OPERATIONS MANUAL - YouSave Chemist Support
Contents
1. store IW Allow Changing of On Hand Figure O _ Staff Initials Reason box will appear CO lt ic here write ST in it for conce Stocktake N Fill in your details then OK Navigating 18 06 2008 E T NENNEN o a rs 51PM sy Start ju POS Browser TE Office Procedure Ma En ist Enter your initials and password together with a reason for changing the stock level Pos will not allow you to save a different stock level without these details being entered Save 2 PDA See stock takes 3 Using Stock Editing Not recommended Stock editing is a very powerful tool but can cause enormous problems if used incorrectly POS Menu Stock Systems Stock Editing 28 POS Browser 5 5 E Stock 0 333 Stock Search Stock Editing BE Stock Inserts 5 Merging Barcodes Merging Stock Split History u Q Find Stock PDT Download SECUN Make sure these top E Active Only gt C Stock Editing few are selected as Stock Desc Barcode C InActive Only g shown C Both C Stock Merge Stackibesc berCade 1 S Herforts YouSave Chemist Warringah YouSave Chemist OnHand Qty RHerforte Pdb All C Between AND rite DT Dissection Manufacturer Stock Name having Text lt an Dissection gt lt all Manufacturer gt Fami Supplier Location in Any Shops l2. Maintenance The following screen will appear Click New Lise tion tiet a Desc ten 5 Fami alien a Famil ka Class ned a Clasa gt Ascancitnd Catagory icr appease ULCER EI init Sottiendntcont ax General Tab Description Enter a description that is consistent with other products in the same brand line The description should also reflect the wording on the packaging of the product to make identification easier Note If you enter the description and then press tab a Quick code will be automatically generated for you based on the description you have entered 10 Note You have limited character spaces for the product description so you may need to abbreviate some words You can usually delete some of the vowels and it will still be able to be understood However try to abbreviate so that other staff can still understand it Dissection you need to allocate the new product to the correct dissection family and class The correct classification of products becomes very important when conducting stocktakes If you are unsure as to what dissection it is you can do the following e Search for similar products in Stock Maintenance e Ask the pharmacist if it is an ethical product If still unsure on an ethical line use Ethical no dissection allocated e Ask the Buyer s as most front of shop products will have been ordered by them GST Category Make sure the correct GS
3. This is where the stock levels are updated in Pos Select Summary and print this out Double check any discrepancies 42
4. Customer Note that Customer Maintenance is a database of all customers account VIP hire etc for all stores in the network To search for a customer you can e Use the customers Account No If known This will be printed on statements for account customers e Type part of the customers name either surname or given name A drop down box will then appear and you can select based on the information that you have The more letters in the name that you can correctly enter the easier it will be to locate the customer Despite this you can just enter any one or two letter sequence if you like and you will still be able to obtain search results e Enter the customer s full name given name and surname However this must exactly match the entry in Pos The more characters you enter the less likely you will find the correct entry eg if you type in Susanne Miller an entry in the name of Suzanne Miller will not be shown e Enter the customer s street or address or VIP number Enter The rest of the customers information should then appear automatically Remember the results you receive when searching for a customer include all VIP customers account customers transfer customers and Customers from ALL YouSave Chemist stores using POS Browser Note You should verify you have selected the correct customer by confirming the customer s address or contact number with them After you have selected the correct customer you are now able t
5. accidentally end up on the shelf After the special orders have been separated from the other stock they need to be placed in a clear bag with a copy of the special order information attached to it At this point the customer can be phoned and the goods can then be placed in the special orders area for collection Remember if the product is new it will not scan at the register until it has been entered into Pos as a new product see entering stock received for information on how to do this Cancelling Special Orders If the customer has not collected their order within a week of its receipt you should phone them again unless they have informed you that the pickup is delayed for a specific reason and have given you an approximate date For example illness holidays Record the details of any calls made After an ample amount of time and significant calls you may remove the item from the special orders area and if possible arrange for a credit see credits from the supplier if it still meets the return requirements or place the product on the shelf to try and sell it Stationery Orders To order bags and labels you need to complete the Stirling Fildes Order Form which is found on the YouSave support site To order toner cartridges thermal rolls laminating pouches and clear tape call Office Choice to place an order Make sure you keep a copy of what is ordered and record the date ordered Entering Stock Received POS Menu Stoc
