Polaris Retail

Solution
Enhancing Productivity of your
Retail Operations
Polaris Retail – A Snapshot

 Developer of Retail Excel

 Group Company of Polaris Software Lab Ltd

Polaris Retail Infotech Limited

A Global company with extensive experience and proven credentials
One-stop Shop Global Presence
 End-to-end Retail Solutions
 Partner network in MEA and SEA, expanding globally
 Expertise across Retail verticals & categories
 2 offshore development centers in India
 Focused on long term Customer Relationship
 3 near shore development centers in MEA and SEA

World Class Capabilities Product Strength

 Part of World’s first SEI CMMi level 5 company
 Group certification of ISO 9001:2000
Talent Pool
 Team of 100+ professionals
 1,000+ Person Years of Domain Experience
 Retail excel: A complete solution for midsized
retail chains.
 Leaders in deploying Integrated solution for Tier
1 & Tier 2 retail chains
Proven Track Record
 9 years in Retail domain
 1000+ installations in India, SEA & MEA
 Projects for Retail chains – world-wide
Business Concerns – Supermarket Store
• Maintain Perishable and Time Sensitive
Products.

• Handling Multiple Promotions and Schemes.

• Preferred Vendor List and Vendor

Managed Inventory

• Handling Customer Loyalty Programs.

 Retailers Need

Significant Optimal
Inventory Stock
Turns Availability
Customer Satisfaction

Reduced Reduced
Markdowns Critical
Inaccuracy
Customer Need
Optimal Stock
Availability and Shelf
Life

Service
Orientation
Customer CRM
Delight
 Unique Solution

Convenience Store R
Department Stores
E
T
Soft ware
A
I
Hypermarkets L
Specialized Stores
Supermarkets
The Right Choice
•Increased inventory turns

•Improved in-stock condition

•Reduced need for manual replenishment functions

•Modular and integrated solution

•Efficient and cost effective installation

•Easy to learn and easy to use

•Immediate return on investment (ROI)

Six Dimensional Solution
 Retail Excel Features
Retail Excel Merchandise Retail Excel Warranty
Multiple set ups for different merchandise types

Retail Excel Inventory Retail Excel Sales

Inventory visibility across locations Sales Order Processing

Retail Excel Replenishment Retail Excel POS

Requisition and Allocation processes Powerful POS Solution

Retail Excel Procurement Retail Excel Re-packing

PO; Multiple Delivery & Returns Re-packing and cov of uom

Retail Excel Club & Campaign Retail Excel Accounting

Customer Loyalty programs & promotions Comprehensive accounting

Retail Excel-Analytics
Pre-defined reports and Customizable Report Designer
Product Fit – Supermarket , Hypermarket, Concept
Store, Convenience Store
 Merchandising • Click here to View
 Procurement • Click here to View
 Replenishment • Click here to View
 Inventory Management • Click here to View
 Sales Order Processing • Click here to View
 Point of Sales • Click here to View
 Accounting • Click here to View
 Club and Campaign • Click here to View
 Centralized Operation • Click here to View
 Merchandising
 Division Excel
• Multiple Attribute Definition

 Assigning Multiple codes to a

 Multiple Unit of
Single Item Measurements
• Item Code
• Old Item Code
• Barcode (Vendor)
• Manufacturer Barcode  Repacking Excel
 Repack to Multiple
 Item Code Logic
• Define Item Code Length
UOM
• Manual / Automated Item
code Generation
• Assign Attributes codes to the  Cost Price and Selling
Item Codes
• Define Attribute Code Length Price Repricing
 Division Creation
Click on
New

No.Of
Enter
Attributes
Division

Select
Division

Enter Attribute Caption Details

 Item Logic Definition
Click on
New

1 2 3 4

5 6 7

Select
Item Logic

1. Select Division 1. Select for Nested Values 1. Select to generate

attribute code
2. Enter Length of Item automatically
Code
3. Tick Item Code 1. Tick if the Item Code 7. Enter the Attribute code
Generation Auto / should contain attribute length
Manual code also
 ITEM CREATION

Select
Divisiom

Select
Quick Item
Select Primary vendor
Select Attribute Details Enter Item name, Barcode, Old Item Code

Select Cost and Selling

Price
 UOM Excel

Click to
open UOM

Click on
New

UOM Code

Description

No. Of
Decimals
 UOM Mapping

Click New

Click to open
UOM MApping

Select base Select Stock

UOM UOM

Select Conversion
Select Factor
Conversion value
 Repacking Excel

Click to Select the

create Repacking
New Item

Click to
open
Repacking
Excel Select the
item to be
repacked
Conversion
Unit
 Repacking Conversion
Click to
create
new

Select
Original
Packing
Enter the
Item
Slab and Enter
Contract No.of
Period Qty’s to be
packed

Enter the qty and the conversion Factor and the

Consumption Factor
 Cost Price Re-pricing
lick New

Enter the Cost price

Effective Date

Enter Cost Price and

Select Organisation
Select Item Detail Select the Applicability
 Selling Price Definition
Click on
New Price Effect from

Price applicability

Select Item Detail

 Taxation

• Tax Excel
– Fixed amount of Tax
– Tax Calculation on Min & Max Amount
– Accounting Effect

• Tax Plan Excel

– Tax calculation on invoice amount
– Item wise tax calculation
 Tax Excel
Select Tax
Excel
Click on
New

Enter Tax
Details
 Tax PlanExcel
Select Tax
PlanExcel

Enter Tax Plan

Details
 Procurement
 Vendor Master Creation
• Add Franchise as your vendor
• Franchise Category

 Vendor Item Excel

• Add Multiple Item to Multiple Vendors
• Cost Price based on Vendor

 Vendor Discount Excel

• Blanket Order
• Discount based on Range

 Purchase Order
• Raise Consignment or Local Purchase Order
• Enter Qty based on Variant Matrix

 Material Receipt
• With or Without Reference of PO
• Manual or Auto Generation
• Accept or Reject with Reason on Received Qty’s
• Enter Sales price while raising the GRN

 Purchase Invoice
• With or Without reference of MR
• Summary of PO / GRN / Invoice Qty

 Purchase Returns
• Against PO and GRN
 Vendor Master

Select PO Select PO Enter Location, Contact person, Registration, Specific Additional Charges, Payment Terms

Enter Vendor Name, Classification, Currency, Vendor Since, Accounting Ledger

 VENDOR DISCOUNT EXCEL

Click New

Select the
Select Discount
Vendor Level

Enter the Select the

Slab and Discount
Contract type
Period

Select
Discount
Slab and
non Slab

Discount
Enter the based on
Discount Qty or
Select Details Value
Vendor
Discount
Excel
 VENDOR ITEM EXCEL

