© PCSchool
Point of Sale - Stock
Point of Sale
Setting up Stock Items
Table of Contents
Stock File ............................................................................................................................ 2
Create Stock Categories ................................................................................................ 2
Create a New Stock Item ................................................................................................ 3
Add Stock to a New Shop Location ........................................................................... 4
Enter Stock Level and Pricing Information Tab #1................................................... 5
Manually entering prices ................................................................................................... 5
Auto Price your stock ........................................................................................................ 6
Costing Tab #2 ............................................................................................................ 7
Re-Order tab #3 ........................................................................................................... 8
Enter Miscellaneous Information tab #4 ................................................................... 8
Stock Alternatives ....................................................................................................... 9
Alternate Products ............................................................................................................. 9
Alternate Suppliers ............................................................................................................ 9
Stock Levels ................................................................................................................. 10
Create a New Stock Sheet ........................................................................................ 10
Open an Existing Stock Sheet ................................................................................. 11
Export Stock Sheet Information to the Stock Database ........................................ 11
Stock Changes ............................................................................................................. 12
Global Stock Changes .............................................................................................. 12
Changes to Make 1 Tab ................................................................................................... 13
Changes to Make 2 Tab ................................................................................................... 13
Quick Stock Changes ............................................................................................... 14
Stock Categories Banned for Customers................................................................... 15
Consignment Stock Items ........................................................................................... 16
Credit Card Surcharge Stock Item .............................................................................. 17
Purchase orders – creating for ordering Stock ......................................................... 19
Receiving Order and Finalising an Order upon Supply of Items .......................... 20
Stocktake ...................................................................................................................... 22
Stocktake Freeze ....................................................................................................... 22
Stocktake Upload (Counting stock)......................................................................... 23
Option 1: Laptop and Scanner ........................................................................................ 23
Option 2: TXT Import from Scanner ................................................................................ 23
Option 3: Manually ........................................................................................................... 24
Sales Since ................................................................................................................ 24
Update Following Stock Take .................................................................................. 25
Stock Reports ............................................................................................................... 26
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Point of Sale - Stock
Stock File
The Point of Sale module allows you to categorise stock items, as well as control pricing and stock
level details for each shop.
Create Stock Categories
Path: Stock >Categories
Stock items can be grouped by Category, and each category may have multiple sub categories.
Categories can be created and viewed through:
Create new stock categories as follows:
1.
2.
3.
4.
To start - Select “Clear All” to clear the view.
Type in the new Category name. (Use the prompt button to view a list of existing Categories)
(NOTE: if adding a sub category to an previously entered category type in the existing
Category name).
Subcat: Optional: Type in the Sub Category, can be left blank if no sub category is required
Select Save to save the new Category.
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Create a New Stock Item
Path: Stock > Stock View
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
[Clear All] to clear the view.
[Shop Code:] Select the shop the item will be sold from (you will have the opportunity to
add the item to additional shops when saving).
[Stock Code] - type in a stock code, this should be a unique alpha-numeric code no longer
than 20 characters.
[Barcode] – this should automatically put a number in here when you SAVE but if you wish
to use your Stock Code make sure no spaces or symbols used.
[Description] - type in a descriptive name for the stock item.
[Category] - Optional: Select a Category and Subcategory for the stock item.
NOTE:
*If you have set up price Margins for individual Categories in your Shop Details this
information will become the default for this stock item.
*Also if a large shop you may wish to set up Categories so you can stocktake certain items
while still operating shop
[Supplier] - Optional: Select the supplier from the Creditor Code Lookup list
[Comment] – Optional: Type in a comment
[Image] - to add an image of the stock item, double click were the image will appear (where
the 7 appears in the screenshot above) then find the saved image and select it.
NOTE: the image must be saved in the PCSchool\Bitmap folder on the server, be in bitmap
(*.bmp) format and no larger than 100 x 100 pixels.
[SAVE] –then follow next screen
Note: “If asked would you like to generate this item for all shops” select NO it will
generate this item only for the shop selected in step 2 above.
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Point of Sale - Stock
Add Stock to a New Shop Location
Add a stock item to additional shops as follows: - select the item if you got out of this screen.
