GoneClear Storefront

Welcome to GoneClear User Guide.

GoneClear StoreFront version 1.6

Basics of GoneClear StoreFront

In This Chapter

• Getting Started
• Knowing Where You Are
• Customizing Column Header

Getting Started

To start GoneClear StoreFront, double-click the icon shown in Figure 1-1

Figure 1-1: Starting GoneClear StoreFront, and logging in.

The first screen that you see is the login window where you enter your user name and password.
A user name and a password must be entered in order to log into the company database. For audit purposes, user information is recorded in every new record or modification to an existing record that a user performs.

NOTE: User setup: User names are created for the employees that will log into GoneClear StoreFront. Each user must be assigned a valid license and the user’s activities are restricted based on the license type.

Knowing Where You Are

One powerful aspect of GoneClear StoreFront is that it is possible to have many windows open at once, each of which may show a different document or master data record.

The Main Window

The main window opens automatically upon launching GoneClear Store Front and is the central place where you can initiate any task. Only the main window has a Ribbon along the top.

Figure 1-2: Main Window.

Toolbar and Ribbon

The GonClear StoreFront toolbar is displayed across the top of the main window. Clicking on each tool item will show the ribbons that lead to more choices.

Figure 1-3: Toolbar and Ribbons.

The Ribbon is just below the toolbar. It is a collection of buttons that provide access to more choices. Active buttons display in color while inactive or unauthorized buttons appear in gray. To display the Ribbon, place your cursor on the toolbar and click one of the tabs. If you forget what a particular button does, simply move the cursor over the button to display a tooltip.

Quick Access Tool bar

To minimize or hide the Ribbon, position your cursor over the quick access Toolbar and right-click to see the Options menu. Choose the option "Minimize Ribbon."

Figure 1-4: Quick Access Toolbar.

The Status Bar

The status bar runs along the bottom of the GoneClear StoreFront main window and includes a number of fields.

• The bottom left-hand side displays the version of GoneClear StoreFront, the user who signed in, the name of the computer station in use and the location of the shop.
• The bottom left-hand side will also display when a user is in "sales mode".

Figure 1-5: Status Bar.

Windows and Panel

Now that you've got a big picture of the main window, it's time to explain other window modes.

A new window will open by clicking on an active Ribbon. All windows would include the exit button to exit the active window. As mentioned earlier in this guide, it is possible to have many windows open at once.

NOTE: Windows may have sub windows to display further options (Same windows will not open twice.)

Several windows have a panel that gives access to more choices within the active window.

NOTE: Select the "Hide Panel" icon to hide the panel.

Figure 1-6: Windows and Panel.

Window Operation Modes

There are three possible window operation modes in GoneClear StoreFront:

• Add: Add a new record or document
• View: View an existing record or document
• Update: Modify the data of an existing record or document

Customizing Column Header

User can easily customize the way information is displayed within any of the panel.

• Users can reorder the columns by clicking and dragging the column headers to new locations.

For example, if you want to display the supplier column first, simply click and drag the supplier header to the first column. See figure 2-5:

Figure 1-7: Rearrange columns.

• Users can apply filters to one or more column headers.

Hover over a column header and then click the filter icon located in the upper-right corner. For example:

Figure 1-8: Rearrange columns

• Use the filter menu to select which of the values currently in the column should be displayed. When you add a column filter, the description of the filter will be seen below the panel. You may use this to validate which column filters have been added to the current view and you may adjust the filter. For example:

Figure 1-9: Edit and Remove filter

Terminology	Definition
Sort Ascending	Sorts the selected column in ascending order.
Sort Descending	Sorts the selected column in descending order.
Clear Sorting	Clears the ascending or descending sorting criteria currently set for a column.
Group By This Column	Groups the table using the data in the selected column. It does this by moving the data into expandable lists that are located in the body of the grid. One expandable list will be created for each possible column value. If you perform this action on any subsequent columns, that data will be presented as nested groups at increasingly lower levels within the expandable lists. If Group By Box is enabled, this will also create a "Group By" box in the area immediately above the column headers. Note: To turn off the Group By This Column feature and revert to the original view: Enable Group By Box, drag the Group By boxes back to the column header. Note: To turn off the Group By This Column feature and revert to the original view: Enable Group By Box, drag the Group By boxes back to the column header.
Group By Box	Displays or hides an area immediately above the column headers that contains "Group By" boxes. One "Group By" box will be displayed for each column header for which Group By This Column is currently enabled. You can also drag column headers to and from this area. The table will be grouped according to the data in the box. If there are two or more boxes then the grouping will be nested, with the left-most box presented at the highest level, the second box presented at the second level, etc.
Column Chooser	Enables you to add and hide information within a table. When you select Column Chooser the Customization dialog is displayed. This dialog is used to store the columns you don't currently want displayed within the table. Simply click and drag the desired column headers from the table to the Customization dialog. For example, if you decide NOTE: Column Chooser will not work on panels.
Best Fit	Resize the width of the selected column so that the header text is displayed in the optimal amount of space.
Best Fit (all columns)	Resizing the width of all columns in the table so that the header text is displayed in the optimal amount of space.
Filter Editor	The Filter Editor dialog will show any filters that are currently active in the column headers. You can use the editor to modify the existing filter criteria and to build new criteria using the available filter conditions and logical operators.

Inventory

In This Chapter

• Inventory Tab & Ribbon
• View inventory

Inventory Tab & Ribbon

The inventory tab consists of seven (7) Ribbons which provide access to more choices. We're going to go over each ribbon as precisely as possible.

700px

Figure 2-1: Inventory tab and inventory tab ribbons.

