Contents Page Contents Page

Instruction Manual

Contents Page Contents Page Chapter 1 Introduction 2 Chapter 2 Operating Environment 2 Chapter 3 Installing Sentinel BackOffice 3 Chapter 4 Upgrading Software to latest version 5 Chapter 5 Activating Software 8 Chapter 6 Setting up the software 10 Chapter 7 Inventory 24 Chapter 8 Creditors 53 Chapter 9 Debtors 83 Chapter 10 Inter-store transfers 98 Chapter 11 Printing Labels 100 Chapter 12 Programming Store Promotions within BackOffice 102 Chapter 13 Reports 108 1

1. Introduction This manual is designed to help the user get the most satisfaction out of Sentinel BackOffice. It explains how to install and use Sentinel BackOffice for the better running of a business. The manual needs to be carefully read so as to receive the full advantages of the software s capabilities. This manual should be read in conjunction using the software. 2.1. Operating System 2. Operating Environment The Sentinel Back Office can be run on any of the following operating systems. Microsoft Windows 98 (Second Edition) Microsoft Millennium Edition (ME) Microsoft Windows 2000 Microsoft Windows XP/Pro/Home 2.2. Computer The software runs on computers that support the operating systems listed above. In addition, make sure the PC meets the following minimum system requirements: Pentium 3 800 Mhz and above 128 Mb Ram and above 10 GB Hard drive 102 key Keyboard and Mouse 56 Speed C.D Rom P.C Anywhere Software Microsoft Access 2000 or newer 2

3. Installing Sentinel BackOffice During the BackOffice setup, the user will be requested to restart the PC. Setup.exe will then have to be run again. To install the software, insert the BackOffice Installation CD into the CD Rom and Browse the CD for the Sentinel BackOffice Folder. Click on the Setup.exe file located in this folder. A message box with the words COPYING FILES will be displayed. At this stage, the Installation program is copying essential files onto the PC. Once this stage is Completed, the user may have to restart the PC, and start the setup program again. Fig 3.1. Back Office Installation Screen After running the Setup.exe, the Sentinel BackOffice Setup Screen will be displayed See above (Fig 3.1) Click the OK key to continue. The next screen requires to specify a path to which the user would like the software to be installed. By default the path C:\Program Files\Back Office\ is used. To change the installation path, the user can click on the CHANGE DIRECTORY key (Fig 3.2), and set the path manually. 3

Fig 3.2 Setting the path Once satisfied, click on the installation key (Fig 3.2), this will install Sentinel BackOffice onto the PC. The installation takes some time depending on the speed of the PC, so please be patient. On the completion of the installation, the user will need to run a software upgrade to convert it to the latest version. These files can be found on the CD in the UPGRADE BO folder. Further instructions on how to do this will be explained in detail in Chapter 4. Go to the directory chosen to install the software, and double-click on the Back Office.exe file. Alternatively, click on START Program Files Sentinel Back Office Sentinel Back Office. Fig 3.3. The Back Office Directory 4

4. Upgrading Software to latest version There are six upgrade files (BO1.exe BO6.exe) needed to upgrade the current version of the software to the latest version. These files can either be found in the Upgrade BO folder on the CD or downloaded from our website www.sacashregister.co.za/support/boupgrade.htm Fig 4.1 Back Office Upgrade Files Upgrade Procedure 1. Access the folder where the BO files are stored (Fig 4.1). 2. Execute ALL six files found within this folder. These are self-extracting files and will be extracted to the default path. Please Note: If the user changed the installation path during installation, please ensure that the path is adjusted accordingly, to which the files are to be extracted. Only the main folder need be changed, and not the sub-directories. Example: C:\Program Files\Back Office\Reports is the default path for BO2.exe. If installing Sentinel Back Office in C:\Back Office\, then the changed path is C:\Back Office\Reports. See Fig 4.2. 5

Fig 4.2 Back Office Self Extracting File 3. Once the paths are correct, click on the Unzip key. 4. Click on the Close key to close the current screen. 5. Repeat this process for the remaining files. 6. The last step requires the Upgrading and Repairing of the database. 7. Open the folder where Sentinel Back Office is installed. 8. Double-Click on the Upgrade.exe file found within this folder. 6

Fig 4.3 Upgrade Program 9. All global information relating to multiple stores (as well as a single store) is stored in the Store Master database. The path to this database is the same as the path of Sentinel BackOffice installation. If the path was changed during installation, please change the path accordingly. 10. Close ALL programs related to the Sentinel Suite (Interact, BackOffice...etc) 11. Click on Continue to start the upgrade process. The upgrade program will run through all the stores databases (in the case of multiple stores) upgrading it to the latest format. 12. Once the upgrade is completed, the program will prompt a successful upgrade. 13. Close the program. 7

5. Activating the Software On executing the program for the first time, the user will have the choice of immediately activating the software or to run a DEMO version. The DEMO version will run for 30 logins thereafter if the user wishes to activate the software contact SA Cash Registers Head Office for an activation code. For security reasons the software has to be activated whenever performing the following: Installing the software for the first time. Changing Operating Systems Changing PCs Re-installing the software 5.1 Registering Software To activate the software, click on the HELP menu option. Then choose Register Fig 5.1 Registering option 8

