Retail manager step by step v2 0

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All rights reserved. These materials are copyright © 2011 Opus Solutions Ltd. Opus Solutions Ltd endeavours to ensure that the information contained in this document iscorrect but does not accept any liability for error or omission.DISCLAIMEROpus Solutions Ltd has tried to ensure that the contents of this document are accurate. However Opus Solutions Ltd will not accept liability for any loss or damageor inconvenience arising as a consequence of any use or inability to use any information contained in this document. Persons who use this document and rely on any Information do so at their own risk. Opus Solutions Ltd does not represent or warrant that the information is accurate, complete or up-to-date. Availability of information issubject to change without notice.

RETAIL MANAGER Step By Step Guide

OPUS RETAIL SOUTIONS RM6000 STEP BY STEP GUIDE

RM6000 Step By Step Guide

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O P U S R E T A I L S O L U T I O N S

RM6000 Step By Step Guide 2.0

OPUS Retail Solutions 137 York Road • Belfast • BT15 3GZ

Phone 028 90355840 • Fax 028 90355841

Table of Contents How to Use This Manual 4 The Main Toolbar 4 Adding & Modifying Security Settings 6 Editing User Accounts 7 Setting up Basic Data Attributes 9 Product Classification 9 Adding Suppliers 12 Adding Reason Codes 15 Entering Products (Product Entry) 17 Product Entry Configuration. 18 Configuration Option 1: 18 Configuration Option 2: 21 Configuration Option 3: 21 OPTION A: 22 OPTION B: 23 OPTION C: 23 Product Record Information. 26 Adding Products to Retail Manager 29 Creation of a New Product Record. 31 Basic Details Tab: 33 Additional Details Tab: 35 Cost Prices Tab: 38 Stock Tab: 40 Sale Pricing Tab: 41 Picture Tab: 42 Promotional Price Changes 47 New Line Entry Method 50 Grid Entry Method 51 Amending Existing Prices 53

Grid Entry Method 56 Range Discounts 57 Customer Discounts 59 Store Discounts 61 Entering Stock in Product Entry 62 STANDARD COUNT 63 RANDOM COUNT 68 INVENTORY COUNT 70 Stock-take Using A Mobile Device 72 Importing a Completed Count 81 Standard Count 81 Random Count 82 General Import 83 Zero All Uncounted Stock 83 Creating a Purchase Order 85 Creating a New Purchase Order 85 Grid Entry method 89 External Goods Received 91 Internal Despatches 98 Grid Entry Method 100 Mobile Device Method 101 Internal Goods Received 102 Creating Reports Using Reports Manager107 Reports Manager Controls 108 Creating a new Selection Criteria for a

Report 110 Scheduling Reports 119 Reports Processor 126 Export for Label Printing 128 Finance Manager 132 Tax Codes 132 Card Setup 137 Loyalty Schemes 139 Scheme Tab: 141 Sale Breakpoints Tab: 142 Purchase Budget 145 Currency Setup 148 Product Entry Discounts Screen 152 Adding Customers & dealing with

Account sales 166 Taking a Payment in Retail Manager 173

Various other stuff 176 he Retail Manager software has the ability to

do a wide variety of things. Some of which

we will discus in this chapter. 176 Sales Watcher 176

Epos Control 178 Epos Grid Entry 179

THE MAIN TOOLBAR & SECURITY

How to Use This Manual This Section describes how to use this ‘Retail Manager Step by Step Guide’ and what to look out for when reading it. This chapter will also give brief explanation of the main user interface and menus that are in Retail Manager.

he “icon keys” at left are used throughout this manual in order to make understanding things a little easier. At the end of each chapter you will be set a few tests to

perform in order to test your knowledge and allow you to familiarise yourself with the Rm6000 Retail application.

The Main Toolbar hen you have first logged into Retail Manager (RM) you will open onto the Main Toolbar. From this screen you can access the menu structure that will

guide you through the rest of RETAIL MANAGER. As you highlight each of the icons along the toolbar it will give you a description of its name using a tooltip. These are detailed in Figure 1. On Page 5.

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Valuable information

Test your knowledge

Keyboard exercise

Workbook review

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Database Manager

Contains data about Customers, Suppliers, Products, Locations and terminals that are connected to the server. Lets the user set up discount structures and special barcodes. Also has access to some of the browsers.

Sales Manager

This lets the user change between languages. Additional Languages can be obtained on request from OPUS Head office.

Inventory Manager

Internal & External Dispatches, Internal & External goods received, Inventory Counting and Stock taking can be found here.

Reports Manager

Reports manager and processor are contained with in this menu. With this many reports can be executed. An Export for Label Printing option is also available.

Finance Manager

Accounts, Budgets, Currency Setup, Cards Setup, Pricing Options, Shipment Setup, Taxation Setup, Control Accounts, Loyalty Schemes, and Stopped Cards/Cheques are located in this menu.

System Manager

Data Integrity, Deletions, Document Archive, Interfacing, Location Parameters Setup, Loyalty Processor, Security Setup, System can be found in this menu.

FIGURE 1. THE MAIN RETAIL MANAGER TOOLBAR EXPLAINED.

When you click on each of the icons on the MAIN TOOLBAR you will see a drop-down menu, this allows you to access the individual modules in the RETAIL MANAGER system. Each of these modules will be discussed in turn as we move through this step by step guide.

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Adding & Modifying Security Settings

FIGURE 2. SYSTEM MANAGER / SECURITY SETUP

In order to grant and prevent users accessing areas of RETAIL MANAGER or POSXPRESS you can set access rights this section of the manual deals with creating and changing these access rights. A degree of RETAIL MANAGER knowledge will be required; this would be knowledge of module names and functions. Firstly open the SECURITY MODULE, click on SYSTEM MANAGER -> SECURITY SETUP -> USER RIGHTS, you will see a screen like this. Figure3.

FIGURE 3. CREATING NEW USER ACCOUNTS THE SECURITY RIGHTS FORM.

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1 - Click on the NEW ICON. You can now type into the boxes along the top line, supply details for:

UserId – This is what the user will type into the login screens.

Name – This is what will display on reports or till receipts.

Password – The password that the user will use to login.

2 – Available locations must be filled in for the shops that you need the user account to function in, you can click on the arrow pointing right to move the location name from Available to Assigned. NB. You can only assign the location that you are currently at. You must assign the location for another branch at the branch level.

3 – Once the locations are assigned you can now assign Form Access. Forms are RETAIL MANAGER modules or a function within a module. You must move the available forms to the right hand side of the screen. This can be under either the EDIT or BROWSE tab, the difference being forms under the EDIT tab the user can view and make changes to; whilst forms under the browse tab can only be viewed by the user.

4 - Once you have assigned all the forms and users to the correct places click on the SAVE icon.

The changes are now made you can test the account at the back office immediately, though a Till account will not be available until next till update. This is usually every 60 minutes.

Editing User Accounts

1 – Use the EYEGLASS next to the UserId field to activate the search facility, and then use the search screen to find and select the user that you wish to modify rights for.

2 – Once the correct UserId is displayed in the field click on The

EDIT ICON you can now modify the Forms and Location

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rights for the user. This is done by using the arrows to either enable or disable forms.

3- Once you have made the updates click on the SAVE ICON

to apply the changes.

When you are creating accounts initially, please consider creating accounts with certain levels of security for the following users: Manager, Supervisor, Sales User, Temporary staff. This will make it easier when creating new users by copying the user with the rights you want. I.E. If you want a user with all the rights of Supervisor then simply copy the supervisor user and rename before giving new password. The same goes for any of the other accounts.

1. Try adding a new user then give that user rights to forms.

2. Try allowing that user access to a certain location.

3. Try changing user’s passwords in edit mode.

4. Try removing and adding forms to that user.

5. Try Creating a new user and giving that user rights to only one location.

6. Try adding a user and disallowing account sales.

7. Stop user from doing a Z-read or a cash lift.

8. Disallow the user from doing returns this will prompt for supervisor input.

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Test your knowledge

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GETTING STARTED

Setting up Basic Data Attributes This Section describes how to use this ‘setup Retail Manager in order that your business will get the most from the application..

he next thing you will need to do before being able to use Retail Manager correctly is to build your Database, that is a collection of data about you business, these

may include Suppliers, Products, Customers, Product Classifications. N.B. These steps may already have been carried out by OPUS Retail Solutions. However, they are included in case modifications are required. Each item must be entered in turn to add it to the system, detailed below is a guide as to which you should create first and the details of how they should be entered into RETAIL MANAGER.

Product Classification

The product classification structure defines each product you enter into the database, this will allow you to report on or modify large sections of products when the system is up and running.

Product classification is a way of grouping items together, for instance you may have in your business many pairs of RED shoes, or many products in the FROZEN FOODS department.

The first thing to do before entering any data is to decide on how you wish to break up your product classification, some things to consider may be:

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DEPARTMENT

SUB DEPARTMENT

COLOUR

SIZE

COUNTRY OF ORIGIN

Once you have decided on how you wish to classify your products you can enter this data into RETAIL MANAGER, you can obviously add to your classification at a later time but is best to set it all up before you add any products.

In order to start entering data you must first open the PRODUCT CLASSIFACTION MODULE this is how to do this: 1. Click on DATABASE MANAGER SYSTEM DATA PRODUCT

CLASSIFICATION CLASSIFICATION

2. You will now have the Classification Browser screen open figure 4. N.B. Classifications already added.

FIGURE 4. THE CLASSIFICATION BROWSER.

3. N.B. Most Businesses will only have one Business Structure and this may already have been setup by OPUS Retail

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Solutions Support Team. If not you can add up to 24 levels in the Classification Browser. Start by clicking on the NEW ICON.

4. This will open the Classification Browser in add mode figure 5.

FIGURE 5. CLASSIFICATION BROWSER MAINTENANCE SCREEN

5. The first thing you need to enter is an ID code, usually. Press the TAB KEY on your keyboard to navigate, or use the mouse to click into the next field.

7. Next give it a description that can feasibly whatever you wish i.e. FURNITURE.

8. Now you can enter in the Classification items you have decided on in each of the Catalogue Numbers. As you can see from above we have used Department and Sub-department.

9. Once you have entered in all of you Classifications click on

the SAVE ICON to save the record.

This will now return you to the Main Interface.

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When you are creating classifications, please bear in mind your own business structures. Some people like to have departments, sub-departments, Group, manufacturer etc. Others might add colours etc.

1. Try adding a new classification level.

2. Try editing an already existing classification.

3. Try adding a sub Department level

4. Try adding some sub Departments to that level

Adding Suppliers

Adding Suppliers is the next step in building the RETAIL MANAGER database; this is an important part of the system when you are running Purchase Orders and Goods Received later. Having accurate supplier information in the database is also useful for Reporting and Stock Taking when the system is up and running. This is how we add Supplier information to the RETAIL MANAGER database

Click on DATABASE MANAGER BASE DATA SUPPLIERS SUPPLIER RECORD Figure 6.

FIGURE 6. BROWSING TO THE SUPPLIER RECORD MENU ITEM.

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1. You will now have the Supplier record screen open Figure 7.

FIGURE 7. SUPPLIER RECORD SCREEN.

2. Click on the NEW ICON to start adding information.

3. Enter an ID code, again this can be up to 20 characters but try and keep it as short as possible.

4. Fill in the details for the other fields:

FIELD NAME WHAT IT IS FOR?

ID SYSTEM ID FOR THE SUPPLIER

NAME SUPPLIERS NAME

SHORT NAME ABREVIATED SUPPLIER NAME

DESCRIPTION A BRIEF DESCRIPTION OF THE SUPPLIER

I.e. Supplies Carrier Bags

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ADDRESS (1ST, 2ND, 3RD )

ADDRESS DETAILS OF SUPPLIERS ADDRESS

POSTAL CODE DETAILS OF SUPPLIERS POST CODE

TEL / FAX NUMBER DETAILS OF SUPPLIERS TEL & FAX NOS

E-MAIL DETAILS OF SUPPLIERS EMAIL ADDRESS

ADDITIONAL

CONTACTS STORES UP TO 4 CONTACT NAMES

CALL DAY STORES THE DAY SUPPLIER / REP NORMALLY VISITS YOU

DEFAULT LEAD TIME HOLDS SUPPLIERS NORMAL LEAD TIME

AVERAGE LEAD TIME SYSTEM GENERATED LEAD-TIME INFO.

NOTES STORES ANY ADDITIONAL NOTES

N.B. Fields highlighted in Grey must be entered; Field names in Bold are TAB keys.

5. Once you have entered all the required details for the supplier then click on the SAVE icon.

6. To add further suppliers simply repeat from Step Number 3.

7. After you have finished SAVING details to the final record,

click on the EXIT ICON to return to the MAIN TOOLBAR.

8. Additional Supplier details may be added at a later date, by editing the record. It may also be a good idea to enter the Supplier Details for a group of products as you are keying in the Product Details.

Supplier discounts can be checked from the Supplier record form. It may be worth noting that when adding a supplier if you do not add a supplierid one will be automatically created for you. If you want supplier id that are unique to you add before tabbing out of the id field.

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1. Try adding a Supplier and supplier details.

2. Try editing an already existing Supplier and adding extra details.

3. Try searching for a supplier by clicking on the magnifying

glass icon. You can then search by supplierid, name or postcode.

4. Try viewing Supplier Product list.

Adding Reason Codes

Reason Codes are used in RETAIL MANAGER to define why an action has taken place, such as a Stock Take. The Reason Codes allow users a quick way of providing an explanation for actions within the system, such as Random Stock Take. The collection of Reason Code will probably grow with your database as you find more options are available you may need to enter codes for these.

There are many places in RETAIL MANAGER where you can add a Reason Code from, usually on a screen where the system require you to enter a Reason for your action, but they all use the same input screen. This section will deal with the method involved when entering Reason Codes into the database.

The first code will need to enter would OPENING STOCK as this will be the Reason most used whilst you are building your database.

Click on Database Manager System data Reason Codes. Figure 8 On Page 16.

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FIGURE 8. SUPPLIER RECORD SCREEN

This will open a screen just like the one below figure 9.

FIG 9. REASON CODES SCREEN

1. Click on the NEW icon and enter an ID code, up to 4 characters.

2. Enter a Description for your Reason Code as you can above we have a Work Carried Out reason.

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3. Finally click on the SAVE icon to commit the changes into the Database.

4. If you need to create another Reason simply repeat from Step 3 above.

5. When you have entered all the codes you need click on the

EXIT ICON to return to the MAIN TOOLBAR.

Entering Products (Product Entry)

The recommended way to enter product details is to use the product entry screen which can be accessed by clicking on:

Database Manager Base data Products Product Entry.

This will present you with the Product Entry screen see below fig 10. On Page 18.

Here you can see most information about a particular product , the screen is divided up into TABS, i.e. Product List, Basic Details, Additional Details, Notes, Pseudo Product, Cost Pricing, Stock, Sale Pricing and Picture. The first tab Product List is essentially used for product searching.

The Product Entry screen contains detailed information about each product.

The Product Entry screen is used to enquire, add, edit or delete product detail information.

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FIGURE 10. MAIN PRODUCT ENTRY SCREEN

Product Entry Configuration.

Product Entry has four main configuration options:

Option 1: Product List Tab Visible information.

Option 2: Product List Tab Filter.

Option 3: Configuration Icon.

Option 4: Product Template Icon.

The Product List tab view displays detailed information for each product. Click on any product using the ‘Right Mouse’ Button. A configuration window will open.

Configuration Option 1: Product List Tab Visible information.

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FIGURE 11. RIGHT CLICK MENU FOR GRID CONFIGURATION.

Click ‘Visible Fields …’ to view and amend the list of information to be displayed in the grid view against each product in the Product List. Check the fields that you want to have displayed, uncheck those which you don't wish to see.

FIGURE 12. GRID LIST VIEW FIELD DISPLAY OPTIONS.

Initially all information fields will be Checked. Uncheck the fields you do not want to be visible in the display.

Click the OK Button.

The information displayed against each product will now be modified figure 12.

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If you wish the layout to appear at all times then right click on the grid using the ‘Right Mouse’ Button. The configuration menu will open; select the ‘Save Grid Layout’ option.

Every time the Product Entry module is opened it will display the requested information only, against each product.

If at any time the default layout is required then right click on the grid using the ‘Right Mouse’ Button. The configuration menu will open; select the ‘Default Grid Layout’ option.

To return to the user layout then Click on any product using the ‘Right Mouse’ Button. The configuration window will open; select the ‘Recall Grid Layout’ option.

The column order in which the information for each product is displayed can also be modified by the user.

Click on the column header at the top of grid column and move it to the position required.

Following the re-arrangement of the layout, Right Click on the grid layout using the ‘Right Mouse’ Button. The configuration menu will open; select the ‘Save Grid Layout’ option to save it.

FIGURE 13. PRODUCT ENTRY DISPLAY WITH DESCRIPTION INFORMATION MOVED TO POSITION 1.

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1. Try removing items from the grid and then restoring grid to default layout.

2. Try moving columns around in the grid and then save grid layout by right clicking and saving grid layout.

3. Try recalling grid layout do the above several times until you are confident how to use it.

At the bottom of the Product List Tab, Filter Options are available for selecting a specific, or a range of Products. Tick the check box for the filter required and enter a selection, E.G. Supplier. Click the Filter icon and all Products supplied by the selected supplier will appear.

To save the filter settings as a user default click the ‘Save Filter as Default’ button. At any time the Saved default can be recalled by clicking the ‘Default Filter’ button.

