FASHION ADMIN

Logging In

Open the Fashion Retail Admin application to log into the Admin.

Fashion admin software is also referred as a Back office, this software allows you to add your business details, create your login account, add your products/items and viewing the business performance report.

The software icons are normally showing on the system desktop, you then click on the retail admin to log in the software.

Notes: The login ID code and passcode which will be provided when the software is activated

Company Information Module

Here the business name and address details need to be added then also VAT number if the business is registered and finally the receipt text and Vat percentages need to be also added.

After adding all the business details this will be printed at the top of the receipt and the receipt text will be printed at the bottom of the receipt.

Till Setting Module

This option is used to set the printers and the till float limit.

By default, all the printers installed are displayed on the drop down. Once set and saved the receipts will print from the selected printer.

First, you need to click the drop-down arrow to select the right printer from the printer list this need to be done to all printer type modules.

Next, enter the till float limit amount of your choice this is for the petty cash purposes stated earlier.

To set the printer to print receipt automatically tick the print receipt box however if receipt the needs to be printed whenever needed untick it that option then click on save after setting the till printer and float.

Notes: The till settings can also be set it from the Fashion till from the till admin option on till setting module

Employees Module

Here you can create every staff member personal logging account to allow them to lock in and clock out. This will help the business to keep track and record of the staff movement.

  1. 1. First click on add to add the staff name and address details.
  2. 2.Next create the staff user code number and passcode number.
  3. Swipe ID; Also swipe the ID card in the card reader to register the card number for the adding staff. After swiping the ID card make sure to delete the symbols i.e.!? if not the card will not register.
  4. Biometric device;Once integrated will allow each staff member to log in the till system with their own fingerprint to sign in the till. After each employee needs to place their finger on the device for scanning to register and then create their fingerprint logging.
  5. External employees; his option applies only to the staff member that will not be using the till but still works for your business such as cleaners, porters, chefs, accountants, and drivers etc. So when adding those staff member tick the box to allow them to clock in and clock out.
  6. Working hours/minutes; enter the employee working hours/minutes to allow employees to clock in and clock out.
  7. Employees Type; Chose the employee's type, permanent or temporary.
  8. Salary/ year; Enter employee salary monthly/yearly this will be reflected in the payment log then click save after adding all details.
  9. Payment Log; Will keep a record of each individual staff members then click after filling the details. To view the employee payment report you need to select the employee name to view the record.

Notes: The swipe ID card reader is purchased separately to the epos till as well the biometric device for the fingerprint login

Access Right

This option will limit the employee permission to get access to all business modules such as knowing the business performance report, sales module, the employees' module, product modules, an inventory module, purchased module and customer module.

First, you need to select the name of the employee.

Then select the module that you want the employee to get access. If you are the owner or manager you can tick the box that says select all for each module to give full access right then click on save then ok.

Next select the following employee to give access right, if it is just a staff member then select the Sales modules and customer modules. However, you still need to be selective when giving access from the sales module then save.

Notes: If you do not want to give access or permission to the employees you then have to untick each box option of that module. For example in the sale module, an option such as the end of the day, no sale, sales summary, refund, petty cash, and discount. This option can also be restricted from the retail admin software from the employees' module on access right.

Sizes Master List

Click on Products -> Sizes Master List to access this screen

This is an important part of the PLU module. Products can be grouped by size, colour, and styles.

This is the first step to be added before adding the PLU list

Notes:Sizes cannot be entered directly from PLU screen.

PLU list

Click on PLU (Products) -> Products to access this screen

This is the core of Emperium EPOS System, every Transaction recorded against a product starts from here.

Click the ADD button to add your products

Product Code

Every Product is defined by Unique Product code, which is Central Product Code. It is a non-editable field.

Style Number

In the Fashion industry, most of the products have Style Number. This is a mandatory field.

Show All button

This option will allow you to show all your products list when clicking on that show all button

Name

This is a short description of the product. This is a mandatory field.

Description

Product Description is one of an integral part of the system, every product is defined with unique product description, by which it is identified. The product description is displayed in every Inventory Transaction of the system. This is a mandatory field.

Note: Product Description along with size and color is printed on the Receipt

Season Code

In Fashion industry, many products are season-based. New season can be added by clicking on new. This is a mandatory field.

Supplier Name

The product can be linked to supplier who supplies the product; the linking can be done from the selected drop down or New Supplier can be created by clicking on New. This is a mandatory field.

Colour

Products’ color can be selected from the drop-down or new color can be created by clicking on New. This is a mandatory field.

