Inventory ControlInventory Control

Taking the ComCashTaking the ComCash®® POS POS System to new levels of System to new levels of

functionality for the Retail functionality for the Retail Merchant.Merchant.

Purpose & FeaturesPurpose & Features Expand the Capabilities of ComCash for the new POS user.Expand the Capabilities of ComCash for the new POS user. Simplify the data entry of New Items, Item searches and Simplify the data entry of New Items, Item searches and

Purchase Orders.Purchase Orders. Easily create temporary PLU’s and/or unique PLU’s when Easily create temporary PLU’s and/or unique PLU’s when

the actual PLU is not known or the Item does not have a the actual PLU is not known or the Item does not have a PLU when received.PLU when received.

Provide the ability to quickly verify data Imported into Provide the ability to quickly verify data Imported into QuickBooks via the QBI module and/or have all the QuickBooks via the QBI module and/or have all the information necessary on one report to make Daily entries information necessary on one report to make Daily entries into any Accounting program.into any Accounting program.

Generate more accurate reporting of COGS when the Cost Generate more accurate reporting of COGS when the Cost of an item is either unknown or not entered into ComCash.of an item is either unknown or not entered into ComCash.

Produce better looking Invoices and Purchase Orders.Produce better looking Invoices and Purchase Orders. Create complex analysis reports that may not be possible Create complex analysis reports that may not be possible

to produce using Crystal Reports.to produce using Crystal Reports. Ability to Merge Items without losing Sales HistoryAbility to Merge Items without losing Sales History And much, much more…And much, much more…

The InterfaceThe Interface Designed using Microsoft Access and its ability to Designed using Microsoft Access and its ability to

work with SQL databases the End User is first work with SQL databases the End User is first presented with a simple to navigate Menu Structure.presented with a simple to navigate Menu Structure.

Item CostItem Cost ProblemProblem

ComCash relies on either what has been entered in the Cost ComCash relies on either what has been entered in the Cost field of Products or on the Last Cost entered from Receiving field of Products or on the Last Cost entered from Receiving to determine COGS or Inventory Valuations. In a perfect to determine COGS or Inventory Valuations. In a perfect world, this is how it should be. However in the real world, world, this is how it should be. However in the real world, especially for new users of ComCash, the actual Cost of an especially for new users of ComCash, the actual Cost of an Item is either unknown or too time consuming to research Item is either unknown or too time consuming to research when Items are first entered. Businesses go for months and when Items are first entered. Businesses go for months and sometimes years before having Costs on all Items. All sometimes years before having Costs on all Items. All Reports within ComCash that involve Cost or COGS do not Reports within ComCash that involve Cost or COGS do not have any significant value as long as there are ANY Items have any significant value as long as there are ANY Items that have a Zero Cost associated with them.that have a Zero Cost associated with them.

SolutionSolution In a separate Table, have a Default or Target Profit Margin In a separate Table, have a Default or Target Profit Margin

for each Department. Whenever a report needs to show for each Department. Whenever a report needs to show COGS or Inventory Valuation, a formula can be used to sum COGS or Inventory Valuation, a formula can be used to sum up all Actual Costs and calculate estimated Costs of Items up all Actual Costs and calculate estimated Costs of Items that do not have a Cost entered based upon that default that do not have a Cost entered based upon that default Margin.Margin.

Default Profit MarginsDefault Profit Margins

For each Department you can set a Default Profit Margin by either entering a dollar

amount (as it relates to an Item you would sell at $1) or a Margin Percent.

Daily Sales SummaryDaily Sales Summary ProblemProblem

Because some Items may not Because some Items may not have Costs entered, and perhaps have Costs entered, and perhaps for other reasons, ComCash does for other reasons, ComCash does not even attempt to Import not even attempt to Import SummarySummary COGS information into COGS information into QuickBooks via QBI. (Importing QuickBooks via QBI. (Importing Detail Transactions via QBI into Detail Transactions via QBI into QuickBooks will, but this is not a QuickBooks will, but this is not a realistic option either as the QBW realistic option either as the QBW file becomes ridiculously big after file becomes ridiculously big after even a very short period of time). even a very short period of time). Without COGS being entered into Without COGS being entered into an accounting program, its an accounting program, its reports and totals are useless.reports and totals are useless.

More than a half-dozen different More than a half-dozen different Reports must be run in ComCash Reports must be run in ComCash to either verify QBI data or to to either verify QBI data or to make manual entries into an make manual entries into an accounting program.accounting program.

