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Inventory Control Taking the ComCash® POS System to new levels of functionality for the Retail Merchant. Click > to proceed.

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Presentation on theme: "Inventory Control Taking the ComCash® POS System to new levels of functionality for the Retail Merchant. Click > to proceed."— Presentation transcript:

1 Inventory Control Taking the ComCash® POS System to new levels of functionality for the Retail Merchant. Click > to proceed

2 Purpose & Features Expand the Capabilities of ComCash for the new POS user. Simplify the data entry of New Items, Item searches and Purchase Orders. Easily create temporary PLU’s and/or unique PLU’s when the actual PLU is not known or the Item does not have a PLU when received. Provide the ability to quickly verify data Imported into QuickBooks via the QBI module and/or have all the information necessary on one report to make Daily entries into any Accounting program. Generate more accurate reporting of COGS when the Cost of an item is either unknown or not entered into ComCash. Produce better looking Invoices and Purchase Orders. Create complex analysis reports that may not be possible to produce using Crystal Reports. Ability to Merge Items without losing Sales History And much, much more… Click > to proceed

3 The Interface Designed using Microsoft Access and its ability to work with SQL databases the End User is first presented with a simple to navigate Menu Structure. Click > to proceed

4 Item Cost Problem Solution
ComCash relies on either what has been entered in the Cost field of Products or on the Last Cost entered from Receiving to determine COGS or Inventory Valuations. In a perfect world, this is how it should be. However in the real world, especially for new users of ComCash, the actual Cost of an Item is either unknown or too time consuming to research when Items are first entered. Businesses go for months and sometimes years before having Costs on all Items. All Reports within ComCash that involve Cost or COGS do not have any significant value as long as there are ANY Items that have a Zero Cost associated with them. Solution In a separate Table, have a Default or Target Profit Margin for each Department. Whenever a report needs to show COGS or Inventory Valuation, a formula can be used to sum up all Actual Costs and calculate estimated Costs of Items that do not have a Cost entered based upon that default Margin. Click > to proceed

5 Default Profit Margins
For each Department you can set a Default Profit Margin by either entering a dollar amount (as it relates to an Item you would sell at $1) or a Margin Percent. Click > to proceed

6 Daily Sales Summary Problem Solution
Because some Items may not have Costs entered, and perhaps for other reasons, ComCash does not even attempt to Import Summary COGS information into QuickBooks via QBI. (Importing Detail Transactions via QBI into QuickBooks will, but this is not a realistic option either as the QBW file becomes ridiculously big after even a very short period of time). Without COGS being entered into an accounting program, its reports and totals are useless. More than a half-dozen different Reports must be run in ComCash to either verify QBI data or to make manual entries into an accounting program. Solution A one page report that summarizes all of the day’s activity. Click here to view a Sample. Click > to proceed

7 Forms… The Forms Menu looks like this…
We will cover the Products (Live) form first. Click > to proceed

8 Product Entry Problem Solution Click > to proceed
When creating new Product Item entries you must navigate multiple tabbed screens which consumes time and important fields are often overlooked. Selecting the Vendor is far more difficult than it should be. When creating Purchase Orders with new Items, you often do not know the correct PLU number until the product is received. If Items do not already have a known PLU number, it is difficult to keep track of numbers previously used and you don’t know if you have created a unique number until you go to save it. Solution Use a form that has all of the most relevant fields; can automatically create new or temporary PLU numbers; can quickly locate an Item by entering in the PLU number; allow for the changing of the PLU number; and use auto-completing drop-down fields for Dept, Type and Vendors. (When changing PLU numbers, all underling tables are updated so Sales History, Orders and such aren’t lost or orphaned). Just start typing a Vendor’s name and the field auto completes. If the PLU No does not exist… If the PLU No does not exist… You are asked if you want to change it or create a new PLU. Type in a different PLU No and… Type in a different PLU No and… You go straight to it, if it exists. Other relevant information not available in ComCash’s Product screen. You can even edit the On-hand without going through an Adjustment Screen. Click > to proceed

9 Product Entry w/Temp PLU
As stated previously, when adding a new Item and the PLU number is unknown when ordering, excess thought or input should not be required to make a temporary PLU number that is unique. Just go to a new record in the Product Screen and skip the entry in the PLU field. Enter the Item No, if there is one and select or type in a Dept No. After leaving the Dept field a Temporary PLU number is automatically determined. Proper Case allows for longer Descriptions before wrapping when printing Receipts and Reports, using less paper. Click > to proceed

10 Product Lookup The Product Lookup feature opens from the Product form.
Expands upon the basic search functions of ComCash Adds the ability to Merge two Items (a feature missing in ComCash) without losing Sales History or Order information Deletes PLU’s from ALL underling ComCash tables. Both Windows are always open. Click > to proceed

11 Product Lookup - Features
and the Product Detail Appears above. Click anywhere within a Row And the List Filters… Type in a Search Word (or part of a word) and Click on the Filter Button . Flour Click > to proceed

12 Product Lookup - Features
Another way to Filter a list is by selecting some text in most any column and clicking on the “Search by Selection”. Results can be sorted by using any of the A-Z buttons… Click > to proceed

13 Product Lookup - Features
If duplicate Items are found… one can be Deleted… or they can be Merged without losing Sales History or Order Info. Click > to proceed And the List Filters… DM And finally, you can remove the filtering and start over.

