News

Recently we have had a number of customers enquire about the loyalty points system built into Readysell. This system allows your customers to accumulate loyalty points as they spend with you and then redeem these points at a later time as a form of tender.

To help increase awareness and adoption of this feature we have created some documentation that covers how to set up and use the loyalty points system. You can find the document in the Downloads Section of our web site.

Readysell Mobile is Readysell’s software for Windows CE based mobile barcode scanning units for use in warehouse situations. We have recently added a new feature to this software – Stock Put Away.

Stock Put Away is a process that can take place after receipting goods. It allows you to scan each received item and then validate it is taken to the correct warehouse location. This feature can be used to reduce errors occurring when new stock is received.

You can find out more about this feature by reviewing the updated ReadysellMobile User Guide in the Downloads Section of our web site.

Readysell has been supporting integrated EFTPOS via the PC-EFTPOS software for a number of years. But did you know that you can now submit these EFTPOS transactions to your bank via your existing Internet connection? This new techology is called the “IP Communications Gateway” and it removes the requirement for having a special modem and an extra phone line for your EFTPOS devices.

For our customers who have moved to this technology, we have a document available in the Downloads section of our web site called “PC-EFTPOS IP Communications Gateway Installation Guide” that outlines the steps required to set up your integrated EFTPOS with the IP Communications Gateway. If you would like more information about the IP Communications Gateway, please drop an email to support@readysell.com.au.

Readysell offers integrated EFTPOS as a way to decrease mistakes and increase efficiency when processing EFTPOS transactions at the Point of Sale. But did you know that you can also use the Integrated terminals for MOTO (Mail Order and Telephone Order) transactions?

A MOTO transaction allows you to accept an EFTPOS payment without using the physical card. We now have a document available in the Downloads section of our web site called “Manual Card Entry for Integrated EFTPOS” that outlines the steps required to process MOTO transactions on your integrated devices.

Please Note: This procedure only applies to customers with integrated EFTPOS units.

As a follow-up to last week’s refresher on Once-a-Month Invoicing, we now have a document covering the customer order process available in the Downloads Section of our web site. We look forward to your feedback on the document and hope it assists in training your staff to use the Once-a-Month invoicing process.

The following new Readysell Reports are now available.

These can be found in the “Readysell Report Wizard” accessible from the Main Menu of your Readysell program.

For those who are not using or not familiar with the feature, here is a quick refresher course on Once-a-Month Invoicing.

SALSTK, SALMTH and SALONE Rules

1. ‘One Invoice per customer order’ flag – this flag can be controlled in two ways.  There is a system reference and if this is turned on, then once the customer order no is complete (i.e. no back orders) a SALONE will automatically be generated (the order numbers given by the customer must be unique for each order). If the system reference is off, then a process needs to be run to generate the SALONE. The manual process can be run either at end of month or anytime if the customer order no is monitored. There is also a button within sales, where by this process can also be run manually.
2. Within this feature for SALONE (once invoice per customer order) there is the option to override what is on backorder and process the SALSTK that have been completed.  Leave this up to your discretion.
3. ‘Once Invoice per month’ – If this flag is on (this is on the customer only), a SALMTH is generated whenever you run the process usually not till end of month.
4. SALSTK transactions represent delivery dockets accompanying goods that are being delivered to customers. They reduce stock on hand but do not go to trade debtors until the end of month that is SALONE and SALONE.
5. SALONE and SALMTH are an accumulative of SALSTK and post to the trade debtors GL account once the process is run.

General Ledger Effect on SALSTK, SALONE and SALMTH

SALSTK: See break up below (ignore figures it’s a test run)

SALMTH and SALONE: See break up below (ignore figures it’s a test run). Both have the same dissection GL affect.

Setting up Once-a-Month Invoicing

Below in point form is the steps that need to be followed:

1. Set up Delivery Docket Layout (to be done by Readysell)
2. Assign layout to the registers (Readysell to do)
3. Set Up General Ledger Account and System Reference (Readysell to do)
4. For each customer that you wish to have ‘One Invoice Per Month’ or ‘One Invoice Per Customer Order’ the flag needs to be turned on.  (To be done by the Client).  Only 1 flag can be assigned to each customer account not both.  See screen print below, on the 2 General Tab in Changing a Customer.
   
