Synergy POS. Straightforward, easy to use business software for New Zealand retailers

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1 Synergy POS Straightforward, easy to use business software for New Zealand retailers Most regular functions available from the simple quick menu screen Increase turnover Have the tools to improve profitability National support through dealer network

2 Synergy POS is a full-featured retail management system designed by New Zealanders for New Zealand retailers. Based on the principles of a cash register, Synergy POS provides a fast yet simple means to process sales and at the same time capture valuable sales information. Synergy POS has been rigorously tested in high volume environments such a service stations and gift shops where there is pressure to process the sale quickly without error. Due to real time integration, as a sale is completed the details are immediately updated in the back office Financials system to be used for sales analysis, stock control and reporting. Synergy gives you the tools to help increase turnover, improve profitability, reduce stock holdings and improve customer loyalty. Synergy has been involved with New Zealand businesses since We are committed to developing our Point of Sale system and back office products now and in the future. "Having moved from a well known system to Synergy POS we found the system immediately intuitive to operate; the support desk able to knowledgeably answer questions; and the back-up team proactive in resolving issues and understanding the issue of downtime and its effect on business" Barry Souter - Munns The Mans Shop, Christchurch Easy to Use and Fast Synergy POS is easy to use and the intuitive design allows new staff to learn the basics of processing a sale in little time. Sales can be processed quickly. Because percent of sales are of a single item with no discount, staff just need to scan one item then the next without intermediate steps. Staff do not need to know about accounting processes as Synergy Financials handles all of the behind the scenes details such as reducing stock level records, updating customer balances and keeping track of GST payable and income earned. Bar Code Scanning Synergy POS prints bar codes including the description and price of the item. If a barcode scanner is used to sell goods, staff need only to scan the items and choose the correct payment method to complete the sale. Should an item not have a barcode Synergy Pos includes a fast and easy search facility to search by product code, part number, barcode number or description. Customer Relationship Management Capture customer information at the time of sale and have the ability to market to your customer base using mail merge functionality.

3 Process Sales Quickly Synergy POS is designed to work in high stress environments where even a wait of even half a second creates frustration for the operator. To speed processing while enabling reporting Synergy POS compacts sales from the day into one package which can be accessed on that day or through back office the next day. Quick keys can be used for searches, discounts and other frequently used keys.

4 Product Maintenance Easy to use Product Maintenance Screens within the back office package Synergy Financials allow adding and editing of products. There are 4 price levels and different discount levels per product item. "Synergy was ahead of the market in providing a totally integrated package linking the pumps and workshop, at a reasonable price. They listened and responded to my needs and provided a complete solution for my business. We felt like we were important - more than just a customer" Chris Thompson - Shell Spring Grove, Nelson

5 Synergy POS Reports The retail industry is changing rapidly. The extensive reporting available in the Synergy POS system and through the back office package Synergy Financials can provide you with the information that you need to analyse which areas are most profitable in your business. Conversely, you can ascertain which areas are not profitable and identify poorly performing products. Reports on staff can help you to identify which staff are selling the greatest amount of product and which are generating the best margins. Synergy POS Reports prints clear and easy to understand receipts and daily reports directly to the receipt printer. More detailed information is readily available on demand from the many reports available from the Synergy Financials accounting system. Sales Staff Reports Include: Daily staff sales report, Gross profit analysis by group or category Discount Analysis Held Sales Cancelled sales (protection against staff theft) Customers serviced Customer Reports Include: Total amount spent Inactive clients Sales Reports Gross Profit reports Margins Statements Invoices Stock Reports Include: Top performers (from top 10 to any number) Suggested stock to order, at the touch of a button Performance by group categories Performance by category Performance by supplier

