jStock POS__

USER’S MANUAL

 

 

 

Creative Software Solutions

http://www.creative-software-solutions.info

 

 


 

 

 

 


 

System Overview

 

jStock POS is a system that can be used in retail outlets, in supermarkets and also for import/export. The system was designed with flexibility in mind and can be adapted to any type of business. The system is equipped with a detailed accounting module which records everyday transactions in the general ledger. You do not need to export your data to an accounting package, because all the accounting is maintained automatically with jStock POS.

System Major Functions

 

Some of the major functions offered by jStock POS include the following :

 

-         Client management

-         Supplier management

-         Stock Control

-         Item categorization

-         Barcodes printing

-         Serialization of stock

-         Sales

-         Purchases

-         Returns

-         Orders

-         Deliveries

-         Vouchers

-         Stock Movements

-         Re-order levels and automatic purchase orders generations

-         Service repairs

-         Accountings

-         Reporting & statistics

-         Shipments

-         Multiple currencies / Dual currency

-         SMS and Mailing

-         Online Credit Card Processing

-         Special offers & Voucher schemes

-         Item bundles

-         Integration with stage and quickbooks

Architecture/Specifications

 

The system can be installed on any computer running the Windows platform. The system is compatible with Windows 98, 2000, XP and now also with Windows Vista. There is no need for special hardware requirements. The system was built so that it can be used on low-end POS devices.  There are no special requirements for running jStock POS, you can run this system even on a Pentium 3 computer running Windows 98. The system is compatible with touch-screen devices and was tested on different hardware platforms.

Installing the system

 

jStock POS installation is made up of one single setup file with the following steps: 

 

  

Press NEXT button

 

 

Enter user name and company name,

 



Select the default installation folder.

 

Note : by default the system is installed in c:\program files\jstock folder.

 

 


Select the menu shortcut name

 

Then the installation starts.  It should take few seconds to complete the installation process. As soon as the installation completes you will see a new icon on your desktop which opens jStock POS and another menu option under the Start menu | Programs

 

 

 

 

 

 

 

Getting started

 

In this section we will show you how to get started in setting up jStock POS for your business.

 

The first window you get when opening jStock POS is the login window.

 

 

Note: the default username is owner and the default password is also owner

 

 

The first function which can be found in some of the screens is the touch keyboard  button. This button is useful in environments where you have only a touch screen with no keyboards attached.

 

 

 

 

The System Menu

 

The system menu looks as follows:

 

Your shop name

 

Navigation Menu

 

 

The system has a two-way menu navigation system. The same menu items are displayed as menu buttons and also on the menu bar. With a touch screen device it is much easier, to press on a button rather then clicking on the menu bar to open the menu.  On the other hand with a mouse it is much more easy to use the menu bar.

 

Changing User Password & Managing User Accounts

 

When setting up the system for the first time you have to use OWNER as the username and OWNER as the password when logging into the system. These should be change as soon as you log in, for security reasons.

 

Open the USER ACCOUNTS screen from the ADMINISTRATION menu.

 

 

To change an existent account, double click on the account you want to change. By default the system comes with two pre-defined accounts. The first one is OWNER which is set as an ADMIN account. An account which has the System Administration check selected, has administrative rights and has access to all functions of the system.  The second account is called SALES. By default this account has no access.

 

We will go through the process of creating a new account and assigning access rights.

 

Step 1: Press the ADD button

 

 

Step 2 : Enter account user name, full name and password.

 

 

Step 3 : Press SAVE button.

 

Step 4 : Assign the screens you want the new user to have access to.

 

This list has all the screen names which are available in the system.

 

 

 

 

Apart from the screens, we have to assign the functions which are available to the user. We do this from within the same screen.

 

You can restrict a user not only by screen but also by the function that can be performed within that screen.

 

 

 

 

 

You can also give access to all screens and all functions and then remove from the list the things you do not need. In this case press the ALL button  to get the following.

 

 

Then you can remove the things which are not required for this particular user.

 

You can decide to make use of USER GROUPS instead of assigning rights to each single user account. 

 

 

From the USER GROUPS screen, you can create User Groups and assign rights to the group. When creating new users all you do, is to add the user as a member of the group, and it will automatically inherit all screen/functions access rights within that group.

 

 

If you ever need to remove a user from the system, the only way to do it is to lock the user account.  There is no DELETE option so to delete an account. Instead we lock the user. This is done solely to maintain the integrity of the system data. Like this old sales report will still have a reference to the user who created them.

 

 

 

Exiting the System / Data Backups

 

To exit the system, just press the EXIT button located at the bottom left-hand side of the screen.

 

 

When exiting the system, the system always asks if you would like to perform a system backup.

 

 

Pressing yes will open the following screen, where you can decide the place where to perform the backup.

 

 

By default backups are stored in the installation folder which is by default c:\program files\jstock

 

 

All data is contained in one folder called DATA

 

When doing a system backup the program is making a copy of this folder DATA and rename it to DDMMYYYY where DD = Day  MM = Month and YYYY = Year

 

In the above screen shot there is a backup folder 22052007 meaning that this backup was done on the 22nd May 2007

 

Just before doing a backup you get another message saying

 

 

Ideally backups are taken at the end of the day when the users has already logged off. You can still do backups while people are still logged in the system. The only difference is that it takes a couple of more seconds to finish.

 


 

Setting Company Information

 

In this section we will go through all necessary steps to setup the system. The first screen, which we will be using, is the SYSTEM SETTINGS screen which can be found under the Administration menu.

 

 

In the first tab we can set the company contact details i.e. the telephone, email, address, etc. Some of this information appears on the client receipt and/or invoices.

 

Tax / Vat Settings

 

In most European countries, the tax is called VAT (Value Added Tax) and it is a percentage which is normally included within the price itself. In the U.S. and other countries, the tax is applied as a percentage of the item price.  jStock POS is so flexible, that you can rename the tax depending on country of origin. You can decide if the tax will be applied at the end, or else if it already included in the item price.

