Thank you for using Store Manager.  You will be relieved of many of the boring/monotonous accounting chores from now on.  The following is the Table of Contents which contains links to the individual topics in the manual.

While navigating through the manual, the link which says Back to Top will take you to the beginning of the current topic.  The link which says Table of Contents will bring you back to the following table.

 

TABLE OF CONTENTS:

Flow of Activity

Setting up Store Manager to suit your business.

Pre-Installation Notes

Installation

Setting up your Company

Setting up Departments

Setting up Products

Setting up Services

Setting up Packages

Setting up Customers

Setting up Vendors

Chart of Accounts

Setting up Store Manager to suit your business.

Setting up Taxes

The Customer Loyalty

Making Things Work.

Vendors and Products

Products and Taxes

Customers and Taxes

Entering Business Transactions in Store Manager.

Purchases

Sales

Rentals

Cash Receipts

Cash Payments

Cash Transfer

Stock Transfer

Miscellaneous

Other Stuff.

Reports

Options

Limitations and Problems

 

 

 

 

 

 

Flow of Activity:

First, you have to set up a company.  This is a pre-requisite to all the functions of Store Manager.

Set up departments if you had opted for Departments during Company Setup.  If you opted for Departments during Company Setup, you can't enter products unless you set up at least one department.

Then set up products and services.  Between products and services, there is no preference.  This is a pre-requisite
to setting up packages, establishing the relationship between vendors and products, setting up taxes and entering purchase, purchase returns and vendor PO transactions.

Set up packages.  You can omit this step if you do not wish to bundle two or more products/services.

Set up customers.  You can omit this step if you do not wish to have any customers.  This step is a pre-requisite for defining Tax Exemptions, issuing invoices, sales returns and Customer POs.  OTC Sales can be entered without any customers.

Set up Vendors.  This is a pre-requisite for setting up Vendor Product relationship, recording purchase/shipments, purchase returns and Vendor POs.

Set up Taxes.  This can be omited if you want to work without any taxes.  This is a pre-requisite to setting up taxes on products, setting up Tax Exemptions for customers and the taxes being calculated while selling.

Set up Customer Loyalty.  This can be omitted if you do not wish to implement customer loyalty.

Once the Master menu is finished, you can move on to the Relations menu.

Set up Vendor-Product relationship.  This is a pre-requisite for receiving shipments and entering Vendor POs.

Set up Taxes on Products.  This may be omitted if you have not set up any taxes, or if you do not wish to calculate taxes while selling.  This is a pre-requisite for calculation and payment of taxes while selling.  (Note:  You can leave a product/service without setting up any taxes on them.  This will mean the product/service is exempt from all taxes.)

Set up Tax Exemptions for customers.  This may be skipped if no customers are exempt from taxes.  This is a pre-requisite to the tax calculation during sales, and if you skip this altogether, customer will be treated as having no exemptions.

In the Transactions, again, there is a flow.

You can place Vendor POs, or record Customer POs at any time, and these two activities are isolated, i.e. not dependant on any other activities.

Since you need to have some stock in hand before you sell, you have to record purchases/shipments before you can sell.  So Purchases will be the first step.  This is a pre-requisite for Purchase Returns and Payment to Vendors.  However since there is a possibility that some products may also have opening balances, this step is not a strict pre-requisite for selling.

Recording Sales through OTC and Invoice are not related to each other directly.  You can take up any activity from these two any time.  Any type of sale, OTC or Invoice, is a pre-requisite for recording Sales Returns and Receipts from Customers.

Rental Issues is a pre-requisite for Rental Receipts, so you have record the issue of goods on rental first, and then you can record goods rented out being returned.

In case of Cash Receipts and Payments, the Other Receipts and Other Payments do not have any dependancy on any other transaction or entity.  You can enter these two types of transactions as and when you need.

Receipts from customers require that you have recorded Invoice Sales against these customers.

Similarly Payments to Vendors require that there are Shipments made against the respective vendors.

For Cash Transfer, you need to have more than one account under the Cash group.  Otherwise you simply do not need this transaction.

Also for Stock Transfer, you need to have two or more types of stocks, for eg. the normal Stock in Hand, Estore Stock and Rental Stock etc.

For Miscellaneous transactions, again there is no dependency on any other transaction or entity.  You can enter these transactions as and when you need.

This, in short, is what can get you going with the Store Manager.

Back to top Back to Table of Contents

 

 

Pre-Installation Notes:

Before installing the Store Manager, please visit the Brightfeathers website or contact Brightfeathers by phone/mail to register yourself with Brightfeathers to obtain your Online Database Name, Username and Password.  Unless you have these three pieces of information, you will not be able to start using Store Manager.

Back to top Back to Table of Contents

 

 

Installation of Store Manager

After you have successfully registered with Brightfeathers Inc. for using Store Manager, you can download the installable files for Store Manager.  Depending upon the policy adopted by Brightfeathers Inc. for downloads, you may have two options:

Download a single, huge zip file containing all necessary files for the installation of Store Manager.

Download many files, smaller in size, which make up the complete installation set for Store Manager.

You can choose any option depending upon your internet connection state.  If you have frequent disconnections from the Internet, we advise you to go for the second method.

Store Manager has been developed for and tested on Windows 98 SE.  Although we do not expect any incompatibility with Windows 95, or Windows ME, the software as yet has not been tested with these target platforms.

If you have downloaded a single zip, unzip it to a temporary location on your hard drive.  If you downloaded multiple files, copy them all into a single temporary location.  You will now have the installation program (setup.exe) along with several cabinet (.cab) files which make up the Store Manager software.  Double-click the Setup.exe file to run the installation.

Select the destination folder where you wish to install the Store Manager software.  By default, the destination folder is "C:\Program Files\SM".  If you wish to change it, remember its location so that you can install any updates to the same folder.

On selecting the destination folder, click the Install button and let the program proceed.  Depending upon the version of the Windows operating system you are running, the installation program may warn you of certain components on your system being out of date.  If so, let the program update those components, whereby you will have to re-start the computer.  If you are running the latest version of the Windows operating system, you may be prompted by the installation program about some components in your system being newer than the ones it is trying to install.  In such cases, select Keep to keep the components in your system intact.

After the installation is over, the setup program will display a message saying,

SM was successfully installed on your system.

Once you see this message, the setup was completed successfully, and you can proceed to using the software.

Back to top Back to Table of Contents

 

 

Setting up your Company:

Table of Contents

Company
Info

Address

Contact
Info

Settings

Online
Details

Custom
Information

When you run Store Manager for the first time, it will prompt you to set up your company or business into it.  Without setting up your company/business in Store Manager, you cannot use any other functions of the application.  Setting up a company or business simply means telling Store Manager which type of business you run and how you run it.  Let's take a look at the screen.

The screen is divided into two parts, the left side shows a panel of buttons, describing in short what type of information they will display.  On clicking of each button you can access the respective information for viewing or editing.  These buttons and the information which they present have been discussed below.  The default information to be displayed every time you open the Company Setup screen is the Company Info.

Certain fields carry an asterick (*) along with them.  You are not expected to leave any of these fields blank.  If such fields are numeric, and you do not want to specify any value for it, just enter Zero.

You can press the Enter/Return key to save your changes and close the Company Setup any time.  Alternatively you can press the Escape key to lose all your changes and return the Company setup to the state it was when you opened the screen.  However, if you try to save the information without entering any details which Store Manager requires, the program will show you a message displaying fields from the current tab which you have not filled up.  For e.g. in the Company Info tab, if you omitted the Tax Payer ID and clicked Save, the program will pop up a message saying you have left out the Tax Payer ID.  This process goes on for each tab separately, so if you leave out something in the Company Info, and also in the Address part, you will first be prompted about the lack of details in Company Info, and once you fill that up, you will be prompted about the Address info.

 

Company Info:

This tab contains the following fields:

Name of your company/business This is the name under which you run the company or business.  This is the name under which you would file the tax returns or the name which would be used in any legal proceedings to represent your business.  Also this name will be used by Store Manager when printing various documents like invoices and receipts and also in the various reports it prints for you.
Your Tax Payer ID This is the tax payer identification number given to you by the Sales Tax authorities.
Start date of accounting This is the date from which you want Store Manager to maintain your books of accounts.  By default this will be the date on which you are setting up the company.  You can enter a date which is prior to today's date, but you cannot enter a date which is before the start date of the current accounting period.  For e.g. if you are setting up your company on 04/23/2001, you cannot enter a start date of 20 December 2000.  You can enter any date from 1 January 2001 to 23 April 2001, including both these dates,  Also you cannot enter a future date here, for e.g. in the above example, you cannot enter 04/24/2001 as the start date of accounting.
Money-Back Guarantee Period This is the period, in number of days, that you wish to set as the MoneyBack Guarantee period.  If you have any scheme wherein you pay a full refund for any products brought back by customers within X number of days from sale, enter that X in this field.  If you do not have any such schemes, simply enter Zero in this field.
Back to top Back to Table of Contents

 

Address:

Street Enter the name of street on which you run the business.
Suite Enter the name of the suite/apartment in which you run the business.  If this is not applicable, you can leave it blank.
City Enter the name of city in which you run the business.
State Click on the arrow to the right of the box, and select the state from the list in which you run the business.
Zip Code Enter the zip code applicable to your state.
Routing No. If you wish, also enter the routing number here.
Country This is Of course, the name of the country in which you run the business.  This is set to United States of America and you cannot change it.
Back to top Back to Table of Contents

 

Contact Info:

Phone 1 Enter your phone number in this field.  To help you enter the number, the field contains the parentheses and the hyphen.  Just punch in the number and get going.  This is the only piece of information on this tab that you are required to enter.
Phone 2 If you have any other telephone number, you can enter it here, although it is not necessary.
Fax If you have any fax number, enter it here.
Email If you have an email address, enter it here.
Contact Person The name of the person who should be contacted regarding your business affairs if you happen to be un-available.
Back to top Back to Table of Contents

 

 

Settings:

Checkbox Options Select a checkbox if the option applies to you, for e.g. if you want an Estore, select the option "I have an Estore."
I have an E-Store Do you have an E-store with Brightfeathers?  If yes, put a check in this box.  If no, then make sure that the box is not checked.
I have a rental business If you have a business of renting out products, put a checkmark in this box, else keep it cleared.
I have departments If you sell products through various departments like Cosmetics, Books, Toys etc., in short if you have a departmental store, then check this option.  When you select this option, you will have to set up departments before you set up any products.
Always expand groups This determines how your chart of accounts will be displayed by Store Manager.  If you want to see all subgroups under group at the very first instance, select this option.  If this option is not checked, then not all groups will be expanded to display their subgroups.  Of course, in that case you can always manually expand the groups to see the subgroups.  More about it in Setting up the Chart of Accounts.
Discount Offer Details Set up a seasonal discount for all products/servies, for e.g. you may want to give a 5% discount on all purchases during Christmas.
Start Date This is the date from which a discount will be given on all products you sell.
End Date This is the date till which the above discount will be given.
Rate (%) This is the rate (as a percentage) of the discount you wish to give to the customers.  Enter Zero if you do not wish to give any discounts.
Back to top Back to Table of Contents

 

 

Online Info:

Before you install and use Store Manager, you have to register yourself with Brightfeathers Inc.  When you register with Brightfeathers for using Store Manager, you will be given the URL to your online database, a username and a password.  This online database serves as a backup to the data on your computer, and also acts as the repository of data for your Estore activities. If you have not registered with Brightfeathers, please do so now.