14 House Account Invoices
Problem Even when printed on an 80 column printer, ComCash’s Invoices still look more like a Sales Receipt than an Invoice and does a poor job of portraying a good business image. Payment Terms and other fields are not present on the printout. Information imported via QBI lacks purchase detail and has incorrect Invoice Number, so QuickBooks is of no use. Solution An invoice that looks like an Invoice, can be mailed and shows all pertinent information. Click > to proceed

15 House Account Invoices
All fields in White and Yellow can be edited without effecting the original ComCash data, but are saved in a separate table. The “Show Unprinted” button filters the Records to thoughs that have not been printed. Click on the Report Preview button to see the Invoice(s) to be printed. Click here for a Sample. Click > to proceed

16 Purchase Orders Problem Solution
ComCash’s Inventory Order can do some pretty neat things but its biggest problem is that features like adding New Products, Vendors, Terms, etc. are buried in the interface. Even locating the Item you wish to order takes a lot of needless scrolling, clicking and/or typing. Although utilitarian, it has the look and feel of an old DOS based program. Even the Purchase Order printout looks like it came from an old Dot Matrix printer. Solution An interface that puts everything on one screen; makes extensive use of auto-completing Drop-down boxes; shows Sales History along with Order info; provides Profit Margin info so Retail can be adjusted prior to arrival; produces better looking printouts; and even allows for input via a Barcode Scanner. Since the Inventory Control Program is tied to the same data as ComCash, you can use either program, at any time. Click > to proceed

17 Purchase Order - Header
…a New PO No is automatically created. Enter or Tab to next field. Start typing a Vendor’s Name… …and it auto-completes. If you want to see, edit or add Vendor information, click on the appropriate button. Dates are automatically entered but can be changed. Dates are automatically entered but can be changed. Dates are automatically entered but can be changed. You can have any number of Ship To addresses… …which can be added or edited. …which can be added or edited. Start typing or Select a Buyer from the Drop-down list of ComCash Users. Hy The Terms and Freight Terms drop-downs are pre-filled with Default values associated with the Vendor but can be changed. The Terms and Freight Terms drop-downs are pre-filled with Default values associated with the Vendor but can be changed. The Freight Terms, Ship Via and Comments are fields that ComCash should have but don’t. The Freight Terms, Ship Via and Comments are fields that ComCash should have but don’t. The Freight Terms, Ship Via and Comments are fields that ComCash should have but don’t. When you go to a New Record… Click > to proceed

18 Purchase Order - Detail
or Removed from the PO. Items can be Added... Items can be Edited... If you have access to Barcodes from Shelf Tags, Reorder Tags or Products, Items can be scanned. When you have problems locating the Item from the Drop-downs, you can open the Product Lookup form. Items can be selected from the auto-completing drop-down boxes of PLU #, Item # or Description. Items can be selected from the auto-completing drop-down boxes of PLU #, Item # or Description. Items can be selected from the auto-completing drop-down boxes of PLU #, Item # or Description. 1 1 12 Select how the Order will be Placed and helpful information is displayed on screen. The 3 Item List buttons control what appears in each of the drop-downs. 12 Upon selection of an Item, its Sales History, On Hand and On Order info automatically appear. When you are finished, click on the Place Purchase Order button. When you are finished, click on the Place Purchase Order button. And the Status is Updated. Cost and Retail of the Item can be changed directly on this form without having to open the Product form. Cost and Retail of the Item can be changed directly on this form without having to open the Product form. When Estimated Freight Cost is entered or changed... …Landed Margin’s are updated. You can Preview the Order… …or Print the Order. View Sample Click > to proceed

19 Purchase Order – Generic PLU’s
Generic PLU feature is used when you need to place a Purchase Order for multiple similar Items that will end up with the same PLU No within ComCash but are actually for different Items from the Supplier when ordering. The Order the Supplier gets shows the Ext Desc field instead of the Description field. View Sample Selecting the Generic PLU option modifies the appearance of the Form and PO printout. The Ext Description field in the PO is used to identify the Item being ordered. A sample Purchase Order follows… Click > to proceed

20 Purchase Order - Receiving
The Purchase Order to be Received can be quickly located by typing in the PO No... The actual Receiving of Items is still done in ComCash Inventory. What ComCash is lacking is a report that can be used in the Receiving Area to make notes on PLU No discrepancies, Qty Rec’d, exceptions and if Items require Barcode Labels or not. This kind of report can be generated by returning to the Purchase Order form in the Inventory Control program. …or by using the Drop-Down. 1434 99 If after checking Goods in, you have to correct PLU No’s or Cost, you can do it directly on the line Item. If the Item does not have a Barcode, just replace the “??” for an In-house PLU number. Clicking on the Notepad Icon generates the Receiving Report. View Sample Click > to proceed

