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Technical Proposal
Submitted by:
Head Office: Office No. 5, 1st Floor, B-250, Behind Al-Lateef Chemist,
Chandni Chowk, Rawalpindi. Pakistan 051-4571215,
0321-8544077.
Lahore Office: 4-H, Khuda Bukhsh Colony, Airport Road, Lahore Cantt.
0321-4466445, 042-37169163
Technical Proposal
Table of Contents
Overview
A Point of Sale (POS) system is a system for managing the sales of retail goods. The
term is used to refer to the software and hardware associated with checkout stands,
and all of the bundled features which are included. Most retailers use a POS system at
their check stands or counters, and several major manufacturers offer POS systems
designed for various types of businesses, ranging from grocery stores to clothing
boutiques. Using a POS system makes a business much more efficient, lowering the
costs of running the business while improving customer relationship and handling and
making the business more pleasant to work in.
In the retail trade, the “point of sale” is the moment when a customer walks up to a
counter with goods and prepares to purchase them. A POS system handles the
transaction.
Since 1995 iPOS.NET has been able to assist hundreds of satisfied customers, both
domestic and international, run their businesses more efficiently and more profitably.
The POS software providers believe in building long term partnerships with
customers to ensure that they get exactly what they need from their POS systems.
IPOS.NET has staff members with experience and technical expertise in installing,
training and supporting POS systems. The POS software providers take pride in their
ability to customize systems and the breadth of product offerings and low-cost allows
the facility to be available for every small and large size customers.
“iPOS.NET” proposed system would serve on the counter along with an online
Inventory Control System running on a separate PC in the Back Office. POS system
would keep complete track of real cash in. The Inventory Control System can also be
referred to as Back Office because it operates in the background. It is intended to
monitor the stock centrally and keep better record of the Sales through Periodic and
Instantaneous Reports. Customer receipts shall be printed through Thermal Receipt
Printers whereas Reports shall be printed through LaserJet printers in the BackOffice
software.
IPOS.NET offers a complete solution that meets all our requirements in a single
system.
Our team has put in extra effort to help out our customers to find solutions that
catered to their needs.
At the time of purchase output GST is booked in the system. During the sales input
GST is booked in the system. iPOS will generate many reports for input tax and
output GST as well as combined input / output GST.
For correct GST calculations TP (trade price) and RP (retail price) logging is very
important.
iPOS.NET provides full support for GST and Withholding tax integration,
calculations and reporting at the time of purchase, purchase return, sales and
payments.
You will find further details in the following sections of the proposal.
Why iPOS.NET?
The experience behind iPOS.Net development is more than 18 years, more than 1500
installations, robust solution, and very reasonable pricing are undeniable reasons to
choose iPOS.NET. Due to the huge cliental and their useful and indispensible input
iPOS.NET has been a leading Point Of Sale solution in the market. We understand
your problems current and upcoming and we provide you the free consultancy to
overcome and tackle these issues in time and before time. Our dedicated team is very
experienced which provides onsite and online after sales service to our clients
successfully.
Benefits
IPOS.NET provides various business benefits to its user that helps him in saving cost,
better customer service, good supplier management, accurate management of
inventory etc.
Billing
Billing means total amount charged to a customer or the final checkout the customer
does.
VER. TYPE
Version History Number Basic
Of the Pro.
MONTH Enterprise
Inventory Management
Inventory management is all about knowing what is on hand, how much is consumed,
and how much units are required in certain time frame.
1. Damage or Wastage entry facilitates accounting for the floor returns with the
reason for wastage
2. Item transaction history to know the full track record for an item.
3. Complete stock movement and analysis can be managed and tracked.
4. Parent / Child items : Supports loose sales from bulk packages e.g. Selling rice
from a rice bag
5. Facility to maintain manufacturer product code and my product code :
Facilitates correspondence with the manufacturer using the vendor product
codes
6. Comprehensive stock and sales statement for your inventory management
needs
7. Inventory Age can be tracked and nonmoving stock can be listed for further
action.
8. Item transaction history QSL (Quantitative Stock Ledger) for full product
details
9. PDT [handheld barcode scanner with memory] based stock audit - automatic
generation of stock discrepancy report based on computer and physical stock,
correction of discrepancy Etc. This makes daily stock taking easier and
enables accurate measure of pilferage
Instantly view what's in stock, what's hot, and what needs to be reordered
Record each shipment of merchandise received and Point of Sale adjusts
inventory figures with each sale or return.
Set reorder points and automatically generate purchase orders
Advanced tracking tools for vendors, item codes and barcodes
Point of Sale runs on a computer. You will need one computer at every individual
point of sale. If you have more than one place in your store where you ring up sales,
you will need to network those computers together, so they can all share the same
inventory information. This is where most store owners need the assistance of a
professional – If that is the case, then making the decision as to which software to use
becomes your major decision.
