Open the Retail Admin application to log into the Admin.
Retail 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.
Click on the file option to exit the retail admin software
Here the business name and address details needs to be added then also VAT number if 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.
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 retail till from the till admin option on till setting 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 in track and record of the staff movement.
Notes: The swipe ID card reader is purchased separately to the epos till as well the biometric device for the finger print login.
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, 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 unticked each box option of that module. For example on the sale module, option such as end of day, no sale, dales summary, refund, petty cash and discount. These option can also be restricted from the retail admin software from the employees' module on access right
This option allows you to create the initial title such as Mr, Mrs, Miss, Lord and Queen.
First click on the employee module then select the title list to get access to it, finally double click on the page then add the title of your choice.
Here you can add your products, bar code and selling price after adding all the details of the product by default these products will be showing on the retail till software.
This option will allow you to view the product and make changes.
First select the product from the list then click on modify button to open the product details.
This option will allow you to delete the product, first select the product from the list then click delete.
This option will allow you to show all your products list when clicking on that show all button
Here you can search for specific item or product list if changes need to made on a product. First click on the search button then the product search page will open.
You can search the product by name, scanning the product barcode, product code, category, and sub-category and supplier name link to the product.
After searching for the product by one of the choices then click on the search button to view the product. Click on the select button or select all. The list of item will be showing then select the product and modify it to make changes.
Notes: In order for the weigh scale device to read the weigh items first this need to be integrated beforehand with the retail till software.
Note: For faster and accurate data entry put the cursor focus on the barcode and scan the product using scanner.
After saving the product then it will be save and showing the product module page then click add button to add more product.
Product module >> Category
Here you can create all categories before adding the product so you can have a list of categories name option when adding product so you not have to create a new one while adding the product.
First click on add button to create a category then select the back colour and fore colour and then click on save.
Product module >>Sub- Category
Here you create the sub-category before adding the product so you can have a list of sub-categories option when adding product so you do not have to create a new one while adding the product.
First click on add button to create a sub-category then select the category related to the sub-category then create the new sub-category. Select the back colour and fore colour and then click on save.
Product module >> Sub-sub- Category
Here you create the sub-sub-category before adding the product so you can have a list of sub-sub-categories option when adding product so you do not have to create a new one while adding the product.
First click on add button to create a sub-sub-category then select the category and su-category related to the sub-sub-category then create the new sub-sub-category. Select the back colour and fore colour and then click on save.
Product module >> Brand
Here you create the brand name of the product before adding the product so you can have a list of brand names option when adding product so you do not have to create a new one while adding the product.
First click on add button to create a brand name then select the category related to the product then create the new brand name. Select the back colour and fore colour and then click on save.
Click on Product module to access >> Supplier
Here you can add all suppliers' details.
First add the button to add the supplier details.
Then add the supplier code which should be given to you by your supplier.
Next the name of supplier, their address, postcode, phone number, fax, email address and contact person name.
Add the lead time to supplier the products.
Credit limit that is given by the supplier.
Conditions of the purchased order.
Description of the supplier.
Pop up notes, like a reminder of your supplier.
Currency type such as £, if the supplier is international $.
Bank details of your supplier again this need to be given by supplier then click on save. Bank Details of supplier are added to help the system to get details automatically while doing payments to supplier.
Notes: This option will not sent an email or message directly to your supplier to place the order. This is just for your business to keep a record of all your purchase orders and inventory activity, which you can print out an A4 copy or export the report document from the report modules.
Click on Products module>>Multiple products to access this screen if you sell products with same description and price and only vary in size / colour /fitting such as nail paints, shoes, clothing etc., double click top access the screen where you can enter the product details.
Click on Product module to access >>Promotion option
The application handles 3 different types of promotions, you can set promotions with date range. Click on Button arrow to get access to every promotion.
Discount on Spent Amount. This promotion gives discount in percentage at spent amount;
For above e.g. if the amount spent is less than 100, then discount is 0 percentage.
If the amount spent is equal or greater than 100 and less than 200, then discount is 2 percentage.
If the amount spent is equal or greater than 200 and less than 500, then discount is 3 percentage.
If the amount spent is equal or greater than 500 then discount is 4 percentage.
Free Products Promotion . This promotion gives discount on products, for e.g. If you buy 2 of A product you get 50 % discount on B product, or if you buy 2 different products you get 3 product free
Double click on the grid to pick a product from product search, enter the buying quantity/qty how much you want to set and then enter the promotion qty how many you want to give discount on and promotion disc % is the discount percentage on promotion product.
Discount on Products . This promotion gives discount on products, this is price reduction on products.
Double click on the grid to pick a product from product search, at the bottom grid and then enter the promotional price for the product.