Click New Enter the Vendor and Tolerence Days and Qty

Enter the Item’s delivered by this Vendor

 Purchase Order
Click New

Select Delivery Select Location

Select PO Select PO Category Shipment

Select Vendor

Select Delivery
Type/Level/Org/Date

Press F10 to Save

Enter Quantity to be Transaction
order
 PO Delivery Schedule
Select PO Click New
Delivery
Schedule

Select PO
Number

Select Level
Select ORG

Enter Schedule Qty for

Delivery to this store.
Select Item
 Goods Receipt Note
Select
Click on Manaul /
New Auto Pick list Select PO
Select Number
Vendor
Details
Select
Reference
with or
without PO

Select
Material
Receipt

Enter
Accepted
If PO Qty is 123.00 and Received Qty 100 and Accepted Qty
Qty 75 then balance qty should be entered as Rejected
and Reason for Rejection to be selected.
 Click on
New Purchase Invoice
Select PO /
GRN
Details

Invoicing
with or
without Ref

Select /
Enter
Vendor
Details
Select Click
Purchase Populate
Invoice Item
Details3

Press F10 to Save

Transaction
 Click New Purchase Returns
Select
Single /
Multiple
Select
GRN
Reference

Select
Vendor

Select PO
No
Select
Purchase Select GRN
Returns

Press F12 to
select the items to
be returned
 Replenishment Management
• Item wise Re –order Level
– All/Particular/Group of Store
– Fix up Safety / Maximum / Minimum stock level

• Stock Requisition
– Auto Requisition based on Min Re-order Level
– Selective Items Stock Requisition

• Stock Allocation
– View Stock Level of all branches while allocation

• Stock Transfers
– Direct Transfers
– Transfer based on Allocation
 Re-order Level
Select Item
ROL

Enter Safety, ROL, Maximum

Select Store
Qty
Detail
 Click New
Requisition Parameter
Select
Select Level Select Org Requisition Select Warehouse from which
Requested Requested no you want to transfer

Select
Requisition

Click on
populate
Purchase Allocation

Here Item wise requisition detail will be displayed and enter

the transfer quantity to organisation wise allocation detail for
item
 Click New Stock Transfer Out
Transfer based on Select the receiving level Transfer cost based on Cost
Request Document or and organisation price / Selling Price / Markdown
Direct Transfer %

Click Stock
Transfer Out

Select the items to be transferred to other branches

 Stock Transfer In
Select Stock
Click New Transfer Out
Document
No.

Select
Click Stock Sending
Transfer In Level and
Organization

Select Type
Receipt

Select Items to be received and enter received Qty

 Transfer Cost Factor Excel
Select
Transfer
Cost

Select
Transaction
Type
 Inventory Management
• Physical Stock Take
– By Manual
– By PDA Device

• Item Selection

• Allocating Initial Stocks

• Stock Adjustment
 Item Selection

Click for
New

Select
Item
Selection
Select the Item to be
Blocked for Stock
Adjustment
 Click on
New
Stock Adjustments
Select Adjustment
If By Stock Take cycle import TXT file
Select Stock type if manual
Adjustments enter item

Select item from the item search and enter the

adjusted Qty
 Sales Order Processing
• Consignment Sales

• Contract Sales

• Standard Sales

• Franchise Sales

• Multiple Location

• Multiple Scheduling

• Supply from Different Location

Sales Order
 Pos Transactions
• Billing • Sales Audit
• Bill Refund / • Session Management
Cancellation • Counter Creation
• Counter Summary • Counter Management
• Tender Declaration • Pos Type Excel
• Payment In / Out • Pos Preference
• Packing Slip
• Packing Slip
Summary
 Billing
• Item Sales • Gift Voucher Sales
– Multiple Payment Mode
– Credit Sales
– Customer History • Layaway Sales
– Item / Invoice wise
Salesman Allocation
– Bill Refund from Invoice • Transaction Summary
– Canceling Item
– Additional charges
– Hold and Recall
– Loyalty Points Redemption
– Stock Check
 Billing
Select type of sales – Itemsales,Gift Voucher Select
Sales, Layaway Sales Customer

Select
Salesman

Scan / Enter / Search

Item Code

Click to
Click on Hold to Click to take Click to enter cancel
Hold the current refund of enter Click to item
bill item payment enter fright
Customer History
Gift Voucher Sales
Packing Slip
Packing Slip Summary
Bill Refund / Cancellation
Tender Declaration
Sales Audit
Counter Summary – Current Sales Details
Payment In / Out
Session Management
POS TYPE EXCEL
COUNTER CREATION
POS Preference
 Accounting
• Cash / Bank –Payment • Balance Sheet
• Cash / Bank - Receipt • Profit and Loss
• Journal • Trading Account
• Debit Note • Trial Balance
• Credit Note • Cash / Bank Register
• Financial Sales / • BRS Register
Purchase • Opening Balance Trial
• BRS • Accounts Payable
• AR / AP Adjustment • Accounts Receivable
• Reminder Letter
 Click to
Accounting Transaction
enter New
Select
Select
Ledger Filter
Voucher
Type

Click
Accounting
Transcations

Enter Transcatgion
Retail Excel – Campaign
(Promotions)
 Types of Campaign
• Invoice Level Campaign
– Buy one Item get % Discount on Net Bill
– Buy One Item get Value Discount on Net Bill
– Buy One Item for X Value and get one Item Free

• Item Level Campaign

– Buy One Item Get % Discount on that Item
– Buy One Item Get Value Discount on that
– Buy one Item Get One Free
– Buy One Item Get Any Item from defined category

• Seasonal or Time Line Campaign

– Create seasonal promotions based on
• Date
• Time
• Specfic Customer
Invoice Level – Campaign
The impact of campaign on Billing
Campaign At Item Level
The impact of campaign on Billing
Retail Excel – Loyalty
Program
 Retail Excel – Loyalty Module
• Loyalty Card Type Excel

• General/Special offer Reward points formula

• Loyalty Card Registration

• Loyalty Card Maintenance

• Card Closure
• Card Re Instatement
• Card Renewal/Re Issuance
• Card Upgradation
• Transfer Points
Loyalty Card Type Excel
Loyalty Card Registration
Data Transfer • Data Transfer by
FTP (File Transfer
Protocol)

HO • Scheduling of Data
Transfer

• Reduce the Cost

FTP and time for
Franchise Warehouse Delivery of
Information

• No Need for a
Store 1 Dedicated
Manpower
 Questions ?
• What are you looking for ?

• Contact our Retail Specialist

• Get into NO PAIN ONLY GAIN

Thank You
Division Excel
• Division Excel is to enter detail of divisions. Division here defines the number of trade sections or merchandise type in the
organization.

• Clicking on the Business Rules ----> Division Excel displays the Division Excel screen
Item Logic
• For the ease of user, Retail excel provides the flexibility to the user in the very same manner in which users business process
is working otherwise.