[Add stock to selected shop location] –from the drop down box to add the correct shop to the
1. stock item
Press [copy to new stock location]
[Shop code] – this will then appear (if you have a few shops and you sell the item from both
2.
shops then you will have e.g. Uniform and Tuckshop showing here)
3. [Shop Details] button allows you to view and edit shop information
Press SAVE at top of screen
4.
To enter prices in the bottom half see next page..
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Point of Sale - Stock
Enter Stock Level and Pricing Information Tab #1
There are two ways to do your stock pricing:
1. Enter the values manually
2. Using Auto Price
Manually entering prices
Enter stock level and pricing information as follows:
1.
2.
3.
4.
5.
6.
7.
8.
[Stock Code] Select the stock item by using the selection list on either the Stock Code or Barcode
field
[Shop Code]- Highlight the Shop you wish to work with
(if this stock item is attached to more than one shop)
Under [Tab 1 Stock Levels and Pricing]
Make sure there is not a tick in [Autoprice]
Enter the:
[Unit Measure (sell)] on sale of the item eg each, box, bag, dozen etc
[Unit Measure (buy)] and enter the purchase of the item eg each, box, bag, dozen etc.
[Ratio of Sell to Buy]
e.g. if you buy a box of 12 but sell individually the ratio will be 12, the system will then divide the
purchase price ($60) by 12 when calculating the sale price ($5 + margin).
[On hand]
Enter in the number of items currently on hand. This figure will update automatically as you sell
stock.
[Pricing]
Select the method to be used when calculating the sale price. Options include:
 <Undefined>: use if you wish to enter the sale price manually (in this example you would
you undefined.
 Discount: will calculate based on the BUY price LESS the margin percentage.
 Margin: will calculate based on the BUY price PLUS the margin percentage.
[Taxable]
Tick if the item is the Tax Rate will default to that entered in the Shop Details >Defaults tab.
Note:This can be overwritten if necessary (e.g for 2nd hand goods) in the box below.
[Autoprice] - (no tick for this example)
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Point of Sale - Stock
Auto Price your stock
1.
2.
3.
4.
5.
6.
7.
8.
[Stock Code]: select the stock item by using the selection list on either the Stock Code or Barcode
field
[Shop Code]: under shop code highlight the Shop you wish to work with if this stock item is attached
to more than one shop.
Under tab 1 [Stock Levels and Pricing]
[Unit measure (sell) - on sale of the item eg each, box, bag, dozen etc.
[Unit measure (buy) –purchase of the item eg each, box, bag, dozen etc.
[Ratio of Sell to Buy]
e.g. if you buy a box of 12 but sell individually the ratio will be 12, the system will then divide the
purchase price ($60) by 12 when calculating the sale price ($5 + margin).
[On hand]
Enter in the number of items currently on hand. This figure will update automatically as you sell
stock.
[Pricing] select the method to be used when calculating the sale price. Options include:
 <Undefined>: use if you wish to enter the sale price manually.(used above)
 Discount: will calculate based on the BUY price LESS the margin percentage.
 Margin: will calculate based on the BUY price PLUS the margin percentage.
[Taxable] - tick if the item is the Tax Rate will default to that entered in the Shop Details>Defaults
tab. Note: This can be overwritten if necessary (eg for 2nd hand goods) in the box below.
[Autoprice]
Tick if you wish the system to calculate the sale price of the stock.
NOTE: Using Autoprice requires additional costing information be entered in the Costing tab (see
the following steps).
NOTE: If the stock Category used has set defaults entered in through:
System >Shop Details >Margins tab (see Page 11), the options for 6 (Pricing) and 8 (Autoprice?)
above will automatically default to these.
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Point of Sale - Stock
Costing Tab #2
[Avg Cost (unit buy):] Enter the average purchase cost
[Last Cost (unit buy):] The last purchase cost for this item (if done via order entry this will
update the price in Last Cost
9.
[Freight Allocated:] Enter the mark-up percent to be added to cover freight charges in
Freight Allocated field.
10.
[Purch discount:] Enter the percent that you got when purchasing items
Note: this does not change the figures.
[Margin:] Enter the percentage value for the Profit Margin to be used in the Autoprice
11. calculations. (e.g if you require your margins always to be 10% - this will adjust the Price 1)
[Price 1 to Price 4] shows the sale price of the stock item.