Pole displays are still popular though generally only in the retail environment, and
there specifications differ as well. The number of lines as well as characters will vary
from one make to the next. Generally they have serial connections.
Your receipt printer will generally be a forty column, and will either be dot matrix, or
a thermal unit. This is a personal preference in most cases, for example the thermal
unit is faster and will be quieter than the dot matrix, however it can't be used in
restaurant kitchens or environments where they may come into contact with chemicals
as the paper will fall apart and go transparent.
Retail establishments should also have bar code scanners, which can cut down time
spent at the till considerably. The type of scanner can vary from a fixed unit to a hand
held – one with a trigger, or a flatter hand held unit with a button. Scanners can also
vary from the CCD (close contact diode), with limited range and scanning
capabilities, to the Laser scanners with long range capabilities, as well as ADF
(Advanced Data Format), for the better ranges. This ADF allows the scanner to read
bar codes that have been scratched or slightly damaged in some way. It is also a good
idea to have your own bar code printer if you are going to be using bar codes. These
come in many ranges and types. Some can print labels that will be used in a chemical
environment (specific labels would have to be utilized), others can print the standard
labels we find in clothing shops, while still others print out shelf-talkers (the labels on
the shelves of supermarkets worldwide).
We provide Point of Sale software and hardware; the features of software will be
discussed later in this proposal.
System Design
Software for Businesses
1. Chain Stores
2. Departmental Store
3. Garments Shops
4. Boutique
Database Security
The information in the database would not be in direct access except through special
access passwords or software itself. The highest level password shall only be known
to an Authorized technical staff member or DBA
These transactions will be done on a secure VPN network between head office and the
shops.
Services
iPOS.NET is designed according keeping in view the market needs and future
expansions and changes in the businesses and ways of businesses. Now a days
services have become one of the major part of many businesses especially in
hospitality, clothing and saloon industry. iPOS has developed itself to cater the
services in a better way. Services are not kept in inventory but these services become
the part of the revenue as well.
It is a best decision making and performance checking module in the software. In the
restaurant industry it is very important to serve the good hygienic food in time to their
guests.
Back Office
Back office comprises detailed management features including Product and Pricing
Control, Stock Control, Point of Sale Configuration, Loyalty Rewards, Accounts,
Audit Control and a comprehensive set of Reports and Analysis Tools.
All information can be accessed in real-time, so that business decisions can be based
on accurate, timely information
This update makes iPOS.NET very attractive and useful from all its previous versions.
This is one the best thing of iPOS team that they have made iPOS.NET very adaptive
and flexible to embed each and every requirement of the present and future as well.
All these reports are shown in Grids and Graphs as well. Graphical presentation of the
reports make the picture more meaningful to understand.
Management can take its decisions very quickly by looking the graphs and data while
purchasing or giving new orders.
This will make the cashier very active and software will be able to manage the
inventory of both types of items automatically and easily.
Physical audits of inventories are one of the most important activities of retail
business. In most cases it is recommended that full and partial stocktaking of
inventories are done on periodic basis. . Following are the features of stock taking
module available in the iPOS.Net.
You can send greetings, offers and discount promotions to the customers on the
specific dates.
There is an option of entering two barcodes side by side in the item master file. There
are items which are sold both in pieces and in boxes. In practical there are different
barcodes on boxes and individual items. Although the item is same but the barcodes
are different. We can put both barcodes in the system along with the number of
packing units in one box. When we scan the individual item's barcode system will sale
only one piece of the items. When we scan the box barcode the system will sale the
number of packing units in one box.
By doing this it speeds up the cash count process and it helps to stop the mistakes
done by the cashier.
1. Categories
Items will be defined and linked with their respective category, sub-category and
brand etc. Other than above mentioned particulars some more information are also
added against each item i.e. trade price, retail price and packing etc.
After defining the all items following transactions are possible in the system.
Items will be purchased from the suppliers along with invoices. These invoices will be
entered in the system. Each invoice will be allocated a new debit number. This
number will be unique. The supplier invoice number will be kept in the reference for
future purposes. The print out of the debit note will be stapled with the actual invoice
of the supplier for verification and references. At the time of the purchase batch
number and expiry date of the item should be entered in the system for better physical
inventory management.
Items will be issued to the customer according to their requisition or demand. Transfer
voucher will be transferred electronically to the remote location via secure VPN.
Sometimes few items come back to the main warehouse from the retail location.
These transactions make the inventory of the warehouse. There are few more
transactions effect the inventory in which adjustment entries are included. There are
possible plus and minus entries which also effect the inventory of warehouse.
