Cybertill Charity Retail System

Cybertill Charity Retail System

The future of charity retail is not just gift aid or shops on the high street. Successful charity retailers will need to have a real time, single view of supporters, products and have a retail system that allows them to trade in-store, online and over the phone, whilst optimising gift aid revenues and submissions. Multi-channel is here in charity retail. Contents What is Cloud Computing? About Cybertill Charity Size EPoS Gift Aid Multi-Channel Supply Chain Lottery Professional Services Benefits of Advanced Gift Aid 2 2 3 4 5 6 6 7 8 11

What is Cloud Computing? All of Cybertill s application is cloud based. But what is cloud based software and cloud computing? Below is a brief explanation. Cloud computing means that instead of all the computer software you re using sitting on your desktop PC, or on a back office server in your shop or head office where you have to manage this valuable data, our true cloud solution is provided for you as a real time service using the latest internet technology. This gives much improved data security and management and reduces ongoing costs as there is no need to buy or manage expensive servers. Very importantly true cloud solutions do not require local software and provide significantly improved functionality yet we mustn t forget that the application needs to be stored in high security, high availability data centres. This is exactly what Cybertill does, we are even fully accredited to ISO 27001 a data security standard and no other supplier to the sector has that level of security standards available. About Cybertill Cybertill started life as a vision, literally a sketch on a napkin in a pizzeria, by founder and CEO, Ian Tomlinson way back in 2001. Cybertill was the first cloud based EPoS solution in the world and in the early years Cybertill was aimed primarily at high street retail, however in 2007 we developed a solution specifically for charity retailers. Soon after, British Red Cross and some forward thinking Hospice charities became customers. Fast forward to today and there are more than 150 charity retailers using Cybertill in thousands of locations. We have single store charities through to national charities using the system right across the UK from the Highlands, to Northern Ireland to the Isle of Wight and Cornwall. This is why Cybertill is now the proven leader in charity retail solutions. 100 2004 Cybertill signs its hundredth customer 2007 Cybertill develops Gift Aid Module 2012 Cybertill & Dove House Hospice win Charity Times Best Use of Technology Award 2013 Cybertill included on London Stock Exchange Group s 1000 companies to inspire Britain 2001 2005 2008 2012 1st The world s first cloud Cybertill wins national Cybertill is deployed Cybertill hosts 100 based multi-channel retail system is born ecommerce award for second successive year across 333 British Red Cross Shops inaugural charity customer conference 2014 Cybertill welcomes 100th Charity Customer 2

Charity Size There are over ten thousand charity shops in the UK. These are made up of all different sizes of charity operations from single store independent charity shops, through to regional charities and hospices all the way to large national chains such as Cancer Research UK and British Red Cross. Whilst charity retailers have many things in common, such as the challenge of maintaining and growing donations as well as the need to increase the numbers of gift aid donors and supporters, there are also differences too. Small charities often don t have IT resource and larger charities can struggle to manage their estate and communicate with volunteers and supporters. Cybertill understands this and has solutions that can help independent charities manage a single store through to national charities managing their supporters, supply chain, stores and of course, their online presence. 3