Terminologies	Definitions
Stock Number	Identification number used in the physical warehouse or inventory method for the item.
Catalog	A complete collection of products organized with descriptive descriptions systematically.
Catalog Code	Code for entering and describing in a catalog a collection of items.
Catalog Description	The full descriptions specifics of the item and should include everything you want customer to see.
Item Name	Name provided to the item. This is a smaller field that the item description
Item Description	The descriptions are full specifics of the item and should include everything you want to know.
Packaging Code	A packaging code indicates the form of packaging transported. Box, can, bags, bucket, etc.
Manufacturer	The person or business that produces products for sale.
Supplier	The entity or association supplying your company's product or service. Note: Manufacturer and Supplier may be the same person or business.
Department	A part of a store selling a certain class or category of products. Eg. The sportswear department.
Discount	A deduction from the usual cost of something.
Promo code	A phrase or set of letters and numbers to be used for discount purposes.
GST	The goods and services tax (GST) is a value-added tax charged on most goods and services sold for domestic consumption. The GST is paid by cutomers, but it is given back to the government by the businesses selling the goods and services.
Target Price	The company's selling price with GST.
US Cost	The supplier cost price.
FOB Miami	Shipping cost for item.
Bz Cost	The item's overall cost including US Cost, FOB Miami, and additional cost when it arrives in Belize.
Retailed	The sale of goods to the public in relatively small quantities for use or consumption rather than for resale.
Wholesale	The selling of goods in large quantities to be retailed by others.
Distributor	An agent who supplies goods to stores and other businesses that sell to customers
Duty Free	Duty-free refers to the act of being able to purchase an item in particular circumstances without paying import, sales, value-added, or other taxes.
Salesman	a man whose job involves selling or promoting commercial products, either in a store or visiting locations to get orders.
Reducible	Inventory deduct in stock amount. For e.g., an oxiclean product may and can be taken out of stock which reduces quantity, whereas a freight charge cannot be taken out of stock in order to reduce quantity.
Warranty	A written guarantee given by the producer to the customer of the item, agreeing to restore or replace it, if required, within a specified period of time.
Serial Number	A number showing the position of an item in a series, especially one printed on paper currency or on a manufactured article for the purposes of identification.
Discontinued	A discontinued product is no longer sold.
Shelf Stable	Items which do not have an expiry date.
Supplier reorder #	???
BAHA Regulated	???

View inventory

Since we have an idea of what a window is and how it functions. Let's go into the inventory data window for view inventory. Users can check for an item in this window to obtain more details about that specific item, whether it be product updates, prices, etc. Furthermore, a user can quickly add a new item to inventory using this window.

Inventory Data Window

To open Inventory Data window, click the view inventory ribbon shown in Figure 2-2.

Figure 2-2: View inventory Ribbon and Inventory Data Window.

The Inventory Data window allows users to::

• Search for an item
• View item details
• Add an item
• View order information from manufacture
• Set Packaging size and weight
• View Price and Cost of Item
• Add as Assembly
• Add as a companion
• View Changes to item
• Search Serial Number for item
• View UPCs
• View deliveries for item

The inventory data consist of 5 forms. Below are figures of these forms and a brief description of its functions

Figure 2-3

Figure 2-3: Information about the item is displayed in this section of the inventory data windows. This is a read-only display, so users can not make modifications to the item here.

700px

Figure 2-4

Figure 2-4: This window contains sub tabs in a form with additional information. More on each of these tabs and their functions will be discussed later in this Guide.

Figure 2-5

Figure 2-5: The inventory options form is used to save and display updates, insert a new item and exit inventory data window. These function will be further discuss later in this Guide.

700px

Figure 2-6

Figure 2-6: Local history form is used to view products transferred and pending orders within and for sales of the company. These function will be further discuss later in this guide.

Figure 2-7

Figure 2-7: Picture Options form allows you to add and remove an item image. This function and how it works will be discussed later in this guide.

Search For An Item

It can be very difficult to search for a specific item, particularly if there are thousands of items in the inventory list. The GoneClear StoreFront makes it easier to search for item in the inventory database that is available or discontinued. Furthermore, reports from the data table may be sorted and grouped according to your wishes. (See section 1.3 Customizing Column Header for sorting and grouping)

To search for an item move your cursor over the inventory search panel

Figure 2-8: Inventory Search Panel

GoneClear StoreFront provides several avenues to search an item such:

• Stock Number Search
• Catalog Start and Catalog End Code
• Item Name
• Manufacturer
• Supplier
• Department

Figure 2-9: Search item and Search Results Table

Double click on the item you want to view. Item information will be displayed in the inventory data window.

NOTE: There is another method to search for an item that is discussed later on. This search method is called live data searches. The other approach is delayed by around 20 seconds.

Adding a New Item to Inventory.

1. From the tab inside GoneClear StoreFront navigate to: Inventory > view inventory.
2. The Inventory Data window will open navigate to: inventory options>new item. ("New inventory creation” window will open)

Figure 2-10: Inventory Options and New Inventory Creation Table

New Stock Number form: input the stock number of the item, the name of the item and the description, then select the catalog code and the packaging code from the drop-down menu.

Figure 2-11: New Stock Number

Inventory Item Codes: select from the drop-down menu the supplier,manufacturer, department, restricted location for item, inventory and promo codes.

NOTE: To see context, click on each of those field names. Furthermore, in this scenario, an "inventory" is chosen if the product is for sale, in-house or manufactured by the company. S is for selling, C is for consumption, M is for manufacture.

Figure 2-12: Inventory Item codes

Discount/Reducible Options: users can add a discount to the item with its limit and indicate whether the item is reducible.

Figure 2-13: Discount/Reducible Options

Warranty Options: If the item has a warranty on it, the warranty options are set. User would indicate whether a serial number is required and the number of days for warranty .

Figure 2-14: Warranty Options

COST/PRICING: Costs for products and shipping and handling costs are included in this option. Part of this section is a bit like a calculator. The prices without GST is calculated automatically when a user enters the target price with GST.

Figure 2-15: Cost/Pricing form

Packaging information: The packaging information form is set to indicate the package's size, type, quantity and weight. Furthermore, users can set the shelf stock type. For more detail on the fields in the packaging information form, see the terminology table' below to help complete this portion.