If using Autoprice (step 8) these fields will be greyed out.
12. If not using Autoprice these fields will be active and the sale prices can be entered in
manually.(as per manual pricing)
Select F2 to save your settings once entered.
NOTE: If the stock Category used has set defaults entered in through System> Shop Details >
Margins tab (see below), the options for 11 (Margin 1 to 4) will automatically default to these.
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Point of Sale - Stock
Re-Order tab #3
1.
2.
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[Minimum Stock level]: You can use this information in your Stock Level Reports.
[Quantity you wish to Re-Order]: when stock levels reach Minimum level.
[On Order:] Enter the number of stock items currently On Order.
[Ratio Buy Sell:] shows the ratio via the ‘Stock Levels and Pricing’ tab.
Enter Miscellaneous Information tab #4
1.
2.
3.
4.
5.
[Superceded] Enter the Stock Code if this item has been replaced by another.
[Master Part]: Enter the Stock Code of the main item if this item is part of a kit (eg. Junior
Book Pack).
[Warranty]: Enter the number of months warranty applicable to this item.
These options are not yet implemented in the POS system.
The [Banned Categories;will be covered later.
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Point of Sale - Stock
Stock Alternatives
Within the Stock View you can store alternate products for each item and alternate suppliers.
Alternate Products
Here you can list stock codes of other items that may be used as an alternative to the selected
item if this item is out of stock, or is no longer available.
1.
. Enter the [Stock Code] of products that can be used as an alternative
Alternate Suppliers
Here you can list Creditors who you purchase this stock item from. This allows you to store a
different Supplier Code, Barcode or Cost when purchasing this item from different suppliers.
1.
2.
3.
4.
5.
[Supplier] Select the Creditor Code by clicking on the column heading.
[Supcode] Enter in the Supplier Code, this is the stock code used by the supplier for the item.
[Barcode] Enter in the Barcode if applicable
[Last cost] Enter in the Cost the supplier charges for this item.
These fields are not yet activated.
When ordering this stock from the alternate supplier the price will automatically default to that
shown in the Alternate Supplier tab in the Stock View. The Purchase Order report can be modified
to print the Suppliers Code on the order.
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Point of Sale - Stock
Stock Levels
Path: Stock > Stock Levels
The Stock Levels View allows you to generate lists of Stock Items and store information in a table
form. This could be a list of stock levels, a list of re-ordering values based on times of the year etc.
The data that can be stored here can be used an interpreted in any way.
The power of this view comes from being able to import and export data from lists. You can use
this tool to create lists of stock over time, or as a template of how many items to order at certain
times of the year.
Create a New Stock Sheet
1.
2.
3.
4.
5.
6.
7.
Click [New] to generate a new list containing all stock items.
[Filter Category] To constrain the list to a specific Stock Category select the category then
click New.
Stock Items will be listed in the table below.
Enter column names in the yellow line / cells.
Enter values / data to the list as you would in an excel spreadsheet. Right click with the
mouse to bring up editing options such as Copy / Paste, Insert Row / Column etc.
Give the list a name.
Select [Save] to save the stock list.
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Point of Sale - Stock
Open an Existing Stock Sheet
1.
2.
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4.
5.
[Select Stock Sheet] from the drop down list available.
[Open] select to open the previously saved sheet.
[Add New Stock Items] stock Items and their related data will appear. If when you
open the sheet you have a tick in Add New Stock Items, any new stock added to
the Point of Sale module will be added to the list, appearing in Code (column A)
order.
Add or edit any new columns or information as required.
Select [Save] to save the updated / modified Stock Sheet.
Export Stock Sheet Information to the Stock Database
1.
2.
3.
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5.
6.
Open or create the stock sheet with the information you wish to export to the stock file.
[Export to Stock] select to bring up the Stock List Export Wizard.
Listed on the left are the Master Item and various shops, beneath these are the available fields to
which you can export data to. These fields are fields from the Stock File. Selecting fields from the
Master Stock item will modify this stock for ALL shops.
From the Available Fields list find the shop and field you wish to import data into. Click on this field
and holding the mouse button down, drag the field to the corresponding column in the stock sheet
that contains the data you wish to export.
