or by manually typing it in. 7. Select a type the item belongs to. 8. Find an item to link with the current item either by clicking on the <Search> button or by manually typing it in (optional). 9. Flag the checkbox to force link the items. 10. Select a style (if item TYPE is Size Item ) for this item either by clicking on the <Search> button or by manually typing it in. 11. Select a status by clicking on the drop down menu. 12. Select the vendor the item comes from (optional). 13. Type in the stock number from the vendor (optional). 14. Fill in the Cost/Price information. 15. Go to the Stock tab and fill in the information (optional). 16. Go to the Price Break tab and create a price break if the item will cost differently at different quantities (optional). 17. Go to the Barcode tab and enter all the barcodes associated with the item (optional). 18. If the TYPE of the item is a Kit Component, please do the following: a. Go to the Kit Components tab. b. Find a kit component either by clicking on the button or by manually typing the item number in. c. Enter the quantity. d. Hit the down arrow key to enter more kit components. e. Repeat steps b-d until all the components are included. 19. Go to the Pictures tab and attach a picture to the item by clicking on the button and locate the picture. 20. Click the <Add> button when finished. To Modify an Item 1. Find the item number either by clicking on the <Search> icon or by manually typing it in. 2. Make the changes. 10 Item

19 3. Click the <Update> button when finished. Enter/Modify Special Item This function is used to define a special item, that is, to assign a special price to the item within the effective dates. The commission rate entered here will override the salesperson s own rate. Item No. Enter the item no. This item must already be defined in the item database before using it as a special item. From Date Enter the date that the item starts to be on special. If items were sold before this date, the system will not use the special price. To Date Enter the date that the special item will be effective till. Regular Price Item 11

20 The default price refers to the price defined when the item was entered into the database. On Hand Qty Once the item has been inputted, the quantity of the item available on hand will be displayed. Price Enter the price of the item, which will be in effect for the specified period. Commission % The commission percentage awarded. Print Message Select this option to choose to have the message defined in the Message field printed on the receipt. Message Additional information such as Final Sale or No Refund may be entered in this field. This information will be printed on the receipt right after the item description if Print Message field is enabled. Special Item by Subcategory To define special item by subcategory, click on Add by Subcat : The input fields are similar except the pricing is applied to the entire selected subcategory instead of individual items. Special Item by Vendor To define special item by vendor, click on Add by Vendor : 12 Item

21 The input fields are similar except the pricing is applied to the entire selected vendor instead of individual items. Order By Sort the data by Date and Item number or by Item number. Purge by Subcat To clear special items based on the Subcategory entered. Purge by Vendor To clear special items based on the Vendor entered. Purge by Cut-off Date To clear special items based on the To Date and Cut Off date entered. To Print a Special Item Report Click on Print and a Special Item Report will print to the report printer. To Create a Special Item 1. Click on the <New> button. 2. Find the item number either by clicking on the <Search> button or by manually typing it in. 3. Define the starting date for the item either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 4. Define the ending date for the item either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 5. Enter the new price. 6. Enter the commission % for the salespeople (optional). 7. Type a message as a note for the item. 8. Click the <OK> button when finished. To Modify a Special Item 1. Double click on the item to modify. 2. Make the changes. 3. Click the <Update> button when finished. To Delete a Special Item 1. Click on the <Delete> button. Item 13

22 2. Select the item to delete by clicking on the item in the list. 3. Click the <OK> button to delete the special item. To Search for a Special Item 1. Click on the <Search> button. 2. Type in the desired special item code. 4. The desired special item will be highlighted in the list. Enter/Modify Mix and Match Table This function allows price adjustments to be made automatically when specified quantities of certain items are purchased. If a customer purchases items from a Mix & Match group, the system will use the mix & match price instead of the regular item price. To Define a Mix & Match Group A. Define a group and enter the effective date 14 Item

23 1. Click the <New> button. 2. Enter a name for the new group. 3. Define the starting date for the group either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 4. Define the ending date for the group either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 5. Hit the <Enter> key. B. Define/Add Batch(es) to the group 1. Click the button under the batch table to search for an existing batch or to define a new batch. 2. If a desired batch does not exist, please do the following: a. Click the <New> button. b. Type in a non-existing name for the new batch. c. To add an item individually, find the item either by clicking on the button or by manually typing it in. d. To add an item by subcategory, please do the following: i. Click the <Add Items by Subcat> button. ii. Find the subcategory either by clicking on the <Search> button or by manually typing it in. iii. Upon selecting the subcategory, all the items belonging to the selected subcategory will be displayed: Item 15

