Manager Functions Continued
Mix and Match Pricing is similar to “Kits” in the sense that people can actually draw specific items that may not be housed together in a specific grouping or box and they can pick and choose to mix and match specific items and obtain different pricing. Go to “Options”, “Administrative”, then “Mix N Match Pricing”. To add a price group, click on “Add Price Group”, assign a “Department”, enter a “Price Group ID” (You can assign a barcode to this), and a “Quantity Required”. Enter a “Start Date” and “End Date” for this specific group pricing, and a “Description” of the “Group”. In the field “Price Group Type” there is a drop-down box where you will select you price group type, “Discount Amount” (Pull together specific items and give a discounted amount for buying those items together), “Bulk Price” (Give a specific price for purchasing a specific number of the items), or “Discount %”. Once your price group type is selected, you are ready to add your items to the “Mix And Match” pricing. Click on “Add Item” and an “Info Prompt” box will come up on the screen stating “Please enter the item number of the items you would like to include in this price group”. You will need to have the items in front of you to be able to draw them into this specific category. Scan the items in and they will populate on the screen. Click “Save” and then “Exit”. To “activate” this price group, on your main Back Office control panel, click on “Setup”, “Setup Screen”, then click the “Invoice Settings” tab. Click on the “Use Mix N Match” box and click “Update”.
This function will give you the ability to use a specific type of item that may have multiple attributes (For example, different sizes and colors of an item of clothing) and be able to track it very efficiently. To add a style, in the “Style Matrix” window, click on “Add Style” and you will be prompted to “Enter New Style Name” then click “Enter”. On the “General Info” tab select a ”Department” and enter an “Item Number”. If you have pre-existing barcodes on your items, you will need to uncheck the “Auto-Generate Item Numbers”. Select a “Vendor” from the drop-down box and in the case of clothing, the “X Dimension” box will be “Size” and the “Y Dimension” box will be “Color”. Enter your “Cost” and the “Price You Charge” in the appropriate fields, as well as check the appropriate “Tax” box. When all of your parameters are created, click “Save”.
Under the “On Order Matrix” tab, you can add the items to an existing Purchase Order, or generate a new Purchase Order, which will give you real-time access as to what is going to be coming into stock. The “In-Stock Matrix” tab will show you how many of each of the items (size and color) you have in stock. To pull a specific size and color of the item into stock, highlight the particular one to order and click on the “Instant PO” button. You will be prompted to enter “# Received”, then click “OK”. This number will populate into the correct size/color field. You are also able to do a sales report for the specific items by clicking on the “Sales Matrix” tab. In this screen you will see a “Start Date” and “End Date” which you can enter and then click “Generate”. This is done for each item size/color.
There is also another place in the software where this can be done and that is under “Inventory Maintenance” where you can search for your item. In this example we will use T-Shirts, so you will search for TShirts and then only all of the T-Shirts you have in stock will come up on the screen. Highlight one of the items and “Select” and then click on the “Matrix” tab. Your “Style”, “Size”, and “Color” fields will be populated with that particular item information. If there are any special orders on that particular item, i.e. special-order graphics on a t-shirt, those items will show on the “Matrix” tab screen.
This feature will allow you to sell a “Promotional Item” with a standard item. In the “Inventory Maintenance” screen, you will create a promo by clicking “Add” and then naming the “Item” (or promo), enter the “Department” and “Description”. Since this item will be a free item the customer is getting with a standard item, no values will be entered. A “# In Stock” will be entered and the box “Count This Item” will be checked as well because you would want to be able to track this promotional item. When all of the information has been entered, click “Save”. You will now need to search for the inventory item this “promotional item” will be attached to. Select the item and in the middle of the screen click on the green button next to the “Tag-A-Long Items” box and you will be taken to the search screen where you will look up the item you will be using as the “Tag-A-Long” and “Select” it. This item will then show in the “Tag-A-Long Items” box and will be attached to the standard item and show up on the invoice when the standard item is sold. This feature can also be used to create a bottle deposit that will be attached to any bottles that require a deposit depending on your state/municipality.
Special Pricing - Sales: To create a sales price for an item, go to “Options”, “Administrative”, then “Inventory Maintenance”. Scan in or search for the item and click on the “Special Pricing” tab. Click on the green button under the “Sale Pricing” box. You will be prompted to enter a “Percent Off” and then click “OK”. You will then be prompted to “Enter Sale Start Date” then click “Select” and “Sale End Date” then click “Select”. Click “Save” for these changes.
