Receiving a shipment from abroad

• The shipment items data that was sent from the vendor must be logged onto the main computer in the administration office of the company.
• An additional voucher in the main warehouse is created for the items of the shipment. In case there are items with no previous records in the database, a record is created in the main warehouse and the outlets for each new item, considering that all the related details are recorded as (Item’s Arabic name – Sales Tax Category).
• The cost price of each item in the additional voucher is calculated according to the weighed average policy.
• In the main warehouse the additional voucher is displayed and reviewed and then it has to be approved and posted.
• The price tag must be printed in two different sizes, A big one that contains item’s code, item’s features, item’s barcode and item’s price. The other size (the small one) contains the item’s code and the item’s price only.

  Distributing the incoming inventory to the outlets

• Pricing the items must be according to the sales prices equations (10 equations)
• A transferring voucher from the main warehouse to the branch is created and the balances of the branch must be updated immediately through selecting the items that will be transferred to the branch from the additional voucher (previously created). The quantities are determined by the head office according to the needs of each branch taking in consideration the recorded reservation vouchers.
• Each branch has to review the items that were transferred to it and in case of discovering differences in the received quantities or items, the branch has to contact the head office to decide the way of reconciling the differences.

  Operations that Occur Inside the Head Office

• Sending and receiving data from and to the main warehouse and the outlets in certain times
• First:   Sending data from the head office to the main warehouse:
  • New items
  • Additional voucher
  • Cost and sales prices
• Second: Sending data from the head office to the outlets:
  • New items
  • Cost and sales prices
  • Transferring voucher
  • Updates of other outlets balances
  • Customers that are allowed to purchase on credit
  • Sending the discounts on sales prices and the duration of  each discount period
• Third:  Receiving data from the main warehouse and the outlets:
  • Issuance voucher to a distributor
  • Reservation voucher
  • Sales invoice
  • Transferring voucher
  • New customers

• Gathering all the customers data in the head office according to the branch number, the customer number and the customers with the purchase on credit privilege

  Operations that Occur Inside the Outlets

• Recording any new customer data (Name, Address, Telephone & Mobile, E-mail… etc)
• Printing the Price Tag in two different sizes (Big size: includes item’s code, item’s features, item’s barcode and item’s price. Small size: includes the item’s code and price only)

  Sales Operation

• The items are printed in the sales invoice with the unified sales price applied in all outlets taking in consideration that the sales tax for each item is printed separately and the total of each sales tax category is summed separately also.
• Items that are sold in a Bundle form must be recorded as a kit that has sub-items in order to issue the sub-items without charge.
• Each salesman must have a unique code in order to be recorded in the sales invoice.
• The method of payment must be determined and it would be either “in cash” or “on credit ” or “via credit card ”. The “ on credit  ” method is not allowed unless the customer has the privilege to purchase on credit by the head office. In case a demanded item is not available in the stock of the branch, the stock of that item in other outlets has to be reviewed, the branch that has available stock of this item must be contacted in order to transfer the item to the branch that ordered it.

  Reservation Operation

• Whether an item is available or not available in the branch’s stock, a reservation voucher is recorded with the same data of the invoice and with the unified sales price of that item. The customer can make a reservation for one item or more by paying a down payment (value or percent) and on delivery he/she has to pay the remaining amount and the balances of the reserved items must not be effected at all.
• A sales invoice is created automatically from the reservation voucher screen and in case the customer wants to decrease the items or quantities recorded in the reservation voucher, the reservation voucher has to be closed and a sales invoice is created with the new items or quantities. If the customer wants to make a reservation for additional items or quantities, a new reservation voucher has to be created in the same sequence.
• The reservation of items can be cancelled and in this case the down payment must be returned and the reservation voucher must be closed.

  Customer’s Sales Invoice Returning Operation

• The procedures of returning sales invoice is done according to the conditions illustrated in each branch. The returns must be with the price recorded in the invoice and in a time period not more than 30 days from the sales invoice date and the master copy of the invoice must be available with the customer.