24 iv. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. v. Click the <OK> button to add. vi. Repeat steps i-v until all the components are included. e. The batch now is populated with the selected items. f. Change the price if needed. g. Click the <OK> button when finished. h. Repeat steps a-f to create more new batches if required. 3. If a batch exists, select the desired batch. 4. Click the <OK> button to add. C. Enter the Price and Quantity for the Selected Batch 1. Enter the quantity for the batch. 2. Enter the price for the batch. 16 Item

25 Qty refers to the number of items that must be purchased from this batch (along with the items required from other batch components) before the batch Price will take effect. Repeat steps B-C for More Batches Press the down arrow key to continue to Add/Define batches by repeating steps B-C until all the Mix & Match Groups are complete. In Cash Register, when the customer buys some items that belong to a certain Mix & Match group, the system will change the selling price and the color of that line will be changed to green. Users can print the Sales Report for all the Mix & Match under sales by Price Group. Example - Defining a Mix & Match Group Pop & Chip Combo : Sold separately, the cost of a pop and a chip would be $2.50. We want to set up a Mix & Match Group to change the price of a pop and chip when purchased together to $1.99. Here is how we would accomplish this: 1. Define a group called POP&CHIP enter the effective date. 2. Define a new batch called POP and add items like 7UP, COKE, ROOTBEER, etc. to this batch. 3. Define a new batch called CHIP and add items like KETCHUP_CHIP, VINEGAR_CHIP, PLAIN_CHIP, etc. to this batch. 4. Add batch POP to the POP&CHIP group and enter 1 as the Qty and $0.99 as the price. 5. Add batch CHIP to the POP&CHIP group and enter 1 as the Qty and $1.00 as the price. 6. Now the total price of POP&CHIP will be $1.99. In Cash Register, when buying a POP, it is $1.25 and a CHIP is $1.25. But when the customer buys both, the system will change the price for POP to $0.99 and for CHIP to $1.00. Item 17

26 Enter/Modify Spiff Items This function is used to create spiff items, which are existing items with an additional commission bonus attached to it. This menu is very similar to the Enter/Modify Special Items menu. Item No. Enter the item number. This item must already be defined in the item database. From Date Enter the date for which this item becomes available. To Date Enter the date for which this item will no longer be available. 18 Item

27 Commission Amount Enter the bonus commission amount (dollars). Commission % Enter the bonus commission percentage. Only enter either the commission amount or the commission percentage. Spiff Items by Subcat Use this function to enter spiff items by selecting an entire subcategory. The menu fields that appear are similar to the main Enter/Modify Spiff Items screen, except an entire subcategory is chosen instead of just one item. Enter/Modify Split Inventory Table This function allows users to define the conversion between two similar items with different package sizes. It is generally used by liquor stores, where items can be sold individually or in cases, boxes, etc. All items must be non-identifiable in order to split or combine. The information defined in this section is used in the Inventory Split/Combine Inventory function. Item 19

28 To Create a Split/Combine Item 1. Click the <New> button. 2. Find the item number of the item to split FROM either by clicking on the <Search> button or by manually typing it in. 3. Find the item number of the item to split INTO either by clicking on the <Search> button or by manually typing it in. 4. Enter the quantity the FROM item will split INTO in the Split/Combine Qty field. 5. Click the <OK> button to see the new Split/Combine item appear. For example, one CASE of Molson 355 ml, which is equivalent to 36 CANS of Molson 355 ml, were to be split into single CANS, the following would happen: 1. A case of Molson has the item number 100 and a can of Molson has the item number Input item number 100 (case) as the Split Item # (from item). 3. Input item number 200 (can) as the Into Item # (into item). 4. Input 36 as the Split Qty. 5. Click the <OK> button to post it. Enter/Modify Suggested Item List This function is used to create a list of suggested items to sell. The list will automatically pop up in the cash register if enabled under Housekeeping User Parameters Point of Sale. 20 Item

29 To Create a Suggested Item 1. Click the <Add> button. 2. Select the desired item either by scrolling and clicking on it or by manually typing it in. 3. Click the <Exit> button when finished. To Delete a Suggested Item 1. Select the desired item by clicking on it. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. 4. Click the <Exit> button when finished. Enter/Modify Parts for Finish Product This function is used to create a product which is made up of several other items. Finished product is the same as non-identifiable item except that the user can use Inventory Create Finish Product to adjust the inventory level. It is different from a kit item because it has inventory. It is different from Split/Combine as split/combine is changing from one item to another, where finish product can be created by multiple items. Item 21