This module can run independently as well as integrated with main Point Of Sale
(POS) module. Warehouse module can also be integrate with the GLS for financial
reporting.
Sub-Category
Barcode
New items will be created at the warehouse level. Purchases will be entered at
warehouse level from suppliers; even barcodes will be generated in the warehouse as
well. Now the stocks will be issued to different sections according to their
consumptions. In case of restaurant items will be issued to different kitchens. These
transfer vouchers will be converted into restaurants receipts automatically.
7. Categories
8. Suppliers
9. Sub Categories
10. Brands / Manufacturers
11. Internal Customers / Sections / Kitchens
12. Stock Debit Note (Purchase Voucher)
13. Stock Credit Note (Purchase Return Voucher)
14. Issue Voucher
15. Receive Voucher
16. Stock Debit Adjustment
17. Stock Credit Adjustment
This module can run independently as well as integrated with main Point Of Sale
(POS) module. Warehouse module can also be integrate with the GLS for financial
reporting.
Reports
1. Total Purchases
2. Item Wise purchases
3. Total Issue
4. Item Wise Issue
Each shop and head office is able to check the stock of any certain product from any
shop and all shops online. This is an optional facility available on request.
New items and categories will reach at outlet electronically. Now the stocks will reach
at shops physically. It is ready to sale because it is already bar-coded and keyed in
into the system.
At the end of the day or any other time during the day system will automatically sends
the sales data to the head office. Without sending complete data to the head office
system will not allow completing the day end procedure.
If there is any return from the shop to the warehouse, shop will create the return
voucher and it will automatically sent to the head office.
These transactions will be done on a secure VPN network between head office and the
shops.
These transactions will generate inventory at the shop level and head office level for
each shop individually and consolidated.
Chicken, Beef, Mutton, fish and those items which we receive in numbers and
consume in numbers can be tacked accurately. But there are many items like spices,
oil, fruit and vegetables which are not fixed in terms of consumption. Fruits and
vegetables are those items which have unpredictable wastage as well. In spite of these
facts we should try to keep the track of average use of ingredients, iPOS.NET allows
the users to define two different kinds of items.
Menu items are the first kind of items which we define in our menu and customers
choose from these items. The other kind is the recipe / ingredients which we define in
master items list. These items are used to prepare the menu items. So we can define a
relationship between menu and recipe items. This relation gives us the opportunity to
track the consumption of ingredients.
We purchase recipe / ingredient items and sale menu items. The sale of menu items
automatically makes consumption of ingredients. The purchase of ingredients and
consumption makes the inventory. On the other hand we also monitor the wastage of
fruits and vegetables to keep the books quantity close to the actual inventory.
At the start of the day each department will enter its production plan in the warehouse
computer. This plan will combine all the ingredients at one location individually. And
produce a list with finished goods that are planned to be produced and the ingredients
which are required to produce the “Production Plan” Items.
Each department will get raw material from the bulk store and will start its
production. Now this each department will input its production in the computer batch
by batch or combined at the end of the day.
This activity will give two major benefits firstly it will make us possible to compare
the production plan and the production and get the discrepancy report. This
discrepancy report will give us the list of remaining raw material in each department
in case of short production. Secondly we will get the finished goods in our inventory
and issue them to our outlet(s) in batches or sell these items to our external customers.
This procedure will give us control firstly at bulk store then at production and the
Point Of Sale portion of the software will give us the control at the retail level.
The integration simply and seamlessly handles the combination of many complex
processes. As well as handle core POS transactions; iPOS.NET acts as an information
hub between your accountancy package and add-on module.
GLS is the system of recording, verifying, and reporting of the value of assets,
liabilities, income, and expenses in the books of account. Accounting is a system that
provides quantitative information about finances.
System is capable enough to handle all four types of tenants simultaneously described
above. A due amount journal voucher will be generated automatically in the system
against each tenant on monthly basis. This due amount will raise receivable in the
system against tenants. Individual ledgers of tenants will be maintained separately.
1. Improved gross margin due to more accurate item ring-ups at the cash counter.
2. There is also the promise of increased operational efficiencies. Labor savings
are achieved by reducing time spent price marking and making price changes.
Increased cashier productivity and better check-out customer service are
potentially achieved through faster item pass-through.
3. Difficult to quantify but of possible significance is that the POS scanning
system can provide store management with detailed data, aiding better
inventory control, product line and space use decisions, better shelf
management using data, promotions, analysis, etc.
4. No chance of cash fraud at cashier’s level due to Cash Collection at day end
with or without the involvement store management.
5. Central decision making and prompt implementation regarding inventory
management and sales improvement.