Solutions for Independent Charity Retailers Smaller independents don t have the resources of the regional or national charities. With most systems charities have to manage their retail system, such as data back-ups and software upgrades, as well as invest in additional hardware such as on-site servers. With Cybertill, charities don t need to have a dedicated IT resource or department as our system is cloud based, this means the software is hosted online in the cloud, so in-turn all data back-ups and software upgrades are automated and charities don t need to manage on-site servers. What s more, staff and volunteers often don t have the time or expertise needed to implement a new EPoS and Gift Aid system. We have a dedicated projects team that helps manage the deployment of the system every step of the way, along with charity trainers that come out to train staff and volunteers. Cybertill s EPoS system is easy to use, in fact it s affectionately referred to as the Fisher Price till, as it s used by tens of thousands volunteers around the country. With our Advanced Gift Aid solution, volunteers only need to scan a barcode at the till to record the item, the donor and the price, allowing your stores to run as efficiently as possible and avoid disruption which can affect income generation. Solutions for Regional Charity Retailers Regional charity retailers, typically hospices, often have a large number of stores in the geographical area their hospice serves. Historically, many have found it difficult to access live sales and data from across their stores, so they are unable to spot trends and proactively manage their estate. Cybertill s cloud based system allows charities to see sales in real time so they can understand what products sell well in which shops, enabling them to ensure the right categories are sent to the right locations. With so many stores, regional charities can also get some rare and unusual items donated. With Cybertill, charities are able to integrate ecommerce with their EPoS system. This means charity shops can add those rare items to the website and to ebay without necessarily centralising the stock (although we do that very well too). By listing items online charities can reach more people who have special interests in rare items and are prepared to pay more for such things. Solutions for National Charity Retailers National charity retailers often have hundreds of shops and warehouses for new goods, therefore they need an end to end solution to manage their supply chain, stores and online presence. They also have hundreds of thousands, if not millions, of supporters and it s very important to manage these supporters to bring in more donations both in money and goods. Cybertill s solution covers all these bases, from our completely scalable cloud based EPoS system with back office reporting, real time stock levels, supporter loyalty programme and automated Gift Aid, to integration with ecommerce to sell online as well as a Mail Order application. Cybertill also provides modules to manage the whole supply chain process, these include Merchandising, Warehousing and Loss Prevention. What s more, our solution comes with an instant messaging application that enables national charities to reach all their volunteers and shop staff, so communication to a hundred plus stores becomes instant and effective. 4

Charity EPoS Our charity EPoS system is used in around one in every three charity shops in the UK and has helped many charities raise more funds by increasing sales and Gift Aid capture, as well as increasing average basket values through the simple accuracy of our Advanced Gift Aid entering the price as well. Most charities rely on volunteers to operate many aspects of their charity shops, and one such element is the till or EPoS system. Whilst volunteer demographics are varied across most charities, many do have high numbers of volunteers who have not worked in a technology lead environment. The Cybertill EPoS system is renowned for its simplicity, volunteers do not have to input any data into the point of sale they simply scan a product s barcode and take payment. Gift Aid Software Cybertill s Gift Aid software has transformed the charity retail sector, allowing charities to massively boost their Gift Aid income. We offer two solutions, including a single scan solution called Advanced Gift Aid, whereby every product has its own barcode which contains the donor ID, price and category. This means that at the till point volunteers simply scan the barcode and take payment, so they are not required to key any data into the till, massively improving accuracy which directly improves revenues. Charities can also submit online Gift Aid claims directly with HMRC using Cybertill irrespective of whether they use Method A or Method B. In fact, with Cybertill charities can use both schemes, sending letters to donors that want them but not to those that don t. Head Office Head Office is becoming more important to charity retail, knowing what s happening across the estate is vital to understanding how the business is performing. Charity retail is now as professional as high street retail and as such, information is vital. Cybertill is also highly successful in high street retail and we have all these features and benefits in our charity retail system so you can keep on top of what s happening in real time. As our charity EPoS system is cloud based this means charities can access it from any location, anytime. This means the back office is a virtual head office that staff and management can access from any location. So if the head of retail is visiting shops they can still access the Cybertill system on any device from a phone to a tablet to see how the rest of the estate is performing. Loyalty and Supporter Cards Supporter management is becoming a must for all charities. Our Supporter Cards are proving to be phenomenally successful with charities. These cards are multi-functional and are currently used as Gift Aid Cards, Loyalty Cards (with points automatically issued and redeemed), Gift Cards, Lottery Cards and of course Supporter Cards with prompts at till point for fundraising events. Indeed it is this integration into fundraising systems that is bringing more donations and true integration between retail and fundraising. Stock Control on New & Donated Goods Virtually all other charity EPoS systems can t handle stock control and none offer this capability on donated goods. Cybertill helps charities manage stock and purchasing of bought in goods and donated goods if required. Cybertill gives charities live stock levels of its donated items by category and all sub-categories so charities can identify which stock lines sell best in which shops in order to replenish stores with the right categories, thus optimising sales and revenues. Workshop Cybertill s charity EPoS system offers the option of a workshop module. This allows charities to track and record tasks such as PAT testing electrical items. Other charities also use it to manage their upcycle work so they can see exactly how much time was dedicated to different items so they can calculate pricing. There is even a diary function that can be used to book van collections and deliveries and again can be accessed from anywhere in real time. Donor Database & CRM Cybertill has an extensive CRM database that helps charities optimise their fundraising as they track donor s transactions. What s more, it is incredibly easy to add donor, supporter and customer details and can be configured individually to a particular charity s needs with specific fields in the database. With a post code look up facility which automatically populates the address in the system, the volunteer only has to input the house or flat name or number. As Cybertill is cloud based this means there is a single central database in real time, so this eradicates duplicate donor records, as all shops share the same details in real time. This all integrates into our Supporter Card system for rapid easy access for Lottery, Gift Aid and Loyalty and can integrate fully into fundraising systems already in use by the charity. 5 Furniture Re-Use Cybertill is used by charities that specialise in furniture re-use to help manage everything from their collections and deliveries to booking into stock and managing the Gift Aid element. Many also then use the workshop facility to repair and upcycle the furniture so they are able to charge a premium price for the goods. Mobile PoS It is easy to deploy Cybertill onto tablets, such as ipads. This allows charity retailers to have mobile PoS positions within their shops and at events, where they can sell stock, but also use Cybertill to sign up donors and supporters to Gift Aid.