6. digits generate Write down this number Select Ok this will take you back to the main entry screen 39 8 Password for other POS use the employee should enter a password and confirm that password This password is not recorded anywhere and is known only to the employee so it must be something they will remember 9 Save End of Day Procedure for balancing the tills Steps at register 1 Check if there are any errors to be voided and action 2 Qotothe main menu select Cash Register End of Day 3 There are 2 different options It will depend which one is selected according to whether the pharmacy is open or closed when end of day is done a If you balance the tills when the shop is open select x off This will finalise the transactions for that till only b If you balance the tills when the shop is closed select end of day This will finalise all registers at the same time Note Take care if you use a combination of these options Each report will include all transactions done since that same option was last selected If you are ever in doubt do BOTH reports 4 Start report to print 5 Enter ID and No Sale to open the cash drawer If you have replacement drawers 6 a Take out existing drawer and replace with the spare drawer checking that the same number is on the front If you do not have replacement drawers b Remove excess cash until the drawer totals 300 7 Script process Many customers who collect scrip
7. new staff If you are not entirely familiar with this area check the Security Level tab before you start entering a new staff to determine the appropriate security level for them This tab cannot be viewed during entry The security level is a very powerful tool to control the functions any individual employee can perform If in doubt with which one to select always go for the lower level It can be easily edited as the employee gains experience and proves they are trustworthy POS Menu 1 RoN Staff Staff Maintenance Select New this will bring up a box requiring ID and password You must have a high level of authority to access this area Stati irstials Find giall mame Ch T Include Frint 2 Telephone Er FT re Me Spam Bn Inbox Toa otaff initials must be 1 or 2 letters and unique not in use by anyone else in any store Enter staff name Security level This is a very important tool as it restricts the functions each employee is permitted to perform The functions in each level are preset and should not be changed as this would impact on all stores The Security Level tab will show what functions are allocated to each level Default select your pharmacy If the staff member will be using the registers you need to allocate them a password Draw password you will be asked to re enter you ID This password will need to be at least 3
8. prescription items from the Total on the receipt If you want to check if an item is on special it is very time consuming and probably not worth the time unless it is a high dollar sale Search for the product in Stock Maintenance and check the discountable box is ticked and not on special in the Pricing Tab If the catalogue sales recently changed and you believe it was on sale You can check this by finding the product in stock maintenance and then looking in the categories box If the product has been in a catalogue it will appear in there Remember Catalogues run for 2 months The starting month is the month in the description You now appreciate why the staff must scan every Rewards cards at the register The picture below shows you where to look 37 POs Browser File View Help B B Stock Maintenance us Find Edit 829 General TT Supplier Prices amp Ordering E Misc ra History lal FSF 19 Deliveries Quick Code GST Categor SettlementCost COLGDYUR Charge as Normal 2 2182 Description GST Rate InstoreCost Unit cacati This box will 10 000096 2 2200 DefautRegste look like this if AvginstereCost Unit SPECIAL NO the item is on Or tune gt 2 2200 Stock Type le oL This product Gm SA Ims oy CATALOGUE 6 JUNE 2008 CATALOGUE 8 DEC 2008 sale in two CORE RANGE ORAL Label STOREROOM ORAL catalogues Dont Print Labels 5 Di