6 Ordering Synergy POS generates a stock warning when an item is out of stock. When creating orders you can select a supplier and press Suggest which will automatically generate an order based on predetermined minimum order levels. Stock Taking Synergy assists you with stock taking by allowing you to identify stock levels for items you need through rolling stock takes or by processing a stock take for a single item. Synergy generates printed stock take forms offering you the options of either having the calculated amount of stock printed or with a space where you can enter the manual count. Charge Accounts, Lay-by and Customer Tracking If a customer has a charge account, this can be entered using a customer number or searching on the customer name (press F4). Sales can then be charged and two receipts printed - one for the customer and one for signing and retained as proof of purchase. Account payments can be made using Synergy POS and receipts issued. All charged sale information is immediately updated in the Accounts Receivable module which runs in the background. This enables reporting and monthly printing of statements. Each customer can be allocated 1 to 4 different pricing levels and/or set discount percentages. When a customer account number is entered pricing for items sold are automatically adjusted to their allocated price or discount level. The stop credit feature of Synergy Financials works with Synergy POS to prevent credit being given to clients on stop credit. Charge accounts can also be used for reporting and updating lay-by accounts and tracking purchases for loyalty and bonus schemes.

7 Cash Out Warnings Synergy POS will warn the operator to check that the amounts are correct on the EFTPOS machine and remind for 10 seconds so that the operator can double check while giving the customer their cash. Discounting If staff have appropriate access, discounts can be given per item or as a percentage of the total sale amount. All discounts are printed on customer receipts and recorded against the staff member. Receipt Printing Synergy POS can be configured to print automatically or upon request cash sale receipts, charge sale receipts and optionally include space for customers signature. A receipt from any previous sale can be reprinted. Refunds and Credits If a refund, credit or return is required the original receipt number can be entered to recall the item/s purchased and the item price/s of the original sale. The appropriate item can then be refunded. Stop Credit A customer can be placed on stop credit in the back office package Synergy Financials and this will carry through into the Synergy POS system. Held and Multiple Sales A sale can be interrupted and placed on hold for retrieval later. An unlimited number of held sales is available, each sale can be given a reference and notes can be added for each held sale. Sales reporting includes reports on held sales. Promotional and Advertising Tracking Promotional tracking can be used for analysis of sales in response to advertising. A promotional code can be added to a sale, relating to the advertising or promotion that generated the sale. The feature is a valuable tool to determine how successful an advertising or special promotion is. Equipment Synergy POS works with a range of Point of Sale equipment including Bar Code scanners, electronic cash draws, programmable keyboards and receipt printers and A4 laser printers for reports. We do not support dot matrix receipt printers. Synergy provided the only integrated package with Serial Number Tracking that would suit our business. This uniqueness and the ability to quickly have customisations made for us, made the decision to purchase very simple. The program operates well and is continually being improved. Ross Swain - Selectrix, Invercargill Synergy Financials Synergy Financials is the core package upon which Synergy POS is based. Synergy Financials is a debtors/customer database system designed to satisfy the requirements of a wide range of business applications. In addition to the usual invoice, credit note, payment, journal entry and end-of-month statement functions, Synergy Financials provides an easy-to-use quotation system and a range of very useful sales reports.

8 Staff Tracking and Security A mandatory staff code is enabled which will track staff sales, features, discounts given, customers serviced and items sold. Each staff member can be set a maximum discount level and restricted access can be set on features such as refunds, discounting, charging and end of day procedures. Authority levels are fixed in the set up screen and require an administrator password to be altered. Synergy POS has built in measures to allow you to check whether staff are cancelling sales. If a sale is cancelled after being rung up, a report is available with information on the staff member and the cancelled sales. Selective stock takes can be performed to both identify and track high risk items. Seamless Integration Synergy POS integrates with the full range of Synergy business management software in "real time", thus doing away with the need to import and export information from one module to another. Synergy business management software offers many optional modules that can be added at any time to give complete flexibility and expansion as your business grows. The following Synergy modules are available: Cashbook records receipts and payments through the bank account, prepares schedules for GST return purposes and collates information in a form suitable for use by your accountant. Cashbook also provides a wide range of management cash flow reports. Stock Control handles purchase orders, stock levels, and stock taking procedures, along with full reporting. Price Book Importing allows up to 6 full supplier price lists to be available to look up, convert to permanent products on the fly and refresh the stock file pricing when new discs arrive. Marketing and Analysis facilitates client searches on a number of criteria, with the results being useable in list or mail merge formats. The marketing module also provides promotion tracking and reporting. Accounts Payable enables processing of supplier invoices on arrival and manages amounts owing, payment and discount dates. Accounts Payable integrates with electronic banking software and Synergy Cashbook, Stock Control and Invoicing modules. General Ledger offers complete financial information for managing your business. Customisation Synergy is committed to developing software applications that meet the needs of individual businesses. If you have a specific requirement for your business that is not already on our development schedule, we would be happy to discuss customisation options with you. For a small initial set-up fee Synergy can customise your invoices/statements and reminder letter formats to reflect your business identity.

