1       Introduction

This document explains the basic steps in setting up a system ready for use in your business. It in no way attempts to explain all the steps or any steps in great detail. The procedures are written to minimise the time necessary to install, configure and implement POSperfect for your business. By following these you will avoid many of the traps and fast track the implementation of your POSperfect system.

POSperfect II is rich with features making it a powerful tool to manage most types of retail businesses. Learning and implementing a new system can be frustrating and time consuming. It can also be expensive if you are totally reliant on others to implement the system to achieve the result you are aiming for.

If computers and especially Point-of-Sale and Retail systems are new to you should seek assistance from your supplier both in the implementation phase and for on-going support. If you have no interest in undertaking the implementing the system yourself, then allocate the task to the person in your business most suited to the task. You as the owner or manager should still work through the planning stages of this document so your objectives are clearly defined before they start.

2       Why do you need a System?

Businesses require systems to provide information and control. A small business can achieve this to some degree without a computer system or with manual systems, if the owner or manager can dedicate endless hours to the business. The systems, procedures and policies are those engraved in the mind of the manager. That works only until the person can no longer put their life into the business.

POSperfect is a flexible system providing information and control while preserving the unique characteristics of the business. It provides a platform on which the business can grow by relieving the owner or manager of the day-to-day repetitive tasks and freeing them to concentrate on the creative aspects of the business.

Define your objectives

Plan before you act!

3       Reporting

The information you want from the system is the key to how the system must be set up.

POSperfect has a powerful reporting module designed to provide summarized management reports with the power to drill down through successive department group levels to the stock movements and transactions that make up the report.

3.1 Define your Reporting Groups

POSperfect has three types of reporting groups: Standard, Vendor, and User Defined.

3.2 Standard Product Groups

 These are hierarchical groups like Departments and Sub Departments.

You can have up to four;          Division                                                    Highest Level    

                                             Department

                                             Class

                                             Subclass                                                  Lowest Level

Example1:        Division               =         Supermarket

                        Department         =         Groceries                     

                        Class                  =         Food

                        Subclass            =         Canned Food

Example2:        Division               =         Not Used

                        Department         =         Appliances                   

                        Class                  =         Home Entertainment

                        Subclass            =         Stereo’s 

Two levels are often sufficient in which case only Department and Class should be selected.

Note:

With Standard (hierarchical) groups you cannot have two products belonging to the same lower level group, e.g. “Class” but with different higher level groups, e.g. “Department”.

3.3 Vendor

This is simply one reporting group listing all vendors. All product related reports allow selection of a vendor or range of vendors.  There is no planning required, only the entries of all vendors or suppliers in the vendor file.

3.4 User Defined Groups

This is how POSperfect handles special reporting for different types of merchandising.

A User Defined group is named for a specific purpose. You can have up to four different User Defined reporting groups. These groups (Non-hierarchical) are labelled in the “Features/Product Report groups” screen in the Setup module.

When to use User Defined Groups

You should use User Defined groups when you want to group products from different Departments and Classes into a common reporting group.

Example: You may want report on all products of a particular “Brand” like “Sony”. The “Sony” products will span several different Standard product groups like Stereo’s, TV’s, and Video Cameras. A User Defined group will allow you to define a group named “Brand” in which products of the same brand “Sony” can be grouped. The reporting systems will then automatically give you reporting by “Brand”.

There are numerous uses for User Defined groups. Some more examples;

                                    Season                                     Label   

                                    Manufacturer                             Country of Origin           

                                    Perishable Items                        Dangerous Goods         

                                    Packaging Type                         Material Type

                                    Refundable Item             Size (container size)                 

A User Defined group can have very few or many entries (records), e.g.. A Manufacturer group will have many entries, but a “Perishable Items” may only have “Perishable” and “Non Perishable” entries.

When you set up User Defined groups every SKU should be assigned to every group. For example in the “Perishable Item” group the items not relevant to this group should be assigned to “Non Perishable”. This is so the reporting systems will always balance. If you had a SKU not assigned to either Perishable or Non Perishable and ran a report, the total on that report (of all groups) would not match the total of another report run for example for all departments. This may not matter, but should be considered when designing the inventory and reporting systems.