Your selections will show on the left. If you make a mistake and wish to start again you can click the
reset button at the top right corner of the view.
Once you have completed your selections select OK to begin the export. You may need to refresh
PCSchool for the changes to be visible.
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Point of Sale - Stock
Stock Changes
As well as exporting stock information from the Stock Sheets into the Stock File the Point of Sale
module also allows you to make Global Changes to all or groups of stock items and to make Quick
Changes to individual stock items.
Global Stock Changes
Path: System > Global Changes to Stock >Filters Tab
1.
2.
3.
4.
5.
[Shop] select the shop you wish to change Globally Change the stock items in, or select All
for to change the stock in all shops.
[Filter by Supplier] Tick to make the changes to stock based on a specific Supplier, select
the supplier from the list.
Tick to make the changes to stock based on a specific Stock Category, select the category
From and To (select the same in both if changes are to the one category).
Tick to make changes to stock based on specific Stock Sub Category, select the sub
category From and To, select the same in both if changes are to the one sub category or
leave blank for all sub categories.
Once you have selected your filters move to the Changes to Make tabs 1 or 2 to select
what fields to change.
NOTE: if you wish to make changes to ALL stock regardless of supplier, category or sub
category, ignore the Filters tab and move directly to the Changes to Make tabs.
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Point of Sale - Stock
Changes to Make 1 Tab
All these changes relate to fields found in the Stock → Stock View as indicated:
Purchase Discount, select Yes and enter a Discount % to add this information or select
1.
Delete to remove/clear existing data in this field (found Stock View → Costing tab).
Autoprice, select Manual to disable the autoprice or Yes to enable the autoprice (found
2.
Stock View → Stock Levels & Pricing tab).
3.
Margins, enter in the new profit margin percentages (found Stock View → Costing tab).
Cost Price, enter the percentage you wish to increase the Cost Value by (found Stock View
4.
→ Costing tab).
Warranty, enter how many months warranty you will to give the stock (found Stock View
5.
→Miscellaneous tab).
Freight Allowance, enter the new percentage amount to cover freight costs that is to be
6.
added to the sale price (found Stock View → Costing tab).
Once you have made your selections click Update to change the data in the stock file. You
7.
may need to refresh PCSchool for the changes to be visible.
Changes to Make 2 Tab
All these changes relate to fields found in the Stock → Stock View as indicated:
[Supplier] select a new supplier from the Creditor Selection list to change the supplier of the
1.
stock item (found Stock View → General tab).
[Category], select a category from the POS Categories list to change the category of the
2.
stock item (found Stock View → General tab).
3.
[Sub-Category], is to be used in conjunction when changing the category (above) if desired
4.
[Sales Discount], enter the value you wish to allocate as the sales discount.
5.
[Sales Price], enter the percentage value you wish to increase the sales price by.
[Update] Once you have made your selections click Update to change the data in the stock
6.
file. You may need to refresh PCSchool for the changes to be visible.
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Point of Sale - Stock
Quick Stock Changes
Path: System > Quick Stock Update
1.
2.
3.
4.
5.
[Shop] Select a particular Shop or All to produce a list of stock in all shops.
[Tick] the columns that contain the data you wish to change.
[Code] Highlight the stock item you wish to change.
Enter the data into the relevant columns.
You can change the:
[Stock description] or [Prices 3 & 4] in these fields.
Tab off the line, press F2 or use the Save button in the toolbar to save your changes. You
may need to refresh PCSchool for the changes to be visible.
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Point of Sale - Stock
Stock Categories Banned for Customers
Path: Stock> Stock Categories Banned for Customers
If you wish to ban a customer from being able to purchase an item
1.
2.
3.
4.
5.
6.
[Category] Select a category
[Shop Code] select the shop code
Put a tick in the customer you wish to ban
[Select All] or [Unselect All] or use #3 and select individual students.
[Days to Ban]
Select a certain day of the week or tick to check all
If you have made an error – Xremove- highlight the line and press Remove; XRemove All
will delete all
e.g. of when trying to purchase item
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Point of Sale - Stock
Consignment Stock Items
Path: Stock >Consignment
Schools sometimes choose to sell consignment stock, this may include the sale of second hand
uniforms, equipment or text books for past students.
