When processing sales for account customers, the account limit and balance displays on the screen. Controls are in place, so if there are any issues with the customer account the system will pend the sale for authorisation. Account customers also have the flexibility of paying their account using the debtor payment option which allows them to automatically pay their account.
The complete banking and till balancing facility is used by cashiers to enter takings and perform balancing as part of the end of day process. Tight controls are enforced to track user’s sales, takings and entries into the balancing system. Counts are recorded per user per till, the amounts entered are validated against transactions processed during the day allowing management to see an accurate picture of what was processed vs. what the user has entered. The Work with Batches process displays the daily takings, amount counted by the user and any difference between what the system has counted and what was actually entered. All variances are entered into an overs and unders account ensuring daily takings follow a procedure to minimize inaccuracies and improve store security.
Entering multiple payments on an order is a possibility. This will allow payment by multiple vouchers or mixed payments of vouchers, instalments, and credit cards.
A Voucher Management system controls the issuing and redeeming of gift vouchers. Each voucher is issued a unique number and the system has tight controls in place to ensure only Active vouchers are redeemed. Vouchers can also be issued as a preferred method of refund ensuring no sales is lost.
The POS system also caters for customers that use Order Form (booklist) orders. The retail outlets (shops), allows a customer to order & pay at the counter and stock is picked from a closed warehouse environment. This Closed Warehouse operation supplements the core business of supplying contract schools with a “pre-pack” service (Pre-packaged bundles per student delivered to an arranged selling venue). The Retail outlets are for processing late customer orders, or for people who haven’t chosen the Pre-packaged School Service. Multiple orders can be taken for a contact at the counter with a single payment transaction. Additional processing fee can be added to retail orders for different retail locations.
POS is also used to purchase and sell second hand books. A purchase customer is setup specifically for this and whenever this customer is used, the POS will default to buying second hand products. The ISBN for the second hand title is the same as the original ISBN with an ‘*” at the end.
The primary focus, however, of the Retail system is to control stock. The stock is controlled at both hub and satellite location. Changes to stock levels are available immediately, allowing sales people to accurately view information on the availability for selling, ordering and transferring.
The Retail Receipts Entry facility updates the store inventory and adjusts stock levels continually at store level. It calculates the recommended selling prices automatically and adjustments are permitted if required.
Stock transferring is available at both the hubs (Main Stores) and its satellite (Stores). Both the Hub and Satellite stores generate the initial demand for stock. Each hub and satellite is linked to a specific warehouse. Inventory requirements are calculated based on demand or minimum/maximum stock levels taking into consideration special orders (backorders), stock already on order and other factors. The inventory requisition list can be maintained by all users.
There is access control throughout the system with customized security levels that determine which functions retail staff may use.
Reporting allows for accurate comparison of sales and staff performance, profit margins, plus stock handling and movement at a single or multi-store level.
Detailed and Summary Audit reports for till balancing are available for auditing purposes which display counts, transaction variances by store and user.
If an order is merged by billing account, the warehouse belonging to the same warehouse group code can be diverted.
The module includes the following functionality:
- Inventory management
- Selling, sales analysis
- Re-ordering, distribution, special orders, accounts payable, accounts receivable
- Multiple user access
- Audit Trails
- Multiple print setup
- Voucher management system
- Batch balancing/Till Closing
- Banking facility
- Stock Transfer Module
- Ability to set credit limits for customers
- Debtor payment facility
- Special orders functionality
- Import promotion packages
