This is the training script used during your initial training at one of our offices. We are working to add live links to articles for every point – the points underlined have live articles you can click through to.

Getting Started

• Cashiers & Users
• Departments and Categories
• Brands
• Seasons
• Suppliers
  • Reason code
  • Communication Templates
  • Sales rep
  • Assign mechanic Role

Creating items

• Manual item creation
  • Understand item types: Standard, Matrix, Serialised, Non-Inventory, Assembly
  • Create Standard Item:
    • Fill in all fields in general section
    • Add Price and Cost and understand other price fields
    • Sale Pricing
    • Understand stock fields: QTY, Committed, Available
    • Set Minimum and Maximum levels, discuss Bin location
    • Add supplier and re order number
    • Understand MPQ functionality.
    • Understand Alias functionality
    • Understand Advanced Tab options
• Create matrix item
  • Understand best practice for using dimensions e.g. split colours
  • Understand attributes
  • Create attribute manually
    • Using the Tab key makes this quicker to move between boxes
  • Matrix Templates
    • Create
    • Search
    • Apply
  • Understand convert to serialised function
  • Generate items and understanding being able to amend columns
  • Adjust Minimum and Maximum levels
• Create Assembly Item
  • Understanding pricing options – custom or standard
• SIM item creation
• Introduction
• What is SIM
• How SIM helps
• Setting Department & Category
• Open Supplier list and select supplier
• Work through search fields
• Set dept. + cat. on a selection of items
• Understand supplier dept. /cat. (Brand partner stores only)
• Understand add all searched
• Understand pending import screen (main menu > items)
• Understand view imported screen (main menu > reports)

Purchasing part 1

• Purchase orders
• Creating a purchase order
• Understand PO search screen
• Understand search fields and filters
• Select blank Purchase Order
• PO Contents
• Understand function buttons
• Demonstrate ‘add items to Purchase Order’
• Demonstrate quick scan
• Understand item grid fields
• Demonstrate all order actions
• Understand importance of marking order as placed (cannot be committed it not).
• Understand idea of creating orders first on CL system exporting and importing to supplier B2B
• Understand Import from supplier CSV function
• Understand importance of updating cost and price
• Update Items from SIM
• MSRP
• Cost
• Print PO
• Goods in
• Work through finding PO using search fields – importance of using supplier reference for delivery note
• Navigate to receive stock
• Methods of receiving stock
• Manual receiving including serial number entry
• Quick scan receiving including serial number entry
• Mark all quantities as fully received
• Check Cost
• Print and check labels against quantity of items received – ALL ITEMS IN THEIR STORE SHOULD BE LABELLED

Purchasing part 2

• Creating a purchase order based on: Min’s & Max’s / Customer Specials
• Create new PO
• PO Contents
• Understand function buttons
• Mark PO as placed
• exporting PO
• Print PO
• Understand Purchase orders based on sales.
• Transfer Functionality
• Understand uses of transfer
• Create send to supplier transfer
• Use goods out to complete transfer
• Stock Take
• Creating a Stock Take
• One Item and Full Store
• Change Levels
• Wizards and SIM Wizards: Understand benefits and functions of:
• Modify Item Price & Sale Price Wizard
• Modify Item Detail Wizard
• Barcode Label Wizard
• Update Item Reorder Levels and Bin Location Wizard
• SIM Item Update Wizard

Training day 2

Point of sale part 1

• Introduction to POS
• Work through key features
• Quick Scan
• Item search
• Filter and show only in stock items
• Key Function menu (bottom)
• Tender
• Navigate to actions menu
• Work through secondary functions
• Basic Transaction
• Quick scanning an item
• Adding item to transaction
• Work Through Item Line Details
• Adding Line Comment
• Manually adjust selling price
• Open line item menu
• Searching for an item
• Work through search grid
• Understand stock detail function (stock breakdown: available, on PO, on customer order)
• Add out of stock item to transaction, understand Stock notification Window
• Tender transaction
• Cover split tender
• Creating a customer
• Finding a customer
• Use set customer button
• Talk through Account functionality
• Refund
• Refunding an Item bought through CL POS
• Use return transaction
• Full refund – all items on receipt
• Select reason code
• Tender and complete
• Refunding an Item not bought through CL POS
• Returning a Faulty Item:
  • Using offline inventory reason code
• Gift Vouchers:
  • Sell a gift voucher
  • Redeem a gift voucher
  • Look at balance on actions menu