1.
2.
3.
4.
5.
6.
7.
8.
9.
[Shop] select the Shop the consignment stock will be sold from.
[Seller] select the Seller from the Customer list. If the seller is not an existing customer they
can be added as per instructions in ‘Create a New Customer’ from the Customer manual.
[Constrain Displayed Stock to Displayed Seller] If you wish to view consignment items
previously entered for this seller tick the.
[Pay Method] The Payment information such as Method, Bank, BSB, Account Name and
Number will be drawn from the Payments tab within the Customer View or can be entered
here. This information will be used to pay the seller once the item has been sold.
[Date] Enter the Date the consignment stock was received and a description of the item
[Cost Ex GST] will be the agreed amount you will pay the seller (excluding GST) once the
item is sold.
[Sell Price Inc] will be the marked up price the shop will sell the item for (including GST).
The Margin Ex will be the profit the shop will make on the sale (excluding GST).
[Sub Category] if desired. Sub Categories can be added through Stock> Categories.
[Save] to save this consignment item to the stock file and generate a bar code.
The consignment item will be added to the list with the sellers code, system generated
barcode, description, selling price, buying price, category and shop code, and will appear in
the stock list in the Product Sales View.
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Point of Sale - Stock
Credit Card Surcharge Stock Item
Path: Stock >Stock View
Some schools may choose to include a surcharge for purchases made with a credit card. The
surcharge is percentage of the total cost of the goods, eg. 2% or 1.8% of the goods.
To create a Credit Card Surcharge stock code:
1.
2.
3.
4.
5.
[Stock Code] this should start with ‘ZZ’ so that it appears at the bottom of the list.
[Description] type in the description
Select the appropriate shop/s that will be using the surcharge code.
Untick ‘Taxable’ and check the Tax Rate is 0.00% and leave all other fields blank.
Select Save to save the new stock code.
Once you have created the stock code for the Credit Card Surcharge you will need to add it to the
Payments tab in the Shop Details.
Path: System >Shop Details > Payments Tab
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Point of Sale - Stock
When you now process a sale where the customer is using a Credit Card the system will add the
Credit Card Surcharge stock item for the correct fee (% of goods purchased).
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Point of Sale - Stock
Purchase orders – creating for ordering Stock
Path: Stock > Orders
Purchase Orders can be produced through the Point of Sale Module. Once goods have been
received the items can be flagged as supplied and the Stock File updated with the quantity
received.
To Produce a Purchase Order:
1.
2.
3.
Select [Clear/New Order] to start a new purchase order.
Order No. and Date will auto populate
[Code] Select the Creditor code you are purchasing the goods from.
[Description] [Delivery details] Enter the order description and delivery information.
You will prompted to SAVE
4.&
[Item Ordered] select from the drop down your stock item you wish to order
5.
6.
[Qty] Enter in the quantity required
[Inc GST/Unit] & [Ex GST/Unit] & [GST]
The purchase price/unit will default if stock codes have been used previously when
ordering.
7.
If ordering using stock codes for the first time you will need to enter in the purchase
amount, once you have used the stock codes and the purchase price will be saved and
come up automatically when next used
.[Print Order] Once you have completed entering in the items to order, Print or Email the
8.
order to the Creditor.
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Point of Sale - Stock
Receiving Order and Finalising an Order upon Supply of Items
Once part or all of the goods have been received select the Purchase Order.
Select the [Order No.] .
1.
Select the [Items Supplied] tab and the appropriate Filter by Shop Code.
2.
Enter the supplied details by either:
 [Tag as Fully Supplied]: if all the order has been supplied. The system will put in the Act Unit
Cost and Quantity In Now.
 Manually enter in the [Act Unity Cost] and [Quantity In Now]: if only part of the order has
been supplied.
Note: If the amount has changed you can enter the amount into the Acct Unit Cost e.g.
.
3.
This will only update the stock price if there is tick in Autoprice in Tab 1 Stock Levels & Pricing
4.
5.
6.
Select to [Update Stock] this will open a Stock Update view.
Enter the [Creditor Invoice Number] and [Invoice Date].
[Zero Present Stock if Negative]: if the current stock on hand for an item is a negative this will first
zero the stock on hand before adding the new quantity purchased.
