1. Retail Business

The retail business has undergone a big turn around in the last couple of years. With more and more new products in the market and increasing customer awareness alongside with severe competition, it has become inevitable that retail business enterprises need to keep pace with changing scenario to ensure survival and growth.

Even though shopping is a need, today it is a new experience. Availability of Product Range on time, Promotion of Products, Customer care and satisfaction along with good customer relations form part of the new retail business concept. Service at the counters is critical to enable quick and accurate billing so that customer wait time at the counters is minimal.

To make sure that the fast moving product ranges are available and non/slow moving product ranges are not stocked excess, the Central Ware House must be equipped to manage the Supply chain effectively. Transfer of Goods from the Central WareHouse to the Retail Stores on time is very critical and must be done effectively to ensure that there are no stock outs in the retail stores resulting in potential loss of sales and customer dissatisfaction.

Making correct decisions and making them at the right time has become the key to survival and growth. Information Systems has a very effective and important role to play to meet the challenges and requirements of the new retail business at all levels right from making bills at the counters upto providing valuable information for decision making on time. Only with a proper Information System in place, which includes the right Hardware and the Supporting Software System, retail business can be successfully managed today.

2. Target – Retail POS System

Target Super Mart System is an integrated and complete Software Solution, for the Super Mart and Retail Business comprising of 3 Modules.

1. Front Office System for Stores or Outlet
2. Back Office System for Stores or Outlet
3. Warehousing, Inventory Management, Financial A/c and MIS for Central Warehouse.

a) Front Office function

The Front Office System for Stores/Outlet includes Retail Billing for the customer at the counters. With Barcode scanning interface for selection of items as the standard option alternate methods of selection using names, codes or description make the billing system fast and efficient. Lay off Billing allows to hold the current bill and make a new Quick Bill and resume the previous bill. Multiple Payment Mode options with denominations are available.

Selection of Loyal Customers, Discounts for Loyal Customers for the Bill or only for specific items on promotion are part of the billing system. Multiple Tax percentages on different items are supported by the system. Standard Retail Bill formats with customized messages to be printed on the bill has been integrated. The savings in the bill is computed as difference between Selling Price and MRP and printed. Optionally Customer specific Bill formats can be designed and easily incorporated in the system.

Price Change option if required is part of the system with security levels providing flexibility to the system. Logoff Reports generates a list of bills/items where price has been changed. Security levels have been incorporated so that the Cashier cannot alter items/quantity etc once the item is selected. Refunds are possible separately and also while making a bill. All these options have been provided with security levels for operations.

The System also supports use of Manufacturer’s Bar Code (for products having the Bar code of the Manufacturer already printed on the product), interface for Cash Drawers for automatic opening of the Cash Drawer while receiving cash, interface for Customer Display Unit to display the items and the bill amount for customer convenience.

The Billing System has been designed to ensure fast and accurate billing with flexible options. At the end of the Shift the Cashier Logs off from the Billing System with a printed copy of the Sales/Collection details made by the Cashier for settlement of Cash.

Other Functions including viewing Counter Wise, Cashier Wise Sales at any time of the day, Item, Group, Category wise Sales provide necessary support for day’s sales analysis.
b) Back Office function

The Back Office System for the Stores/Outlet includes Inventory Management and Sales Analysis and Indenting System for the Stores.

Inventory Management at the Stores/Outlet starts from receiving of goods from the Central Warehouse or from suppliers directly for some items (Direct Supply Items). Goods received from the Central Warehouse or another Store can be directly imported into the system as a Goods Receipt Note and automatic Stock Posting at the Stores.

Transfer Outs can be made from the Stores when items are sent back to the Central Warehouse or transferred to another Stores. The details of items transferred can be exported and sent to the receiving end by transfer using modem or mail or through floppy disk for importing into their system.

Daily Sales of the Front Office System are transferred to the Back Office at the end of the day and the Sales, Stocks are posted for analysis and reporting. Bills of any previous dates can be viewed in the Back Office. Sales Breakup, Payment Mode wise Collection Breakup for a day or a month, Counter Wise Sales, Cashier Wise Sales may be viewed or printed at any time.

The Sales Analysis include Category wise Sales, Group wise Sales, Brand wise Sales and Product wise Sales. Traffic Flow Analysis for each hour with highest and lowest bills during the hour, Basket Size Analysis with average basket size provide valuable information for decision making.