• Once the Division Master is defined from Division Excel, the Item Code generation Logic is set up division wise. It is
possible to link the Attribute Code with a Serial number to generate the Item Code.

• Clicking on the Business Rules ----> Item Logic Excel icon displays the Item Logic Excel screen.
Employee Excel
• Employee Excel is used to enter vital employee information like, Employee Name, Designation, Gender, Department etc.
Creation of the employee is a de-centralized process, which means that, every level can enter their own employee details.

• This screen also allows the user to define the login details of the employees (login ID / password etc.)

• Clicking on the Security ----> Employee excel displays the Employee excel screen.
Users and Permission
• Users And Permission screen is to assign the users to perform the authorization of certain application transactions.
Authorized users have access to set permissions. The user is required to create a group and while doing so, the different
modules available in RXL get attached to the group. User can also allow only certain screen interfaces available in one
particular module to be enabled for the group created. After creating the group, the users can be attached to this group.

• Generation of different documents can be controlled adequately in the application through the Levels of authorization (up to
a maximum of 4 levels can be defined for each document). By default, all the views inherit zero value - that is, at the time of
creation itself the data created using the particular view gets authorized. Authorized user is required to specify the
authorization level of the user for which the View Level Authorization has been defined. For each transaction, a maximum
of four authorizers can be defined. retail excel also allows zero levels of authorization.
Vendor Excel
– The retail excel application provides the user to maintain details about the supplier / s with information like vendor
name, address, and vendor group - manufacturer or a distributor, Vendor classification - Normal vendor or Job order.
Etc.

– It functions like a one time logbook containing all the information available about the vendor.

– Clicking on the General Masters ----> Vendor excel displays the Vendor excel screen.
Customer Excel
• Customers are first for an industry/business and a complete detail of the customer is equally important for any organization.
Customer excel screen is to enter complete detail of each customer either Institutional (For example: It can be any
company/organization/institutional group) or Individual (For example: it can be any individual person) of the user
organization.

• Clicking on the General Masters ----> Customer excel displays the Customer excel screen.
Multi Currency
• In case of multi-currency set-up, at the transaction level the foreign currency needs to be converted to the base currencies.
The conversion / exchange rate of the foreign currency with respect to the base currency is maintained using this master.

• The exchange rate can be maintained on a daily basis. It is advisable to maintain it on a daily basis, for having accurate
exchange rates.

• The following rates are captured for each foreign currency vis-à-vis the base currency:

• Spot Rate - Exchange rate existing at that moment / time. Spot Rate defined here will be referred across the retail excel
application for exchange of currency.

• Selling Rate - Is conversion of Home Currency to Foreign Currency.

• Buying Rate - Is conversion of Foreign Currency to Home Currency.

• Standard Rate

• The Exchange Rate (Spot rate) entered here would be used while converting a foreign currency to the local currency when
bills are made with Foreign Currency as mode of payment.

• This view is designed in such a way that for every 1 unit of Base Currency (chosen by user from the Currency excel), the
conversion could take place for multiple values of any other Currency, which is termed here as Transaction Currency.

• Clicking on the General Masters ----> Exchange Rate excel displays the Exchange Rate excel screen.
Transfer Cost Excel
• While moving goods from one location to another location, certain additional costs also incur in the form of transportation,
insurance, handling, etc.

• User can account for this additional cost by pre-defining transfer cost factors between two locations. The transfer cost factor
is defined as a percentage of the value of the goods transferred. When the actual transfer takes place the additional cost
accounted is charged appropriately on the goods. The landed cost of the goods at the destination includes the transfer cost
factor.

• It is advisable to pre-define the transfer cost factor, as then the product profitability is accurate.

• Clicking on the General Masters ----> Transfer Cost Factor excel displays the Transfer Cost Factor excel screen.
Vendor Discount Excel
• The Vendor Discount excel is used to create the trade discounts offered by the Vendor. The details of the discounts once set-
up, gets automatically affected during the procurement process.
• Every discount scheme has a validity period with a Start Date and an End Date.

• Discount Level
• This determines whether the discount is to be applied for entire PO or for a specific item. If the Discount Level is chosen as
Item, then the user is expected to choose the item for which he/she wants to define the Discount.

• Discount Type
• The discount can either be a percentage or an absolute amount.

• Slab or Non-Slab
• The Discount is made applicable either on Slab or Non-Slab basis.
• The slab can either be a quantity slab or a value slab. Example of Quantity Slab discounts is:
• For purchase quantity of 100-150, discount % is 2.
• For purchase quantity of 150-300, discount % is 3, and
• For purchase quantity of more than 300, discount % is 5.
• Non-slab discount is a flat discount, irrespective of the quantity purchased or the value purchased.

• Based on
• The Discount can be calculated either on the quantity of an item purchased or on the value of item/s purchased.
• Depending on the options chosen for each of these variables, a grid appears where you enter the relevant details.
• Clicking on the General Masters ----> Vendor Discount excel displays the Vendor Discount excel screen.
Unit of Measurement
• UOM excel is to define the Unit of Measurement that is used for item level inventory control. For example: UOM's could be
pieces, kilograms, liters, etc.

• retail excel maintains stock at item level only in one base UOM. This is called the Stock UOM. But the item could have
alternate UOM's, which can be used in transactions when dealing with vendors (buying and selling). The non-stock UOMs
will have to be linked to a Stock UOM through a formula defined in UOM Mapping excel.

• All UOM's (both stock & non-stock) are created using this Master. If UOM is a stock UOM, then enable the "Stock UOM"
check box.

• It is advisable to keep the Stock UOM as the least common denominator, so that transactions as a fraction are avoided.

• Clicking on the Merchandise Setup ----> UOM excel displays the UOM excel screen.
UOM Mapping
• Besides the stock unit of measurement an alternative units of measurement can also be specify. If an alternative unit of measure is specified specify the
factor (divide or multiply) for converting it to the stock unit of measure.

• The alternate unit of measurement can be used for Purchase and Sales orders.

• Many a times the inventory is stocked in a different Unit of Measurement than in the one it is transacted in. To bring about a common platform for
measurement on which conversion can take place this form is used.

• The relationship between the stock UOM and the other UOM are defined here.

• Using this view, the link between the Stock UOM and the non-Stock UOMs is established. First select the UOM and Stock UOM from the drop down
list and then enter the Conversion Unit and the Conversion Factor (which can be either Multiply or Divide).

• The system can support a different purchase UOM and multiple sales UOM's for the same item.

• The codes for the UOM Mapping Master can either be auto generated or manually entered by the user. (This depends on the option set in the Business
Rules ----> Master Settings).