Terminologies	Definitions
Length, width, height	The package length, width and height. An Oxiclean product, for example, may be packed at 10 per box. The box's length, width and height is what is required in the packaging information option.
Net Weight	The weight of the item inside the package.
Gross Weight	Both item and package weight together.
Stock & Price	The user is asked in this field to indicate how this item is sold in the store. By box, each, bucket, etc.
Package Unit	In this field, the user is asked to enter the type of product package, i.e. box, bucket, etc. For eg, an oxiclean product may be sold "each" in the store, however it is packed 10 per package by the vendor.
Package Qty	The amount that comes in the package.
Tariff	A tariff is tax on imports or exports within sovereign countries. It is a kind of international trade and policy control that taxes external goods in order to promote or protect the internal economy.
Tariff Number	A tariff number is a product-specific number, as documented in the Belize Customs Organization's Code System. A tariff number guarantees consistency in the country's product classification. For example regular orange juices share the same tariff number.
Tax code	This program includes three tax codes: Beverage rate (B) – 15% tax, not the usual 12.5% tax. GST (S) – regular 12.5% tax Zero Rated item (Z)-products not liable to tax.

Figure 2-16:Packaging information

Commission & Taxes: This option allows the user to choose tax and commission codes and enter tariff number.

Figure 2-17: Commission & Taxes

Item options:In this segment, user may indicate if the new item being added is BAHA regulated and/or stable and add a catalog description.

Figure 2-18: Item options

Item details

In the item details section, users are not restricted to the information display of the items, but to making quick adjustments to the items. That is, of course, whether the user has the license right to do so. Let's take a brief peek at what's seen in this pane.

Figure 2-19: Item Details

Let’s discuss each segment of the item detail tab. First of all, a simple view of the current stock number, item name and item summary is given. This section allows licensed rights users to easily modify these areas

Note: Remembering that the Item Details is an Inventory Data subsection, users who have made changes from Item Details have to click on the Save button in the Inventory options form to update the changes.

Figure 2-20: Item Details Stock form and update changes.

Item inventory codes on Item Details window display manufacturer, supplier, category, department, inventory type, promotion and item location restricted. Again, modifying an item in these areas is often a quick method, if users have licenses to do so.
Remember to always save updates after any adjustments have been made.

Figure 2-21: Item Details: inventory item codes.

Stock location: In this area, it displays all the company branches that store the item and precisely where the item is held in that branch. It also shows stock quantity at-location and the minimum and maximum number - location can hold.

Terminologies	Definitions
Max	Maximum quantity of item that each business location can store.
Min	Minimum quantity of item that each business location can store.
Bin	The name of the storage location where the items are stored.
In Stock	The quantity of item available.

Figure 2-22: Item Details: Stock location.

Current Item Image: Here we can see the item picture and catalog description. To add or remove an image is not done here; it is done in the Picture Options form. We'll explore how to remove and add a picture later. Catalog description can be modified here, however. Remember to save always when updates have been made.

Figure 2-23: Item Details, Current Item Image.

Stock Information: This is a read-only display of the overall inventory quantity, amount held for delivery, etc. See the terminology table below for a clearer explanation of all these words.

Terminologies	Definitions
Stocked & Price	Shows how items are sold. By package, container, each, etc.
Available	Overall inventory amount in all departments and branches. Note: this would not indicate the quantity of item on hold for consumers.
Physical	Physically available for sale. Note: The quantity of item held for customer would not be applied to this section.
Held for Del.	Complete sum to be held for delivery.
On order	Pending supplier order.
Expected	Day when the on order shipment is supposed to arrive.
Packed	Shows how it is packed by vendor.
Committed	Displays the entire amount held for delivery, order, salesman, etc.
Last Sale	Last selling date on item.

Figure 2-24: Item Details: Stock Information.

Add and Remove an Item Image

• Add an item picture

1. Go to Picture Options Search
2. Click Add Picture
3. Select picture from your computer
4. Click open or choose.
5. Click Save Picture in Picture Options

• Remove an item picture

1. Go to Picture Options Search
2. Click Remove
3. Click Save Picture in Picture Options

700px

Figure 2-26: Process to add an image to item.

Order Information

In order information, user may search details regarding recent shipment, item update history, stock calculations, and order & supply levels. Let us discuss each section of the window.

Terminologies	Definitions
Remaining Stock	It may also be referred to as "OLD STOCK." In other terms, stock before last shipment.
PO/Purchase Order	A purchase order is a document submitted from the customer to the supplier to confirm a particular purchase of products.
Last Shipment	The latest goods from the supplier.

A short overview of the top section of the order information window is shown in Figure 2-27 below.

Figure 2-27: Order information

Recent Shipments: Users can view the amount that came in on the last and prior shipment, as well as the date and time of the shipment. Also, users can see the remaining stock amount.

Figure 2-28: Order information – Recent Shipment form

Item Options: There are many ways to get more control over products. This segment includes a list of choices. See the terminology table below to help grasp each choice and select wisely.

Terminologies	Definitions
Control Retail	The governments fixed price per item. Items are not permitted, by law, to exceed government rates.
Control Wholesale	The governments fixed price for wholesale products. Items are not permitted, by law, to exceed government rates.
Reducible	Inventory deduct in stock amount. For e.g., an oxiclean product may and can be taken out of stock which reduces quantity, whereas a freight charge cannot be taken out of stock in order to reduce quantity.
Random Measure	Use to incorporate quantity decimals for goods not determined by whole numbers. E.g. sugar, rice, etc.
BAHA Regulated	Requires license to import an item
Companion Items	Companion items are priced and sold individually, but mostly purchased together. For eg, a brand smartphone purchase, the case and screen protector may have different prices but purchased together.
Assembly Items	Assembly items are items that are sold together with one package price. This may be a bundled plan the company offers.
Discontinued	A discontinued product is no longer sold.