SolutionSolution A one page report that A one page report that

summarizes all of the day’s summarizes all of the day’s activity.activity.Click here to view a SamplClick here to view a Samplee..

Forms…Forms…

The Forms Menu The Forms Menu looks like this…looks like this…

We will cover We will cover the Products the Products (Live) form first.(Live) form first.

Product EntryProduct Entry ProblemProblem

When creating new Product Item entries you must navigate multiple tabbed screens which When creating new Product Item entries you must navigate multiple tabbed screens which consumes time and important fields are often overlooked.consumes time and important fields are often overlooked.

Selecting the Vendor is far more difficult than it should be.Selecting the Vendor is far more difficult than it should be. When creating Purchase Orders with new Items, you often do not know the correct PLU When creating Purchase Orders with new Items, you often do not know the correct PLU

number until the product is received. If Items do not already have a known PLU number, it is number until the product is received. If Items do not already have a known PLU number, it is difficult to keep track of numbers previously used and you don’t know if you have created a difficult to keep track of numbers previously used and you don’t know if you have created a unique number until you go to save it.unique number until you go to save it.

SolutionSolution Use a form that has all of the most relevant fields; can automatically create new or temporary Use a form that has all of the most relevant fields; can automatically create new or temporary

PLU numbers; can quickly locate an Item by entering in the PLU number; allow for the PLU numbers; can quickly locate an Item by entering in the PLU number; allow for the changing of the PLU number; and use auto-completing drop-down fields for Dept, Type and changing of the PLU number; and use auto-completing drop-down fields for Dept, Type and Vendors. (When changing PLU numbers, all underling tables are updated so Sales History, Vendors. (When changing PLU numbers, all underling tables are updated so Sales History, Orders and such aren’t lost or orphaned).Orders and such aren’t lost or orphaned).

Other relevant information not

available in ComCash’s

Product screen.

Just start typing a Vendor’s name

and the field auto completes.

You can even edit the On-hand

without going through an Adjustment

Screen.

Type in a different PLU No and…

018171107251Type in a different

PLU No and…You go straight to

it, if it exists.

If the PLU No does not exist…

018171107252If the PLU No

does not exist…You are asked if

you want to change it or

create a new PLU.

Product Entry w/Temp Product Entry w/Temp PLUPLU

As stated previously, when adding a new Item and the As stated previously, when adding a new Item and the PLU number is unknown when ordering, excess thought PLU number is unknown when ordering, excess thought or input should not be required to make a temporary or input should not be required to make a temporary PLU number that is unique.PLU number that is unique.

Just go to a new record in the Product Screen and skip Just go to a new record in the Product Screen and skip the entry in the PLU field.the entry in the PLU field.

Enter the Item No, if there is one and select or type

in a Dept No.After leaving the

Dept field a Temporary PLU

number is automatically determined.

Proper Case allows for longer

Descriptions before wrapping

when printing Receipts and

Reports, using less paper.

Product LookupProduct Lookup The Product Lookup feature The Product Lookup feature

opens from the Product form.opens from the Product form. Expands upon the basic Expands upon the basic

search functions of ComCashsearch functions of ComCash Adds the ability to Merge two Adds the ability to Merge two

Items (a feature missing in Items (a feature missing in ComCash) without losing ComCash) without losing Sales History or Order Sales History or Order informationinformation

Deletes PLU’s from ALL Deletes PLU’s from ALL underling ComCash tables. underling ComCash tables.

Both Windows are always open.

Product Lookup - Product Lookup - FeaturesFeatures

Type in a Search Word (or part of a

word)

Flour

and Click on the Filter Button .

And the List Filters…

Click anywhere

within a Row

and the Product Detail Appears

above.

Product Lookup - Product Lookup - FeaturesFeatures

Results can be sorted by using any of the A-Z buttons…

Another way to Filter a list is by selecting some text in most any column and clicking on the “Search by Selection”.

Product Lookup - Product Lookup - FeaturesFeatures

And the List Filters…

If duplicate Items are found…one can be Deleted…or they can be Merged without losing Sales History or Order Info.

DM21213252 997013252

And finally, you can remove the

filtering and start over.

House Account InvoicesHouse Account Invoices ProblemProblem

Even when printed on Even when printed on an 80 column printer, an 80 column printer, ComCash’s Invoices ComCash’s Invoices still look more like a still look more like a Sales Receipt than an Sales Receipt than an Invoice and does a Invoice and does a poor job of portraying poor job of portraying a good business a good business image.image.