3.5 Products not relevant to product groups

Often “User Defined”, “Standard” and “Vendor” reporting groups are irrelevant for some products. It is therefore good practice within each reporting group (Department, Class, Vendor, User Defined) to have an “Unknown” or “Miscellaneous” entry so that products which are not relevant to a known group can be located and a report run for that group will give a correct and balanced total.

3.6 !! Importance of  deciding correct Groupings !!

The importance of planning groups cannot be overemphasised. It is very difficult to change Groups after a system is ‘up and running’. Database tables must be altered and all interconnections to various reports are thrown awry. In some cases the system will not be able to change, e.g.. altering SKU from Size/Colour to Non-sized. New data may be added, e.g.. new size, easily, but existing data relationships must be kept intact. To effect some changes it is easier to renew the system and reload ALL the data.

 

4       Product Structure

(Define the Product structure you require)

4.1 The SKU (Stock Keeping Unit)

Inventory control is usually a fundamental requirement of a Retail Management System. POSperfect manages inventory through the Point-of-Sale module for customer or “front door” transactions, and through the Inventory module for supplier or “back door” transactions including inter-branch transfers and stock taking facilities

The key element for inventory control is the SKU (Stock Keeping Unit). Most product reporting functions are based on the SKU. The SKU is normally an internal product code used by the retailer within their business. It can also be a Vendors product code.

4.2 Product Setup Options

4.2.1 SKU only         Products bought and sold by the same product code

4.2.2 SKU/Barcode   Products sold by barcode. Barcode item is the SKU.

This is used where the unit of sale is typically the SKU, but the SKU also has a barcode linked directly to the SKU. This is typically for products like giftware, white ware and electronics but also many others. This does not work for grocery and liquor items where the product sold (Barcode/PLU) may be a different package unit than the SKU.

To use this SKU/Barcode method the “Barcode” feature must be enabled in the POSperfect Setup module “Features” screen.

 

4.2.3 SKU/PLU         Products sold by SKU or PLU (Price Look Up) or Barcode

This is used where an item may be sold by differing package units as often in occurs in food, grocery and liquor retailing. If merchandise is sold by a unit quantity that may be different from the SKU unit, then the SKU/PLU feature should be set on. Often a SKU will have a number of PLU’s linked to the SKU for the varying units of sale and special pricing and description of each package type.

Example: A product may be wholesaled in 10 Litre units, but retailed in 10, 4, 2, 1, 0.5 and 0.25 units. The 10L would have a SKU with an associated barcode and all the other quantities would have their own barcode linked to the SKU.

          10L  SKU =”AL1000”                 barcode =”947884211”

4L                                            barcode =”947884212”

2L                                            barcode =”947884213”

1L                                            barcode =”947884214”

To use this method the “SKU/PLU” feature must be enabled in the POSperfect Setup Features screen.

 

4.2.4 SKU Size/Colour Barcode

POSperfect provides powerful features for managing size/coloured stock items as are typically found in fashion and footwear. Where a single style code is used to purchase or sell products of different sizes, then the POSperfect Size/Colour feature should be selected.

The Size/Colour feature provides inventory control using a one or two-dimensional matrix for each SKU (Style). While each product needs only one SKU code, the system will provide stock and sales information down to individual sizes and colours. Typically each active size and colour will have a barcode. When this barcode is scanned the system automatically assigns the correct size and colour information to the SKU.

Example: An overcoat with a style named ”Manhattan” may be sold in several different colours and several different sizes.

Manhattan
	6	6+	7	7+	8	8+	9	9+	10
Black		2			10		10	8
Navy			4	6	12		10		4
Red		2		4		2
Green			4	6		5

Each stock intersection on the above matrix can be tracked through the one SKU on “Manhattan”

The system can use either the manufacturers barcodes assigned to a Style/Size/Colour, or it can automatically generate its own (internal) barcode to represent the Style/Size/Colour. This is often the most efficient method because no entry of barcodes is required. The system can generate barcodes for products being received or stock on-hand.

4.3 Barcode and Label Printing

The system provides label printing. There is a Label format module in the Setup programme “Printout/Barcode Printouts/Format” folder. If you select the “Laser Barcode Setup” tab you can format your own labels.

Note:    Setting up Labels is a specialized task requiring skill, time and patience. Unless you have all these you should have your POSperfect supplier do this work.