700px

Figure 2-29: Order information – Item Option Form

Item Update History: This segment displays the date and period of the last update to the item preceded by the user that made the update.

Figure 2-30: Order information – Item Update History

Stock Calculation: In stock calculation users can see supplier expense, Belize expense, previous cost, remaining cost, remaining stock, value and expiry date. For a better explanation of these fields, see the illustration below.

Figure 2-31: Order information – Stock Calculation

Order & supply levels: Within this segment, the user may adjust the maximum and minimum amount the current location can hold. And specify the status of the item, be it clearance, special order, open order etc.

Terminologies	Definitions
Minimum Supply	Minimum amount of item a location should hold.
Maximum Order	The maximum quantity a location should hold.
Turn Around	The period it takes to sell the entire item stock.
Lead Time	Time it takes to get the goods after ordering from the supplier.
Order Status	Specify the status of the item, be it clearance, special order, open order etc.
Order multiple	Minimum quantity to order from supplier.
Special Order	Normally, a special order is not sold in store, typically ordered by the company for a customer who requested it.

Figure 2-31: Order information – Order and supply levels

Packaging

GoneClear StoreFront's capacity to store the dimensions, weight and cube of a package is another aspect that makes it such reliable, unique POS software. If correctly implemented, this function can be very useful when making several deliveries to customers and/or ordering several supplier products since it will be easy to calculate how many different items of different measurements can fit in a truck.

Dimensions: Enter the length, width and height of the package and the cube will automatically calculate. Then enter the gross weight and net weight in the weight per unit in pounds form.

Remember to always save after any updates have been made

Figure 2-32: Packaging Size

Full Case/Unit Description and Quantity: Choose Storage & Price, Package Unit and enter quantity in one unit.

NOTE:These fields would have already been filled out when adding item to the inventory.

Other information: This segment indicates the date and time of the last item count.

Figure 2-33: Packaging- Full Case/Unit Description and Quantity and Other information:

Price/Cost

License rights users can access and change item prices in this window. In this chapter we will address the structure of the forms and not all their meaning. However, you will have links to the section that explains the significance of each field.

Figure 2-34: Price and Cost Window

General Pricing Info: Users can view or edit Belize Cost, Retail Price, Wholesale, Distributor and duty-free fields in the section.

NOTE: These fields are typically completed while adding item to inventory.

Figure 2-35: Price and Cost: General Pricing

Markup info: Markup generally refers to the amount added to the cost price to determine the selling price, in other words, the profit of the item. The markup percentage is calculated automatically when the Belize Cost and retail price is entered.

Figure 2-36: Price and Cost-Markup Info

Tariff and Codes: Here users may edit Tariff number, Exemption code, Tax Code, and commission code

Figure 2-37: Price and Cost: Tariff and Codes

Other Cost & Pricing Tool: This portion is a read-only display of duty free cost, Remaining Cost, and Target Price.

Sale&Discount info: Users can apply a special promotion price and period. This segment may add a discount limit or no discount to this special price.

Figure 2-38: Price and Cost: Other price and discount

Other value: This segment includes two sections Ending Value and Date Price Changed. The ending-value here applies to the end-of-month stock value. And Date Price Changed is essentially the price adjustment date, if any.

Figure 2-39: Price and Cost: Other Values

Assembly and Companion

Goneclear StoreFront's simple-to-use features, assembly and companion provide an easy opportunity for package deals and help sell men upsell an item.

Assembly

As mentioned earlier in this guide Assembly items are items that are sold together with one package price. This may be a bundled plan the company offers. Let's have a look at how to set up an Assembly.

Create Assembly for an item.

1. Go to Order info window
2. Check the box “Assembly Item” under item option
3. Go to Assembly Window
4. Click New Code button
5. Type in the stock number you want to add as an assembly to current item and push enter on your keyboard
6. Click Save

Remove an Assembly

1. Go to Order info window
2. Uncheck the box “Assembly Item” under item option
3. Go to Assembly Window
4. Click on the item you want to remove
5. Uncheck “Include” box
6. Click Save

Companion

Companion items are priced and sold individually, but mostly purchased together. For eg, a brand smartphone purchase, the case and screen protector may have different prices but purchased together.

Create Companion for an item.

1. Go to Order info window
2. Check the box “Companion Item” under item option
3. Go to companion Window
4. Click New Code button
5. Type in the stock number you want to add as a companion to current item and push enter on your keyboard
6. Click Save

Remove an Companion

1. Go to Order info window
2. Uncheck the box “Companion Item” under item option
3. Go to companion Window
4. Click on the item you want to remove
5. Uncheck “Include” box
6. Click Save

Changes

Click on “view changes” in the Inventory option to see changes to item. The changes window will automatically open.

Below is an example of the view change table

Figure 2-41: Changes

Serial Numbers Window

Users can access and check all serial numbers for the current item if any.

700px

Figure 2-42: Serial Numbers window

"UPC window in Inventory Data

Another valuable tool in the GoneClear StoreFront is our UPC function. Many different UPC codes may be applied to one stock number. This is quite useful if the identical item has different UPCs for each item. For Example, if the business purchased 2 box of the same item and both package have different UPCs. The user would not need to add an extra stock number, but may add both under one stock number. This minimizes the chance of overloading the program with excessive stock numbers.

Terminologies	Definitions
UPC	A UPC, short for universal product code, is a type of code printed on retail product packaging to help identify an item. It consists of two parts — the machine-readable barcode, a sequence of unique black bars, and the unique 12-digit number beneath.

Figure 2-43: UPC window

UPC Utilities Ribbon

The UPC Utilities Ribbon provides a broad range of options for users utilizing UPCs. Depending on the licensed user, users can scan a UPC code to verify retail price, confirm UPC, display the company purchasing price of the scanned item, take stock and do quick transfer (This transfer method is typically used to quickly correct the stock). Users can also scan orders and shipments here.