URL This is the web address to your online database.  When you register with Brightfeathers, you will be given this information.  Type it in just as it is, without switching case.
Login Name The login name which was assigned to you after registering with Brightfeathers needs to be entered here.  Again, it has to be exactly the same as given to you by Brightfeathers.
Password The password that you chose to use for your Brightfeathers account goes here.  The password is displayed in the form of a string of astericks to prevent someone else reading it over your shoulder.  Again, do not switch cases.
Delivery Period With an Estore comes the responsibility of letting your online customers know when to expect the delivery of their orders.  Set up your delivery schedule here.
Within City If any online customer is within the same city as the one in which you run the business, what is the number of days it will take you to delivery his/her order?  Enter that number here.  By default it will be 1 day.
Within State How much time will you take for the delivery if the online customer is not within the same city, but is within the same state?  Enter that value here.  The default is 3 days.
Outside State How much time will you take for delivery if the online customer was out of your state?  Even out of the country?  Enter that value here.  By default it is 7 days.
Delay for Out-Of-Stock Product This is the number of days it will take in addition to the above delivery schedules if you do not hold a ready stock of a product ordered through the Estore.  For e.g. if a customer places order for a product which you have run out of.  Under normal circumstances you would take just a day to delivery, as the customer happens to be in the same city.  But you have run out of that product, and so need a couple of days to get fresh stocks.  In this case you enter 2 in this field.  Then the customer will know that he can expect the delivery with a delay of two days in the schedule in case the product is currently out of stock.
Back to top Back to Table of Contents

 

 

Custom Info:

Apart from the details Store Manager requires about your business, you can store up to three additional pieces of information about your company or business here, for your own reference.  Once you are done, click Save to save the data and set up your company.  If you forgot to enter any fields which you were supposed to enter, Store Manager will prompt you with the details which you have missed out, and take you to the first of these fields.  Thus you can't accidentally leave out your company name!!  If you do not wish to save your data at this point, click Close (Or press <Escape>) instead of clicking <Save>.  To prevent accidental loss of data, the application will ask you to confirm your action which will result in loss of data you have just entered.  If you are sure you don't want to save the data you have just now entered, click Yes to proceed.  If you changed your mind and do not wish to lose your data, click No and you will return to the Setup screen for further processing.  As an added help, you will notice that there is a small area at the bottom of the Company Setup screen which displays a short description of what each field is used for.  Use this as a cue if you feel confused.

Back to top Back to Table of Contents

 

 

 

Setting up Departments

Table of Contents

Details

Searching a Department

If you have a departmental store where products are sold through different departments, you can select the Departments option in the Company Setup.  Then you can open the Department Setup screen to add/edit departments.

The departments you add here will be displayed in the Department drop-down list in the Product Master setup.

The screen is pretty simple.  The left hand list displays a list of departments which you have already set up.  On the right hand there are the following fields of information.

Name The name of the department as you choose it to be.  Only make sure each department has a unique name.
Head of Department If you want to also track who is the head of each department, you can enter the name of the concerned person here.
Total Sales This field shows the total amount of sales made from this department.
Back to top Back to Table of Contents

 

Searching for a Department

The Department setup screen allows you to locate a department by typing its name in the box just below the list of departments.  As soon as you start typing the name of the department in the box, the list will scroll up/down to the department whose name most closely matches with the text you have typed.

Back to top Back to Table of Contents

 

 

Setting up Products

Table of Contents

Searching Products

Product Details

Current Status

Other Settings

Rental/
Estore

Stock
Levels

Every business sells something.  This something can be in the form of tangible products or the intangible services.  If you buy and sell products, enter them here.  The screen contains a list to the left hand side and a tabbed area on the right where you can see various details for a product.  All the products you have set up appear in the left hand list.  You can click on any product from the list to see its details to the right.  Just below the product list is a box where you can search for a product using its name or barcode.

 

Product Details:

Barcode Enter a unique barcode for the product here.  This may be pre-printed  you can type your own barcode value for that product or ask Store Manager to generate one for you.  You can also print barcodes.
Name Enter the name of the product here.  This is the name by which the product is known in common usage.  And this is the name which will be used to display the product for selection in other screens.
Description Enter a description of the product.  This field is mainly useful on your Estore where customers would also require some idea about what your product is.
Price The selling price (in US$) for a particular product.  This is the price which will be used to calculate the value of sales made by you.
Opening Stock If you have any inventory or stock of the product at the time you started setting up the product in Store Manager, you can enter it in the following two fields.  The opening stock for all the products makes up the Opening Stock of the Stock In Hand group in the accounts.  For more information about the Opening Stock and/or the Opening Balance of any account, please consult your CPA.
Units Enter the number of units of the opening stock in hand of the product.  Note that this is not your stock in hand as of today.  It's the stock as on the date you set up the product in Store Manger.
Value Enter the monetary value of the opening stock of the product in this field.
Grouping Store Manager allows you to classify products in two ways.  This classification can be used to track the products more efficiently.  For e.g. you can take out sales reports based on category to determine the fast-moving and slow-moving types of items.
Category The first type of classification which is always available to you.  Define a category for the product by selecting it from the drop-down list of all defined categories.  If the desired category is not present in the list, simply type it into the box to add it to the list of pre-defined categories.  For e.g. Medicines, Sports Equipment, Grocery etc.
Department Select the appropriate department from a drop-down list of previously set up departments.  This type of classification will be available only if you have selected the Departments option in the Company Setup.  See the Company Setup for more details about this option.
Back to top Back to Table of Contents

 

 

Current Status

This part gives you the up-to-date information about a given product.   Check out the stats like the stock in hand as of today, the average cost of the product as of today, who and when is going to deliver the next shipment of that product to you and so on.

General The general information about the product.
Average Cost Displays the average cost of the product as of that moment.  This cost is based on the purchases made from time to time.  This cost will help you ascertain an approximate value of the inventory you are holding.
Next Shipment On This field shows the date on which you would receive the next shipment of the product.  If you have placed orders with vendors for that product, this is an easy way to remember when the next lot arrives, so you can arrange for the inventory space and payment provisions.
Next Shipment From This field displays the name of the vendor who will be sending the
next shipment to you.
Quantity Status This section shows the latest figures of various types of quantities of the product.
Yet to Receive This field shows the quantity of the product which has been ordered
from different vendors, but not been received till date.
To be Supplied This field shows the quantity of the product which you have to supply
to different customers whose orders have already been received.
In Hand This field shows the number of units of the product in your stock at present.
Sales Status This section contains the latest sales and other revenue figures for the product.
Locally This field displays the amount of total sales of the product you have made locally, i.e. through your shop.  If you opted for Estore, you would also see how much sales you made through your Estore.
Estore This field displays the amount of sales revenue you have earned through the Estore sales.  This field will not be displayed if you do not have Estore selected during the Company Setup.
Rental This field displays the revenue earned from renting out the product.  This field will not be selected if you do not have Rental selected during Company Setup.
Returned Stocks This section gives you information about the Sales Returns and other types of returns you have received from customers.
Locally If any of your customers had returned goods to you, these will be tracked here.  So for a product you can view the total sales and the returned stocks to arrive at the net sales figure.  Also you can ascertain the rate of returning that product, to find out if the product is defective.
Back to top Back to Table of Contents

 

 

Other Settings:

Others Here is some general information and settings about a product.
Batch Selection Mode Select if you want to track a product by the LIFO method of the FIFO method.
(Status) Active This setting tells Store Manager if you have discontinued dealing a certain product.  If you clear the checkbox, Store Manager will treat the product as discontinued, and will not show it in the transaction screens.  However any existing details of the product will be preserved.
Shelf Number If you tend to arrenge your products in shelves, you can store the shelf number of a product here.  Not only can you locate a product faster, but you can take advantage of the unique Shelf Profitability tools provided by Store Manager (Not in Alpha.)
Expiry Period This setting helps you set a pre-determined number of days after which a product would expire, or become non-saleable.  For more details please read the discussion of expiry period.
Back to top Back to Table of Contents

 

In case of products like milk, which are perishable by nature, there may be a limit on the maximum number of days you can store such product with you.  Let's think of milk.  Being a perishable commodity, unlike products such as toys, milk can be stored only for a certain number of days before it may turn bad.  This value, the number of days you can store a perishable product, is termed as the Expiry Period of a product in Store Manager.  Once you enter this value, it will be used by Store Manager to calculate the expiry date of a product every time you purchase it.  For e.g. you entered 3 as the Expiry Period for the product Milk.  Now when you enter a purchase transaction of milk through the Purchases screen,  Store Manager will pick up its expiry period of 3 days, add it to the date of purchase and give you the expiry date for the purchased lot of milk.  This way, for perishable products every time you purchase them you don't have to bother with entering the expiry date of the lot.  The expiry period simply indicates the number of days after purchase of the product that the product can be safely stocked and sold.  In case of products like medicines where the expiry dates are way too far from the date of purchase, this field is not applicable.  Also for products like toys and other non-perishable items, the expiry period does not apply.  In such case, you can leave the expiry date as Zero.

Back to top Back to Table of Contents

 

 

Rental & Estore:

To use this tab, you need to have selected for the Rental and/or the Estore setup during the Company Setup process.  If you did not select these options at the time of the Company Setup, you can edit them now by re-visiting Company Setup.

Rental Details This section will be available only if you have selected for a Rental business in the Company Setup.
Used as Rental If you intend to use the product for renting out, select this checkbox.
Rental Charge This is the price you charge for renting out a product.
Shelf Number If you tend to arrenge your products in shelves, you can store the shelf number of a product here.  Not only can you locate a product faster, but you can take advantage of the unique Shelf Profitability tools provided by Store Manager (Not in Alpha.)
Expiry Period This setting helps you set a pre-determined number of days after which a product would expire, or become non-saleable.  In case of products like milk, which are perishable by nature, you may want to sell it off within 3 days of purchase as it may go bad after that.  So store 3 in this field and Store Manager will keep a track of it for you.  If you inadvertantly try to sell some product which has expired, Store Manager will prevent you from doing so.  (Not in Alpha)
Delay Charge The charge you collect from customers if a rented product was not returned within the stipulated time.
Qty In Hand This is the number of units in hand of the product to be used for rental.
Qty With Customers This is the quantity of a product that has been rented out and has not yet been returned.
Total Earnings Shows the total revenues earned from renting out the product.
Estore Details If you wish to sell the product online, through your Estore with BF, enter this section.  You need to have selected for Estore Setup during the Company Setup process.
Used for Estore Select this checkbox if you wish to sell the product through Estore.
Estore Price This is the selling price of the product when sold through Estore.  It does not have any relation with the selling price in the normal course of business.  Thus it allows you to implement a two-tier pricing structure.
Qty in Hand This shows the number of units of a product in hand which are waiting to be sold through the Estore.
Total Earnings This shows the total amount of revenue earned by selling a product through the Estore.
Product Image On the Estore, where customers can't see the product personally, an image speaks a lot.  If you have a ready image for a product to be sold through Estore, enter the path to the image here.  (Not in Alpha)
Qty Ordered This shows the total orders pending from the Estore customers for the product.
Back to top Back to Table of Contents

 

 

Stock Levels:

Managing the inventories optimally is the key to increase your operating margines.  You save on the inventory costs since you don't stock up too much, and at the same time you can maintain a smooth flow, as you don't stock too less.  Store Manager helps you manage your inventories with the following stock levels.  (Not in Alpha)

Maximum Level The maximum quantity for a product you should have in your stock.  Once a product's stock reaches this quantity, new orders with suppliers and new purchases will be discouraged.
Minimum Level The bare minimum quantity of a product which you must absolutely have in your stock at any point of time.  When a product's inventory reaches this level, further sales will be discouraged.
Optimum Level The ideal quantity of a product which you should strive to maintain.  While doing all inventory calculations, Store Manager will strive to maintain this much quantity of a product in stock.
Re-Order Level If a product's stocks fall below this level, it's time to place orders for fresh supplies.
Qty to Re-Order This is the total quantity of a product to be re-ordered.  This is re-calculated every time there is an order placed, or there is a purchase/sale of the product.
Ideal Re-Order Qty You may require the fresh orders for a product to be in a certain lot size to get benefit of the economies of scale.  Enter that lot size here.
Back to top Back to Table of Contents

 

On completing the data entry in all these fields, press Enter, or click on the Save button to save your data.  If you do not wish to save your data, click on the Close button, or press Escape to close the form.

Using the New button you can add a new product to the Store Manager.  For editing a product, you just have to click on the product name in the left-hand list, and modify its details.  For deleting a product, i.e. removing all references of a product from the system, you can use the Delete button.  Remember that if you have entered any transactions involving this product, you cannot remove that product.  If you plan to discontinue use of the product, you can mark the product as Inactive.  Use in a transaction means any business activity from placing orders to purchase/sale which involve this product in one form or another.  For e.g. you may have placed orders with suppliers for this product.  Or you might have included this product under a package, and sold that package to someone.

Back to top Back to Table of Contents


Searching a Product:

The product list has two columns, Product Name and Barcode.  The list will always be sorted in the ascending order of the Product Name, from A to Z.  Just below the list is the search box.  There are two ways of searching for a product.  One and the most common would be using the name of the product.  Click on the option button By Name to select it and then type the product name in the box below.  As you go on typing, the list will scroll up/down to the product whose name most closely matches with the name you are typing.  For e.g. if you have typed "Mob" in the text box, the list will scroll down to the first name which starts with the letters "Mob".  Since the list is sorted on product name, if there are 5 products which all start with "Mob", they will be listed one below the other right in front of your eyes.  Thus you can easily locate a product even without knowing its complete name.

