Log in Screen. Front Screen

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Log in Screen

Front Screen

Click on “Reports” then find instructions on page 8

Enter “Username” e.g. 6001 Enter “Password” e.g. 1236

Click on “Purchase Orders” then find instructions on page 2 & 9 (Includes “Transfers”) Click on “Wastage” then find instructions on page 5

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Purchase Orders

These are commonly referred to as GRV’s (Goods received vouchers)

GV1)Click on “Purchase Order”

GV2) Click on down arrow

GV4) Check that it is the correct supplier and select “Yes” if not select “No” and start from “Down Arrow” again

GV3) Select the same supplier as on the invoice

Click on “Create & Receive GRV” Order”

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the exclusive case cost on the invoice), if not enter the correct exclusive case cost.

GV7) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point 6

GV6) Click on the block and type in the product or portion of the name required. Press enter e.g. “Wors” enter

5) Click on search

GV11) When complete click “Add Item”

GV12) The item you have added will then appear as a line in the body of the Purchase Order. The quantity and price can still be changed by clicking on “Quantity” or “Cost” column, change the value and press Enter, the “Total Excl Value” and “Vat” will change automatically.

GV8) Check that the correct item is selected (Name below). If not click “Search” as above

GV9) Enter the number of cases purchased (as per the invoice)

GV13) Repeat from step GV5 for all items on the invoice, until the “Invoice” and “Purchase Order” total values are the same. Then click “Done”

GV14) If complete click “Yes” if not click “No” and add extra items from point 5

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click “Quick Add” and carry on from point 5

GV17) Enter the invoice number from the Invoice

GV21) If correct click “Yes” if not click “No”

GV15) Please check your items, quantities and prices against the invoice

GV18) Enter the VAT amount from the Invoice

GV19) Enter the total amount from the Invoice and press “Enter”

GV20) If the total amounts are correct then the “Receive Order” block will be available, if not check the items and totals and fix errors or click “Receive Order”

GV22)If you wish to print click “Yes” if not click “No”

GV23) The following report will print with all the information that has been entered. This should be filed with the invoice as proof that the GRV has been done

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Wastage

This is used to write-off stock that has been damaged

W 1) Click on “Wastage”

W 2) Click on “Search”

W 3) Click in the white block “Search For” and type in a portion of the name of the item you are searching for (e.g. wors) and press “Enter” on the keyboard

W 4) Double click on the item required (e.g. Sausage Beef Wors Jmb)

W 5) The selected item will then show in the “Description etc ” blocks. If it is the incorrect item click on search again and follow steps from W 3

W 6) If it is the correct item then click in the block “Wastage Qty” and enter the number of units to be wasted. NB: Wastage is always entered in “Units” not “Cases”

W 7) Press “Enter” on the keyboard or click on the “Add to Wastage” button

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below. If there are more items to waste repeat from step W 2 until all wasted item appear in the block

W 10) When everything is correct. Click on “Post Wastage”

W 9) If the value needs to be changed, this can be done by clicking on the “Green Block” of the item to be changed. If the incorrect item has been selected a 0 can be entered.

W 11) When everything is correct. Click on “Yes”

W 12) The “Wastage Report” will then be available to print on the screen

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Stock Take

There are 2 types of Stock Take done “Quick Take” and “Full Stock Take”

Quick Stock Take is typically done at the end of each day. There are specific items designated for this type of stock take. The report for the “Quick Take Count Sheet” can be found in “Reports” under “Stock”, print either “Full Stocktake Sheet” or “”Quick Stocktake Count Sheet” depending on which stock take you are doing. Both sheets are in the same order as the screens. Do the count and write them on the sheets. All “GRV’s” and “Wastage” must be completed before a “Stock Take” is started

NB: ALL STOCK IS COUNTED AND ENTERED IN UNITS NOT CASES.

ST 1) Are you are doing a “Stock Take” click “Yes” if not “No”

ST 2) If you are doing a “Full Stock Take” click “Yes” if not “No”

ST 3) If you have clicked “Yes” the Full Stock take

screen will come up with all stock items, If you have clicked “No” the “Quick Stock take”

screen will come up with selected items for daily stock takes. NB: ALL STOCK IS COUNTED AND ENTERED IN UNITS NOT CASES

ST 4) Click on the first block “Units Counted” and enter the corresponding number from the stock sheet. Press “Enter” and the next block is ready for the number to be entered. If there is no stock enter “0”. Continue to the last item.

ST 5) When complete click on “Accept”

ST 6) If there is a variance this screen will appear, click “Yes” to see the items with the problem or “No” if you accept the variances

ST 7) If you click “Yes” only the items with a problem will show on the screen, you can then recount and re-enter the correct amounts.

ST 8) When complete click on “Accept”

ST 9) Redo from step “ST6” until you accept the variance then and Click “No”.