To enter a bulk pricing sales price, click on the green “Add” button under the “Bulk Pricing” box and you will be prompted to enter a “Quantity” and then “How much you would like to charge”.
Special Pricing – Time-Based Pricing: The difference between “sale pricing” and “time-based pricing” is that with “sale pricing” you will choose a calendar week or day and for time-based pricing, you are going to choose a specific time on any day of the week, such as 12:00 – 2:00 p.m. Monday through Friday. To add “Time-Based Pricing”, in the item screen, click on the green “Add” button under the “Time-Based Pricing” box and you will be prompted to select the day(s) you would like to add this price. You will then select the start time followed by the end time. Fill in the Time-Based price on the next screen and click “OK”.
Special Pricing – Discount Levels: In the item screen, click on the “Price Levels” tab and you will enter under each “Level” the “Amount” of the item, “Percent” discount, and “Enabled” (Yes or No) for each specific “Level”. For example, Level A would have the full price of the item, 0% (Discount), and click the “Disable” button and “No” would then show under “Enabled”; Level B under “Percent” 5.00%, the discounted price would automatically show under the “Amount” column, and you want to “Enable” that discount so would click on the green “Enable” button and “Yes” would then show under the “Enabled” column for Level B. To assign a particular customer any one of the “Price Level” discounts you have set up, you will have to go into that customer (“Administrative”, “Customer Maintenance”) and lookup the particular customer you wish to assign the special “Price Level” discount to. Select that customer and in the “Discount Level” field, click on the drop-down box and click on the discount “Level” you want to assign, i.e. A, B, C, etc.
Special Pricing – Coupons: To make a coupon, click on “Options”, “Administrative”, and then “Inventory Maintenance” (This is an inventory item). Click “Add Item” and you will then click on “Coupon” on the “What type of item would you like to add?” screen. Select a “Department For The Item” from the drop-down box. Enter an “Item Number” (or scan one in), and enter a “Description”. Click on either the “Flat Amount” or “Percent” button and enter either the flat amount or the percent amount in the “Discount Amount” field. If the coupon will have an expiration, click the “Does This Coupon Expire” button under the “Days Valid” tab and enter an “Expiration Date”. You can add a specific time by clicking the “Add Time” button and then selecting the days of the week the coupon will be valid and click “Select”, followed by the start and end times. If there will be restrictions for this coupon, select the “Restrictions” tab and click on the “Include all items besides above exceptions” button and then you are able to include or exclude a specific item, department, or category for this coupon. Make sure to “Save” your changes.
Ordering – Instant PO: To create an Instant Purchase Order, first go to “Options”, “Administrative, and then “Inventory Maintenance”. Bring up an item and look at the “# In Stock”. If for some reason you have to do something really quick to sell something if you have a setting within the setup screen that says you cannot sell items that are not in inventory and you want to keep that as your main setting and just pull something in, click on “Instant PO” and enter “# To Be Received” and that will change the “# In Stock”.
Ordering – Purchase Orders: To see a list of Purchase Orders, go to “Options”, “Administrative”, and the “Purchase Orders”. This screen will show all open purchase orders. You are also able to check closed purchase orders by clicking the “Closed” button on this screen. You can also filter by purchase order type, “Standard”, “Return To Vendor”, and a “Direct Store Delivery” purchase order.
To create a purchase order, click on “Add” and you will be asked which type of order to add, “Standard PO” or “Return to Vendor PO”? The next screen will have 2 tabs, “General Information” and “Add Items”. On the “General Information” tab, select a vendor and this will show the terms of invoicing that have been arranged with this particular vendor. Click on the “Add Items” tab and all items associated with this vendor will populate on the screen.
Above that area, if you click on and check the box “At Reorder Point”, the system runs a check on every item associated with this particular vendor, looks at the number in stock and compares that to the reorder level and if it is below the level that has previously been set for reorder, then that item will need to be reordered and will be displayed on the Purchase Order on your screen. You can also click “Show All Rows” and all items will populate on the screen. You are then able to look at the low level items and manually click on that item to select it, and click “Add Selected Items” and it will populate on the Purchase Order portion of the screen. Another way to select multiple items for reorder is to click on an item, hold down the “Shift” key on your keyboard and then click the “Add Selected Items” button on the right side of the screen to add the items to the Purchase Order. You can also search for an item to add to the purchase order by clicking the “Search For Specific Item” tab. Another way to order just the low level items from that particular vendor is to click the “Reorder Low Stock Items” button and the items that meet the criteria will populate onto the Purchase Order portion of the screen. You are also able to “Order Items On Backorder”.