Payment Terms and Payment Terms and other fields are not other fields are not present on the present on the printout.printout.

Information imported Information imported via QBI lacks via QBI lacks purchase detail and purchase detail and has incorrect Invoice has incorrect Invoice Number, so Number, so QuickBooks is of no QuickBooks is of no use.use.

SolutionSolution An invoice that looks An invoice that looks

like an Invoice, can be like an Invoice, can be mailed and shows all mailed and shows all pertinent information.pertinent information.

House Account InvoicesHouse Account InvoicesAll fields in White and Yellow can be edited without effecting the

original ComCash data, but are saved in a

separate table.

The “Show Unprinted” button filters the

Records to thoughs that have not been printed.Click on the Report

Preview button to see the Invoice(s) to be

printed.Click here for a Sample.

Purchase OrdersPurchase Orders ProblemProblem

ComCash’s Inventory Order ComCash’s Inventory Order can do some pretty neat can do some pretty neat things but its biggest problem things but its biggest problem is that features like adding is that features like adding New Products, Vendors, New Products, Vendors, Terms, etc. are buried in the Terms, etc. are buried in the interface. Even locating the interface. Even locating the Item you wish to order takes a Item you wish to order takes a lot of needless scrolling, lot of needless scrolling, clicking and/or typing.clicking and/or typing.

Although utilitarian, it has the Although utilitarian, it has the look and feel of an old DOS look and feel of an old DOS based program. Even the based program. Even the Purchase Order printout looks Purchase Order printout looks like it came from an old Dot like it came from an old Dot Matrix printer.Matrix printer.

SolutionSolution An interface that puts An interface that puts

everything on one screen; everything on one screen; makes extensive use of auto-makes extensive use of auto-completing Drop-down boxes; completing Drop-down boxes; shows Sales History along shows Sales History along with Order info; provides with Order info; provides Profit Margin info so Retail Profit Margin info so Retail can be adjusted prior to can be adjusted prior to arrival; produces better arrival; produces better looking printouts; and even looking printouts; and even allows for input via a Barcode allows for input via a Barcode Scanner.Scanner.

Since the Inventory Control Program is tied to the same data as ComCash, you can use either program, at any time.

Purchase Order - HeaderPurchase Order - Header

When you go to a New Record…

…a New PO No is automatically

created.Enter or Tab to next

field.

Start typing a Vendor’s Name…

…and it auto-completes.

Hy

If you want to see, edit or add Vendor

information, click on the appropriate

button.

Dates are automatically

entered but can be changed.

Dates are automatically

entered but can be changed.

Dates are automatically

entered but can be changed.

You can have any number of

Ship To addresses…

…which can be

added or edited.

…which can be

added or edited.

Start typing or Select a Buyer from the Drop-

down list of ComCash

Users.

The Terms and Freight Terms drop-downs are pre-filled with Default values associated with the Vendor but can be

changed.

The Terms and Freight Terms drop-downs are pre-filled with Default values associated with the Vendor but can be

changed.

The Freight Terms, Ship Via and

Comments are fields that ComCash

should have but don’t.

The Freight Terms, Ship Via and

Comments are fields that ComCash

should have but don’t.

The Freight Terms, Ship Via and

Comments are fields that ComCash

should have but don’t.

Purchase Order - DetailPurchase Order - DetailItems can be

selected from the auto-completing

drop-down boxes of PLU #, Item # or

Description.

Items can be selected from the auto-completing

drop-down boxes of PLU #, Item # or

Description.

Items can be selected from the auto-completing

drop-down boxes of PLU #, Item # or

Description.

The 3 Item List buttons control what appears in each of the drop-downs.

Upon selection of an Item, its Sales

History, On Hand and On Order info

automatically appear.

1

Cost and Retail of the Item can be changed directly on this form

without having to open the Product

form.

Cost and Retail of the Item can be

changed directly on this form without

having to open the Product form.

Items can be

Added...

Items can be

Edited...

or Removed from the

PO.

When you have problems locating the Item from the Drop-downs, you can open the Product Lookup

form.

638104565042

If you have access to Barcodes from Shelf Tags, Reorder Tags or Products, Items can be scanned.

1752289790508 12670829813107 12

You can Preview the Order…

…or Print the Order.

View Sample

When Estimated Freight Cost is

entered or changed...

…Landed Margin’s are

updated.

Select how the Order will be Placed and

helpful information is displayed on

screen.

When you are finished, click on the Place

Purchase Order button.