Another feature is searching for a product using its barcode.  Just click on the option button named Barcode and enter the complete barcode in the box below.  As soon as you type out the entire barcode, the list will scroll to the product which has the barcode entered by you.  Note that a partial barcode will not work.  You have to enter the complete barcode.

Back to top Back to Table of Contents

 

 

Printing Barcodes:

As you type, the blank area under the box will show a picture of the actual barcode that will be on
the product.  If you wish to implement your own barcode system, you can enter your own barcode value in the box.  Make sure it's a unique value.  If you wish to print labels containing the barcode, after entering the barcode, click the Print... button.  You will then be taken to the barcode printing screen.  Enter the various margins and the number of rows and columns of the barcode labels you want printed and click the Print button.  Make sure your printer is properly set up and turned on before you print the labels.

Back to top Back to Table of Contents

 

 

Generating Barcodes:

If you do not have any barcoding in place, but want to start it, click on the <Generate> button.  Store Manager can create barcodes for you to easily identify a product from others.  Note that these barcodes may not comply with the rules and regulations about barcoding.

Back to top Back to Table of Contents

 

 

Services:

Along with products, some businesses have also started selling services.  If you fall within the same group, set up your services in this screen.  The screen is pretty simple, with just a few fields to be filled up.

The left side of the screen contains a list of services you have defined in Store Manager.  The right side contains more details about each service.  You can click on a service in the list to view its details on the right side.

To edit the details of a service, click on its name in the left hand list and modify the details on the right side.  To add a new service, click the New button and enter details for the new service.  For saving any changes you make, click Save.

 Following are the details for each service.    

Name Enter a name for the service.  The name has to be unique so you can identify the service later.
Rate This is the rate for the service.  For more information, see this discussion.
Basis of Charge Select the basis on which the service is charged.  For more information on the Basis of Charge see this discussion.
We Offer This Service This setting helps Store Manager keep track of which services you still render and which have been discontinued.  If you decide to discontinue any of the existing services, clear this box to mark the service as Inactive, and it won't appear in any transactions henceforth.
Back to top Back to Table of Contents

 

 

Basis of Charge

Store Manager recognizes three different types of services.  One is the Hourly charge, where the charge for a service depends upon the time spent in rendering that service.  Thus if the service was rendered for a longer time, the charge would be higher.  The next type is the Fixed Charge, wherein the charge is based on one instance of the service being rendered.  Irrespective of the time taken in rendering the service, once the activity is over, the charge is laid.  And the last type is Packaged.  Here, the service cannot be performed alone.  It has to be in relation with some other product or service.  For e.g. a Home Delivery service has to be associated with some product.  Select the appropriate type by clicking the respective radio button.

Back to top Back to Table of Contents

 

 

Rate

This value determines the actual rate at which the service will be charged for.  Depending upon the basis of charge, Store Manager takes the charge in different ways.  For an hourly service, it's the rate per hour.  For a fixed service, it's a flat rate and for a packaged service, it is a cost-adder to the other product/service with which the service will be offered.

Back to top Back to Table of Contents

 

 

Removing a Service:

Similar to removal of products, services can be removed if they have not been used in any transaction.  Transactions involving services mostly are the sale transactions.  If you have sold any service, or sold a package which includes that service, you will not be able to remove that service.  In such a case, if you have decided to discontinue the service, you can mark the service as Inactive.

Back to top Back to Table of Contents

 

 

Setting up Packages

Table of Contents

Package Details

Products

Services

Packages are a combination of more than one product and/or services.  In short, by bundling together a product and a service or two products or two services you can create a package.  Packages are designed to help you sell more than one item at the same time and without much hassle.  If there is a set of products being sold together frequently, you can create a package that comprises of these products and go on selling this package.

The assumptions behind the package scenario are that since a package is created out of existing products and services, there is no separate cost for any package.  Also at times the SB may wish to change the price of a package so that it is different from the total selling price of the products/services included.  So there should not be any relation between the selling price of a pacakge and the selling price of individual products.

To view the Packages screen you need to have at least two products and/or services set up in Store Manager.

The screen contains a list to the left, which shows the packages defined in Store Manager.  On the right are three tabs.  Let's see what each tab contains:

 

Details

Name of the Item Enter a name for the package you wish to create.  The name should be unique.  It should be different from the name of any other package, product or service.
Selling Price This is the selling price for a package.
Discount If you intend to offer any discount on the package price, you can enter the discount here.
We deal in this package Since packages are created from existing products and/or services, you may wish to discontinue a combination.  In such a case, select that package and clear off the checkmark in this field.  After that, the package will not appear for selling or in any other transaction.
Total Offline Sales This value shows the total sales of the package made through the shop.  Remember that there is no way at present to attribute this value to any of the products/services used in the package.
Components This list contains the names and type of all the component products/services in the package.  The type indicates if a component is a product or a service.
Back to top Back to Table of Contents

 

 

Products

The Products tab contains a list with all the products listed with a checkbox against each name.  Select all those products which you wish to include in the package.  As soon as you check a box, the corresponding product will be added to the Components list on the Details tab.

If you wish to remove a product from the composition of a package, uncheck its box in the list.  As soon as you clear the checkbox for a product, its name will be removed from the Components list on the Details tab.

Back to top Back to Table of Contents

 

 

Services

The Services tab contains a list with all the services listed with a checkbox against each name.  Select all those services which you wish to include in the package.  As soon as you check a box, the corresponding service will be added to the Components list on the Details tab.

If you wish to remove a service from the composition of a package, uncheck its box in the list.  As soon as you clear the checkbox for a service, its name will be removed from the Components list on the Details tab.

Back to top Back to Table of Contents

 

 

Adding/Removing Packages:

Using the New button you can add new packages to Store Manager.  Using the Remove button you can remove a package from the Store Manager.  The only hitch is if you defined a package and if it was used in any transaction, for e.g. you sold that package in one of the invoices, then you will not be able to remove that package.

Back to top Back to Table of Contents

 

 

Setting up Customers

Table of
Contents

Personal
Details

Address

Contact
Information

Additional
Details

Other
Details

Search a Customer

Every seller will want to track his customers and their buying habits.  Here is the screen to enter your customers.  Of course, you don't need to enter all the customers which come to your shop, but a better idea would be to enter those who repeatedly and frequently visit your shop.  Store Manager tracks customers in three categories, Home/Household, Business and Estore.  While Estore customers will be added to your database through the Estore, you can enter the Household and Business customers through Store Manager.

 

 

Personal Details

Customer Type Store Manager recognizes three different types of customers:  Household, Business and the Estore customers.  Estore customers are entered from the Estore you have set up with BF.  You can enter only Household and Business customers.
First/Business Name For household customers, it's the first name and for Business customers, it's the business name.  For business customers, the name of the business which the customer represents should be entered.
Last Name Available only if you have selected a Household type customer.  For Business customers this field is not available.
Tax Exemption ID If you know that the customer is exempt from certain taxes, you can enter the exemption number/ID here.  This ID will be shown while making invoices to this customer.
Opening Balance If you have any opening balances of Receivables, i.e. money to be collected from any customers, enter this customer's share in it here.  For more details read the discussion on setting up your Chart of Accounts.
Back to top Back to Table of Contents

 

A special feature in Store Manager is the duplicate name check for customer names.  When you save a customer's information, it will scan the database for any customers who have the same name as the one you have entered.  If there are any matching names, Store Manager will let you know about it and ask you if you wish to change the customer name or proceed with the duplicate name.  You can either change the name you had entered, or opt for a duplicate customer name.  If you decide to have a duplicate name in your database, you need to enter a description for him so that you can distinguish one customer from the other with the same name.  A new field 'Description' will pop up right above the Tax Exemption ID field.  Enter the description here.  Note that you can't enter duplicate Description information.

 

 

Address

The following fields relate to the address of the customer's location.  For household customers it may be the residential address, while for business customers, it may be the office address.

Street Enter the name of the street.
Suite Enter the suite/apartment name.
City Enter the name of the city.
State Click on the drop-down list to view a list of all states in the United States.  Select a state from it.
Zipcode The zipcode has been divided into two parts.  If the customer only has a 5-digit zipcode, enter it into the field Zipcode.  If the customer has a 9-digit zipcode, enter the first 5 digits in the Zipcode field, and the remaining 4 digits in the Routing No. field.
Country The default name for the country is United States of America.  You may not need to change it in the usual course of business.  But if you have any customers from overseas through the Estore, you can view their country name in this field.
Back to top Back to Table of Contents

 

 

Contact Information

The information under this tab is helpful if you need to contact your customer by telephone or email.

Phone 1 Enter the first telephone number for the customer.  For ease of entry, the format for entering the telephone number has been already fixed for you.  You only have to type in the digits.
Phone 2 If the customer has any other telephone number, enter it here.
Fax If the customer (especially the Business customer) has a fax number, enter it here, so next time you have to submit a quotation or send an invoice, you can fax it directly.
Email Enter the email address of the customer here.  You can use this to contact the customer on the web.  This field is essentially useful if the customer is an Estore customer.
Back to top Back to Table of Contents

 

 

Additional Details:

Apart from the details mentioned above, if you need to store anything extra about the customer, Store Manager provides you with three blank fields in which you can store anything you want to store about the customer.  These are text fields with a length of 50 characters each.

Back to top Back to Table of Contents

 

 

Other Details:

In this section, you find all the business related information about a customer.

Terms of Shipment Any special instructions for shipment of the customer's purchases can be entered here.
Max Amount of Credit If you intend to set up a maximum limit to the amount of credit purchases a customer can make, enter that limit here.
Maximum Credit Period If you wish to stipulate a fixed period in days for the customer to pay for credit purchases, enter the period here.  This is displayed in the Invoice screen.
Order Value % As Advance The percentage of total order value from a customer which you wish to collect in advance, with the order.
POs Not Delivered Yet This shows the total amount of the customer's orders with you which you have yet to deliver.
This customer will visit us again. This is just a way of telling Store Manager whether it should track the customer in future transactions.  If you clear off this checkbox, Store Manager will not show this customer in any future transactions.
Defaulted on Payment If the customer has defaulted on any payment, check this box.  Store Manager does not show such a customer in future transactions.
Purchases By Customer This section shows the details of purchases made by the customer from you.
Locally How much the customer has purchased from your shop.
From Estore How much the customer has purchased from your online Estore.  Applicable only if you have opted for the Estore during Company Setup.
Rentals How much amount the customer has paid you by way of renting charges for various products.  Applicable only if you have opted for Rental during Company Setup.
Reward Points Based on the Customer Loyalty program you are implementing the customer may/may not have any Reward points to his/her credit.  Visit the discussion on Customer Loyalty for more details.
Advance Paid Shows the total amount of advance the customer has paid you.
Receivable Shows the total amount of money you have to collect from this customer.
Back to top Back to Table of Contents

 

On finishing data entry, click Save to save the customer in your database.  Clicking the Close button will close the screen.  If you click on the Close button without saving any changes you have made, Store Manager will ask you if you wish to discard the changes.  To discard changes and close the Customer Setup, click Yes.  If you wish to save the changes, click No to the question and proceed with the editing.  You can re-visit the Customer Setup and edit any of the information you had entered earlier.

Using the New button, you can enter a new customer.  To modify the details of a customer, click on the name of the customer appearing in the left-hand list, and modify the necessary details on the right side.  Use the Delete button to remove a customer from your database for good.  Note that, you should not have entered any transaction with this customer.  Otherwise, Store Manager will not remove the customer.

Back to top Back to Table of Contents

 

 

Searching a Customer

Similar to the search in the Product Setup screen, you have a customer search based on the name of the customer.  In the box provided below the list of customers, start typing the name of the customer you wish to search.  The list will automatically scroll up/down to match the text you have typed.

Back to top Back to Table of Contents

 

 

Setting up Vendors

Table of
Contents

Personal
Details

Address

Contact
Information

Additional
Details

Other
Details

Searching
A Vendor

The terms Vendors and Suppliers have been used interchangeably throughout the documentation.

As you are doing business, you need to find out and track various sources of supply from where you can purchase the goods for resale.  And the hunt will always be on to find the cheapest and the best quality suppliers, so that you can increase your business.