Ordering – Editing Quantities: On the Purchase Order Section, your standard reorder amount will come up on the screen and if you want to order additional quantities, click in the “Quantity Ordered” field and you will be prompted to enter the new quantity. Click “Save” and you will be asked if you would like to print a copy of the PO; click “Yes” and then select the “Print Format”, “Full Size” or “Receipt”. You will then see the Purchase Order on the screen. To print, click on the Windows printer at the top left of the screen and select your printer. Always save a digital copy of the PO so that it can be referenced quickly.
Ordering – Receiving Inventory: To receive inventory items, at the Control Panel Screen, go back to the purchase order screen and click on the Purchase Order you are receiving and click “View”; the Purchase Order will populate on the screen. There are different ways to receive items from a Purchase Order: One way is to click on “Receive Item” and then we will be prompted to enter the line number we are receiving. Then you will be prompted to enter the quantity received then click “OK”. The “Quantity Received” field will populate with the quantity received.
You can also “Receive Damaged Items” by clicking on this button at the bottom of the screen. You can also click on the “Receive All” button. Another way to receive items is to click on “Receiving Screen”. This allows us to do receive by 2 different methods; you can click on “Quick Scan” and scan the barcode and enter the quantity received and click on “Commit All”. This will show that this item has been received on your receiving screen. A quick way to Receive Items is to click on the “Receive All” button and the receiving screen will then populate with the amounts as are on the original Purchase Order shown on the top half of the receiving screen. When all of the items have been “Received”, click on the “Update” button which commits the changes of the inventory levels to your stock levels. Click “OK”.
Ordering – Preferred Vendor Setup: When you want to associate a specific item with a vendor, go to “Options”, “Administrative”, and then “Inventory Maintenance”. Search for your particular item and then click on the “Ordering Info” tab. A list of vendors you use for that particular item will show on that portion of the screen; you could have more than 1 vendor for each item. To set a “Preferred Vendor”, click on the vendor and then click the “Set this Vendor as the Preferred”.
Ordering – Reorder Points & Replenish Levels: In the “Reorder Level” field on the “Ordering Info” tab you will enter the number of units of that particular item that will trigger a reorder. In the “Reorder Quantity” field, enter the number of units that you will need to reorder when the number in stock has reached the reorder level.
Before entering a new customer into the system, you would want to check and see if they are currently entered. To do this, on the main cashier screen in the lower right corner, click on the “Find” button and that will bring up a customer base list. You can search that list by clicking in the search field and entering last name, phone number, etc. based on how your customer base is set up. If the customer is not in your system, you will want to add them by clicking on the “Add Customer” button on the search screen. You will need to enter an assigned customer number by either manually inputting the number as the customer phone number, it could be a serial number encoded card that can be scanned in. Enter the customer first and last name. These 3 pieces of information are the main pieces needed to create the customer. You are able to go in at a later time, if you would like, and enter the rest of the information such as address, phone number, etc.
To give a customer an “In-House Account”, search for the customer, click on the customer name, and then click the “Edit Customer” button. This will bring up the customer information screen. Click on the “Account Info” tab and click the “Standard” button, enter an “Open Account Date” and enter a “Max Balance” in the “Credit Limit” section. Make sure to click the “Update” button in order for your changes to be saved. When you are ringing in an order for that customer and click on the “Pay” button, you will notice a payment method choices and one will be “On Account”. Note that this button will not appear on the screen unless there has been one In-House account set up in the system. To go and check the balance on a particular customer’s In-House account, click on the “Options” button, “Administrative”, and then “Customer Maintenance”. Click on the “Lookup” button to search for and pull up your customer. Go to the “Account Info” tab and click on the “Detailed Account Info” button in the middle of the screen. This will show a list of the activity for this particular customer. You are able to sort by “All Invoices”, “Open Invoices”, etc. If you want to create a statement for an open invoice, click the “Statement” button. You will see an Info Prompt box for you to enter a start date for the invoice as well as an end date. If the customer walks in to make payment, you are able to take payment that way as well. On the bottom of the screen, click on the “Select Transaction Type” drop-down box and select either “Store Credit” or “Standard Payment”. If “Standard Payment” is selected, you are then able to select the “Invoice #”; you can select the “Oldest” invoice or “Multiple”. Select a payment method, “Cash”, “Check”, or “Credit Card”. Enter the amount to be paid and click “OK” and then click “Apply Payment”. The balance will be updated after the payment is made.