The Activation Screen (Fig 5.2) will be displayed containing the Disk Serial Number and the Product Serial Number. These numbers will have to be given to the Software Support person in order to receive an activation code. Type the activation code in capital letters and then click Register Fig 5.2 Activation Screen PLEASE NOTE: The telephone number for SA Cash Registers is +27313124360 or may be obtained from a dealer. Please have your invoice number on hand when calling. 9

6. Setting up the Software Open Sentinel BackOffice, the Login Screen (Fig 4.1) will appear. If this is the first time starting BackOffice, a DEMO Store 0001 will be created Type user for the username and password, then click Log Off Fig 6.1 Login Screen Click on File -> Company Maintenance. This will bring the user to the Company Maintenance Screen (Fig 6.2) 10

Fig 6.2 Company Maintenance Screen The user can now edit the Store Number, Store Name and Store Details. Click on Apply when complete. This screen also allows for removal or adding new stores and import information from other programs in the Sentinel Suite. 6.1 Adding a new Store On the Company Maintenance Screen, click the Add key. This will clear the information from the screen. Please note: Information from previously created stores will remain intact. Type in the new stores information. Each store requires a unique store number. Click Save. This will take the user to the next screen where it will be required to choose the type of store required for creation (Fig 6.3) Once the store type is chosen, click on the Continue key. A new store is created and return to the Company Login screen 11

Fig 6.3 Store Types Store Types 1. Create empty Store Creates a blank store. No PLU and Department information. 2. Copy stock items from an existing store Allows importing stock listings from another store already created in BackOffice. No other information is imported. 3. Copy and convert database from Cashlink Allows to import the stock listing from CashLink Software. See Appendix A for further information. 4. Import data from Sentinel Interact Allows importing information from Sentinel Interact. This option imports stock and department listing. 5. Import data from text file Allows importing information from a comma-delimited file. 12

6.2 General setup of software In order to receive information from the point of sale, BackOffice needs to be connected to a Front End Communications Program e.g. Sentinel Interact. On logging onto a store in BackOffice for the first time, BackOffice will detect if the system is connected to a communications program. If not, BackOffice will prompt the user and will then display the Store Setup screen. Fig 6.4 Store Setup screen Accessing the Store Setup screen from within a store (if not prompted) 1. Login BackOffice (user as username and password) 2. Once in the BackOffice Main screen, Click on File -> Store Setup. This will go to the Store Setup screen (Fig6.4). 13

Store Setup Options This section will give a brief overview of the Store Setup screen options. Abbreviations used in this section. PLU Price Look Up: Unique code given to each stock item purchased, sold or manufactured within the users store. GRV Goods Received Voucher When purchasing goods a GRV is created to keep track of supplier purchases as well as increase on hand quantities of stock. General Tab Represent Selling Price as The user can choose either to view GP or Mark-up for each PLU in the Stock Item Maintenance screen. (The Stock Item Maintenance screen will be discussed in a later chapter.) This setting can however be changed in the Stock Item Maintenance screen. Treat all discounts as - This allows the user to choose the default discount type in the program. The user will however have the flexibility to change it at anytime during a GRV, Invoice etc. Max PLU Used to set the maximum PLU numbers in the system. This setting is used when adding new PLUs in order for the program to track unused PLU numbers. Max Debtor Used to set the maximum debtors allowed in the system. Also keeps track of unused debtor numbers. Number Format Allows the user to choose the number of decimals places in a number field. Vat Rate- Allows for setting the tax rate. Tick boxes Update on hand quantities when processing sales - This box should be ticked at all times. Only untick this box if stock take is complete and sales have been brought in for that particular day. 14

All items are franchise items by default - This sets all items in the Stock Items Maintenance screen as franchise items when creating new PLU codes. Make selling Price 4 = Cost + Vat and default to selling price 4 in Debtor Invoices - Ticking this will set selling price level 4 in the Stock Items Maintenance screen to be equal to the current standard cost including VAT. This selling price will be recalculated every time the user creates a Goods Receiver. This selling price level will be default in a debtor invoice. Prompt to print Shelf Talkers If this is ticked every time the user makes a change to an item in the Stock Item Maintenance screen, the user will be prompted to print shelf talkers from the Print Label Section in Sentinel BackOffice. Open Sentinel Interact from Sentinel BackOffice If this option is ticked, the user will be allowed to open the Sentinel Interact program from Sentinel BackOffice, by clicking onto the swords found in the bottom of the Main screen in BackOffice. Link supplier from GRV/Purchase Order/ Supplier Credit Note search screen Ticking this option will allow to link an item to the current supplier in the above mentioned search screens. Using WTP-100 or ABS TC -100 40 column printer for debtor payments This will default to a 40 column printer when printing customer receipts in debtor payments. Allow c/card surcharge in the debtor payments at x% - This will add a credit card surcharge when a debtor pays an invoice using a credit card. Show sales statistics in the Stock Item Maintenance screen Will display the sales stats of the item in the Stock Screen depending if the option is selected or not. Use Debtor Selling Price Matrix for invoices If debtor selling price matrix is set in the system the program will default to the matrix instead of using the selling price levels of the item. Setting debtor selling price matrix will be discussed in the chapter Setting Debtors in the system. 15