 

5       Customer Management and Customer Pricing

5.1 Customer Management Features

POSperfect provides the following customer related features;

Customer database and purchase history

Layby management system

Accounts Receivable system

Customer Loyalty module (points based system)

Customer Types (Groups) with pricing / discounting by group

Customer Quotations, Orders & Deliveries

Customer Discount Matrix (advanced customer-pricing feature)

These features are easily selected through the Setup module after the software is installed or in the features selection screen during installation.

5.2 Customer Types

Before entering customers into the system you must define your customer groups or “Types” so that customer reporting meets your requirements. Customer Types can be labelled through the Setup module  “Customer/Customer Types”. Each Customer Type can be linked to a Price Level so those customers can receive special pricing by product.

Example:          Customer Type 1 =        ”Retail”

                        Customer Type 2 =        ”Trade”

                        Customer Type 3 =        ”Staff”

                        Customer Type 4 =        ”Duty Free”

5.3 Price Levels

Each Product (SKU and/or PLU) has up to 6 prices allowed. The price levels can be labelled through the Setup module “Sales/Pricing/Price Levels” screen.

As each product is added to the database, the pricing for each level should be entered, although the System Maintenance module “Product Information/Price Change” allows prices to be globally assigned to price levels for ranges of products based on various criteria such as “Cost Plus” or “Retail Less” factors.

 

6       Get Familiar with POSperfect

6.1 Installation

Install the software taking care to select the reporting groups and features you require. These can be altered later but selecting the correct levels will allow you to get a better understanding of the system using the demonstration data.

It is best to install the system first as the “Master Terminal for a Single Terminal Store”. Other terminals can be added later.

You can always re-install the software by removing the entire POSperfect application through the Windows “Add/Remove Program” function and installing it again.

6.2 Basic Sales

Learn the basics of the sales module. You can select products and customers using the “F3”and “F5”search functions. By simply pressing “ENTER” in the search screens the system will show all products or all customers in the demonstration data.

6.3 Reporting Module

Learn how to use the Reporting module. Spend time on all aspects (all options) in the Profit and Inventory reports until you are completely conversant with these reports. Learn how to use the “Drill Down” features so you can drill down to the audit trail of an SKU.

6.4 Inventory Module

Learn how to order and receive stock from a Vendor in the Inventory module. After you have received some stock go to the Inventory report and check the report for the stock you have received into the system.

6.5 Maintenance Module

Learn how to add and maintain products and prices through the “Maintenance” module;

 

6.5.1 Add:    Departments

                        Classes

                        Vendors

                        SKU’s                           (and Barcodes and PLU’s where necessary)

                        Size/Colour Charts         (if necessary, Footwear and Fashion)

6.5.2            Learn how to globally change prices. Using the “Product Information/Price Change” feature in the Maintenance Module, set the prices for another price level for all products based on cost or current retail.

6.5.3  Add Operators/Cashiers in the Maintenance Module.

  6.5.4      Set up “Dates” or fiscal periods in the Maintenance Module. “Dates” are used by some of the sales reports so reports can be matched against your accounting periods. This is particularly useful where your accounting periods are not calendar month

6.6 Setup Module

The Setup module provides an extensive number of soft set-ups to tailor the system to your requirements. You will likely need help for some functions but initially you should quickly scan through all the folders and tabs in this module to get an understanding of the available options.

Important. In the Setup module there is a “License & Registration” folder. In this screen there is a “Start Trial Mode”. Pressing this then clicking “F2 Save” will lift all restrictions off the system so you can enter unlimited products and customers into your database. However DO NOT then click on “Register” in this screen. You have 30 days to register the product and this should only be done once you have set your system up with;

Store Name

Location

Number of Terminals

Selected Features

Once you register the system you will not be able to add features or change the store details.

 

7       Clearing out the Demonstration data

Once you are familiar with the system operation using the demonstration data, this can be cleared so you can start entering your own data.

To clear the demonstration data do the following;

            Go to Command Centre “System Menu”.

            Select POS Maintenance and  log in.

            Go to the “Special” menu in the top right corner of the screen.      

            Select “Clear Data Set”. This will clear out the demonstration data.

8       Entering your own data

In order to enter your data you will need all the information about your products. You will need product codes, descriptions, costs, retail prices, suppliers, product groups and other information specific to your type of business.