Store Manager provides the Vendor Setup screen for you to setup all your suppliers and vendors.  The screen is very much similar to the Customer Setup screen.

 

 

Personal Details

Business Name Vendors/Suppliers are taken as Business entities by Store Manager, and so you don't get a Vendor Type or First name.
Opening Balance If you have any opening balances of Payables, i.e. money to be paid to any suppliers, enter this supplier's share in it here.  For more details read the discussion on setting up your Chart of Accounts.
Back to top Back to Table of Contents

The duplicate name check as explained in the Customer Setup works in the Vendor Setup, too and in a similar fashion.  Refer to the Customer Setup for more details on how the duplicate check works.

 

 

Address

The following fields relate to the address of the vendor's location.

Street Enter the name of the street.
Suite Enter the suite/apartment name.
City Enter the name of the city.
State Click on the drop-down list to view a list of all states in the United States.  Select a state from it.
Zipcode If the vendor only has a 5-digit zipcode, enter it into the field Zipcode.  If the vendor has a 9-digit zipcode, enter the first 5 digits in the Zipcode field, and the remaining 4 digits in the Routing No. field.
Country The default name for the country is United States of America.  You may not need to change it in the usual course of business.
Back to top Back to Table of Contents

 

 

Contact Information

The information under this tab is helpful if you need to contact your customer by telephone or email.

Phone 1 Enter the first telephone number for the vendor.  For ease of entry, the format for entering the telephone number has been already fixed for you.  You only have to type in the digits.
Phone 2 If the vendor has any other telephone number, enter it here.
Fax If the vendor has a fax number, enter it here.
Email Enter the email address of the vendor here.  You can use this to contact the vendor on the web.
Back to top Back to Table of Contents

 

 

Additional Details:

Apart from the details mentioned above, if you need to store anything extra about the vendor, Store Manager provides you with three blank fields in which you can store anything you want to store about the vendor.  These are text fields with a length of 50 characters each.

Back to top Back to Table of Contents

 

 

Other Details:

In this section, you find all the business related information about a vendor.

Terms of Shipment Any special terms for shipment you have set up with the supplier.
Max Amount of Credit If the supplier has stipulated the maximum amount of credit purchase you can make, enter that limit here.
Maximum Credit Period If the supplier requires you to pay your dues usually within a certain number of days after purchase, enter that limit here.
Order Value % As Advance Similar to the Customer Order value, this is the amount of advance you have to pay to the vendor with your order.
POs Not Received Yet This is the total amount of orders you have placed with the vendor which the vendor has yet to supply to you.
This Vendor Deals with us. Clear off this box if you decide not to buy from this supplier anymore.  Once you clear the box, the vendor's name will not appear in any future transaction.
Defaulted on Shipments If the vendor has defaulted on any shipment for which you wish to 'Blacklist' the vendor, select this checkbox.  Such a vendor will not appear in any future transaction.
Sales By The Vendor This shows the total amount of sales made by the vendor to you, in other words your total purchases from that vendor.
Net Payable Shows the net payable amount to the vendor.
Back to top Back to Table of Contents

 

On finishing data entry, click Save to save the vendor in your database.  Clicking the Close button will close the screen.  If you click on the Close button without saving any changes you have made, Store Manager will ask you if you wish to discard the changes.  To discard changes and close the Vendor Setup, click Yes.  If you wish to save the changes, click No to the question and proceed with the editing.  You can re-visit the Vendor Setup and edit any of the information you had entered earlier.

Using the New button, you can enter a new vendor.  To modify the details of a vendor, click on the name of the vendor appearing in the left-hand list, and modify the necessary details on the right side.  Use the Delete button to remove a supplier from your database for good.  Note that, you should not have entered any transaction with this supplier.  Otherwise, Store Manager will not remove the supplier.

Back to top Back to Table of Contents

 

 

Searching a Vendor

Similar to the search in the Product Setup screen, you have a vendor search based on the name of the vendor.  In the box provided below the list of vendors, start typing the name of the vendor you wish to search.  The list will automatically scroll up/down to match the text you have typed.

Back to top Back to Table of Contents

 

 

Groups

Table of Contents

Group Setup

Adding Groups

Some Precautions

Opening Balances

Editing Groups

Removing Groups

FAQs

Groups in Store Manager are what accounts are in the books of accounts of a business.

What are Groups?:

(Note: In this document we have used the words account and group interchangeably.)

A group in store manager is what an account is in the books of accounts or ledger of a business.  The fixed assets, current/short term assets, liabilities, expenses, revenues all are termed as Groups in Store Manager.

The Group Setup screen consists of two parts.  The left side part contains a tree-view of all the groups set up in Store Manager.  We shall refer to this as simply treeview.  The right side part contains the details about each group.

Store Manager comes with a built-in Chart of Accounts which is a general chart used in any type of business organization.  Depending upon the type of your business and your specific accounting needs, you can create and edit groups within the structure provided by Store Manager.  However, we advise that any such changes be made after consulting with a CPA, as it is not a healthy practice to create, edit and remove groups frequently.

Store Manager has five major classifications for all accounts/groups that can exist within a business organization.  The five classifications, which can be called as Top-Level groups, are as follows:

Equity

Assets

Liabilities

Revenues

Expenses

Each of these Top-Level groups then branches out into different subgroups (also called as subaccounts).  Store Manager includes the most common of these groups in its built-in Chart of Accounts.  Before venturing out into the discussion of groups and subgroups, let's first see what details can be stored for a particular group.

Account Name This shows the name of the account/group as it will be used in various transactions and reports.  While entering new groups, care should be taken to ensure that the name of the new group is unique, so you can identify it easily in transactions or reports.
Opening Balance This shows the amount of opening balance in a particular group or account.  For most of the groups you can enter the opening balances.  For more details refer to the discussion of Opening Balances.
Account Balance This shows the balance presently in a particular group.  The balance is updated with every transaction which uses this group.  For e.g. a Payment of Expenses transaction would increase the balance in the corresponding expense group.
Under Group The group structure is hierarchial, with a few top level groups expanding into subgroups which have subgroups.  This field shows the name of the immediate parent group for a particular subgroup.
Back to top Back to Table of Contents

 

 

Adding New Groups

Before looking at how to create new groups, you do NOT need to create new groups to record your customers, vendors or products.

With the exception of a few groups, Store Manager lets you create your own groups and subgroups under any of the existing groups.  Following is an example of how you can create new groups and subgroups.

Creating Fixed Asset accounts:

Fixed Assets include Factory, Equipment, Land and Building and such types of assets which will be used for a long time in the business.  For an exact information as to which assets in your business qualify as Fixed Assets, please consult a CPA.

To create an account for the business premises you own, you have to create a subgroup under the group named Fixed Assets.  In the treeview to the left, locate the group named Fixed Assets.  It will be under the category of Assets.  Once you locate this group, click on it to select it.  Click the New button on the right to create a new subgroup under the selected group Fixed Assets.

In the Account Name field, enter the name you wish to give to the new subgroup.  Since you are creating a subgroup for the business premises, let's give the name as Business Premises.  Enter this name in the Account Name field. 

In the Opening Balance field enter the value of the business premises as it appears in your books of accounts.  Consult your balance sheet and CPA to ascertain the exact value of the asset as on the date you are adding it to the Store Manager.  If you are purchasing an asset at this time, do not enter any opening balance.

Click the Save button to save the entry.  You will see the new subgroup Business Premises appear under the Fixed Assets group in the treeview.

Similar to the above procedure for creating a Fixed Asset account, you can create long term Liability accounts by selecting the Long Term Liabilities group under the Liabilities category, or enter short term liabilities by selecting the Short Term Liabilities from the treeview.  The same procedure can be used to enter various items of expenses and revenues, for e.g. by selecting the Expenses group, you can add different items of expenses like Stationery, Postage, Telephone, Salary etc.

The only important thing to remember is that you have to first select the proper category or parent group under which you should create subgroups, and if you are creating groups which already exist in your books of account, you may be required to enter the opening balances.  Also before creating any new groups, especially for the Expenses and Revenues, please check the existing Chart of Accounts to find out if there already are any groups to match the item you wish to create.  This way the Chart of Accounts will not grow unnecessarily large.

There are certain groups in Store Manager's Chart of Accounts where you cannot define your own subgroups.  These groups include the Net Income/Loss, Accounts Receivable/Payable, Stock in Hand, Cash in Hand, Revenue from Sales, Discount Paid/Received etc.

Back to top Back to Table of Contents

 

 

Creating Subgroups Under Groups Which Have Some Balance:

This is a remote possibility, but sometimes you need to modify the existing structure in such a way that an item of expense has to be split into two different items.  For e.g. a group you created earlier for tracking General Expenses may now have to be divided into individual heads of expenses like Postage, Telephone, Travelling etc.  This would be harmless in other situations but what if you already have had some transactions where the General Expenses group was involved, and now the account has a balance of $100 ?  If you decide to create the above three subgroups under the General Expenses, in which group do you put this balance of $100?  To save you from trouble, Store Manager will, in this case, create a separate account, Other General Expenses, and post the existing balance of $100 to this account.

Thus every time you try to create subgroups under existing subgroups which have a balance, this balance will be transferred to another subgroup which Store Manager creates automatically.

Back to top Back to Table of Contents

 

 

Opening Balances

Opening balance simply means the balance in a particular account at the time the account was created in Store Manager.  If you are trying to set up the Chart of Accounts in Store Manager to reflect the accounts presently in your books of accounts, chances are that you will have some opening balance for nearly all the existing and new accounts in Store Manager.

Theoretically, opening balances can be entered for any groups which do not have any subgroups.  For e.g. in case of a group like Fixed Assets, if you have set up individual subgroups to track your Business Premises, Motor Vehicle and Furniture, these three subgroups can have opening balances, but you cannot have an opening balance for Fixed Assets as such.  This is because the opening balance of Fixed Assets would be nothing but the total of opening balances of all these subgroups.

Also, groups like the Accounts Receivable, Accounts Payable and Stock In Hand will not have any opening balance although they do not have any subgroups.  This is because these accounts represent the Customers, Vendors/Suppliers and Products which are tracked through separate screens.  The cumulative effects of these entities are reflected in the Chart of Accounts by way of the Accounts Receivable, Accounts Payable and Stock In Hand.  If you want to enter/edit opening balances for these groups, you can enter/edit the opening balances of the respective entities, ie. enter/edit the opening balance of a customer to change the opening balance of the Accounts Receivable group.

This gives rise to the question of how you can enter the opening balances of Products, Customers and Vendors.  In each of these setup screens you will find a field named Opening Balance which can be used to enter the opening balance of that entity.

The question of opening balances can arise in case of products in the form of the quantity and value of the opening stock, outstanding balance of receivables from customers, outstanding balance of payables to vendors and the various balances in the other accounts as per the financial records till date.  Store Manager facilitates you to enter the opening balances at the most convenient places:  where you define all these items.

The Product Setup screen contains two fields for entering the Opening Balance under the heading Opening Stock.  The first field, Units, holds the number of units of the product in your stock when you set up the product.  The box below, Value, contains the monetary value of the number of units you have entered above.  Thus it stores both the quantity and the value of the opening stock.  If/when you enter these details, the average cost of the product will be dynamically updated to reflect the change in either the quantity or the value of the opening stock of the product.

The Customer/Vendor setup screens contain the field to accept opening balance right under the customer/vendor name information.  The amount of opening balance is posted as a Receivables in case of customers and as Payables in case of vendors.  We do not presently have any facility to enter the opening balance of advances received from customers.

When you enter some opening balances for the assets and some balances for liability accounts, there is a chance that the total of the opening balances of assets may not match that of the liabilities.  In such a case, the difference between these two totals is attributed to the Opening Balance of Equity.

Back to top Back to Table of Contents

 

 

Modifying Group Information:

You cannot modify groups which Store Manager has created.  But whatever groups you have added to the built in Chart of Accounts can be edited and you can change their name and/or opening balance information.  Just click on the group in the treeview and change the name and/or opening balance on the right.  Remember to click Save to save any changes you have made after you edit a group.

 

 

Removing Groups:

Since removal of any groups can potentially damage the accounting system, Store Manager puts several restrictions on the removal of a group.

Back to top Back to Table of Contents

 

 

Equity:

Whatever funds are invested in a business are treated as the liability of the business to pay back to the source.  For convenience and ease of understanding, however, the liabilities are classified into two parts, the Owners' or Shareholders' Equity and Borrowed Funds.