In order to set up layaway accounts, this feature first needs to be enabled. You can do this by going to “Options”, “Setup”, then “Setup Screen”. Click on the “Account Control” tab and then click “Enable Layaway Features”. Your layaway parameters will need to be set up such as “Deposit Type” where you will click on either “Flat $” or “Percentage”. There is also an option to “Allow Pickup of Partially Paid Orders” and “Force Minimum Deposit”. Select the parameters that best suit the needs of your business. When the parameters are set, click “Update”. You will need to log out of the system to let the new settings take effect and then log back in.
You will then have to set that customer up to allow a layaway account and to do this, pull up your customer and click on the “Account Info” tab. Select the “Layaway” button and enter the “Open Account Date” and then click “Update”. Once one layaway customer has been established in the system, on the main cashier screen, the green “Pay” button has been divided into 2 buttons, “Pay” and “Layaway” so now “Layaway” is a payment option. Once you have clicked on this button, you will be prompted for a payment based on the parameters you set up when enabling the layaway feature.
Customer Maintenance Continued
A simple customer loyalty plan would be to create a coupon that would print out on the receipt every time a transaction is done with the customer so there is a daily incentive every time a transaction is made. To do this, go to “Options” and click “Setup” then “Setup Screen”. Click on the “Couponing” tab and there will be an area on the screen to actually type in a coupon offer such as “10% discount on next visit” and then click “Update”. When a transaction is rung up for a customer, this coupon offer will print on the receipt.
To establish a points value for individual items for a customer loyalty incentive or plan. A more detailed way to set up a points value for an item is to click on “Options”, “Administrative”, and then “Inventory Maintenance”. Scroll through the items list or search for a particular item and bring it onto the screen. Click on the “Optional Info” tab and there is a “Bonus Points” field where the points value would be entered. This is the way to set up a points value incentive plan on only a few particular items in your inventory and you would follow these steps for each item. To set up a more broad-sweeping plan that includes all inventory, go to the control panel screen and click “Setup” and then “Setup Screen”. Click on the “Invoice Settings” tab and click the “Earn Bonus Points for $’s” and click “Update”.
To actually build the customer loyalty plan, you will need to stay in the management console and click on “Setup” and then “Customer Loyalty”. You will be prompted to click on which plan you would like to set up, “Loyalty Incentives” (Individual incentives to be added to a larger category called loyalty plans) or “Loyalty Plans” (These plans will house many different loyalty incentives). Select “Loyalty Incentives” and then on the blank loyalty incentive screen, click “Add”. Enter a “Description” for this incentive and then click on the “Incentive Type” drop-down box and select the type, i.e. “Birthday Bonus”, “Frequency Discount”, and “Points Reward”. For this example, click on “Points Reward”. Enter the points to be reached to be eligible for this free item in the “Points” field. Select the reward the customer will receive, “Non-Inventory Item”, “Free Gift Card”. “Inventory Item”, and “Free Voucher”. If “Inventory Item” is selected you will enter the item number of the inventory item to be given away (This can be scanned). Set a quantity, which will be 1. If you are going to be tracking cost and price of the item, you will enter those amounts in the appropriate fields and then click “Update”.
To attach that loyalty item to a loyalty plan, in the “Setup” screen, click “Customer Loyalty” and when prompted to select what you would like to set up, click “Loyalty Plan”. Click “Add” and enter a “Description” and then click on “Add Incentive”. A screen will come up that will have all incentives that have been entered in your system and you will select the incentive or incentives that will apply to that plan. Make sure the “Accumulate Points” box has been checked at the top of the screen and then click “Update”.
To attach the loyalty plan to each customer, go to your main cashier screen and click “Find” to locate your customer. Once the customer has been selected, click “Edit Customer” and then on the customer information screen click on “General”. This will bring up all the loyalty plans available in the system. Click on the plan you want to assign to that particular customer and click “Select”. On the main customer screen in the “Bonus Points Achieved” field will be the total points this particular customer has accumulated. Click “Update”.
To redeem the incentive reward points, the next time this particular customer comes in, select this customer in the system for the invoice (The customer name will be on the lower right side of the cashier/invoice screen and any bonus points accumulated will also display on the screen below the customer name). When the customer’s items are rung in and when you click the “Pay” button, a prompt screen will appear telling us that this customer has a bonus available and what the bonus is. You will be prompted to answer “Yes” or “No” if you would like to apply this points reward bonus to this sale. When you click “Yes” the free item will show on the invoice with no charge attached.