30 To Create a New Finish Product Make sure an item is created in Item Enter/Modify Item before proceeding. 1. Find the finish product item number either by clicking on the search button or by manually typing it in. 2. Click the <New> button. 3. Find the component item number either by clicking on the search button or by manually typing it in. 4. Specify the quantity to be included either by clicking the up/down arrows or by manually typing it in. 5. Click the <Add> button to add the component. 6. Repeat steps 3-5 until all the components are included. 7. Click the <Done> when finished. To Delete a Finish Product 1. Select the Finish Product to be removed. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. 22 Item

31 To Add a Part from a Finish Product 1. Select the Finish Product to add a component to. 2. Click New button at the bottom. 3. Find the component item number either by clicking on the search button or by manually typing it in. 4. Specify the quantity to be included either by clicking the up/down arrows or by manually typing it in. 5. Click Add button to add the component. 6. Repeat steps 3-5 until all the new components are added. 7. Click the <Done> button when finished. To Delete a Part from a Finish Product 1. Select the Finish Product with the component to be removed. 2. Select the component from the bottom list. 3. Click Delete button. 4. Click Yes to remove it, No to keep it. Modify Item Details by Subcategory This is a very useful function when a change to the same information for all items in a subcategory is needed. E.g. changing the selling price, item descriptions, discountable setting, etc. Item 23

32 Suppress Inactive Items If enabled, the system will only show active items. If disabled, the system will show all items. To Modify Item Details by Subcategory 1. Find the subcategory code either by clicking on the <Search> button or by manually typing it in. 2. If Suppress Inactive Items checkbox is flagged, only active items will display. 3. Click the <Select Fields> button to pop up a window as in the above figure. 4. Select the fields to modify from the list on the left and click > or click >> to add all fields. To remove fields, click < or <<. 5. Modify the fields by clicking on the fields and type in the new values. 6. Click the <Update> button when finished. Modify Item Stock Level by Subcategory This function is used to modify the monthly minimum and regular stock level by subcategory. 24 Item

33 Suppress Inactive Items If enabled, the system will only show active items. If disabled, the system will show all items. To Modify Item Stock Level by Subcategory 1. Find the subcategory code either by clicking on the search icon or by manually typing the code in. 2. A new window will pop up. 3. To select multiple fields, hold Ctrl key and click on the desired fields. 4. Click on the > button to add to the Selected Fields area or click >>" to add all fields. 5. To remove selections, select the fields and click < button to remove or click << to remove all. 6. Click the <OK> button when finished. 7. Modify the stock level by clicking on the field and type in a new stock level. 8. Click the <Update> button when finished. Modify Item Price/Cost This function is used to modify the price and cost either by subcategory or by percentage. Item 25

34 To Modify Item Price/Cost by Subcategory 1. Select By Subcategory and click the <OK> button. The following screen will appear: 2. Find the subcategory code either by clicking on the <Search> button or by manually typing it in. 3. Select a price group, to display for modifications, in the For Price Group field by clicking on the drop down menu. 4. Flag Suppress Inactive Items to only show active items. Uncheck it to show all items. 5. Click the <Apply> button to see the list of items. 6. Modify the fields by clicking on the fields and typing in the new values. 7. Click the <Update> button when all updates are done. 8. Click the <Exit> button when finished. To Modify Item Price/Cost by Percentage 1. Select By Percentage and click the <OK> button. The following screen will appear: 26 Item

35 2. Find a starting subcategory code and an ending subcategory code either by clicking on the search icon or by manually typing the code in. 3. Select a price group, to apply the modifications to, in the For Price Group field by clicking on the drop down menu. 4. Select a price group, to be based on when applying the modifications, in the Based on field by clicking on the drop down menu. 5. Enter the mark up percentage based on the price either by clicking on the up/down arrows or by manually typing it in. 6. Select the desired method to make it to Fixed to or Rounded to. 7. Select the desired method to round the price to the Nearest, Up or Down dollar. 8. Enter the amount to be rounded to either by clicking the up/down arrows or by manually typing it in E.g. if.25 is entered in this field, all item prices will end with.25 if Fixed to is selected. Otherwise, it will be rounded to 0.25, 0.50, 0.75, Click the <OK> button when finished to apply the changes. 10. The system will prompt whether to update other price groups as well or not. 11. Click Yes to update them now, No to update them later. Delete Items by Subcategory This function is used to delete all items in a subcategory quickly. The window displays all the items in the chosen subcategory. To delete, select the desired items and click the <Delete> button. Only items with no quantity on hand will be displayed on the screen. Item 27