The Equity or Owner's Equity or Shareholders' Equity in common terms refers to capital, or the funds invested by the owners of the business in the business.  If you have brought any cash to use in the business, or if you have used any of your personal assets for the purpose of business, it becomes your equity.

Store Manager tracks the Equity through the following subgroups:

Back to top Back to Table of Contents

 

 

Assets:

Assets are anything which the business uses over a period of time and they bring revenues to the business.  Assets are divided for accounting purposes into Fixed assets and Current assets.  Fixed assets are those which the business uses for a number of years, whereas Current assets are those which are used for a maximum of one year.  The fixed assets are subject to depreciation, i.e. periodic reduction in value to represent the wear and tear of the assets.  Examples of fixed assets can be land and building, motor vehicles, investments, patent and trademark rights, copyrights etc.  Current assets include the Receivables, Stock in hand, Cash in hand and in checking accounts etc.

Any expenses which have been paid in advance, such as Insurance premium, advertising expenses, advances paid to suppliers against orders are also taken as current/fixed assets.  Any income which is due but not actually received is also treated as an asset.  This includes interest on investments which was due last week, but you have not received the check for it.

Back to top Back to Table of Contents

 

 

Liabilities:

As against the assets, liabilities are dues which the business has to pay.  These dues may include those payable to the owners, but as explained under Equity, usually they are tracked separately.  So, liabilities are amounts owed by the business to external entities.

Just like assets, liabilities, too, are classified into two parts, Long term and Short term.  Long term liabilities are those which are not repayable within a year, while short term liabilities are those which are repayable within a year.  Loan taken from bank may be a long term liability if it's payable in 5 years or 7 years.  But credit taken from suppliers for purchases, i.e. the Accounts Payable, is a short term liability because the usual period of credit will be 30 days, 60 days or 90 days.

Examples of Long term liabilities can be loans taken from banks or other sources repayable over a number of years, while short term liabilities could be the accounts payable, salaries due for the previous month, taxes payable to the government for last month's sales etc.

Any expenses not yet paid constitute a short term liability, for e.g. the salaries of employees payable for last month.  Any income which has been received in advance also is a liability, for e.g. the advances customers have paid you with their orders is a liability till you actually deliver the orders.

Back to top Back to Table of Contents

 

 

Revenues:

Revenues are sources of income, or inflow of funds to the business.  In common terms it's called income.  An accounting classification of revenues can be Operating Revenues and Non-Operating revenues.  Operating revenues are the revenues earned during the normal course of business.  For e.g. revenue from sales is an operating revenue.  Non-Operating revenues are those which do not arise out of business activities.  For e.g. you sold an old motor vehicle for $1000.  The depreciation over the years had reduced its value to just $800, but since you sold it at a higher price, you made a profit on its sale.  Now, since selling old motor vehicles is not your business, this revenue would be termed as Non-Operating income.  Whereas if you were a used car dealer, this revenue would become an Operating revenue.

Examples of revenue include interest received, rent received from renting out products or other assets, profit on sale of assets, discounts received from the suppliers etc.

Back to top Back to Table of Contents

 

 

Expenses:

As against revenues, expenses are ways in which funds move out of the business.  Again we have operating and non-operating expenses.  Expenses such as salaries of the employees, the utility charges, insurance premiums etc. can be called operating expenses as they arise out of normal business activities.  Take the previous example of sale of a motor vehicle.  If you sold it at $700, you would make a loss of $100.  And if you happened to be a grocery shop owner, this would be your non-operating expense/loss and if you were a used car dealer, this would amount to an operating loss.

Examples of expenses include discounts to be given to customers, bad debts i.e. customers who do not pay fully for the credit purchases made by them, depreciation of assets, payments of various kinds such as salary, general expenses, maintenance and repairs, renovation expenses, insurance charges, legal charges etc.

Back to top Back to Table of Contents

 

 

FAQs:

Q1    What should I do with the Group Setup form when I am using it for the first time?
Ans    First of all  find what all groups are there in the Group Setup that are also there in your books of accounts.  Enter the Opening balance for each of those groups.  For more details on opening balances, refer to the section on Opening Balances.  Next find all those groups which are there in your books of accounts but not in the Group setup.Create new groups for these.
Q2 How to create a new group?
Ans    Before creating a new group you should be sure about which parent group to place it under.  To get a help on that see the section below.  Once you are sure that you do want to create a new group and you have ascertained the major group to place it under you can go ahead and create the group.To create a group just select the parent group under which you want to place the subgroup (from the left side treeview) and click the 'New' button.  After this just enter the name of the  the new group and click 'Save'.  If  the group has some opening balance you can enter that in the field name 'Opening balance'  and click 'Save'.  For more details see the section on creating new groups.
  Some points about group creation:
  i)  If a group has one or more child groups it just acts as a category and does not actively participate in transactions, eg. Fixed assets is the parent group which has office building  and delivery truck as child groups (or subgroups) then you can depreciate or revalue the child groups and not the parent group.
ii)  Balance of a parent group is the sum of the balances of its child groups.  The parent group has no balance of its own.
iii)  You can create a group to act as a category. For eg if  you have more than one building named office building, warehouse and factory premises, you can create a subgroup called 'Buildings' under Fixed Assets and then create a subgroup for each type of building under the newly created group 'Buildings'.
Q4 When should I create a new group?
Ans Whenever you feel the need to create it.  Store Manager allows you to create a new group whenever you want.  There is no such restriction that all the accounts/groups should be created at the time of  first time setting of Store Manager.
Q5 What are the common groups that i will need to create?
Ans As mentioned earlier Store Manager comes with built-in Chart of Accounts, but there are certain groups which are unique to every business concern.  These are the groups that you need to create.  These groups include
  i)  Fixed assets
ii)  Bank Accounts
iii)  Investments
Back to top Back to Table of Contents

 

 

Setting up Taxes

Table of Contents

Details

Sales tax is part of any business which sells products.  Store Manager handles taxes efficiently, without you ever have to bother about it.  Just set up your taxes, tell Store Manager which tax to charge on which product and you are done.

Taxes in Store Manager are a three-step process.  The first step is to tell Store Manager which all taxes you are required to pay on your sales.

Store Manager asks you for four different attributes for an item of tax.

Description This is like the name of the tax item.  You will refer to the tax items in Store Manager using the description.
Authority Enter the name of the authority which charges/collects the tax.
Rate Enter the rate of tax as a number.
Basis of Charge Select 'Charged on Value' if the tax is a percentage of the total amount of sales, or 'Charged on Quantity' if the tax is charged on the number of units of the product sold.
Back to top Back to Table of Contents

 

Store Manager recognizes two different types of taxes, those which are collected as a percentage of the total amount of sales of a product, and those which are collected as a rate per unit of the product sold.  The option buttons let you select the type of tax you are entering.

If you select the type of tax as Charged on Value, the caption of the Rate field changes to Rate (%age), while if you select the type as Charged on Quantity, the caption changes to Rate (per Unit) to provide you a visual cue.

When a tax is Charged on Value, the rate is interpreted as the percentage of the total value, and when a tax is Charged on Quantity the rate is taken as a per unit rate.

The New button lets you create new taxes, while the Remove button lets you remove taxes already setup.  Here there are no restrictions on removal.

As you set up a tax item, a group is automatically created under Liabilities > Short Term Liabilities to hold the amount of tax payable under this item of tax.  Even if you remove the tax item, this group will not be removed, just to provide information about previous tax payments.

Back to top Back to Table of Contents

 

 

Customer Loyalty

Table of Contents

What is it?

How It Works

How To Set Up

Details

 

What is Customer Loyalty?

Every business is trying to attract customers.  And the success of the business depends upon the number of repeat customers it has.

The best attraction that can be offered by a business to customers is low prices.  In today's world of cut-throat competition it may not be possible to cut down prices to beat the competition, but it is possible to lure customers into your shop by adopting new approaches.

The Customer Loyalty program offered by Store Manager is one such unique step towards making customers come back to your shop.  It is based on a simple principle:  Shop with us and get discount on your shoppings.

Back to top Back to Table of Contents

 

How It Works:

The program works by giving certain 'Reward Points', points which can be converted to money, to customers who purchase a certain amount of goods and services from you.  Every time a customer purchases something from you, he/she gets a pre-determined number of Reward Points.  In the subsequent purchase from your shop, the customer can encash these Reward Points to earn discounts on the purchase value.

The program takes just a few inputs from you, and then works without any user interaction.  It calculates the Reward Points to be given to a customer on the purchases and also gives the amount of discount to be offered against the selected number of reward points.

Back to top Back to Table of Contents

 

 

How To Set Up Customer Loyalty?

To implement the customer loyalty program, you need to enter a few details to let Store Manager know the way you want the Loyalty program to be implemented.

The screen opens with a grid at the top and a couple of textboxes at the bottom.  (At the start of the screen you will see a copyright message for the third party control used in the form, just click OK to proceed.)

The two fields at the bottom are:

Min. Number of Reward Points This is the minimum number of reward points a customer must have before he/she can encash the reward points earned by him/her.
Monetary Value This is the money-equivalent of a single reward point.
Back to top Back to Table of Contents

 

If you specify a minimum limit to the number of reward points a customer must have to encash the reward points, the customer will not get any discounts unless and until his/her reward points equal or exceed the minimum limit stipulated by you here.  For e.g. if you set a minimum limit of 5, only those customers who have 5 or more reward points will be eligible for getting a discount.

The monetary value is used by the Store Manager to calculate the actual amount of discount to be given.  If you enter 1 in here, each reward point will equal $1.  So a customer who has 5 points to his/her credit is entitled to a total discount of $5.

With each purchase by a customer, you can enter the number of reward points the customer wishes to encash.  Store Manager checks it against the above two pieces of information, and if applicable, it calculates and shows you the amount of discount the customer is entitled to.

The question now is:  How does Store Manager award Reward Points for each purchase by the customer?

This is where the grid is used.  In the grid there are four columns.

Slab No. The serial number for each 'Slab', or entry.
Min. Limit For each entry you have to have a minimum limit, which starts with zero.
Max. Limit This is the maximum limit for the entry you enter.
Reward Pts. This is the number of reward points for each entry.
Back to top Back to Table of Contents

 

The slab number is nothing more than a serial number to track the entries.

The system of awarding reward points is based on defining slabs of the value of purchases made by a customer.  For each slab, which is made up by the minimum and maximum amounts you enter, a specific number of reward points are given to the customer.

For e.g. you can decide to give one reward point to any customer who purchases goods worth upto $20.  Since the minimum limit always starts with Zero, you just have to enter the maximum limit as 10, and the Reward points as 1.  Then you can decide to give 2 points to anyone whose purchase value is more than $10 but less than $30.  In the second row, you will find that the minimum limit already shows 11.  Enter 30 in the Maximum column and 2 in the Reward points column.

You can go on defining slabs as described above.  The minimum limit of each subsequent slab is 1 more than the maximum limit of the earlier slab.

In the above example, when you enter a sale transaction with a customer, let's say for a sum of $25, Store Manager will refer to the above information to find out that the customer is entitled to 2 reward points.

Back to top Back to Table of Contents

 

 

Setting up the Vendor-Product Relationship

Table of Contents

What Is It?

How to Set up

How It Is Used

 

What is it?

This is an important step in using the Store Manager to manage your supplies.  In case of suppliers, they usually deal in just a few products, as against retailers who purchase various products from various suppliers.  When a retailer wants to purchase a particular product for resale, there may be just a few suppliers who deal in that commodity.  Also there is a possibility that a single supplier may be selling you more than one product at a time.

In this scenario, hunting for the cheapest supply source becomes a little difficult.  Each supplier has his/her own price for a product.  You have to compare the price offered by different suppliers for the same product to find out the best bargain.  At the same time, some suppliers require you to pay an advance, whereas some may not require it.  Also if a supplier is far away from the SB's place, the transportation charges and time taken in transit also have to be considered.  Thus evaluating which supplier is the best source is not as simple as just comparing the prices.

Store Manager helps you out with a screen where you can enter the terms of business of various suppliers for various products.

Back to top Back to Table of Contents

 

 

What all things you have to enter:

The Vendor-Product screen from the Relations menu lets you select a supplier, select the products which the supplier can sell you and the details about his/her terms of business.