• For Example: If the item is shirts and is purchased in Dozen pieces but the inventory maintained in your system (Stock UOM) is in pieces then the
conversion can take place easily to suit your system by multiplying the dozen by 12 and for calculating the cost of the item per piece we can divide the
price by 12.

• One dozen = 12 Pieces

• One dozen = Rs. 12

• Therefore: No. Of Pieces = 1 * 12 = 12 pieces

• Cost / piece = Rs. 12/12 = Re. 1

• Clicking on the Merchandise Setup ----> UOM Mapping excel displays the UOM Mapping excel screen.
Attribute Excel
• Every product can be described using certain Attributes. Attributes are division (merchandise type) specific. A unique set of
attributes for each division is defined from Division excel screen. This makes the screens more context sensitive for the end
user.

• For example: The attributes of Apparel Division could be Product, Brand, Style, Color, Size, Fabric, etc. While those for
Music Division would be Media (Cassette /CD, VCD), Singer, Band or Group, Genre (Pop / Rock/ Jazz), etc

• Each division can have a maximum of 20 attributes. The number of attributes and the attribute names for each division has
been defined in Division excel.

• The attributes of one division are exclusive to it and have no relation to any other attributes of other divisions.

• Of the attributes defined for each division, a maximum of five attributes can be nested. Each division can have different
number of nested attributes. The number of nested attributes for each division is defined in the Item Logic excel screen.

• Using the Attribute Master, the Attributes values are created. The length of the attribute code and whether or not it is auto
generated is also set in the Item Logic excel screen

• In case of nested attributes, the attribute values will have to be created in the hierarchy of nesting. If nesting feature is chosen
from the Item Logic excel screen, then it is imperative that the sequence of creation of attribute values is to be maintained.
For every child attribute that is getting created, user sets a link by choosing the corresponding parent attributes.

• Multiple attribute values can be entered in the grid at the same time. This increases the data entry productivity.

• Clicking on the Merchandise Setup ----> Attribute excel displays the Attribute excel screen
Item Creation
• This screen interface provides the user the option of creating items on a fly. While adding items from Item excel, user is
required to make entries in Vendor excel, Selling Price Definition and Cost Price Definition screens also.

• Clicking on the Merchandise Setup ----> Quick Item Creation displays the Item Default screen.
Item Excel
• Item excel screen is to define items division wise. Items needs to be created to procure, stock and sell.

• An item is the smallest unit that cannot be split into smaller units. Articles are necessary for doing transactions. The Item
Master contains information on all the articles that a company procures, stores, and sells. It is the central source for retrieving
article-specific data.

• The Item excel contains the data required to manage an item, which are directly maintained by you. Other than this data, it
contains data that is automatically updated by the system such as last transaction date and last purchase date.

• An item record contains not only data relating to the item itself, but also setting of some business rules at item level.

• If the Auto Generation option is set for the item code from the Master Settings screen, then the item code format will be as
defined in the system and if auto generation of item code is not set then the item codes are accepted in the interface. Item
codes are unique across the division. Item description and long description are accepted in the interface.

• Clicking on the Merchandise Setup ----> Item excel displays the Item excel screen.
Item Selling Price Definition
• retail excel provides the immense flexibility of defining the selling price of an article. User can define the selling price for a
single store, a group of stores or for the entire organization. Different prices at different stores for the same product can also
be specified.
• The Selling Price of the items can be defined in advance, by entering the effective from date. RXL provides the flexibility to
define the selling price using two methods as under:
• Fixed Selling Price: This option is used to specify a fixed price at which the item is to be sold. In case the product is bought
from multiple vendors, the system validates the selling price to be greater than the highest cost price. Selection of this option
makes it mandatory to enter the Selling Price and MRP while adding new record.
•
• Mark Down % on MRP: If this option is selected, retail excel will calculate the selling price by discounting the MRP by the
markdown percentage. If this option is selected user is required to enter MRP value and Mark Down % on MRP while
adding new record. Selling Price Selling Price = MRP - Mark Down % on MRP gets calculated on the basis of MRP and
Mark Down % on MRP.
• Additionally, the Selling Price can be defined across various customer categories created using the Customer Category excel
available under General Masters ----> Code excel. User is expected to enter the item for which he/she wants to define the
Selling Price. Provision exists in the application to see the corresponding Cost Price (if already defined) of the chosen item
across various Suppliers. By default, the SP applicable for the 'Retail' customer category is captured. If the item for
which SP is getting defined is a MRP based item, then the MRP of the item is also captured. Validation exists in the
application that the SP entered is not lesser than the maximum of the CPs defined for this item. For the other customer
categories, if the item is a non MRP-based item, then it can be a % increase/decrease on this retail price. Otherwise, it can be
only a % decrease on this retail price.
• Grid that is provided to add new record is dynamic and options in the grid changes according to the option selected under
"Store Type", For example; If Store Type is Individual Organization then user is required to select the Store id from the
grid, If Store Type is Site Group ID then user is required to select the Site Id and if it is All Organization then it will not ask
to select the store id/ organization id.
• Note: This module will be available only for those organizations for which Selling Price Definition check box is checked on
Organization excel screen.
• Clicking on the Merchandise Setup ----> Item Selling Price Definition excel displays the Item Selling Price Definition
excel screen.
Cost – Price Repricing
• Whenever there is a change in the Cost Price of an item, the user can change the same through this screen. Provision exists in
the application to mention the effective date for new Cost Price also. In case of multiple vendors supplying the same product,
the cost price for each vendor can also be specified from this screen.

• Clicking on the Merchandise Setup ----> CP Re-Pricing displays the CP Re-Pricing screen.
Item ROL
• Item ROL screen is provided to specify the min/max quantity for items on the basis of division and their attribute.
Organization can have different levels, For example: Head Office, Ware House and Retail Outlet. In this case the user can
define different values for safety stock, reorder level and maximum quantity for different levels of organization from this
screen. User can define it for "all stores" or "particular store" or for "one organization type" depending on the option selected.
Tax Excel
• All the different taxes that are applicable on all the transactions (Sale /Purchase) are captured from this screen. Following
details are to be mentioned on this screen.

• Tax Code/Description/Tax Percentage

• Various tax codes and their descriptions together with their percentages are captured in this excel.

Fixed Amount
• This amount is the fixed value that will be charged as tax in all the transactions. Please note that this particular tax code
created by the user, can be used only for the header level tax plans (Tax percent and Fixed Amount is mutually exclusive).

Minimum Amount
• This is the minimum amount that will be charged as tax in all the transactions. Tax (either % or fixed amount) will be
charged only if this value is greater than or equal to this minimum amount. If the calculated tax value is lesser than the
minimum amount then the amount defined as a "Minimum Amount" will be charged on bill else the calculated amount will
be charged as tax.