Sentinel Interact Tab (Off-line updates) Fig 6.5 Sentinel Interact Tab In order for Sentinel BackOffice to communicate with Sentinel Interact the user needs to tell it that Interact is installed. Login BackOffice Click File -> Store Setup -> Choose Sentinel Interact Tab Tick the box Connect to Sentinel Interact Click on the Apply key If the user has PLU information stored in BackOffice that needs to be sent to Interact the user can do a download to Interact by choosing the changes to take place immediately or take a place after a predefined time. Please Note: BackOffice will overwrite the information in Interact. Under Schedule Communications choose the appropriate time to send changes to Interact. Click on Inventory to download the PLU items to Interact Click onto Customers if to download debtors to Interact. Click on the Update key to send changes. 16

Connect to Smart Cash II (On-line updates) Fig 6.6 Smart Cash II Tab To link to Smart Cash II: Login BackOffice Click File -> Store Setup -> Choose Smart Cash II Tab Tick the box Connect to Smart Cash II Click on the Apply key Next the user needs to tell BackOffice how many Smart Cash II terminals are linked to it. To do this type in the POS NUMBER of the machine as set in Smart Cash II. Click on the key with the arrow to the right. This will add the POS number to the POS list. To remove a POS number, highlight the POS number in the POS list and click on the key with the arrow to the left. Thereafter the user needs to download all the PLU information to Smart Cash II. Tick the box Inventory Items and click on the Update key. Click Exit to leave the screen. 17

Connecting to Flash POS (On-line updates) Fig 6.7 Flash POS setup tab To link to Flash POS: Login BackOffice Click File -> Store Setup -> Choose Flash POS Tab Tick the box Connect to Flash POS Click on the Apply key Thereafter the user needs to download all the PLU information to Flash POS. Tick the box Inventory Items, Create Flash POS sales file, Debtors and then click on the Update key. Ticking Create Flash POS sales file will create a file so that BackOffice can read sales info from Flash POS. Ticking Debtors will create a file with BackOffice debtor information, so that Flash POS can write debtor information to BackOffice and visa versa. Click Exit to leave the screen. 18

Connecting to TouchPOS (On-line updates) Fig 6.8 TouchPOS setup tab To link to TouchPOS: Login BackOffice Click File -> Store Setup -> Choose TouchPOS Tab Tick the box Connect to TouchPOS. Click on the Apply key Thereafter the user needs to download all the PLU information to TouchPOS. Tick the box Inventory Items and click on the Update key. This will send only PLU listing to TouchPOS. Menu setup has to be complete in TouchPOS. If the user has setup TouchPOS before the user has installed BackOffice, the user can import PLU information into BackOffice. Tick Import inventory from TouchPOS and click onto the Import key When process has finished, click Exit to leave the screen. 19

Report Settings Fig 6.9 Report setting tab This section allows the user to choose how to view some of the reports. The user can choose to view the Debtor Invoices, Good Receivers and Supplier Credit Notes as A4 Draft (portrait), A4 Detailed (Landscape), or A5. Most of the tick boxes are self-explanatory tick on the boxes if the user wishes to use this feature. Some ambiguous descriptions are explained below: Print Change of Cost report after GRV If the cost of an item is changes during a Goods Receive Voucher (GRV), a cost change report will be generated showing the old and new costing, once the GRV has been created. This report can be printed out and used for selling price changes. Print Purchase Orders, GRV and Debtor Invoices in Alphabetical Order Normally the before mentioned sections will print the items in the order typed, but in the case where the user wishes to print these reports in alphabetical order, tick this box Do not show costing in Transfer Report In the case of cost prices being confidential the user can choose whether to show the costing on a transfer order. Click on Apply to accept changes. Click Exit to leave screen. 20

6.3 Setting Paths in Sentinel BackOffice After the user has completed creating stores, the user will need to set the paths to communications programs and Store Master Database, if running Sentinel BackOffice off a server. Open BackOffice. Type in user name and password (user by default) Click on the Logon key. Click onto File -> Set Paths. This will display the Set Path Utility screen (Fig 6.4). Fig 6.4 Set Path Utility Screen The path to the Store Master database will by default be the same as the path chosen during installation of the software. If the user has installed Sentinel Interact, FlashPos or TouchPos the user will have to enter the path to which the relevant software is installed. Please note: Enter in a dummy path for FlashPos, TouchPos and Scales although the user has not 21

installed these programs. The user may use the path C:\epos for FlashPos, C:\ToucPos for TouchPos and C:\Scales for scales. Click onto Apply. Exit the screen 6.4 Setting BackOffice Security Open BackOffice. If currently logged in BackOffice return to the main screen, press F8 to get to the Company Login Screen. Type in username and password. Click on the Log Off key. On the main menu click File -> Security. This will bring up the System Administration screen (Fig. 7.0). Type in admin for the administrator s password. This password is set as default. Adding a new user / setting user rights Click on the Add key Type in user s name in the username box Type in password for user. Please Note the password can only be viewed in this screen. All passwords are encrypted when stored. Click on Save key. Once the user has created a software user choose the functions, which the software user can perform. The user rights extend to Stock, Debtors and Creditors. These are self-explanatory. Tick the sections that the user can access. Click in the box to remove the tick. 22

