When signing up with Creative Pos you will receive a welcome email with a stock template attached, this stock template gives our support technicians the necessary information to create your database and the information put into this spreadsheet will form the basis of your system. This article will run through the different sections in the spreadsheet and how to really utilise this to it’s max potential.
When you are trying to open the stock template please make sure to use Microsoft Excel or if you do not have access to this Google has its own free online version called Google Sheets, all you need is a Google Account to use this. Apple Pages can also be used however when lists are sent to us in pages we have to try and convert it to the correct format and some data loss may occur.
When opening the template It will automatically open on the Department Sheet, if you look down the bottom you will see multiple sheets where you can put in your Departments, Suppliers, Stock Items, Indirect Items, Customers and Clerks.
Departments are used primarily for grouping of the stock items, departments are beneficial to link the stock items to sales categories and print groups as well as other settings such as sales prompts and stock item points factors. Having correct department links will allow for much more detailed reports.
There are 2 columns in the Department sheet and these are:
Code: This is a unique code that will be used to link the stock items to your departments. The code can be whatever you want, some people prefer it to go up in sections of 10 or go by numeric numbers. If you look at the example provided you will see that the codes for the food departments range from 101 to 107 and the codes for the beverage departments range from 201 to 212
Desc: This column is the description of the department, you can call this whatever you would like it to be. This can be changed at a later date but it helps with the setup of stock items further on if you have the right department description set first
Suppliers are set up in the system so you can create and process supplier invoices through stock purchases and receives through the system. This system works really well for keeping track of your stock and running your stock purchases and receives through pos means you can avoid double data entry and better keep track of stock.
There are 3 columns in the Suppliers sheet and these are:
Code: Much like the code column for departments this is a unique code that will be used to link the stock items to your suppliers. The code can be whatever you want it to be, some people have specific codes for their suppliers however most people just run with numeric codes.
Desc: Just like the description column for Departments this column is used to describe the supplier and can be changed at a later date but it helps with the setup of stock items further on if you have the right Suppliers set first
Email: Through the system when doing a stock Purchase you can email the purchase to the supplier, this is what this email column is for. If a supplier has an email set with it then you will be able to email purchases straight from your pos system. This is not mandatory but is a useful tool for many venues.
The stock item sheet is the most important sheet in this document as the stock items inputted in here are going to be all the items you will sell, This includes all meals, instructions, options and if you are running stock control then you need to out your packed items such as cartons and kegs etc. If there are fields in this document you require that are not in there then please let our support team know and they will add the fields and resend the document for you, These fields could include suppliers link, scan codes, cost price, different price levels and many more.
There are 8 columns in the Stock Items sheet and these are:
Code: This is a unique code that is used to link the stock items to multiple sections of pos such as buttons, reporting, stock control and many more. We have a standard set of codes that we use for the stock code as some people have run with numeric numbers in the past and while easy to setup at the start it can make things confusing in the long run. The coding we use is based on what department the stock item is linked to, for example a Schooner of Beer would use the start code BSCH and add a numeric code after the base code of 001 and so on. So for example this will look like BSCH001 and the next schooner of beer will be BSCH002. Attached will be a XLS document containing the codes we use. If you have any questions feel free to call our support team.
Desc: This is the description of the item. As much detail as possible, but only 30 characters can be used as this is a limit set by the system.
Dpt: This is the code of the department you would like to link your stock item to, this field is mandatory so please make sure it is filled in properly
Stkcontrol: If you would like to run stock control on an item and keep track of your stock levels and have the item show up when doing a stocktake then this field needs to be marked TRUE, If you would like it not to show up for stock control then this field needs to be marked as FALSE.
Indirect: This column means that any item marked TRUE will be run as stock control and also will be part of a direct item so when sold it will reduce part of another items stock level. An example of this is a glass of wine would be set as indirect and when sold it can be set to take 150ml of the 750ml bottle of the same wine
Price1: This is the standard default selling price for the item including gst. We can have stock items running multiple price levels however this feature is not used ofter and has been phased out by running promotions through pos instead.
Receipt: This needs to be ticked as TRUE for items you want to print to the receipt, and FALSE if you do not. Basically, everything will usually be set to print to receipt except for instructions.
Indirect Items as mentioned above are Items that will be run as stock control and also will be part of a direct item so when sold it will reduce part of another items stock level. An example of this is a glass of wine would be set as indirect and when sold it can be set to take 150ml of the 750ml bottle of the same wine.
There are 3 columns in the Indirect Items sheet and these are:
Indirectcode: This is the Code that is assigned to the Indirect Item on the STOCK ITEM TAB. An example of this would be a bottle of wine with the code WWB001
Componentcode: This is the Code that is assigned to the Direct Item on the STOCK ITEM TAB. An example of this would be a glass of wine with the code WWG001
Quantity: This is expressed as a fraction of how much the Indirect Items uses of the Direct Item. An example of this would be for a glass of wine taking from a bottle it would be 150/750 or a bottle of beer taking from a carton it would be 1/24
Customers can be imported into the system using this sheet. If you have a list of customers in a different document you can copy them into this sheet and we can then import them into your system.
There are 22 columns in the Indirect Items sheet and these are:
Code: This code is not mandatory but if there is nothing entered here, the system will create codes for each customer.
Scan: This is the scan code linked to the customer, either barcode or magnetic card. This option is site specific and not always used or needed.
Type: Within the system we can create different account types such as customers, rewards members, staff, bar tabs etc. This field must be entered as the Customer Type Code that you want the Customer to be linked to. We will create Customer Types in the system before importing. An example would be, 1 = Staff, 2 = Rewards Members, 3 = Bar Tabs, 4 = Customers
Lastname: This is a required field and must be included for ALL Customers.
Firstname: This field is optional and up to you
Address1: The main address of the customer
Address2: Additional Address details of the Customer
Suburb: Suburb of the customer
State: State of the customer
Postcode: Postcode of Customer
Phone: Phone number of customer
Fax: Fax number if applicable
Mobile: Mobile Number of Customer
Email: Email address of Customer. If this detail is entered, you are able to email Customer Invoices
Account: Mark this column as TRUE if the Customer will hold an account for sales to be saved to and paid at a later date
Creditlimit: The total Credit Limit the customer can charge to their Account or Bar Tab
Company: The Company associated with the Customer
DOB: Date Of Birth
Pricelevel: Enter the default Price Level the Customer will use. This is the numerical code associated with the level. Leave this if you are unsure
Udtext1: If this is needed we will fill this in, please leave
Udyesno1: If this is needed we will fill this in, please leave
Openbal: The Opening Balance on the Customer Account. This is only able to be imported for new customers
Clerks are your staff members and anyone you would like to access and use the system, we recommend that you have every staff member setup in the system instead of using a generic one so we can pull reports and know who stuffed up something and see who did what.
There are 4 columns in the Clerks sheet and these are:
Code: Much like the other code columns this is a unique code used to identify the clerk in the system
Name: This is the name of the Clerk and will show on the customers receipt
Login Code: This is the code the staff member uses to log into the system to commence sales. We recommend that general staff members use a numeric code such as 1,2,3 etc whereas admin and managerial personnel use a 3 to 4 digit code as we can set special permissions for these users and staff can learn other peoples one digit code
User Type: This is the User the clerk is linked to. It will ensure the correct permissions are used for each clerk. We usually setup a Admin, Manager and Staff users but that is up to you