Log in Screen. Front Screen

Transcription

1 Log in Screen Enter Username e.g Enter Password e.g Front Screen Click on Purchase Orders then find instructions on page 2 & 9 (Includes Transfers ) Click on Wastage then find instructions on page 5 Click on Stocktake then find instructions on page 7 Click on Reports then find instructions on page 8 Page 1

2 Purchase Orders These are commonly referred to as GRV s (Goods received vouchers) GV1)Click on Purchase Order Click on Create & Receive GRV Order GV2) Click on down arrow GV3) Select the same supplier as on the invoice GV4) Check that it is the correct supplier and select Yes if not select No and start from Down Arrow again Page 2

3 GV5) Click on the Search GV6) Click on the block and type in the product or portion of the name required. Press enter e.g. Wors enter GV7) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point 6 GV8) Check that the correct item is selected (Name below). If not click Search as above GV9) Enter the number of cases purchased (as per the invoice) GV10) Check the cost price is correct (as per the exclusive case cost on the invoice), if not enter the correct exclusive case cost. GV11) When complete click Add Item GV12) The item you have added will then appear as a line in the body of the Purchase Order. The quantity and price can still be changed by clicking on Quantity or Cost column, change the value and press Enter, the Total Excl Value and Vat will change automatically. GV13) Repeat from step GV5 for all items on the invoice, until the Invoice and Purchase Order total values are the same. Then click Done GV14) If complete click Yes if not click No and add extra items from point 5 Page 3

4 GV15) Please check your items, quantities and prices against the invoice GV16) If you find an error or extra items to add click Quick Add and carry on from point 5 GV17) Enter the invoice number from the Invoice GV18) Enter the VAT amount from the Invoice GV19) Enter the total amount from the Invoice and press Enter GV20) If the total amounts are correct then the Receive Order block will be available, if not check the items and totals and fix errors or click Receive Order GV21) If correct click Yes if not click No GV22)If you wish to print click Yes if not click No GV23) The following report will print with all the information that has been entered. This should be filed with the invoice as proof that the GRV has been done Page 4

5 Wastage This is used to write-off stock that has been damaged W 1) Click on Wastage W 2) Click on Search W 3) Click in the white block Search For and type in a portion of the name of the item you are searching for (e.g. wors) and press Enter on the keyboard W 4) Double click on the item required (e.g. Sausage Beef Wors Jmb) W 5) The selected item will then show in the Description etc blocks. If it is the incorrect item click on search again and follow steps from W 3 W 6) If it is the correct item then click in the block Wastage Qty and enter the number of units to be wasted. NB: Wastage is always entered in Units not Cases W 7) Press Enter on the keyboard or click on the Add to Wastage button Page 5

6 W 8) The item will then move to the block below. If there are more items to waste repeat from step W 2 until all wasted item appear in the block W 9) If the value needs to be changed, this can be done by clicking on the Green Block of the item to be changed. If the incorrect item has been selected a 0 can be entered. W 10) When everything is correct. Click on Post Wastage W 11) When everything is correct. Click on Yes W 12) The Wastage Report will then be available to print on the screen Page 6

7 Stock Take There are 2 types of Stock Take done Quick Take and Full Stock Take Quick Stock Take is typically done at the end of each day. There are specific items designated for this type of stock take. The report for the Quick Take Count Sheet can be found in Reports under Stock, print either Full Stocktake Sheet or Quick Stocktake Count Sheet depending on which stock take you are doing. Both sheets are in the same order as the screens. Do the count and write them on the sheets. All GRV s and Wastage must be completed before a Stock Take is started NB: ALL STOCK IS COUNTED AND ENTERED IN UNITS NOT CASES. ST 1) Are you are doing a Stock Take click Yes if not No ST 2) If you are doing a Full Stock Take click Yes if not No ST 3) If you have clicked Yes the Full Stock take screen will come up with all stock items, If you have clicked No the Quick Stock take screen will come up with selected items for daily stock takes. NB: ALL STOCK IS COUNTED AND ENTERED IN UNITS NOT CASES ST 4) Click on the first block Units Counted and enter the corresponding number from the stock sheet. Press Enter and the next block is ready for the number to be entered. If there is no stock enter 0. Continue to the last item. ST 5) When complete click on Accept ST 6) If there is a variance this screen will appear, click Yes to see the items with the problem or No if you accept the variances ST 7) If you click Yes only the items with a problem will show on the screen, you can then recount and re-enter the correct amounts. ST 8) When complete click on Accept ST 9) Redo from step ST6 until you accept the variance then and Click No. ST 10) Click Yes to update the stock take or No to re-enter or change figures ST 11) The stock take is now complete, the variance report can be printed as in the reports section of the manual Page 7