 

When selecting the option “Sales Tax” the system will apply the % tax on the item selling price. Meaning that you should enter item prices not including tax. The default option is “Vat” and when selecting this option, you should enter item prices with the % tax included in the item selling price.

 

 

Another important setting is the “VAT Ex. No.”  In most European countries you have to apply for an exemption number in order to be able to use a computer system instead of a cash register. This specific number will then appear on every receipt you issue to your clients.

 

 

Note: The button “UPDATE STOCK %” is used in case you need to update the % tax on every item in stock.  Otherwise you can always change the tax for each individual item from the STOCK ITEMS screen, which can be found under the STOCK CONTROL menu.

 

 

Location Settings & Multiple Locations

 

 

If you have multiple outlets and/or multiple stores you can enter this information in the above section. You can then keep track of your stock items by their location. A location can be either a place, a shelf number, etc. It is up to you to decide how to organize your stock items.

 

The system can also be installed in remote locations and you can have stock level updates through the internet. Another common approach used when remote locations are involved, is the use of remote desktop connections. The system is installed and remote sites connect remotely using windows remote desktop connections. However you have the option to have the system installed locally at the site and have stock level updates done remotely through the internet.

Setting operating currency / Dual currency

From the system settings screen you can also set your default operating currency.

 

 

 

If the currency you need is not in the default list of currencies, you can press the [Add New Currency] button to add the currency to the list.  To set the default currency, first select the currency from the list and then press the
[<< Set Default] button.

 

The system supports dual currencies, where you have the ability to print receipts showing two different currencies. To set your 2nd operating currency, first select the currency from the list then press the [<< Set 2nd] button.

 

Note : In this section there is also the option to change all stock item prices and previous sales from one currency to another.  By giving the multiplying factor you can change all sales and item prices from one currency to another.

 

Other Settings

 

Under the OTHER SETTINGS tab, we can enter the terms And conditions   which will appear at the bottom of every receipt issued by the system. In this box you enter the ‘thankyou’ message which is printed at the bottom of every receipt. We can also enter the unit of measures by which we track our stock items e.g. boxes, bottles, litres, etc.  There is also a section where to enter the different credit card types which are accepted, and also the types of payments.

 

The counter no. has to be set at every workstation, and it will show on the receipt.  Another sometimes useful feature is the ability to consider on order items as available (ref: Include On Order Items In The Available Item Quantity).  In some outlets (e.g. furniture stores) the available stock is counting as well those items which are still on order. By default this option is disable, meaning that only when the item arrives in the store it is treated as available. I.E. When you have a purchase order and then you change it into a purchase received, at this point the available stock levels are updated. In the first scenario (when this option is set) the second you create a purchase order the available quantity is updated. 

 

Another option is the option where you can decide to group together similar items when printing the receipt (Ref: When adding items onto the cart group together similar items) With this option set, even on the screen you see the items grouped together. Only the quantity changes. By default this option is disabled, meaning that if you scan an item two times you will see two lines on the screen and also on the receipt.

 


Report Designer

 

In this version of jStock you can modify most of the reports which are generated by the system. This functionality can be found in the [REPORT DESIGNER] tab in the OTHER SETTINGS screen.

 

 

Each button refers to a report. When you press the button corresponding to a particular report, the report is opened in design mode. For example if you press on the [SALE RECEIPT (Full)] button which is the default receipt report the following window opens.

 

This is the name of the report file which you can find under the jStock folder. Each report is made up of two files (.frx and .frt)  You can do a copy of these file before doing any amendments to the reports, just in case!

 

 

With the report designer you can move objects and you can also alter their properties. For example if you right click on an object.

 

 

You can open the PROPERTIES window where you have different settings. You can change font type, size and color. You can change alignment options, add pictures, etc.

 

 

You are free to experiment with the report designer. In case of difficulties please do not hesitate to contact us. The report designer might not be that straight forward especially for a new user. 

 


 

Creating stock categories

 

Prior entering your stock you should spend some time and think on how to categorize your stock. This is a decision to be made prior entering the stock. jStock POS allows you to have a category and also a sub-category for every single stock item. A good categorization of stock is important especially when dealing with thousands of stock items. The screen to use for this purpose is the CATEGORIES which can be found under the STOCK CONTROL menu.

 

 

In the above screenshot we can see some categories which are commonly found in a mobile phone shop.  To add a category just press the [ADD] button, enter the description and then press the [SAVE] button.

 

Creating stock sub-categories

 

It is very common to further split categories into sub-categories especially when dealing with a lot of different items. The screen to use is called SUB-CATEGORIES and can also be found under the STOCK CONTROL menu.

 

As you can see from the above screenshot, we further split the category BATTERY into sub-categories reflecting the different brands.

 

It is very important that you spend some time thinking on how to categories your stock. This is something, which should be done at the very beginning and can save you a lot of time in the future!!!

 

Entering stock items

 

The screen used to enter the actual stock items, is called STOCK ITEMS / PRODUCTS also found under the STOCK CONTROL menu.

 

 

To add a new stock item press the [ADD] button

 

 

The bottom section is cleared, and you can start entering the information about your new stock item, including the item name, item code, item description, item category, item sub-category, etc etc.

 

The system automatically generates a unique barcode as soon as you press the [ADD] button. However, you can replace it at any time.

 

Something to note, is that there can be different types of barcode. For example in a supermarket environment it is common that the barcode number contains also the price of the item. This is quite common for example for dairy products like cheese, where the price of the item depends on it’s weight.

 

For example if you buy 500g of cheese, when the item is scanned at the cheese counter, the price of the item is automatically calculated from the barcode. This is because the item price is encoded in the barcode. Some suppliers might also put the weight of the item in barcode. Both methods are supported in jStock POS and can be altered according to individual client needs.