The Product Entry form provides the user with an option to enter details of Product Selling Price and initial Stock. This type of information is controlled within RETAIL MANAGER by a separate functions called Transactions. Each Transaction generated has to be processed [Executed] into RETAIL MANAGER via the Transaction Processor functions. Product Entry Configuration provides 3 options for the Execution of these Transactions.

Test your knowledge

Configuration Option 2: Product List Tab Filter.

Configuration Option 3: Configuration Icon.

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Click the CONFIGURATION icon to display the Execute Configuration form see Fig 14 below.

FIG 14. CONFIGURATION SCREEN

Select the required method of Executing Selling Price and Initial Stock Transactions.

When setting up product prices if the default setting for 'Selected Locations' should be active then check the Selected Locations setting this will ensure all changes go to all stores.

This option will execute the Selling Price and Initial Stock Transactions immediately the Product is Saved.

The Product Selling Price and Initial Stock are immediately active at the current RETAIL MANAGER Location.

In a Multi-Location system the Selling Price Transactions will be transmitted to the RETAIL MANAGER locations later.

NB: This option may be slow if a large number of products are to be added.

OPTION A: Execute Price and Stock On Save.

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This option will execute the Selling Price and Initial Stock Transactions at the end of the use of the Product Entry form I.E. when the EXIT icon is clicked.

The Product Selling Price and Initial Stock are active at the current RETAIL MANAGER Location following the form being closed.

In a Multi-Location system the Selling Price Transactions will be transmitted to the RETAIL MANAGER locations later.

NB: This option may be slow upon EXIT if a large number of products have been added.

This option will execute the Selling Price and Initial Stock Transactions via the RETAIL MANAGER Transaction Processor which is a scheduled event at the RETAIL MANAGER Sever.

NB: This option applies the Transactions automatically but not immediately. It provides the minimum of delay to the User.

NB: For Options A and B above to operate a copy of the RETAIL MANAGER Transaction Processor program MUST be installed on the USER PC in the same directory as other RETAIL MANAGER programs. Contact the Systems Administrator for technical assistance.

Selected-locations-default-on. This defines if the list of locations for price is kept as your default or not. See 'Price Locations' following this for more details.

Default-to-inclusive-tax-prices This defines whether pricing for new products will default to tax inclusive or not. Pricing on existing products will default to how the existing price has been set up. E.G. if it was inclusive before then the new price will default to inclusive.

Next-Product-Code This defines the prefix and number to use for the next product code.

OPTION B: Execute Price and Stock On Close.

OPTION C: Execute Price and Stock By Processor.

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Roll-Label-Report This defines the report name to be used for roll labels. This report is the same for all modules using the roll label printing process.

Currency-Link

This will bring up the price type to currency link form figure 15.

FIGURE 15. ALLOWING USER TO SET THE CURRENCY THAT IS AUTOMATICALLY SELECTED WHEN A PRICE TYPE IS SELECTED IN ADDITIONAL PRICING.

When creating a product using the NEW icon, it is possible to base the new product on an existing product template. To activate a product template click the ‘Select Product Template’

icon. The template product form will open Figure 16 on Page 25.

Select the required product to act as the Template Product and click OK.

Configuration Option 4: Product Template Icon.

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The Product will appear at the top of the screen as follows:

If the Template Product is not required when creating a NEW product un-check the tick box on the main screen.

NB: Every time the Product module is opened the Template option will be checked.

If this is not required; UNCHECK the Template option and click the icon. The Product module will open with the Template option.

Uncheck to revert to the Template option being the default, Check the Template option and Click the icon.

FIG 16. TEMPLATE PRODUCT SCREEN.

Exporting All Product Data to a CSV File.

To Export all RETAIL MANAGER product data to a CSV File click

the button and select the location and file name for the data to be stored. Details of the data format are contained within the Opus Solutions document 'RETAIL MANAGER Product Import'.

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Product Record Information. When creating a NEW product the Mandatory information to be supplied is:

The Product Record details must include:

Basic Details Tab - Product Code: This is a unique identifier that will denote the product throughout the RETAIL MANAGER system. If a code is not entered then the system will default to the first free code.

Basic Details Tab - Product Description: The name of the product which will be used throughout the retail system.

Basic Details Tab - Product Status: E.G. Active, Suspended, or Marked for Deletion. Creation of a New product will automatically default to Status: Active.

Basic Details Tab - Taxation Code to apply to the product.

Additional Details Tab - Default Supplier and Manufacturer: This will identify the normal source and producer of the product.

Additional Details Tab - Classification: The Classification will identify where within the Business Structure the product is located. Where Product Structure, Product Options and Product Extra are used then the relevant details are required to be identified for the product. NB. When Classification Catalogues have a record ‘Not Used’ then data entry in these fields can be ignored and the default value of ‘Not Used’ will be automatically entered.

Additional Details Tab - Unit of Measure: The Unit of Measure identifies the way in which the product is held. E.G. units, kilograms, meters etc.

When creating a NEW product, the Non Mandatory information that can be added is:

Basic Details Tab - Alternative Description: An alternative product description which can be used at the Point of Sale.

Basic Details Tab - Unit Cost: The current cost price from the Default Supplier.

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Basic Details Tab - Normal Retail Price and End Date: The Normal Retail Price that the product is to be sold for. The price has a default of including Sales Tax. Uncheck the ‘Inc.’ Checkbox if the price excludes Sales Tax. The starting date of the Retail Price Instruction will be ‘Today’. Select the ‘End Date’ to apply or leave as the default date.

Basic Details Tab - Promotional Retail Price and End Date: The Promotional Retail Price that the product is to be discounted to. The price has a default of including Sales Tax. Uncheck the ‘Inc.’ Checkbox if the price excludes Sales Tax. Enter the ‘Start Date’ of the Promotional Price Instruction or leave as the Default date which will be ‘Today’. Select the ‘End Date’ of the Promotional Price Instruction or leave as the Default date which will be ‘Today’.

Basic Details Tab - In a Multi-Location system Check the ‘Selected Locations’ Checkbox if the Price Instructions are to be applied at all selected locations. NB: RETAIL MANAGER Price Instruction transactions will be created and transferred to each location for execution. To set the locations to be active in the Selected List click the icon. The Price Locations form will open Figure 17. and the required locations can be selected.

FIG 17. PRICE LOCATIONS FORM

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NB: With the Selected Locations Check-box set off then a Price Instruction will only be created for the current location.

Additional pricing can be accessed from the basic details tab in Product Entry form whilst in edit mode. Simply click on the

which will open the following additional pricing form Figure 18.

FIG 18. ADDITIONAL PRICES FORM

From this form you can create prices for price types, currencies and pack sizes other than just single in base currency and normal price type. You can also access the currency link from here and save your preferences as a default. N.B. This is not used by most of OPUS RETAIL SYSTEMS customers if in doubt please contact OPUS SUPPORT TEAM.

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Creating Products

Adding Products to Retail Manager This chapter describes how to use add and edit products in Retail Manager using the product Entry Screen.

irst run the Product Entry Screen by navigating to and Clicking on DATABASE MANAGER BASE DATA SUPPLIERS SUPPLIER RECORD Figure 19.

Basic Details Tab - Stock at this Location: The current Shelf or Bulk stock at the location the user is logged onto can be entered. NB: Upon completion of data entry an RETAIL MANAGER Stock Adjustment transaction will be created and upon Execution the stock adjustment will take place.

Basic Details Tab – Barcodes: Many barcodes can be added to a product for both Single units and different Pack sizes.

Additional Details Tab – Manufacturer Alternative: Enter any relevant alternative details for the product.

Additional Details Tab – Pack Sizes: Enter the number of units in up to three pack sizes. The may be a combination of purchase and selling pack prices.

Additional Details Tab – Default Values: Where applicable enter the planned margin, volume and weight of the product.

Additional Details Tab - Registration Type: The Registration type determines what serial number information must be collected at the point of sale, or goods arrival.

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Additional Details Tab – Additional Info: Enter up to two additional items of information that are relevant to the product.

Additional Details Tab – Till Message: Either add a new till message or select from dropdown list. NB: The selected message will appear on the Point of Sale

screen if the product is sold, warning the Till operator of required action. E.G. Ask Customer for proof of Age.

Additional Details Tab – Notes: Free format memo to add any relevant data for the product.

Pseudo Product Tab – Products in Kit:Where the product is a Pseudo product the products making up the kit can be added.

Cost Pricing Tab - Pack Cost prices can be added to the Default Supplier Cost Price Record. Additional Suppliers can be added for the product.

Stock Tab - Shelf and Bulk Bin locations can be changed for the current location. Stock at all locations is displayed within the grid.

Stock Tab - For the product the Minimum / Maximum Shelf Stock can be designated. The minimum / Maximum Total stock can be designated Shelf plus Bulk].

Stock Tab – Perishable Product: The product can be designated as a Perishable product.

Sales Pricing Tab – Price Sensitive: The product can be designated as a Price Sensitive product.

Sales Pricing Tab – Unit of Quantity: If a Unit of Quantity is relevant to the product it can be selected.

Sales Pricing Tab - Selling prices at all locations will be displayed within the grid.

Picture Tab - a picture of the product can be added.

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Creation of a New Product Record.

There are three options are available when creating a ‘NEW’ product record:

Click the NEW icon to create a NEW product record with no pre-set data. The Product Template option should be unchecked.

Using this option ALL information for the product must be added.

Click the NEW icon to create a NEW product record with pre-set data from the Product Template. The Product Template option should be checked. Using this option the following data is pre-set from the Template product:

Tax Codes

Default Supplier including Cost price

Manufacturer

Unit of Measure

Registration Type

All Classification data

Min / Max Stock values

Click the COPY icon to create a NEW product record with pre-set data based on the product displayed when the COPY icon was clicked.

Using this option the following data is pre-set from the product copied:

Product Description

Alternative Description

Tax Codes

Option 1:

Add All Product details.

Option 2:

Create Using Product Template.

Option 3:

Copy a Product from Another product.

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Default Supplier details and costs

All information displayed in the ‘Additional Details’ tab

All information displayed in the ‘Stock’ tab

Product Picture will be copied

NB: None of the options above will set Selling Prices or initial stock levels.

Adding a NEW product without the Template option 1.

To ADD a Product Record:

Select the ‘NEW’ icon.

FIGURE 19. PRODUCT ENTRY FORM OPENS WITH BASIC DETAILS TAB WHEN NEW ICON SELECTED.

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Basic Details Tab:

Add a new Product Code or leave blank. The next

available code will automatically be applied.

Add a Product Description.

Add an Alternative Product Description if required. This description will be displayed at the Point of Sale depending upon the till configuration.

Select Default Supplier, Currency and enter the product Unit Cost price.

Sales Tax Code. NB. Taxation Code is the normal tax to be applied to the product when sold. Where products are to be sold in different countries where the tax values may be different, then the additional value should be set up as Alternative Code – Sales. The Systems Administrator will determine at the tilling system which tax code is to apply. Where selling is to take place in a single country then the tax codes should be set to be identical in both cases. If the Sales Tax Code is selected by using the Search icon then the Alternative Code will default to the same value as Taxation Code.

Tax Code – Purchases. The tax code to apply when purchasing the product (the value will be applied in Purchase Orders). If the Sales Tax Code is selected by using the Search icon then the Tax Code – Purchases will default to the same value as Taxation Code.

A unit Barcode will automatically be created. To add additional bar codes: enter the new barcode, select the Pack Size to which the bar code is to apply and click the icon. To remove a bar code; select it from the list and click the icon.

If a Selling Price is to be set up at this stage; enter the normal Retail Price and if required change the End Date of the Price Instruction. The Start price for the Price Instruction will be set as today. If the price is to be Ex Sales Tax; UNCHECK the Inc. option.

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If a Selling Promotion Price is to be set up at this stage; enter the Retail Promotional Price and if required change the Start and End Date of the Price Instruction. If the price is to be Ex Sales Tax; UNCHECK the Inc. option.

If in a Multi-Location set-up the selling prices are to be applied at All Locations then Check the ‘All Locations’ box.

NB: Only Price Type: Retail Price can be set up. Other Price Types must be set up using the Pricing module. Price Instructions will be created and applied against the Configuration options above.

Stock at This Location: Initial stock for the product can be entered but only for the current location. A Stock Adjustment Instruction will be created and applied against the Configuration options above.

Status: The Product will automatically be set to Active upon saving the record.

Note

THE SYSTEM WILL AUTOMATICALLY GENERATE IT’S OWN BARCODE, N.B. THIS WILL NOT AFFECT YOUR NEW BARCODE IT SIMPLY MEANS YOU WILL HAVE TWO BARCODES FOR A PARTICULAR PRODUCT. IT IS NOT RECOMMENDED THAT YOU CHANGE OR DELETE THE SYSTEM GENERATED BARCODE.

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Additional Details Tab:

FIG 20 . PRODUCT RECORD: ADDITIONAL DETAILS TAB.

Manufacturer: Select the name of the Manufacturer. Optionally enter the Manufacturers ID code or and Alternative code.

Optionally enter Pack Sizes to be used in Purchasing and / or Selling.

Optionally enter expected Margin, Volume and Weight of the Product.

Select a Unit of Measure for the Product.

Optionally enter a Registration Type where product serial numbers are to be captured.

Optionally enter data in Additional Info 1 and 2. These fields are used to record specific user data for a product.

When selling the product a Till Message can appear alerting the operator; E.G. ‘Ask Customer for Proof of Age’. Select the

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till message from the drop down list. To add additional Till Messages: enter the new message and click the icon. To remove a Till Message;

Select it from the list and click the icon.

Optionally enter any specific Notes about the product.

Classification for product: Select the Classification to apply to the Product. The screen will display the required Catalogues to select.

Against each Catalogue that is active select the relevant entry using the drop-down list or Search icon. E.G. from Catalogue: Colour: select PINK.

FIG 21. PRODUCT ENTRY FORM OPENED WITH PSEUDO PRODUCT TAB.

Some products are special and stock is not held. E.G. a payment that maybe collected on behalf of a 3rd Party, for instance the payment of a Utility bill at the POSXpress3 Point of Sale.

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Additionally, there may be products where there is no stock of the sale item but the sale of the item is to be recorded. E.G. an ice cream is made up of a cone, ice cream & a chocolate flake. The stock of the individual items is to be down-dated and the sale of the ice cream is to be recorded. In this type of example the Pseudo product would be a Kit.

Product is a Pseudo product: Check the box if the product is to be defined as a Pseudo product.

Select a Reason Code.

NB: special Reason Codes for Pseudo Code:

o Where Reason Code 3PP (3rd Party Payment) has been selected then at the POSXpress3 till the product will be selected as a 3rd Party Payment.

o Where Reason Code OP (Pseudo Product price) has been selected then at the POSXpress3 till the product can have the price overridden even when security is set to not permit Price Override.

Products in Kit: Where the pseudo product is made up of a Kit of products, enter a component product code [or select using the Search icon], enter the quantity of the product to be within the Kit. To add the products to the Kit click the icon. To remove a product from the Kit; select it from the list an click the icon. Continue to ADD product to the Kit until complete.

Example of Use of Pseudo Products & Kits:

Where there are products that are purchased in one unit of measure and sold either as a fraction / percentage; or sold as a different unit of measure then these can be identified as pseudo products. Products can also be part of a ‘Kit’ e.g. the product whiskey and the product Vermouth can become a part of a kit product called a Manhattan.

In designing the data, the ‘master’ product is the one used for ordering and inventory counting. If this product is sold in

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a different unit then a RETAIL MANAGER product kit should be created. For example the ‘master’ product may be a keg (72 gallons) of beer, but sales are in units of half pints or pints. The kit quantity entered for a half pint is 0.0069; this being the amount of stock that the ‘master’ product is reduced by.

The product ‘Half Pint Draught Beer' is given the selling price as any other RETAIL MANAGER product and is the one against which sales are recorded. RETAIL MANAGER sales reports will show details of sales of ‘Half Pint Draught Beer’. Stock is held against the ‘master’ product. Sales of ‘Half Pint Draught Beer’ down date stock of the ‘master’ product. No stock is held against ‘Half Pint Draught Beer’ so this product is also set up as a Pseudo product.

Cost Prices Tab:

FIG 22. PRODUCT ENTRY FORM OPENED WITH COST PRICES TAB.

Standard Cost in Base. The Standard Cost option is used when importing products. The effect of importing products can cause the average / last costs to vary significantly. The Standard Cost is a cost value that the user can set as the normal cost of the product. E.G. the supplier cost (Source) plus shipment costs.

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The Standard Cost can be used within RETAIL MANAGER to set Selling Prices.

Source: A product can be sourced from several Suppliers. One of the Suppliers has to be designated the Default Supplier. This will be defined on the Basic Details Tab.

To add alternative Suppliers for the Product Click the NEW icon. Select the Supplier from the dropdown list or use the Search icon. Select Currency the cost price is designated in, Add cost prices and any Supplier Reference number. Notes on the supplier for this product can be added. Enter any Minimum order Quantity the Supplier requires [this will be applied within Purchase ordering]. To cancel the additional Supplier record click the REVERT icon. Else click the ADD icon to apply the Supplier details to the product. The product will appear in the grid below.

To remove a supplier from the product. Select the Supplier in the grid and click the DELETE icon.

To change the Default supplier. Select the Supplier from within the Grid and check the Default Source box.

To suspend the purchase of the product check the Suspended box. The effect of this will be to prevent the purchase of the product from any Supplier. The product can continue to be sold at the till. This will allow you to sell items currently in stock but not allow ordering from the supplier.

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Stock Tab:

FIG 23. PRODUCT ENTRY FORM OPENED WITH STOCK TAB.

Perishable Indicator: If the product has been identified as perishable Check the ‘Product is Perishable’ box.

