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 Dot Matrix, 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 ICVerify by CyberCash

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, dot matrix, 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 ICVerify by Cybercash

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

Play sound effects in the program to enable audible confirmation sounds for important actions

Set the Enter key to work like the Tab key, and the Esc key to work like shift-tab. This enables the software to use a DOS standard for less experienced Windows users.

Always maximize screens on open. This option forces resizable screens to open to their maximum size each time and can be useful to less experienced Windows users.

Require users to login each time that start a new sale – if security is active

Touch screen capable for point-of-sale

Invoice printing is optional for order entry operations

Hide inventory costs when displaying an inventory screen

Automatically open a cash drawer for selected payment methods

Use a pole display to display a scrolling message and point-of-sale activities

Quickly process credit card payments by using ICVerify by CyberCash

Set the starting sales type to either "Sale" or "Special Order" for new invoices

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

Print shipping labels for all sales or when delivering merchandise if desired

Print packing lists for all sales or when delivering merchandise if desired

Store – Setup options specific to a store

Setup the store name and address

Enter default city, state, zip code, classification, and area code for new customers

Enter a billed account to automatically assign to new customers

Setup separate messages that print for Sales, Special Orders, Layaways, Gift Certificates, Store charges, Payroll Deductions, Quotes, Account Statements, and Credit Cards.

Set a deposit percentage required for Special Orders and Layaways

Discount all items in the store by a set percentage

Set the retail pricing in the store to use a contract*

Set the retail pricing in a store to 1 of 5 pricing levels for inventory items

Setup inventory for a store to be maintained in another store

Allow special order created by one store to be delivered by another store

System – Set options that apply to all stores and all computers

Setup the "Remit To" address for account statements and the "Bill To" address for purchase orders

Enable system security which provides detailed control over which operations a user can perform

Enable up to five unique pricing levels for inventory items. The current retail pricing level is assigned to the store.

Create separate a special order invoice when special orders are placed on a sale (optional)

Report inventory costs using FIFO (first-in-first-out)

Security Options

Security Options – Each user has individual security settings

Five default security levels provide a starting point for individual security settings

A one-time manager override is possible for restricted access operations

Sales – Optional Activities

Adding, changing, voiding, and deleting invoices

Delivering items on a special order or layaway

Adjusting items received and on-order for special orders

Discounting during Sales entry

Selling non-standard items

Require users to re-login for each sale – computer specific

Customers – Optional Activities

Adding, changing, and deleting customers

Allow a user to enter automatic discounts and contracts for a customer

Reset allowance tracking values

Inventory – Optional Activities

Adding, changing, and deleting inventory and vendors

Adjust stock levels

Print price tags

Take physical counts and update inventory

Add, change, delete, or void purchase orders

Add, change, delete, or void receiving lists

Add, change, delete, or void transfers

Maintenance – Optional Activities

Run the batch process

Run the month-end process

Create and restore program data

Export customers and inventory

Open the cash drawer anytime

Reporting – Optional Activities

Run sales and inventory value reports

Run A/R and A/P reports

Run daily checkout reports

Print mailing labels

Setup – Optional Activities

Change computer, store, system, and multi-location settings

Add, change, and delete payments methods, shipping options, and tax rates

Add, change, and delete users

Reporting

Sales Reports

Daily Checkout – Used for an end-of-day reconciliation. Provides a sales total, list totals for payments received, and provides cash drawer reconciliation. This report can be run to a receipt printer, and can be run for just one station.

Cash Flow Summary – A summary of all sales, sales taxes, payments received, and charges on account

Sales Manifest – A listing of all invoices for a date range. Show deleted and voided invoices.

Sales Manifest by Customer – Provides a listing of all invoices sorted by customer. Deleted and voided invoices are not show.

Payment Manifest – A listing of all payments received for a date range.

Top 40 Items by Type – Ranks the top 40 selling items into 4 categories – styles, colors, sizes, and descriptions.

Sales by Department – A summary of sales by inventory department

Detailed Item Sales – A summary listing of each item sold with total cost, profit, and markup

Vendor Comparison – A summary comparison of sales and current inventory. Lists total pieces, cost, profit, markup and percentage of total inventory and sales for each vendor.

Product Comparison – A summary comparison of sales and current inventory. Lists total pieces, cost, profit, markup and percentage of total inventory and sales for each vendor and item description.

Sales by Clerk – A summary total of all sales for each clerk. Lists the total sales, number of sales, cost, profit, and markup.

Sales by Customer – A summary total of all sales for each customer. Lists the total sales, number of sales, cost, profit, and markup.

Sales by State – A summary total of all sales for each state. Lists the total sales, number of sales, cost, profit, and markup.

Contract Sales – A summary total of all sales for each contract. The contract sales are compared to the sales for the same period the previous year.

Inventory Reports

Inventory Listing and Value – A detailed listing for each item in inventory sorted by vendor. It lists the item, the quantity in stock and on order, the Max/Min levels, the cost, retail, and total cost and retail. The report is summarized by vendor.

Inventory to Order – Lists items that need to be reordered.

Active Inventory – The same information as the Inventory Listing and Value, but the report is limited to items that have a quantity in stock, on order, or have a Max/Min value.

Inventory Summary – Provides the quantity in stock, the total cost, and the total retail for each vendor.

Inventory Retail Price List – Lists the price of each inventory item. Styles are listed in an easy to ready matrix format with sizes and colors grouped by style and price breaks.

Inventory without UPC’s – A listing of inventory items that do not have UPC barcode assigned.

Inventory with Max Levels - A listing of inventory items that have Max/Min levels assigned.