 

3 different barcode types

 

The first type of barcode, is when each item type has a unique barcode.  All items have the same price and are identified by the same barcode number.

 

Then there are those items which can be sold at different prices depending on their weight. For such items you can either encode the price in the barcode or else you can encode the weight of the item. In the STOCK ITEMS screen you enter the weight of the item and the cost price. With this information, when an item is scanned the price is worked out automatically.

 

         

 

You can select ../price option whenever the barcode contains the price or you can select the ../weight option whenever the barcode contains the weight, otherwise for normal items just leave the first option which is the default option.

 

jStock POS supports multiple barcodes for the same item, meaning that the same item can be identified by more then one barcode.  By pressing the  button the following screens comes up.

 

 

In this screen you can enter multiple barcodes all of which refer to the same item.  There is also the possibility to assign dimensions to barcodes. This will be explained later, when we speak on how to manage size & color in fashion retail stores.

 

 

The above screenshot shows jStock POS in a supermarket. As you can see from this example, the item selected is 7UP Diet 30CL.  We know that we have 22 bottles left in stock. We know also that the re-order level is set to 20 bottles, meaning that the system should warn me when the stock level reaches 20.  We have set also the re-order quantity to 50.

 

By setting the re-order level and the re-order quantity, you can automate the procurement process. If for every item in stock you have set both of these values together with the default supplier for each item, then the system is capable to automatically generate purchase orders with the correct order quantities to the respective supplier.

 

 

 

In the second tab [PRICING] we can enter the cost price for the item, the selling price, the sale price (if applicable) and also a different selling price for the different types of customers.

 

jStock POS gives you the option to either use a % profit on top of the cost price or else to enter the selling price directly. Apart from different selling prices depending on the customer type, jStock POS also gives you the possibility to have special prices for each individual client.  For example if you have a recurring customer then you open his/her customer record and assign special selling prices just for that customer.

 

 

In the [OTHER DETAILS] tab we can add an image for the item, we can enter the weight of the item or the cubic area or the location where the item is located, etc.

 

Please note that if you have in mind some information which is not already in jStock POS and which you would like to have, then we can always customize the system for your individual needs.

 

Setting item points / gift schemes

 

One interesting feature available in jStock POS, is the items points/gift schemes.  Under the [OTHER] section we can assign points to each individual item.

 

 

Item Points (+) is used to increase the customer’s assigned points by the specified amount. For example if you put 100 for item X, whenever a customer buys item X an extra 100 points will be added to his/her account.

 

Once the customer has accumulated a certain amount of points he/she can decide to get his/her gift(s).  In that case you can say that if an item is given as a gift then we have to deduct X amount of points from the client’s account.  In this case we use the Gift Points (-)

 

For example let’s assume we have the following list of items

 

Item

Item Points (+)

Gift Points (-)

A

100

0

B

100

0

C

0

500

D

0

300

 

In this example if you purchase A or B you get 100 points added to your account. You get no additional points if you purchase C or D.  Once you have enough points you can get item C or D as a gift.

 

 

 

 

 

 

 

 

 

 

 

Item Serialization / Warranties / Multiple Locations

 

The following section is used to serialize items and to keep track of each individual item by location.

 

 

Item serialization is when we record each single item we have in our stores. For example in a computer store, it is common to record every single item in store. For example if we have 100 CPUs each one, apart from a barcode will also have a unique serial number. Similarly we can have 10 keyboards all with the same barcode but with 10 different serial numbers. This is commonly referred to as item serialization.

 

jStock POS can help you manage warranties for each individual item you sell. You can specify the warranty period for each item and if a client comes back with a damaged item you can check if the warranty is still valid by simply scanning the serial number.  

 

Apart from the serialization of items, jStock POS gives you the possibility to track each item by location. At any time you can see which items are left and where each item is located. In the following example we can see that there are 2 available CPUs in stock.

Location

 

Serial No.

 

 

But I also know the serial number and the location of each of the two CPUs.

 

In the following example we have 4 Vodafone LG L600 in Stock, each with 24 months warranty, and which where supplied by supplier VODAFONE.  All 4 items are in the same location.

 

 

 

 

Sales, Discounts and special offers                                         

 

When dealing with special offers and/or sales jStock can help you out. If you need to give a general discount to all items just press the [SALE] button.

 

 

 

The following window comes up where you can enter the percentage discount to be given.

 

 

 

If you enter 70% it means that all items are at 70% of their original selling price. This applies to all items in stock.

 

In case you need to apply a discount to some items only, we can do it as well! This is done by applying a sale price for each single item.

 

 

 

If the Sale Price checkbox is selected, it means that the price is discounted. In the above example the system will charge 15 Euros instead of 20 Euros since the checkbox is selected.

 

Managing different types of clients

 

In jStock POS each client can be assigned a different type. Based on the type you can then have a different selling price. By default when you install jStock POS there is one client already entered in the system. This is the RETAIL CLIENT and is the default selected client when creating sales transactions. If you open the [CUSTOMERS] screen you can see one customer with the last name CLIENT and the first name RETAIL.

 

 

The Client Type is set to RETAIL meaning that by default the Retail price applies.  You can selected between 6 different types of clients.

 

 

And for each type of client you can have a different selling prices and/or different % profits.

 

 

With jStock POS you can also assign special prices to individual clients. In the CUSTOMERS screen there is a section called SPECIAL PRICES where you can add items and select a selling price for that particular client.

 

 

 

 

Maintaining supplier information

 

The screen for maintaining supplier information is the following screen called SUPPLIERS

 

 

In this screen apart from the general information about the suppliers, you can have a look at the supplier activity and you can also see which are the products which are being supplied and at what cost.

 

 

 

In the STOCK ITEMS screen there is a section whereby you can select the supplier for a specific item.

 

 

With this information in place and with re-order levels set for every item, jStock is able to remind the user that certain stock has to be ordered and can also automatically generate purchase orders to the respective suppliers.