Below is a UPC Utility Startup window that opens after clicking UPC Utilities Ribbon.

Figure 2-43: UPC Utility Startup Window

UPC Utilities Ribbon- Price Check

See the first button, "Price Check." Price check is very straightforward, enabling users to scan UPC code and see item selling price.
After selecting any of these buttons, a new window labeled UPC Control would open. Depending on the selected button, choices differ.
Below is a view of PRICE CHECK operation mode in the UPC Control window

Figure 2-44: UPC Utility Startup – price check

UPC control window first section displays item name and description. Users may print item labels in various formats in this section; moreover, price adjustment can be made here. Below is a display of item details in UPC Control window first section.

Figure 2-45: UPC Utility Startup – price check first section

As stated earlier, the printing option gives a range of choices to print an item label. Below is an example of the first option, Product label.

Figure 2-45: Figure 2-45: UPC Utility Startup – price check, Print item labels

To adjust the retail price easily, simply click the three-dot box at the top right corner. This will open the "Adjust Retail Price" window.

Figure 2-46: UPC Utility Startup – price check, Adjust Retail Price.

As stated earlier, the UPC control window has many tabs, and these tabs are available based on the user's operating mode. In this situation, we're looking at Price Check mode, which gives access to only 3 tabs; scan, packed and bin.
The scan tab in the Price Check Operation mode displays the item brand, Supplier, Price including Tax, Package Unit, Stock Amount, Bin Number and Picture

Figure 2-47: UPC Utility Startup – price check, Scan Tab.

The packed tab displays the item dimensions ,weight, and expiration date. These are all fields that can be edited. See section 2.2.7 Packaging x to better understand their function.

Figure 2-48: UPC Utility Startup – price check, Packed Tab.

The Bin tab displays the number of the item in stock and the current and previous Bin. It also allows users to update Bin.
To update the Bin simple enter the current Bin and select update button. When the update completes, the previous Bin is added to "Bin 2."
"Bin 2" is where the item was previously kept

Figure 2-49: UPC Utility Startup – price check, Bin Tab.

UPC Utilities Ribbon- UPC Validation

Since we now have a clear understanding of the Price Check and UPC Control window, let 's look at another button; UPC Validation. You may notice that more tabs are accessible under the UPC Control Window, assign tab, and update tab.

Assign Tab: under this tab, users may add a new UPC number to an item, or swap an existing UPC code to another item. This tab also enables the user to add a new item to the inventory.

Assign new UPC Number to Item:

1. Scan the UPC number or enter the UPC number manually.
2. Click the button Scan. (System immediately brings you to Assign tab)
3. Enter stock number to assign UPC number
4. Select the search button (The search window will open)
5. Double click on the item in the search window (Search window would close automatically)
6. Click the assign button
7. Click OK on the "Assign UPC" pop-up message

Figure 2-50: UPC Utility Startup – Process of assigning New UPC number to an item.

Reassign UPC to different Stock Number:

1. Scan the UPC number or enter the UPC number manually.
2. Click the button Scan.
3. Go to Assign Tab
4. Enter stock number to assign UPC number
5. Select the search button (The search window will open)
6. Double click on the item in the search window (Search window would close automatically)
7. Click the assign button
8. Click OK on the "Assign UPC" pop-up message
9. Click OK on the "Reassign" pop-up message

To add a new stock number using the assign tab, simply insert the stock number and click "New stock number" button and complete the "new inventory creation" form. See section 2.2.3 Adding a New Item to Inventory. to help fill this form accurately.

Update Tab: Update tab allows users to update current item brand and package unit.

Figure 2-51: UPC Utility Startup – UPC Validation, Update Tab

Utilities Ribbon- Purchasing

The purchase operation essentially allows users to see the purchase costs for the item and the amount of the last shipment. This form is now visible on Scan tab. Note when in any other mode this form is not visible. However, the form becomes visible in purchase operation

Figure 2-52: UPC Utility Startup – Purchase

UPC Utilities Ribbon- Stock Take

Stock take is done in a business to record the stock amount in the company. GoneClear StoreFont stock-take function is simple to understand and adjust if necessary. The 'count' tab can be viewed under the 'stock take' operation mode. The count tab displays the last count date, the sum on stock at the current location of the user, and the total number of items in the company. Let's take a look at how to confirm and adjust the stock.

Adjust Stock

1. Enter correct stock quantity
2. Click on the button "Adjust Stock"
3. Click YES on the pop-up message

Figure 2-51: UPC Utility Startup – UPC Validation, Update Tab

Confirm Stock:if no adjustment is required, then users simply confirm the stock to document the count date.

1. Click on the button “Confirm Count"
2. Click YES on the pop-up message

UPC Utilities Ribbon- Transfer

This section is not designed for large transfers. It is generally used to adjust stocks between locations quickly. For example, if the system records 25 oxiclean in warehouse 1 but only 24 are physically in warehouse 1 and the missing 1 is located in warehouse 2. Users can easily transfer 1 from warehouse 1 to warehouse 2 quickly. That'd balance the stock. See the illustration below.

Transfer from one location to another

1. Select the destination for the items to be transferred.
2. Select where the products come from.
3. After both locations have been set, click the "transfer" button. (UPC Control window will open)
4. Scan the UPC number or enter the UPC number manually.
5. Click the button Scan.
6. Under the transfer tab, enter the amount you wish to transfer.
7. Click transfer button.
8. Click YES on the pop-up message

Figure 2-54: UPC Utility Startup – Transfer

Reports Ribbon

GoneClear StoreFront offers the resources and monitoring features you need to handle the company's financing efficiently and according to Generally Accepted Accounting Principles (GAAP).