5. At the end of each month a Manual process is run to generate the ‘One Invoice per Month’
6. If you have the customers set to ‘One Invoice Per customer order’ you have a choice to allow the system to generate the Invoice once the customer order reference number is completed or you can run a manual process at the end of the month. A System reference controls this.  The client needs to let Readysell know which way they would like to control One Invoice Per Customer Order.

How it Works

When selling to a customer that has one of the above flags on, a ‘SALSTK’ transaction Code is generated and the goods go out and are printed on a Delivery Docket.

At the end of the month, a process is run (once again depends on which flag is turned on for the customer) and a SALMTH transaction code is generated which is an accumulative of all the Salstks for the customer for the month.

The customer pays on the SALMTH not the SALSTK.

What Next?

If you are ready to commence with either ‘Once Invoice Per customer order’ or ‘Once invoice per month’ you need to let Readysell know so that the above first 3 steps can be set up before you start flagging the customer file. Also Readysell will explain/and train you on the difference between ‘One Invoice Per Month’ and ‘One Invoice Per Customer Order’ and how they work.

NOTE WELL: PLEASE DO NOT TAKE THE FLAG OFF FOR ‘ONCE A MONTH INVOICE’ IN THE MIDDLE OF A MONTH. IF YOU WISH TO CHANGE THE STATUS OF THE CUSTOMER PLEASE MAKE SURE THAT YOU DO SO AFTER YOU RUN THE PROCESS TO UPDATE THE SALSTK TO ONE INVOICE SALMTH.

Below is a brief point-form summary of what needs to be done in to run a full stocktake for an entire store.

1. Run stock on hand report before you commence stocktake, log onto Readysell, select report wizard, type = management, description = stock on hand report; highlight it and click on run highlighted report, close query.
2. Start Stocktakes, Log onto Readysell, Select Product Transactions,Close Stock Adjustments, Click on ‘Stocktakes’ icon top task bar.
3. Run “Flag Products as not counted” on Tab 4 Modify, Exit = NO, Exit = NO, Exit = NO, close query.
4. Add each stocktakes as follows:
   • Click on Insert
   • Ensure that the check overwrite flag check box is not TICKED
   • Enter or scan in product and input quantity
   • Click OK when all products entered
   • Highlight stock and click on tab 3 print, print stocktake variances for one stocktake before stocktake applied
   • Check variance report if you need to change any quantities then do so on each stocktakes
   • Repeat step 4 until all stocktakes entered
5. Backup entire database before u apply any stocktakes (MUST ring Readysell)
6. Apply stocktakes
   • Click on Tab 3 print”Print Stocktake variance for stocktakes by date range applied after stocktakes applied or print stocktake variances for all stocktakes by date posted after applied” ensure to archive and print either one
7. Create empty Stocktake
   • Click on Insert
   • Ensure that the check overwrite flag check box is NOT TICKED
   • Click on tab 4 modify and select “Add all non counted products to this stocktake as zero on hand”, close query
   • Check it and then apply it
8. Run another stock on hand report after applying and check products/qtyonhand (step 1).
9. Adjustment stock takes after applying all stocktakes- click on insert a stocktake and enter products and quantities.
10. Turn overwrite flag ON.
11. Print Variance report before applying.
12. Apply Stocktake.
13. Print Variance after applying/archive.
14. 14. Run another stock on hand and check products/qtyonhand.

Using Data Capture Unit – Cipher Lab

1. From your desktop double click on Icon ‘8000 Cradel Shortcut’.
2. Put scanner into cradle and select option 2 upload.
3. Press any key to continue on command prompt.
4. Click on Yes to download question.
5. Print report.
6. Press any key to continue on command prompt on ‘import pde transaction’.
7. High – CIPHER LAB – CIPHER STOCKTAKE -DOULBE CLICK TO OPEN.
8. Leave the Prefix and Suffix Box un-flagged and make sure they are CLEAR.
9. Leave all other boxes as default settings all unchecked.
10. Click on OK to continue.
11. Click on OK again to accept stocktake number.
12. Print report that appears.

Using Data Logic Unit

1. Double click Readysell Mobile.
2. Click on Stocktakes.
3. Click on New Stocktake.
4. Commence scanning products into the unit.
5. Once finished scanning a location.
6. Click on OK to accept.
7. Stocktake created = click OK.

