Major Features

Create Sales, Special Orders, Layaways, Gift Certificates, and Quotes*

Deliver special orders or layaways and add other purchases or returns to the delivery transaction

Automatically create Purchase Orders for items below reorder points, special orders, drop shipments, and items sold through a date range. Purchase Orders can be sorted by store*, and can include quantity and cost minimums.

Receive merchandise from Purchase Orders by scanning the vendor’s UPC barcode.

Print barcoded price tags on Inkjet, Laser, and Thermal Tag printers

Track Accounts Receivable along with payroll deduction charges and spending allowances

Track Account Payable

Use QuickLoad to quickly load an initial store’s inventory – setting both the current stock level and printing price tags

Track customer purchases and a variety of customer related information.

Create Contracts of items to be sold at special prices.

User Friendly Features

General

Audio (*.wav) files using professionally recorded voice prompts are played over the computer’s speakers to provide audible confirmation for important actions. Voice responses such as "Invalid Scan" and "Quantity Updated" provide clear communication to the user about the actions they are executing – reducing user errors and improving efficiency of many operations.

Tool tip help for all fields, buttons, and menu items is available when the mouse is held over a control (can be turned off).

The date, time, and current users is always visible on the application’s status bar (located at the bottom of the screen).

A short description of the currently selected field, button, or menu item is displayed on the application’s status bar.

Inexperienced Windows users can make the Enter and Esc keys work like Tab and Shift-Tab – moving to the next or previous fields

Colors are used on Lists to help convey key information about each record in the list.

Icons are used on Lists to indicate important information about each record in the list.

Icons are used on buttons to help the user quickly find and identify a button needed for an action.

Field prompts are named for quick recognition and have an accelerator key (Alt + an underlined letter) so that the user can press the Alt-Key combination to quickly select any field on the screen.

The application’s menu is organized by logic groupings, making it easy to find the selection a user wants.

Hot Keys (Ctrl + Key) are defined for quickly accessing frequently used activities with the keyboard.

A toolbar with button selections for common activities is provided to make mouse selection easy.

Fields, tabs, and buttons, are disabled or hidden when not appropriate – keeping the user interface simple and clean.

Locator or Search fields are provided for lists to quickly find desired records.

Setup options are available for each computer, each store, and for the entire system – allowing preferences to make the system to be flexible for the different activities within a complex operation.

On-Line Help System

On-line help can be accessed for the currently selected screen by pressing F1. Each screen or section in the help system provides an overview, a description of key features, and detailed descriptions for fields, buttons, and menu items.

On-Screen Tutorials

On-Screen tutorials using Lotus ScreenCam provides detailed and step-by-step user training.

Tutorials are organized into functional sections – allowing quick immersion and resumption

They provided a step-by-step illustration of all tasks.

They describe each field and every action you can perform on each screen.

They illustrate how to perform common tasks.

On there own, they can almost completely eliminate the need for user training.

Sales Entry Features

General Sales Entry

The Scan/Qty quantity field enables rapid barcode scanning, discounting, quantity changes, customer lookups, sale type changes, and taxable option changes. Quickly enter miscellaneous items by entering *amount (i.e. *15.50).

Sound files played on the computer’s speakers provide audible feedback for important activities or actions

Put notes on an invoice

Put notes on an item

Discount all items on an invoice

Enter work order notes for in-process items

Set items to require "Work" before shipping and track work completed

Easily lookup items without tags

Modify, void, or delete invoices

Copy an existing invoice

"Ship To" field for shipping addresses

Multiple tax rates and levels for customers and items

Discount items automatically with contract pricing*

Refresh retail pricing for older quotes or invoices

Arrange the order of items on an invoice

Take unlimited multiple-payments

Process credit cards quickly by interfacing with XCharge™ credit card processing software

Start a second invoice before finishing the first

Enter a purchase order number

Enter a shipping method and amount

Assign invoices to an existing customer or enter a new customer

Assign sales to an on-account customer while tracking the customer that received the merchandise

Put sales on-account for selected customers

Enter payroll deductions tracking the individual and the billed customer.

Print invoices to receipt, laser, or inkjet printers

Use pre-printed forms for a professional look

Fax invoices using a Windows fax printer and modem

Tax rates can be comprised of sub-rates that are applied based on the inventory item or customer

Create sales with items the customer is purchasing and items the customer wants to order

Refund by gift certificate

Field coloring is used to note returns, the type of customer, the type of line item, etc..

Customer and contract notes are automatically displayed when setting the review option and selecting the customer or the contract.