  Consignment Operations (Dealers)

• An agreement is signed with the distributor mentioning all the conditions related to the sales,
• Payments and returns transactions at any time.
• An issuance voucher from the main warehouse to the distributor is recorded mentioning all the issued items as consignment
• On every certain period of time a sales invoice with the actual sales is recorded for the distributor
• The distributor’s balance can be illustrated through printing his/her financial statement that declares all the recorded transactions (sales, payments and returns)
• The inventory is returned from the distributor according to the Last Price policy

  Physical Inventory Operations

• The physical inventory must be executed according to one of these two methods:
  First:  The regular physical inventory which counts all the items in the branch and records the result in a File on a PC.
  • The recorded data in the file previously mentioned must be transferred to the system.
  • The results of the physical inventory whether they were surplus or deficit must be recorded and the required adjustments must be performed.
  • The items stock balances in the outlets must be updated due to the physical inventory result
• Second: Printing a physical inventory list and recording the quantities resulted from the actual count in it then the items that have got discrepancies its data must be entered in the system to create the required adjustments.

  Point of Sale System Specifications

Point of Sale Solution General Features

• Windows GUI interface, which is friendly and flexible.
• Fully integrated system.
• Data is fully secured, protected through a multi level password system.

Point of Sale Outlet Module Features

• The system handles all sell and return operations with the ability to interact with barcode readers, receipt printers and customer display
• The System accepts and handles different payment methods including: Cach payments, Credit card payments and on credit payments
• The system handles product bundling
• The system handles Red Table sales
• The system handles items serial numbers
• Has the ability to handle promotions
• Handles different types of discounts
• The ability to print receipts on both A4 and receipt printers
• The ability to handle working shifts
• Gives the user the right to modify, cancel, or inquire about the sales transactions data using goods' names, code numbers, the measuring unit or the salesmen  ... etc.
• Instantly print invoices, which include items’ descriptions, quantities, prices and total payments (cash/credit card).
• Flexibility in using barcode readers or keyboards.
• Automatically controls the safe drawer.
• Prints barcodes for items (Barcode creation) and provides the user with the facility of inventory at the end of each shift.
• Also provides the ability of adding minus quantities and prices in order to deal easily with returned goods.
• Multi-pricing system according to the user requirements

Point of Sale Administration Module Features

• The administration module maintains system basic data and codes
• The administration module allows the user to add and configure promotions to be used by the other parts of the system.
• The administration module allows the user to define and edit bundles and Red Table data.
• Provide all functions of POS and stock control
• The administration module provides all the functionality of the POS stock control and POS outlet modules to be used in headquarter.
• The administration module manages the data consolidation operations between the outlets and headquarter including the ability to send and receive data from headquarter or from the outlets.
• The administration module controls item pricing modification in headquarter the outlets.
• The administration module allows the user to evaluate the cost price for items.
• The administration module allows the user to determine the selling price for each customer category.
• The administration module allows the user to view and print item movements in both warehouses and outlets.
• The administration module allows the user to follow-up the data sent and received between the outlets and headquarters.
• Analyze sold merchandise data in each outlet.
• Allows the user to define discounts for certain times (occasions & promotions).

Point of Sale Stock Control Module Features

• The POS stock control allows the user to handle purchase orders.
• The POS stock control allows the user to handle addition vouchers
• The POS stock control allows the user to handle issue vouchers
• The POS stock control allows the user to handle transfer operations
• The POS stock control allows the user to handle settlements operations
• The POS stock control allows the user to handle stocktaking operations
• Ability to issue invoice (for customer / company representatives / distributors / agents )
• Also provides the ability of adding minus quantities and prices in order to deal easily with returned goods.

Point of Sale System Administration Features

• Maintaining Users and rights data
• Multi-pricing system according to the user requirements
• Handling settlements in outlets.
• Handling Transfers in outlets.
• Item movement reports