The main incentive to use Report Ribbon is the opportunity to run reports to evaluate your departments for profitability and performance. Multiple reports are available:

• Stock Analysis
• FIFO Report
• Average Costing
• Promotional Analysis
• Assembly Items Report
• Proforma Activity
• Stock Adjustment
• Inventory custom Reporting tool
• Annual Reports
• Weekly Trends
• Location Sales
• In Bond Stock

Stock Analysis

Stock Analysis allows users to monitor stock sales and costs over a selected period. This option also enables you to view which products are sold more steadily than others.

See the terminology table below for an understanding of the Stock Analysis table layout.

Terminologies	Definitions
Quantity Stock Beginning	Number of stock at the beginning of the period selected.
Value Beginning	Value Beginning refers to the company's total expense for the item at the beginning of the period selected. Formula: Quantity Stock Beginning x Belize Cost = Value Beginning
SaleValue Beginning	The amount of revenue the company would make if all items were sold at the beginning of the selected period. Formula: Quantity Stock Beginning x Retail Price without GST = Salevalue Beginning
Quantity Received	The amount of stocks received, if any, at the end of the selected period.
Value Received	Value Received refers to the company's total expense for the item at the ending of the period selected. Formula: Quantity Received x Belize Cost = Value Received
Quantity Sold	Amount of stock sold.
Total Sale	The company's revenue from Quantity Sold Formula: Quanity Sold x Retail Price without GST = Total Sale
Total Cost	The company's total expense form Quantity Sold Formula: Quantity Sold x Belize Cost = Total cost
Ending Stock	This is the number of stock remaining after all transactions at the end of the selected period.
Ending Value	Ending Value refers to the company's total expense for the item at the ending of the period selected. Formula: Ending Stock x Belize Cost = Total cost = Ending Value
SaleValue Ending	The amount of revenue the company would make if all items were sold at the end of the selected period. Formula: Ending Stock x Retail Price without GST = SaleValue Ending
Stock Now	The quantity of item currently in stock.
Replacement Cost	Gross Profit display made in dollars for the selected period. Formula: Total Sale – Total Cost = GP$
GP%	Gross Profit display made in percentage for the selected period. Formula: GP$/Total Sale x 100 = GP%
%Dept Sales	Percentage of sale by department.

Navigate to the Inventory tab / Report button and choose "Stock Analysis" from the drop down. To access the table for stock analysis, enter a start and end date. If you wish, search by department, supplier, and or catalog number. Before clicking on the button “Apply”, choose whether you want to view moved items during selected period or items not moved. The default is set to items moved during selected period.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-55: Report – Stock Analysis.

Assembly Item Report

Earlier in this chapter, we discussed what assembly is and how an item is assembled. We will now discuss how to display a list of all assembly items. Navigate to the Inventory tab / Report button and choose "Assembly Items Report" from the drop down.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-56: Report – Assembly Item Report.

Companion Items Report

Similar to Assembly Item Report, the companion item report displays a list of all items under companion. Navigate to the Inventory tab / Report button and choose "Companion Item" from the drop down

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-57: Report – Companion Item

Stock Adjustment

Under UPC Utilities Ribbon, we spoke about stock take; adjust stock and confirm count. This section gives a report on who made the adjustment or count, and when. This report would reflect the quantity short or over after the adjustment has been made.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-58: Report – Stock Adjustment

Inventory Custom Reposting Tool

In section 2.2.2, we discuss how to search for an item. Inventory Custom Reposting Tool another method of searching an item. However, the previous method limited users to a number of search results, with this Inventory Custom Reposting Tool users have a wider range of search results, and it hardly restricts users to search results. The various search results are-companion item, updated, and UPC to name a few. Select column chooser for more column choices.

NOTE: Double-clicking the item opens the inventory data window for the item selected

Figure 2-59: Report – Inventory Custom Reposting Tool

Purchase History Report

The purchase history segment enables users to view four quarters of the selected history from the beginning period. Simply select a starting date and the system will automatically split it into four quarters.

Display Purchase History Process

Navigate to the Inventory tab / Report button, hover over “Annual Reports” and choose “Purchase History”.

1. Select a Period Beginning (System will automatically split it into four quarters.)
2. Choose a scope from the drop down menu. (Summary or Detail)
3. Choose a group from the drop down menu. (Supplier, Department or Category)
4. Click Apply

Figure 2-60: Report – Purchase History

Summary Scope displays a total of "purchase history," showing overall amount depending on the selected group, supplier or department.

Detail Scope displays a detailed "purchase history" report, listing items, quantity, department, etc.

See the example for both reports below. (This report may be printed if the user wishes to print.)

Figure 2-61: Report – Purchase History (Summary and detail)

12 Month Sales Report

Within each year, users can generate sale reports for 12 months. Report may be displayed in two methods, Summarize Group and Product detail. Let's look at each of them.

Summarize Group: Display of department or supplier sales, cost, and profit, based on the user's choice.

Summarize Group Process:

Navigate to the Inventory tab / Report button, hover over “Annual Reports” and choose “12 Month Sales Report”.

1. Select a year from the drop-down menu.
2. Select the starting month and end month. (Default is from January to December)
3. Select a location from the drop down menu.
4. Select group from the drop down menu.
5. Click display

Figure 2-62: Report – 12 Month Sales Report, Summarize Group.

Product detail: Shows a detailed report on "Sales". Depending on how it is filtered, users can view item name, stock number, department, sales, cost and gross profit for each month.

Figure 2-63: Report – 12 Month Sales Report, Product Detail.

12 Month Purchases Report

Within each year, users can generate purchase reports for 12 months.

Figure 2-63: Report – 12 Month Sales Report, Product Detail.

3 Period Comparison W/GP

This section enables users to view revenue for 3 selected periods to compare revenues. Based on user option, the table may be sorted by location, department summarization, category summarization or details.