Fig 6.5 Administrators screen 23

7. Inventory 7.1 Stock Item Maintenance Screen (SIM) The Stock Item Maintenance Screen is used to create and amend the items to be sold in BackOffice. It is also used to show stock values, the type of item and pricing of the item. In addition to PLU s, it also generates Sections (PLU s are linked to Sections), Departments (Sections are linked to Departments) and Groups (Sections or Departments can be linked to Groups to create a major grouping of items) for the store to function. To access the Stock Item Maintenance Screen, the user must click on Inventory in the BackOffice Main Screen, and then click on the Stock Item Maintenance option (alternatively, the user may press the F2 key on the Keyboard). The Stock Item Maintenance screen will appear (Fig 7.1). Fig 7.1 Stock Item Maintenance Screen 24

7.1.1. Creating and Amending a Simple Stock Item To create a simple item, the user must have the following information: The name (PLU Description) and number (PLU number) of the Item The Barcode of the Item, including if its an 8, 13 digit or 14 digit Barcode (Optional BackOffice will assign an in-house barcode if one is not available) The Tax Status (if its Vatable or Non-Vatable) The cost price of the Item The selling price of the Item (an Item may have up to four selling prices) The Section, Department and Group to which the Item belongs Once the user has this information, the user is ready to create the item in BackOffice. The user must click on the Add key, and start inputting the information mentioned above. The PLU number must be entered in the box called PLU. To generate a list of available PLU numbers, click on the key next to the PLU box, and a screen, which generates available PLU numbers, appears (Fig 7.2). Once the user has the PLU number, the barcode number of the item must be entered in the Barcode box (if the user wishes to have an 8,13 digit or 14 digit barcode then the user must click on the appropriate key). The user can however type any length of barcode in the barcode field. Next, the name of the item must be inserted into the PLU Description box. Following this, click on the appropriate Section, Department and Group, which link the item. If there are no Sections, Departments or Groups available, please create them or refer to the segment entitled How to Create Sections, Departments and Groups. The user will need to enter in a pack size. This is a sale to stock ratio. That is if selling this item, what quantity of stock must be deducted. If setting the Pack Size to be 2 then for every sale of this item on the ECR 2 units will be deducted from stock. Now type in the Order Pack Size. This is used when buying in bulk and selling individually. If the item is a vatable item, tick the Tax Status box, and if not, untick the box. Next, the pricing of the item must be added. This includes the Cost Price (excluding VAT), and the various Selling Prices (up to four selling prices may be stored in BackOffice). The user can type in the Selling Price, or the price as a mark up percentage of the Cost Price. 25

Once all this information is entered, the user must click on the Save key to store it in BackOffice. To amend a stock item in BackOffice, click on the Amend key and alter the incorrect information. Once the information is corrected, the user must click on the Save key to store it in BackOffice. Fig 7.2 Generating Available PLU numbers 7.1.2 How to Create Sections, Departments and Groups When entering stock information for the first time in BackOffice, the Sections, Departments and Groups will have to be configured. However, this can only be completed when an item is being created or amended. A stock item cannot be created without linking it to Sections, Departments and Groups. 26

Creating Sections A Section is used in BackOffice to link similar stock items. To create one, the user must click on the key next to the Section box. The screen to add, delete and edit the BackOffice Sections appears (Fig 1.3). To add a new section, click on the Add key, enter the section number and description, and click on the Save key. To delete a section, which is no longer required, choose the section from the drop down box at the top, and click the Delete key. To edit a sections details, choose the section from the drop down box at the top, correct the information and click on the Save key. Fig 7.3 Adding a New Section 27

Creating Departments A Department is used in BackOffice to link similar Sections. To create one, the user must click on the key next to the Department box. The screen to add, delete and edit the BackOffice Departments appears (Fig 7.4). To add a new department, click on the Add key; enter the department number and description. If the department is saleable (the department item is sold like a PLU), tick the saleable department box and enter the stock item id to which the department will be linked. When finished, click on the Save key. To delete a department, which is no longer required, choose the department from the drop down box at the top, and click the Delete key. To edit a departments details, choose the department from the drop down box at the top, correct the information and click on the Save key. NOTE WELL the user cannot make a department saleable if there are PLU stock items linked to it Fig 7.4 Adding a New Department 28

Creating Groups A Group is used in BackOffice to link similar Sections or Departments to form a major grouping of items for reports. To create one, the user must click on the key next to the Group box. The screen to add, delete and edit the BackOffice Groups appears (Fig 1.5). To add a new group, click on the Add key, enter the group number and description, and click on the Save key. To delete a group, which is no longer required, choose the group from the drop down box at the top, and click the Delete key. To edit a groups details, choose the group name from the drop down box at the top, correct the information and click on the Save key. Fig 7.5 Adding a new Group 29