8 Reports Reports are the reason we have a POINT OF SALE and a STOCK KEEPING program. This is where the heart of the program is, all the effort of counting stock, entering wastage and doing GRV S, accurately, pays off with reports that accurately inform you of the state of the business. Reports also warn us of problems occurring in the business and help head office personnel identify where the problems are occurring. There are a range of reports designed and chosen by Sausage Saloon Head office to assist you with the running of your business. Here is a brief description of how to access reports. RP 1) The first screen whn you click on reports RP 2) Most reports you can select a group and date range. Default selection is, all groups and today s date. Click on required report RP 3) To change the start Group click on the down arrow and double click on the starting group you require RP 4) To change the end Group click on the down arrow and double click on the ending group you require RP 5) To change the From Date click on the block and select the Year, month then double click on day RP 6) To change the To Date click on the block and select the Year, month then double click on day RP 7) When all selections are done click on Preview, the report will then show on the screen RP 8) Reports available on Administration screen RP 10) Reports available on Sales screen RP 11) Reports available on Stock screen RP 9) Reports available on Creditors screen Page 8

9 Inter Branch Transfers. (IBT) This is a new addition to the Back Office, this is for transferring from one shop to another. The shop that sends the stock does a Transfer Out and the receiving shop does a Transfer In. This keeps the stock, quantities and value, in the stores correct without affecting the GP s. There is a new report under Stock, called Consolidated Stock Transfer which shows both transfers in and out. This function needs to be monitored well, checking that if there is a transfer out, there is a transfer in at the other store. The function can be put under password control. Inter Branch Transfers. (IBT) Transfer Out This is a transfer out of stock to another shop TR 1) Click on Stock Transfer in the Tab TR 2) Click on Branch Stock Transfer Out TR 3) Click on down arrow TR 4) Click on the store that will be receiving the stock TR 5) Click Yes if the correct store is selected or No and return to step TR 4 Page 9

10 TR6) Click on the Search TR7) Click on the block and type in the product or portion of the name required. Press enter e.g. Wors enter TR8) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point 6 TR9) Check that the correct item is selected (Name below). If not click Search as above TR10) Enter the number of cases to be transferred TR11) Check the cost price is correct if not enter the correct exclusive case cost. TR12) When complete click Add Item TR13) The item you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on Quantity or Cost column, change the value and press Enter, the Total Excl Value and Vat will change automatically. TR14) The item you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on Quantity or Cost column, change the value and press Enter, the Total Excl Value and Vat will change automatically. Continue to add all items going back to TR6 until complete. Then click on DONE TR15) When complete click Yes Page 10

11 TR16) If you check and there are more items to add click Quick Add and start at TR6 TR17) When everything is correct click Transfer Stock Now TR18) When everything is correct click Yes TR19) The following Transfer Out report can be printed Page 11

12 TRI1) Click on Stock Transfer in the Tab Inter Branch Transfers. (IBT) Transfer In This is a transfer into stock from another shop TRI 2) Click on Branch Stock Transfer IN TRI 3) Click on down arrow TRI 4) Click on the store that sent the stock to you TRI 5) Click Yes if the correct store is selected or No and return to step TR 4 TRI 6) Click on the Search TRI 7) Click on the block and type in the product or portion of the name required. Press enter e.g. Wors enter TRI 8) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point TRI 6 Page 12

13 TRI 9) Check that the correct item is selected (Name below). If not click Search as above TRI10) Enter the number of cases to be transferred (as on Transfer in Voucher ) TRI 11) Check the cost price is correct if not enter the correct exclusive case cost. (as on Transfer in Voucher ) TRI 12) When complete click Add Item TRI 14) The items you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on Quantity or Cost column, change the value and press Enter, the Total Excl Value and Vat will change automatically. Continue to add all items going back to Tri 6 until complete. (as on Transfer in Voucher ) Then click on DONE TRI 15) When complete click Yes TRI 16) Are all the items from your Transfer Voucher on the system and do the balances balance TRI 17) Type in the Transfer Voucher number TRI 18) Type in the Vat amount TRI 19) Type in the Incl. Total amount and press Enter TRI 20) Click on Receive Order TRI 21) Click on Yes if all is correct TRI 22) This report will be ready to print Page 13