21 Purchase Order - Cancellation
ComCash can Cancel Backordered Items by Closing the Purchase Order, but what it can’t do is Cancel individual Items from a Purchase Order or Produce a printout that can be sent to the Supplier. The “Canceled” column is unhidden and a dialog appears. Answering Yes will automatically put all BO Items in the “Canceled” column. Canceling a Purchase Order or Items off of a Purchase Order is as easy as selecting the “Order Cancellation” option. Answering No allows you to manually set the Qty to Cancel in the “Canceled” column. You can even Undo a Cancellation by re-selecting any of the other “Methods Order Placed”. If the Vendor needs to be notified, you can Produce a Purchase Order Cancellation. View Sample Click > to proceed

22 Labels & Tags Problem Solution
ComCash’s ability to make Custom Labels is really quite good, although there is a learning curve to get the most out of it. Where it needs the most help is in the selection of Items. Solution Have the ability to select Items that were recently Received. Make manual selection of Items easier. Ability to make Shelf Tags with mixed size fonts. Make simple Sale Signs from Index Card stock and set Promo Info at the same time. Click > to proceed

23 Choose how to Select Items.
Labels & Tags - Product The Labels & Tags form is capable of producing two different sizes of Product Labels using your Inkjet or Laser printer; Standard 3 column & 4 column label stock. The Printout is capable of skipping previously used Labels so partial pages of labels can be used. The basic process for producing each type of Label or Tag is the same. Select a Label Type Choose how to Select Items. Select a Label Size If you need to, you can modify the Description that will Print on the Label. Product Labels can be produced with or without the Price and you can even use partial pages of labels. View Sample (Lg) View Sample (Sm) If you previously marked products needing Barcodes within the Purchase Order form, it’s just a matter of selecting that PO. Click > to proceed

24 Labels & Tags - Shelf The Labels & Tags form is capable of producing two different sizes of Shelf Labels that fit into the channels of Retail Shelving; a 1¼ x 1⅞” & 1¼ x 3¼”. Producing Shelf Labels is much the same as making Product Labels except the Default Quantity ‘To Print’ is now 1 (Qty ‘To Print’ can be anything). You can add to the list by selecting additional PO’s, Manual Selection or with a Barcode Scanner. Manual Selection works like it does in the Purchase Order form. Select a Vendor and an Item List option. You then use any of the auto-completing Drop-downs. Hyd Shelf Labels can be produced using partial pages of labels as well. View Sample (Sm) View Sample (Lg) Click > to proceed

25 Labels & Tags - Sale The Labels & Tags form is capable of producing two different sizes of Sale Signs from Card Stock; 4 to a Page (Index Cards) and 10 to a Page (Business Card Stock). Promo information such as Sale Price, Start and End Dates can either be set using ComCash or on the fly within the Label form. When you select the Sale Label Type option. A Promo Date option for Selecting Items appears. When Items have not been setup with Promo info, select one of the other two methods. When Items have not been setup with Promo info, select one of the other two methods. Sale Tags can be produced with or without the Ending Date on them. View Sample (Sm) View Sample (Lg) And all Items are automatically inserted. You can even remove Promo Info on All or Selected Items by selecting the Reset Data button. When Items have been previous setup in ComCash with Promo info, all you need do is select a Date on the Calendar that the Sale falls between. Upon entering the Sale Price, two dialogs appear where you set the Starting and Ending Dates.. Then enter the number of Tags to Print. 10.00 5 Click > to proceed

26 Reports Following are samples of the various reports. The Reports with have a filtering Dialog. Click on it to see the Dialog. Open Purchase Orders Inventory Valuation Inventory Sales History Product Summary Product Reorder Analysis Sales Reports… Sales by Customers Periodic Sales Analysis Periodic Category Analysis If your mouse disappears after clicking on a move it around until it reappears. Click > to proceed

27 Summary The current version of ComCash is showing its age but is still a robust POS system. ComCash’s main problem is that it was written to accommodate the largest possible number of users. Because of its installed base and complexity, it is very difficult to change a feature without adversely affecting some other feature and/or end user. Inventory Control was written with Microsoft Access for its ability to connect to the ComCash’s SQL Database, its ability to improve upon ComCash’s features without effecting the base program, its capability to be customized to individual user’s needs, its superior Print Engine for creating attractive Reports and because it can be distributed with Access Runtime, (a stripped down version of Access that can be distributed freely), so it is not absolutely necessary for each of the End User’s computers to have the full blown version of Access installed. Couple that with ability to share the MDB Access file, (with all of its specialized programming), across a local area mapped network drive and you have one powerful solution that the entire Back office can use and enhances the capabilities of ComCash.


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