Category wise, Group wise, Brand wise, Product wise GP earnings and GP % can be viewed or printed. Sales of Top 100 (Fast Moving) or Bottom 100 (Slow Moving) Items, (the number may be selected) Non Moving Items can be viewed or printed to analyse the performance of the Store/Outlet and the sales pattern of items in the area.

Sales performance of Items on promotions during specific period to compare the sales during promotion and non-promotion periods can be printed to analyse the sales during promotion period and the effectiveness of the promotion sales.

Sales turnover of Loyal Customers may be tracked and points may be rewarded for Loyal customers providing information for the management to make special gifts to Loyal customers or discounts in future purchases.

Based on the Stores Sales, MBQ, Reorder Level, Minimum Stock (Safety Stock) Levels and the current stock indents can be generated from the Stores which can be sent to the Central Warehouse for supply and transfer of goods for replenishment.

Credit Bills can also be made for institutional customers. Receipts from the customers can be recorded and their outstanding can be maintained.

Physical Stock entries can be done as of any specific date and the system reports a shrinkage statement with shrinkage quantity and value comparing Physical Stock and System Stock. The System also provides a function with Security option to pass necessary entries so that the System Stock matches the Physical Stocks on approval from management.

Other Standard Inventory Management functions like Stock Statements, Stock and Sales Statements, Product Ledger of Receipts and Issues and a host of other statements for analysis and MIS. Expenses of the Stores can also be maintained in the System if required and corresponding statements can be printed.
c) Warehousing/Inventory Management/Financial A/c for Central Warehouse

The functions at the Central Warehouse are the key to efficient management of the Retail Business Enterprise.

The functions at the Central Warehouse start from maintaining the various Items with proper codification in a structured way. The System provides for making Category, Sub Category and Brand wise and group the Items in a logical manner.

Code Numbers must be allotted to each item for access, Bar coding of Items, reports and analysis. Items can be created with a Name, Description and code and can be accessed by any of the above at the time of billing.

List of Suppliers are maintained and provision for Supplier wise Product wise Pricing can be fixed. Purchase Orders are issued for Items with delivery schedule, terms and printed.

When Goods are received from suppliers, the Purchase Order can be converted to Goods Receipt Note. Goods Receipt Notes can also be made for partial supply or supplies without Purchase Orders. Item wise/Supplier wise pending orders can be printed.

Transfer Out entries are made for issue of Items to different Stores and the Issue details are exported as a file so that they can be imported as Goods Receipt Note at the respective stores receiving the goods.

The System provides for Purchase Returns, Transfer Items to Damaged Stock and other transaction entries required for Inventory Management.

The Sales/Stock information of each Stores will be transferred on a periodical basis and maintained at the Central Warehouse. Consolidated Statements of all/selected Stores including Stock Statements, Sales Statements, Stock Requirement or Indents can be generated from the system for procurement planning and purchase budgeting.

Based on the Sales of all Stores, MBQ, Reorder Level, Minimum Stock (Safety Stock) Levels and the current stock at the Central Warehouse, indents can be generated, which helps in generating Purchase Orders.

Physical Stock entries can be done as of any specific date and the system reports a shrinkage statement with shrinkage quantity and value comparing Physical Stock and System Stock. The System also provides a function with Security option to pass necessary entries so that the System Stock matches the Physical Stocks on approval from management.

Other Standard Inventory Management functions like Stock Statements, Stock and Sales Statements, Product Ledger of Receipts and Issues, Product Wise Purchases, Transfer In and Transfer Out, Purchase Returns etc and a host of other statements for analysis and MIS.

Special Functions have been included to revise prices based on slabs, and export them so that they can be imported in the Stores/Outlets.

The Financial Accounting includes maintaining Ledger Accounts/Groups and Voucher Entries for different Transactions. The Statements include Cash Book, Bank Book, Sales/Purchase Registers, Payables/Receivables, Ageing Analysis, Cash Flow/Fund Flow, Bank Reconciliation, Trial Balance, Profit and Loss and Balance Sheet.