When you are finished, click on the Place

Purchase Order button.And the Status is Updated.

Purchase Order – Generic Purchase Order – Generic PLU’sPLU’s

Generic PLU feature is used when you need to place a Purchase Generic PLU feature is used when you need to place a Purchase Order for multiple similar Items that will end up with the same Order for multiple similar Items that will end up with the same PLU No within ComCash but are actually for different Items from PLU No within ComCash but are actually for different Items from the Supplier when ordering.the Supplier when ordering.

Selecting the Generic PLU

option modifies the appearance of the

Form and PO printout.

The Ext Description field in the PO is used

to identify the Item being ordered.

A sample Purchase Order follows…

The Order the Supplier gets shows the Ext Desc

field instead of the Description field.

View Sample

Purchase Order - Purchase Order - ReceivingReceiving

The actual Receiving of Items is still The actual Receiving of Items is still done in ComCash Inventory. What done in ComCash Inventory. What ComCash is lacking is a report that ComCash is lacking is a report that can be used in the Receiving Area to can be used in the Receiving Area to make notes on PLU No discrepancies, make notes on PLU No discrepancies, Qty Rec’d, exceptions and if Items Qty Rec’d, exceptions and if Items require Barcode Labels or not.require Barcode Labels or not.

This kind of report can be generated This kind of report can be generated by returning to the Purchase Order by returning to the Purchase Order form in the Inventory Control program.form in the Inventory Control program.

1434

The Purchase Order to be Received can be quickly located by typing in the

PO No...

…or by using the Drop-Down.

Clicking on the Notepad Icon generates the Receiving Report.

View Sample

If after checking Goods in, you have to correct PLU No’s or Cost, you

can do it directly on the line Item.If the Item does not have

a Barcode, just replace the “??” for an In-house

PLU number.

99

Purchase Order - Purchase Order - CancellationCancellation ComCash can Cancel Backordered Items by Closing the Purchase ComCash can Cancel Backordered Items by Closing the Purchase

Order, but what it can’t do is Cancel individual Items from a Order, but what it can’t do is Cancel individual Items from a Purchase Order or Produce a printout that can be sent to the Purchase Order or Produce a printout that can be sent to the Supplier.Supplier.

Canceling a Purchase Order or Items off of a Purchase Order is as easy as selecting the “Order Cancellation”

option.

The “Canceled” column is unhidden and a dialog

appears.

Answering Yes will automatically put all BO Items in the “Canceled”

column.

Answering No allows you to manually set the

Qty to Cancel in the “Canceled” column.

You can even Undo a Cancellation by re-selecting any of the

other “Methods Order Placed”.

If the Vendor needs to be notified, you can Produce a Purchase Order Cancellation.

View Sample

Labels & TagsLabels & Tags ProblemProblem

ComCash’s ability to ComCash’s ability to make Custom Labels make Custom Labels is really quite good, is really quite good, although there is a although there is a learning curve to get learning curve to get the most out of it. the most out of it. Where it needs the Where it needs the most help is in the most help is in the selection of Items.selection of Items.

SolutionSolution Have the ability to Have the ability to

select Items that were select Items that were recently Received.recently Received.

Make manual Make manual selection of Items selection of Items easier.easier.

Ability to make Shelf Ability to make Shelf Tags with mixed size Tags with mixed size fonts.fonts.

Make simple Sale Make simple Sale Signs from Index Card Signs from Index Card stock and set Promo stock and set Promo Info at the same time. Info at the same time.

Labels & Tags - Labels & Tags - ProductProduct The Labels & Tags form is capable of producing two different sizes of The Labels & Tags form is capable of producing two different sizes of

Product Labels using your Inkjet or Laser printer; Standard 3 column & 4 Product Labels using your Inkjet or Laser printer; Standard 3 column & 4 column label stock.column label stock.

The Printout is capable of skipping previously used Labels so partial pages of The Printout is capable of skipping previously used Labels so partial pages of labels can be used.labels can be used.

Select a Label Type

The basic process for producing each type of Label or Tag is the same.

The basic process for producing each type of Label or Tag is the same.

Select a Label Size

Choose how to Select Items.

If you previously marked products needing Barcodes within the Purchase Order form, it’s just a matter of

selecting that PO.

If you need to, you can modify the

Description that will Print on the Label.

Product Labels can be produced with or without

the Price and you can even use partial pages of labels.