7.1.3. Creating Complex items The user has now learnt how to set up a simple item. This is characterised as a 1 to 1 stock item, that means buying stock in this PLU number and selling it in this PLU number, in most cases 1 stock quantity is deducted from stock when a sale is put through. Complex item however are different. In most cases items are bought as bulk items and they are split up and sold as multiple stock items, the reverse is also true, such as buying multiple stock items, manufacture an item and sell the manufactured item as a new stock item. BackOffice caters for this In the Stock Item Maintenance screen, click on the Complex Item tab. You will notice that a stock item can be defined in 5 different ways: Ordinary Simple stock item normally used to 1-1 sales. Used in PLU Item Links. Hamper Used for specials. Utilising the stock items that already are in the system and package them together. Stock is deducted when there is a sale on the hamper item. The items within the hamper can be sold separately was well. Example a fathers day hamper made up of shaving gel, a razor and a face cloth. Menu An item is defined as menu item, when manufacturing the item in the store. Purchasing the individual ingredients and make this item. Example burgers, where the user purchases the meat patties, buns and lettuce however burgers are sold. No stock is kept on this stock item; only sales information is logged to this PLU number. Stock is deducted from the ingredients when a sale is put through. KG An item is defined as KG when keeping the Stock quantity as weight. Stock and sales information is found on this PLU number, the only difference is that when selling this item the quantity sold is calculated by taking the total amount sold, and dividing it by the selling price per kg. Manufactured An item is defined as a manufactured item when using up the ingredients to create a stock item. If the item to be manufactured is flagged then the user will have a complete manufacturing process to deduct stock from the ingredients and add it to the manufactured PLU number. For example, baking bread. No longer is flour, yeast etc, available as saleable stock items. Bread is the new stock item 30

Setting up a complex item 1. If there is an existing item that is required to be a complex item, search for the item using the search facility. This is discussed in more detail in the section Searching. Alternatively, click on the NEXT/PREVIOUS keys until found. If in the process of creating a new item go to step 2. 2. Click on the COMPLEX ITEMS tab and click on the AMEND key to edit the item. 3. Now items will have to be linked. At this point the user should already know if this item is a manufactured item, menu item, hamper item or if the item is sold by weight. For example, if burgers are being sold, this will be a MENU item. 4. What is the burger made-up of? It could be made up of lettuce, burger patties, bun, sauce, and tomato. Now that the user knows what makes up the burger, the user needs to link these items to the burger. To do this, click on the GET INGREDIENTS key. 5. This screen is similar to the Search screen and operates in the same fashion. Simply search for the item required to be linked and double-click on it. In the example search for burger buns and double-click on it. Fig 7.6 Showing searching and linking an item 31

6. After double-clicking the item, the search screen will close and the item will now be in the grid on the COMPLEX ITEMS screen. Fill-in on the grid the quantity of that item used. For example: use one burger bun to make a burger so enter the QTY value as the number one. Repeat steps 3 to 5 to add the remainder of the items that make up the burger. Figure 7.6 Showing the linked items to the burger and quantities entered 7. At the bottom of the grid notice a RUNNING TOTAL. BackOffice calculates the retail price of the burger based on the prices entered when creating the item. Finally click on the MENU option in the block DEFINE ITEM AS and click the SAVE key. To create a complex item as MANUFACTURED item, KG item or HAMPER item, follow the same steps from1 to 6. In a store situation where a buyer would purchase a case of product, but the seller breaks the case and sells it as single, six pack or the case itself. For the following example presume that three simple PLU items have been created for the single, six-pack and case as well as all stock that will be kept as singles. 32

Creating a Multiple PLU Link Call up the code for the single item Click on amend key Click on the Multiple PLU Link. The search screen will appear. Find the stock item for the six-pack beer. Double-click on the item in the search to return to the SIM screen. Click on save. Notice in the little grid on the top left corner of the screen that both the PLU items are shown. Repeat the processes to link the Case of beer to the single PLU code. Please make sure that when clicking on amend the user is currently in the single can PLU code. Click on each on the items in the grid to bring up their information. Note that in the Bulk Items section only the single can beer PLU has a tick for Main Stock Record, Receive in this pack size and print stock in this pack size. Once complete, the pack size of the items needs to be checked. The Pack Size for the single can should be 1 The Pack Size for the item 6 pack should be 6 And the Pack Size of the case should be 12 If this is not the case, click on amend and change it. 33

7.1.4 Other Tabs in the SIM screen Supplier/Misc Unit of measure, Colour, Size Used for descriptive purposes Supplier of current item - Used to link a supplier to an item. Click on amend, click on supplier list the link supplier screen will appear. Tick the box next to the supplier ID of the supplier required to be linked. Click the Link Supplier key when finished. Max/Min Qty Allows entering in the maximum and minimum stock level required for this PLU. BackOffice reports look at these quantities when reporting on what needs to be ordered. 34

Picture Notes tab This screen allows adding a picture of the item as well as defining the item as a seasonal item. The user needs to enter the period of which this item is in season. Inter-Store Transfer Ratio This is used during inter-store transfers. A retailer may have a situation of owning a cellar and a bar. Purchase a bottle of J&B for the cellar but when transferring the item to the bar it should be as 30 tots (750ml /25ml). Then the transfer ratio in the cellar will be 1 to 30. 35