Gift Aid Charity retailers are able to make their donations go further by claiming Gift Aid on donated goods and donations. Gift Aid typically increases the re-sale value of donated goods by 25%. This increase in revenue is a real driver for charities to claim Gift Aid. However, the process of claiming Gift Aid is administratively cumbersome. The majority of Gift Aid software solutions automate only part of the process and still require extensive administration including the need for volunteers to input sales values and categories manually at the till. Cybertill offers two Gift Aid software solutions, which are both included in its charity retail system. These are Advanced Gift Aid and Standard Gift Aid. They are different to many other Gift Aid systems as they automate the process and our single scan Gift Aid solution, Advanced Gift Aid, guarantees to eradicate all missed Gift Aid sales and drastically reduces the time it takes to process transactions at point of sale. Advanced Gift Aid Cybertill s Advanced Gift Aid Software has transformed the till and the whole process of selling an item at the point of sale. There is no need to have a separate donor label and there is no need for a volunteer or till operator to look up or enter the price or the category. All the till operator does is scan a single barcode attached to a high quality label that says what the item is and how much it costs. The till enters the price, the category and the Gift Aid in one single scan which is many, many times faster and 100% accurate. Find out more about the numerous benefits of Advanced Gift Aid on the back cover. Standard Gift Aid Cybertill s Standard Gift Aid system is incredibly easy to use. At the till point the volunteer simply chooses the correct hot shot (whether the item is Gift Aided or not), they then choose the category of the product and enter the price. Once this is done they scan the barcode of the donor ID and take payment. The Standard Gift Aid software was the most accurate and efficient way of processing Gift Aided sales in-store until we developed our Advanced Gift Aid software solution. Once a donor consents to the charity retailer claiming Gift Aid on their donation, the Standard Gift Aid system automatically recognises them on any future donations, no matter which branch they visit. This gives charities the ability to optimise fundraising earnings on donations. It also records and automates all transactions as well as helping the charity notify the donor. HMRC Compliant The processes to claim Gift Aid set out by Her Majesty s Revenue and Customs (HMRC) can seem complicated. This has been compounded by the fact that in April 2013 there were some new rules introduced, some systems can only operate on the old guidelines and some only on the new guidelines. Cybertill s Gift Aid software has been developed in line with HMRC recommendations to operate in not only one particular way but if required both ways dependent upon the supporter, giving the most efficient solution for any charity. What s more, with Cybertill you can submit your Gift Aid claims online, automating the process. Cybertill s Gift Aid Software is proven to help charities increase their Gift Aid revenues. It has helped scores of charities increase and improve revenues when they have switched from other systems. 6