9. you find the one that matches the packing slip However this may take time depending on how many there are To locate it more quickly you can scan the barcode on the Package Slip in the Barcode Text Filter box and click Enter It will then select the correct one for you Note the correct transfer does not appear in the box on the right you may need to change the transfer period Do this by selecting a longer period from the drop down box under the Period heading The stock information is then displayed in the bottom box If all the stock received quantities are correct you can check the Receive All with Transferred Qty box and it will automatically fill in the QtyRecvd box so that it is the same at the QtySent This saves you having to individually fill in each cell in this column Staff Select your initials from the drop down box Note You do not need to complete any other information Click Receive Your stock levels will be updated for you 23 Supplier Invoices amp Statements Invoices If you have not yet entered the invoice please see entering stock received for instructions Once you have entered the invoice it can be put aside before being forwarded to Head Office at the end of the week Discount invoices are invoices where you are offered a discount for prompt payment usually a percentage off the total for paying within 7 or 14 days All discount invoices must be faxed immediately to
10. ABBOTT CHANTE ICE ABC DIE PROD SFP Li FHL BEARINGS PTY LIO ABLE REHAR ADHOHE PREG TIG Pik ALLIED SALES Alph gharm AFT ALTMAN SALES AMCLA PTY LTD AMGEN AUSTRALIA PTY b Cnt bo 200 Q _ Start T rft eel koa EFT Re eed i t Mem _ Li pig Lira am 2 Pre LA Ao ce r3 E Mr i History g c atalogue eo 0 to O At Giro Weer m recom irem mese appir After adding a supplier enter the Product code and click Save Wholesale Pack inGtore unit Preferred Supplier Pat Duy Sce Returr frequency Return Style Not Applicable 13 5 8 0 Buk Buy Discecuant for Bul Buy Qty 1 Buk Cost Warts LUEI Buk Oty of Cost Buk Oty of Cost Main areal rd 4h w Options Newgate 26 05 2011 Q start K 11 29AM 12 7 x Put Brewer At a Glare E Mic ey History 18 catalogue MB 4 eK Lan WM Preces LC Default Prices 9 Check Barcode Show Markup Based On F6 Wholesale Immediate Price Update Price Currenty Locis for Calcutatiors E Retail Neem Seta Sut Delete F4 Lkielete PS Husa Barcode Fa Price Effectiva From i eSti a Eta Copy Selected tb other barcode Prices F1U Other Shope F12 Go eni A hog FLL Freeze AUnineeza Barcode Shop Columns Prins with pack Ei oni Pricing Tab It is preferable that the barcode be scan
11. ARE SAMANTHA 11 Dec 2008 Jk INV44070 Warringah YouSave C Next i MICHAELIS BAYLEY FOOTW 05 Dec 2008 JK 455796 Warringah YouSave C See MICHAELIS BAYLEY FOOTW 03 Dec 2008 JXK 964582 Warringah YouSave C Manual Barcode Shelf Label Set Locked Price F10 SubAgent Allocation F11 Apply Bulk Discount F12 Show InstoreCalculator sF3 Itern Pricing 6 3 Full Invoice Allocation Wholesale change No Product barcode No Shop barcode Multi barcode Pksize Select your All Dates C Between Dates All Creditors gt 1 24 Oct 2008 gt 24 Jan 2009 P T a Pstart 6 Epos Browser 11 36 18 Select your shop and Refresh The invoices that are shown in this window are ones that have been entered saved but not yet finalised Remember that the stock levels for these products have not yet been updated It is therefore important for all stores to check this screen before undertaking any of the following e Stock take e Editing Stock Levels e Missing Invoices Credits e Edit Saved Invoices You can filter a search by selecting a specific supplier and or date range to limit your search depending upon what information you require If you wish to view an invoice that has previously been entered and finalised change the Transaction field to Saved and Updated You can not edit a finalized invoice To view an invoice updated or not double click on the relevant invoice number or highlight the invoice number and cl
12. B Stock Requests Ab Confirm Arr Tal e Ouibax AB stock Requests dB oisparched adi Arr dB m Stare di At Destination Transfer Rams Fill All Transfers with Requested Qty Tend Shep Thru Hotes 5lock Requested PrSize Misc Ten F Toggles T wA pore qnit f Srmck a mA ee ee QU Panjar ag za 10 36 AM sm CO X Transfers Miscellaneous Customer Orders Transfer Type Make a Request For Stock Denso BHT LOUD FD ie Ensure that the POT is switched ede per Shop Ad Markup gn plugged in wen direct cable cradiu 3 Send Bata is Fksize Location MiscRequest Selected JURO Boynload 4 Or Import from File iz fy Copy Previous Transfer Ad optons See Q Lie 37 AM Mangaan start iA a aa 1 Transfer Type Make sure Send Stock without a request is selected Shop the shop that it is being transferred from To Shop where the stock is going to Ship Thru Andrew there is no other option available at the moment Item Pack Qty Quantity of the product that you are sending Barcode Description you have 3 options here e Scan the Barcode Enter the barcode in the Code column and then Enter If no matches are found you may need to press F7 instead of enter e Search by Name Type part of the product description then Enter you will then be able to select from a drops down list e Search via product