When creating a NEW product the Maximum Shelf [and Bulk] quantities will default to the Bin Location volumes set up within the RETAIL MANAGER Location screen.

Add minimum Stock holding and modify Maximum if appropriate.

These Min / Max values can be set for each location.

The grid displays:

o Current stock holding by location

o Total stock on Reserve

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o Outstanding orders for the product within the RETAIL MANAGER Sales order System

o total quantity of product on Purchase orders

o quantity of stock on Purchase Orders which are reserved for a Sales Order

o Free Stock is the quantity available for sale or transfer

Sale Pricing Tab:

FIG 24. PRODUCT ENTRY FORM OPENED WITH SALE PRICING TAB.

Price Sensitive Indicator: If the product has been identified as Price Sensitive Check the ‘Product is price Sensitive’ box.

Unit of Quantity:

o If a product is set up in RETAIL MANAGER as a SINGLE in ‘unit of measure’ the packaging may contain a volume or weight of an item.

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o There is a legal requirement in some countries to print product [and shelf edge] labels containing additional selling price information based upon the packaging unit of measure.

o E.G. A soft drink is sold as singles in a bottle:

Bottle Size = 250ml

Price of Bottle = £0.50

Price per 100ML = £0.20

o This module will store the data required for labels to be produced as required by Trading Standards.

o Select the appropriate Unit of Measure from the dropdown list or Search icon. Select the standard size from the dropdown list or if not present type the value into the window. Enter the Unit Size of the product.

o E.G. The Soft Drink in the above example would be entered as:

Unit of Measure: Millilitres [ml]

Standard Size: 100 [ml]

Unit Size of product: 250 [ml]

o The grid displays the Selling prices in operation at the different Locations along with Price Type Valid dates etc.

Picture Tab:

To ADD pictures to the product click the Add Pictureicon when Product Entry form opened in Picture tab. You will then have to browse to the picture on you system and click open. Figure 25. on Page 43.

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FIGURE 25. PRODUCT BROWSE FOR PICTURE SCREEN SHOWING SELECTED PICTURE.

For web picture size of 400 x 400px is recommended although larger files are possible.

To remove the picture, click the remove Picture icon.

When ALL required data has been added click the SAVE icon.

If the record is to be abandoned click the REVERT icon.

Editing a Product Record.

Select the Product to be edited and click the EDIT icon. Make

the relevant changes and click the SAVE icon.

If large amounts of data are required to be updated then this is also possible. Products may be imported from a .csv file (comma separated value) using OPUS RETAIL SOLUTIONS Product File Import Tool Figure 26. on Page 45.

Valuable information

Option 4:

Import using the file import tool.

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FIGURE 26. PRODUCT FILE IMPORT USED TO IMPORT FROM CSV FILE.

Some training may be required by OPUS RETAIL SOLUTION support staff in order to use this tool to its full advantage. We therefore recommend speaking to OPUS before using this tool. However, a brief outline is detailed below.

First Click on Create New Icon and this will open the file open window. Select the file that you wish to import and then click the ‘OPEN’ button. You will then see some of the file details in the file structure grid. In the columns data1, data2, data3 you can see an example of what is contained in the file. To map these to Retail Manager you need to select each row in the grid and the select which field it should map to. See Figure 27. On Page 44.

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FIGURE 27. PRODUCT FILE IMPORT FIELD SELECTION TO IMPORT FROM CSV FILE.

When all fields have been selected you can then choose to import to a supplier, classification, currency or a price type. There are of course other options but we will not go into those here. When ever this has been done click on the ‘SAVE’ button to save. You will be presented with a form to add an id this can be whatever you wish but we recommend that you use something that makes sense to you. and a name given, for reference purposes only.

Now click on the import button you will see the file being imported and depending on its size make take some time. Please allow this to complete fully before proceeding.

Try importing a file with just a few lines first. Try to make this a file that you will normally be importing as when you get your layout correct and save it all you’ll have to do then is point at the file and import it.

☺ Useful Tip

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1. Try creating new products from scratch adding all details in the tabs as described above

2. Try creating a product using product Templates.

3. Try editing a product and making some amendments.

4. Try adding a barcode to a product.

5. Try adding a picture to a product.

6. Check the configuration options ensure that they are set correctly.

7. Change the cost price for a test product and save.

8 Change the retail price on a test product and save.

9. Change the product Template that you’ll use for new products.

10. Add a till message to the product then delete it.

Test your knowledge

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Prices & Promotions

Promotional Price Changes This Section describes how to use Retail Manager to setup some of the pricing and discount options on the system..

irst navigate your way to SALES MANAGER PRICING AND DISCOUNTS PRODUCT PRICING. Figure 28.and this screen below will appear. Figure29

On Page 48.

FIG 28. PRODUCT PRICING MENU

Chapter

4

F

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FIG 29. PRODUCT PRICING FORM.

Click on the new button to start some new price changes. This will automatically take you to the INSTRUCTION SUMMERY TAB Figure 30.

1. Once there, select the currency from the list which you work with.

2. Price type should usually be set to “Retail Pricing”.

3. Select the dates that the promotion(s) will be active on. Set the start date when you want the promotion to start and the end date will determine when it will end.

4. All prices are tax inclusive as a default.

5. The Rounding model can be left blank and Price level should be set to “Promotional”

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FIGURE 30. PRODUCT PRICES INSTRUCTION SUMMARY TAB PRICE SET TO PROMOTIONAL.

1. Select the locations/locations that the promotional price change should effect in using the blue arrows will move all the locations over, price changes will take place at all of these locations. Will move one location over, price changes will only take place at this location [more than one location can be chosen using this button].

2. These notes can also be displayed by reports notifying the user of upcoming price changes, which will allow them to get the appropriate signage ready.

Click on the INSTRUCTION DETAILS TAB Figure 31. On Page 50. On this tab there are 2 ways of selecting products for price change. By clicking the New Line button within in the Instruction

Details tab.

Or

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By clicking the Grid Entry button within in the Instruction

Details tab.

The first method using the New Line button will let you enter one item at a time and can let you specify the New Price, GPM [Gross Profit Margin], or Mark-up. By entering

a:

New Price – GPM and Mark-up will automatically be generated

GPM – New Price and Mark-up will automatically be generated

Mark-up – New Price and GPM will automatically be generated

New Line Entry Method

- Click the New Line button on the Instruction Details Tab. This will open a new entry and automatically set the cursor to Product text box. - Click the Eyeglass button to search for the product that you wish to change or enter the product code. - This will then Display the items “Cost Price Ex Tax” in the grey boxes. - To alter the selling price of the item, enter the new price into the New Price column. As mentioned above this will automatically generate the

GPM and the Mark-up, over the original price. This will also work if you enter a new GPM or Mark-up.

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- Select Save and repeat the process. Click Cancel when you’re finished adding Products.

Grid Entry Method

FIGURE 31. GRID ENTRY SCREEN.

- Click the Grid Entry button and a window Figure 31. will appear with a list of all the products that you have entered into your database in a column on the left. - On the left column you can select a product and using the red arrows you can add it to a list of products that you want to set as promotional. After clicking the Arrows the products will be transferred to the right hand column. - On the right hand side of the right column you can easily enter the new prices for each product and then click OK. - A message will appear saying Figure 32. On Page 52 “Do you want to ignore products if new price is the same as old price”. Clicking no will over ride the original price where the new price you have typed is the same as the original.

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FIGURE 32. GRID ENTRY PROMPT.

3. Surcharge can be added for an additional fee such as delivery or handling, but is generally not used.

4. Notes can be added on each individual price change if required. For example, “Further discount may be given, but not more than 10%”.

5. When all products have been entered for promotion, click the Save for Execution button, You must now click the execute button to apply the promotions you have just set-up.

N.B. All default settings in the Instruction Summary tab that appear when new is clicked can be changed and set at any time by clicking the Edit User Defined Defaults button at the top of the screen. This will present you with the price Change Instructions Defaults screen Figure 33 on Page 53. Here you can enter default currency, rounding Model, Price type (usually retail) and a default price end date. N.B you must ensure the Use defaults check box is checked in order for these to be used when the new price instruction button is clicked.

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FIGURE 33. PRICE CHANGE INSTRUCTIONS DEFAULTS SCREEN

Amending Existing Prices

Since both methods, single and multiple entry, are so similar we will cover both in this one section. Amending existing prices is almost identical to creating new prices except there are 3 distinct ways of modifying an existing price these are:

FIXED –

This is when we change a price from one to another.

ACTUAL –

This is when we change the current price up or down by an actual amount.

PERCENTAGE –

This is where we change the current price up or down by a percentage of the current price.

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In order to change the prices you should use the guide below:

1. Click on SALES MANAGER PRODUCT PRICING. Use which ever type you prefer.

2. This will open the Price Change Instruction window.

Click on the NEW icon, and this will default all the fields fill in the details for:

Currency: Usually Pound Price Type: usually Retail Pricing Location: your shop name usual id 0001 unless multi Price Start Date: must always be in the future or

present

- Price End Date: set to +20 years in the future by default

Price Rounding Model: this is normally not used and just left blank

- Price Level: Usually set to standard for normal prices and promotional when setting up promotional prices

4. From here on it works in a similar way to the Promotional Price Changes.

5. Select the locations that the promotional price changed should effect using the red arrows Will move all the locations over, price changes will take place at all of these locations. Will move one location over, price changes will only take place at this location [more than one location can be chosen using this button].

6. These notes can also be displayed by reports notifying the user of upcoming price changes, which will allow them to get the appropriate signage ready.

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Click on the Instruction details tab.

On this tab there are 2 ways of selecting products for price change. - By clicking the New Line button within in the Instruction Details tab. or

- By clicking the Grid Entry button within in the Instruction Details tab. The first method using the New Line button will let you enter one item at a time and can let you specify the New Price, GPM [Gross Profit Margin], or Mark-up. By entering a:

New Price – GPM and Mark-up will automatically be generated

GPM – New Price and Mark-up will automatically be generated

Mark-up – New Price and GPM will automatically be generated

New Line Entry Method

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Click the New Line button on the Instruction Details Tab. This will open a new entry and automatically set the cursor to Product text box.

- Click the Eyeglass button to search for the product that you wish to change or enter the product code.

- This will then Display the items “Cost Price Ex Tax” in the grey boxes. - To alter the selling price of the item, enter the new price into the New Price column. As mentioned above this will automatically generate the GPM and the Mark-up, over the original price. This will also work if you enter a new GPM or Mark-up. - Select Save and repeat the process. Click Cancel when you’re finished adding Products.

Grid Entry Method

- Click the Grid Entry button and a window will appear with a list of all the products that you have entered into your database in a column on the left. - On the left column you can select a product and using the red arrows you can add it to a list of products that you want to set as promotional. After clicking the Arrows the products will be transferred to the right hand column. - On the right hand side of the right column you can easily enter the new prices for each product and then click OK. - A message will appear saying “Do you want to ignore products if new price is the same as old price”. Clicking no will over ride the original price where the new price you have typed is the same as the original.

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7. Surcharge can be added for an additional fee such as delivery or handling, but is generally not used.

8. Notes can be added on each individual price change if required. For example, “Further discount may be given, but not more than 10%”.

When all products have been entered for promotion, click the Save for Execution button then the execute button to apply the promotions.

This will save the price change and give it a STATUS of Ready for Execution, to finalise the new prices click on the EXECUTE button to bring the STATUS to Complete.

Range Discounts

Range discounts are normally used to set discounts that are not usual, for example buy any 3 products from a department and get all 3 for £10.00. This form can be accessed by navigating to SALES MANAGER PRICING AND DISCOUNTS RANGE DISCOUNTS. Figure 28.and this screen below will appear. Figure34.

FIGURE 34. RANGE DISCOUNTS MENU

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You will then be presented with the Product Range Discount screen. Figure 35 below.

FIGURE 35. RANGE DISCOUNT SHOWING FIXED PRICE RANGE DISCOUNT

In Order to setup a new range discount click on the ADD NEW ICON at the top of the screen.

Select the location- that the range discount has to be applied and the select the price type usually retail.

Add a reason code - in our example above we have added buy any two for £1.99.

Select the Date – Start and end dates of the range discounts.

In our example we have opted for a total fixed price of £1.99.

Select Qualify by- Select number as in our example.

Now in the product list area select add new Icon to add a product line by line after adding each product ensure that you save it by clicking on the SAVE ICON in the product list area.

ADD the number of Items to qualify- In our case 2

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When you have finished setting up your range discount simply click on the SAVE ICON at the top of the screen. This will ensure that your discount has been saved, essentially what we have done is tell Retail Manager that any two of the products that are in the list are scanned then the will sell for a fixed price of £1.99. This will calculate at the till when any two of the items in the list are scanned and the total button is pressed. N.B. The reasoncode will be shown as the discount E.G. buys any two for £1.99

Customer Discounts

Customer discounts are normally used to set discounts that apply to customers and you need only read this if you use customers and accounts. Customer discounts are usually set per customer I.E. If you have a particularly good customer you may wish to say give him 10% of a certain range of goods. In order to setup customer discounts first of all navigate to SALES MANAGER PRICING AND DISCOUNTS CUSTOMER DISCOUNTS. FIGURE 35 below.

FIGURE 35. CUSTOMER DISCOUNTS MENU

When you click on the menu item you will be presented with the screen on page 60 Figure 36.

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FIGURE 36 CUSTOMER DISCOUNTS SCREEN

To add a customer discount simply click on the ADD NEW ICON and then select a customerid or search for one using the EYE GLASS ICON. Then select a classification from the drop down list. N.B. This will usually be the default classification for most customers. If you wish the customer to have discount in the whole store then a catalogue selection is unnecessary. However if you only want the customer to get discount in certain department then from the Catalogues tab select one of the check boxes and select a value from the drop down list beside it. In our example we have selected the Baby products department. Now you must save the customer discount before clicking on the edit icon. When you have clicked on the edit icon select the break points tab (please ensure you have the correct customer selected). When you have selected eth breakpoints tab click on the add new button on the break points menu. You will now be presented with options to enter. N.B. Item discount will display on the till screen as you enter each item Sales discount will only display the total discount when you hit the total button on the till.

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Store Discounts

Store discounts are normally used to set discounts per store and are usually only used for customers with a multi branch setup. These discounts are usually created, copied and setup similarly to customer discounts only instead of selecting customers you selects the location you wish the discount to apply. See section on page 59 about customer discounts for more information.

Price changes can also be created from csv files by importing into Retail Manager from the instruction details tab. Contact OPUS RETAIL SOLUTIONS if further help is required.

1. Create a new price change instruction for a promotion price starting today and ending tomorrow. N.B. Make sure the prices that you set are ones that you want.

2. Add products to this using the add product method in the instruction details.

3. Add products to this using the grid method of adding products in the instruction details tab.

4. Create Retail Price changes for some products ensure that you save for execution and then execute.

5. Create a new promotional price for a few products

6. create a range discount and add some products.

7. Create a customer discount and add a sub-dept .

8. N.B. We always recommend that you test all promotions when you have set them up to ensure they are working as you expect.

9. OPUS RETAIL SOLUTIONS ALWAYS RECOMMEND THAT ALL KNOWLEDGE TEST QUESTIONS ARE DONE IN SMALL AMOUNTS FIRST.I.E. CREATE A SMALL PRICE CHANGE INSTRUCTION FOR A FEW PRODUCTS ONLY.

☺ Useful Tip

Test your knowledge

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Dealing with Stock

Entering Stock in Product Entry This Section gives a brief explanation of how to deal with stock in Retail Manager.

he easiest way to enter stock information is using the Product Entry screen see fig 19; details of how this is

done are detailed on Page 31 of this guide. Use of this method is recommended only if you are updating small batches of products. Though it is possible to enter thousands of stock updates here it would not be the quickest method and is only recommended for current location.

Entering stock information into RETAIL MANAGER can be done using several methods. The methods detailed below use the Stock Adjustments screen to update product stock.

Standard Count

Random Count

Inventory Adjustments

In the rest of this section you will learn the purpose of each section and the methods used to create and complete stock modifications

All four options are accessed from the Inventory Count screen to open this screen select the following.

Chapter

5

T

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INVENTORY MANAGER INVENTORY COUNT Figure 37.from the RETAIL MANAGER main menu.

FIGURE 37. INVENTORY COUNT MENU WITH STANDARD COUNT SELECTED

STANDARD COUNT

FIGURE 38. THE STANDARD COUNT SCREEN SHOWING AN INCOMPLETE COUNT.

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This module allows you to conduct a full stock take and quickly enter the counted data back into the system. It is possible to count all products on the system in one go or you may prefer to count the stock in a series of batches, either way the method is the same. It may be worth stopping your sales processor when doing inventory counts.

Click on the New button to start a new count.

1. This will automatically direct you to the COUNT SUMMARY TAB setting the focus to the Reference text box ready for input if desired. Use this text box to give the count a name, or something to refer to it by i.e. Gift department Count; it’s not a necessary box to have filled. So it can be left blank if so desired.

2. Enter a REASON CODE and press the tab key or select it from the drop down list.

3. Enter the Location for the count to take place in. Again via entering a location number, the drop down list or clicking on the EYEGLASS ICON. This is only necessary if you have more than one location set-up.

4. Click on the “Create Count List” button, Figure 34. The Filter window will appear on screen. Figure 35.

FIGURE 39. THE CREATE COUNT LIST BUTTON..

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FIGURE 40. THE STANDARD COUNT LIST FILTER SCREEN.

This will let you search from one product to another product, including everything in between. You can search by Product Code Description Default Source (main supplier)

6. Clicking the tick box that says “Don’t include items with zero stock” will only load the items that are currently listed with a quantity of stock on the database, are not loaded onto the hand-held device for counting.