Terminology	Definition
Period 1	The first period of revenue comparison. Cannot surpass Period 2 and Period 3.
Period 2	The second period of revenue comparison. Cannot surpass Period 3 or less than Period 1.
Period 3	The Third period of revenue comparison. Cannot be less than Period 1 and Period 2.
Summarize Department	This allows users to view reports by department in a summary format.
Summarize Category	This allows users to view reports by category in a summary format.
Detail	This allows users to display reports in full detail for each selected period. Note that this can be sorted by department.
Show Cost and GP	Allows the user to include the cost of items and gross profit in the report.
Show more Detail	Allows users to customize column with "column chooser."

3 Period Comparison W/GP display

Navigate to the Inventory tab / Report button, hover over “Annual Reports” and choose “3 Period Comparison W/GP”.

1. Choose period 1
2. Choose period 2
3. Choose Period 3
4. Choose either to “Summarize departments”, “summarize category” or “detail” from the radio buttons.
5. Choose location from the drop down menu (Click the “All location" box to see all locations.)
6. Click “generate report” button.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-66: Report – 3 Period Comparison W/GP

Stock Value

GoneClear Shop front offers users a function to see the value of the items for the selected date. This is shown according to department or item details.

Department: Displays a stock value list per department.

Item Details: Display the amount of the item in stock and its location, the Belize Cost, the dollar value, the value of the distributor, the supplier and the bin.

Dollar value: This is the value of the entire stock including shipment and handling.

Method for displaying "Stock Value" by department.

Navigate to the Inventory tab / Report button, hover over “Annual Reports” and choose “Stock Value”.

1. Choose the date you want the stock value to display.
2. Choose location from the drop down menu (Click the “All location" box to see all locations.)
3. Click Display

                              ????? TABLE WILL NEED TO CHANGE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-67: Report – Stock Value, Department

Method for displaying "Stock Value" by Item Detail.

1. Choose the date you want the stock value to display.
2. Choose location from the drop down menu (Click the “All location" box to see all locations.)
3. Click Display
4. Click Item Detail

                              ????? TABLE WILL NEED TO CHANGE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-67:Figure 2-67: Report – Stock Value, Item Detail

UPC List

As mentioned earlier, many different UPC codes can be applied to one stock number. Another valuable tool GoneClear Store front offers is the "UPC List" that allows users to view all UPCs for each item.

Using the UPC list tool is quite straightforward; simply input stock number, category, description, department or supplier.

UPC List Process:

Navigate to the Inventory tab / Report button and choose "UPC List" from the drop down.

1. Enter either stock number, category, description, department or supplier. (We searched by department in this example.)
2. Hit f2 on your keyboard or click "search." (Check "show photo" and "show discontinued" if you want these included.)

This will display a list of items with all their UPCs.

Figure 2-68: Report – UPC LIST

Weekly Trends

Another useful GoneClear Storefont method is our weekly trends report. Weekly trends report is just that, it provides a weekly trend report. This may be searched by category or department.

Process to display weekly trends

Navigate to the Inventory tab / Report button and choose "Weekly Trends" from the drop down.

1. Choose an ending week date
2. Select a department or category
3. Click Apply

NOTE: Pink color code is item fast moving, and green is new items. Pay attention to the table's colors.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-69: Report – Weekly Trends

Location Sales

Location Sales is a powerful method to track revenue by relevant location as it allows users select a particular location to display location sales. In this quest, users are able to filter by department to monitor the income of each department at that location.

Process to view Sales for location

Navigate to the Inventory tab / Report button and choose "Location Sales" from the drop down.

1. Choose a date to see the revenue figures of the location.
2. To see Salesman, check the box "Person Group Sales".
3. Select Apply

NOTE: Select “Export to Excel” for excel file or Select “Print” to print report.

                              ????? AND INFO TABLE HERE WHEN MS PATT ADD MORE INFO IN SYSTEM???

Figure 2-70: Report – Location Sales

In Bond Stock

Brokerage Utilities

For any company that imports freight, a customs broker is strongly recommended, as there are regulations and clearance specifications that can become rather tedious. A custom broker would save the owner a lot of work and time. However, during the process, you may want to view this custom entry. For this reason, our team provides you with a means of displaying custom entry at your desk utilizing our GoneClear StoreFront POS System. This function not only allows you to view but also to make adjustments to prevent a lengthy wait for the customs broker to finalize the procedure since changes to the price of the product are allowed before the broker completes the process. When the broker completes his entry, he will provide you with the final price list, the Cost Sheet. More regarding the cost sheet is mentioned later in this guide.

NOTE: This option is only accessible to customers who purchased our brokerage program.

Terminologies	Definitions
Custom Broker	Customs brokers are private individuals, partnerships, organizations or businesses that are authorised, regulated and empowered by the Country. Customs and border protection (CBP) assists importers and exporters in complying with Government import and export requirements.
Custom Entry	A Customs entry is an official statement of specific information regarding your imported merchandise. If you're working with a Customs broker as the importer, they'll typically fill this out for you. The Customs entry form lists information like: Country of origin. Description of the goods.
Electronic Invoice	Electronic invoicing (e-Invoicing) is the transfer of the invoice paper between the supplier and the buyer in an integrated electronic format.
Cost Sheet	A cost sheet is a statement displaying the different components of total cost for a product, showing previous information for comparison. This will be provided to you by your broker when the procedure is complete.
Retail Pricing Sheet	This is a worksheet listing retail prices. Users with rights can adjust retail price while broker is preparing custom entry.
Incoming Shipment	Goods ordered from supplier.

Here is an overview of how this process operates.

Figure : Process of Brokerage entry to POS

Preview Custom Entry/Create Pricing WorkSheet

As described above, users may display Electronic Invoice immediately after broker imports into brokerage software utilizing the "Preview Custom Entry" feature.

Process to Preview custom Entry and Create Pricing Worksheet

Navigate to the Inventory tab / Brokerage Utilities button and choose "Preview Custom Entry in Process/Create Pricing Sheet" from the drop down.