13. E or use an Entered stamp and write your initials and date of entry on the hard copy of the invoice so that other staff can identify that the invoice has been entered When this is done file the entered invoice correctly Please see the procedure on invoice handling Repeat this process for each invoice Stores finalising their own invoices and Retail Pricing If your store finalises its own invoices you will need to check that the Settlement Total matches with the invoice total You will also need to look carefully at the retail pricing Now it is time to refer to the master sheet of YouSave category markups to check that products are selling at an appropriate retail price and where necessary you should be changing the retail price You can view the current retail prices in other YouSave stores by selecting F2 Pricing Tab 15 Check the markups on the invoice to make sure there is nothing ridiculous eg 120096 usually means the pack quantity is wrong and this will create errors in your stock levels and cost prices if you receipt it as is Your invoice will balance correctly but instead of receipting 24 units 2 each you will update 576 units 0 08c each with a mark up of 120096 You will get very good at reviewing pricing with a bit of practice You must now write E or use an Entered stamp and add your initials and date of entry on the hard copy of the invoice so that other staff can identify that the invoice has been entered W
14. IVGIEE Navigating 17082080 Q sd Start E PoS Browser Office Procedure Man Vo Invoice Shop Select the store you are in EDI Account you can select either and it will process invoices for both accounts Staff enter your staff initials TAB Your name should now appear in the next box OK Are you sure you want to collect waiting invoices APIS All waiting invoices OK Computer will dial and login to API computer to collect the invoices If the line is busy retry until you are successful Select all boxes to import and continue Import files All these invoices should now appear in the Stock Received Convert Purchase Order tab Entering API Invoices After the invoices have been collected from API go to the Convert Purchase Order tab All API invoices should appear there Find the Inv Reference number that corresponds to the API invoice you want to process Usually the last 6 or so figures of the invoice number are listed If on a rare occasion the invoice number is not there try retrieving the invoices from API again If it is still not there you can ring API and ask them to resend that invoice electronically When you find the Inv Reference number that matches the one on your invoice double click on it and the Entry Grid Screen will load Firstly check that the Settlement Total matches the hard copy of the invoice 17 Check for any new products indicated b
15. POS Browser d Microsoft Outlook We Cl Documenti Microsof R js 12 42 PM Select supplier When selecting a supplier only use companies that appear in UPPER CASE Please do not use any entries in lower case these are manufacturer entries only Note Bonus Stock and Credits are entered the same way but by selecting the relevant transaction method from the drop down box next to Transaction If the Bonus Stock does not have an invoice number use Rep Bonus or similiar The Invoice Date is the date the rep gave it to you if that is unknown use today s date To enter credits select Credit in the box next to Transaction The reference will be the credit adjustment number or SRA number For more information see credits If you are unsure which supplier left the bonus stock check Pos to see who the normal supplier is and then use that company When you click continue the next screen should appear Ze 2H Available Function Keys aM Function Keys Available Bn Edit New Stock wil Shop Allocations Remove item Next Shop Pricing Next Wholesale Manual Barcode Shelf Label Margin Markup only A i F10 SubAgent Allocation If this says NO F11 Apply Buk Discount F12 Show InstoreCalculator that m ea ns no SF3 Item Pricing dissection has cF3 Ful Invoice Allocation yet been Line Legend selected and whore you must do so Wholesale change No Product barcode No Shop ba