7. Don’t include items that are suspended or deleted is fairly self explanatory too, as products that have been set to “suspended” or “deleted” are not loaded to the hand-held device.

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8. In Count Details tab Figure 30. There is an “EXPORT” button click on this to export all of the count detail information to the hand-held.

9. Once the stock has been counted click the import button to import the counted stock to the system.

10. Once finished hit the save button and your count is complete.

11. If you wish to count by department or other classification when you have the filter form opened figure 40. Click on the classification tab and you will be presented with the screen below: figure 41.

FIGURE 41. THE CLASSIFICATION FILTER SCREEN.

12. Here you can select a from department and a to department in order to count products that are contained in those departments or classifications. N.B. In order for this to work correctly classification need to be added to your system (see product classification section in Getting Started on page 6 of this document if you require assistance in doing this). When you have finished adding your products click the OK button and you will see your products being added to your count list. Return to Step 8 above.

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FIGURE 42. THE COUNT DETAILS SCREEN AFTER IT HAS BEEN POPULATED WITH PRODUCTS FOR COUNTING.

Note

If you are manually counting you can save your stock take and print off a count list from the count Summary tab. You can then use when counting.. AS MOST OF OPUS RETAIL SOLUTIONS CUSTOMERS USE HAND HELD MOBILE DEVICES FOR STOCKTAKING THERE IS A SEPARATE DOCUMENT AVAILABLE SIMPLY CONTACT THE OPUS SUPPORT DESK IF THIS IS REQUIRED.

When you have finished your manual stock count simply click on the EDIT button in the standard count screen to edit

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your stock take. Then enter your stock values in the count details tab. If you have done the whole store you may choose to zero uncounted this will effectively zero any stock which you haven’t counted as the system assumes that since they weren’t counted there are zero items. When you are happy you can save for execution then execute. At which point you may print off a variance report. Remember to restart your sales processor.

RANDOM COUNT

FIGURE 43. RANDOM COUNT SCREEN SHOWING INCOMPLETE STOCKTAKE.

Random Count Figure 43. is used to update stock quantities on a more day to day basis this module is directed more towards rolling stock takes.

This works similarly to the Standard count. Figure 42. on Page 67 .

1. Upon opening the Random Count screen you are presented with the screen above.

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Click on the New button to open the Count Summary Tab.

2. Enter the details as per the Standard Count directions within the Count Summary tab.

3. When it’s done click on the Count Details tab, and click the Export button to load the entire database to the hand-held for counting.

4. When the stock is counted simply click the import button as before to extract the information to RETAIL MANAGER SYTEM .

5. Save and Exit.

Note

The large at the top of the screen will ZERO all uncounted stock that weren’t brought into the random count. This will effectively write them all off. It will then give you a true reading of all the stock that is in your premises. Please be very careful when using this option and ensure that you have fully counted all stock. IF IN DOUBT CONTACT SUPPORT..

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INVENTORY COUNT

FIG 44.INVENTORY COUNT SCREEN USED FRO CREATING STOCK ADJUSTMENTS.

This screen allows you the user to modify the current stock quantity for any amount of product line within the system. This module is quite similar to the Random Count with the exception that you must provide a reason for each adjustment. You may need to adjust the stock levels for various reasons maybe the item has been damaged and is no longer fit for sale. Whatever the reason the system will let you increase or decrease stock values, for any product within the system. The work-flow required to adjust the stock is detailed below. To access

The inventory Adjustment screen Fig 38. Can be accessed INVENTORY MANAGER INVENTORY COUNT INVENTORY ADJUSTMENTS.

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FIG 45.INVENTORY ADJUSTMENTS MENU ITEM.

1. On the ADJUSTMENT SUMMARY tab click the NEW icon, this now allows you to start entering information about the adjustments.

2. Choose a location for the adjustments from the drop down list.

3. If required you can provide a description for this adjustment in the TRANSACTION MEMO field.

4. Click on the details tab, to enter product codes we must first click the NEW icon.

5. When you click the NEW icon a field opens that allows you to enter a product code or barcode, simply type in the product code or scan the products barcode. You may also search for a code using the eyeglass.

6. Once the product has been chosen you can enter a stock value in the ACTUAL STOCK field.

7. Next we must provide a reason code, click on the arrow in this field and choose a reason, if no reason here suits, you need to create a new one (see the Creating Reason Codes section earlier in this manual).

8. A reason description may also be entered here, but is not essential, so for instance if your reason was Damaged Stock, then you can describe how the damage occurred here.

9. Click on the SAVE icon to save this adjustment.

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10. Repeat from step 6 for any other products.

11. Once all items have been entered and saved click on the SUMMARY tab again, click on the SAVE or SAVE FOR EXECUTION icon.

12. Click on the EXECUTE icon until the completion status is COMPLETE.

13. At this point you may now print a Variance Report, if required, by simply clicking on the printer icon at the top of the screen.

Stock-take Using A Mobile Device

On each of the Inventory Count Screens there are 3 options

From Left to Right these are,

EXPORT This is used to send the count files down to the hand held terminal or windows mobile device.

CONFIGURE IMPORT COUNT FILE This is always set and need not be adjusted.

IMPORT This will allow you to upload the data from the MOBILE DEVICE and update your stock from the TERMINAL.

On main menu click on the Inventory Manager and select Inventory Count > Random Count or Standard Count. The Random/Standard Count form will appear. Figure 43. On Page 68.

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Click on the ‘New’ button to create a new Random Count. Make sure that the PSION Teklogix or M3 device is correctly set into the cradle as shown Figure 43.

FIG 46.PSION TEKLOGIX DOCKED IN ITS CRADLE.

There should be an Activesync icon coloured green, In the system toolbox of your PC at this stage to indicate that you are currently connected to the device. If this is grey then re-dock device to ensure it syncs to your pc. In Exception circumstances you may have to reboot the device. Select a reason code from the drop down list and enter a reference as required see figure 47 on Page 74.

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FIG 47. RANDOM COUNT SCREEN SHOWING REASON CODE SELECTED

Then click the Count Details tab, once there click on the Export Button figure 37. Please ensure that no RETAIL MANAGER applications are running on the mobile device at this stage otherwise you export will fail.

FIGURE 48. RANDOM COUNT SCREEN EXPORT BUTTON HIGHLIGHTED

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When you click on Export you will be presented with a screen asking you to select devices as in figure 49.

FIGURE 49. SHOWING SELECT DEVICES SCREEN

You should select your device name from the list and ensure that the box is checked figure 49. After checking box click OK Button. N.B. If there are no devices showing in the list; you may add a new device by clicking on the configuration button between the clear all and cancel button to add new devices to your system. You will now be presented with a screen figure 50.

Fig 50. Database question Screen

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Probably best to select 0-hours 0 days to ensure latest data unless your data hasn’t changed for sometime in which case you can choose how many days old you want your database to be. Click yes button and you will be presented with the RETAIL MANAGER mobile Link: Export screen this will begin exporting data to the gun please be patient

at this stage as it may take a few minutes to complete depending on the size of your database. Figure 45.

Fig 50. Database Export Screen

When the download to the mobile device has completed you will presented with the following screen figure 51 on page 77.

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Fig 51. Database Export Screen

When the download to the mobile device has completed you will presented with the following screen figure 52.

FIG 52. RM6000 SYNC SCREEN SHOWING DONE IN STATUS AREA

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Click the OK button to complete.

When the status field next to the device name on the form reads DONE Press the OK button and remove the device from the cradle. Then on the mobile device run RMmobile Count and the mobile device will begin to receive all of the information from RETAIL MANAGER this will take up to an hour depending on the size of your database figure 53.

FIGURE 53. RMCOUNT IMPORTING DATABASE FOR RANDOM COUNT

On the Hand-held mobile device click start > RETAIL MANAGER> Mobile_Count to run the mobile count software, please note that the document number on the Mobile device should match the one you have just created on the PC if not re-run the export.

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Warning: When the data is downloaded to the Psion Teklogix or other device you will notice that the Document number in the ‘Existing Random Counts’ tab is the same as the one in the Document Number field on the screen of the Psion Teklogix device or M3. If the document number on the Psion Teklogix or M3 is not in the ‘Existing Random Counts’ tab then it has not been saved correctly and should be discarded, any items counted on it will have to be counted again as there will be no way to enter them into the RETAIL MANAGER back office. Once the Export task has finished click the Save button on the Random Count form or Standard Count Form on the PC. This must be done as soon as the Export has complete otherwise if the form may lose connection to the database and all changes may be lost. If the Random count is not saved it will be lost if the Random Count Window is closed, all items counted on the device will be useless as there is no way to retrieve them. After this has been done go to the device and click OK figure 54. (Only if your documents numbers match). If the progress bar continues to display click on log then ok and it will disappear.

FIGURE 54. RANDOM STOCKTAKE SCREEN ON THE DEVICE SHOWING CREATION DATE AND DOCUMENT NUMBER. N.B. THIS SHOULD MATCH THE DOCUMENT NUMBER IN THE RANDOM COUNT FORM ON THE PC.

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You may now go and scan your products into the mobile device, scanning each product enter amount into quantity field.

When you have finished counting stock you need to ensure that the mobile device is in the cradle and properly seated. Click done on the screen when finished. Figure55.

FIGURE 55. RANDOM STOCKTAKE SCREEN SCAN PRODUCT ENTER QUANTITY WHEN FINISHED CLICK ON THE DONE BUTTON.

This will present you with a screen telling you the number of records that have been updated figure. 56 click ok. This will exit you to the windows desktop on the mobile device.

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FIGURE 56. SHOWS NUMBER OF RECORDS THAT HAVE BEEN UPDATED

Importing a Completed Count

At this stage the count that you have done on the mobile device is ready to be imported into RETAIL MANAGER on the Computer.

Note

IMPORTANT - IF YOUR STANDARD COUNT IS GOING TO TAKE MORE THAN A DAY TO COMPLETE, IT IS BEST TO FREEZE THE STOCK.BY STOPPING YOUR SALES PROCESSOR AND OR ANY SCHEDULED TASKS THAT MAY BE SET TO RUN IT.SEE PAGE 59 ON THE STANDARD COUNT INSTRUCTIONS. OR CONTACT THE OPUS SUPPORT DESK IF YOU ARE IN ANY DOUBT AS TO WHAT TO DO.

Standard Count

FIGURE 57. SHOWS VIDEO BUTTONS USED FOR SCROLLING THROUGH FORM DATA.

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From the Standard Count – Summary tab search through the Stock counts using the video buttons on the top left of the form Figure 50. Until you find the Stocktake you are currently working on, clicking the Details tab will show all the products in that count should you need to confirm. Once you have found the count follow the instructions for the general Import.

Random Count

Random counts require really no setting up, once you have clicked on the Random Count – Summary tab follow the instructions for the general Import on page 69.

In the ‘Existing Random Counts’ Tab you will see the counts that are open at the moment, select the one that you wish to Import [you will notice that in count summary tab the status of this count is set to Incomplete] and click the Edit button.

Next click onto the ‘Count Details Tab’ and Click on the Import Button. This final Step can take anything between 10 minutes and approximately one hour depending on the size of the Database. When finished click Save and click the Printer icon to run a variance report. Once viewed, close the Report and then save for Execution ( see Zero All Uncounted Stock ) and Execute. (N.B. Once saved for execution the status will change to Ready For Execution you can no longer edit the count or add to it at this stage)

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General Import

Whilst in the Count Details tab for the stocktake you are currently working on Click edit then click on the icon for IMPORT. You will then be presented with a message box Figure 58. Click the OK button.

FIG 58. RESET COUNTED STOCK MESSAGE.

The Count on the Mobile Device will begin to upload to the PC. Once the upload completes it will start to enter the quantities, this appears like a flashing screen and you will see the items being imported into the details screen.

Once it completes it should return to summary tab, you can now zero uncounted and SAVE & EXECUTE the transaction. If the transaction is for another branch the stock values will not update until the next replication, usually overnight. Zero All Uncounted Stock

RETAIL MANAGER has a feature, which will let you set all uncounted stock to 0. This can help to get rid of stock irregularities or sever shrinkages. It works on the theory that; if your stock file says you have 25 of something and it does not get counted in the stock take, as there is actually 0 of that item, by asking RETAIL MANAGER to ‘Zero’ [0] this stock it will remove all of the stock which is recorded inaccurately within RETAIL MANAGER giving you absolutely no stock of this item. This feature can be used when the stock take has been imported from the mobile devices. Before Executing the count click the ‘Zero Uncounted Items’ button , this button

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will stay pressed down automatically until you click the Execute Button to execute your stocktake.

Note

The large at the top of the screen will ZERO all uncounted stock that weren’t brought into the random count. This will effectively write them all off. It will then give you a true reading of all the stock that is in your premises. Please be very careful when using this option and ensure that you have fully counted all stock. IF IN ANY DOUBT PLEASE CONTACT SUPPORT..

Regular stocktakes should be carried out using a Random Count as often as possible. Please remember for accuracy your sales processor should be stopped. You can see the number of lines in your count in the count summary screen.

1. Create a Random Count and add some about 10 lines to it. Then export these to the gun. Ensure that the count number on the screen is the same as the one on the device

2. Scan these products and count them then bring the mobile device and put it in cradle ready for import.

3. Find the count that you have just created and edit before importing from the mobile device.

4. Check the count for each of the items and perhaps edit one or two manually in the count details screen.

5. Save the stocktake (do not zero uncounted) then execute it.

6. Print off a variance report.

7. OPUS RETAIL SOLUTIONS ALWAYS RECOMMEND THAT ALL KNOWLEDGE TEST QUESTIONS ARE DONE IN SMALL AMOUNTS FIRST.I.E. CREATE A SMALL STOCKTAKE AS A TEST FOR A FEW PRODUCTS ONLY.

Valuable information

☺ Useful Tip

Test your knowledge

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Purchase Orders & Dispatches

Creating a Purchase Order This Section gives a brief explanation of how to create and receive purchase order and how to create and receive Internal Dispatches within Retail Manager.

efore you can receive new stock into the branch from Retail Manager a purchase order must be created on order to let the system know what items

it needs to receive.

Ideally a purchase order is created and sent to a supplier then when the goods arrive in the branch they are received into stock.

However as this very rarely is the case then we can raise the purchase order and receive against it straight away. Using the following procedure you can see the workflow of this.

Creating a New Purchase Order

1. From the Main Menu select INVENTORY MANAGER SUPPLIER TRANSACTIONS PURCHASE ORDERS. Figure 59 on Page 86.

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FIGURE 59. INVENTORY MANAGER PURCHASE ORDER MENU.

You will then be presented with the Purchases order screen Figure.60. Below.

FIGURE 60. PURCHASE ORDERS SCREEN BEFORE ORDER CREATED.

1. Click on the NEW icon and this will then open the order summary tab. This is where you will enter the details about your order. Figure 61 on Page 87.

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FIGURE 61. PURCHASE ORDERS SCREEN BEFORE ORDER CREATED.

2. Select a Supplier from the drop down list on the left Figure 62.

Fig 62. Select a supplier from the drop down list.

3. Select a delivery address from the deliver to drop down and if required an invoice address and a reference for your order if required.

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4. Once you have selected the supplier click the ORDER DETAILS tab.

There are two methods to enter lines into the order details

Entering Line by Line

5. Click on the NEW line icon

6. Enter a product code or type / scan a barcode.

FIGURE 63. PURCHASE ORDERS SHOWING DETAILS TAB WITH LINES ADDED.

7. If you have typed a code press ENTER, this will move you into the Quantity field, enter the amount that you wish to order for this item.

8. You may adjust the cost of each line either with or without VAT, and you can also add a detail line for each item entered. N.B. You can get supplier information and product information like on order quantity of Shelf stock by clicking on the information icon at any time.

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9. Click on the SAVE icon at the top of the ORDER ENTRY section, NOT the one at top of the purchase order screen when finished entering each line.

10. Repeat this process from point 6 above for every other Product that you wish to order. Once all items have been

entered click on the ABANDON CHANGES icon

11. Now click on the SAVE icon at the top of the screen, if you have access to the SAVE FOR EXECUTION icon then it is better to click on that.

12. Once saved you must click the EXECUTE icon until the order status is showing as COMPLETE.

Your order is now placed and you can print a Purchase Order (if needed), we can now receive against this order.

Grid Entry method

In the Purchase Order screen follow steps 1-4 above then click on the order details tab. click on the grid Entry icon at the right of the screen. Figure 64 below.

FIGURE 64. GRID INPUT ICON ON THE ORDER DETAILS TAB.

You will then be presented with the following Screen figure 65. on Page 90.

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FIGURE 65. GRID SCREEN SHOWING PRODUCTS ORDERED ON THE RIGHT SIDE OF SCREEN.

You can now add products by selecting from the list of product codes on the left and moving to the right using the arrows or by selecting from the drop down list and searching for a description, supplier code or manufacture code and doing the same. When finished selecting products click on the OK button to exit the form and the products you have added will be added to the order. Now follow steps 10 through to 13 above to complete your order

Note

WHEN IN GRID ENTRY MODE THERE ARE OTHER OPTIONS AVAILABLE FOR ORDER CREATION BUT THEY ARE TO COMPLEX TO INCLUDE IN THIS DOCUMENT. HOWEVER THEY CAN MAKE ORDER CREATION EXTREMLY QUICK.

Using Grid Entry is a fast method of adding detail lines to an order. Orders may be created and amended using suggested orders tab.

Valuable information

☺ Useful Tip

☺ Useful Tip

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1. Create a new purchase order and add perhaps 10 lines please ensure that this is stock that you are ordering as it will be added to your system stock.