36 To Delete Items by Subcategory 1. Find the subcategory code of the desired items to delete either by clicking on the <Search> button or by manually typing the code in. 2. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. 3. Click the <Delete> button. 4. Click Yes to remove the selected item(s), No to keep the item(s). Delete Items by Date This function is used to remove items from the inventory by date. Only items with no quantity on hand will be displayed. 28 Item

37 With No Sales Since All items that have not been sold after this specified date will be retrieved for deletion. With No Receiving Since All items that have not been received after this specified date will be retrieved for deletion. Created on and before All items created on or before this specified date will be retrieved for deletion. To Delete Items by Date 1. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing the code in (leave alone to display all subcategories). 2. Define the With No Sales Since field for the items either by clicking on the drop down menu or by manually typing the date in. 3. Define the With No Receiving Since field for the items either by clicking on the drop down menu or by manually typing the date in. 4. Define the Created on and before field for the items either by clicking on the drop down menu or by manually typing the date in. 5. Click the <Start to Retrieve Date F4> button to retrieve all the items that falls in the range. 6. A list of items will appear: Item 29

38 7. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. 8. Click the <Delete> button. 9. Click Yes to remove the selected item(s), No to keep the item(s). Delete Barcode by Date This function is similar to the Delete Item by Date except it will only delete the barcode number and not the item. This function is very useful by keeping the item in the system and cleaning up some old barcodes. The functions and buttons for this menu operate in the same way as Delete Item by Date. 30 Item

39 Search Item by Keyword Use this search method to find an item using a keyword search. The system will display all items containing the word in their description and/or attribute. Enter Text to Search Enter a word that is associated with the item. For Example: To search for Kodak camera with 80X zoom, a possible keyword would be Kodak. All matching items will be displayed along with pertinent information. To view more detail for a recalled item, select the item and then press Item Detail. Item 31

40 Price/Cost List RSW Retail Sales System Back Office This function generates a report, which will include the price and cost of items based on the criteria selected in the screen below: Complete Price Group If enabled, the report will include all price groups. Item Status Select the status of the desired items to include. Print Cost If enabled, the report will include the cost, G.P. and mark up. Print Stock Quantity If enabled, the report will include the on hand quantity for each item. Print Extended Description If enabled, the report will include the full item description. Because this will make the report very long, it is not recommended to be selected every time. Page Break between Each Primary Sorting If enabled, the report will include a page break between each category. Sort by (Primary) / Then by (Secondary) Select the primary and the secondary criterion to sort the items on the report by. 32 Item

41 To Generate a Price/Cost List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to display all categories). 2. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to display all subcategories). 3. Select the vendor codes either by clicking on the <Search> button or by manually typing them in (leave alone to display all vendors). 4. If the Entry Date checkbox is enabled, the report will only show items entered in the defined date range. 5. If the Complete Price Group checkbox is enabled, the report will include all price groups. 6. If the Selling Unit checkbox is enabled, the report will show the selling unit of each item. 7. Two Price Groups can be selected by clicking on the drop down menus. 8. If the On Hand Qty checkbox is enabled, the report will filter the items according to the selected fields. 9. If the <Select Item Attributes> button is clicked, the following window will be displayed: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 10. Select the status of the desired items to include by flagging the checkboxes. 11. Select the desired print options. 12. Enter any remarks regarding this report. The remarks will be printed on the bottom of each page and may be used as a reference. 13. Click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item 33

42 This is a sample of Price/Cost list: Price/Cost Change list This function is used to generate a list for price and/or cost changes to items. To Retrieve Price/Cost List 34 Item

43 1. Define the starting date by either clicking on the drop down button or by manually typing the date in. 2. Define the ending date by either clicking on the drop down button or by manually typing the date in. 3. Click the <Retrieve F4> button. Price Break List This function is used to print a list of all components that has a price break. Once the selections have been made, click <Preview> to view the report on screen or click the <Print> button to print it to the report printer. This is a sample of Price/Cost list: Kit s Components List Item 35