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7.
8.
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Point of Sale - Stock
[Update / Leave Order Open]: select this option if the order has not been fully supplied and goods
are outstanding.
[Update and Finalise Order]: select this option if the order has been fully supplied and all goods
received.
[Cancel]: select this option if you do not wish to update the stock file.
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Point of Sale - Stock
Stocktake
A stock take can be performed anytime through the year (or several times if needed). Most schools
may choose to do a stock take at the end of the year (or start of the year), however you can do a
stock take each term / month.
If you have a big shop you might do it by Categories.
Stocktake Freeze
This allows you to create a list of your stock on hand (SoH) quantities at a certain point in
time/date. The list that is created will show you your SoH at the time of freezing, your stock take
count and the sales since the freeze occurred.
Path: Stock >Stock take Freeze
Perform the Stock Freeze as follows:
1.
2.
3.
4.
[Shop] select the Shop.
[Filter by Stock] Optional: you can choose to only perform a stock take on a range of
stock codes (leave unticked to stock take all items in the shop).
[by Sub-Category] Optional: you can choose to only perform a stock take on a range of
stock categories and sub-categories (leave unticked to stock take all items in the shop).
[Update] select to create your Stock take file.
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Point of Sale - Stock
Stocktake Upload (Counting stock)
Once you have ‘frozen’ the SoH figures you can then begin counting the stock. Stock can be
counted in a variety of ways:



Laptop & Scanner – using a scanner attached to your laptop and scanning the items
directly into the stock take upload.
Wireless Scanner – using a scanner that can create a txt file of stock barcodes and
counts, then import this txt file into the stock take upload.
Manually – using pen and paper
Option 1: Laptop and Scanner
Path: Stock >Read in Stocktake Barcodes >Stock Scan tab
1.
2.
3.
[Shop} select the Shop.
[Stock Code] with the cursor in the ‘Stock Code’ field, scan in the item. You can also elect to:
 Type in the barcode and select it from the smart lookup list
 Select the stock item from the list using the orange button
[Number Counted] type in the number of items counted on the shelf then
select Save or simply tab off the field.
Option 2: TXT Import from Scanner
Path: Stock >Read in Stocktake Barcodes >Barcode Import tab
1.
2.
Select the txt file where it has been saved on the computer.
Select to import the data.
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Point of Sale - Stock
Option 3: Manually
Path: Stock > Stocktake
This is where you can view your stocktake freeze file with the current stock on hand. If you have
entered in your stock take count using option 1 or 2 above it will also show figures in the ‘Counted’
column along with a ‘Status’ of C.
1.
Enter in the stock take count in the ‘Counted’ column for each stock item.
Sales Since
Path: Stock >Stocktake
In the Stock take view you will see a ‘Sales Since’ column. This column will be updated
automatically when you make any sales after creating the stocktake freeze.
This means that if it is not practical to shut the shop down for the entire stock take period you can
continue to make sales until you select to update following the stocktake.
Note:
Remember to freeze your stock then do your count (if a large shop – you might like to stocktake
using categories.
If you freeze your stock and count your stock then wait a few days to enter the count into
PCSchool and they are still selling stock (for example -you will have one less item than you
counted - if this is the case you need to reduce your count by the sold item)
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Point of Sale - Stock
Update Following Stock Take
Path: Stock > Update Following Stocktake
Once you have entered the count for all items using one of the three options above you are now
ready to update your Stock on Hand figures with your stock take counts.
1.
2.
3.
Ensure all stock items have a value in the Counted column of the Stocktake file.
[Shop] select the shop.
[Update] select to update your SoH in the stock files will be updated.
Once you have performed the ‘Update Following Stock Take’ your stock on hand
figures in the Stock Files will now reflect your stock take count, less any stock sold
since.
Once you have performed the ‘Update Following Stock Take’ your stock on hand figures in the
Stock Files will now reflect your stock take count, less any stock sold since.
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Point of Sale - Stock
Stock Reports
There are lots of different reports available – please see our website:
Help.pcschool.net >Point of sale >Point of Sale – Stock Reports and download manual
Stock report manual
Reports need to be setup in PCSchool to be able to use them as per the manual.
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