 

Barcodes printing

 

To print barcodes press the [BARCODES] button

 

  and the following screen comes up.

 

 

From here you can print all your barcodes. You can decide how many copies of each item to print and which items to print. The following is a preview of a barcode created from jStock POS.

 

 

The print out can be customized based on individual client needs. This can be done from the report designer. There is also the option to print barcode labels including item pictures.

 

 


Creating a Sale transaction                                       

 

So we are now ready to create our first sale transaction. If we go back again to the main menu, there is an option “SALES/PURCHASES” Under this menu there is an option “NEW TRANSACTIONS

 

 

The TRANSACTIONS screen is used for both sales and purchases. Every transaction which you  create, you do it from this screen. Unlike other retail software where you have a screen for each type of transaction, in jStock POS everything is integrated in the same screen.

 

 

This screen was designed so to minimize the amount of time it takes to finalize a retail transaction. All you do, is press NEW button (or press F3 key), scan your products using a barcode scanner and press SAVE button (or press F4 key) to save the transaction. The  receipt is printed and the system is ready for the next customer.

 

This screen was tried and tested in various retail environments including super markets which need to be quite fast when dealing with customers. In fact there are special search features like when a barcode is not automatically scanned. There are special beep sounds to notify the sales person that something is wrong, etc etc.

 

Let’s proceed and create one sale transaction.

 

Step 1 : Press NEW button or else press F3 key

 

The default transaction type is a Cash Sales but it can be changed from the Transaction Types screen depanding on what is the most common type of transaction.

 

Once you create a new transaction the focus is on the barcode so that you can start scanning your items immediately!

 

The default client is Retail Client but you can select your client either by searching or if it is a new client by just typing the name directly in here!

 

 

 

To enter a client while doing a sales transaction, just enter the surname followed by the first name of the client.

 

 

Press the ENTER key and if the client is not already inserted in the database the following window comes up.

 

 

Pressing YES button will open another window where you can enter more information about this new client.

 

 

If the client is already in the system no new window opens and you can continue with the transaction.

 

Pressing the  button will open a window where you can search for an existing client.

 

 

You can search by client number, by name or surname , by telephone ,etc. You can even add a new client at this stage.

 

Step 2 : Once the client is selected (or you can leave the default Retail Client and select no client) you can starting scanning the items.

 

There are various options to select the items. You can just scan the barcode, you can enter the serial number, you can search by name, you can also search by product code. 

 

The barcode field accepts also special codes, like for example *2 which means that the next item scanned will have a quantity of 2. You can also enter *-1  so to remove one item from the transaction. You can also press ? to open a window whereby you can search for an item by its name.

 

 

Add the selected item to the transaction. When scanning an item barcode there is no need to press this button.

 

Adds a service.

 

Opens the STOCK ITEMS screen ready for adding a new stock item

 

Opens the STOCK ITEMS screen

 

Remove an item from the transaction

 

 

 

 

 

 

 

 

 

 

 

 

The  button opens the following screen.

 

 

You can an any additional cost in this screen. There is also the option to have a default list of services and you just select them from the list of default services.

 

View Picture of the item.

 

You can select this option to give line discounts per item.

 

Incase the barcode is not recognized, you can search for the item and press the to add it to the transaction.

 
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


When opening the STOCK ITEMS screen while doing a transaction there is an additional column which can be used to add the item to the transaction.

 

 

You can also give a discount or enter a delivery fee for the whole transaction. There is the option to put some comments and/or select the payment method and credit card information at this stage.

 

 

Step 3 : Press SAVE button or press F4 to finalize transaction.

 

 

Step 4 : The CASH TENDER screen is then opened.

 

 

 

The CASH TENDER screen is where you select the payment method e.g. cash or credit card.  This screen can also be used to process credit cards. jStock POS can be integrated with credit card clearance companies and process directly credit card payments. There is no need for additional credit card hardware provided by the banks. All this can be accomplished within jStock POS.

 

In the CREDIT CARD PROCESSING screen you can enable credit card processing and you can choose between four different credit card processing gateways.

 

 

When credit card processing is enabled, the TENDER screen has an additional optional button [SWIPE CARD], which can be used to process the credit card directly within jStock POS.

 

 

 

Press the SWIPE CARD button and the following screens comes out.

 

 

Then swipe the card and press CONTINUE button. The credit card will be processed. This takes few seconds to complete depending on your internet connection. If it fails you will get an error message saying that there is an error in the card.

 

After pressing the CONTINUE >> button another screen comes up

 

Option to choose between a standard A4 invoice, or a fiscal receipt printout.

 

Print the final receipt

 

From this screen you can change the client information that appears on the invoice. You can print warranties and also print item descriptions under every item. You can also show the shipping address, etc.

 

 

 

From here you can select if you want to see a print preview of the receipt, or if you want a standard A4 invoice or a fiscal receipt.  You can choose to have a summary i.e. gross, tax and net price only. There is also an option to print warranties. This option is used when the items sold have a serial number and you want to issue warranties for those items.

 

Finally when you press the PRINT button and you get the receipt either in the form of a fiscal receipt.

 

 

Or else in a standard A4 size.

 

This completes the sale transaction.

 

 

If you need to see what transactions were done today you can more to the second tab “Past Transactions

 

 

You can see the details of each transaction, by first selecting the transaction from the grid and then selecting the first tab “Transaction Details”.   There are various search options including search by transaction type, status, created by, transaction date, transaction number, client and/or supplier.

 

 

 

The TRANSACTIONS screen can be used to add different types of transactions. In the fiscal version of jStock, editing an already created transaction is not allowed for certain transaction types such as cash sales and sales invoices. Instead you have to issue a credit note to cancel the transaction. Some transaction types can instead by edited, like for example a purchase order transaction.

 

User Custom Transaction Types

 

The user can also create new transaction types from the TRANSACTION TYPES screen.