2. Check the stock in product Entry screen against some of the items you have ordered see page 29 of this manual.

3. Execute and receive the order am print GRN.

4. Re-check the stock for the items you previously checked to see if the ordered items have updated.

5. Create another Purchase Order using the grid input method outlined above.

6. Save for execution and execute then follow the procedures for creating an External Goods Received Note.

7. As before please do these in small amounts in order that you may get used to using the system and familiarise yourself with the steps that have been outlined.

External Goods Received

1. From the MAIN MENU choose INVENTORY MANAGER SUPPLIER TRANSACTIONS EXTERNAL GOODS RECEIVED. Figure 66

FIGURE 66. ACCESSING THE EXTERNAL GOODS RECEIVED SCREEN.

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FIGURE 67. THE EXTERNAL GOODS RECEIVED SCREEN SHOWING A PO READY FOR RECEIPT.

2. The EXTERNAL GOODS RECEIVED browser will open and should look like the above screen Figure 67. On the summary page you will see all Purchase Orders that are ready for receipt.

3. You now have to select the Purchase Order you wish to receive against, this can be done by first listing the orders you require and that are ready for receipt. This can be done by :

Checking the supplier checkbox and select a supplier

from the dropdown list, then click the Filter Documents button. This will list all documents for that supplier. Select your order on the list.

Click on the Purchase Order checkbox then using the

magnifying glass to search choose the PO number from the list. Then click the Filter Documents button. Select your order on the list.

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Using the Delivery Location Checkbox select the delivery location and once again click the Filter document button. Select your order on the list.

You can also search by date range by selecting the date

checkbox enter your from date and too date and click the Filter Documents button. Select your order on the list.

4. Once you have selected the correct purchase order verify that the RECEIVING LOCATION is correct, N.B. this only applies to multi-branch sites.

5. Click on the new icon and the Eternal Goods received Screen will open at the Goods In Summary tab here you may add a reference and or add notes for your GRN. Figure 68.

FIGURE 68. THE EXTERNAL GOODS RECEIVED SCREEN SHOWING AN INCOMPLETE GRN.

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6. Click on Goods In details tab, figure 69. To receive the entire order click on the RECEIVE ALL Button this will receive all items on the purchase order and also enter the ordered values against them in the packs-received column.

FIGURE 69. THE EXTERNAL GOODS RECEIVED SCREEN SHOWING DETAILS TAB

7. Alternatively you can click on the RECEIVE LINE Button and this will receive one line at a time this method gives more control when receiving orders.

8. Your suppliers Delivery Note Number may be entered into the field entitled SUPPLIER REFERENCE, if you need to record this information.

9. Once all details have been entered and you are happy

then click on the SAVE icon, again if you have security rights to SAVE FOR EXECUTION then use this instead.

10. Click on the EXECUTE icon, until the Completion Status is COMPLETE.

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11. The goods are now in stock and at this point you will be prompted to print a GOODS RECEIVED NOTE (GRN) Figure 70. Click the OK button if you wish to print this Goods Received Note

FIGURE 70. EXTERNAL GOODS RECEIVED PRINT SCREEN.

You will also be prompted “Do you wish to mark order as Fully Received?” Figure 71.

FIGURE 71.MESSAGE BOX REQUESTING TO MARK AS FULLY RECEIVED

If you select yes to this question the order will be marked as fully received and will disappear off the screen. No further lines can received against this order. If however you say no to this question (e.g. You are expecting more lines from this order the next day) then the order status will be marked as part received and will remain as such until you create a new GRN when the rest of the goods arrive.

12 .At this stage follow steps 5 through to 11 to receive all extra lines.

13. You may check your order at anytime by selecting the list goods received option on the front screen of the External Goods Received form Figure 72. on next page.

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FIG 72.EXTERNAL GOODS RECEIVED SCREEN SHOWING ALL GRN’S

NB. When you have finished receiving against this order select YES when prompted “Do you wish to mark order as Fully Received?” Figure 73.

FIG 73.MESSAGE BOX REQUESTING IF YOU WISH TO MARK AS FULLY RECEIVED.

You may also print barcode labels for the order lines from the menu by clicking on the PRINT ICON at the top of the screen then selecting PRINT LABELS. This will then present you with the report manager screen opened at the label you need to print.

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FIG 74.PRINT LABELS MENU.

DOUBLE CLICK on the label and you will be presented with a list of parameters to enter for your label. Select the one marked GOODS RECEIVED NOTE NUMBER, when this is highlighted select the MAGNIFYING GLASS ICON to search for a GRN that you wish to print labels for, then CLICK ADD SELECTED this will move the GRN number into the value field below it. Figure 75. At this stage you may now click on the PREVIEW or PRINT ICONS at the top of the form. Figure 75.

FIGURE 75 .PRINT LABELS IN REPORTS MANAGER SHOWING PARAMETER VALUES.

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Internal Despatches

Internal despatches allow stock from one branch to be moved to another branch within RETAIL MANAGER. The modules that are used are similar in style to the Purchase Orders and Goods Received. There are three main methods of entering lines for an internal dispatch.

Manual Entry Method

The first thing to do is create the Internal Despatch Order;

FIGURE 76.INTERNAL DISPATCHES MENU ITEM.

1. From the main menu choose INVENTORY MANAGER -> TRANSFERS -> INTERNAL DESPATCHES Figure 63.

2. This will open the Internal Dispatch screen Figure 64. When the screen opens click on the CREATE NEW DESPATCH icon.

3. You can now enter the details for the despatch and delivery locations, in the DESPATCH FROM box choose the Branch the goods are to come from. In the DELIVER TO choose the branch you want the goods to go to. Figure 77 on Page 99.

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FIGURE 77.INTERNAL DISPATCHES SCREEN OPEN AT DESPATCH SUMMARY.

4. Finally choose the stocks location, this will usually always be Shelf unless you are moving from a warehouse to the shop floor of the same branch.

5. With all these details filled in it is now possible to enter the goods and quantities that you are going to transfer. Click on DESPATCH DETAILS TAB.

6. Click on the lower NEW icon, this is described as NEW LINE when the cursor is over it.

7. Enter the product code, or scan a barcode. If neither is know you may search as normal by clicking on the EYEGLASS beside the code entry box.

8. Once the product is entered, select the quantity that is to be despatched, then choose SAVE.

9. Repeat this process for each additional product that is to be despatched.

10. Once all products have been entered click on the lower abandon changes icon, this will activate the top row icons.

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11. On the top row click the SAVE FOR EXECUTION ICON, and then EXECUTE the transaction.

12. The despatch order is now complete. And you will be asked at this point “Do you wish to print a delivery note?” Figure 78. Answer yes or no as appropriate for your circumstances.

FIGURE 78. DELIVERY NOTE PROMPT

Grid Entry Method

When in the Dispatch details tab and you have clicked edit click on the grid Entry icon. You will then be presented with the following Screen figure 79. below.

FIGURE 79. INTERNAL DISPATCH GRID INPUT METHOD.

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You can now add products by selecting from the list of product codes on the left and moving to the right using the arrows or by selecting from the drop down list and searching for a description, supplier code or manufacture code and doing the same. When finished selecting products click on the OK button to exit the form and the products you have added will be added to the order. Now follow steps 10 through to 12 above to complete your Dispatch

Note

WHEN IN GRID ENTRY MODE THERE ARE OTHER OPTIONS AVAILABLE FOR DISPATCH CREATION BUT THEY ARE TO COMPLEX TO INCLUDE IN THIS DOCUMENT. HOWEVER THEY CAN MAKE DISPATCH CREATION EXTREMLY QUICK.

Mobile Device Method

Internal despatches can be done very quickly using your mobile device to scan the lines that you want to dispatch to another branch.

1. From the main menu choose INVENTORY MANAGER -> TRANSFERS -> INTERNAL DESPATCHES Figure 67 on Page 94.

2. This will open the Internal Dispatch screen Figure 69. When the screen opens click on the CREATE NEW DESPATCH icon.

3. When you have input your dispatch from and dispatch to details click on the SAVE ICON and the click on the EXPORT ICON to start the export to your mobile device. This will effectively export a full database to your mobile device and create a ID on the device. You can then run RM_MOBILE COUNT and scan all the products that you wish to include in the dispatch before returning the device to the cradle for importing.

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4. Click on the dispatch details tab then on the GRID ENTRY ICON.

5. You will be presented with the Grid Entry Screen Figure 70 on Page 96.

Click on the Import button on the top right hand side of the screen. This will begin importing the lines that you have scanned click the OK BUTTON and save your internal dispatch when satisfied click on the SAVE FOR EXECUTION ICON then EXECUTE.

Internal Goods Received

From the MAIN MENU choose INVENTORY MANAGER TRANSFERS → INTERNAL GOODS RECEIVED Figure 80.

Fig 80. Internal Goods Received Menu item.

1. The GOODS RECEIVED browser will open Figure 81.

2. You now have to select the Despatch Order you wish to receive against. N.B. This works similarly to the External Goods received Screen on page 90-91 of this manual.

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FIGURE 81. INTERNAL GOODS RECEIVED SCREEN.

4. Once you have selected the correct despatch order verify that the DELIVERY LOCATION is correct.

5. Click on the NEW ICON, the Goods In Summary tab should open Figure 82.

FIG 82. INTERNAL GOODS RECEIVED SCREEN OPENED AT GOODS IN SUMMARY TAB.

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6.Click on the Goods IN details Tab and you will see the lines that were dispatched to the Delivery Location. Figure 83.

FIGURE 83. INTERNAL GOODS RECEIVED DETAILS SCREEN SHOWING RESULTS AFTER THE RECEIVE ALL BUTTON HAD BEEN CLICKED.

7. To receive the entire order click on the RECEIVE ALL BUTTON This will receive all items on the INTERNAL TRANSFER and also enter the ordered values against them in the packs-received column.

8. If you only require to receive some of the ordered items then click the select RECEIVE LINE BUTTON. This will allow you to tick the lines that you are receiving into stock, Tick the required lines and press OK, the quantity ordered will now also be input for you, this should be corrected if need be by amending the correct amount in the packs received column.

9. Once all details have been entered and you are happy then click on the SAVE icon, again if you have security rights to SAVE FOR EXECUTION then use this instead.

10. Click on the EXECUTE icon, until the Completion Status is COMPLETE.

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11. The goods are now in stock at this point you can print a GOODS RECEIVED NOTE (GRN) and/or PRODUCT BARCODE LABELS if required. These are found at the top of the Goods Received screen and run like a standard report/label.

Internal Dispatches will not apply if you are a single site customer. Only customers with multiple branches use this module.

1. Create an Internal Dispatch using the manual method and add about 10 lines to it. Then save for execution and execute.

2. Run Internal Goods Received form and receive in the IGR that you just created. This will only normally apply to multi site customers.

3. Try creating and internal dispatch on a mobile device if you have one. Then import it and save and execute.

4. Create an Internal Dispatch, add details to it and check the stock of some of those details. Then save and execute after that create an Internal Goods Received note and mark as fully received. Notice that your stock hasn’t increased as mark as fully received only closes the Internals dispatch but receives nothing. However, when you execute your dispatch you will be prompted to mark as fully received say yes if you are receiving no more details against the order.

5. Try creating an Internal Dispatch and add details to it using the grid input method.

6. Print off a Delivery note.

7. OPUS RETAIL SOLUTIONS ALWAYS RECOMMEND THAT ALL KNOWLEDGE TEST QUESTIONS ARE DONE IN SMALL AMOUNTS FIRST.I.E. CREATE A SMALL STOCKTAKE AS A TEST FOR A FEW PRODUCTS ONLY.

☺ Useful Tip

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Note

WHEN IN GRID ENTRY MODE THERE ARE OTHER OPTIONS AVAILABLE FOR INTERNAL DISPATCH CREATION BUT THEY ARE TO COMPLEX TO INCLUDE IN THIS DOCUMENT. HOWEVER THEY CAN MAKE DISPATCH CREATION EXTREMLY QUICK..CONTACT OPUS SUPPORT IF YOU ARE INTERESTED IN THESE METHODS.

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MANAGING REPORTS

Creating Reports Using Reports Manager

This Section contains a brief explanation of how to Create, Run and schedule Reports in Retail Managers Reports Manager.

he Reports Manager allows user to create reports in different several ways.

The options available are:

Run a report where no specific selection criteria are required

Run a report where the selection criteria can be specified by the user

Saving selection criteria created by a user, so that the report can be re-run at a later date

Scheduling a report so that it will run automatically at a pre-set time in the future

The Reports Manager module can be located by navigating to and clicking On the REPORTS MANAGER ICON Figure 84 on Page 108 and selecting Reports Manager from the list.

The Reports Manager module will now appear on screen Figure 86 on Page 109.

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Fig 84. Reports Manager menu

Reports Manager Controls

Figure 85. Reports icons

The Retail Manager Reporting Tool is a powerful asset to any retail business and can provide managers with the data they need in order to run their business more efficiently. There are literally hundreds of Reports which can be run or scheduled using this amazing tool. From Merchandising Reports to Daily sales Reports, Customer Reports, Cashiers Reports and more.

Note

THE REPORTS MANAGER IS A POWERFUL ASSET TO ANY BUSINESS AND CAN BE USED FOR CREATING A SCHEDULING REPORTS FOR PRINTING AND EMAILING.

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Report Configuration This will run a form which will allow the user to input the default email settings and the default file paths etc for mailing and saving reports files.

View All Scheduled This will allow the user to view all reports that are scheduled to run on a daily, weekly, monthly or even a yearly basis

Run Execution Log The reports log icon displays the current log of technical status information which is being created during normal operation. The report log can be printed or saved. If it is necessary for an engineer to provide assistance then the log will provide diagnostic assistance.

Legend The legend icon displays a definition of the reporting icons used within Reports Manager.

Help Calls the help file for the module.

Exit Closes and exits the module.

Figure 86. Reports Manager Window

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Creating a new Selection Criteria for a Report

As an example we’ll create a Sales Summary Report SAL002RA from scratch I would suggest that you follow these steps so that you can get used to creating and saving reports. Select Sales reports Figure 86 on Page 109 .and expand the selection by clicking on the little + sign, so that all of the reports within this category are visible Figure 87 Below.

Once the Selection has been expanded you will be able to see a large list of reports that are available for you to utilise.

Some of the reports will have a square

with a cross ( ) beside them, this will indicate that the report has saved items with in it and if you click on the plus sign it will expand showing saved reports.

If you double click on the report heading it will start the selection criteria window see figure 78 on Page 106.

If it is saved report or requires no user input then it can be run as is although that is quite often only true if it is a saved report.

FIGURE 87. REPORTS MANAGER WINDOW SHOWING SALES REPORTS EXPANDED.

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The Selection Criteria window will appear Figure 88. This window will let you set up the parameters by which you want the report to run. Quite often this only means a date change.

FIGURE 88. REPORTS MANAGER WINDOW SELECTION CRITERIA.

As you can see at the top of the Module in the light coloured box is a description of the report. Most of the reports will have these description boxes to aid you in your choice of report. This will explain exactly what each report contains and what fields are mandatory. These are show by red exclamation mark usually. If you wish to create a report that you will run for example once per week you will need to select perhaps a relative date so that the report will run for the previous week. Firstly you should rename the Report in the “Selection Criteria Name” text box for easy identification at a later date if you wish to use this Report again. In Our example we have named it SALESSUMMARY FOR LAST WEEK. Figure 89 on Page 112.

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FIGURE 88. REPORTS MANAGER WINDOW SELECTION CRITERIA.

Click on the to view the part of the report which needs to be completed in this case the date.

FIGURE 89. DATE RANGES TEXT BOXES

Select the dates that are appropriate for the report and then hit the “Add N.B. If you click ADD SELECTED BUTTON this will add the date that is currently in the left had text box

and will turn the into a blue . This shows that the report can now be run correctly as the parameters are there.

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If you wish to run the report for a date range select the Date to field and click on the little down arrow to the right of it, you will now be presented with a calendar from which you can select your date. Figure 90. This time click ADD RANGE BUTTON.

Fig 90. Date Range selection to Calendar.

Reports may also be run and saved for relative dates by clicking on the RELATIVE DATE SELECTION TAB Figure 91. Below.

Fig 91. Reports Manger Relative date selection.

You will notice that this screen presents you with several options. All of which are self explanatory in our example we have named our report SALESSUMMARY FOR LAST WEEK and to ensure we get sales from one week ago we select 1 periods ago and ensure that the week option button is selected. Now we click on the ADD RANGE button to ensure that this is moved to the value part of the form. You will notice that in the value field Range 1 week ago id highlighted. If you wish to save this report please remember to put the Report name in the selection criteria name field before clicking save and preview button. Reports manager toolbar icons are explained on the following page.

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At the top of the report selection criteria from there are several icons on the menu bar. Figure 92.

Fig 92. Reports Manager Toolbar Icons.

The Icons [pictured below] are from top of the Reports Manager screen and their details are as follows.

Preview – This will allow you to look at the report to see if it is correct before you print it.

Preview and Save – This will do the same as before but it will also save the report under the descriptive name you will have entered previously. e.g. SALESSUMMARY FOR LAST WEEK.

Print – This will allow you to print the report with out saving.

Print and Save – This will allow you to print and save the report using the descriptive name you supplied previously e.g. SALESSUMMARY FOR LAST WEEK.

Save – This will save the report only using the descriptive name you supplied previously. e.g. SALESSUMMARY FOR LAST WEEK.

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Once the report has all the details specified, you may select one of these buttons to either Run, Preview and/or save the report.