Optional Modules
Web Reports (Sale, Stock Position etc.) (Optional, will be charged separately)
The Back Office portion of the software has many other tasks to perform. It allows the
User to populate the Initial system database and generation of reports. The list of
other tasks has been described already, in the “Specifications (Salient Features)”
section. The stocks which were issued from the warehouse will be received at the
BackOffice of the outlet. It will help the outlet to manage its inventory.
There are some more internal transactions available in the system to keep the better
record of inventory, adjustments and transfers. Back Office also caters these
transactions and generates reports accordingly.
The other portion of the Inventory Control System which deals with the Customer is
known as POS (Point Of Sale). Every time a Customer purchases any item, the POS
operator enters it in the POS software through Barcode Scanner or Keyboard, it tells
the accumulative total of the quantity as well as amount to be paid. When an operator
closes the bill, the software prints a receipt immediately for the customer’s record.
The POS screen also takes care of the return transaction from the customer by
updating the quantity online in the master file.
The Point Of Sale system consists of two portions. One portion takes care of the
transactions with the Supplier and the other portion deals with the Customer.
Movement of the items from or to the Supplier has some documentation to go along
with. Items coming from the Supplier have accompanying invoices. These invoices
are referenced in the Inventory System to keep track of the items by using a form
called “Stock Debit Note”. In the same way, when an item is returned to the Supplier
a “Stock Credit Note” is issued to the Supplier. The Inventory is automatically
updated in both the scenarios. Both of these discussed documents are related to the
Suppliers. If Integrated GLS is running in the store these documents will
automatically affect the “Stock Purchases” and “Supplier” heads, defined in the Chart
of Accounts.
The Back Office portion of the software has many other tasks to perform. It allows the
User to populate the Initial system database and generation of reports. The list of
other tasks has been described already, in the “Specifications (Salient Features)”
section. The stocks which were issued from the warehouse will be received at the
BackOffice of the outlet. It will help the outlet to manage its inventory.
There are some more internal transactions available in the system to keep the better
record of inventory, adjustments and transfers. Back Office also caters these
transactions and generates reports accordingly.
In restaurants waiter takes order and comes to the cash counter following steps will be
taken on cash counter.
1 A new cheque will be opened if there is no running order for the same
table.
2 Items will be selected from the menu list show on the screen through
touch screen, mouse or keyboard.
3 A KOT number will be entered which is printed on the manual KOT
(Optional).
4 This order will be Held and the KOT(s) will be printed on their
respective kitchen(s).
5 This table can be seen on the active / opened tables list.
6 When guest asks for cheque, a final invoice will be printed and given
to the waiter for the payment.
7 Final payment will reach on the cash counter and final cheque will be
printed and table is now available for new guest.
In case of restaurant, fast food and bakery etc; if kitchen printer is attached with the
system the software will print their respective items on their respective KITCHEN
printers. This transaction automatically updates the quantity of recipe items attached
with the sold menu items, in the master file online.
The POS screen also takes care of the return transaction from the customer by
updating the quantity online in the master file.
All the transactions of sales passed to the integrated General Ledger System. There
three mode of payments available for the integration i.e. Cash, Credit and Credit Card.
The User will select the mode of payment at the time of closing of customer bill. All
financial reports will be generated from General Ledger System.
Reports
The system will generate reports on different criteria e.g. Date-wise, Item-wise,
Category-wise and by supplier etc.
Expected Results
Automated Point Of Sale
Automated Inventory Control System
Online Reports (Optional)
DEAD STOCK
STOCK +
+ DAMAGE
INVOICE STOCK
STOCK + STOCK +
STOCK CREDIT STOCK CREDIT
NOTE NOTE
Cash Counter 2 Back Office Cash Counter 1
(POS) / (POS)
STOCK + Head Office STOCK +
STOCK STOCK
ISSUE NOTE ISSUE NOTE
ITEMS SOLD
Temporary Temporary
+
Close / Close /
RECEIPT FINAL
PAYMENT PAYMENT
Terminal PC
C2Duo 3.0 GHz or Above
4 GB Ram or Above
128 GB SSD
Receipt Pinter
58 / 80 mm Printers
Customer Display
Two liners 2 X 20
Cash Drawer
5 Panels RJ11
Barcode Scanner
Single Liner / Omni Directional / Hand Held or Fixed
Queries
N/A
Deliverables
Application Software
Training
Payment Terms
Our standard Payment Terms are given below:
Software Development
50% on award of project (In advance)
50% on installation
Hardware
100% payment Advance
In case of import we request 100 % advance.
Payment Schedule can be modified to suit customer requirements.
Warranty Period
Three months from final delivery without charge