Before proceeding you should have a good feel for the way the product groups work and the way products can be set up. You should also have turned on the features you require in the Setup module. You should also have clicked on “Start Trial Mode” in the “Setup/License & Registration” screen. 

In the Setup module “Features” screen set the following features to define the way your products will be configured;

                                    Setup/Features              SKU/PLU

                                                                        Size/Colour for SKU

                                                                        Barcode for SKU

and  “Features/Product Groups” to select your product reporting group layout.

8.1 Entering your Product Groups

Enter all your product groups; Departments / Classes / Vendors / User Defined. These are entered through the “Maintenance” module. They may also be imported from other systems.

 

Entering products (SKU’s) manually

Once all the product groups and vendors are configured you are then ready to enter your products or SKU’s in the “Maintenance” module. You can do this by clicking on “Add” in the SKU screen.

At minimum you should enter;

SKU:                Internal product code (letters and numbers, no blank spaces)

Description:      Letters, Numbers and Spaces. Use both small and large letters.

Class:              Select the “Class” product group to which the product belongs.

Department:      Press “ENTER” the system will automatically assign the department code from the Class you have selected.

Vendor:            Select the correct Vendor/Supplier.

Last Cost:         The last known cost from your primary vendor/supplier

Retail Prices:    There are six price levels for each SKU. Enter at least the first (top) price. Other prices can be set through the Price Change function.

Other Fields:     If your products have size/colour variations and have selected the Size/Colour feature, the product can be assigned to one or two size/colour charts. These must have already been set up through Size Chart Maintenance.

Other Tabs:       There are a number of other tabs which allow you to tag each SKU with other details and options such as “Non stock”, “Loyalty”, “Serial Number” options and many more.      

PLU:                If your system is configured with the SKU/PLU feature (typically used in Grocery and Liquor) then after entering a new SKU the system will prompt you to add PLU’s (Price Look Ups). PLU’s allow you to sell a SKU in different package variations. A PLU is often the barcode number for the unit of sale but it can also be a “quick” or “short” code. You can have as many PLU’s attached to a SKU as you wish.

PLU Example:   A SKU may be a pack of 12 items. You may have a PLU for a single Item, 6 pack, 12 pack (same as SKU) and 24 pack. When entering the PLU details you must ensure the “Ratio” field is set correctly. Note. The ratio is the number of PLU’s per SKU. If a SKU is 12 Cans, then the PLU for one can is 12, i.e. there are 12 single cans (12 units of 1) in the single SKU (1 unit of 12).

 

8.2  Importing products from a spreadsheet or “CSV” file.

Once you have your product groups and suppliers defined, if your data is available in a spreadsheet you can import the data into POSperfect. This is done from the POSperfect Command Centre “Special/Importing” menu and all alpha characters must be in UPPERCASE.

Unless you have a strong computer skills you will likely need help which Today Software or approved dealers can provide. The data to be imported will vary from installation to installation depending on the product and product group configuration of the POSperfect system and the data source.

You will also need to consider Barcode, Size/Colour, and PLU items, which are often not a simple “one to one” relationship.

 

8.3  Test your data before going too far

As you go, test that your set-ups and data are working correctly. You can do this easily through the training mode facility.

Once you have entered your product groups and some products, copy all your data into the training mode database. This is done from the Command Centre’s “System Menu” with the “Copy Training Data” function. The system will copy your entire system into a training database. If this has not been done before it will prompt you to “Create” the Training Mode Database directories.

Once you have copied the data for training activate “Training Mode” from the Command Centre. Then go through some of the system process;

Order and Receive or Stock-take some stock items.

Sell SKU’s, PLU’s, Barcodes, Size/Colour Items etc.

Run some Inventory and Profit Reports to see the effect of your transactions.

Only once you are happy that your data and reports are correct should you proceed further.

 

8.4 Adding Customers

8.4.1.Setting up your Customer Types

You must first set up your Customer Types (groups) so when you add a customer it can be linked to the correct Customer Type, e.g. “Trade” customers. The Customer Types are set up in the Setup module under “Customers”. Each Customer Type can be linked to options for Invoice printing and Price Level selection.