Flags Tab This screen displays flags that are send down to the ECR or ECR network. These flags tell the ECR how to function fir each individual item. The flags are set up for simple stock items. If the user wishes to change any of the flags, please read the ECR manual or ask the dealer for help. Teraoka / Campesa scales Tick Write to Sales if this is item has to be send to the scales (even if the item is a preset price item). Tick Preset Price scale item if the item is a preset item and use the scale just to create a label. Serial No Tab If the user has a serial numbered stock item in the store, tick the box Define a serial numbered item. Every time the user creates a GRV, Invoice etc for this item, BackOffice will pop-up a serial number tracking screen, prompting to enter in the serial numbers being purchased, or sold. Item Linking If the user adds a PLU to the grid it will automatically trigger the sale of that PLU when the master PLU is sold. This feature is only applicable to SmartCash II, FlashPos and BackOffice debtor invoices. For example purchase a case of beer. The storeowner is charged for the beer and for the case. Now the user has to link the case to the beer because the owner is charged separately. Application 1. Select the item by using the search facility (explained in more detail in the section Search) or use the NEXT/PREVIOUS key to find the item. 2. Click on the ITEM LINKING tab and click on the AMMEND key. 3. The ADD PLU LINK key and the DELETE PLU LINK key will now be activated. To add an item click on the ADD PLU LINK key. 4. A screen similar to the Search screen will appear and operates in the same way. Search for the item and double click on it. 5. The item now appears in the grid in the ITEM LINKING tab. 6. Finally click the SAVE key and the process is completed 36

Extras Define Core PLUs Fig 7.7 Showing a case linked to the single In some cases the user enters an item with many variants of itself with the same prices whereby the prices have to be constantly changed? Sentinel BackOffice overcomes these types of problems. With its CORE PLU feature the user can change the selling price for multiple PLUs by adjusting the selling price of the core PLU. For example: The store stocks items of a particular brand, from Supplier X with many different flavours. X produces and supplies item Y in six different flavours. After entering each flavour as a new PLU in the stock records, the user is required to increase or decrease prices for the whole range. In such a case all that is required is link all flavours and when a price change is made to one, all change. EG: 1. Search for the item e.g. W. Use the Search facility (explained in more detail in the section SEARCH) or use the NEXT/PREVIOUS key. 2. Click on the EXTRAS tab and click the AMMEND key to the right. 37

3. The user is now ready to link items. Click on the option DEFINE CORE PLU FOR SELLING PRICE UPDATES. 4. Click the ADD NEW ITEM key at the bottom of the grid. A screen similar to the Search screen will appear. It functions just the same. Search for the item required to be linked and double click on it. 5. The item now appears in the grid in the extras tab. Repeat step 4 to add more items. 6. When complete click on the SAVE key. Fig 7.8 Core PLU Defined 38

7.2 Importing Sales into BackOffice Retrieving Sales Data This feature is to retrieve sales data from Interact. There are three ways to access this feature. 1. Click on File then Retrieve Sales Data. 2. Press the F3 key 3. Click on the icon to the left of the calculator as shown here. The screen below should open. Once the screen is open, select the date from the calendar. This date MUST be the same date when the extraction was complete at the ECR. Finally click on the Retrieve Sales key. Sales files will now be updated Sales data can also be removed from Sentinel BackOffice for a particular date. Click on the Remove Sales Data tab, select the date to remove the sales data and click on the Remove Sales Data key. This will reverse the process and recreate the Interact sales data file. 39

Retrieving Debtor Sales Click on the file Retrieve Debtor Sales Only. The screen below will appear. Select the date that the extraction from the ECR was completed and click Retrieve Sales. 7.3 Stock Adjustment screen This section allows the user to update the stock on hand quantities of the stock items that are in the system. This screen shot will show the variances on each item. 40

Click on Inventory -> Stock Adjustment or press F11. Choose the adjustment date. The user can bring a stock item into the grid in five ways 1. Type the PLU number in the PLU column 2. Click on the Search key. 3. Double click on the Description column. 4. Import a file imported from a stock take scanner. 5. Scan item in using a barcode scanner. Once the stock item is in the grid type in the new quantity in the New Qty column, merely type in a value in the Adj Qty column. Importing items from a stock take scanner / ECR On the main menu in BackOffice, click the File menu option. Choose Import Files On the Import Files screen there are a choice of two scanners for the system. Tick the type of scanner purchased Type in an aisle number Click on next Depending on the scanner that chosen, the scanner utility will open. 41

TELXON utility program Zebex utility program 42

ECR Import TELXON Press the Tcom key to download file. Close the program when complete. Zebex Click on the Connect key, and then click the upload key. Save the imported file as C:\Program Files\Back Office\Freetask.uld. Close the program when complete. ECR Choose the date of extraction from the ECR. Click on Continue. Click on Exit to leave the screen. Click OK on the Download complete box BackOffice will fire up notepad displaying the items that have been imported successfully. BackOffice will also display the items that where not found in it s database. This section will take some time depending on the amount of items scanned and the speed of the PC. Exit the import screen. The file created can be imported to the Stock Adjustment screen. 43

Importing a file into Stock Adjustment screen To import items in the same way those were scanned Tick the Print Stock Sheet box first. Click on the Import key. Or else click on the Import key; this will return everything scanned in PLU order. Printing reports before accepting stock Stock take sheet To print a stock take sheet tick the Print Stock Sheet box, then click on the Print Grid key. Temporary stock adjustment Make sure there is NO tick in the Print Stock Sheet box. Click on the Print Grid key. This will display the Temporary Stock adjustment report showing variances. Click on Adjust Stock key to accept changes. Print the Stock Adjustment report. Click on Exit to leave screen. Fig 7.9 Temporary Stock Take Sheet 44