 

 

User created transactions can be edited at any time. From the above screen you can see how flexible jStock POS is. You can decide how each transaction type will behave when it comes to stock levels. You can decide whether to deduct quantities or whether to add quantities.  When it comes to the accounting module you can decide whether a transaction type will post entries in the nominal ledger accounts. The button [POSTING RULES] can be further used to decide which accounts are affected for each particular transaction type.

 

 

Other functions available in the [TRANSACTIONS] screen.

 

   With this function you can decide to lock a particular transaction. Only users with the access right to unlock a transaction can edit a transaction which was locked.

 

 This button is used to print the z-reading at the end of the day. jStock POS keeps track of previously generated z-readings and you can re-print them at any time.

 

When pressing this button the following window comes up.

 

 

Pressing YES will generate a new z-reading and printed out.

 

Pressing NO will open a window showing previously generated z-reads.

 

 

There is the option to re-print any z-reading, by first selecting the z-read and pressing the re-print button.

When printing a z-reading you have the option to show full details of transactions.

 

 

Or else you can just print a summary by category and also followed by a tax analysis at the bottom of the z-reading.

 

 

 you can press this button to print the x-reading. X-reading can be issued at any time during the day and it shows the sales for that particular day up to when it was printed.

 

 

 

with this button you can change the status of a transaction.

 

 

The list of transaction statuses can be changed and new statuses can be added. You can then filter by transaction status as follows.

 

 

 

 

 jStock POS is equipped with a built-in accounting module. There is the option to have transactions automatically posted into the accounting database, or else you can decide to post each transaction manually by pressing this button.

 

When the accounting function is turned OFF, this button is not visible. When a transaction is posted the corresponding accounts are updated. For example a cash sale the debtor account is debited and the sales account is credited.

 

 this button is used to create a Purchase Order transaction out of the selected transaction. For example imagine you create a Quotation for client and the items selected are not in stock and therefore you need to order them. By pressing this button jStock will automatically create purchase order(s) to the respective suppliers. This is possible because in jStock we can select which is the default supplier for each stock item.

 

 this button is used when for example the client comes back with a damaged item. You first find the sale transaction, press this button and a new transaction of type “Return” is created. Then you have to select which items were actually return by editing the newly created transaction and filling in the quantities of the returned items.

 

 

 this button can be used to print the barcodes for the selected transaction. For example you can create a Purchase Order transaction to a particular supplier. When the stock arrives you edit the transaction and change it into a Purchase Received transaction. By pressing this button you can then print out the necessary barcode labels to attached to the received stock.

 

 this button is used to add additional information to a transaction. The following screen is opened where you can write notes and even attach files for the selected transaction. You can attach any type of file being an image file, an audio file, a PDF, etc.

 

 

 this button is used to enter individual payments for a transaction. When creating Cash Sale transactions this feature is not generally used because the system assumes that the full payment is settle the minute you save the transaction. But you can create a Sales Order transaction and subsequently enter one or more payments against the sales order.

 

The PAYMENTS screen looks as follows,

 

 

 

When adding new payments the corresponding accounts are changed. For example when adding a payment against a sale invoice, the customer account is credited and the bank account is debited. All this is done in the background without any input from the user. In other words you do not have to be accounted to maintain the corresponding accounts. All this is done automatically by jStock.

 

 

Deliveries

 

 this button is used to schedule deliveries of items within a transaction. The following screen is opened where you can enter the delivery address for each single item of a transaction.

 

 

Once you enter the address details, select the items that will be delivered on the specified data. Then press the CREATE button and the information will be stored in the delivery schedule.

 

 

 

 

 

 

 

 

 

 

 

 

The Delivery schedule for a particular date looks as follows.

 

Once an item is delivered we can thick this checkbox and mark the item as delivered. It will not show again in the delivery schedule.

 

Outstanding Payment for the client

 

 

The delivery schedule shows all the items that have to be delivered on a particular date. 

 

The [POST TO LEDGER] button is used to deduct the transactions that was delivered from the COS (Cost Of Sales) ledger account.

 

 

Purchase Orders / Purchase Received                       

 

The same TRANSACTION screen is used also to create purchase transactions. Now we are going to do an example where we buy some items from a supplier. The first thing to do is to enter your supplier information from the SUPPLIERS screen.

 

 

 

To create a Purchase Order , press the NEW button and then select Purchase Order as a transaction type.

 

Once you select Purchase order as the transaction type, the screen shows the list of suppliers from which you can choose.

 

 

Once you select the supplier you can add items for this purchase order.

 

 

After selecting the items to be ordered, to finalize the Purchase Order press the SAVE button.

 

When the items arrive at your store, first search for the transaction number, press EDIT button to edit the transaction and change the transaction type from PURCHASE ORDER to PURCHASE RECEIVED.

 

 

The following message pops out!

 

 

This is because a Purchase Received transaction contains an additional column called the Actual Qty. In this column we enter the quantities of the received items. 

 

 

The above prompt will create a new location called Tr. XXX where XXX is the transaction number. This option was added to jStock because it was requested by some clients. By default there is no need to create a new location when stock arrives, so just select NO by default.

 

 

Enter the qty. of items received or press [ACTUAL = QTY ORDERED ]button if all the item arrived.

 

 

If all items have been received we can also press the button Actual = Qty Ordered  As soon as we press the SAVE button, the stock levels will be automatically updated.

 

When saving a Purchase Received transaction other windows pop up.  For example the following window asks for the expiry date of the items received. There is also a place where to enter the warranty period and receipt date.  If this information is not required just press the CONTINUE button.

 

 

 

A second prompt asks if you want to enter serial numbers for the received items. This depends on the type of business. For example in a computer store which receive fifty computers would have to enter the serial number of each one.

 

 

 

Just press NO if you do not want to enter serial numbers. In which case we press YES the following screen comes up, where we can enter the 50 different serial numbers.