16. PRINTING LOYALTY VOUCHERS CUSTOMER MAINTENANCE SEARCHING FOR A CUSTOMER NEW CUSTOMERS ADDING amp UPDATING CUSTOMERS DETAILS ADD REMOVE LOYALTY POINTS ADDING POINTS REDEEMING DELETING POINTS STAFF MAINTENANCE ADDING NEW STAFF END OF DAY PROCEDURE FOR BALANCING THE TILLS STEPS AT REGISTER SAFE CLEARANCES AND SPARE CHANGE BACK OFFICE STOCK TAKES USING THE PDA MACHINE INSTRUCTIONS FOR STOCKTAKE WITH PDA OUT OF STOCK COUNT INSTRUCTIONS FOR POSBROWSER 32 32 33 34 35 36 36 37 38 39 39 40 40 40 40 41 4 4 42 42 Receiving Stock When stock comes into the store you need to make sure the stock is being delivered to the correct store by checking the delivery address on the box and then by counting the boxes to make sure you are signing for the correct number When you are sure everything is correct you can sign for the stock Unpacking the stock As you unpack each product you should check the quantity received against the quantity supplied on the invoice Any discrepancies will need to be notified to the supplier immediately For API phone and organise a Credit SRA see credits amp SRAs Now is also the best time to check the quantities and discounts on the Turnover Order Summary Steps on how to do this are detailed below When you have completed this step you should then complete stock received Turnover Order Summary The reason for checking the Turnover Order Summary is to ensure tha
17. T rate is applied for each product This is a particularly confusing area in pharmacy as there are products in all the GST categories GST free no GST is paid by the pharmacy or the customer eg condoms GST exempt GST is paid by the pharmacy but not by the customer Pharmacy has a big range of products in this category including most ethicals and scheduled medicines Charge as normal GST is paid by the pharmacy and the customer If the invoice has been downloaded electronically from API the GST field will already be correctly filled For other suppliers the GST rate is shown on the invoice Be careful with scheduled medicines purchased from suppliers other than API the GST rate should be exempt and not charge as normal Discountable should be ticked unless told otherwise or markup is very low All products in the ethical dissection will default to non discountable Label Type Don t Print Labels should be selected for any product that has a barcode Supplier Tab Product Code the product code for the new product shown on the invoice must be entered here If the supplier is a new supplier not listed in the drop down menu it will need to be added through Creditor Maintenance 11 prea A Orderina EJ Mec Th eei Bd I celeres ata When you click this the drop down list of suppliers will appear This Bem is received from these Suppers Code Mi SS F AF FT LTE
18. YouSave O 19 06 2008 D 10 00 LOUISE PENNY L 19 06 2009 Herforts YouSave 10 00 ERICA PRESCOTT NO 19 06 2009 Herforts YouSave 10 00 DANIELA RUSSO Ag 19 06 2009 Warringah YouSav O 19 06 2008 IF 10 00 LIZ DE CROSSAN NO 19 06 2009 Herforts YouSave tone Active State Mark as Redeemed Mark as Unredeemed Total 2328 vouchers s Tyay use redemption voucher notes Show vouchers from 21 06 2007 F Refresh Redeemed only 21 06 2009 vanag 22 J E reed EU o E YauSavye Chemist Miu my Office Procedure g POS Browset Reprinting Loyalty Vouchers To reprint loyalty vouchers follow the steps above to locate the voucher then complete these steps 1 Place a tick in the box aligned with the correct voucher that you want to print 2 Tick the box to Reprint Non Redeemed only 3 Type your initials into the box below Authorising Manager 33 4 Enter your password into the box below Password 5 Click Proceed Note You need a higher level of authority to reprint a voucher otherwise it will not print and the following message will be displayed Either manager rights are not high enough or Staff Password is incorrect If you have any other problems relating to customers loyalty reward cards or vouchers please ask your store manager or call Head Office Customer Maintenance POS Menu Customers Customer maintenance To enter the cust
19. YouSave Management for prompt payment and then stamped with the Faxed Stamp and date Companies that offer Discounts 3P Pharmacare Adnohr Sax Budget Tinsonax Chem Corp Wilfred Owen After the invoice has been entered into Pos it can be placed with the other invoices to be posted If you have any questions regarding invoices please speak to someone in accounts at YouSave Management At the beginning of the each month you will receive statements for invoices received from your suppliers You must post these to YouSave Management with the weekly invoices Note is of utmost importance that invoices are entered and finalized in a timely manner so that your SOH levels are correct and so that the invoices can be sent to YSM to be paid on time Missing Invoices Credits If you need to request copies of any missing invoices or credit notes you will need to phone the supplier and request a copy which can then be faxed or emailed to the pharmacy When you get the copy you must now check to see if that invoice credit has been entered into POS You can perform this by searching in Stock Maintenance for one of the products that appears on the invoice credit and then check the history of receivables The following steps can be used to complete this task POS Menu Stock Systems Stock Maintenance History Tab Receives Tab You should now have a screen that looks like the one pictured below Note Stock transfers will not be shown here bu