Sales – Enter purchases for a customer

The sales entry screens shows the quantity being purchased and the current stock level

Special Orders – Order items for a customer and take a deposit

Specify an order release date

Include notes for a special order item on a purchase order

Drop-ship all or selected items to a customer

Enter a collate ID to consolidate individual special orders onto a single purchase order for the vendor

Generate purchase orders automatically from special orders

Deliver merchandise to a customer creating a sale for the items being delivered plus any additional items they are purchasing or returning

Pull items from stock if needed

Assign a special order to a previously placed purchase order for stock

Quickly display the order status information for all items on the special order

After taking an order (for catalog operations), enable the user to pull items from stock and print a pick ticket

Print a packing list for delivered merchandise when shipping items to a customer

Layaways – Put merchandise on-hold and take a deposit for a customer

Gift Certificates – Issue a gift certificate

Quotes* - Create a quote for a customer. Quotes can be quickly turned into a sale or special order by copying the quote.

Inventory Features

Vendors – Vendors are companies that you buy merchandise from (a distributor), or that manufacture an item that you sell.

Vendors are assigned a 3 character code which is used throughout the program to identify the vendor.

A vendor setup as a distributor can be assigned to be the preferred vendor when creating purchase orders for selected items

The average days required for ordering both inventory and special orders can be set for each vendor. This value is used to create an estimated delivery date for Special Orders.

Price tags can be printed for all in-stock items for the vendor.

Pricing - Each vendor has a retail pricing formula that can be used for automatically setting the retail prices for new items, or adjusting the current retail prices for existing items.

Retail pricing can be updated for a vendor or style by applying the vendor’s retail pricing formula to the cost price.

Retail and cost prices can by updated for a vendor or style by adjusting the current retail price by an amount or percentage.

Price tags can be printed for all items that have their retail price change if desired.

Inventory Items

Each inventory item has a 25 character description, a 200 character detailed description, a 5 character department code, and a 5 character fashion or order code.

Up to 5 separate retail price levels

Each inventory item has a unique 8 digit number automatically assigned by the program which is used as the barcode number on price tags and identifies the item when scanned.

Each inventory item can have a unique 12 digit UPC barcode number that identifies the item when scanned.

Each inventory item can have a unique item number used by the vendor to identify the item.

Items can be set as non-taxable or have selected tax options for each sub-taxable rate.

Items can be set so that they are never discounted.

Items can be set so that their retail price is not updated by a pricing formula adjustment.

Price tags can be easily printed in an ad-hoc fashion for any inventory item.

Styles

Have a 10 character style number, unlimited color codes (5 characters), and unlimited sizes (10 characters) maintained in a style matrix format. Each style, color, and size combination can have a different cost and retail price if needed.

Price tags can be printed for all in-stock items for a style.

Styles can be copied – making it easy to setup new styles which use the same color and size scales.

Products

Have a 15 character product number.

Inventory Standards

Inventory standards are required for colors, departments, descriptions, reorder codes, and sizes – helping ensure you enter inventory following a consistent methodology.

Sizes can be assigned to size groups. Size groups are used when adding new styles to make style setup very fast.

Inventory Quantities

Each store maintains separate stock, on order, and Max/Min levels.

In store stock is separated into two categories: stock available for sale, and stock on hold for a customer.

On order items are separated into two categories: on order for stock, and on order for a customer.

The purchase orders for an item on order are easily displayed from the inventory list.

Sales for a style, style and color, a style, color, and size, or a product is easily accessed from the inventory list.

Purchase Order Features

AutoCreate Functionality – Automatic Purchase Order Generation

Options

Include inventory at or below minimum stock levels (optional)

Include specials orders that need fulfillment (optional)

Include drop shipments to customers (optional)

Include items sold within a date rage (optional)

Include one vendor or all

Include one store or selected stores

Include items with all inventory codes or one

Require generated purchase orders to meet a minimum quantity (optional)

Require generated purchase orders to meet a minimum amount (optional)

Ignore the minimum amounts when special orders are a certain age

Separate purchase order by store

Operation

Purchase orders are separated by vendor unless the purchase order is for a distributor. For a distributor, the purchase order will include all vendors that are ordered for by the distributor

Items at or below the minimum stock level are placed on a purchase order with the quantity required to equal the maximum stock level (if included)

Purchase orders for special orders are included with the stock purchase order for the vendor unless specified as a drop ship on the special order or has a collate ID (if included)

Multiple special orders entered with a matching collate ID are collated onto its own purchase order

Items set as drop shipments on a special order are separated onto their own purchase order and use the ship to address on the special order for the purchase order

Items on special orders are not placed on a purchase order until the release date

Purchase Order Entry

The Scan/Qty quantity field enables rapid barcode scanning, and quantity changes

Special order items are tracked individually on the purchase order and reference the original order number

Put notes on a purchase order

Optionally print the notes on the vendor’s copy of a purchase order

Put notes on a line item

Optionally print the line item notes on the vendor’s copy of a purchase order

Easily lookup items during purchase order entry

Modify, void, or delete purchase orders

Estimated delivery dates are generated from a vendor’s profile

Enter a cancellation date for the purchase order

Include items from multiple vendors to order items from a distributor

Copy an existing purchase order

"Ship To" field for shipping purchase orders to other addresses

Choose different sort orders for displaying items on a purchase order

Enter a shipping method

Assign the ship to address to a customer or a store

Fax purchase orders using a Windows fax printer and modem

Field coloring is used to note special order line items

Print either a vendor or store copy of a purchase order. A vendor copy does not contain notes unless specified, and it consolidates like line items into one with a total quantity

Print barcoded price tags for items on a purchase order. Skip items with a UPC barcode or special order items.