1. Enter the entry number (This number is generated in the Goneclear Brokerage Program)
2. Click "display"
3. From drop down, select "Create New Retail Worksheet"
4. Click OK on the "Current Retail will be saved with this worksheet" pop-up message

Figure ???: Brokerage Utilities-Preview Custom Entry in Process/Create Pricing Sheet

Open Existing Pricing Worksheet

After creating a new retail sheet, the Preview Entry window closes. In this section we will go through the process of updating this new retail sheet and making appropriate adjustments.

Process to “Open Existing Pricing Worksheet”

To access this worksheet or any other current worksheet, go to the Inventory tab/Brokerage Utilities button and select "Open existing pricing worksheet" from the drop down.

1. Hover over "Select Retail Worksheet"
2. Select the worksheet corresponding to the entry number on the drop-down panel.
3. Select display

Figure ???: Open Existing Pricing Worksheet

Understanding "Existing Pricing Worksheet" and how it works.

Terminologies	Definitions
Current US$
US$ Unit Cost
Invoice Total
Shipment Cost BZ$
BZ Cost
Current BZ Cost
Mark Up
Current Retail
W/GST
New Mark Up
Off Margin
New Retail
New GST
ID Rate
Duty
RRD Rate
Duty Rev
Ex Rate
Excise
ET Rate
ET
GST Rate
GST
Supplier
Company
Value CIF
Freight
Landing Cost
Add Chg
Wholesale
Vessel
Ref#
Loss Rate
Importer
Completed

Customs/Electronic File Transfers

In the previous chapter, we discussed custom entries and the function to view and make adjustments to them while in the brokerage process. Now we'll look at how to transfer the broker's final pricing list, called a cost sheet, to the GoneClear StoreFront POS system utilizing the "Custom/Electronic File Transfers" feature. "Custom/Electronic File Transfers" is a valuable function eliminating the long, tedious process of manually transferring cost sheets. This functionality transfers TXT and Excel data.

Figure ???: Customs/Electronic File Transfers

Import Cost Sheets

Import new TXT files Cost Sheet to GoneClear Storefront POS system

Navigate to the Inventory tab and click Customs/Electronic File Transfers.

1. Hover over the Locate Entries panel
2. Select the button New Entry (Import File window will open)
3. Choose GoneClear Customs Entry from the option drop-down menu.
4. Click the three dots icon under the file location. (File explorer window will open immediately after clicking the three dots button)
5. Locate TXT file in the file explorer
6. Select TXT-file.
7. Click Open on the bottom right corner.
8. On the Import File Window, select Import. (Entry header window will open)
9. Complete the necessary details in the entry header and click OK.
10. On the Import successful pop-up message window, click the OK button.
11. Hover over the Locate Entries panel and double click on the entry from the list.

Figure ???: Import new TXT files Cost Sheet to GoneClear Storefront POS system

Import new EXCEL files Cost Sheet to GoneClear Storefront POS system

Navigate to the Inventory tab and click Customs/Electronic File Transfers.

1. Hover over the Locate Entries panel
2. Select the button New Entry (Import File window will open)
3. Choose Excel Cost Sheet Version 1 or Excel Cost Sheet Version 2 from the option drop-down menu.
4. Click the three dots icon under the file location. (File explorer window will open immediately after clicking the three dots button)
5. Locate Excel File in the file explorer
6. Select Excel File.
7. Click Open on the bottom right corner.
TO BE CONTINUED>>>

Import Customs Entry window

Following the "import cost sheet" procedures, the list of products would appear in the "Import Customs Entry" window. This window allows users to make changes to stock numbers, make changes to category and department, display inventory, repack the item and fragment this list before sending to incoming shipment.

NOTE:All stock numbers unrecognized by the system would have "invalid" next to them. The reason for this is because it's probably a few numbers incorrect with the stock number entered, or it's a new item. To fix this, users must correct or update the stock number.

Button/Field	Function
Use Our Stock #	This field allows users to use existing stock number from inventory. This feature can be very useful especially for stock numbers that were entered wrong on the cost sheet by the broker.
PO Number
Save	Save button saves any changes made to the item.
Inventory	Opens selected item inventory details.
Fragment	Fragment allows users to separate quantity and value. For example, you might buy a set of pans from your supplier, but your company sells them separately. The fragment function lets you separate and add value to the item. The incoming shipment will also allow you to do this in greater depth. We'll discuss this later in the guide.
Repack	This feature allows the user to adjust the quantity and stock value. For example, the supplier can sell a product per case, but the company sells it each. Use this useful tool to display items for each and its price. Enter the number of quantities in one package then the system calculates the cost automatically.
Update Inventory	This functionality automatically adds the new stock number. Before clicking "Update Inventory," users need to update department and category.
Send to Incoming	After the cost sheet update is complete, the next process is to send your entry to incoming shipments. This feature sends data to the incoming shipment automatically.
Exit	To close the “Import Customs Entry” window.

Process to add existing stock number to an item

1. Select the item
2. Enter the stock number in the "Use our Stock #" field
3. Select save

Figure ???: Add existing stock number to an item.

Process to update stock number for new item

1. Select the item
2. Change department and category
3. Select Update Inventory

Figure ???: Update stock number in cost sheet

Process to Repack item in cost sheet

1. Select the item
2. Select "Repack" (A repack window will open)
3. Enter the quantity of one case in the repack window (This will automatically calculate the cost for each)
4. Select ok

Figure ???: Repack in cost sheet

Process to Fragment item in cost sheet

1. Select the item
2. Select "Fragment" (A fragment window will open)
3. Enter the quantity to split
4. Enter the FOB Value (Freight On Board)
5. Select ok (This will automatically break it up and make another line)

Figure ???: Fragment in cost sheet

NOTE: After correcting all invalid numbers and making necessary adjustments, click on "Send to Incoming" to start the next step.

Sales

Accounts

Purchase Orders

Logistics

System Defaults

Gallery Page