Fig 7.10 Temporary Stock Adjust report Fig 7.11 Stock Adjustment Screen 45

7.4 Doing Batch Updates Updating Average Cost Price All Sentinel BackOffice reports run on an average cost price. The average cost is calculated whenever a Goods Receiver, Supplier Credit Note or Inter-store Transfer is created. In this section set the average cost to be equal to the standard cost in the system. Procedure: Click on the Inventory menu option on the Sentinel BackOffice main menu. Click onto Batch Updates Click onto the Update Average Cost option in the sub menu. The Update average cost screen (Fig 7.12) will appear. Fig 7.12 Update average costing Choose the department number to start in from the drop down box. Once completed, do the same for the end department. Click onto the Continue key to proceed. 46

All average cost will now be equal to the standard cost in the chosen departments. Click onto Exit to leave this screen. Updating Selling Prices This option allows to quickly updating the selling prices in a range of departments based on the gross profit or markup chosen to make up that department. Furthermore, there is the option to base this profit on the cost or average cost in the system. Procedure: On the Sentinel BackOffice main menu, click onto Inventory. Choose Batch Updates. Click onto Update Selling Prices from the sub menu. The update selling price screen (Fig 7.13) will appear. Fig 7.13 Update selling price screen 47

Choose the departments to update. Do this by clicking on the Start Dept and End Dept drop down boxes. Click on the option key next to the cost price to base the markup or profit on. Click on either Markup or GP depending on which type of update required. Type in the percent required to be added to the cost in the box next to the specific selling price level. Click on Continue. When complete click Exit to leave screen. Zeroing Department selling prices To zero the selling price of all items in a department, tick the box for the option Zero specified selling Prices 48

Tick the box next to the selling price required to be zeroed. Click on Continue. After the process as finished, click Exit to leave screen. Updating Scale Prices If linked to either Teraoka or Campesa scales, this facility allows sending batch updates (price, stock descriptions etc) to the scales. Procedure: On the main menu, click Inventory Choose Batch Updates Click on Update Scale Price Fig 7.14 Update scale item On the Update Scale Price screen (Fig 7.14) click on the option key next to the name of the scale that the user has By default, the option to send ALL scaleable items is set. (Defining an item as scaleable is discussed in the chapter Maintaining Stock Items). 49

To choose a range of items, type in the PLU number of the item in the Start PLU box or click on the search key next to the box. This will take the user to the search screen (discussed in the chapter Searching for Stock Items). Once this is complete choose the end PLU in the same way. Click onto the Update key. When the process is finished close the screen by clicking on the Exit key. 50

7.5 Importing/Exporting Selling Prices This facility will allow the user a constant selling price in all branches in a chain store situation, where not all the stores information is found on a single computer. This section allows exporting price changes to an external file, which can be copied and send to the other stores. Procedure: (Exporting Price Changes to remote PC) On the Main menu, click on Inventory Choose Export/Import Click onto Export Selling Prices A screen with a calendar will appear. Choose a start date, by double-clicking, from which the user has started making changes. Click on the small arrows near the name of the month to move to previous months. Click OK In the next screen, choose the end date A message box will appear displaying the status of the export. On a successful export, the user will be prompted if they would like a printout of the changes that are to be exported. Click Yes to view these items. 51

The export file named SellingPrice.sp1 can be found in the path <Installation Drive>:\Program Files\Back Office\Store Info\Export. Browse My Computer or Windows Explorer for this file. Copy this file to the remote computer via PC Anywhere or CD to the above-mentioned path. On the remote PC, Login BackOffice. Click Inventory -> Export/Import -> Import Selling Prices. If the export file is found, BackOffice will then update itself with the new prices. Once this is complete, the user will be prompted to printout the imported prices. Click Yes to view these prices. Print this report if required then close the report. PLEASE NOTE: The reports generated during the Export and Import processes are not stored as they are purely for comparison purposes. Please print these reports if the user requires a record of information exported from or imported into the system. 52

8. Creditors 8.1 Creditor Maintenance To select this screen, click on Creditor -> Supplier Maintenance. When the screen is opened, the first creditor s details will appear. Fig 8.1 Supplier Maintenance screen Adding a Creditor: 1. Click on the Add key. 2. The only compulsory fields are the creditor name, creditor ID number. 3. When all the contact details have been filled in click Save. 53

Deleting a Creditor: 1. Select the creditor to be deleted by clicking the arrow on the drop down box at the top of the screen. 2. Click on the delete key. 3. The user will be asked to confirm the deletion, if correct click on Yes. Inter-store Supplier In the case of a chain store situation, where the stock items are purchased at a central location, this option converts a normal supplier to a Store. When the current store receives a supplier invoice and creates a GRV, the GRV is logged as a transfer- in rather than a purchase. This is how an inter-store-transfer is handled when the two stores act as separate entities and the BackOffice databases lie on separate machines. Month-end Supplier Ticking this option tells the user that the creditors account needs to be aged at the end of the month. However if there is a case where the creditor account needs to be rolled over midmonth then this option must not be ticked. Supplier is VAT Registered Ticking this option means the supplier is VAT registered and can charge VAT on goods sold. If this option is not ticked then when the user creates a GRV on an item that is vatable, no vat is included during the calculation of a GRV because the supplier of the item is not Vat registered. Creating Deals This feature allows for creating pricing deals between the buyer and the supplier. To create deals: 1. Choose the correct supplier. 2. Click on the Create Deal key. 3. Enter the date of which the deal will start and then enter the date of which the deal will end. 4. Enter a supplier reference number (optional). 5. Select the items for the deal. This can be achieved in two ways: Type in the PLU number in the grid and press enter. Use the search facility to select items. 54