Manual stocktake within Readysell not using any mobile units

1. Log onto Readysell.
2. Select Product Transactions.
3. Close out of Stock Adjustments.
4. Click on ‘Stocktakes’ icon top task bar.
5. Print stocktake work sheet.
6. Physically start count stock and entering on worksheet.
7. If it is for an entire store, remember the correct steps.
8. Firstly “Flag Products as not counted”.
9. Click on “Insert”   to insert Stocktake.
10. Make sure you are in Add Mode (take overwrite tick OFF).
11. Once all entries have been entered into Readysell.
12. Print all variance reports before applying stocktake option.
13. Check all negatives and discrepancies which may be on the stock take report.
14. Do a backup (ring Readysell for backup).
15. Apply your stock takes.
16. Insert another stocktake for only for <Add all non counted products as to this stock take as zero on hand> only for entire store stock take, and print the variance report for this stock take.
17. Check your flags one more time.
18. Apply that Stocktake.
19. If applying by Location, steps are different.
20. Override or add mode depending on if product exists once.
21. Do not run “add all non counted products to this stock take as zero on hand” for a single stock location as it will set the stock not counted at every other location as zero.
22. Print Variance Report and make changes if need be.
23. Check flags once again.
24. Do a backup.
25. Apply your stock take.

If Stocktake is by Location (or an adjustment stocktake)

1. If running by location steps are different.
2. Flag all products as not counted.
3. Override or add mode depending on if product exists once.
4. DO NOT RUN ‘ADD ALL NON COUNTED PRODUCTS TO THIS STOCKTAKE AS ZERO ON HAND” for a single stock location as it will set the stock not counted at every other location as Zero.

Below is a brief point-form summary of what needs to be done in respect to the End of Financial Year.

IMPORTANT: Please make sure that a End Of Financial Year Backup is done and Removed from your Current Backup set and KEPT

SITES THAT ARE NOT RUNNING READYSELL GENERAL LEDGER

Please follow steps below:

1. Set up a folder on the main drive on the server and call it something like ‘EOYJune2011’ and archive all relevant reports into there.
2. If you are doing a stock take please ensure that you have printed and archived a stock on hand report BOTH BEFORE AND AFTER THE STOCKTAKES.
3. Ensure that you have printed and archived The Stocktake Variance reports
4. Ensure all data for the last day in June is completed and dated and entered correctly into Readysell.
5. At end of Trade on the 30/6/2011 Run a Stock On Hand Report, Print it as well as ARCHIVE it into a safe folder on your hard drive.
6. Print out whatever other relevant reports that you may require in respect to sales, stock on hand, etc.
7. You may not run your debtors or creditors end of month as yet as you are probably waiting to download your bank statement early the next morning as you will have direct deposits and electronic transfers and miscellaneous transactions dated up to 30/6/2011.
8. If this is the case, then the next step would be at end of trade on the 30/6/2011 please ensure that a number of BACKUPS are done.
9. Firstly the normal backup then another backup and keep it off site as well as label it.
10. If you require the data to be backed up into a separate database as well please contact Readysell.
11. Early the next morning on the 1/7/2011 no transactions in sales or purchasing should be backdated into June 2011.
12. Unless of course if your company policy for Suppliers is different and you allow the first week of the next month for supplier invoicing.
13. Bear in mind if you are receipting supplier invoices re stock on hand, the stock on hand figures on the stock on hand report that was run 30/6/2011 will not change due to the back dating.
14. Down load your bank statement and enter all deposits and payments and misc entries that have not yet been entered into Readysell for June and date them the DATE (JUNE) as per your statement.
15. These can be backdated as you have not yet run your Debtors Trial Balance or Statements.
16. Allocate the payments then run through your normal End of Debtors process.
17. Remember to archive debtors trial balance and debtors statements and transaction listing.
18. Make sure you do you last Bank Reconciliation dating it month ending 30/6/2011.
19. Please ensure with Bank Reconciliations that you do not present any forward dated transactions into the end of financial year bank reconciliation.
20. Print out your both Bank Reconciliation Reports and attached them to the bank statement.
21. Any customer payments that are received on the 1st July 2011 can be entered but please DO NOT ALLOCATE THEM until the trial balance and statements have been run for JUNE 2011.
22. As for suppliers if you do not cut off exactly on the 30th June 2011, then please ensure you DO NOT RUN A CHEQUE RUN for July until you have finalised June and run and archived your Supplier Trial Balance. If you do need to pay suppliers in July, then don’t do a cheque run whereby allocation is automatic, enter the payments as manual SUPPAY and date them July BUT DO NOT ALLOCATE THEM IF YOU HAVE NOT CLOSED OFF SUPPLIERS FOR JUNE.