Purchase Order List

Sort purchase orders by number and status (new, open, complete)

Sort purchase orders by vendor and status (new, open, complete)

Sort purchase orders by date and status (new, open, complete)

Quickly find a purchase order by typing in the purchase order number, vendor, or date

Set the status of open purchase orders to "Working" to quickly find new purchase orders or purchase orders that require attention

Special Orders Not Placed

Easily view special orders that require fulfillment

Show special orders that can be allocated to an existing purchase order for stock

Allocate new special order items to an existing purchase order for stock

Receiving Merchandise into Stock

Receiving Entry – Purchase Order Receipts and Transfers

The Scan/Qty quantity field enables rapid barcode scanning, and quantity changes

Put notes on a list

Put notes on a line item

Easily lookup items during list entry

Modify, void, or delete lists

Include items from multiple manufacturers when receiving from a distributor

Copy an existing list

Choose different sort orders for displaying items on a list

Field coloring is used to note special order line items

Print barcoded price tags for items on a list. Skip items with a UPC barcode or special order items.

Purchase Order Receipts – Receive Merchandise from a Purchase Order

Quickly load items onto a purchase order receipt by selecting a purchase order with quantities still on-order and scanning the vendor’s UPC barcode or selecting the items received from a list.

Add items not on a purchase order by scanning the UPC barcode or entering the item through item lookup

Special order items are tracked individually on the purchase order receipt and reference the original order number

Enter the manufacturer’s reference number from the packing list

Transfers – Transfer merchandise from one store to another

Use the Scan/Qty field to quickly enter items to be transferred from one store to another

Receiving and Transfer List

Sort lists by number and status (new, open, complete)

Sort lists by vendor and status (new, open, complete)

Quickly find a list by typing in the receiving list number or vendor.

Set the status of lists to "Working" to quickly find new lists or lists that require attention

 

Payment Entry Features

Payment Entry – Taking Payments for Invoices with Balances

Quickly enter customers by typing their name or using the customer list

Record the payment method, amount, reference number and any notes

Take credit card payments quickly by using XCharge™ credit card processing software

Show all invoice types with balances or select the invoice type with balances to display for the customer

Automatically apply payments to invoices when a balance matching the payment amount is found or by applying the payment to the oldest invoices first.

Clear auto-applied payments and apply the payment to invoices manually

Sort the invoice listing by invoice date or by the customer that received the merchandise (invoices billed to another account)

Apply credits to invoices with balances

Debit an invoice

Customer Features

Customers – The life-blood of a retailer

General

Setup both a billing address and a shipping address

Track email addresses, and phone and fax numbers.

Assign customers to a 5 character classification and promotion code

Track birthdays, drivers license numbers, and credit card number

Set customer credit as "bad" to prevent receipt of checks and charges on-account

Create customer notes and have them automatically reviewed at the point-of-sale if desired.

Track work locations and phone numbers.

Assign a salesperson to a customer.

Pricing

Assign an automatic discount amount to a customer (percentage off retail or profit margin).

Assign a retail pricing level to a customer.

Assign a Contract to a customer. Contracts are lists of items to be sold at a predetermined price.

Billing

Allow customers to charge on-account

Assign customers (i.e. an employee) to an on-account customer (i.e. a hospital) and allow charges on-account and payroll deduction for the individual. You can still continue to sell to the individual if they pay for an item. Payments can also be split with the balance being billed to the on-account customer.

Limit and track a customer’s on-account charges by assigning a spending allowance. Charges on-account beyond the spending allowance are not allowed and must be within a range of valid dates. Automatically reset spending allowances for customers assigned to a store account.

Set up customers to be tax exempt, or to have selected sales tax rates applied to their sales.

Customer Standards

Customer standards are required for classification and promotion codes – helping ensure you enter your customers following a consistent methodology.

Customer List

Quickly find customers on the customer list by using multiple sorting methods (name, on-account, phone number, classification, and account number).

Quickly view sales and payment history for any customer.

Limit the customer list to include customers meeting a variety of "filter criteria" such as: a total sales range, last or first bought, contact date, salesman, city, state, zip, last name, first name, etc.

"Tag" customers on the customer list for inclusion in customer related reports, mailing labels, and exporting to disk.

Setup Options

Computer – Setup options specific to the computer