ST 10) Click “Yes” to update the stock take or “No” to re-enter or change figures

ST 11) The stock take is now complete, the variance report can be printed as in the reports section of the manual

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Reports

Reports are the reason we have a “POINT OF SALE” and a “STOCK KEEPING” program. This is where the heart of the program is, all the effort of counting stock, entering wastage and doing GRV’S, accurately, pays off with reports that accurately inform you of the state of the business. Reports also warn us of problems occurring in the business and help head office personnel identify where the problems are occurring. There are a range of reports designed and chosen by Sausage Saloon Head office to assist you with the running of your business. Here is a brief description of how to access reports.

RP 1) The first screen whn you click on reports

RP 2) Most reports you can select a group and date range. Default selection is, all groups and today’s date. Click on required report

RP 3) To change the start “Group” click on the down arrow and double click on the starting group you require

RP 4) To change the end “Group” click on the down arrow and double click on the ending group you require

RP 5) To change the “From Date” click on the block and select the Year, month then double click on day

RP 6) To change the “To Date” click on the block and select the Year, month then double click on day

RP 7) When all selections are done click on “Preview”, the report will then show on the screen

RP 8) Reports available on “Administration” screen

RP 10) Reports available on “Sales” screen

RP 11) Reports available on “Stock” screen

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Inter Branch Transfers. (IBT)

This is a new addition to the “Back Office”, this is for transferring from one shop to another. The shop that sends the stock does a “Transfer Out” and the receiving shop does a “Transfer In”. This keeps the stock, quantities and value, in the stores correct without affecting the “GP’s”. There is a new report under “Stock”, called “Consolidated Stock Transfer” which shows both transfers in and out.

This function needs to be monitored well, checking that if there is a “transfer out”, there is a “transfer in” at the other store. The function can be put under password control.

Inter Branch Transfers. (IBT) “Transfer Out”

This is a transfer out of stock to another shop

TR 1) Click on “Stock Transfer” in the Tab

TR 2) Click on “Branch Stock Transfer Out”

TR 3) Click on down arrow

TR 4) Click on the store that will be receiving the stock

TR 5) Click “Yes” if the correct store is selected or “No” and return to step TR 4

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enter the correct exclusive case cost.

TR8) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point 6

TR7) Click on the block and type in the product or portion of the name required. Press enter e.g. “Wors” enter

TR12) When complete click “Add Item”

TR9) Check that the correct item is selected (Name below). If not click “Search” as above

TR10) Enter the number of cases to be transferred

TR6) Click on the “Search”

TR13) The item you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on “Quantity” or “Cost” column, change the value and press Enter, the “Total Excl Value” and “Vat” will change automatically.

TR14) The item you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on “Quantity” or “Cost” column, change the value and press Enter, the “Total Excl Value” and “Vat” will change automatically. Continue to add all items going back to “TR6” until complete. Then click on “DONE”

TR15) When complete click “Yes”

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add click “Quick Add” and start at TR6 TR17) When everything is correct click “Transfer Stock Now”

TR18) When everything is correct click “Yes”

TR19) The following “Transfer Out” report can be printed

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Inter Branch Transfers. (IBT) “Transfer In”

This is a transfer into stock from another shop

TRI1) Click on “Stock Transfer” in the Tab

TRI 2) Click on “Branch Stock Transfer IN”

TRI 3) Click on down arrow

TRI 4) Click on the store that sent the stock to you

TRI 5) Click “Yes” if the correct store is selected or “No” and return to step TR 4

TRI 8) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point TRI 6

TRI 7) Click on the block and type in the product or portion of the name required. Press enter e.g. “Wors” enter

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enter the correct exclusive case cost. (as on “Transfer in Voucher”)

TR8) The list of items will change to only the items containing the name you entered. Select the correct item by double clicking on the item. If the item you need is not there retype the name from point 6

TR7) Click on the block and type in the product or portion of the name required. Press enter e.g. “Wors” enter

TRI 12) When complete click “Add Item”

TRI 9) Check that the correct item is selected (Name below). If not click “Search” as above

TRI10) Enter the number of cases to be transferred (as on “Transfer in Voucher”)

TR6) Click on the “Search”

TRI 14) The items you have added will then appear as a line in the body of the Transfer. The quantity and price can still be changed by clicking on “Quantity” or “Cost” column, change the value and press Enter, the “Total Excl Value” and “Vat” will change automatically. Continue to add all items going back to “Tri 6” until complete. (as on “Transfer in Voucher”) Then click on “DONE”

TRI 15) When complete click “Yes”

TRI 16) Are all the items from your “Transfer Voucher” on the system and do the balances balance

TRI 17) Type in the “Transfer Voucher” number

TRI 18) Type in the “Vat” amount

TRI 19) Type in the “Incl. Total” amount and press “Enter”

TRI 20) Click on “Receive Order”

TRI 21) Click on “Yes” if all is correct