20. code the code may be found on the invoice or in Stock Maintenance You will need to do this for each different product that you are sending If you need to change quantities you can either e Click on the product to select it and then Delete and then re enter that line or e Double click anywhere on the line that you wish to change the quantity of and a box will pop up Item Pack Qty enter the new quantity of that product to be sent and OK The line will automatically be updated Note To clear the entire form click Cancel at any time before you click Send Once you have entered all the products you are transferring click Send The next window that opens will be a Package Slip Print it by clicking the button that has a picture of a printer in the left corner of the page After it has printed you may now close that window To close click X at the top right hand corner of the page This Package Slip must be sent with the stock The stock is now ready to be transferred to the other store It should be placed in a box or plastic bag and then you will also need to arrange for someone to actually take the stock Note After you have clicked send you will not be able to edit or delete the transfer Note stock is charged to the account of the receiving store at the time you create the transfer If there is a delay in physically transferring the stock it may cause complications when the end of month statement is printed if the s
21. ct the All Stocks option or Selected Only All Stocks Update It is recommended that Stock Editing should only be used by staff with advanced knowledge of Pos Be very cautious when using All Stocks to update Make sure all entries are correct before selecting update Be aware that stock listed on the screen may not be in the same order as your printout Update Selected Only Update If you do not feel confident you can use Selected Only and just update the lines where you have actually changed the stock level After clicking Update a window will open that you can print However it is good enough to just scan through it and make sure all of it is ok before closing it If you do find something that has been changed incorrectly you will need to reverse it Print the page and ask call someone for assistance The stock levels will have now all have been updated 30 Credits amp Stock Return Authorisations SRA API Wrong stock received damaged stock incorrect discounts API Phone number 1300363303 Ring API immediately to get SRA Stock Return Authorization for any stock to be credited You will need the invoice when you call as you will be asked to quote the invoice number line number product code how many are to be credited and the reason why If API is satisfied with the return they will issue you with a SRA number and the SRA authorisation will be faxed to you shortly afterwards Write the SRA
22. e is a B and the product has a barcode on it you must then scan that barcode for your shop If there is already a barcode and it starts with 299 us itis probably a house barcode You must now check that the Settlement Total matches that of the invoice Note may not be exact due to rounding but it should be close to it No more than a few cents difference to a couple of dollars depending on the total amount of the invoice If there is a difference in the totals check the following have been entered the same as on the invoice Qty Pkand Pk s e GST Category If the Settlement GST total doesn t match the Invoice GST total you should look at this e Settlement Cost If all these are correct and you still can t get it to balance ask someone in Accounts at YouSave Management or the Business Manager When the Settlement Total matches the invoice total you can then save An Invoice saved successfully box will appear OK It is advisable to save the invoice as you go especially if it has lots of products you do not want to lose any entered data Stores where Head Office finalises the invoices For stores where the Head Office finalises the invoices you can now exit the order screen after the invoice is saved by clicking Cancel When you have finished entering all of the invoices for the day and the totals are correct you should notify the Business Manager so that the invoices can be finalised You must now write