A screen similar to this will appear while the report is generating Figure 93. Depending on the amount of data the report has to show, the time this window will display will vary. Once it disappears the report will have been generated and can be viewed, printed or saved to any number of different formats.

Fig 93. Generating Report screen

If the user has selected to preview the report, the screen below will be shown, Figure 84. On Page 111. There are some further buttons on this screen. If the report is ok, there is a PRINT BUTTON so navigation back to the previous module is not necessary.

The navigation buttons can be used to scroll through each page or to jump from the start to the end of the report as desired. There is also a SEARCH TEXT BUTTON if the search is extensive and you wish to find a certain aspect in the report. For example you could search for a certain value. e.g. 200.00.

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FIGURE 94. REPORTS MANAGER PREVIEW SALES SUMMARY REPORT.

If you click on the report EXPORT BUTTON figure 95. You will then be presented with a form in which you must select the format of file you want to export to from the drop down list .i.e. PDF, XLS, MS word, excel etc. Figure 95. Figure 95a. on Page 117. The destination in this case is normally disk file.

FIG 95. EXPORT REPORT BUTTON.

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FIGURE 95A. SELECT FROM DROP DOWN TO SELECT FORM AND DESTINATION.

FIGURE 96. REPORTS OUTPUT FORMAT SELECTION.

One you have selected your file output and clicked the OK button you will then get presented with a screen as below Figure 97. This screen will allow you to print the full report to your selected file or just the pages that you nominate when the page range option is checked.

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FIGURE 97. REPORTS OUTPUT FORMAT SELECTION.

After you have selected which page range you want, the screen Figure 98 will appear so that you may select where you want the file saved and what name you would like to save it as. As you can see from the screen Figure 98 the default file name is used with the file type appended to it i.e. SAL002.pdf. Of course you can choose whatever name and directory you like but the file type will remain the same depending on your selection.

FIGURE 98 FILE EXPORT SCREEN SHOWING DEFAULTS OF REPORTNAME PLUS PDF EXTENSION AS WE OPTED TO EXPORT TO ACROBAT PDF FILE.

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Note

Reports may be exported to CSV format for later importation in to excel or other databases such as access. You can then manipulate that data to your own requirements if necessary. IF IN ANY DOUBT PLEASE CONTACT SUPPORT.

Scheduling Reports

Sometimes it is more convenient to schedule your reports to print off automatically given certain parameters or perhaps you would prefer them to be emailed at a certain time each week. Whatever the scenario RETAIL MANAGER has a solution. To schedule a report it must be first set-up and saved in the reports manager, see pages 104-110 of this manual to get directions on how to do this. In our example above we have saved the SAL002 report and we have named it SALESSUMMARY FOR LAST WEEK. Figure 88. To schedule this to print at a certain time or to email or save to a file follow the instructions below. N.B. Scheduled Reports will only run when the reports processor is run see section On Reports Processor on Page XX of this Manual.

Right Click on the report that you named SALESSUMMARY FOR LAST WEEKS SALES Figure 90.

Select Create Schedule. Input scheduling criteria required. Please note different reports may require to be

scheduled differently.

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FIGURE 99 RIGHT CLICK TO SCHEDULE AN ALREADY CREATED REPORT

You will then be presented with the Report Schedule screen in order to input the criteria that you wish to use. Figure 100.

FIGURE 100. REPORT SCHEDULE CREATION SCREEN SHOWING VARIOUS SELECTION PARAMETERS.

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As you can see from the reports scheduling screen there are four different sections in which to input options Figure 89. we will cover each one of these sections below.

Option A: Schedule Report

This is the area in which you select how often you would like the schedules report to run and is fairly self explanatory.

Option B: Times per day

This is used to tell RETAIL MANAGER whether you want the report run only once which is usual or every time the schedule is run

Option C: Report Destination

If printer is select then any report that is run will be printed to the default printer on that machine unless otherwise specified. If the Export option is selected then the form will show 2 more option sections in which the user can select the file format that they wish the report to be exported in and the report destination (this can be export to file or export to Email) Figure 101 on Page 121. If export to file is selected then the Select File Settings button will become enabled and instructions in the File Setting section below must be followed.

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FIGURE 121. REPORT SCHEDULE CREATION SCREEN SHOWING EXPORT TO EMAIL OR FILE OPTIONS

If on the other hand the Export to Email option is checked then the Select recipient’s button will become enabled and the instructions in Email recipients section should be followed.

Option D: Notification Check box

This section is used to set-up an email notification to send an email perhaps to someone like a system administrator to let them know that the scheduled report has run again see the section on Recipients.

FIGURE 122. MAIL RECIPIENTS SCREEN ACCESSED WHEN YOU SELECT RECIPIENTS SCREEN.

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File Settings Section

When you click on the file settings button you will be presented with form on page 123. Figure 123

FIGURE 123. FILE PATH SELECTION SCREEN ACCESSED WHEN YOU SELECT FILE SETTINGS BUTTON.

When in the File settings screen you may click on the File Settings maintenance button and you will be presented with the File Maintenance screen below Figure 93. from here you can define the path etc. that you wish your files to be saved when scheduled reports run. You will notice that there are two options for file transfer Windows File or FTP. Click the add new icon and the fields will be enable for text entry , in the name field enter the name you wish to give the File Settings e.g. 'Johns file settings'. In the File path field enter the path where you would like you scheduled report files saved to e.g. C:\MyFiles\Reports\PDFs

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FIGURE 124. FILE MAINTENANCE SCREEN USED TO SET FILE PATHS AND CRITERIA.

FIGURE 125. FILE MAINTENANCE FTP OR WINDOWS FILE SELECTION.

Recipients Section

If export to Email is selected then the Select Recipients button will become enabled click on this button and you will be presented with the Mail Recipients screen as in Figure 95 below. Here you may add mail recipients by clicking on Mail Address Maintenance Button. You will then get presented with screen to add the email address's of people you want to receive scheduled reports Figure 126 on page 125.

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To add a new Email address simply click the NEW ICON whilst in the email address maintenance screen. Figure 126. and give your email address a Mailid e.g. you could use first 3 characters of First Name and first 3 characters of last name or whatever else you feel. Then add a name in the name field and a valid email address in the address field. When this is done simply click the save button to save your information and then the CLOSE ICON or the NEW ICON to either close the form or create another new mail address. When you have added all you recipients and have closed the screen you will be returned to the Mail Recipients screen only now you will have email address's listed in the left had list view Figure 91 on page 117 . To add these to these to the Selected Recipients list on the right simply highlight the address you want to add in the left had list and move to the right-hand list using the arrow keys. When finished simply click the OK button to exit the screen.

FIGURE 126. EMAIL MAINTENANCE SCREEN FOR ADDING NEW EMAIL ADDRESSES.

When finished Click on the SAVE CHANGES button in the Report Schedule Screen Figure 127 on page 126. to save your Scheduled report. Your schedule has now been saved and will run the next time the reports processor runs. Now click close to close the screen. Any Reports that have been

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scheduled can be seen in the reports manger by Clicking on the VIEW ALL SCHEDULED ICON. This will list all reports that you currently have scheduled to view all reports simply click the CLOCK ICON again.

FIGURE 127. SAVE CHANGES BUTTON

You will also notice in the report manager the report that we had saved earlier now has a SCHEDULED REPORT ICON against it to signify that it has been scheduled to run at a specific time. Figure 128.

FIG 128. SCHEDULED REPORT ICON SHOWING THAT THE REPORT HAS BEEN SCHEDULED TO RUN.

Reports Processor

The Reports processor can be run by clicking on the REPORTS MANAGER ICON and selecting Reports processor. You will then be presented with the reports processor form which will list all scheduled reports and who has scheduled them in our example Figure 129 on Page 127. you can see that user ADMIN has scheduled a SAL0003 report to be emailed and its title is LAST WEEKS SALES. No reports that have been scheduled in reports manager will run until the reports processor is executed by clicking on the PROCESS ALL REPORTS ICON.

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FIG 129. REPORT PROCESSOR FROM REPORTS MENU.

FIG 130. REPORT PROCESSOR SHOWING SCHEDULED REPORT.

In order to get the processor to run at a specified time you can create a small batch file and then schedule this to run using the Windows Task Scheduler this will run the batch file and all reports that have been scheduled in the reports processor will run and either EMAIL , FTP or SAVE TO A DIRECTORY. The batch file can even accept parameters to enable it to print to specific printers. Se example below.

REPPROCESS 1006 ENG RM_Printer="HLGENERAL" RM_SERVEUSERS=ADMIN

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OR WITHOUT PRINTER PARAMETERS AS BELOW

C:\RETAIL MANAGER\REPPROCESS 1006 ENG

If you only wish to manually process one report simply right click on the report you wish to process and select process report. Figure 131.

FIG 131. PROCESSOR ONE REPORT BY RIGHT CLICKING.

Note

THE REPORTS MANAGER IS A POWERFUL ASSET TO ANY BUSINESS AND CAN BE USED FOR CREATING AND SCHEDULING REPORTS FOR PRINTING AND EMAILING.. EMAIL DETAILS WILL BE REQUIRED BY OPUS RETAIL SOLUTIONS SUPPORT STAFF AND SOM EHELP MAY BE REQUIRED DURING INITIAL SETUP.

Export for Label Printing

On the REPORTS MANAGER ICON Figure 132 on Page 129 click on Export For Label printing from the list.

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FIG 129. EXPORT FOR LABEL PRINTING ON REPORTS MANAGER

This will export a database to a mobile device in order that you can scan items and then re-import them to create shelf-edge labels. Once you have downloaded the database to the mobile device and it has imported you may now scan all the products that you require labels for. When finished scanning return to your PC and in RETAIL MANAGER run the REPORTS MANAGER, then expand the reports tree under the directory labelled labels via HHT and select the label type that you would like to print by double clicking on it Figure 130 Below.

FIG 130. SELECT THE LABEL TYPE THAT YOU REQUIRE UNDER LABELS SECTION IN REPORTS MANAGER.

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When you have double clicked on the label type that you require you will be presented with the selection criteria screen Figure 131. Notice that there is only one parameter for you to enter that is the number of labels you require N.B this will normally be one. In the Selected text box enter the number usually 1 and the click the ADD SELECTED BUTTON. You may now Click the PREVIEW ICON on the top left of the screen in order to view the labels before printing them.

FIG 131. SELECT THE LABEL NUMBER THAT YOU REQUIRE THIS WILL NORMALLY BE 1.

Please supply OPUS SUPPORT with a valid SMTP Address and they will configure your email setup for you. N.B. Retail manager doesn’t currently work with web mail address like hotmail or gmail.

1. Create a Sales Report SAL003RA perhaps to run for the previous day. Tip: you will need to use relative date Save the Report as Yesterdays Sales Report.

☺ Useful Tip

Test your knowledge

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2. In Reports Manager under store reports try running an STR0006 Return sales report set it up for yesterday and to rum against till 1 only. Save it as yesterday’s returns till 1.

3. Run a z-read report under store Reports for the previous day.

4. Create FIN213aRA Sales By Tender Type Under Finance reports .Do it for each tender type and for relative one day ago. Save a separate one for each tender type as Yesterdays Card sales, Yesterdays cash sales etc…

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Finance Issues

Finance Manager

This Section contains a brief explanation of how to use the menu item underneath the Finance Manager Icon in Retail Manager.

he Finance Manager can be accessed from the main menu by clicking on the Finance Manager Icon. This area is used for setting up various modules that are

specific to your business's finances e.g. TAX, LOYALTY SCHEMES, PRICE TYPES ETC. The menu is divided into six submenus which we will discuss one at a time.

Tax Codes

As the menu name implies this screen is used specifically to setup various tax codes that your business might use. To access simply click on the Finance Manager the tax codes. Figure 103.

FIGURE 132. SETTING UP TAX STRUCTURES MENU ITEM

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When you have done this you will then be presented with the Taxation Codes screen. The Tax Codes screen is used to enquire, add, edit or delete sales tax

code detail information. The sales tax is applied at the Point of Sale and can be calculated using a number of methods. Figure 134.

FIGURE 134. SETTING UP TAX STRUCTURES SCREEN

Adding a New Tax code:

When you have the form on screen click on the NEW ICON the cursor will flash in the TAX CODE text box here enter a code for your TAX i.e. 1 to search for a tax calculation method select the MAGNIFYING GLASS ICON and select the method which suits your business usual this will be SELLING PRICE. Figure 135 on Page 134.

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FIGURE 134. SELECTING THE TAX METHOD SCREEN

NOW Click the OK Button and the tax method will be input into the TAX METHOD text box on the tax codes screen. Figure 135.

FIGURE 135. SELECTING THE TAX OF 17.5. % ON THE TAX SCREEN

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Enter the tax amount into the Taxation Parameters Value text box in the example on previous page it is 17.5 when this has been done click on the ADD BUTTON to add that value to your tax code this will then show in the right hand side list view and will be highlighted as in Figure 135 on Page 134. Select Normal in the status drop down list and if required enter a Memo in to the Memo filed. When all fields have been updated click on the SAVE ICON in the menu bar to ensure that your new tax code is saved.

When you are on the Taxation Codes screen select the COPY RECORD ICON that is the icon which looks like to pages together and when moused over will display copy information to new record. When this Is clicked all information from current record will be copied to a new record and the cursor will flash in the tax code field here add a new code for that tax and amend the tax value before clicking on the SAVE ICON.

When you are on the Taxation Codes screen first of all select the record which you want to edit by scrolling through your existing tax codes using the video buttons on the toolbar. Then select the EDIT RECORD ICON that is the icon which looks like a pencil on a page and when moused over will display Edit current record. When this is clicked all field information from current record will be enabled and ready for editing. When updating has completed click on the SAVE ICON to finish.

Copying a Tax code:

Editing an Existing Tax code:

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When you are on the Taxation Codes screen first of all select the record which you want to edit by scrolling through your existing tax codes using the video buttons on the toolbar. Then select the DELETE RECORD ICON that is the icon which looks like a bin on the toolbar and when moused over will display Delete record. When clicked to will be asked “DELETE RECORD?” see figure 136 below.

FIGURE 136. FINAL CHECK QUESTION

However if you only wish to delete a tax code value i.e. 17.5 first select the record that you wish to the delete the value from the click on the edit button you may now click on the DELETE TAX CODE button which is below the tax code value text box. When moused over it will read delete this value from the Grid, when the value is deleted from the grid you may now enter a new value and then click the SAVE ICON from the toolbar to save you update. N.B. This method is usually used to amend tax changes i.e. VAT rate being changed from 17.5 to 20 %.

FIGURE 137. DELETE TAX RATE ONLY

Delete a Tax code:

Delete a Tax code Value:

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Card Setup

The card screen is accessed through the FINANCE MANAGER CARD SETUP

FIGURE 138. FINAL CHECK QUESTION

The Card Screen Figure 139. is used to enquire, add, edit and delete credit and debit cards details accepted by the RM6000 system. Where EFTPOS Card Authorisation software is used then the screen is also used to set up details about card/bank range numbers.

FIGURE 139. CARD ENTRY SCREEN.

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When you have the form on screen Figure 107 click on the NEW ICON Add the card ID and card Name. Then select the Card Type by clicking the downward arrow and selecting from the list. Select the Card Currency by clicking the downward arrow and selecting from the list. N.B. The currency selected should be the currency in which the Card Processing Centre processes transactions. Enter the maximum tender and cash back permitted [if applicable]. Where a surcharge is to be applied for the use of the card at the point of sale then surcharge percentage should be added in Card Uplift. Optional Card Company and Enquiry telephone numbers can be entered. Details of Card numbering should be specified by the Card Processing agency. Select the ‘SAVE’ icon when finished entering your details.

Similar to the tax code copy screen this function will allow you to copy the record that you are currently on to a new record. You may then amend the fields that you wish to amend Card id is compulsory and you will need to change the card ranges also. When finished click the SAVE ICON.

Once again similar to tax code screen when the EDIT ICON is selected all fields will be enabled for editing. You can the EDIT what fields you deem necessary and then click the SAVE ICON when finished amending.

Once again similar to tax code screen when the DELETE ICON is clicked the card record that you are currently on will be deleted from the system. When finished ADDING,AMENDING OR DELETEING any records click the CLOSE ICON to close the card screen.

Adding Card details:

Copying Card details:

Edit Existing Card details:

Delete Card details:

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Loyalty Schemes

The loyalty screen is accessed through the FINANCE MANAGER LOYALTY SCHEMES and is used to set-up loyalty cards and schemes in order that you may reward customer loyalty. When the menu is clicked you will be presented with the loyalty scheme screen Figure 138.

FIGURE 140. LOYALTY SCHEMES MENU.

Retail Manager can contain many loyalty schemes, which can be points based or discounted sales, based on sales spend.

FIG 141. LOYALTY SCHEMES SETUP SCREEN.

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Loyalty schemes can be either ‘Points’ based or, ‘Sale Discount’ based as follows:

Points based schemes. This type of scheme attracts points against sales value, E.G. one point for each GB£1 spent. Multiple schemes can be in operation e.g. Standard, Gold, Platinum etc. and customers can join and leave the schemes. Points are allocated and deducted in a number of different ways:

Points can be added / subtracted manually. E.G. Joining points bonus, issue of a sales voucher etc.

Points can be automatically added at the end of each sale to the customer loyalty account.

Points can be redeemed (where permitted) at the Point of Sale against permitted products, or as a discount against a basket of goods.

Product promotion points can be allocated. E.G. Buy two of product ‘A’ and get 10 points.

Sale, or Sales cycle breakpoints can be used to modify the value of points. E.G. Spend over GB£500 in a single sale and receive treble points for that sale.