Point of sale part 2

• Complex transactions – Work orders, layaways, quotes
• Understand difference between Work order, Workshop, Layaway and Quote
• Key features
• Customer required
• Deposits can be taken
• Stock level can be zero
• Revisit stock locations
• What happens to stock levels when an item is added to an order?
• Navigate to transaction type menu
• Set transaction to Work order
• Work through deposit and due date
• Set customer
• Add any item to transaction
• Set deposit amount
• Set transaction reference and add comment
• Save Work order
• Recall order
• Set customer
• Navigate to orders list
• Find order using order number, reference date etc.
• Recall order
• Understand taking further deposit
• Pick up order
• Complete transaction
• Repeat above for Workshop
• Repeat above for quote
• Customer Account Functionality.
• Set Customer to have credit limit
• Complete transaction against account tender type
• Use payment function to clear account

Customer Orders

• Create a quote
• Recall quote and change to work order take deposit and tender
• Create a Purchase order that includes the item on the work order created in the previous step.
• Complete full PO to goods in process.
• Return to POS and recall order
• Tender transaction to complete
• Return transaction.
• Transfer item returned back to supplier for warranty

Setting Reorder level

• Use a Wizard to set up min and max level for a group of items
• Create a PO based on reorder levels
• Receive items using goods in

Reporting

• X and Z reporting
• Understand POS batches
• Understand difference between X + Z reports
• Understand importance of using opening / closing amounts and closing batches accurately
• Print X report
• Understand in detail
• Enter closing amounts
• Cause a discrepancy
• Print second x report
• Work through identifying a discrepancy and common causes
• Wrong tender type, incorrect change etc.
• Rectify closing amounts
• Print Z report
• Break even reporting + day to day analysis
• Profit summary by channel by store
• Margin detail sales – daily sales
• Tender report
• Tax breakdown
• Stock value report detailed – do this weekly / monthly – it is point in time data

Key Terms

Standard Item

A standard item is a single item within your database; they have no colour or size variants within them. Groups of standard items may be joined together as part of a non-standard item.

Serialised Item

A serialised item carries all of the same standard characteristics of a Standard item. In addition, every individual item in stock will carry its own unique serial number. The system will record the serial number against the transaction when an item is sold. This allow you to associate a specific product to a sale or customer.

Matrix Item

Matrix items are a group of standards items, each standard item being a variant of the matrix parent. E.g., the matrix item may be a blue shirt, where one of the standard items will be blue shirt in small.

Non-Inventory Item

A none-inventory item is a standard item where the system does not record stock levels. The stock level of a non-inventory inventory will not change when an item is sold or returned and an out of stock warning will never show when the item is sold. This is commonly used with service related products.

Assembly Item

An assembly item is an item created by grouping together a number of items already in your database as a way of quickly adding a group of items to a transaction

QTY / On Hand quantity

This is the current quantity of physical stock within each store

Reorder level

The point at which the purchase order tool will add this item to the next relevant purchase order

Restock level

The point where the purchase order tool will top the stock up to when you reach the reorder level

Committed

This show any items committed to an order for a customer

Available Quantity

The number of items in free stock and available to sell / transfer. QTY – Committed = Available

Price

The price field shows the current selling price. This price will pull through to POS and the website unless a sale price is set for the product.

MSRP

Manufacturers suggested retail price. This is the selling price recommended by the manufacturer. This price can be different to the ‘price’ (above) at which you sell the item

Cost

This is the average cost price for the product, calculated each time the product has been received on a purchase order. This price is used to calculate your current stock holding and care should be taken when changing this price.

Last cost / Supplier cost

This show the cost price which was entered on the last committed purchase order.

Aliases 

Alias codes are additional barcodes used to identify the product and can be scanned into POS to find the item and add it to a transaction. Alias codes must be unique and cannot be the same as any item lookup code within the database

Transaction Types

Work Order

This is a Customer special order, this is used when you are ordering goods in from a supplier, or when the customer wishes to reserve an item and leave a deposit. Stock is reserved against a Work Order.

Workshop

This type of transaction creates a job in the Workshop module. Stock is reserved against Workshop jobs.

Layaway

This type of transaction uses the same format as a Work Order, but is set apart to be used for customers wanting to make regular payments; this makes it easier to report between the two types of transaction. Stock is reserved against a Layaway.

Quote

This is literal, you can build a transaction for a customer and print them out a receipt so they have a reference to the overall value, which they can take away and consider. No stock is reserved against a quote.