Category

Every Product falls under a Category, the category is linked to product by selecting it from the Dropdown. This is a mandatory field.Category helps in grouping similar products together. If a new category needs to be added, Click New button which is adjacent to the Category drop-down. VAT is defined per category.

Sub Category

Every Product falls under a Sub Category, the Sub Category is linked to the product by selecting it from the drop-down. This is a mandatory field. Sub Category helps in grouping similar products together. If a new Subcategory needs to be added, Click New button which is adjacent to the Sub Category drop-down

Brand

Every Product is linked with a Brand, the Brand is linked to product by selecting it from the drop-down. This is a mandatory field. If a new Brand needs to be added, Click New button which is adjacent to the Brand drop-down

Unit Of Sale

Every Product should be linked to its packing size. This is a mandatory field. If a new Unit Of Sale needs to be added, Click New button which is adjacent to the Unit Of Sale drop-down.

Size Scale

Products can be grouped size-wise. Size can be selected from the drop-down menu. New sizes cannot be created from here. This is a mandatory field.

Cost Price

This is the cost price per unit for the product; this is generally calculated based on the average price of the product or from your supplier invoice. This is a mandatory field.

Margin

Here, you can enter the Margin percentage. Sales price will be calculated based on the cost price and entered Margin.

Sales Price

This is the sales price per unit for the product. This is a mandatory field.

Min Level

This is the minimum stock level, for which the system pops up in reorder reports if the product is equal or below the reorder level.

Max Level

Max Level is the maximum stock level, which has to be maintained in the store at any point of time.

Physical Qty

The actual stock quantity (physical stock) can be entered against each size. Emperium Fashion Admin Quick User Guide Page 13

Barcode

Barcodes can be registered for each size, which can be scanned on the till.

Pop Up Notes

Any Product specific message need to display on the Sales Screen can be entered here.

Image

To identify products, product image can be attached from this option.

Repeat in New Colour

If the product is available in the different color as well, then by clicking on this button, different color can be selected which will create new product will be created with all the details.

Save

New/Modified Product details can be saved by clicking on this button.

Purchase Order

Purchase Order List

Purchase order allows you to place an order with your supplier for the products that have reached the minimum/re-order level.

If you want to place an order with your supplier, click add on the purchase order screen.

Choose your supplier and click get reorder products, which will list out all the products that have reached the minimum level.

In the qty in UOP, enter the qty of product you need.

Alternatively, you can also scan the barcode and enter the qty you need.

If the product has not reached the minimum level but still if you would like to get the product from your supplier, click get all products.

This will list out all the products that are linked to the supplier.

You can delete the product by choosing the delete button on the keyboard.

Finally, click on save and the order will be placed with your supplier.

Invoice Entry

An invoice is needed from your supplier for the goods that are received.

The order type is categorized as 1) Inventory based 2) Non-Inventory based.

The non-inventory based is your overheads and the Inventory based is the products that are actually in the system.

Choose your supplier and the purchase order reference number associated with that order.

The price is calculated automatically based on the cost price in the purchase order.

If there is a delivery charge included, you can mention it in the invoice along with the VAT and save it. Remits/Adjustments

Remits/Adjustments

Once the invoice is entered into the system, a payment is to be made to your supplier.

By default, the full amount is selected, but if you have only received partial goods, you can change the amount in the val to allocate and save it.

Non Inventory Based Reason List

Allows you to enter different overhead reasons for the non-inventory based products and this information will be replicated in the non-inventory based invoices.

Enter the overhead reasons on the new line and click save.

Inventory Module

GRN (Goods Received Note)

Goods received note allows you to check the quantity of stock that is received from your supplier.

You are also allowed to select multiple locations and allocate the stock accordingly.

If the price is changed by your supplier, you have an option to enter the new price by selecting update product details.

As the qty is verified, the purchase order status changes to full order received or partial order received.

Locations

If the stock is managed in different places, then the location details are added here.

At least one shop location has to be defined in the system as the stock is deducted when there is a sale.

Click add to create a new location.

Stock Movement

Stock movement allows you to transfer stock from one location to another.

To move the stock, select the product and enter the qty to be moved with the reason for movement and click save.

Stock Conversion

Allows you to maintain stock for individual items in a pack.

For example; you can add a 10 pack noodles and singles separately into the system, here you can convert one 10 pack to 10 singles.

Double click to select the product and enter the quantity and select the location and then choose the location and quantity. And finally, click save to do the conversion.

Stock Adjustment

Allows you to adjust the stock manually for all the products by searching it.

Multiple product stock adjustment allows you to adjust stock for multiple products at one go just by scanning and giving the new qty/quantity.