Sales Discount based Scheme. The discount schemes allow a percentage discount to be applied to the sale, or sales cycle. Discounts are achieved as follows:

Sales cycle breakpoint. E.G. Spend over GB£500 in the sales cycle and 5% discount will be given on all future sales in the sales cycle, spend GB£5,000 and 10% discount will be given, etc.

Sale discount. E.G. Spend GB£1,000 on a sale and a discount of 3% will apply to the sale.

Within the points scheme sale and sales cycle discounts can also be applied.

Loyalty Cycles. A loyalty cycle is created in order that time periods can be specified within the scheme. Cycle end dates are used to clear down cycle sales values. For instance, if a discount is offered on all sales over a specified value during a cycle, at the end of the cycle the current balance will be

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cleared. The customer will need to achieve the specified amount again in the next cycle to qualify for the discount.

Loyalty options are created within three RM6000 modules:

FINANCE MANAGER - LOYALTY SCHEMES: Creation of Loyalty Schemes.

DATABASE MANAGER > CUSTOMER - LOYALTY TAB: Linking a customer with a Loyalty scheme.

DATABASE MANAGER - PRODUCT RECORD - PRODUCT DISCOUNTS - PRODUCT LOYALTY POINTS: Linking specific point promotions to products.

Scheme Tab:

To create a Loyalty Scheme click NEW.

Enter Name of the Scheme; E.G. Standard, Gold, etc. Figure 111 on Page 134.

Select sales currency for scheme to be based on. This currency should be consistent with the default sales currency in the Location screen.

If Loyalty points are permitted as a tender type at the Point of Sale system then the exchange rate should be entered. E.G. each point is worth GB£0.01 upon redemption. If redemption as a tender type is not permitted then enter zero.

The Loyalty Cycle start date is selected. The length of the Loyalty Cycle is entered and from

the drop down list the time type is selected e.g. years, months etc. If Loyalty Cycles are not to be used then enter ‘0’.

Select the start date of the scheme and the end date of the scheme.

Click, SAVE icon to save the Loyalty scheme.

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Sale Breakpoints Tab:

A breakpoint is used within a sale to apply points or a discount once a sales value has been achieved. E.G. If the sales value exceeds say GB£100 then apply double points, or apply a 2% discount. Figure 112.

NB. For points to apply it is necessary to set up a breakpoint of zero and the points to apply per currency unit. Once a further breakpoint has been achieved then the extra points, or extra discount will apply to the whole sale. Loyalty Scheme - Sale Breakpoints Tab.

Select Scheme to apply breakpoint.

FIGURE 142. LOYALTY BREAKPOINTS TAB.

To create a Sale Breakpoint click NEW. Select the breakpoint sales value in the selected

currency. E.G. 100 pounds. Select Currency units per Point and enter a value E.G.

0.5 equals 2 points per pound.

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OR, Select Per Cent Discount and enter the percentage value, E.G. 5 equals 5%.

Click, SAVE ICON to save the Sale Breakpoint.

NB. Discounts or points are applied to the total sale.

NB. The breakpoint value cannot be edited. If a change is required then delete the record that is no longer required and create a new record.

The Loyalty adjustment is used to ADD, or SUBTRACT points from a specific Loyalty Account, or all Loyalty Accounts. Figure 143.

Fig 143. Loyalty Breakpoints tab showing 100 points being added.

Loyalty Account - Points Adjustment Tab.

Select Scheme. To create a Points Adjustment, click NEW. Enter the number of Points to be adjusted. Select

ADD, or SUBTRACT. Select a Reason Code, or Click the Tool-kit icon to

create a NEW reason.

Points Adjustment Tab :

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Click Selected Account and enter customer loyalty account number or search for required account.

OR, Select All Loyalty Accounts in Scheme.

NB. If points are to be deducted then this will only occur on accounts where sufficient points are available.

NB. Points will be added / deducted from the Loyalty Account following the activation of the Loyalty Processor.

The number of points awarded can be increased on specific days or times as a promotion. In other words you could for example give double points during “Happy Hour” between 6 pm. and 7 pm. on a certain date. Figure 144.

FIG 144. LOYALTY SCHEME- BONUS PERIODS TAB

To ADD a new Loyalty Promotion:

Click NEW icon. Enter the Name of the Promotion.

Loyalty Bonus periods Tab:

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Enter the multiplier for the points. E.G. Double Points = 2, etc.

Select the Promotion Type from Options:

Products option: Products where a current promotion is in place. E.G. Buy 2 and get 10 points would become 20 points on a double day.

Scheme option: All Customers who are a member of the particular scheme.

Product and Scheme option: All Product Promotions and the Scheme.

Select the Start and End Dates for the promotion.

Select the Period of the Promotion from Options:

Daily Option: The promotion will occur every day.

Day of Week option: The promotion will occur on a specific day of the week E.G. Tuesdays. Enter day number (1-7), or Click the Calendar icon and select any date occurring on the required day.

Day of Month option: The promotion will occur on a specific day of the month E.G. 23rd of every month. Enter the day number of the month (1-31), or Click the Calendar icon and select the date required.

Enter required Start and End Times (optional: the default will be the complete day)

Click SAVE ICON.

As with all screens when finished ADDING,AMENDING OR DELETEING any records click the CLOSE ICON to close the card screen.

Purchase Budget

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The purchase budget screen is also known as the ‘Open to Buy’ Budget as it provides purchasing check points for the Merchandiser or Buyer. When purchase commitments are made via Retail Manager, the purchase order has to be allocated to a budget. Via the Purchase Budget screen, budgets can be set up, and an actual spend-monitored. Figure 145.

FIG 145. PURCHASE BUDGET SCREEN

Select the ‘NEW’ icon. Add the Budget Id and Purchase Budget Description. Select from the downward arrow the Currency in

which the Budget is to be valued. Select the Time Period Schedule Type to which the

Budget applies. The number of Periods associated and the Year start

date will be displayed for the Time Period Schedule Type.

Input the Periods from which the budget is to start and end.

Adding Purchase Budget details:

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Input the Budget value to be operational. The Current Commitment will be updated by the

system as purchase orders are placed. The Purchase to Date will be updated by the system

as inventory is received. Select the Status of the record. Select the ‘SAVE’ icon.

Select ‘COPY RECORD’ icon. Amend the Purchase Budget Id and Description

details. Select ‘SAVE’ icon.

Select the Purchase Budget details to be edited. Select the ‘EDIT’ icon. Amend the Purchase Budget details. Select ‘SAVE’ icon.

Select the Purchase Budget details to be deleted. Select the ‘DELETE ICON'. The Purchase Budget details status will change to

‘Marked for Deletion’.

Copy an Existing Purchase Budget:

Edit an Existing Purchase Budget:

Delete an Existing Purchase Budget:

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Currency Setup

The Currency setup menu has two sub-menus Currencies and Exchange rates. To access this select FINANCE MANAGER -> CURRENCY SETUP -> CURRENCIES OR EXCHANGE RATES depending on your requirement. Figure 146.

FIG 146 CURRENCY SETUP MENU.

The Currency screen is used to enquire, add, edit or delete Currency detail information and can be accessed by following the steps outlined above and by following figure 116. You will then be presented with the currency screen in which you can carry out any of the above tasks. Figure 147 on Page 149.

Currencies :

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FIG 147 CURRENCY SETUP MENU.

To ADD a Currency:

Select ‘NEW’ icon. Enter a Currency Id and Currency Name Enter the Currency Short Name which is to be used

E.G. GB POUNDS may have a short name of GB£ or US dollars a short name of US$ .

Enter the lowest denomination of the currency to be used E.G. 0.01 would be 1 penny if the currency was GB pounds.

Select the 'SAVE’ icon.

To EDIT an existing Currency:

Select the Currency to be edited. Select the ‘EDIT' icon. Amend the Currency details. Select 'SAVE' icon.

To DELETE a Currency:

Select the Currency to be deleted. Select the ‘DELETE’ icon. The Currency status will change to ‘Marked for

Deletion’.

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FIG 146. THE EXCHANGE RATE SCREEN

To ADD an Exchange Rate to a currency:

Select ‘NEW’ icon. Select the currency to be exchanged with the system

base currency by clicking the downward arrow on risk currencies and picking from the displayed list. This is called the ‘Risk Currency’

Input the exchange rate to be used with the system base currency.

Input any surcharge that is to apply when the risk currency is used. This value will be applied at the Point of Sale for every sale where the risk currency is used as a payment method. The surcharge can be accepted or rejected at the time of making the sale.

Select the Id of the Location where the exchange rate is to apply. If the exchange rate applies to all locations, click the All Locations box.

Select the ‘SAVE’ icon.

To EDIT an existing Exchange Rate:

Select the currency to be edited by clicking the downward arrow on risk currencies and picking from the displayed list.

Select the ‘EDIT’ Icon. Amend the exchange rate.

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‘SAVE’ amendment.

To DELETE an Exchange Rate:

Select the currency to be deleted by clicking the downward arrow on risk currencies and picking from the displayed list.

Select the ‘DELETE’ icon. The Exchange Rate status will change to ‘Marked for

Deletion’.

NB. Every Currency MUST have an EXCHANGE RATE of 1 SET UP for ITSELF. E.G. Base Currency: Pounds Sterling. Risk Currency: Pounds Sterling. Exchange Rate = 1.

When creating tax structures please bear in mind your business requirements. Most business’s will only require perhaps two tax codes e.g. one for a zero VAT rate and one for current VAT rate which is 20%.

1. Try adding a new Tax code and adding a new tax rate.

2. Try editing an already existing tax rate.

3. Try creating a new loyalty scheme.

4. Try creating a new purchase budget.

5. Try adding a new currency and setting an exchange rate.

☺ Useful Tip

Test your knowledge

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Product Discounts

Product Entry Discounts Screen

This Section contains a brief explanation of how to Create Product Discount whilst using Product Entry Screen in Retail Manager.

he product discount screen is used to create discounts and product loyalty options for the product. The different schemes apply when making sales via the

POSXpress3 Point of Sale system.

The product discount screen is used to create discounts and product loyalty options for the product. The different schemes apply when making sales via the POSXpress3 Point of Sale system.

The options available are:

o A Quantity Discount. E.G. Buy 10 of the product and a discount of 5% will apply to further specified sales, or to an alternative product.

o A Value Discount. E.G. Spend US$100 on the product and a discount of US$5 will apply to all sales of the product.

o A Multi-Buy Discount. E.G. Buy 6 of the product at £10 each and the price will be reduced on sales of the 6 products to £8 each.

Product Loyalty Points. Points can be allocated to products and points can be assigned as the sales value for redemption at the point of sale for selling purposes.

The screen is accessed from the Product Record Screen by clicking the icon.

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Product Discounts

A quantity discount for a product is a value which when reached causes a discount to be applied. The discount can be on additional sales of the same product, or for an alternative product. E.G. Buy a Camera and get two free Batteries. The discount is only applied on the additional products sold. The initial breakpoint quantity will be sold at the standard price.

FIGURE 147.PRODUCT QUANTITY DISCOUNT OPTION SCREEN.

Options should be limited to one of each of the discount schemes being active at anyone time for the selected product.

In practice and for ease of evaluating the effect of a promotion, it is more likely that only one discount scheme will be in operation at any one time.

To ADD a Product Quantity Discount

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Quantity Discount Option:

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Select the Discount Type: Quantity.

If the product Discount is to apply to a specific Price Type then Check the Price Type box and select the Price Type to be applied. If the Price Type option is not checked then the Discount will apply to All price Types.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Enter Secondary Product Code or select using Search icon. [The product can the same as the primary product].

Select the Discount Method:

Actual Discount. A fixed amount to be deducted from the selling price.

Percentage Discount. A percentage % deduction from the selling price.

Fixed Price. A price which will override the actual selling price. E.G. if the Secondary items are ‘free of charge’ enter ‘0’. Figure 147 on Page 153.

Enter the Discount Value and Currency [if not the default currency].

Add the qualification quantity of the Primary and the Secondary Product. E.G. One Camera and Two Batteries.

Select selling price, Inclusive or Exclusive of sales tax.

Select a Discount Code.

Select the SAVE icon.

The example given in the above screen shows a purchase of 1 of the item entitles the customer to 1 of the secondary product free of charge.

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A Value discount for a product is a sales value which when reached, causes a discount to be applied to the product during the sales transaction. The discount will apply to the specific product only.

FIGURE 148. PRODUCT QUANTITY DISCOUNT OPTION SCREEN

To ADD a Product Value Discount

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: Value.

If the product Discount is to apply to a specific Price Type then Check the Price Type box and select the Price Type to be applied. If the Price Type option is not checked then the Discount will apply to All price Types.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Value Discount Option:

Product Value Discount Option Screen:

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Select the Discount Method:

Actual Discount. A fixed amount to be deducted from the selling price for EACH product.

Percentage Discount. A %age deduction from the selling price for EACH product.

Fixed Price. A price which will override the actual selling price for EACH product.

Enter the Discount Value and Currency [if not the default currency].

Add the qualification quantity of the Primary Product.

Select selling price, Inclusive or Exclusive of sales tax.

Select a Discount Code.

Select the SAVE icon.

The example given in the above screen shows a minimum purchase spend of £40 on the specific product produces a 25% discount on all sales of the item.

A Multi Buy discount for a product is a quantity breakpoint which when reached, causes a discount to be applied to all products during the sale. The discount will apply to the specific product only.

Multi Buy Discount Option:

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FIGURE 149. PRODUCT MULTI BUY DISCOUNT OPTION SCREEN

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: Multibuy.

If the product Discount is to apply to a specific Price Type then Check the Price Type box and select the Price Type to be applied. If the Price Type option is not Checked then the Discount will apply to All price Types.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Discount Method:

Actual Discount. A fixed amount to be deducted from the selling price for EACH product.

To ADD a Multi Buy Discount:

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Percentage Discount. A percentage % deduction from the selling price for EACH product.

Fixed Price. A price which will override the actual selling price for the breakpoint Quantity.

Enter the Discount Value and Currency [if not the default currency].

Add the qualification quantity of the Primary Product.

Select selling price, Inclusive or Exclusive of sales tax.

Select a Discount Code.

Select the SAVE icon.

The example given in the above screen shows a purchase of 6 of the item will be sold for a price of £20.

The price for the first 5 items would be at the regular price. Also if 7 were purchase, 6 would be at the Multibuy price and 1 at the regular price.

The Product Loyalty tab is used to set up the following information:

A product quantity breakpoint for additional points. E.G. Buy 2 of the product and gain 10 points.

A Value breakpoint for additional points. E.G. Spend $100 on the product in a single sale and receive an additional 50 points.

Creating a value for the product in loyalty Points. E.G. At the POSXpress3 point of sale a product can be purchased by redeeming 500 points.

Creating a value for the product in loyalty Points & money. E.G. 500 points and £5.

Product Loyalty Discounts

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Quantity Loyalty Point Discount:

FIGURE 150 QUANTITY LOYALTY POINT DISCOUNT SCREEN

To ADD a Quantity Loyalty Point Discount

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: Quantity.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Loyalty Scheme that the discount is to apply to.

Enter the Quantity Breakpoint at which the discount is to apply.

Enter the Bonus points which will apply when the breakpoint is reached.

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Select the SAVE icon.

The example given in the above screen shows a purchase of 2 of the item will provide an additional 100 loyalty points to the customer.

FIGURE 151. VALUE LOYALTY POINT DISCOUNT SCREEN

To ADD a Value Loyalty Point Discount

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: Value.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Loyalty Scheme that the discount is to apply to.

Value Loyalty Point Discount:

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Enter the monetary Value Breakpoint at which the discount is to apply and the currency [if not default].

Enter the Bonus points which will apply when the breakpoint is reached.

Select the SAVE icon.

The example given in the above screen shows a minimum purchase spend of £100 on the specific product produces an additional 500 points for the customer.

A product can be purchased using a customers Loyalty points at the POSXpress3 till.

Products can be purchased wholly in loyalty points or in a mixture of cash and points.

Redeeming Wholly in Loyalty Points:

FIGURE 152 REDEEMING POINTS FOR A PRODUCT SCREEN.

To ADD Redemption of Loyalty Points in Full for a Product

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Redeeming Points for a Product

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Select the Discount Type: None.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Loyalty Scheme that the discount is to apply to.

Enter the Points to buy in Full.

Select the SAVE icon.

The example given in the above screen shows the product can be purchased at a POSXpress3 till for 500 Loyalty Points.

To ADD Redemption of Loyalty Points in Full for a Product

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: None.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Loyalty Scheme that the discount is to apply to.

Enter the Points to buy in Full.

Select the SAVE icon.

The example given in the above screen shows the product can be purchased at a POSXpress3 till for 500 Loyalty Points.

Redeeming Wholly or Partially in Loyalty Points:

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FIG 153. REDEEMING POINTS FOR A PRODUCT SCREEN.

To ADD Redemption of Loyalty Points wholly or Partially for a Product

Select the NEW icon.

The Product Code and Description of the Primary product will be displayed at the top of the screen.

Select the Discount Type: None.

Select the Start and End Date for the Discount to operate.

Select the Location at which the Discount is to apply. [For ALL locations see below].

Select the Loyalty Scheme that the discount is to apply to.

Enter the Points to buy in Full or leave blank if the product is only to be sold partially in points.

If the item is to be sold Partially Points and money: Enter the Points required and the monetary value.

The Value can be a Percentage of the regular product Price. Select ‘%’ from the drop down list. Example: 300 Points

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and 10% means 300 points are redeemed and 10% is taken OFF the regular price.

The Value can be a monetary value OFF the regular Product Price. Select ‘Off’ from the drop down list. Example: 200 Points and £10 OFF means 200 points are redeemed and £10 is taken OFF the regular price.