6. If an item is not linked to a supplier Sentinel BackOffice will prompt if linkage is required for that supplier. Click Yes if linkage is required. 7. Enter the new price in the New Cost column. 8. Finally click on the Create Deal key The user has the option to Pend a deal and returns to it in the future. To call up a pended deal, click on the pending deal option and choose the deal from the drop down box. Fig 8.2 Supplier Deals screen 55

8.2 Purchasing 8.2.1 Finding out what to order In order to know what is required to be purchased, a multitude of reports can be displayed or printed. Stock movement by supplier report This report will show the user what needs to be purchased, by supplier, taking into consideration the Lead time, Review time and the quantity of backup stock required in the store as well as the average sales per week. This information relates to items that are linked to a supplier, and shows the user what the model stock should be and what is needed to purchase from that supplier. Click on the Report option in the Menu bar, or click on the report icon in the tool bar. This takes the user to the reports screen (Fig 7.3) Fig 8.3 Reports screen 56

Double-click on Inventory Choose Stock Movement by supplier report. Choose the period required to see the sales for i.e. choose a Start date click OK, then choose an End date, click OK. Choose a supplier from the supplier list. Click on OK Enter in the back up stock required (in weeks). Click OK Fig 8.4 Stock Movement by supplier report Items to Order Report This report uses the Maximum / Minimum quantities set in the Stock Item Maintenance screen to show what stock is short. Click on Reports in the menu bar or click on the reports icon in the tool bar. Double-click on Inventory Choose the report Items to Order 57

Fig 8.5 Items to Order report Sales per Week report This report shows the trend in sales for the required period. This report is discussed further in Creating Purchase Orders. Purchase Order Suggest Button This key in the purchase order section that looks at the maximum and minimum quantities set in the Stock Items Maintenance screen, but only shows the items that are linked to the current supplier. Discussed further in the Creating Purchase Orders. 58

8.2.2 Creating Purchase Orders This screen is used for ordering new stock. The figure below is the purchase order screen. To get to this screen, click on Purchasing -> Purchase Orders or use the shortcut by pressing the F4 key. In this screen the user will either create a purchase order or work on a pending purchase order. On entering the screen a purchase order number is created, which is non-editable. The purchase order date is also non-editable. It is presumed that the date the purchase order is created is the actual date the purchase order will be made. Requirements to create a purchase order 1. Expected delivery date of the purchase order: This is the date that the items ordered would physically arrive at the destination. To do this click on the arrow for the drop down box next to Expected Delivery date. When the calendar appears, select a month, year and double-click on the date that the delivery would take place. 2. Supplier details: To select a supplier that the purchase will be made from, click on the arrow for the drop down box next to Supplier. Note that if a supplier has not been created, the user will not be able enter the purchase order screen and an error message will pop up. If the user encounters this error, refer to the section Supplier Maintenance. 3. Deliver to Store: The user will need to select a store that the delivery will be made to. In the drop down box next to Deliver to Store will be a list of stores. Select a choice by clicking on the arrow for the drop down box. 4. Discounts: Discounts can be entered either as a percentage or currency. Selecting one of these options applies to ALL the items in the grid and cannot be changed after items are displayed on the grid. 5. Selecting Items to Purchase: Selecting items to purchase can be completed in one of four ways: By Supplier Code: Click on the Use Supplier Code option and type in a supplier code in the column SUPP Code in the grid below. Sentinel BackOffice will search for the item and display the item and it s appropriate details on the form. By PLU Number: Click on the Use PLU Number option and type in a PLU number in the column PLU in the grid below. Sentinel BackOffice will search for the item and display the item and it s appropriate details on the form. 59

By Searching: Click on the search key to find an item. The use of the search facility is discussed in more detail in the section Searching. By Barcode Scanning: If a barcode scanner is connected to the PC and configured in Sentinel Sentinel BackOffice, items can be scanned into the purchase order grid. 6. Selecting quantity to purchase: Click on the appropriate cell in the Order Qty column and enter the order quantity. The Order value, VAT, and including VAT amounts are automatically calculated. Also the totals including and excluding VAT are automatically calculated at the top of the screen, outside the grid. These total represent the amounts for all the items in the grid. 7. Removing Items: Right-click on the item in the grid and click on Delete current row. 8. Inserting a row: Right-click on the grid and click Insert a row. Notes: To the mid right of the screen is a Quantity already on order value. If the user clicks on an item in the grid, and that item is already on order, the quantity on order will be displayed in the above mentioned text box. 9. Finally click on the Save PO key to save the purchase order. Fig 8.6 The purchase order screen 60