44 This function is used to print a list of all components within a kit. Kits are a group of individual items selected to make a package and sold at a set price. For Example: A camera may be sold for $119.99, a roll of film for $7.99, and a carry case for $29.99, which totals to $ To sell all three items as a package for a set price (promotion), a kit can be created and the inventory will be adjusted and maintained accordingly. To Generate a Kit s Components List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing the code in (leave alone to display all categories). 2. Select the desired method to sort the report by Category or Item #. 3. Click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. Non-Taxable Item List 36 Item

45 This report can be used to check unusual items. Use this report to make sure the tax settings are correct for the items. For example, when printing a non-gst report of all items and some GST taxable items were printed, then the tax settings are incorrect. Similar for Discountable settings or Print Label settings. To Generate a Non-Taxable Item List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to display all categories). 2. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to display all subcategories). 3. Select the vendor codes either by clicking on the <Search> button or by manually typing them in (leave alone to display all vendors). 4. Find a starting item number and an ending item number either by clicking on the <Search> button or by manually typing them in (leave alone to display all items). 5. If the <Select Item Attributes> button is clicked, please do the following: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 6. Select the desired print options. 7. Select the desired item status. 8. Select the desired Non-Taxable types. 9. Select a Primary sorting type. 10. Select a Secondary sorting type. 11. Enter any remarks regarding this report. The remarks will be printed on the bottom of each page and may be used as a reference. 12. Click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item 37

46 Stock Level List This report will display the Regular Stock Level and Min Stock Level of the items. These stock level are defined under Items Enter/Modify Items Stock. Enter the Category and Subcategory ranges of the items to be included in the report. An option to sort entries in the report by Description or by Item # is available and a typed in remark can be included on the bottom of every single page of the report printed. Once the selections have been entered, click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item Labels 38 Item

47 This function is used to print barcode labels for items. Number of Copies Select to have either the number of labels printed based on the quantity on hand or specify the exact number of labels to print. Start Print on Row Here to specify which row to start printing the labels. Margin (inch) Depending on the choice of label size, which is set under Housekeeping User Parameter, set the margin accordingly. For 1.5 x 1 (5 across) on Laser Jet Printer: set 0.5 for Top and Left. For x1 (3 across) on Laser Jet Printer: set 0 margins. Print Ext. Description If enabled, the label will have the extended description printed on it. Print Vendor/Stock # If enabled, the label will have the Vendor Stock No. printed on it. Print Attributes If enabled, the label will have the item attributes printed on it. Print Price If enabled, the price will be included on each label. Price Group Applicable only if Print Price is enabled. Item 39

48 Price Include Forced Link Item If enabled, the price printed on the label will include the forced link item (if applicable). Style From the drop down menu, select the format and layout style of the labels. The selection made depends on the type of blank labels being used. The initial selected style defaults to the style selected under the Housekeeping User Parameters Inventory setup. Label Printer Select the printer to print the labels. To Print Item Labels 1. Select the desired method to print the labels by Category, Inv #, Date, P.O#, Price Chg. or Entry Date. 2. Enter the range of the criteria under the corresponding section on the left hand side. 3. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to print all categories). 4. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to print all subcategories). 5. Find a starting item number and an ending item number either by clicking on the <Search> button or by manually typing them in (leave along to print all items). 6. Select the status of the desired items to include by flagging the checkboxes. 7. If the <Select Item Attributes> button is clicked, please do the following: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 8. Enter the number of copies to print either by clicking on the up/down arrows or by manually typing it in. 9. Enter the row number to start printing either by clicking on the up/down arrows or by manually typing it in. 10. Define the printing margins either by clicking on the up/down arrows or by manually typing it in. 11. Select whether to print extended description, vendor/stock#, and/or attributes or not by flagging the checkboxes. 12. Select whether to print prices or not by flagging the checkbox a. If Print Price is flagged, select a price group by clicking on the drop down menu. 13. Select whether to make prices include forced link items by flagging the checkbox. 14. Select a print style by clicking on the drop down menu. 15. Select a printer by clicking on the drop down menu. 16. If the information is to be exported, choose a type of delimiter to separate one item from another. 17. Click the <Generate> button to generate item labels. The system will display the number of labels generated under # of Item Labels Generated field. 18. Click the <Preview> button to view the labels on the screen or click the <Print> button to print it to the selected printer. 19. Click the <Export> button to export the information to another file type. (Note: For the Eltron printer, users cannot preview the label) Shelf Labels 40 Item