The Value can be a specific monetary value for the product. Select ‘To Pay’ from the drop down list. Example: 250 Points and £50 To Pay means 250 points are redeemed and the product can be purchased for a price of £50.

Click the ADD icon to add the selection to the list. Many combinations of Points and Value can be added to the list. Example: 250 Points and £50 To Pay, OR 500 Points and £25 To Pay, OR 750 Points and £10 To Pay. All types of Points and Value combinations can be included for a product.

To remove any of the Points and Value options from the list. Select the combination in the grid and click the DELETE icon.

Where a monetary value is used then the Currency can be selected [if not default].

Select the SAVE icon.

Other Options for ALL Product Discounts

Copy Discount

To copy a Discount Scheme, select the default from the grid and click the COPY icon.

Editing a Discount

To edit a Discount Scheme, select the record to be changed from the grid and click the EDIT icon.

Deleting a Discount

To remove a Discount Scheme, select the record to be deleted from the grid and click the DELETE icon.

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Copy Discount to other Location

To copy the discount to ALL or selected Locations click the Copy / Add icon.

FIG 154. COPY LOCATION SCREEN.

Either Select a Location and click OK or, click the Select ALL icon to apply the discount to All locations. The individual records will be created and Saved automatically.

Discounts to apply today only

The Start and End Dates are stored in the database as a time stamp of Midnight. Therefore if the promotion is for today only then the Start Date should be today’s date and the End Date should be set to Tomorrows date.

NEED SOME USEFUL TIPS AND EXERCISES HERE

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Customers & Accounts

Adding Customers & dealing with Account sales This Section describes how to use Retail Manager to setup some customers in order that you can sell items on account. It will also cover account sales and management.

etail Manager allows the retailer to setup customers and do account sales and customer discounts. Customers can be added directly at the POS but may

be also added by accessing the customer maintenance screen. First navigate to DATABASE MANAGER BASE DATA CUSTOMERS CUSTOMER RECORD. Figure 155.

FIGURE 155. CUSTOMER RECORD MENU ITEM.

The Customer screen Figure 156 on Page 167 is used to enquire, add, edit or delete customer detail information. The screen uses a Tab Notebook style to access all of the customer information. Click the relevant Tab to display the detail information.

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FIGURE 156. CUSTOMER RECORD SCREEN SHOWING FILTER OPTIONS.

The Customer List screen is basically the first screen that you will be presented with when you run the customer record form. Here you will see a list of all your customers or if you have none it will be empty.

Within RETAIL MANGER it is possible to set up four principle types of customer as follows:

1. Cash

Customer The Cash Customer always pays for goods at the point of purchase. Details of expenditure and items purchased are retained within the transaction history for reporting purposes.

2. Account

Customer

The Account Customer has a credit account. Credit accounts maybe either: - An account with a credit limit that the customer is permitted to spend up to. - An account with a credit limit of zero and a positive balance which the customer can spend. Details of expenditure and items purchased are retained within the transaction history for reporting purposes.

3. Corporate

Entity

A Corporate Entity is a group of customers from 1 & 2 above. Examples of a Corporate Entity might be: - Customer Loyalty Scheme. - Staff Discount Scheme. - Students. - Senior Citizens. - A Society, or Company. Details of expenditure and items purchased are retained within the transaction history for reporting purposes.

4. Cash on Delivery

A COD customer has the goods delivered and payment is made to the delivery person. Payment into RM6000 is made at the point of sale later.

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By identifying customers as above it is possible to monitor spending habits, product purchasing habits and to apply targeted discounts. Where a Corporate Entity has Cash or Account Customers attached to it then they are known within the RM6000 system as Corporate Members. It is possible to enquire, add and remove, the Customers who are members of a Corporate Entity. It is possible to enquire, add and remove, the Corporate Entity that a Customer is a member of also.

There are five tabs on the customer record screen we will go through each of them individually below and try to give a brief outline what each tab screen does.

The Customer List

The customer list screen Figure 156 on Page 167 is the main interface screen that you will be presented with when customer record is run it will normally show you all of your current customers unless you have previously checked her First 100 records check box. In this screen you can search for customers by selecting any of the criteria presented. E.g. to search for a customer with surname Brown you just type Brown into the Name field. Then click on the last check box before clicking on the filter button Figure 157.

FIGURE 157 CUSTOMER LIST SCREEN SHOWING SEARCH OPTIONS.

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It is possible to do wildcard searches in this screen for example you could search for %BR in the last name field and then click the filter button you will then get a list of all customers with names containing BR e.g. Brown, Bride, Cambridge etc. You can of course search for a customerid, Telephone number or post code. First name, address, and several other options are also available. These are all self explanatory and work the same as explained for last name.

The Basic Details tab

The customer record screen Basic Detail tab Figure 158 is the screen you will be presented with when you click the ADD NEW ICON in order to add a new customer.

FIGURE 158 CUSTOMER BASIC DETAILS SCREEN FIELDS TO FILL IN FOR CUSTOMER DETAILS.

When in the Basic details tab add as many customer details for that customer as you wish. If you want to give the customer a unique ID of your own please do this before tabbing out of the ID field otherwise a system id will be automatically generated. The rest of this tab is self explanatory.

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The Additional Details tab

The customer record screen Additional Detail tab Figure 159 allows you to add further details to the customer as required for your business structure. Once again this screen is fairly self explanatory if these details are required the add as necessary and save the form as required by clicking on

the SAVE ICON.

FIGURE 159 CUSTOMERS ADDITIONAL DETAILS SCREEN FIELDS TO FILL IN FOR CUSTOMERS EXTRA DETAILS.

The Loyalty tab

The customer record screen loyalty tab Figure 160 on Page 171 allows you to add customer loyalty points, subtract points, amend points, add customer to schemes and check loyalty card balances. Cards may be added to the customer on the additional details tab.

The Sales tab

The customer record screen Sales tab Figure 161 on Page 171 has 3 sub tabs which I will explain briefly below.

Summary – A brief summary of sale customer made.

Details – Click to see the sale details

Tender - Click to see the how sale was tendered.

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FIGURE 160 CUSTOMERS LOYALTY TAB SHOWING LOYALTY POINT DETAILS ETC.

FIGURE 161 CUSTOMERS SALES TAB SHOWING CUSTOMER SALES DETAILS ETC.

The Payments tab

The customer record screen payments tab Figure 162 on Page 172 will show a record of all payments made to the customers account if that customer is an account customer.

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FIGURE 162 CUSTOMERS PAYMENTS TAB SHOWING CUSTOMER PAYMENT DETAILS ETC.

FIGURE 163 ACCOUNTS ICON

In order to make sales and payments to an account the customer needs to have an account setup. This can be created at the POS when creating a new customer or it can be created by ensuring that the account checkbox in the basic details tab is checked before the new customer account is saved. Clicking on the ACCOUNT ICON on the customer record toolbar. Figure 163 will launch the account maintenance screen. Figure 164 on page 173. This screen will allow you to add, edit, suspend accounts and take payments if you wish to do so. You can of course take payments at the POS see OPUS RETAIL SOLUTIONS DOCUMENT POSXPRESS STEP BY STEP FOR DETAIL OF HOW TO DO THIS.

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FIGURE 164 ACCOUNTS MAINTENANCE SCREEN SHOWING ACCOUNT BALANCES MEMOS ETC.

Taking a Payment in Retail Manager

Open the accounts maintenance form when you have the customer selected that you wish to take the payment for. You should then see the customers account details showing balance customer name etc. To take payments simply click on the account payment icon. Figure 165.

FIGURE 165 PAYMENTS ICON

You will then get presented with the accounts payment form figure 166 on page 174 which will allow you take a payment to that account.

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FIGURE 166 ACCOUNTS PAYMENTS SCREEN ALLOWS ACCOUNT PAYMENTS TO BE TAKEN MANUALLY.

As you can see from our example the customer Mr. MC Bride has a credit balance and a debit balance that are equal therby leaving him nothing to pay so amount to pay is set a 0.00. If the customer had a balance we would simple add a reference for the payment (no necessary but advised for tracking purpose ) add an amount to pay in the value box then click on the PLUS SIGN ICON and you will see the payment move down. When happy select a payment type and then click on the apply payment button you will then get presented with an account payment number. See figure 167 below.

FIGURE 167 ACCOUNTS PAYMENTS NUMBER PROVIDED AFTER APPLY PAYMENT HAS BEEN CLICKED.

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FIGURE 168 ACCOUNTS PAYMENTS SCREEN SHOWING PAYMENT OF £10.00 BEING MADE TO ACCOUNT.

FIGURE 169 ACCOUNTS PAYMENTS SCREEN SHOWING BALANCE OF-10.00 NOTICE CREDIT IS NOW MORE THAN DEBIT. CUSTOMER IS NOW £10.00 IN CREDIT.

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Miscellaneous Stuff

Various other stuff

This Section contains a brief explanation of all the other stuff that is contained within Retail Manager and not included in previous chapters.

he Retail Manager software has the ability to do a wide variety of things. Some of which we will discus in this

chapter.

Sales Watcher

The Saleswatcher can be accessed through the Sales Manager menu Figure 170.

FIGURE 170 SALESWATCHER ROM THE RETIAL MANAGER MENU.

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Just Click on the sales watcher on the menu and you will be presented with the screen in Fig 171 below.

FIGURE 171. THE SALESWATCHER SCREEN.

The saleswatcher is used mainly in multiple store set-ups and allows users to monitor that sales are coming back from each node on their VPN. If you click on the multicoloured push-pin to the left of Location Number you will see the legend pertaining to each colour. Fig 172. Below.

FIGURE 172. THE SALESWATCHER LEGENDS DEFINED.

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As you can see these are fairly self explanatory, if sales are showing as red then this would indicate a problem with replication and you should immediately contact

[email protected]

Epos Control

The Epos Control Fig 173. Below is used primarily to change configuration settings on your tills. To access EPOS Control use the Sales Manager Icon and select Epos Control.

FIGURE 173. THE EPOS CONTROL MENU ITEM.

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FIGURE 174. THE EPOS CONTROL SCREEN USED FOR TILL CONFIGURATIONS

However, it is best if you use the Posx3configurator on each till to change the configurations as this will affect each individual till only and is easier to control. The control is used to set tender limits on the tills and receipt information also. If in doubt Contact OPUS support.

Epos Grid Entry

The facility to use grids on the posxpress tilling system has always been a powerful feature of the system and in order for grids to work on the till system they first must be created in the Retail Manager. N.B. You should plan carefully the layout of your grid system before endeavouring to start creating your grids as this will save a lot of duplication and extra work. To access the Epos Grid Setup Screen First select Sales Manager > Epos Grid Manager Figure.175 On Page 180.

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. FIGURE 176 THE EPOS GRID SET-UP MENU

This will then present you with the Touch Grid Editor Fig 177. Below.

FIGURE 177. TOUCH GRID EDITOR SCREEN WITH NO BUTTONS ADDED

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We will give you a brief overview on how to create grids based on Departments.

Lets say for example you had several departments in your store beneath which there where sub-departments. I will demonstrate how to setup grids to link to other grids and then link to products. Of course there is a lot more that we can do with grids than we can show here but this will allow you to make a start. To create a new grid click on the add new icon and you will be presented with a small form asking you to select location and enter a grid id Fig 178.

FIG 178. NEW GRID FORM

Select the location you wish the grid to be applied (only relevant in multi store systems). The give your grid and ID number this is what is used to reference each grid that you make. Click OK. You will see at the top of the screen there is now a location and a grid id attached to it in this case grid id 200. Fig 178.

Now we will start to add buttons to the grid. As you can see from figure 177 On Page 180 there are red marching ants around one of the grid boxes. We will start here although you can start anywhere on the grid that you like. This is where our first button will be created. In the width and height boxes on the right hand side add 2 for width and 2 for height the hit the ENTER key. N.B. The marching ant are now 2 squares * 2 squares figure 179 On Page 182. You can however make these any size you wish.

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FIG 179. TOUCH GRID WITH GRID ID 200 ADDED TO SCREEN

Ok now we have created our first button we will add colour to it and some text. On the right of the height box you can see the colour button just click on this when you button is selected and select the colour you wish to use for the button Fig 134 You can also change the Height and width of the button here. I have selected the colour red for my first button on the grid and have given it a description of Toys and made the text size 16 and coloured white I have also checked bold to make the text bold. Again the choice is your own Figure 180. on page 183.

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FIGURE 180 COLOUR SELECTION SCREEN.

FIGURE 181 FIRST BUTTON ADDED AND OPTIONS CHANGED

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N.B. You can select images instead of button colours if you prefer just select the folder icon and browse for your preferred image. We would suggest that you keep images fairly small i.e. 100*100 pixels for 1*1 button and 200 * 200 pixels for 2 *2 buttons. We will continue to add buttons to the grid in the same way for other departments and then show you how to link these buttons to other grids and or products. Figure 182 shows several button added for departments.

FIGURE 182 DEPT BUTTONS ADDED TO GRID 200

At this point none of the buttons have been linked to any product and or other grid. In our example we will now save this grid and then create sub grids in order to link the button to. So click on the save icon to save grid 200.

We will now create another grid for sub department of the toys department therefore click the add new icon again and after selecting your location give your grid a grid id. I have given mine an id of 201 and I have added buttons to

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represent the sub-departments that are beneath Toys. Figure 183.

FIGURE 183 SUB- DEPT BUTTONS ADDED TO GRID 201

When you have added all you buttons click on the save icon to save the grid 201. Now we will show you how to link grid 200 the departments grid to grid 201 the sub departments grid. Using the video control buttons at the top of the screen Figure 184 . Scroll back till you get to grid 200 the dept grid Figure 182.

Fig 184 Video scroll buttons

When you reach grid 200 select the button that you wish to link in this case Toys and click on the edit button at the top of the screen. Now all the fields will be accessible on the

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right hand-side all we need to do is key in 201 into the target grid box. What we are telling Posxpress to do here is when the Toy button is pressed jump to grid 201. When you have entered the target grid select the save button to save. If you wish check that the button is linking correctly just select the button and click on the jump to grid icon if the target grid is correct, as in this 201 when you click the grid 201 will show. OK now we will link the sub-department Lego to a new grid that we have created 202 using the methods outlined above. Grid 202 contains 3 buttons and to link the lego button to that grid we will use the video scroll buttons to scroll back to grid 201 the sub-dept grid and select the lego button. Click on the edit button.

When the edit button has been clicked you can select the magnifying glass icon to scroll through and search for the grid you wish to link in our case 202 Fig 185. and or just enter the grid number in the target grid box as before when finished click OK.

FIGURE 185 THE TARGET GRID SELECTION FORM

We are now at a position whereby we have linked Toys to Sub department Lego and have linked that grid to a grid

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Figure 185. Which contains Box Sets, Action, Figures and Buildings. You should now be getting a grasp of how this works.

FIGURE 186 WHICH SHOWS GRID 203 WHICH IS THE SUB CATEGORY OF LEGO

OK so now we have a grid for box sets 202 and underneath this we will wants to add a grid for all the box sets of lego and then link these to products. I will create a grid 203 and add products to this below before the linking grid 202 Box sets to grid 203 products.

To create the grid we first click new and add 203 as the gridid number of course as above the gridid can be whatever you want it to be but we would suggest that you try to keep it in a logical sequence. Fig 186 shows the Product Lego Brick Box added to grid number 203 using a picture and also a product for duplo.

When the button has been added to the grid we can then link this to a product by clicking in the target product box and then selecting the magnifying glass icon to search for the product we want to link to Figure 187 on Page 188.

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FIGURE 187 WHICH SHOWS PRODUCT CODE SEARCH SCREEN

We can continue to add products until we are finished. N.B Of course this is only a small example and some people choose to use only department buttons on their main grid and then create zero prices products in Retail Manager with the department names as products (Dump Codes). They then link their dept buttons to the zero price products and when they key these at the till they will be prompted to enter a price. Buttons can also be used to launch applications from your grid and or run external commands some of these can be very useful depending on your business structure.

If you wish to remove buttons from a grid when in Edit mode select the button you wish to remove and click on the delete icon to the left of the button count text box Not the one along the top menu. You will then be prompted to delete yes or no select which ever you require. N.B. This cannot be reversed. Fig 188.

FIGURE 188 DELETE BUTTON PROMPT.

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When you wish to delete a grid scroll through the grids until you get to the grid number that you wish to delete then you must select the delete icon from the menu bar Fig 189 below.

FIG 189 THE DELETE GRID ICON ON THE MENU BAR OF THE TOUCH GRID EDITOR

Once again you will be prompted are you sure yes or no select which is appropriate for your needs figure 190 below. Also please note this is not reversible and if you delete a grid you wish you hadn't, you will have to recreate from the beginning. Hence the question Figure 190.

FIG 190 THE DELETE QUESTION SCREEN

Please Note that any grids created will only display on the tills after a mini till database is created in the back-office and the manual till up date is run on each till. N.B. This usually happens as a scheduled windows task each night and the tills are usually updated each day at log in.

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Index

A Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 3, 3

Index 1, 1 Index 1, 1

B Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2

C Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1

D Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1

E Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1

G Index 1, 1 Index 1, 1 Index 1, 1

Index 1, 1 Index 1, 1 Index 1, 1

H Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1

K Index 1, 1

L Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1

M Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2

N Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1

Index 1, 1 Index 1, 1

R Index 1, 1 Index 1, 1

S Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1

T Index 1, 1 Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2

W Index 1, 1 Index 1, 1 Index 1, 1

Index 2, 2 Index 1, 1 Index 1, 1 Index 1, 1 Index ,

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