Excess of Minimum Amount

• If this check box is ticked, tax (either % or fixed amount) would be calculated only on the difference amount (Sales Value -
Minimum Amount)

Maximum Amount
• This is the maximum amount that will be charged as tax in all the transactions. Tax (either % or fixed amount) will be
charged only if this value is lesser than or equal to this maximum amount. If the calculated tax value is greater than the
maximum amount then the amount defined as a "Maximum Amount" will be charged on bill else the calculated amount will
be charged as tax.

• Clicking on the Tax Setup ----> Tax excel displays the Item Selling Price Definition excel screen
Tax Plan Excel
• Tax plan provides the flexibility to define multi-level taxation. Multi-level taxation or tax on tax can be easily defined using a formula.
• The Tax Plan Description, Tax Plan Type and the Start Date are captured at the header level. It is not mandatory to define the End Date at the time of creating a new Tax Plan.
• The Tax Plan Codes can either be auto generated or manually entered by the user. (This depends on the option set in the Master Settings).
• The formula for the Tax Plan is defined in the detail grid. Select the Tax code from the drop down list and define the formula in the "Tax On" column.
• There are four options available for Tax Plan Type. Use can select one of them as per requirement and Tax On formula is depends on the Tax Plan Type selected from the list. User is also
allowed to combine two tax on options which can be done by enetring the Tax Description code + existing Tax on option in the Tax On column. For example: if tax has to be calculated by
using BAS and NETSP then define one tax plan by selecting the BAS option, in next row select the tax description and in the Tax On column, type the Tax Description code (which is
defined as BAS) + NETSP. Different Tax Plan Types are as described below,
• Purchase Header
• In case "Purchase Header" option is selected then user can define the multi-level tax and the "TAX ON" can be on the BAS and the tax codes chosen within the tax plan.
• "BAS" represents the quantity * cost price of all the items less discounts + Detail Level Taxes [both at the item level as well as at the bill level (automatically apportioned to the
individual items), if any]
• Purchase Detail
• In case "Purchase Detail" option is selected then user can define the multi-level tax and the "TAX ON" can be on the BAS, CP and the tax codes chosen within the tax plan.
• "BAS" represents the Quantity * Cost Price of the item less discounts [both at the item level as well as at the bill level (automatically apportioned to the individual items), if any]
• "CP" represents the quantity * cost price of the item
• Sales Header
• In case "Sales Header" option is selected then user can define the multi-level tax and the "TAX ON" can be on BAS and the tax codes chosen within the tax plan.
• "BAS" represents the quantity * Selling price of all the items less discounts + Detail Level Taxes [both at the item level as well as at the bill level (automatically apportioned to the
individual items), if any]
• Sales Detail
• In case "Sales Detail" option is selected then user can define the multi-level tax and the "TAX ON" can be on BAS, BASICSP, NETSP, CP, LCP and the tax codes chosen within the tax
plan.
• "BAS" represents: For Batch and Lot Based Items
• (Selling Price (As on the screen) * Qty of the Item) - Deatil Level Discount + Excise Duty value Excise Duty value = % Excise Duty * (Sales Detail tax value) (defined in the Business
Preference view)
• "BAS" represents: For Non-Batch and Non-Lot Based Items
• (MRP of the Item * Qty of the Item) - Deatil Level Discount (MRP) + Excise Duty value Excise Duty value = % Excise Duty * (Sales Detail tax value) (defined in the Business Preference
view)
• "BASICSP" represents the quantity * selling price
• "NETSP" represents the quantity * Selling Price of the item less discounts [both at the item level as well as at the bill level (automatically apportioned to the individual items), if any]
• "CP" represents the Quantity * Cost Price of the item
• "LCP" represents the Quantity * Landed Cost Price of the item
• For Example:
• If, Basic Value (BAS) of Product ' A ' be Rs. 1000 , Central Sales Tax (CST) is @ 10%, A surcharge of 2% is levied on the CST +BAS, Therefore, the Tax applicable is: (($1000
* 10%) + $1000) * 2% = $122,
• Clicking on the Tax Setup ----> Tax Plan excel displays the Tax Setup screen.
Purchase Order
• A Purchase Order (PO) is a formal request or instruction from a purchasing organization to a vendor to supply or provide a
certain quantity of goods to a particular location by a certain point in time.

• No accounting entries are made when a purchase order is created. retail excel supports both domestic as well as foreign PO's.

• While raising foreign PO's you have the option of fixing the exchange rate, or keep it open. In case the exchange rate is kept
open, system applies the rate as prevailing at the time of Goods Receipt.

• Clicking on the Procurement ----> Purchase Order displays the Purchase Order screen
PO Delivery Schedule
• The PO Delivery Schedule is used to specify the delivery instructions for contract purchase orders. It can also be used to view
and edit the delivery schedules of other PO types.

• The PO delivery schedule has a header with two item detail grids. In the header the reference contract PO number is captured.
Select the delivery location from the first detail gird. For each location of delivery, the item code, the quantity to be delivered
and date of delivery is specified.