Note: Every promotion Sales can be tracked from Reports>Sales>Sales Discount Summary.
Click on product module to access>> family grouping option.
Multi pricing for different products can be grouped together in family grouping.
Products of same type with same pricing, but identified with different product description are grouped together here.
Under family grouping you can set mix n match of different noodles under 1 group, which helps while selling, i.e. if you sell 2 chicken noodles and 3 mushroom noodles, it would apply 5 prices which would be .25.
This helps in improving the sales.
Other examples would be hangers with different colours, soft drinks etc.
To add a new family group; click on add button and click search to select a product.
To modify; select the family group and click on modify button.
To delete; select the family group from the list and click on delete button.
Purchase order allows you to place an order with your supplier for the products that has 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 has 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.
An invoice is needed from your supplier for the goods that is 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 purchase order.
If there is a delivery charge included, you can mention it in the invoice along with the VAT and save it.
Once the invoice is entered on 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.
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.
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.
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 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.
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 from the location and then choose the location and quantity. And finally click save to do the conversion.
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.
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.
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.
When you receive the stock from a different branch, you will have to enter the qty and cost price in the stock in field.
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 in the end of day balancing totals.
Similarly when adding money back, select the option add into cash drawer then enter the amount and the reason then click done. This amount will also be recorded in 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.
Here the discount reasons are entered. So on the till screen when you give a discount, the reasons mentioned here will be displayed.
Sales enquiry allows you to view the sales orders transactions history and also print the order 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.
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 or running out of 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 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 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.
You can define the currencies and the amount equivalent to that.
The values in the end of day denominations are reflected in the 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.
Here all the tills used in the business are displayed.
Here all the sales totals for that till are reflected from the last end of day balancing.
Here all the refund totals for that till are reflected from the last end of day balancing.
Here all the petty cash transactions totals for that till are reflected from the last end of day balancing.
Here all the customer outstanding payment totals for that till are reflected from the last end of day balancing.
Here the opening balance/till float totals for that till are reflected from the last end of day balancing.
Here the banked amount totals for that till are reflected from the last end of day balancing.
Here all the cash transactions totals for that till are reflected from the last end of day balancing.
Here all the card transactions totals for that till are reflected from the last end of day balancing.
Here all the cheque transactions totals for that till are reflected from the last end of day balancing.
Here all the credits against the customer's totals for that till are reflected from the last end of day balancing.
Here all the voucher transactions totals for that till are reflected from the last end of day balancing.
Here all the bank transfer transactions totals for that till are reflected from the last end of day balancing.
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 day will can 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 type allow you to group customers for various reasons like flat discount for certain products, allowing the customers to make a payment later.
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.
Notes: The credit customer will be replicated on the end of day balancing as a credit customer.
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 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
To access this screen click on customers>customer vouchers
This is other 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 voucher
To access this screen click on customers>delivery grouping
Here the customer paper rounding area wise groups are divided, the reason for dividing into delivery grouping to sort the order of rounding of magazine once the customers are linked to a particular delivery group.
To access this screen click on customers>customer magazine linking
Here the magazines are linked against the customer and the dates when they should be delivered, also here the weekly delivery charges should be added while setting the magazines, to set this add delivery price related products, product code should be like;
1DayWeekly - 3.00
2DayWeekly - 4.00
3DayWeekly - 5.00
To add linking of magazines, double click on the top grid, pick the customer from the search screen, specify whether the customer is active or not and allocate the customer to the delivery group.
In the bottom grid, double click and pick, whichever magazine they want to be delivered and pick the day of the week when they want it.
Please click on save when customer and magazines are set for every individual customer.
To stop deliveries on particular days, select the customer on the top grid and click no deliveries and set the days when they don't want magazine to be delivered.
To access this screen click on customers>customer deliveries sorting
Here the sorting against the delivery groups are set.
Pick the delivery group from the drop down list, the customers would be automatically popped up, set the sorting order and click save.
To access this screen click on customers>customer magazine rounding
Here the paper rounding is linked against the employees on day to day basis, pick the delivery group, automatically all the customers are popped up based up on the day and the delivery group, link it to the employee and click save.
A4 report is generated for employee to deliver the magazines, the delivery list is according to delivery group sorting.
To access this screen click on customers>customer magazine invoicing
Here the customer invoicing is raised against the customer's paper rounding, pick the customer from the top grid and select the month for which you want to raise invoice and click get list, you would be getting list for which you want to raise Invoice and click generate invoice, this would be generating the invoice.
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.
Allows you to change the password for the employee.
Allows you to exit from the software.
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.
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.
To access this screen click on miscellaneous>deleted bar codes
This acts as recycle bin, once the bar codes 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.
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).
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.