The drop-down list at the top lets you select a supplier by name.  Once you select the name of the supplier, the grid down below will be filled up with existing information about the supplier.  If this is the first time you are setting up products for a supplier, the grid will be blank.  Click on the first column and use the drop down list to select a product which the supplier sells.  Then enter the various pieces of information given next.

For each product which the vendor can sell you, Store Manager asks you to enter the following information:

Price This is the price at which the supplier will sell you a product.
Lead Time This is the time in days that the supplier takes to deliver goods to you after you place an order with him/her.
Preference On a scale of 1-10, you can rate the supplier for other terms, like quality of goods supplied etc. which the Store Manager cannot measure at present.
Advance This is the percentage of the order value which the supplier would ask for as an advance with the order.  This information is product-based as for different products, the percentage of advace could differ.
Back to top Back to Table of Contents

 

After setting up one product this way, you can select more products and set them up.  At the end of the exercise, click Save to save the Vendor Product setup for the selected vendor.  Then you can use the drop-down list at the top to select another vendor and set up products for that vendor.

Note that you have to save the setup for each vendor separately.  At the end click Close to close the screen and return to the main screen.

 

 

How the information is used:

The information you have entered in this screen will be used in the placing of orders with the vendors and while purchasing products from the vendors.  For more details on how this information is used in these two transactions, please refer to the respective sections in the manual on Placing Orders with Vendors and Receiving Shipments.

Back to top Back to Table of Contents

 

 

Setting up Taxes on Products

Table of Contents

What Is It?

How Is It Used?

 

In order to make the tax calculation efficient and accurate, at the same time relieving the user of the dirty jobs, Store Manager requires you to set up taxes on the products the first time.  Henceforth, it would calculate the amount of taxes payable each time you sell something.

 

What is it?

The main source for this screen comes from the Product/Service/Package setups and the Tax setup you have done earlier.  Here you will see a list of products/services/packages on the left and a list of tax items on the right.  Each tax item has a checkbox against its name.  All you have to do is click on a product on the left, and check all those tax items which are chargeable onto the product.  When done with one product, click on another product to select it and repeat the process.  Note that there is no Save button, the choices you make are automatically saved to save you time.

 

How it works:

The taxes you set up on each product/service/package are used when you enter a sale transaction for that product/service/package.  For each product, the taxes set up on it are calculated, which adds up to the total amount of tax you have to pay for a particular sale transaction.  For more details on the tax calculation while selling, refer to the section on entering OTC and Invoice sales.

Back to top Back to Table of Contents

 

 

Taxes Exemptions for Customers

Table of Contents

What Is It?

How Is It Used?

Another complication in the tax calculation is where some customer is exempt from paying a particular sales tax.  With different products being taxed at various rates under various heads/items of taxes, this just adds up another dimension to the tax calculation procedure.

 

 

What is it?

The main source for this screen comes from the Customer setup and the Tax setup you have done earlier.  Similar to the Product Tax screen, here you will see a list of customers on the left and a list of tax items on the right.  Each tax item has a checkbox against its name.  All you have to do is click on a customer on the left, and check all those tax items from which the customer is exempt.  When done with one customer, click on another customer to select it and repeat the process.  Note that there is no Save button, the choices you make are automatically saved to save you time.  Very similar to the Product Tax setup, but here the checked tax items mean the customer is exempt from these taxes.

 

 

How it works:

For each sale transaction, if you have selected a customer to sell products to, the tax exemptions for the customer are considered by Store Manager while computing taxes.  Thus if a customer was exempt from the County Sales Tax, this tax would not be calculated on any items sold under the invoice to this customer.  For more details on how this works, read the corresponding section in the OTC and Invoice preparation.

Back to top Back to Table of Contents

 

 

Purchases

Table of Contents

Placing Orders With Vendors

Receiving Shipment

Purchase Returns

 

The first option under Purchases is Receive Shipments.  This option allows you to record the purchases you have made for the business.  The second option is Returns to Vendors, where you can record any goods returned to the suppliers for being defective or otherwise.  The last option is Vendor POs, which allows you to record the orders you have placed with your suppliers.

 

Placing Orders with Vendors:

Many times, especially in any organized business, you tend to place orders with your suppliers for the delivery of the products you will require in the near future.  The intention is that you don't have to run around when you require large quantities of products to sell.  It's a common custom to place orders with suppliers for bulk quantities and go on receiving shipments against such orders for a period of some months.

Store Manager allows you to record orders placed with vendors with the following details:

Sr. No. This is the serial number of the order.  This is assigned sequentially by Store Manager and you cannot change it.
Date This is the date of placing the order.  Store Manager uses the current date for each transaction automatically.  You cannot change this date.
Vendor Name Select the name of the supplier/vendor from a drop-down list of all vendors you have defined through Vendor Setup.
Deliver By This is the stipulated last date for the shipping of the ordered quantity by the supplier.
Credit Period This figure is picked up from the information you have entered during the Vendor Setup of the selected vendor, and you can modify it to suit your current business terms.
Status This field shows the status of a PO as Shipped, Completed, Cancelled etc.  For orders to be placed with vendors, this field is quite meaningless.  However it comes in handy to track the orders placed by customers with you.
Terms of Shipment These terms are again picked up from the Vendor Setup information, but you can modify it here to reflect the actual transaction.
Back to top Back to Table of Contents

 

In the grid below, click on the first column and use the dropdown list to select the products you have received.  Note that these are only those products which the vendor deals in, as set up in the Vendor Product screen.  As you select the product, the information about pricing is automatically filled in, using the Vendor Product setup.  But in case the transaction uses any other pricing structure, you can edit the old prices by clicking in the cell and overwriting the old value.

Once you enter the products with their quantities and the unit price as agreed between you and the supplier, the value of advance to be paid with the order will be calculated.  Usually this is based on the Advance information entered during the Vendor-Product setup, but if this information has not been provided for during the Vendor Setup, the default percentage of the total PO value as set in the Vendor setup information is taken to calculate the amount of Advance to be paid with the order.

Once the Advance is calculated, it is reduced from the total value and the pending amount is calculated.  Finally click on Save to save the order.  Now as you receive goods against the order, the pending quantity in the order will be updated.  Once the order has been fully exhausted, it will be marked as Completed and will not subsequently appear for selection in the Shipment screen.  (Refer the Shipment screen for more details.)

The New button can be used to enter a new shipment.  The Close button can be used to close the PO screen.  Also there is a Cancel PO button which can be used to mark any open PO as cancelled.  Once cancelled, it will stop appearing in the Shipment screen even though there may be some pending quantity in it.  Also a completed PO cannot be cancelled.  The fields Serial No., Date and Status are updated automatically by Store Manager.  The Status field indicates the status of a PO as New PO, Being Shipped, Shipped, Cancelled, Completed and so on.

Back to top Back to Table of Contents

 

 

Receive Shipment:

This screen allows you to record the details of the actual purchase you have made.  The screen shows a list of previous purchase transactions on the left side.  The right side of the screen contains more details about each transaction.  These details are as follows:

Sr. No. This is the serial number of the purchase transaction.  This is assigned sequentially by Store Manager and you cannot change it.
Date This is the date of the transaction.  Store Manager uses the current date for each transaction automatically.  You cannot change this date.
Vendor Name Select the name of the supplier/vendor from a drop-down list of all vendors you have defined through Vendor Setup.
Against PO If you received the shipment against any earlier order placed with the vendor, select this checkbox and then from a dropdown list of all applicable orders, select the appropriate order.
Credit Period If you selected an order, the period of credit will be as entered in the order.  Else this will be picked up from the terms of the vendor as defined in the Vendor Setup.  You can also change it if need be.
Document No Record the delivery document or any other reference document number in this field.
Back to top Back to Table of Contents

 

This constitutes the Header part of the Purchase transaction, meaning this will appear once for each transaction.  The grid below constitutes the Detail part, meaning many rows in the grid will appear for a single purchase transaction.

In the grid, click in the first column and then select the product you have received by using the drop-down list of products.  If you specified a PO, this grid will be automatically filled up with products in the PO which have not yet been received.  If not, you will get a dropdown containing a list of products which the vendor sells.  Here is where the Vendor-Product association made through the Vendor Product screen comes in handy.  You cannot enter a product which the selected vendor does not sell you.

Enter the quantity received and the rate per unit charged by the seller.  If you had selected a PO, this info will have been filled up using the details in the order.  Else, this will be filled up automatically by Store Manager based on the information you had entered in the Vendor-Product setup.  if need be, you can override these values to reflect the actual transaction.  The total value of the shipment will be calculated automatically.  If you had paid any advance along with the PO, the same will be deducted from the total value and the net payable amount will be displayed.  This is the amount which will be recorded against the supplier's account as payable to him/her, i.e. the Accounts Payable.

Just below the purchase details grid, you will see another row of values.  The first value is the Total Purchase Value which simply is the sum of all Quantity*Rate for all products included in the purchase transaction above.  Expenses can be edited to record the shipment expenses that you had to pay, if any.  Advance shows the amount of advance you had paid with the order, if you are buying against a previous order placed with the vendor.  Net Amount is the Total Purchase Value + Expenses - Advance.  Amount paid shows the amount paid to the supplier after receiving shipment.  And the Pending column shows the amount still to be paid to the supplier for that purchase.

Back to top Back to Table of Contents

 

 

Purchase Returns

It sometimes happens that on receiving a shipment from a supplier, you find some or all products to be defective.  Also sometimes, after you sold the product, the customer comes back with some defect in the product and you want to return the product to the supplier who sold it to you.  In technical terms it is called Purchase Returns.  Store Manager gives the Purchase Returns screen to enter such return transactions. 

Since the returns must have a previous purchase transaction, you need to know the purchase transaction, i.e. Shipment number for entering a returns transaction.

Following is how you can enter the transaction of return of goods to suppliers/vendors:

Date This is the date on which you returned the goods to the supplier.
Select a Vendor Click in the textbox to open a drop-down list of available suppliers.  Click on a supplier name to select it.
Shipment No. Click the textbox to open a drop-down list of all purchase transactions from the selected supplier.
Product This drop-down list contains the products which you received in the selected purchase transaction.
Quantity Enter the quantity of the selected product you wish to return.
Total Amount Based on the price you paid in the selected purchase transaction and the quantity of the product you wish to return, the Total Amount will be calculated automatically.
Comments Enter any comments as to why you are returning the goods etc.
Back to top Back to Table of Contents

 

The list of return transactions contains a textbox at the bottom which you can use to search the transaction you require.  You can type out the transaction number in the box and the list will scroll up/down to the matching transaction.

When you enter a transaction of purchase returns, you might already have paid the supplier fully for the purchases you made.  In such case, a purchase return transaction tells Store Manager to create a separate Revenue type account named 'Refund from Vendors' in which the amount due as refund from the vendor will be recorded.  If you had not paid fully for the purchases made from the vendor, the amount of refund is adjusted against the balance payable to the Vendor.

Back to top Back to Table of Contents

 

 

Sales

Table of Contents

Orders From Customers

OTC Sales

Invoices

Sales Returns

The first option under Sales is OTC (Over-The-Counter sales).  This option allows you to record cash sales you have made.  The second option is Invoices, where you can record any credit sales made to customers.  The third option allows you to record the Sales Returns, goods returned by customers for being defective or otherwise.  The last option is Customer POs, which allows you to record the orders you have received from your customers.

 

 

Accepting Orders from Customers:

Sometimes, depending upon your business model, you may accept orders from customers for the supply of certain products to the customers in near future or on procurement of the products by you.  Store Manager offers the Customer PO screen to record such orders received.

In the Customer PO screen, Store Manager displays/asks for the following details:

Sr. No. This is the serial number of the order.  This is assigned sequentially by Store Manager and you cannot change it.
Date This is the date of accepting the order.  Store Manager uses the current date for each transaction automatically.  You cannot change this date.
Customer Select the name of the customer from a drop-down list of all customers you have defined through Customer Setup.
Shipping Address Based on the address of the customer you entered in the Customer Setup, the Shipping Address is displayed in this box.
Deliver By This is the date by which you are supposed to deliver all the ordered goods to the customer.
Credit The number of days of credit you intend to offer the customer for this order.
Status Shows the status of the PO as New PO, Shipped, Cancelled etc.
Terms of Shipment Contains the terms of shipment of the customer with you.  Initially this value is picked up from the Customer Setup information.
Back to top Back to Table of Contents

In the grid below, click on the first column and use the dropdown list to select the products you have received.  Note that unlike Vendor POs, this list shows all the products/services/packages which you intend to sell.  As you select the product, the sale price is automatically filled in, using the Product Setup.  But in case you wish to charge a different price for this order, you can edit the old prices by clicking in the cell and overwriting the old value.