• Click on the Procurement ----> PO Delivery Schedule exhibits the PO Delivery Schedule screen
Goods Receipt Note (GRN)
• A Goods Receipt Note (GRN) is prepared at the time when the goods are received at the warehouse. It indicates the
acceptance of goods by you. It states the description of goods, the quantity received, the date of receipt and other relevant
details. It validates the data of goods receipt against the PO.
• The date of goods receipt is a critical point in the procurement cycle as the receipt of goods represents the date you recognize
the goods as an asset and the liability for the acquisition of the same.
• During GRN creation, sequentially generated lot numbers are assigned by the system to every item code. In case the item has
been set as a "Batch Item" in the Item excel, the manufacturer's batch number and the expiry date will have to be a
mandatory entered. Lot Numbers play a very important role in inventory control and also in return management.
• Based on the preference settings in Business Preference, users have the flexibility of receiving goods directly without any
reference to a purchase order. If the preference setting is set as "GRN only with CRN", the GRN can be done only with
reference to some CRN number. Otherwise, the CRN process can be by-passed.
• Partial processing of cartons is also allowed at the time of GRN processing. Incase of partial processing the number of
cartons processed is captured. Also, the CRN document is kept open till the time all the cartons have been processed.
• Normally when a PO is referenced during GRN creation, all the items in the PO get displayed along with the received
quantity. This enables quick processing of the GRN. But sometimes the goods received and goods ordered vary and hence the
received quantity has to be entered into the GRN. In such a case, user can press the button "Populate Zero to Received
Quantity" and all the quantity displayed in the grid will disappear. In this case, user has to manually select the items and fill
in the details.
• At the time of raising a PO there is an option to choose the PO category. In case of a foreign type PO, if the exchange rate is
forward booked, the currency gets displayed immediately. This is for calculating the value in the transaction currency
defined for the organization. If the currency is not forward booked in the PO, the exchange rate is taken from the Exchange
Rate Master. The rate will be the last updated rate from the master for calculating the exchange rate.
• If the PO category is Consignment PO then at the time of raising a GRN against this PO, the goods get categorized as a
Consignment item. However for GRN raised without PO user is required to check whether the delivery is a consignment item
or not.
• If an item is a serialized item, then it should be serialized.
• If the preference "Goods Receipt Note without Purchase Order Allowed' is checked, then user has the provision to receive
goods directly in the Warehouse.
• Pre-Requisites: Check the settings from the Business Preference for purchase.
• Click on the Procurement ----> Goods Receipt Note exhibits the Goods Receipt Note
Purchase Invoice
• The Purchase Invoice is an authorizing document for making payments to the vendor. Booking a Purchase Invoice creates an
entry in the account payable modules of retail excel Finance.
• While booking the Purchase Invoice, you can check the GRN details with the original PO details. Sometimes few additional
charges cannot be booked during the PO and the GRN stage. In those cases the Purchase Invoice can be used to take into
account all the additional charges / expenses incurred and make the payment accordingly.
• Purchase Invoicing is a mandatory process only if the Business Preference is set as "Purchase Invoice Required"
retail excel provides the additional option, of receiving goods directly at the purchase invoice stage, bypassing the entire
purchase cycle from PO to GRN. In such a case, select Purchase Invoice without reference. In such a case, you have the
provision to receive goods directly into your Warehouse and book directly the Payables to the vendor, who has supplied the
items. But it is advisable to follow the steps of the procurement cycle. Only in exceptional cases, should goods be directly
purchased through issuing a purchase Invoice.
• Financial Implications
As discussed above the following three options exist for Goods Receipt:
GRN followed by Purchase Invoice, Only GRN, Only Purchase Invoice
The relevant financial entries in each case are shown below:
1. GRN followed by Purchase Invoice
On Authorization of GRN
Debit Stock Account
Credit Goods Receipt Inward Receipt (Temporary) Account
On Authorization of Purchase Invoice
Debit GRIR Account
Credit Account Payables
2. Only GRN
On Authorization of GRN
Debit Stock Account
Credit Account Payables
3. Only Purchase Invoice
On Authorization of Purchase Invoice
Debit Stock Account
Credit Account Payables
Click on the Procurement ----> Purchase Invoice exhibits the Purchase Invoice
Purchase Return
• The goods purchased from a vendor sometimes need to be returned to the vendor as they could
be damaged, or are of inferior quality or have passed expiry date.
• retail excel provides you with the flexibility to return the goods with reference to the original
goods receipt note or without any reference. "Reference GRN Number needed for Purchase
Returns" option available in preference settings for Business Rules. Referencing the original
goods receipt note ensures that the merchandise is returned at the same price at which it was
bought.
• retail excel provides you with the additional flexibility to return merchandise against one or
multiple GRNs. It is mandatory to assign a reason to return goods. The reason codes are pre-
defined in the General Masters ----> Reason excel screen.
• Appropriate financial entries are passed on creation of the rejection document.
• For Single GRN
• When "With GRN" option is selected for Reference and selected the "Single GRN" option, it is
required to choose the vendor and the GRN No against which rejection note has to be issued. To
facilitate quick search for the relevant GRN number "date range" or a "PO No" can be used.
Selecting the GRN, the application displays the list of items that were received. Select the item/s
need to return.
• For Multiple GRNs
• For the Multiple GRN option, select the vendor in the header level and the GRN numbers from
the grid.
• Please note that the Price displayed by the system against the item includes all discounts (given
at the time of receipt both at the header level and at the detail level [in grid] ) for the respective
lot, which are being returned.
• Click on the Procurement ----> Purchase Returns exhibits the Purchase Returns
Stock Adjustments
• Every company is legally required to carry out a physical inventory at least once a year to balance the physical
stocks with the book figures.
• retail excel allows to maintain the stocks on a perpetual basis. User can maintain physical inventory at any point
in time and not necessarily in the year-end, or on a quarterly or monthly basis. The physical inventory can be
done for an item or for a group items selected through attribute selection or on a vendor. Hence while doing
physical inventory it is not essential to stop other operations.
• Based on the authorization procedure the system stock gets updated as per the difference stock and the value is
also updated. The value updated is the last value of the item purchased. Incase of batch/lot item, the stock value
gets updated based on the purchase cost of the corresponding batch/lot.
• Physical verification not only updates inventory but also makes an appropriate entry for the same in the Financial
Module.
• Physical inventory is maintained for one division at one time.
• Stock Adjustment Item wise
• If this option is chosen then the verification can be done for a single item. After choosing the option user will have
to select the item.
• Stock adjustment Attribute Wise
• If this option is chosen, stock verification can be done for a group of items. Select the attributes and based on
combination of attribute values chosen, the system will list the items for verification.
• Stock adjustment Vendor Wise
• On using the option of Vendor wise stock adjustment, select the vendor and based on the vendor chosen, all
items supplied by the vendor are listed for verification.
• This method of verification should be chosen, to verify stocks of consignment vendors.
• Clicking on the Inventory ----> Stock Adjustment displays the Stock Adjustment screen
Stock Requistion
• Stock Requisition is the first step in the replenishment function. This sub module of procurement is available, only
when the user login to the application by selecting the level other than the Level1. If user login at Level1 then the
Stock Requisition sub module will not be available in the application.
• In case Purchase Preference, has been set as "Division-wise Stock Requisition Required" from
Business Preference, then it is mandatory that the division is selected first, before proceeding with the item
selection process. In this case, the items for the division chosen are alone available for Stock Requisitioning.
Otherwise, all the items available in the Item Master will be available for Stock Requisitioning.
• The Stock Requisition can both be systems generated and manually generated. The Stock Requisitions will be
system generated if the "Auto Stock Requisition" preference option has been enabled in the Requisition Rules
from the Business Profile screen. In this case, clicking the "Populate Auto Requisition" button populates all the
items that have reached below re-order level. The system calculates the Stock Requisitioned Quantity using this
below mentioned formula:
• Stock Requisitioned Qty = Max Qty - QOH
• User can edit the quantity recommended by the system. If the Purchase Preference has been set as "Validate
Stock Requisition Qty with Re-order Qty", then while editing, the system will not allow the user to specify a
quantity higher than the quantity recommended by the above formula. If the above preference has been disabled
then any quantity can be Stock Requisitioned.
• The expected date of delivery (EDD) will have to be entered. The field Allocated Quantity is disabled at the time of
creation/modification of an Stock Requisition. However, going to the View mode after selecting the Stock
Requisition No. user can see the Allocated Quantity.
• While generating an Stock Requisition, the "Stock Requisitioned-to" organization is automatically populated
based on the assignment done in Organization excel. But it is possible to change the default organization to
some other organization.
• The Stock Requisition can be created, modified, cancelled and deleted. Modification / Deletion is possible only in
case authorization has not yet been made. For Cancellation, the system goes through the Authorization mode.
• Clicking on the Replenishment ----> Stock Requisition displays the Stock Requisition screen
Requisition Allocation
• Requisition Allocation is a tool used by head office (level 1 organization)to consolidate the various Requisition documents
arose by the sites and control the distribution of merchandise among them.