3. Module Wise Special Features

1. General
   • Integrated and Compact Software Solution
   • User Friendly with online help
   • Easy to adapt and use
   • Operates on Simple System Configuration (Pentium Systems)
   • Operates on MS Dos/ Windows 95/98/NT
   • No additional Software required for operations
   • Interface to Standard Peripherals – Printer, Bar Code Printer, Scanner, Cash Drawer
   • Standalone/Network versions
2. Security
   • Users of 4 different levels and a Super User
   • User Wise Rights for access to different functions
   • Authorisation Levels/Rights for billing functions
3. Application Setup
   • Category/Sub Category/Brands
   • Items and Properties
   • Multiple Rates of Taxes for Items
   • Discounts
   • Customer Maintenance
   • Supplier/Vendor Maintenance
4. Purchase
   • Purchase Order generation and Print
   • Convert PO to Goods Received Note
   • Bar Code Printing from GRN
   • Purchase Order change/cancellation
   • GRN entry and Printing
   • Direct Purchases without Orders
   • Purchase Returns
   • Convert GRN to Transfer Out
5. Sales/Billing
   • Selection of Items by Scanning (Bar Codes)
   • Selection by Name/Code/Description
   • Multiple Payment Modes
   • Loyal Customer Tracking and Profile Maintenance
   • Item Level and Bill Level Discounts
   • Refunds
   • Refunds included in Bill
   • Reprint Bills
   • Lay off Billing
   • Cashier/Shift Operations
   • Interface to Cash Drawer
   • Interface to Customer Display
   • User defined messages in Bill
   • Customised Bill Format
   • Printing of Savings in Bill
   • Rate change with authorisation
   • Price change Statement on Cashier Logoff
   • Cashier Logoff Statement for settlement
6. Sales Analysis
   • Day Wise/Month Wise Sales
   • Cashier/Counter Wise Sales
   • Category/Sub Category/Brand/Item wise Sales
   • Category/Sub Category/Brand/Item wise GP and GP %
   • Traffic Flow Analysis
   • Basket Size Analysis
   • Fast Moving/Slow Moving/Non Moving Items
   • Top 100/Bottom 100 Item Sales by Quantity or Value
   • Refund Statements
   • Consolidation of Sales of Stores
7. Inventory Management & Stocks
   • Transfer In/Transfer Out
   • Reorder Level/MBQ/Minimum Stocks
   • Indent Generation
   • Item Costing by FIFO/LIFO/Wt.Average
   • Product Ledger
   • Items below Minimum Stock
   • Stock Out Items
   • Physical Stock Entry/Verification/Shrinkage
   • Consolidation of Stocks and Item Requirements of Stores
8. Financial Accounting
   • Accounts/Groups
   • Voucher Entry for Transactions
   • Voucher Printing
   • Cash/Bank Books
   • Sales/Purchase Registers
   • Bill By Bill Tracking
   • Statement of Accounts
   • Payables/Receivables
   • Ageing Analysis
   • Cost Centres
   • Cash Flow/Fund Flow
   • Bank Reconciliation
   • Trial Balance
   • Profit and Loss
   • Balance Sheet.

TARGET-POS – POINT OF SALE SYSTEM

1. In the billing counters the following operations are done.

1. Each Cashier logs into the system with his/her password to start billing.
2. Each counter is assigned a different identity number called Terminal Number.
3. Cashier makes bills/refunds/and print them from counters.
4. At the end of the shift the Cashier Logs off from the Counter and the system prints a Counter Sales Logout Summary.

2. In Billing, options have been provided to select items by code or name or print name. If barcode scanner is attached, then the item can be selected by swiping the barcode label stuck on the item on the barcode scanner.

3. At the end of cashier shift time, the cashier logs out of the billing system. On logging out cashier counter summary is printer.

4. After the Cashier Log off, a New cashier can log in with his password and continue Billing. This procedure happens simultaneously in all billing terminals. The number of billing terminals depends on the size of the super market and their billing requirement.

At the end of the day when sales are over and after all cashiers are logged out of the terminals the consolidated sales summary for all the counters can be printed.

5. After this, “Close Daily Sales” must be done. This can be done by logging into the POS System from any one of the Counters or from the System in the Back Office. On performing “Close Daily Sales” the following are done.

1. The Product Wise consolidated Sales for the day are transferred to the system in the back office, for posting stocks.
2. The Bills are transferred as it is to view the bills and sales details later.
3. The billing counters are made ready for billing for the next day.

BOS – BACK OFFICE SYSTEM

The following functions are performed in the Back Office System.