 

 

8.4.2 Creating your Customers

Once your Customer Types are set, then from the “Point of Sale” module you can log in and select “F5” customer. You then have the option “F3” add to add a new customer. The system (by default) will allocate the “Customer Number” (account number) automatically with the following format;

                   SSSSTTnnnnnnn

                               where  SSSS   =          Store Number

                               TT                     =          Terminal Number

                                           nnnnnn =          Customer Number

You change the system customer Set-ups so the system does not allocate these numbers automatically but this is not recommended.

8.4.3 Importing Customers from a Spreadsheet or CSV File

Once you have your Customer Types defined, if your data is available in a spreadsheet you can import the data into POSperfect. This is done from the POSperfect Command Centre “Special/Importing” menu. Unless you have a strong IT background you will likely need help which Today Software or approved dealers can provide.

 

8.5 Setting your Store Details for Receipt & Invoice Printing

There are a number of location specific details that need to be set. All these are done from the Setup module.

8.5.1 Store Configuration Screen:

                                    Store Name, Store Number, Number of Terminals, Locations

These must be set correctly. You must not change these after your software has been licensed or your system will not start up.

 

Go to the “Address” tab. Using the Address1-5, create a Street Address record and (optional) “Postal Address”. These can be selected in the “Features/Debtors” set-ups so the correct address is printed on the Statements.

8.5.2  Receipt Print.  “Printout / Receipt Format” window

The receipt format can be edited to change your address details. Make sure all the “sentinels / field labels” are kept in the same column position when you edit this screen. And do not change the characters in the first two columns. To make format changes you will need assistance from the supplier of your POSperfect software.

8.5.3 Invoice print setup for Laser / DeskJet printers

Note:      The Invoice Format seen from the “Setup / Printout / Invoice Format” window is for POS/Validation printers and has no effect for A4 Laser / DeskJet printers.

By default the system is set up to print invoices to a POS printer and not your office/laser printer. To use your laser printer you should first check that this printer is configured with the Windows Operating system from the POS terminal where you will be printing invoices. Do a Windows Test Print from that terminal to check it is functioning correctly and then do the following;

       Go to the Setup program “Sale/Printout Control” window.

       Click on the “Invoice Printing Controls” tab.

       Tick the box “Print Invoice to A4 Paper”.

       Tick “F2 Save” at the top of the screen.

The A4 Laser printed invoice is currently a set format. You can your company address information from the “Store Configuration” window “Address” tab but other details are currently not configurable.

8.5.4  Invoice print setup for POS Multi-Station Printers

To print invoices on a POS Multi-Station printer like the Epson TMH5000/6000 or the Axiohm 7156, you must first configure it as a Validation Printer. To do this you follow the steps in Section B9 of this document for setting same steps as a Receipt Printer. With a Multi-Station printer the Validation will simply select the same printer as the Receipt printer.

 

9       Printers Setup

POSperfect uses the Windows Print Manager and Spooler to control your printers. Generally the Report Printer should be a standard A4 Sheet printer (Laser or DeskJet), which is configured, in the normal method for the Windows Operating system.

9.1 Receipt Printer Setup

POSperfect supports a number of receipt printer models. The standard method of installing the receipt printer is by loading the driver supplied with the machine but sometimes you need to configure a Windows “Generic Text” printer. This is done as follows:

·       Add your printer using the Windows “Add Printer” function. Make sure the printer can perform a “Print Test Page” function from Windows. This must be working before you proceed to the next step.

·       Now you can print a “Test Page” go to the POSperfect Setup module  “Peripherals/Printer” folder and bring up the Printers Setup screen.

·       Click on the down arrow in the “Receipt Printer” box and select “Generic Text” printer.

·       Now click on the “Config” button on the same line. The system will show a “Printer Model” with a down arrow. Click the down arrow for a list of all the printers known to POSperfect.

·       If your printer model is available then select it and record all the “Windows printer properties codes”. These will need to be set into the Windows Printer Properties screen.

·       If your printer is not available then you may be able to use the codes of a similar printer, or you may have to research the printer specification documents to determine the codes required for your printer model.  

·       Set your printer codes into Windows as follows:

·                Go to the Windows “Start/Settings/Printers” window.

·                Right click on the “Generic Text” printer then left click on “Properties”.