9 Quick, Easy Searches Upgrades and Support Synergy Business Systems requires that an initial upgrade contract be entered into with all new sales/installations. This covers all upgrades for a period of 12 months - after which continuation of the contract is optional but recommended. With Synergy POS you can find anything quickly. Search by product, product code, part number, group or category, supplier or simply start typing and likely items will start appearing as you type each character. Ongoing operational support is provided by the distributor who supplies and installs the software, at rates negotiated with that distributor. Detailed assistance from Synergy will be charged at current support rates. Buy or Lease Synergy POS can be purchased or Leased direct from Synergy Software Solutions or from a Synergy Select Partner - depending on your business location. System Requirements The minimum PC specification for running Synergy software is a Pentium III with 256MB of RAM and 40GB of hard disc space for software installation. However, we recommend that a new installation is not made onto anything with a specification lower than the current entry level PC. Also recommended are a ZIP drive for back up purposes and an uninterruptible power supply (UPS) to protect against data loss as a result of mains fluctuations, spikes, failures, etc. A backup power supply or UPS is recommenced for all Point of Sale Systems. Only laser printers with up-to-date Windows drivers are currently supported. It is advised that users with high volume statement runs should invest in a laser printer, but please discuss this with your distributor. Operating System: Synergy business management software requires Windows NT, Windows XP or Windows 2000.

10 Technical Features Charge Sales Unlimited number of customer accounts Credit limit check when charged against a customer account Two receipts printed for charge sale - second one for customer signature Customer balances available on screen Payments can be made directly to the till Pricing and discount level can be set to automatically Discount or alter price level for charge account Payments Automatically calculates change or EFTPOS cash out 15 customised media payment types Split tender up to 5 payment types per transaction EFTPOS media checks for cash out and advice for staff on required procedure Cheque details entry for automatic supplement form printing Easy Sales Entry Barcode Scanning for accurate fast entry Easy item editing of price, description, quantity sold & item discount 52 programmable quick items keys for commonly sold items Hold and resume sales - unlimited number, indefinite hold period Easy item deletion of last item or any item within current sale Promotions & Discount Discount percentage by individual item or entire sale Promotion tracking for analysis of advertisements or promotions Price override for special prices or damaged goods Discounts tracked against each salesperson Stock Pricing & Control 4 price levels per product item Set discounts per product item Barcode scanning and printing options Item searches by Product Code, Barcode, Part Number, Barcode or Description Automatic printing of barcode labels based on new stock received Security Security password and security level for individual staff members. Tracks cancelled sales, No Sales and discounts given by individual staff members Maximum discount percentage authorisation can be set for each staff member Access to refunds, credits, cancelled sales and cash out is limited by security levels. Refunds and credits track original receipt number for item and price checking Reports Full transaction history Daily sales and cash totals Daily product groups sold Daily stock items sold report Progress sale reports available anytime during trading day End of day report available lane by lane All transactions Opening and closing time of store recorded Optional reports include staff sales breakdown, daily stock items sold, daily sale by stock group Invercargill Office The Menzies Building 1 Esk Street P O Box 342 Invercargill Phone Freephone (NZ) Fax Synergy Software Solutions Limited A DATASOUTH COMPANY Christchurch Office The Datasouth Centre 514 Wairakei Road P O Box Christchurch Phone Freephone (NZ) Fax