• This is an optional process and is enabled only if "Requisition Module Required" is enabled in the Business Profile.

• The Allocation process can be done on any one of the below parameters or on a combination of them.
– Organization Wise
– Indent Wise
– Attribute Wise
– Item Wise.

• Clicking on the Replenishment ----> Requisition Allocation displays the Requisition Allocation
Stock Transfer Out
• A Stock Transfer Out allows you to issue stock for transfer to another site. The stock transfer process can be done in any one
of the three ways:

• With reference to a replenishment indent / allocation document,

• With reference to a new product allocation document,

• Directly, without any references.

• If an item is a serialized item, then it should follow the serialization.

• Serialization

• Stock Out

• The available Serial numbers for an Item will be validated, if it is with reference the validation will include the referred
document Serial numbers.

• (Checking for duplication of this serial no. is carried out by the system)

• Clicking on the Replenishment ----> Stock Transfer Out displays the Stock Transfer Out screen
Stock Transfer In
• Stock Transfer In allows you to receive stocks that have been transferred out from the other sites. This is also with reference
to a Stock Transfer out document. This process closes the loop in the transfer process and ensures that the inventory is tightly
controlled.

• If an item is a serialized item, then it should follow the serialization (details discussed in Stock Transfer Out section).

• Stock in

• The unique Serial numbers for an Item , alone will be accepted by the System. If it is with reference the existing serial
numbers in the reference document will be validated.

• (Checking for duplication of this serial no. is carried out by the system)

• Clicking on the Replenishment ----> Stock Transfer In displays the Stock Transfer In
Sales Order
• Sales Order is the first step in the normal sales process. The sales order is used for booking the order of the customer. The
document header contains general data valid for the entire document. The header data is divided into four tabs.

• Clicking on the Sales ----> Sales Order displays the Sales Order
Delivery Challan
• The delivery note is the third step in the sales process. In this process, user delivers the goods to the customer with reference
to a sales order and a delivery schedule number.

• This process is optional and is available if the Delivery Note Required check box on Business Preference screen is checked.
If this check box is un-checked user can skip this process and directly proceed with Sales Invoice process.

• In the similar way if Allow Batch Number in DC / Invoice check box is checked on the Business Preference screen, then
the system displays the batch numbers to be delivered based on the Item Movement rule. In case, it is un-checked, the batch
number will have to be entered by user. In case the item is a lot based item (This is defined while creating new item from
Item excel screen), then select the lot number manually, which is to be delivered.

• Once the sales order number and the delivery schedule are selected, the system displays all the relevant data in the header and
the detail table.

• If an item is a serialized item, then it should follow the serialization.

• Clicking on the Sales ----> Delivery Note displays the Delivery Note
Sales Invoice
• Sales Invoice represents the final processing stage for a sales transaction. Information on billing is available at every stage of
order processing and delivery processing. Sales invoice has an interface to the financial accounting.
• The Sales Invoice can be raised with reference to a Sales Order or a Delivery Note. The sales invoice can be generated with
reference to a sales order if the Delivery Note Required preference option is un-checked under the Business Preference
screen.
• User will be allowed to raise a Sales Invoice only for those items available in the Sales Order - The stock on hand is depleted
while raising the Sales Invoice in this case. The rate mentioned at the time of making a Sales Order holds good for the items
and you have the option to choose the particular lot in case the item has been defined as 'Lot Based item'. In case the item
has been defined as Batch item and the preference 'Allow Batch item in Delivery Note/Sales Invoice' is checked in the
Business Preference screen, then the item movement based on the settings done by the user in the item excel (either FIFO or
LIFO, as the case may be) holds good and accordingly the system picks up the items.
• Following billing option are provided in case of reference to the delivery note,
• One Individual Invoice document per Delivery Note,
• One Collective Invoice document for several Delivery Notes (of the same Sales Order)
• Once the Sales Order / Delivery Note is selected, the system displays entire header and the item detail data as entered in the
earlier steps.
• User is provided with the option of doing a Direct Sales depends on the option selected in "Invoice For" section. Depending
on the category to which the customer of this invoice belongs to, the price is fetched and shown. For lot-wise price items, the
price for the particular lot selected by the user shall be fetched and billed to the customer. For non-lot items the price list is
available for the user to select the appropriate price of items to be sold to the customer. Provision to give Discount and Tax
both at the item/bill level exists. In case Bill Level Tax Plan is defined in the Organization excel, the same is automatically
attached to all the Sales Invoices made by the user.
• Click on the Sales ----> Sales Invoice displays the Sales Invoice screen
Vendor Item Excel
• This interface links the item to the vendors who supplies the product. Each product is assigned to a vendor's item code. This
gives the flexibility to raise Purchase Orders in vendor's item code.
• Multiple items can be purchased from one vendor or single item can be purchased from the multiple vendors. In case of
multiple vendors, preferred vendor not mandatory. There cannot be more than one Preferred Vendor for the same item.
• Other details like Purchase Unit of Measurement, the lead-time are captured for each item.
• The Tolerance Quantity % and Tolerance Days can also be defined for each product. These Tolerance Quantities are
accepted by retail excel at the time of goods receipt.
• Vendor item can be defined on the basis of: "Item Wise" or "Vendor Wise".
• Information related to the item and vendor gets populated itself as user enters the item code and vendor code, for example:
Purchase UOM Method, Delivery Options and CP Method.
 Campaign
• As Campaigns will be pre-defined atleast a day in advance, only on doing the Session Open, the campaigns will
be applied on Billing.

• In case, if Campaign are defined during the day which are to be applied for the day then it is mandatory to open
the Session.

• All campaign will be checked and applied only when the Tender Details button in POS Billing Screen is clicked.

• When a Campaign is defined for a Customer Specific Group, then these campaigns will be applicable only for
the Customers attached to the Customer Group.

• When a campaign is defined with ONLY THIS CAMPAIGN option, then only that Campaign will be applied for the
customer on the Bill.

• All Quantity based campaigns are similar to that of the Value based Campaign. Instead of checking for the Item
Net value, the Net Quantity of the Item will be checked for the applicability of the campaign.