 

 

 

With jStock we improve and speed up the procurement process up stock control because it gives the possibility to enter serial numbers immediately as the stock arrives.

 

Recall the  button which can also be used to print out the labels for the items in the purchase transaction. It makes sense to label the products immediately as soon as they arrive in store.

 

The procurement process can be summarize in the following steps :

 

1.      Create Purchase Order

a.      Select Supplier

b.      Select Items to Order

2.      Send Purchase Order to supplier

3.      Once stock arrives change the Purchase Order to a Purchase Received transaction

4.      Select the items which arrived (Actual Field)

5.      Press save to update stock quantities.

 

Shipments

 

With jStock POS you can group together a number of Purchase Orders into what we call a shipment.

 

Select the purchase orders which will be part of the shipment

 

 

The  button can then be used to work out the landing cost of each item included in the shipment.

 

To add a new shipment press the ADD button

 

 

From the STOCK ITEMS screen the landing cost price is

 


 

When making use of the Shipments function the system can automatically work out how much each item really costs.

 

Landing Cost = Supplier Cost + Shipment Costs + Other Expenses

 

 

Built-in Accounting Functionality

 

jStock comes equipped with a built-in accounting module. You can have your accounts as part of jStock POS, or else you can export your sales & purchases and then import them into your accounting packages.  You can manage your accounts directly from jStock POS. For those of you who still want to use a 3rd party accounting package such as Sage or Quickbooks, they will find an export option to excel or to a format which can later be imported.

 

All accounting is tied with a financial year so we start by first creating our financial year. This is done automatically by the system. When you first open the system a new financial year will be created automatically. By default a financial year starts on 1st January and end on the 31st December.

 


 

 

 

From the above screen you can close your financial year, you can create a new financial year or you can switch to a previous financial year may be to have a look at the ledger accounts balances during that financial year.

 

The BANKS screen is used to enter information about bank accounts. You can create any opening balances for each bank account as soon as you create your first bank account. The same applies when creating new supplier (creditor) accounts and/or clients (debtor) accounts. 

 

 

 

 

Press the  button so to create an opening balance for the selected bank account.

 

 

 

Once this is done you can start selling your products and purchasing products from your suppliers. The system will take care of the rest. You don’t have to worry about accounting anymore! If you open the NOMINAL ACCOUNTS screen you can see all the debits and credits for all your accounts.

 

 

You can see that while you are selling an item you have to SALES RETAIL CLIENT ledger account being updated, at the same time you have the SALES TAX CONTROL account being updated, etc. Similarly when you do purchases the PURCHASES account and supplier’s account are updated automatically.

 

By default when you create a new supplier a new account is created in the accounting module.

 

 

If we do a purchase for this supplier you can see the details under the Activity tab.

 

 

 

And also from the SUPPLIERS screen you can see for each individual supplier what entries affected the accounts.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Payments to suppliers

 

 

From the above screenshot we see that we owe the supplier 50 for a purchase we did.

 

To pay an outstanding transaction you have to options.

 

Option 1) You can do it directly from the TRANSACTION screen , by pressing the  button on the right hand side of the screen.

 

 

 

Before entering the payment you can select which other account will be involved. By default the Petty Cash account is used as the contra-entry. But you can select for example the current bank account if you are going to pay by cheque.

 

Option 2) The second approach is more complicated and involves using the BANKS screen.

 

 

 

First we open the BANKS screen, select the Petty Cash account, go under the Payments Out section and select the supplier to which you want to issue a payment.

 

From the above screenshot we can see that there is still one outstanding transaction of 50 which is still not matched with a payment.

 

So we need to enter a payment and select the transaction(s) that should be matched with the payment.  When we use option 1 all these steps are done in the background and are hidden from the user.

 

 

Enter 50 and press the ADD RECEIPT button

 

 

Then select the transaction and press the MATCH button

 

Select the transactions to match the payment and finally press the MATCH button.

 

 

As you can see the second approach takes more time. But this is very similar to what accountants are used to when they use accounting packages. At the end both methods will produce the same results i.e. the transaction was settled and paid as you can see from the following screenshots.

 

 

 

CREATING NEW ACCOUNTS

 

 You can create as many accounts as required. By default when you create a new supplier from the SUPPLIERS screen, an account is also created in the accounting database. Even when you create a new customer from the CUSTOMERS screen you can specify the account no. to be created in the accounting database.

 

 

By default when you create a new customer account 4000 is used, because all sales go under this account, but you can enter an account number for each individual customer.

 

 

When creating a new account you have to specify a unique account number , the name of the account and any parent account if applicable. 

 

An account can be either a debit account, a creditor account, an asset account, a control account or else a grouping account. Grouping accounts are used only to organize the ledger accounts in the form of a tree like structure with accounts and sub-accounts.

 

Once an account is created it will show under the respective account group.

 

 

 to edit an existing account press EDIT button. The following screen comes up with two new options not available at the time of creation of the account.

 

 

 

The first option “Show on Trial Balance” is used to select the accounts that should appear on the trial balance report.

 

The second option “P&L Account/Balance Sheet” is used to choose how the accounts behave at the beginning of a new financial year. Accounts which are set as Balance Sheet accounts have their balances cleared at the beginning of a new financial year. On the other hand accounts set as P&L accounts maintain their balances year after year.

 

At the beginning of every year the balances of the accounts set as balance sheet items are cleared and the total is posted against the Profit & Loss account.

 

 

 

 

 

 

 

 

 

 

 this button is used to open the LEDGER POSTINGS screen which shows the details of every single posting done.

 

This screen is very powerful because we can see how each transaction effected the accounts. You can see each individual posting, you can filter by dates, by account numbers, by transaction types etc, etc.

 

 

 

 This button is used to print the statement for the selected account. By Default only open transactions are listed in the statement. Open transactions are those transactions which have still an open balance. Once matched with a payment such transactions will be removed from the statement.