Multi-Channel Retail Charity Retail is experiencing an evolution, some may say a revolution. The era of the pile it high and sell it cheap charity shop still has a place but now with Cybertill charities can operate the most efficient and productive operation, be it a pound store to clear stock or a vintage store to maximise revenue. At the same time as the charity retail revolution, high street retail has also undergone its own transformation and become multi-channel, selling and fulfilling goods seamlessly across a variety of sales channels. Where the high street goes charity retail will follow and now many charities are becoming multi-channel in their retail approach. Cybertill s charity retail system is a true cloud system and that means we can uniquely help charities manage their sales across shops, ecommerce sites, ebay and mail order in real time, offering click & collect and click & reserve. No other charity retail system can offer this unique, future proof functionality to all charities. Finally, for larger charities Cybertill can also help them manage their bought in goods and supply chain with our high level Warehousing and Merchandising modules. One Version of the Truth As charities outgrow their stores and look to sell goods through other channels, Cybertill can support this growth. As we are cloud based, our EPoS, ecommerce and mail order applications share the same product and customer database, so there is only ever one version of the truth. In turn this gives charities, and their customers, a real time, single view of customers, stock and orders. Cybertill s multi-channel charity retail system gives charities a single system with which they can manage their entire retail operations. Ecommerce Cybertill can provide a truly single integrated system that allows donated goods to be added to the EPoS system which are then visible in any store and also the ecommerce website in real time. This can be from an individual, regional or central location store. This enables these items to be sold in real time from any store or sales channel. We can even interface to ebay so that all sales are controlled and managed by one system. So rather than just continuing to sell in-store, charities can become multi-channel. Cybertill is the only charity retail system that can manage a charity s stores, website and mail order operations through a single unified retail system. We also help charities develop their online presence by offering a wide range of services including website design, Search Engine Optimisation and click and collect. 7

Mail Order Many charities overlook mail order as a viable sales channel, though when you consider it, charities have a ready-made audience as they often have an extensive donor database that can be targeted with bought in goods and Christmas cards. We can help charities reduce the cost of their mail order operations as transactions can be processed at the till, at head office, at a call centre, in fact anywhere and all with real time transparency of stock. The mail order application also seamlessly integrates with the rest of the Cybertill charity retail system, helping charities manage their entire retail operation. Supply Chain National charities often have large and complex retail operations. This can mean multiple warehouses which will be used for bought in goods as well as storing out of season donated items. Charities will need to track purchase orders, partial shipments and deliveries with suppliers whilst also monitoring their weekly sales and stock intake (WSSI) spreadsheets from all their stores across the country. Then they need to calculate what stock needs replenishing and in which locations. Cybertill s supply chain and ERP modules will automate these processes for charities making them more accurate and efficient thus helping to increase sales. These include Merchandising, Warehousing and Loss Prevention. Lottery Charity Lottery is a big revenue generator for many charities yet the lottery department often operates entirely separate from retail as it is simply too complicated to sell tickets within the retail stores. That has now changed as with Cybertill charities can print lottery tickets direct from the till. Cybertill interfaces with several lottery providers, including Sterling Lotteries, so charities with existing lottery providers can now issue tickets at point of sale. By managing the retail sales of the lottery through our till, head office can see in real time how ticket sales are going, so they can target stores more effectively, whether that s encouraging stores with lower sales or congratulating those with high ticket sales. You can take a person s details in a few seconds with our post code look up facility, and because Cybertill is cloud based there is one single, shared database, meaning charities don t duplicate customer details. 8