Stock Movement Reasons Listing

Allows you to define the reasons for stock movement. These details will be listed in the stock movement field.

Enter the reason in the blank field and click save.

Stock Adjustments Reasons Listing

Allows you to define the reasons for stock adjustment. These details will be listed in the stock adjustment field.

Enter the reason in the blank field and click save.

Stock In

When you receive the stock from a different branch, you will have to enter the qty and cost price in the stock in field.

Sales Module

Petty Cash

This option allows you to do your expenses or the business expense such as; lunch money, repair, travel costs etc. and also to pay back what has been taken out for the expenses.

First, select the deducting from cash drawer next enter the amount that needs to be taken then write the reason why then click done. This will be recorded at the end of day balancing totals.

Similarly, when adding money back, select the option to add into cash drawer then enter the amount and the reason then click done. This amount will also be recorded at the end of balancing totals.

Note: You can set a limit on the amount that needs to be taken out for the expenses on the till setting then add the amount limit on the till float limit option. Also for refunds, which do not have invoice against them, you can give the refund through petty cash.

Discount Reasons List

Here the discount reasons are entered. The till screen when you give a discount, the reasons mentioned here will be displayed.

Sales Enquiry

Sales enquiry allows you to view the sales orders transactions history and also print the order receipt.

  1. Click on the search button to view all sales transaction made the day or previews date by selecting the date from date to date.
  2. All transaction selected that date will then showing then select the sales order that you are looking to view it in details.
  3. Choose whether to print all transaction on A4 paper or receipt.

Notes:The A4 paper can only be printed if an A4 printer is connected to the system. Again this needs to be also set in the till setting beforehand after connecting the A4 printer.

Cash Drawer

This option allows you to set the opening balance/ float amount.

First, the float amount needs to be entered when you start the day or when you need to add change in the till.

Then select the correct till from the till number list from the drop-down box and enter the bank amount.

When entering the amount you will be asked to enter the ID pass to confirm before saving amount to the cash drawer for security purposes to avoid theft. This will be reflected the end of day balancing.

If you also bank the amount again pick the till number and enter the bank amount and confirm the security by entering your ID pass and then save it. This bank amount would also be reflected on the end of day balancing.

Notes: You can also proceed the opening balance/ float amount from the EOD/ end of day option for the next day.

End of Day Denominations

You can define the currencies and the amount equivalent to that.

The values at the end of day denominations are reflected at the end of day balancing.

End of Day Balancing

Here the till payments totals are verified against the till transactions when there is variance in the till totals against the balance of the till, you can print the transactions summary report to recheck, this can be printed from; reports>sales> transactions summary.

Click on the till for which the amount has to be verified, automatically all the denominations would be popped up, you then need to reflect all cash, card and credit customer value. Just enter the quantity of denominations and totals would be updated.

  1. Till No;

    Here all the tills used in the business are displayed.

  2. Sales;

    Here all the sales totals for that till are reflected from the last end of day balancing.

  3. Till No;

    Here all the refund totals for that till are reflected from the last end of day balancing.

  4. Petty Cash;

    Here all the petty cash transactions totals for that till are reflected from the last end of day balancing.

  5. Customer Payments;

    Here all the customer outstanding payment totals for that till are reflected from the last end of day balancing.

  6. Opening Balance;

    Here the opening balance/till float totals for that till are reflected from the last end of day balancing.

  7. Banked Amount;

    Here the banked amount totals for that till are reflected from the last end of day balancing.

  8. Cash;

    Here all the cash transactions totals for that till are reflected from the last end of day balancing.

  9. Card;

    Here all the card transactions totals for that till are reflected from the last end of day balancing.

  10. Cheque;

    Here all the cheque transactions totals for that till are reflected from the last end of day balancing.

  11. Credit Customer;

    Here all the credits against the customer's totals for that till are reflected from the last end of day balancing.

  12. Vouchers;

    Here all the voucher transactions totals for that till are reflected from the last end of day balancing.

  13. Bank Transfers;

    Here all the bank transfer transactions totals for that till are reflected from the last end of day balancing.

  14. Balance;

    Here all the

    Balance =sales-refunds-petty cash+ customer payments + opening balance+ vouchers

    You can put the till float/opening balance after the amount is verified against the till before you click on save.

Notes: End of the day will only be done when the business is closing for the day then after saving the transactions of that day, the system will automatically be back to zero ready to use it fresh the next day. Also, all transaction taken every day a recorded automatically and save on the report/ reporting module which is from the retail admin software. This will allow you to print the end of day report from any day you.