SITE THAT ARE RUNNING CASHBOOK AND GENERAL LEDGER

Please follow steps below:

1. If you are doing a stock take please ensure that you have printed and archived a stock on hand report BEFORE AND AFTER THE STOCKTAKES.
2. Also ensure that you have printed and archived the Stocktake Variance reports.
3. Ensure that all data is entered and dated correctly for the last day in June is completed in Readysell.
4. Ensure that all transactions that physical reduce or increase stock like stock adjustments, stocktakes, sales, purchasing, credit requests, stock transfers are entered prior to Running Your End of Year Stock on Hand Report.
5. At end of Trade on the 30/6/2011 Run a Stock On Hand Report, Print it as well as ARCHIVE it into a safe folder on your hard drive.
6. Print out whatever other relevant reports that you may require in respect to sales reports, stock on hand, etc.
7. You may not run your debtors or creditors end of month as yet as you need to download your bank statement early the next morning as you will have direct deposits and electronic transfers and miscellaneous transactions dated up to 30/6/2011.
8. If this is the case, then the next step would be, at end of trade on the 30/6/2011 ensure that a number of BACKUPS are done.
9. Firstly the normal backup then another backup and keep it off site as well as label it.
10. If you require the data to be backed up into a separate database as well please contact Readysell.
11. The next morning on the 1/7/2011 no transactions in sales or purchasing should be backdated into June 2011.
12. Unless of course if your company policy for Suppliers is different and you allow the first week of the next month for invoicing.
13. Bear in mind if you are receipting supplier invoices and stock on hand, the stock on hand figures from the stock on hand report that was run 30/6/2011 will not change due to the back dating.
14. Down load your bank statement and enter all deposits and payments and misc entries that have not yet been entered into Readysell for June and date them the DATE (JUNE) as they are on your statement.
15. These can be backdated as you have not yet run your Debtors Trial Balance or Statements.
16. Allocate the payments then run through your normal End of Debtors process.
17. Remember to archive debtors trial balance and debtors statements.
18. Make sure that the last Bankrec for Each Bank Account is dated and extracted to 30/6/2011.
19. Please ensure with Bank Reconciliations that you DO NOT PRESENT/TAG any forward dated transactions into the end of financial year bank reconciliation.
20. Print out your both Bank Reconciliation Reports and attached them to the final bank statement for that financial year.
21. Any customer payments that are received on the 1st July 2011 can be entered but please DO NOT ALLOCATE THEM until the trial balance and statements have been run for JUNE 2011.
22. As for suppliers if you do not cut off exactly on the 30th June 2011, then please ensure you DO NOT RUN A CHEQUE RUN for July until you have finalised June and run and archived your Supplier Trial Balance. You can enter manual Supplier Payments and date them July BUT DO NOT ALLOCATE THEM IF YOU HAVE NOT CLOSED OFF SUPPLIERS FOR JUNE.
23. The General Ledger is an overnight process which runs as part of the End of Day Backup. So that means that all data entered into Readysell on the 30/6/2011 will update the General Ledger and Generate Journals sometime after trade and ready for reviewing the next morning.
24. Check the General Ledger the next morning and Print off a Profit & Loss, Balance Sheet and General Ledger Trial Balance.
25. Ensure you archive these as well.
26. The general ledger does not have to be closed off at the end of June. It can be left open for Manual Journal Entries or Miscellaneous Debits and Credits into Customers or Suppliers that have no physical affect on Stock on Hand only Miscellaneous Expenses.
27. Ensure that you have run your General Ledger Postings Report and compared it to your source modules of Sales, Customers, Suppliers and Cash Book (General Ledger Balancing Act).
28. Ensure that at the beginning of the next month you have closed your financial Period to prevent Back Dating.
29. Once you are ready to close off the financial year, you will need to rerun your 3 general ledger financial reports, send them off to your account to be reconciled.
30. Usually your account will provide you with a reconciling journal for that financial Period.
31. That journal needs to then be entered into Readysell in the right Period.
32. Then you need to contact Readysell so that you can run and clear that financial year (P&L Appropriation Process).

1. On Tab “3 Change” click “F3 Controls”
   
2. Tick “Add Quote Features to Sales Order Entry” and click “OK”
   
3. Click On Tab “1 General”. Displayed is;
   •    Line Margin and % will appear on the sale – This shows the GP % for an individual line
   •    Over all Total Margin and % – This shows the GP % for the Overall sale
   

Please Note: This procedure will have to be run on all registers