Once you enter the products with their quantities and the unit price as agreed between you and the customer, the value of advance to be collected with the order will be calculated.  The percentage of the total PO value as set in the Customer Setup information is taken to calculate the amount of Advance to be collected with the order.

ON entering all details, click on Save to save the order.  Now as you sell goods against the order, the pending quantity in the order will be updated.  Once the order has been fully delivered, it will be marked as Completed and will not subsequently appear for selection in the Invoice screen.  (Refer the Invoice screen for more details.)

The New button can be used to enter a new order.  The Close button can be used to close the PO screen.  Also there is a Cancel PO button which can be used to mark any open PO as cancelled.  Once cancelled, it will stop appearing in the Invoice screen even though there may be some pending quantity in it.  Also a completed PO cannot be cancelled.  The fields Serial No., Date and Status are updated automatically by Store Manager.  The Status field indicates the status of a PO as New PO, Being Shipped, Shipped, Cancelled, Completed and so on.

Back to top Back to Table of Contents

 

 

OTC Sales:

Invoices are used only for credit sales, but for the quicker, more frequent and voluminous cash sales, or the Over-The-Counter sales, you need something which will let you enter the details efficiently, accurately and without any hitches.  Store Manager gives you the OTC screen, which has been designed to help you enter the cash sales quickly.

The screen is vastly similar to Invoice screen, but that's only the look.

Sr. No. This is the serial number of the sale transaction.  This is assigned sequentially by Store Manager and you cannot change it.  All OTC transactions will start with the prefix OTC.
Date This is the date of the transaction.  Store Manager uses the current date for each transaction automatically.  You cannot change this date.
Customer Select the name of the customer from a drop-down list of all customers you have defined through Customer Setup.  You can skip this step and let the customer field remain blank.
Exempted From Tax If the customer is exempt from taxes, check this box.  A new field will pop up showing the Tax Exemption ID of the customer.
Loyalty Rewards The field 'Available' shows the available rewards in the Customer's reward.  The field 'Utilized' shows the number of reward points the customer wishes to encash now.
Back to top Back to Table of Contents

 

In the grid, click in the first column and select the product/service/package you are selling by using the drop-down list of items.  If any product is out of stock, you cannot sell it as also any packages which use this product.

Enter the quantity to sell and the selling price per unit if different from what you had set in the Product Setup.  The total value of the sales will be calculated automatically.  This is the amount which will be recorded against the csutomer's account as receivable from him/her, i.e. the Accounts Receivable.

Below the grid, you will find the total taxes and Loyalty Rebate (based on the reward points utilized).  Finally click Save to save the sale transaction.  There is no cancellation of this type of transaction provided till now.  Note that many unnecessary details from the Invoice screen, which are required only for credit/a detailed documented sale, have been omitted to facilitate quick data entry.  Also in future you can read barcodes directly into the screen to enter products instead of having to click on the grid and select from a drop-down.

Back to top Back to Table of Contents

 

 

Invoicing Goods to Customers:

This screen allows you to record the details of the credit sales you have made.  The screen shows a list of previous credit sale transactions on the left side.  The right side of the screen contains more details about each transaction.  These details are as follows:

Sr. No. This is the serial number of the sale transaction.  This is assigned sequentially by Store Manager and you cannot change it.
Date This is the date of the transaction.  Store Manager uses the current date for each transaction automatically.  You cannot change this date.
Customer Select the name of the customer from a drop-down list of all customers you have defined through Customer Setup.
Against PO If you made the sale against any earlier order placed by the customer with you, select this checkbox and then from a dropdown list of all applicable orders, select the appropriate order.
No Tax If the customer is exempt from taxes, check this box.  A new field will pop up showing the Tax Exemption ID of the customer.
Credit Contains the credit period in days that you will give the customer to repay for the purchases he is making now.
Loyalty Rewards The field 'Available' shows the available rewards in the Customer's reward.  The field 'Utilized' shows the number of reward points the customer wishes to encash now.
Back to top Back to Table of Contents

 

In the grid Packages Sold in This Invoice, click in the first column and select the product/service/package you are selling by using the drop-down list of items.  If you are selling against a PO, these details will be automatically filled up with products in the PO which have not yet been delivered.  If not, you will get a dropdown containing a list of all saleable items including products which are in stock and services and packages.  If any product is out of stock, you cannot sell it as also any packages which use this product.

Enter the quantity to sell and the selling price per unit if different from what you had set in the Product Setup.  The total value of the sales will be calculated automatically.  If you had collected any advance along with the PO, the same will be deducted from the total value and the net receivable amount will be displayed.  This is the amount which will be recorded against the customer's account as receivable from him/her, i.e. the Accounts Receivable

Below the grid, you will find the total figures for various entities, like the Expenses, Total taxes, Loyalty Rebate (based on the reward points utilized) etc.  You can enter the amount of shipping charges if you need to pay them, as also any special discount applicable only for this invoice.

Finally click Save to save the invoice.  There is no cancellation of Invoice provided till now.

Back to top Back to Table of Contents

 

 

Sales Returns

It sometimes happens that after you sold the product, the customer comes back with some defect in the product and you have to take it back.  In technical terms it is called Sales Returns.  Store Manager gives you the Sales Returns screen to enter such return transactions. 

Since the returns must have a previous sale transaction, you need to know the sale transaction, i.e. OTC Receipt or Invoice number for entering a Sales returns transaction.

Following is how you can enter the transaction of return of goods from customers:

Date This is the date on which the customer returned the goods to you.
Transaction No. This is the serial number of the transaction of returns of goods from customers.
Select Invoice No. From a drop-down list of all sale transactions, select the appropriate invoice.
Product This drop-down list contains the products which you sold in the selected invoice.
Quantity Enter the quantity of the selected product you have received in return.
Total Amount Based on the price you charged in the selected sale transaction and the quantity of the product the customer has returned, the Total Amount will be calculated automatically.
Comments Enter any comments as to why you are receiving the goods back.
Back to top Back to Table of Contents

 

Click the Save button to save the transaction.  The New button will let you enter a new Sales Return transaction, and the Close button will close the form and take you back to the main screen.

 

 

Rental Transactions

Table of Contents

Renting out Products

Receiving Them Back

The Rental Transactions consist of two activities, giving products out to customers for rental and receiving them back from the customers.

 

 

Giving Products on Rental:

While issuing products for rental to customers, you can use the Issue Rentals screen.  As with most transaction screens in Store Manager, the left side shows a list of previous Rental Issue transactions.  The right side contains the main details for each transaction which you have to enter.

Date This is the date on which you are renting out goods.
Customer Name Click on the textbox to open a drop-down list of all available customers as set up through Customer Setup.  Click on a name to select it.
Back to top Back to Table of Contents

That's about it!  The remaining part is to enter the products which you are renting out.  Click on the first column in the grid to see a list of all products which were selected for rental through the Product Setup screen.  Select a product from the list and its rental charge will appear automatically, as set up in the Product Setup.

Enter the quantity of the product you wish to rent out and the date on which the customer is supposed to return the product.  The last column in the grid will show the total charges for the rental.

If the customer paid something upfront, enter it into the field Amount Paid.  Then click Save to save the transaction into the database.

Back to top Back to Table of Contents

 

Receiving Products Given on Rental:

This screen is used to record the receipt of products which were given out on rental to customers.  The following details are required to be entered.

Date This is the date on which you have received the products back.
Customer Select the customer from which you are receiving goods back.
Back to top Back to Table of Contents

 

The grid contains the Product Name, which makes use of a drop-down list of all products that the customer has rented out but not returned.  The quantity returned must be equal to the quantity rented out originally by the customer.  The Return date and rental charges are displayed as they were stipulated at the time of renting out the product.  Finally the delay charges wherever applicable will be displayed.

The total value of rentals is displayed under Gross, the amount already paid by the customer, if any, is shown under Amount Paid and the balance is shown as Pending.

The Transaction Status indicates if the transaction was completed or is still pending.  If the customer had rented out two products, but has returned only one, the transaction would be still pending.

Finally click Save to save the record.

Back to top Back to Table of Contents

 

 

Recording Cash Receipts

Table of Contents

What are They?

Receipts From
Customers

Other Receipts

 

What are Cash Receipts?

Cash Receipt simply means receiving cash from some source.  The source could be anything, a customer paying for the credit purchases, a person paying you rent for using your equipment, interest received on investments, additional funds brought in by the owner to expand the business etc.

In a stricter sense, all inflow of cash should be called Cash Receipts, but for the sake of simplicity, we shall only deal with two types of cash receipts:  Receipts from customers against credit purchases and Receipts from sources other than sales.  The receipt of cash against Cash Sales is automatically handled through the OTC screen.

Another point is there are many accounts which represent cash in a business.  You can have Cash in Hand, Cash at Bank, Credit Card etc. etc. accounts set up in your business.  But all receipts of cash are treated strictly as Cash received, and increase the balance of the Cash in Hand account in Store Manager.

Let's see one by one what each of these types mean in Store Manager and how they are entered.

 

 

Receipt of Cash From Customers:

Cash is received from customers only when there are any sales.  So, when you try to enter a transaction of receipt of cash from customers, you have to use this sale transaction as a reference.  Let's see what information you require to enter a Cash Receipt from Customers transaction.

Date This is the date of the transaction.
Transaction No. The serial number of the transaction.
Received From This is a drop-down list of all customers set up through the Customer Setup.
Received In Select the account in which you wish to enter the cash received.  All accounts/subgroups set up under the heading Cash are listed here.
Check No. Enter the check number here, if the customer is paying by check.
Amount Received Enter the amount received from the customer.
Op. Bal. This field helps identify if the customer is paying against an invoice entered in Store Manager, or against the opening balance against his/her account for which Store Manager does not have details.
Back to top Back to Table of Contents

 

After entering the above details, use the grid to select the invoice(s) against which the customer wishes to make payment.  If you selected the Op. Bal. option, you would not require to go to the grid, the amount would be adjusted against the opening balance of receivable in the customer's account.  For each selected invoice, the grid shows the total value of the invoice, discount given to the customer in the invoice and the total outstanding amount from that invoice.

When you select the invoices for which payment is outstanding from the customer, you can enter the amount to be received against each invoice under the Amount Adjusted column, if there are more than one invoice.  This is because sometimes a transaction may be disputed by the customer, and he/she may not be willing to pay for the same till the dispute is resolved.  In such a case, you can selectively decide which invoices the customer is paying for.

When you allocate the total amount received against the selected invoices, the outstanding amounts in the respective invoices will be reduced by the amounts entered against them.  Also the total receivable amount from the customer is reduced by the total amount he/she has paid.

Enter any comments you wish to enter in the Comments field.  Click Save to save the transaction.  If you wish to cancel any receipt transaction, you can click Cancel.

Back to top Back to Table of Contents

 

 

Receipt of Cash From Other Sources:

Cash is received from sources other than customers, which needs to be classified based on the groups/accounts used to represent these sources.  For e.g. any receipts on account of renting out equipment or building should be recorded as Income from Rent, whereas any receipts on investments will have to be named as Income on Investments.  For this purpose, Store Manager uses a built-in list of transactions for Cash Receipt.

Date This is the date of the transaction.
Serial No. The serial number of the transaction.
Select a Transaction This is a list of the built-in Cash Receipt transaction that Store Manager uses to track receipt of cash from sources other than customers.
Received In Select the account in which you wish to enter the cash received.  All accounts/subgroups set up under the heading Cash are listed here.
Doc. No. The document number, which can be used to store the Check number or any other document which you have received along with the cash.
Comments Any comments about the transaction can be entered here.
Back to top Back to Table of Contents

 

After entering the above details, use the grid to select the accounts/groups from which you are receiving cash.  For each selected group, you can record the check number and the amount received.  The Grand Total field at the bottom of the grid tracks the total amount received.

Click Save to save the transaction.  If you wish to cancel any receipt transaction, you can click Cancel.

Back to top Back to Table of Contents

 

 

Recording Cash Payments

Table of Contents

What are They?

Payments to Suppliers

Other Payments

 

What are Cash Payments?

Cash Payment means paying cash from your pocket.  The destination could be anything, a supplier to be paid for the credit purchases made from him/her, an expenditure to be paid, money being withdrawn by the owner for private use, returns to be paid on capital or other borrowed funds etc.