·                In Windows there will be 5 Tabs. Using the codes you recorded above set these up as follows:

                        Details:                         Spool Settings / Print directly to printer

                        Paper:                           A4, Continuous No Page Break

                        Device Options:             Set codes recorded above for:

                                                            Begin Print Job, End Print Job

                        Fonts:                           Set codes recorded in for:          

                                                            10CPI, Double On, Double Off, Bold On, Bold Off

 

10     Cash Drawer

Before you configure POSperfect to open your cash drawer you need to be sure that your hardware is properly configured. This is best done with a test program provided by your hardware supplier to ensure the hardware is functioning correctly.

The Cash Drawer is normally connected to the Receipt Printer. Most modern Receipt printers provide a “Drawer Kick” facility. If your drawer is connected to the receipt printer then configure POSperfect as follows;

In the Setup program, go to the “Peripheral/Cash Drawer” folder.

·       Tick the box “Is there a Cash Drawer connected this terminal?”.

·       Select the “Port” which is the same as the port the Receipt printer is connected to.

·       Enter the “Kicking code”. This can be found in your Receipt printer manual.

If you successfully tested the drawer hardware before configuring POSperfect then you should be able to use the same codes as the test program is using.

     Common “Kicking codes” are      “1B 70 0 10 10”              (Epson Thermal Printers)

                                                                                                                        or                                 “07”                                                                   (Citizen Dot Matrix Printers)

If the Cash Drawer is connected to the communications port of the Computer then configure POSperfect as follows;

·       In the Setup program, go to the “Peripheral/Cash Drawer” folder.

·       Tick the box “Is there a Cash Drawer connected this terminal?”.

·       Enter the “Kicking code”. This can be found in your Receipt printer manual.

·       Tick the box “Cash Drawer is attached directly to a serial port on the Computer”.

·       You must now enter the communication port details for the Cash Drawer:

i.e.          Baud Rate, Parity, Data Bits, Stop Bits.

10.1  Test your Cash Drawer

The Cash Drawer will not open while POSperfect is in Training Mode. To test it, go to live mode and perform a “No Sale” transaction. This is accessed from the System Menu (ALT-S) on the POSperfect Sales Screen.

11     Other Peripherals

There are a number of other peripherals that are supported by POSperfect although only some models of specialized devices are supported.

Barcode Scanners:                 Most keyboard wedge and serial port scanners supported

Customer Displays:                OPOS Devices                        

Scales:                                  OPOS Devices

Barcode Printers:                    Some Star TSP Models

Portable Data Terminals:         Opticon, Worthington, Symbol (some models and software only)

Eftpos & Credit Card Terminals:          Some models only (Australia & New Zealand)

Except for Barcode Scanners most other peripherals will require assistance from your POSperfect supplier.

12     Going Live

Before going live you should copy your live data to the training database (step 8.4). You should have tested that all the peripherals are working.

Depending on your expectations some aspects of the system operation must be in place and function perfectly from the moment you go live while others need not. Normally the Sale process and Pricing/Discounting are critical functions.

Consider what is critical to your business. Two areas that are normally critical are the Sales and Inventory functions. The following provides a guide on how these can be checked before you run live.

12.1 Test your Sales Process (Do this in Training Mode)

Because the Sales and Pricing aspects are critical in most systems, the following is a preparation plan you should follow the Sales process before going live.

First perform an End-of-Day “Reset” in Training mode. This will zero out your totals. The following steps will result on a number of transactions being processed (in training mode) to check different system functions. Keep all the receipts so once you have finished you can reconcile these transactions with another End-of-Day report.

Making changes while you test

As you progress you may need to make changes to your data and your set-ups. You can make these changes in Training Mode to check they will work, but once you are happy with the change you then must change it in the Live Mode database. After that you should re-copy your data for training and continue testing.

The Steps

·       Consider each type of transaction you may be required to handle, e.g. Cash Sales, Charge and Trade Sales and Payments Laybys, Payments & Cancellations, No Sales and many more. List these down and check that your system set-ups and training are sufficient for you to perform these.

·       Check that your receipt and invoice printouts are formatted properly and have the correct information for your client and the correct number of copies of each printout.

·       Check that you can service your known customers correctly and that they receive the correct pricing across a variety of your products.

·       If you are running PLU’s, Barcodes or Size/Coloured products, check you can sell a variety of products in the different ways they need to be sold.