• All Items with Item details are created in back office System.
• Type the Name of the Item in Product Name
  Type the Code in Short Name
  Type the Code followed by Name in Printing Name
• In POS, you will be able to select the Item using Code or Name or Printing Name.
• Set the Rates and the in Controls, Set Price Change Option.
• Set Price Change Option to “Yes” to Items for which you want to change the price in POS at billing time. The default Price change option is “No”

1. All purchases (Goods Receipts) are entered in back office System.
2. On Daily Closing from the POS System, the sales from billing counters are consolidated product wise and is transferred to the back office. Also bills of the day will be transferred to separately and all the bills can be viewed using the specific option.
3. In TARGET-BOS use Post Daily Sales (From Custom Functions Menu) to Post the Stocks for each day. This function may be done the next day by the back office.
4. All other issues, receipts of items will be entered in the back office to maintain the stocks.
5. All Setup functions must be done in the Back Office System like Card Names, User Names, Customer Names, Product Names etc. You will not be able to create them in the POS.
6. Some special functions have been provided in the Custom Functions Menu. You can view the bills of any previous day and sales summary and some other special functions required. The Standard Custom Function Name is SMB-MENU.GEN. Sometimes it may change depending upon the Customers. Consult the Support Desk for details.
7. In the Custom Functions Menu, Options are available to Print Bar Code (which will be customised with a specific ID for each customer). The Bill format is Customised for each customer and the specific TARGET9.OVL must be copied as usual.

OTHES SETUP /OPTIONS

1. Create all user Names for POS/BOS in Target BOS. However the Set the user rights for POS functions by logging into TARGET POS
2. In TARGET-POS set he Counter/System Parameters which include options as below.

Bill Number Status: Reset Every Day or Continue Bill Nos
Daily Closing to be done at Counter:

• Use Setup Bill Formats and Create the ID’s and parameters. Set the Footers for the format as required.

In PoS Billing the following options are available.

1. Changing Item Rates in Bill: For Items with Price Change Option cursor will stop on Rate. For other items press F3 on Quantity and with proper authorisation of any user who has Price change rights.
2. Entering Returned/Exchange Item in Bills: For -ve qty (used for Refunds of items), Refunds, Cancel Bill etc system needs proper authorisation.
3. Selecting Items in Bill: Type the Code No in the Code or Scan the Bar code to select the Item. Press F2 to select in Printing Name or F3 to select on Product Name.
4. Options Menu while Billing: Press F7 in Slno Column on any line, system will allow to select Refunds, Cancel Bill, Reprint Bill options.
5. Suspending Bills: You can Suspend a bill and later recall and confirm to Save. You can have many suspended bills at the same time.
6. Issue Items Foc: To Issue Items Free of Cost (FOC): Press F7 in Qty, and type the required authorisation. (The user must have the rights to issue FOC Items).
7. View Line wise Discount Amounts: Press Alt F4 in SlNo or Product Code. This will display Line wise Disc % Given and the Disc % converted to Amount an the Net Value of Product in each Line. This will be displayed for all items in the current bill.
8. Quick Printing of Last Bill Made: Press Shft F9 in SlNo or Product Code to Print the Last Saved Bill. Press Ctrl F9 in SlNo or Product Code to Print the Packing Slip for the Last Bill. (Packing Slip is useful for Textile Showrooms).
9. Minimum/Maximum Rates: When the Rates are typed by the User, Rate cannot be less than the Buying Rate and cannot exceed Maximum Retail Price. When the typed Rate is less than Buying Rate System will display “Rate Error (1).. Please Change”. When the typed Rate is more than MRP Rate System will display “Rate Error (2).. Please Change”. When the message is displayed Press F3 to View the Minimum and Maximum Rates.
10. Set Rep for Items: Press F9 in SlNo to Select or View Rep assigned for each Item.

DISCOUNT OPTIONS IN BILLING.

1. If Standard Discounts for the Item is Set, they are automatically considered.
2. To Give Bill Discount for the Fill Bill, Select “Setup Pos Parameters”. In “Counter Parameters” Press F7 (Level 1 Option) and Set the Maximum Spl Disc % for the Billing and Receipt Counters.
3. After the Items are entered Press F2 in Reference and type the Discount %. You can also give a Discount Amount within the Max Discount % Limits. Ex: If the Bill Amount is Rs. 1000.00 and the Max Disc % is 5.00%, you can give Discount Amount upto Rs. 50.00

CASH RECEIPTS OPTIONS.

1. Billing Counter – By Operator who makes the Bill
2. Receipt Counter – Payments for all Bills are received in separate Receipt Counters.