Inventory Over Max Levels - A listing of inventory items that have inventory stock over the Max level.

Inventory Aging - A listing of inventory items that have inventory stock and were received within a date range.

Backstock Sold - A listing of inventory items that have inventory stock for items sold within a date range.

Items on Backorder – A listing of inventory items on backorder (the items remaining on order after some were received).

Open Items on PO’s – A listing of items on order.

Open Items on PO’s for Specials - A listing of items on order for Special Orders.

Items Received – A listing of items received.

Physical Inventory Exception – A listing of inventory items not matching a physical inventory count.

Physical Inventory Comparison – A listing of inventory items comparing the inventory count to the physical inventory count.

Customers

Account Statements – A list of current invoices with balances for each customer.

Account Statements with Range - A list of current invoices with balances for each customer within a range of dates.

Summary Invoice – A summary total of all current invoices with balances. Provides a total, sub-total, and tax total.

Customer Balance Summary – A list of customers and their current balance.

Collection Report – A list of invoices sorted by customer illustrating current and past due invoices (30-60-90).

Sales by Customer – A summary total of all sales for each customer. Lists the total sales, number of sales, cost, profit, and markup.

Customer Mailing Labels – A list of customers formatted to fit standard mailing labels.

Other

Special Orders Ready for Delivery – A list of all special orders with items ready for delivery to the customer.

Undelivered Layaways – A list of open Layaways with the date of the last payment.

Open Items for Specials – A listing of all special orders requiring fulfillment and the current stock level.

Special Orders to Pick – A listing of all special orders requiring fulfillment with a current stock level equal to or greater than the amount needed by the special order item.

Accounts Payable – A listing of all Accounts Payable.

Unpaid Accounts Payable – A listing of all unpaid Accounts Payable.

Contracts

General – A Contract is simply a list of items to be sold at a certain price.Customer contracts are a great way to set up and organize special pricing for customers. Instead of setting up a multitude of unmanageable pricing levels, a contract provides a clear and simple method for setting up special pricing for a customer or group.

Assign a contract to a customer or billed account.

A Contract can be assigned to the store’s pricing scheme.

Contracts can be assigned to a category for manageability.

Contract Setup

Items on a contract can be setup to set pricing by department, description, style, or product.

The contract price can be a fixed price, a discount off retail, or a certain profit margin.

Styles require a vendor, but the style number, color, and size are optional. Styles that match a contract item are searched by vendor, style, color, then size. The most specific match is used for determining the contract price.

Contracts are valid for a range of dates.

Contracts can require that the contract price always be used.

Notes for the contract can be set up and can be required to be reviewed at the point-of-sale.

Notes for an item can be copied to the notes for an item on the sale.

Price Tags

General

Price tags can be printed on a variety of printers and label sizes. Each price tag layout has been carefully designed to ensure the best readability for both the retail customer and the barcode scanner.

Styles print the vendor, style, color, size, description, price, store name, season code, and 8 digit barcode.

Products print the vendor, product code, description, price, store name, and season code, and 8 digit barcode.

Compare At Pricing

Price tags can be setup to print a compare at price and a retail price by enabling the multiple pricing levels for inventory items. The compare at price is simply one of the inventory pricing levels, making setup easy.

Season Codes

Each time you print a set of tags, you can print a season code or a five letter word or code to enable visual date coding for merchandise on racks.

Dot Matrix Printers – Must use the Windows print driver designed for the printer

Available label sizes: 3 ˝" X 1, 4" X ˝", 2 across tag stock at 1 ˝ X 4" each

Prints an 8 digit Code128 Barcode

Laser and InkJet Printers – Must use the Windows print driver designed for the printer

Available label sizes: 4" X 1" with 20 labels per sheet (Avery #5161)

Prints an 8 digit Code128 Barcode

Eltron Thermal Tag Printers – Must use the Windows "Generic / Text Only" print driver

Supported Models – 2242, 2642, 2742

Available label sizes: 2.25" X 1" (Tag or Label stock)

Prints an 8 digit Interleaved 2 of 5 barcode (I 2of5)

Cognitive Thermal Tag Printers – Must use the Windows "Generic / Text Only" print driver

Supported Models – Blaster 2", Blaster 4", and Solas 4" (Barcode Blazor is not supported)

Available label sizes: 2.25" X 1" (Tag or Label stock)

Prints an 8 digit Interleaved 2 of 5 barcode (2 of 5)

Maintenance Features

General

Utilities are provided to facilitate automatic database recovery in the event of hardware failure or malfunction.

A backup and restore function can be used if there is not a automatic backup process in place.

A monthly data integrity procedure archives large data files and checks the integrity of the system.

Inventory import and export functions provide the ability to analyze data using spreadsheet software, and make it easy to incorporate re-order programs created by vendors.

Hardware Support

Barcode Scanners

Keyboard, USB, and Serial Interface Barcode Scanners

Portable Data Terminals (PDT). Portable data terminals must output scans with the barcode number and a carriage return.

Receipt Printers

Epson, Star, Ithaca – LPT, Serial, and USB supported

Cash Drawers

Receipt Printer and Serial Interface

Pole Display

Serial Interface (2X40 Ultimate Technology Emulation)

Credit Card Processing

Icverify Software

Track1 & Track2 MSR reader

Price Tag Printing

Thermal Tag Printers – Eltron 2242, 2642, 2742, Cognitive 4" – Requires Windows "Generic/ Text Only" print driver.

All Laser Printers with a Windows print driver

All InkJet Printers with a Windows print driver

All Dot Matrix Printers with a Windows print driver