View Sample (Lg)View Sample (Sm)

Labels & Tags - Labels & Tags - ShelfShelf The Labels & Tags form is capable of producing two different sizes of Shelf The Labels & Tags form is capable of producing two different sizes of Shelf

Labels that fit into the channels of Retail Shelving; a 1¼ x 1⅞” & 1¼ x 3¼”.Labels that fit into the channels of Retail Shelving; a 1¼ x 1⅞” & 1¼ x 3¼”. Producing Shelf Labels is much the same as making Product Labels except Producing Shelf Labels is much the same as making Product Labels except

the Default Quantity ‘To Print’ is now 1 the Default Quantity ‘To Print’ is now 1 (Qty ‘To Print’ can be anything)(Qty ‘To Print’ can be anything)..You can add to the list by selecting additional PO’s, Manual Selection

or with a Barcode Scanner.

Manual Selection works like it does in the

Purchase Order form.Select a Vendor and an

Item List option.

HydYou then use any of the auto-completing Drop-

downs.

Shelf Labels can be produced using partial pages of labels as well.

View Sample (Sm)View Sample (Lg)

Labels & Tags - Labels & Tags - SaleSale The Labels & Tags form is capable of producing two different sizes of Sale The Labels & Tags form is capable of producing two different sizes of Sale

Signs from Card Stock; 4 to a Page (Index Cards) and 10 to a Page (Business Signs from Card Stock; 4 to a Page (Index Cards) and 10 to a Page (Business Card Stock).Card Stock).

Promo information such as Sale Price, Start and End Dates can either be set Promo information such as Sale Price, Start and End Dates can either be set using ComCash or on the fly within the Label form. using ComCash or on the fly within the Label form.

When you select the Sale Label Type option.

A Promo Date option for Selecting

Items appears.

When Items have been previous setup

in ComCash with Promo info, all you need do is select a

Date on the Calendar that the

Sale falls between.

When Items have not been setup with

Promo info, select one of the other two

methods.

When Items have not been setup with

Promo info, select one of the other two

methods.

And all Items are automatically

inserted.

And all Items are automatically

inserted.

752289790508 10.00

Upon entering the Sale Price, two dialogs appear

where you set the Starting and Ending

Dates..5

Then enter the number of Tags to

Print.

Sale Tags can be produced with or without the Ending

Date on them.View Sample (Sm)View Sample (Lg)

You can even remove Promo Info on All or Selected Items by selecting the Reset

Data button.

ReportsReports Following are samples of the various reports. The Reports Following are samples of the various reports. The Reports

with have a filtering Dialog. Click on it to see the Dialog.with have a filtering Dialog. Click on it to see the Dialog.

Open Purchase Orders

Inventory Valuation

Inventory Sales History

Product Summary

Product Reorder Analysis

Sales Reports…

Sales by Customers

Periodic Sales Analysis

Periodic Category Analysis If your mouse disappears after

clicking on a move it around until it reappears.

SummarySummary The current version of ComCash is showing its age but is still a The current version of ComCash is showing its age but is still a

robust POS system. ComCash’s main problem is that it was robust POS system. ComCash’s main problem is that it was written to accommodate the largest possible number of users. written to accommodate the largest possible number of users. Because of its installed base and complexity, it is very difficult Because of its installed base and complexity, it is very difficult to change a feature without adversely affecting some other to change a feature without adversely affecting some other feature and/or end user.feature and/or end user.

Inventory Control was written with Microsoft Access for its Inventory Control was written with Microsoft Access for its ability to connect to the ComCash’s SQL Database, its ability to ability to connect to the ComCash’s SQL Database, its ability to improve upon ComCash’s features without effecting the base improve upon ComCash’s features without effecting the base program, its capability to be customized to individual user’s program, its capability to be customized to individual user’s needs, its superior Print Engine for creating attractive Reports needs, its superior Print Engine for creating attractive Reports and because it can be distributed with Access Runtime, and because it can be distributed with Access Runtime, (a (a stripped down version of Access that can be distributed freely)stripped down version of Access that can be distributed freely), , so it is not absolutely necessary for each of the End User’s so it is not absolutely necessary for each of the End User’s computers to have the full blown version of Access installed. computers to have the full blown version of Access installed. Couple that with ability to share the MDB Access file, Couple that with ability to share the MDB Access file, (with all (with all of its specialized programming)of its specialized programming), across a local area mapped , across a local area mapped network drive and you have one powerful solution that the network drive and you have one powerful solution that the entire Back office can use and enhances the capabilities of entire Back office can use and enhances the capabilities of ComCash.ComCash.