Customer Module

Customer Types

Customer type allows you to group customers for various reasons like a flat discount for certain products, allowing the customers to make a payment later.

Customer List

The software allows you to maintain the record of your customers on the system.

It displays a list of all the customers that are available in the system.

You are allowed to add/modify or delete the customers from this field provided you have access.

Customer Payment

  1. Search for the customer name by clicking on the select.
  2. Then the customer transactions detail will be showing which will be listed down.
  3. From invoice there will be a box next to balance option that is written pay.
  4. Next tick the pay box of each invoice to proceed payment.
  5. After ticking the pay box the payment amount will be showing at the bottom next to payment details.
  6. Then click on the payment details to proceed the payment then the payment tab will be showing again.
  7. Finally click on the exact amount then click on the cash option or card option depending on how the customer is paying a receipt will then be printed out and cash drawer will be open.
  8. The invoice will then be cleared, then close all the tab to be back on the till screen.

Notes: The credit customer will be replicated on the end of day balancing as a credit customer.

Customer loyalty Setting

To access this screen click on customers>customer loyalty settings

Here the customer loyalty settings can be set, you can set how much has to be spent for a single point and how much value has to be declared for 1 point.

For example, the amount spent for 1 point is £1 and the value for the 1point is 0.01

Customer Vouchers

To access this screen click on customers>customer vouchers

This is another loyalty setting where vouchers are generated against their spending based upon the loyalty settings.

Note: To activate the loyalty scheme, please speak to your account manager.

Here the voucher value is automatically displayed based on customer spending, check the generate voucher option and click on generate a voucher

Report Module

Reporting

Reports are grouped by modules. The reports can be printed or exported in any A4 format.

The reports can be filtered in various aspects and to view each report module first select the module of your choice then click on the show button to view and close button to exit the report.

Each module does the following operations.

  1. Products
    • Products module allows you to check the price for the products.
    • Pull the report by category/subcategory/brand.
    • Allows you to print shelf edge labels with various sizes.
  2. Employees
    • If commissions are set for employees, the system calculates the commissions based on the sales.
    • The employee working hours are calculated.
  3. Suppliers
    • The supplier details can be seen.
    • Displays the list of purchase orders with the total amount.
    • The transaction against the supplier is recorded.
  4. Sales
    • Gives a list of sold items individually as well as by category
    • Allows you to find the top selling items by qty or price.
    • Displays the sales turn over by category.
    • Displays the cash drawer transactions.
    • Displays the transaction summary which is for your accounts purpose.
    • Shows end of day balancing.
    • Displays the sales discount summary.
  5. Inventory
    • Displays the stock locations.
    • Displays a list of reorder products.
    • Allows you to check the stock history based on the transaction type.
    • The stock valuation allows you to check the current stock on the system.
    • Stock adjustment summary by reason.
    • Product stock history which gives a stock history for individual items.
  6. Customers
    • The customer list is displayed here.
    • Customer outstanding invoices are seen here.
    • Customer list by types.
  7. Summary Reports
    • Gives the profit/loss summary based on the invoice entry.
    • The VAT summary calculated from the sales and purchases, the summary is calculated from the sales VAT summary - purchase VAT summary.
    • Monthly sales Comparison in a year.
    • Yearly sales summary comparison.
    • Products summary.

Miscellaneous Modules

Change Password

Allows you to change the password for the employee.

Logout

Allows you to exit from the software.

Import Data

If the products are filled in an excel sheet and sent to the E-novations team, the team will then verify the products, will be checking locally and will be uploaded finally.

This is for administrative purpose.

Deleted Products

To access this screen click on miscellaneous>deleted products.

If a product is deleted by mistake in the products module, then it appears here.

This acts as recycle bin, once the products are deleted from the products list, they fall in this list, and you can delete permanently or activate the product again.

Note: You cannot delete product completely once it records transactions against the product.

Deleted Barcodes

To access this screen click on miscellaneous>deleted barcodes

This acts as recycle bin, once the barcodes are deleted from the products, they fall in this list, and you can delete permanently or activate the barcode again.

If a barcode is deleted by mistake in the products module, then it appears here.

Default Miscellaneous Descriptions VAT

If the item is not scanned or not recognised and if you know the price of the item, you can sell the product under miscellaneous feature.

Click on miscellaneous, pick the default miscellaneous descriptions VAT and type the description and enter the value (with VAT).

Default Miscellaneous Descriptions NON - VAT

If the item is not scanned or not recognised and if you know the price of the item, you can sell the product under miscellaneous feature.

Click on miscellaneous, pick the default miscellaneous descriptions non VAT and type the description and enter the value.