• All Attribute based campaigns are similar to that of Item Based Campaign. Instead of checking for a Single Prime
Item (Item Based), Multiple Items (Attribute Based) Net Value or Net Quantity will be checked for the applicability
of the campaign.
•
• Bill Refund or Bill Cancellation cannot be done on a Campaign applied Bill.
 Session Maintenance
• The point of sales module has been designed for multi-shift operations as well as
24-hour
• operations. A session is a time frame with a start time and an end time that is used
for cash
• management at the counter. The system keeps track of all transactions done within
a session
• both at the counter level and at the cashier level. For each session the application
tracks the sale
• on each tender type.
• To open the Session Maintenance screen any of the following can be adopted:
• • Click on the Session Open/Close icon on the toolbar.
• • Select the Session Open/Close option from the Session menu item.
• • Press Ctrl + O key.
 Tender Audit
• Tender audit is used to audit the tender declarations
done by the cashiers during the hand over of
• cash and other tenders.
• Cashiers will use the tender declaration screen and hand
over the different tenders collected
• during the business hours and supervisor will audit those
and print the details.
• Tender audit can be viewed for a specific cashier,
specific counter, and specific session for the
• selected date.
• Tender audit screen will give you the information of
actual values in the system and how much is
• declared and what is the mismatch.
 Tender Declaration
• At the time of session closing, the cashier is required to do the tender declaration. In the tender
• declaration, the cashier declares the closing amount in various tenders for the selected counter.
• 12.1 Denomination
• If the tender type is cash or foreign currencies for tender declaration, retail excel also allows the
• cashier to declare the closing value in terms of individual denominations. Denomination button
• will be enabled if the "denominations required for tender declaration" preference option is
• enabled from the POS Preference screen. This preference is available under the Tender
• Preference option of business preference. The total denomination value should match with the
• value declared for the tender type.
• 12.2 Closing Balance
• Cashier can view the closing balance for each sales transaction that has taken place. To enable
• this feature deselect the "Blind counter hand over required" business preference (if selected)
• option from the POS Preference screen. It will enable the Closing Balance button and cashier
can
• view the details by clicking on it.
• To open the Tender Declaration screen any of the following can be adopted:
• • Click on the Tender Declaration icon on the toolbar.
• • Select the Tender Declaration option from the Counter menu item.
• • Press Ctrl + E key.
 Counter View
• This screen provides the up-to-date sales status of a counter. From this screen user
can view the
• sales status of all or a particular counter, session and cashier
• Based on the options chosen, it displays the transaction wise sales summary, for
example the
• total sales till the moment or the total refund till the moment. Users can also get the
total
• summary for each tender type.
• For the ease of user, the details can be grouped on the selected field.
• To open the Counter View screen any of the following can be adopted:
• • Click on the Counter View icon on the toolbar.
• • Select the Counter View option from the Counter menu item.
• • Press Ctrl + V key.
 Payment In / Out
• Payment In and Payment Out is the process of movement of cash into a
counter during the
• course of the day.
• Payment In
• Payment In is a process by which user can add cash into a counter and
there may be different
• reasons for it, For Example: It could be tender balance change back to the
customer.
• Payment Out
• Payment out is a process by which user take out cash from a counter. The
cash could be taken
• out for different reasons. Assume, for example, user find that there is a
large amount of cash in
• the cash drawer. For security reasons user may take out some cash and
deposit it with the back
• office.
• Cash could also be taken out for handling the "Petty cash expense".
 Packing Slip
• Retailexcel is built with a feature Packing slip where the multiple slips are converted as a single
• bill.
• Packing slip entry is a concept which is followed in some big format stores, shoppers go to
• different floor/department and select the items to be billed and collect the slip from the respective
• slip counter that are located in different departments or floor. Final bill is generated in specific
• counters referring to the slips that are produced by the shopper.
• Customer has an option of converting either all the slips or selected slips.
• Counters selected with packing slip option in the Counter master are only activated with the
• packing slip entry screen.
• Packing slip can be loaded by clicking the Counter->Packing Slip.
• Packing slip can be of two types viz. Sales and Return.
• (Return Slip->this option can be used by retailers where there is a specific counter for
• exchanges and that counter accepts the product and generate a return slip and gives it to
• the customer. Customer will produce this return slip in the main counter and convert it as
• a bill, the items selected in the return slip will be taken as exchange item (-Ve qty)
 Packing Slip Summary
• Packing slip summary screen is used to open or
close the UN used packing slips.
• As discussed earlier, the customer has an option
of not converting few slips; slips that are still not
• converted, as bills can be cancelled/re opened
using this screen.
• Packing slip summary can be loaded by clicking
the menu Counter->Packing Slip summary.
 Billing
• Retail Excel supports three types of sale:
• Item sales
• GV (Gift Voucher) Sales
• Layaway Sales
• Based on the Sales Type selected, the Billing function gets changed.
• To generate a new bill, open the Billing screen and click on the “New” button.
• When the new button is clicked and if the customer is not set as mandatory in the pos preference,
• by default the “item sales” is selected and the cursor will be placed in the item grid for the cashier
• to scan or enter the items.
• Cursor will be placed in the customer code by default if the customer is mandatory.
• Change the Sales Type if you want to select GV or Layaway sales.
• Item Sales: Item sales type is used for the normal merchandise sales.
• Item sales can be again be a credit sale or cash sale. The sale can be settled through multiple
• modes of tender.
• Layaway: Layaway is used for capturing the sale in advance where the customer blocks the
• selected item and pays the advance and takes delivery at later point of time.
• Layaway is enabled based on the Layaway Preference in the POS Preference and in the
• Counter excel Preference for the Counter.
• Customer is mandatory for Layaway sale.
• Customer Loyalty:
• Double Click on the lookup button to select the customer or single click on the lookup button and
• enter the card number of the loyalty customer.
• System displays the accumulated loyalty points by the selected customer.
• The selection of customer is mandatory for credit sales/layaway sales or if the customer wishes to
• redeem the loyalty points.
 Billing Refund
• For various reasons the customer may decide to return
the product that he has bought. The
• reasons for return could be that the products are
damaged or of inferior quality. User will have to
• use the "bill refund option" to take back the product that
he has purchased.
• It is a common practice that while accepting the refund,
reference to the original bill number is
• made to ensure that the refund price is same as the
original sale price. The settings in the Refund
• Preference determine whether the reference bill number
is mandatory or not. While accepting the
• Refund cashier can state the reason for the same.
 Sales Audit
• Sales Audit is a tool used by the chief cashier / supervisor to
monitor counter operations and
• easily identify discrepancies and correct them. The document gives
the manager an overview of
• the performance of the store for the day / session. This feature
helps to quickly tally tenders as
• declared by the cashiers with the book value. In case of abnormal
differences the cashier can try
• and identify the discrepancy. Sometimes errors can be made while
making sales. For example,
• instead of taking the tender type as cash, the cashier by mistake
saves the bill as a cash bill. The
• chief cashier can rectify such errors, wherein, he can open the bill
and amend the mistakes
• made.