 

 

The option ”Show Only Open Balances” is used to list only the transactions which are outstanding. For example a sales transaction will show until it is matched with a payment. Un-thick this option to show all postings not just the open balances.

 

 this is also used to print the account statement but for all the accounts. Those accounts which have no outstanding transactions will not be included in the printout.

 

 

 this button opens a screen which can re-calculate all account open balances. By recalculating the account balances you are double checking and making sure that all account balances are correct!

 

 

 

 The account balances can in rare occasions go out of sync with the actual postings. This could happen either because of a computer crash in the middle of a transaction posting. In case this happens the system is equipped with a self-check procedure which will re-construct and fix any errors that might have occurred. Again this rarely happens, but if it had to happen the auto-check function can fix it!

 

 

Manual Postings

 

When the accounting option is turned ON, jStock POS takes care of all postings automatically in the background.

 

There is also the option to post transactions manually by pressing the  button in the TRANSACTIONS screen.

 

In case you need to post entries for which there is no transaction created you have to do this from the NOMINAL ACCOUNTS screen.

 

First select the account for which you want to enter a manual posting.

 

 

Enter the details of the posting including transaction type (invoice, credit note, purchase … etc ), date, document number, reference, amount, etc.  Finally press the POST ENTRY button.

 

The system will then display a window where you have to select the contra-entry account number.

 

 

 

In accounting you always have to select the contra-entry account so to keep the accounts balanced.

 

Managing size & color in retail fashion                                   

jStock POS can be used to manage size and color, something which is very common when dealing with fashion retails. It is not enough to know how many shirts you have in your store, it’s important to know how many sizes of that t-shirt you have and/or how many red ones you have!!! These are some of the most common problems encountered when dealing with fashion retailing.

 

Lets assume that we have 100 trousers of different size and color. We start by create the stock item.

 

 

Press SAVE button, then from the IN STOCK section add 100 as the quantity.

 

 

When you press SAVE button

 

 

Press the Qty. Dimensions button or double click on the 100 to open the following screen.

 

 

 

 

We have to start by creating our dimensions i.e. size and color.

 

 

 

 

 

This is something you do only once. Then we have to select the dimensions for the selected item.

 

 

As you can see from the above screenshot, we have to select the horizontal dimension and the vertical dimension, and press ENTER VALUES button to enter the actual quantities.

 

 

Lets assume that out of those 100 trousers, we have one blue color, 50 of size 30 and another 50 of size 32.

 

 

Remember to press the SAVE button.

 

Now lets make use of the multiple barcode functionality of jStock. This will enable us to label the trousers with different barcode numbers referring to the same item.

 

 

 

In this example the barcode for the denim trouser is 0412789141 

 

If we have a sale with this barcode the system will just subtract 1 from the available quantity which is 100.  But we want also to know which size and color was sold.

 

To do this we have to make use of multiple barcode feature. Press the (s) button and the following screen opens.

 

 

 

 

We will add the barcode 0412789141301 which at the end of the day still refers to the same item.  We have added 301 meaning size 30 and color 1 for blue.

 

 

We still have to set the dimension values. We do this by double clicking on the dimension column.

 

 

 

 

 

 

When creating a sale and scanning barcode 0412789141301, the stock quantity will be subtracted by one. The system will also keep track that a jeans blue of size 30 was sold.

 

 

 

 

 

The idea is to have different barcode numbers referring to the same item. We associate each barcode number to different dimensions. Like this when an item is sold, the system keeps track of the size and color of the item.

 

 

 

 

 

 

 


Gift vouchers

 

It is common in retail outlets to give out gift vouchers. jStock POS can help you out to manage gift vouchers. You can know how many gift vouchers were issued, how many were used,etc. The screen is called [VOUCHERS] and can be found under the [STOCK CONTROL] menu.

 

 

Press [ADD] button to create a new voucher.

 

 

You can give an expiration date for the voucher, and you can also give the name of client who is supposed to use the voucher. In the above example we will create 5 vouchers each of amount 100.

 

When creating multiple vouchers at one go, use the following section.

 

 

 

To print out the vouchers, first select them by thicking the small box on the right hand side of the grid (or press the [SELECT ALL] button), then press the PRINT button.

 

 

On each voucher there is a barcode which you can then scan while doing a sale transaction. The amount of the voucher will automatically be deducted from the bill total, and the voucher will be marked as used up and cannot be used another time.

 

 

 

 

 

 

Re-order levels reminders

 

For each item in stock we can enter the re-order level and the order qty. The system will warn us when the qty is the same as the re-order level and can automatically create a purchase orders.

 

The screen to use is called RE-ORDER LEVELS

 

 

This screen is opened the first time we login the system just as a reminder that there are some items which have reached their re-order levels. Only items which have reached their re-order levels are listed in this screen.

 

 

By pressing the  button the following screen comes up!

 

 

The system knows the default suppliers for this item, because we have set it up in the STOCK ITEMS screen SUPPLIER section.

 

 

We can also press the  button to automatically create the Purchase Order for that supplier.

 

You can be sure that with jStock POS you will never forget to order items and you will never end up with items out of stock.
Product Information Screen For Customers

 

In super markets it is common to find screens whereby the customer can scan an item to get to know the price and other promotional information. In jStock POS this is also possible.  The screen is called PRODUCT INFORMATION

 

 

When the customer scans the item barcode the screen changes as follows

 

 

After a couple of seconds the information is cleared and the screen is ready for another barcode scan.

 

 

 

 

Item bundles

 

In jStock POS you can create bundles made up of a number of items which are then sold as one bundle. Each bundle can have its own price irrespective of how much each item in the bundle costs. Stock levels are automatically updated when the whole bundle is sold.

 

 

In the above example we have created a bundle made up of 2 items. The bundle is also assigned a unique barcode which you can print. When the item is scanned jStock will deduct the correct quantities for each item in the bundle.