Professional Services At Cybertill we understand that once you have invested in our system that is when you will need our support the most. We offer a variety of services, some standard and others bespoke, that help you, your staff and volunteers to get the most out of your investment into Cybertill. Training When you invest in any EPoS system you are investing in your charity. So it is important you invest your time in learning how to use it. We don t offer half day remote training sessions as a way of keeping our prices artificially low but a minimum of four days of onsite training. We employ a variety of methods to train staff to suit the charity. Our dedicated charity trainers are fully TAP qualified and are experienced and knowledgeable about charity retail. This face to face training gives you, your staff and volunteers the support and knowledge to properly learn how to use the system and more importantly get the most out of your investment. Support Cybertill offers an extensive support service, from phone support that is available 365 days of the year to online support services to ensure that customers get their queries resolved quickly and efficiently. At Cybertill we don t use third parties or resellers to support our system, we have the largest in-house support team in the charity retail sector and all support staff are expected to go and work in a real charity shop as part of their training so they understand all aspects of supporting charities. This means everyone on the support team is fully trained on the system and is solely dedicated to supporting our customers and no one else. Our team are also based in the UK, at our head office, so they are available when you need them. Digital and Web Services We can offer a variety of web and digital services. This includes all digital services from graphic design and web builds to services that will help improve your existing website s performance in search engines. Our Search Engine Optimisation service will help improve your website s performance in search engines as well as integrating into your Cybertill system. Project Services Our project services team work with you to help you implement the Cybertill system. So whether that s helping supply the infrastructure, such as broadband, or simply arranging delivery of hardware and training times, they are on hand to ensure a smooth transition to Cybertill. Free Software Upgrades As a true cloud solution it is easy to update our system centrally so we offer free bi-monthly software upgrades. This is all managed by Cybertill so you simply log on and use the software. This helps ensure you are using the latest technology in your business and you don t have to worry about installing upgrades yourself. 9

Ladies Blouse 4.50 Week 12 Yr 11 48 0945882756 CYBERTILL S ADVANCED GIFT AID A Single Scan Barcode System suitable for Products and Gift Aid Management Increases average basket value between 20p > 2 INCREASE a store s revenue by per year 5,000* 100% Accurate on Gift Aid Guarantees Correct Data Entry Eradicates handwritten labels for price and gift aid. Scan a single barcode at the till which contains the price, category and donor ID. One barcode and no missing gift aid labels. Scan a single barcode and take payment at the till. No information regards price, category, donor ID needs to be manually inputted. Eradicates mis-keyed transactions and guarantees correct data entry. Speeds up Transaction Process Scan a barcode and take payment. Simple and fast. INCREASES GIFT AID CLAIMS It s more accurate, raises average transaction values, eradicates ticket swapping, provides real time data: these help charities increase their gift aid claims. Some charities have experienced 40% uplift Stock Control on Donated Goods When donations are recorded in Cybertill the stock is live immediately. Charities see these stock levels (on all categories) across their stores and ensure each shop carries the right level of stock and lines. 40% Reduces Fraud There is no sticker with a price on, but a barcode with a price and product description so it eradicates ticket swapping. The Price is the Price The price is fixed by the barcode this prevents operators changing prices. Real Time Reporting In Cybertill you see all sales and stock levels in real time. So decisions can be made that immediately impact performance. SELL ONLINE Unusual items are often sold at higher prices online. Advanced Gift Aid is part of a multi-channel retail system. Stores are able to add 9 items to your online store. RETAIL BEST PRACTICE High street retailers have been using barcodes for years. It guarantees pricing accuracy and eradicates ticket swapping. Automates Claims Process Advanced Gift Aid can automate the claims process and submit them direct via the HMRC Gift Aid portal. *(based on a 20pence increase in average basket value, whereby existing average basket value is 3.00 and 500 transactions per week)

www.charitystore.co.uk 0800 030 4432 enquiries@charitystore.co.uk @charity_store Cybertill Ltd, Clock Tower Court, Knowsley Park, Knowsley, Merseyside L34 4AQ