·       Check you can review, recall and reprint transactions. This is done through the “Recall” menu (Alt-E) in the Sale Screen.

·       When you are satisfied the system is ready to use for “Live Sales” then make perform and End-of-Day “Reset” report (in Training Mode) and reconcile the totals in the report with the transactions you have performed.

·       Now run a Profit Report (in Training Mode). You can run this for the same date range as your End-of-Day Report. Reconcile these reports. Beware..! You may have had more transactions done  in Training Mode prior to your first EOD Reset Report. In this case you should reconcile your Profit Report with an End-of-Day “Period Read” report for the same date range as your Profit Report.

12.2 Test your Inventory  Control (Do this in Training Mode)

Inventory Control is very difficult to achieve and can only be achieved with constant tight disciplines, constant supervision and regular monitoring (stock-takes). In retail there are numerous exceptions that must be processed correctly through the system every time to maintain the integrity of your inventory system. POSperfect has powerful Audit Trail facilities to track the movement of every product down to its source transaction.

Unless you have considerable experience in computerized stock control

it is unlikely you will achieve this from day one

One of the traps and big time wasters for new users of retail systems is attempting to achieve perfect stock control from the outset. The intention is well founded, but too often the process will fall down because of errant procedures or insufficient training and control.

Check the processes !

The fastest way to get good stock control is to monitor a few of your high moving and difficult products first. Once you have proven your processes are working and these products are tracking correctly through your inventory system, then you can proceed to expanding that to your full stock range.

Many, many “front door” and “back door” transaction types affect stock. To test these process you should do the following in Training Mode;

·       Stock-take a number (20 items) of a variety of high moving products. Enter these into the system through Stocktake Maintenance, then post the Stocktake document.

·       Note: POSperfect needs several minutes to process the data after a stocktake (or stock receipting) document has been posted.

·       Run the Inventory Report to check that the stock Onhand details match your stocktake counts.

·       Now run through a series of transactions for these products only;

Inventory Module (back door) transactions

Receive stock from a vendor

Receive stock at a new cost

Return stock to a vendor

Receive partial shipments from a vendor

Cancel items from a vendor order

Receive extra stock (over supply) from a vendor

Transfer stock to another store

Transfer stock from another store

Sales Module (front door) transactions

Perform all the transactions you tested 12.1 above

·       Now run a stock-take on the same items and reconcile against your Inventory report. From this report you can drill down to an “Audit Trail” for each item, and see each source transaction that caused a change in your stock on-hand

Stock Control in Live Mode

Even once you are confident your system is managing your stock properly through the range of transactions you require, you should not be complacent. In live trading with the pressures of satisfying customers, and needing to sell stock before you have had time to “receipt” it, stock control must be continually worked at.

Recommendation to achieve stock control quickly with minimum effort

Once you run live, track your inventory for the same 20 items you tested in training mode. Stock-take these before you run live, then stock-take these every few days until you can see that your inventory system is working in live operation. It may take 1-2 months to tighten your procedures to ensure all stock movements are being correctly processed into the system.

Only once you are satisfied you have that control should you stock-take your store, otherwise you are wasting your time

 Now you really are ready to go live

One last thing you should do is backup your data. POSperfect has an automatic backup facility. In the Setup module “Command Centre” Backup Schedule tab, you can enter a System Network pathname where you want POSperfect to backup your data. This could be another hard drive on the another computer, or a ZIP Disk on your computer. You will likely need help with this from your system supplier.

                                                Note:    POSperfect cannot be backed up to diskette

Also take a single backup for your POSperfect system on a removable media that you can take offsite. Do that first. To achieve this you need to backup the folder C:\Delta or whichever folder you have installed your POSperfect system into. While backups should be a carefully planned regimen you should also test your backups by doing the occasional restore – just to ensure your procedures work!

GO LIVE WITH CONFIDENCE !

You will only need LUCK if you have not done the planning

 

13     Summary

Remember that this document only explains the basic steps in setting up a retail software system. It cannot explain all the steps, as there are too many possible variations. To get the best out of your POSperfect system you should seek assistance from your supplier who can usually provide ongoing support. Otherwise Today Software will provide this.

POSperfect is a product that is constantly evolving. Today Software offer a Software Maintenance program whereby you can receive product updates by paying an Annual Maintenance Fee equivalent to 15% of the List price of the product.