 

To create a new bundle follow the following steps

 

 

Press ADD button and enter the name of the bundle and finally press SAVE.

 

 

Press EDIT button and select the items which will be part of the bundle. After selecting the items enter the selling price for the different types of clients. When doing a sale transaction there is also the possibility to select the bundle from a list.

 

 

 

Bundles are also assigned a unique barcode. If you print barcode labels, you can also scan the barcode and it will be recognized by jStock as a bundle.

 

 

Network Setup & multiple workstations                                                      

jStock can be easily installed in a network environment. If you have a network in place all you do is the following.

 

 

-          Install jStock on all computers

-          Decide which will be the computer which will hold the main database

-          Lets say you have 5 computers and we have decide that computer 1 will be the computer which will act as the server computer where the main database is stored.

 

On Computer 1 (the server) you have to do the following simple steps

 

1)     From Windows Explorer you have have to locate the folder where jStock was installed. By default jStock is installed in “c:\program files\jstock” folder.

2)     Then we have to enable file sharing and share this folder on the network

 

 

On the other 4 computers you have to do the following steps (so to point jStock to the database contained on the server computer)

 

1)     Create a mapped network drive to the server folder

2)     Open the NETWORK SETUP screen and type in the selected network drive letter.

 

Enter the drive letter of the mapped network drive. For example M where M is the mapped network drive.

 

 

This will complete your network setup.

What we did in the above steps, is we have changed the location of the data where each workstation is pointing. Instead of pointing to the c:\program files\jstock folder the data is located on M drive where M is a mapped network drive.

 

 

 

 

 

Printer settings                                     

 

In a retail outlet you will need three different types of printers. You will need a Receipt printer, you will need a barcode printer and also a standard A4 printer where you can print your back-end reports. The system can automatically switch between these different types of printers as necessary.

 

There is a screen called PRINTER SETUP in which we have to setup our printers.

 

 

For example : Use printer number 2 for printing out fiscal receipts. The printer could be a local printer or a network printer.

 

When pressing the small box the following utility comes up.

 

 

This is the list of printers which are available for use. Just double click on the printer and jStock will automatically select the correct printer before printing a receipt or before printing a barcode label.

 

For each printer you can also set the page layout by pressing the  button. This will open a utility which will let you choose the page layout settings for the particular printer.

 

 


 

Cash Drawer setup

 

Under administration menu there is also a screen to set up cash drawer functionality.

 

 

Usually the cash drawer is connected to the back of the receipt printer. The computer sends a special code to the printer which in turn opens the cash drawer.  jStock has a list of pre-defined printer codes from which to choose. For other printer models please contact directly the printer provider.

 

At any time while using jStock POS you can press CTRL+D key to send this command to the printer and therefore open the cash drawer.

 

 

 

 

 

 

 

 

 

 

 

Magento Ecommerce Integration With jStock

 

Magento is the world’s fastest growing ecommerce platform. This open-source shopping engine is ideal for those who want to have an online shop with all the necessary functions including online payments, stock control, client relationship management , etc.

 

 

Now you can have jStock POS integrated with Magento. The idea is to have one application i.e. jStock from where to manage your stock. You utilize Magento only as a front end shop.  All stock is managed in jStock POS and by pressing a button you upload all information into Magento. Similarly you download new client transactions from Magento shop into jStock POS.

 

In this section we will take a look at the steps which are required to setup the integration between Magento and jStock POS.

 

We will assume that you have your Magento shop up and running. The first thing you have to do, is to install the MySQL ODBC drivers. You can download these drivers from the following link

http://dev.mysql.com/downloads/connector/odbc/3.51.html

 

Basically this is required to have a connection between jStock and Mangeto shop.

 

In jStock POS open the WEB STORE ADMINISTRATOR from ADMINISTRATION menu. 

 

 

To setup the connection to Magento press the  button to open the following screen.

 

 

 

We need to have the following information before we can press the CREATE CONNETION button.

 

1)    IP Address of the website

2)    DB Name which refers to the MySQL Database name

3)    Username and Password to access the database.

 

This information can be obtained from your webmaster or the company which is hosting your Magento shop.

 

Apart from that we need also a username and password to be able to upload stock pictures using FTP onto the server where Magento is hosted.

 

Once all this information is obtained and saved we can proceed to upload our stock onto Magento.

 

 

 

When pressing this button the system will ask you if you want to copy the Categories  and if you want to copy the Items. You can also copy a single item if you do not want to waste time.  The synchronization can take some time depending on how many articles you have.

 

To upload the pictures you have to press the 2nd button.

 

Once ready we need to login into Magento back-end and refresh the cache so that the items become visible on your website

e.g. www.yourwebsite.com/index.php/admin

 

 

 

Once you are in the CACHE MANAGEMENT section select REFRESH and press the SAVE CACHE SETTINGS button.

 

Also press the following REBUILD buttons one by one to be sure that the website is refreshed completely and that all items uploaded from jStock are now visible.

 

 

 

 

 

 

Two Dimensional Barcodes

 

Now included also in jStock POS are the 2-dimensional barcodes which can be used to encode more information about your articles.

 

2-dimension barcodes are different from standard barcodes and can store much more information. You can encode a complete description about your articles which can then be read back using a barcode scanner.

 

 

In jStock you can decide what information to encode for each item by pressing the 2D button in the STOCK ITEMS screen.

 

 

 

In the above screenshot we have wrote some description about this article which we can then print on a standard barcode label.

 

2D barcodes are a relatively new technology and are not yet very popular for now. Their main advantage is that you can encode information in a relatively small space.

 

 

 

 

 

Additional plug-ins available with jStock POS

 

Some additional plug-ins available in jStock POS include

 

1)    The PDA module which can be installed on a normal PDA and which is able to sync. with jStock POS.

2)    jShop which is an online shopping cart which can integrate with paypal online payments and which can also synchronize with jStock POS.