There are no cash purchases from suppliers as in case of sales.  So all payments of cash are handled through this menu.  The payments are broadly classified into two, payment to suppliers and other payments.

Let's see one by one what each of these types mean in Store Manager and how they are entered.

Back to top Back to Table of Contents

 

Payments to Suppliers:

Cash is paid to customers only when there are any purchases.  So, when you try to enter a transaction of payment of cash to vendors, you have to use this purchase transaction as a reference.  Let's see what information you require to enter a Cash Payment to Vendors transaction.

Date This is the date of the transaction.
Transaction No. The serial number of the transaction.
Paid To From a drop-down list of vendors, select the vendor whom you intend to pay.
Paid From Select the account/group from which you wish to pay, Cash in Hand, checking account or a credit card account.  These are all the subgroups of the group Cash.
Check No. Enter the check number if applicable.
Amount Enter the amount paid to the supplier in this transaction.
Op. Bal. This field helps identify if you are paying the supplier against a credit purchase entered in Store Manager, or against the opening balance payable to him/her for which Store Manager does not have details.
Back to top Back to Table of Contents

 

After entering the above details, use the grid to select the purchase(s) against which you wish to make payment.  If you selected the Op. Bal. option, you would not require to go to the grid, the amount would be adjusted against the opening balance of payable in the vendor's account.  For each selected purchase, the grid shows the total value of the purchase, Purchase Order number, if any, and the outstanding amount of the purchase transaction.

When you select the purchases for which payment is outstanding to the supplier, you can enter the amount to be paid against each purchase under the Amount Adjusted column, if there are more than one purchase transactions.  The reason again is to take care of any disputed transactions for which you wish to hold back payments.  Excepting such transactions you can selectively pay for other transactions.

When you allocate the total amount received against the selected purchases, the outstanding amounts in the respective transactions will be reduced by the amounts entered against them.  Also the total payable amount to the vendor is reduced by the total amount paid.

Enter any comments you wish to enter in the Comments field.  Click Save to save the transaction.  If you wish to cancel any payment transaction, you can click Cancel.

Back to top Back to Table of Contents

 

 

Payment of Other Expenses:

Cash is paid for reasons other than purchases, which needs to be classified based on the groups/accounts used to represent these expense items.  For e.g. there are stationery expenses, vehicle maintenance expenses, repairs etc.  For this purpose, Store Manager has a built-in list of transactions for Payment of Expenses.

Date This is the date of the transaction.
Serial No. The serial number of the transaction.
Select a Transaction This is a list of the built-in Cash Payment transaction that Store Manager uses to track payment of cash for reasons other than purchases.
Paid From Select the mode of payment.  If you are paying from the cashbox in your shop, you would select Cash in Hand, if you are paying from a checking account, you could select the appropriate bank's checking account.
Document This contains the check number if you are paying by check, or any document number in case of other payment modes.
Comments Any comments about the transaction can be entered here.
Back to top Back to Table of Contents

 

After entering the above details, use the grid to select the accounts/groups for which you are making a payment.  For each selected group, you can record the check number and the amount paid.  The Grand Total field at the bottom of the grid tracks the total amount paid.

Click Save to save the transaction.  If you wish to cancel any payment transaction, you can click Cancel.

Back to top Back to Table of Contents

 

 

Cash/Stock Transfers

Table of Contents

Cash Transfer

Stock Transfer

Miscellaneous

 

What is Cash Transfer?

No business can operate with just one type of cash resource.  Apart from the hard cash in the cash box of your shop, there are other places where you can store cash in a disguised form.  You have various checking accounts, credit cards etc.  And depending upon the business situations you have to move the cash from one resource to another.  For e.g. if you have made any purchases for your business using your credit card, later on you will have to pay the credit card company from either your checking account or your cash account.

Store Manager provides you with the Cash Transfer screen to manage your cash resources easily.  The various subgroups set up under the Cash group are displayed in two drop-down lists here.

Account to Pay From This is the account from which cash will be withdrawn.
Account to Pay To This is the account in which cash will be deposited.
Balance In Hand For the respective accounts, this field shows the amount of cash in balance at present.
Transfer ($) This is the field where you have to enter the amount of cash you wish to transfer.
Back to top Back to Table of Contents

 

You need to have at least two subgroups under Cash, so you can transfer from and to any groups.  Also the group from which you wish to transfer from, must have a sufficient balance in hand for the transfer transaction to succeed.

The date of the transaction is not displayed on the screen, but the current date is used for tracking the transaction.

Back to top Back to Table of Contents

 

 

What is Stock Transfer?

Similar to the Cash transfer, there are occasions when you need to move stock/inventory from one category to another category.  For e.g. if you have set up your rental business in Store Manager, how do you tell Store Manager to use a certain quantity from your normal stocks for the rental transactions?  This is done through the Stock Transfer transaction.

The groups involved in the Stock Transfer are the Normal Stock, which you use for selling in the normal course of your business, the Estore stock, which is reserved for sale through the Estore you might have set up with BF, and the Rental Stock which will be used for renting out to customers.

The screen shows a list of all the products on the left side.  Click on a product to view its stock details on the right.  There are three stock detail fields, Normal, Rental and Estore.  Depending upon your choices during the Company Setup, the Rental and/or the Estore stock fields may be visible/invisible.  If you did not opt for Rental and the Estore setups, there cannot be any stock transfer.

The fields at the top-right show the current stock status.  Below are two drop-downs, Transfer From and Transfer To.  In Transfer From, select the stock from which you wish to transfer quantity to another category.  Rental stock does not appear in this selection, i.e. you cannot transfer anything from (or out of) the Rental Stock.  This is because there are value considerations involved in case of the Rental Stock which might have been reduced in value due to frequent use.

In the Transfer To list, all three categories can appear, subject to your choices during the Company Setup.  Once you select both the categories, enter the quantity to move from one category to the other.  You cannot change the value of the quantity being transferred.

As usual, the commonsense restrictions apply, such as you cannot transfer from and to the same group, or transfer quantity which is more than the available quantity.

For ease of use, the screen offers a product search similar to the one found in the Product Setup screen.

Back to top Back to Table of Contents

 

 

Miscellaneous Transactions:

Cash In/Out and Goods In/Out cover most of the business transactions.  In almost all transactions you are either receiving cash or paying it.  And also you are either receiving goods or issuing/selling them.  But there are certain transactions which do not fit any of the above descriptions.  Transactions like Depreciation of assets, Revaluation of assets/liabilities etc.  These transactions do not bring about any change in the cash or in the inventories, but are still important because they affect the profits and losses of a business.

Store Manager provides you with the Miscellaneous Transactions screen to enter such transactions.

Date This is the date on which you are recording the transaction.
Transaction No. This is the serial number of the transaction.
Document No. Enter any relevant document number.
Select a Transaction Select a transaction from a list of pre-defined Miscellaneous transactions in Store Manager.
Asset Most of these transactions relate to assets and liabilities.  When you select a transaction, the appropriate heading is displayed here, and you are presented with a drop-down list of all the items of the selected type.  For e.g. for a transaction of Revaluation of Assets, you would get a list of all Fixed Assets here.
Amount This is the amount of the transction.
Comments Enter any comments for this transaction here.
Back to top Back to Table of Contents

 

 

Reports

Table of Contents

Income Statement

Balance Sheet

Cash Flow Statement

Without reports, you cannot know and analyse the performance of any activities.  To assess the performance of your business and to ascertain if you are making money or losing it, the accounting system provides three vital reports, the Income statement, Balance Sheet and Cash Flow.

The reports in Store Manager appear in a Preview window, in which you can zoom in and out using the magnifier icon, scroll through pages by using the navigation buttons on the left, or print the report by clicking the Printer icon in the window.

 

 

Income Statement:

This is a statement which tells you how much revenue you have earned in a particular period and how much expenses you have incurred.  The outcome of this data is the net income or the net loss you have made in a particular period.

Store Manager lists out all the Revenue and Expense type accounts from the Chart of Accounts to compile the Income Statement.  The report is pretty simple, listing out the heads of expenses and revenues and finally showing you the net result as Income or Loss.

Back to top Back to Table of Contents

 

 

Balance Sheet:

The balance sheet gives you an idea about the state of affairs of your business at any given date.  It lists out all your assets as compared to all your liabilities.  This shows the composition of the business resources.  You can run some comparative analysis on a balance sheet to find out if your equity position is strong, if your borrowed funds are more than the owned funds, the ratio between the cash and other assets, the liquidity of your business etc.  For more details on such analysis, consult a CPA.

Store Manager lists out all the Asset and Liability type of accounts from the Chart of Accounts in the balance sheet.  The net income/loss derived from the Income statement is adjusted against the Retained Earnings account under the Owner's Equity.

Back to top Back to Table of Contents

 

 

Cash Flow

This is a specific type of analysis derived from the balance sheet.  The Cash Flow analysis is helpful in determining the cash requirements for short term and long term.  It tells you how much is the period between the sales being converted to cash, in other words it tells you how much is your working capital requirement.

Store Manager does not provide the Cash Flow statement in the Alpha version.

Back to top Back to Table of Contents

 

 

 

 

 

Limitations and Problems:

Some points to be noted about the transactions in Store Manager, and which have not been mentioned elsewhere:

Store Manager does not support printing any documents or reports at present.

Store Manager displays dates in "MMM DD, YYYY" format.  So 04/23/01 would be displayed as Apr 04, 2001.

Store Manager does not check for the accuracy of any address information.  You can enter any city name under any state name.  You can enter "XYZ" as the city name, too.  Also the zipcode is not verified against the state you have selected.  This is also true in case of other screens like Customer Setup or Vendor Setup where a similar set of information is filled in by the user.

Store Manager does not check for the accuracy of the telephone or fax numbers, in any screen where such numbers are entered by the user.  It only requires that you enter a 10-digit number in such a field.

If you decide to change your password for the online Store Manager Account, you have to enter the same password in your Company Setup information, too.

Back to top Back to Table of Contents

No transaction is editable once it is entered.  Only certain transactions can be Cancelled.

Each transaction carries a serial number and the date of the transaction which cannot be edited by the user.

Most of the transaction screens have drop-down lists for selecting different items.  For e.g. almost all the screens under Purchases have a drop-down list of vendors from which you can select one, while all screens under Sales will have a similar drop-down list for the customers.

Also since most of the screens involve products, there is a grid in each of these screens which allows you to select products and their attributes like prices, quantity etc.  Each grid has a drop-down list built into it, mostly in the left-most column from which you can select a product.

(Note:  Store Manager does not check for duplication of a product.  If you selected the same product twice, for e.g. in Shipment screen, you will end up recording the purchase of a single product two times in the same transaction.)

Back to top Back to Table of Contents

 

In the Alpha version, when you click on Products menu to open the Product Setup screen, you will see a copyright message from the XBarCode, the ActiveX component used to create barcodes on the screen and printer.  Just click OK and proceed.

Wherever you are expected to enter a barcode, you can use a barcode reader to scan the value directly into the Store Manager.

In the Alpha version, the feature of creating barcodes has been disabled.

Editing/Entering opening balances should be done preferably after consulting with your accountant.  An incorrect entry in these fields may damage your accounts to a great extent.

To be able to use Departments, you need to have selected the appropriate setting in the Company Setup.  For more details refer to the discussion above on setting up your company or business.

Average cost is not an accurate measure for valuing your inventory.  Especially in Store Manager it is not updated with any opening balance entry for a product.  So the value of stock calculated using the average cost may not match the value of stock as displayed under Quantity on Hand by Store Manager.  The value calculated by Store Manager is more accurate than the Average Cost based valuation.

For more details about the LIFO and FIFO methods of selling, please contact your CPA.

If you have an Estore setup and get any products back from your eStore customers, the same will also be counted as Local Returns.

For more details on these stock levels, please contact your CPA.

In Store Manager, except the Re-Order level no other levels are being put to use at present.

Back to top Back to Table of Contents

 

 

OPTIONS:

This menu provides two options:

Show or hide the button bar:  Which appears to the left side of the screen.  The button bar is a simple way of opening forms directly, without going through the menus.  You can switch it on or off using the Show Menu Bar option.

Show or hide the product locator:  Product locator is a simple utility to search for a product using its name or barcode.  The Locator will search for the product using this information and return details like the Shelf Number, the quantity in hand and the selling price.  This acts as an easy reference tool to the sales clerk.

Back to top Back to Table of Contents