23. egories 4 3 Shap Alkicatiam Order shop o er age FA Dalata indalaca 1 2 Select Sho i PL 5 order tar a Single Shop E ALENG MEDICATED LI F5 Edt MnHax Values Hertartss YouSave Chemist Will gr ata an order for the amp lacted z Resmi onder to tems m Dissection shop All p ssections O aser O BATHROOM E CONFECTIONERY Supper Manufacturer k z Restrict to Familly All Family E order for a particular Supper selec a Supplier Restrict to Class lt All Chass J a DISTRIBUTORS PTY LTD J 8 F Orders any berme bnan a single Rieetrict bo Location supplier Round poder quantities t inene use calculated value Use sales for last 7 day s Focus Daily 8 C period n B Pemex P Days to 56 Oversuppiy Include Gul Of Stock Bens Eram Order 1 0n n 0 TIN FEED AQ Type Description here 4 j r7 ie Firm sales 0422217 1 220 7 Subtract OnHand from R plenish Qty f MinMax Order if Cheapest F nly include Minar items Note Before generating an order check there are no existing saved orders for that supplier in the Load Existing Order Tab If there is you will need to delete that order if that order has already been processed If you do not delete the order the products in that order will be excluded from the order you are now generating Also please be aware that if any s
24. f an approximate delivery date they can then decide if they will wait for it or try elsewhere If the customer cannot wait do not complete a special order API only allows a 24 hour period to claim credit for the 6 return of any stock Otherwise the pharmacy will have to keep the special order and find somewhere on the shelves to try and sell it often not that easy if it is a specialized product This is also a good reason to take a deposit to ensure the customer collects the item Taking a Special Order Each store has a special order book where the staff record information relating to customer requests for special orders You will need to complete the first 4 points immediately and the other 2 subsequently 1 The customer s name and contact number 2 Today s date 3 Staff member s name taking the order 4 Product description and PDE 5 Date the product was ordered and who ordered it 6 Date stock was received customer called and if no answer if a message was left Note You also need to take a 5 deposit from the customer This is to help ensure that they come back to collect the product after it is ordered for them Receiving Special Order Stock If you are the staff member responsible for receiving stock in the pharmacy it is a good idea to familiarise yourself with the products currently on order in the special order book so that when you are unpacking stock these items can be put aside to be dealt with accordingly and won t
25. ft Vouchers Sz Vouchers Tasks Discount vouchers bese voter vale acem mekemd acme Epig oae Jre 1 L120 06 2008 BU 10 00 CAROL LEHANIE 20 05 2009 Herforts YouSave L120 06 2008 R 10 00 KARL CARAVAN 20 06 2009 Warringah YouSav 10 00 TIGI COPLESTONE M 20 06 2009 Herforts YouSave O 20 05 2008 H 10 00 SUSANNE M SOULI LI 20 06 2009 Warringah 120 06 2008 BU 10 00 JENNY DOYLE Hs 20 06 2009 Herforts YouSave O 20 06 2008 RJ 10 00 LIZ WATTERS LT 20 06 2009 Herforts YouSave L120 06 2008 JL 10 00 LISA DOUGLAS It will say here 20 06 2009 Herforts YouSave 10 00 TINA TRICKEY ifithasbeen 20 06 2009 Warringah YouSav 10 00 ISABEL MARCOFF 8 redeemed 20 06 2009 Warringah YouSav O 20 06 2008 SK 10 00 SHERELEEGEORGE Yes date of 20 06 2009 Herforts YouSave C 20 06 2008 1L 10 00 PAULINE THORPE 20 06 2009 Herforts YouSave E119 06 2008 tib MRSP amp MRRROse edemption 19 06 2009 Herforts YouSave O 19 06 2008 A 10 00 VvIP21517990 and which 19 06 2009 Warringah YouSav O 19 06 2008 10 00 KARIN STOREY staff member 19 06 2009 Herforts YouSave O 19 06 2008 D 10 00 CATHERINE FINLAY It was 19 06 2009 Herforts YouSave O 19 06 2008 58 10 00 MADELEINE BURCHAL m 1 19 06 2009 Warringah YouSav 19 06 2008 SB 10 00 LYNDSAY BUENING M 19 06 2009 Warringah YouSaw O 15 06 2008 PS 10 00 NANCY HANCOCK Ms 19 06 2009 Herforts
26. g one in the Voucher column 32 If the voucher has been lost it is a more complicated process to find the relevant voucher You will need to go to Customer Maintenance locate the customer Transactions VIP Points Tally Find Points This screen gives you a summary of the customer s points earned and includes any vouchers issued there may be several Be aware that the terminology on this screen is misleading it will show vouchers redeemed when it should read issued Find the date s of issue and proceed as above matching the date and customer name The Gift Voucher section will show the status of each voucher with Yes or No in the Redeemed Column If Yes the voucher has been redeemed and the date it was redeemed is recorded as well as the initials of the staff member who processed the transaction If a customer has lost or damaged their rewards voucher and it has not been redeemed you can reprint another one If a voucher barcode will not scan at the register eg it is faded or damaged you can type in the voucher number printed below the barcode and press F7 Note Be careful when reprinting vouchers if the customer finds the original after they have used the copy they might get upset when they are told the voucher has already been redeemed POS Browser File View Help He B 6 E Open or Close The Menu Loyalty Redemption Vouchers Loyalty Redemption Vouchers Gi
27. hen this is done place all the entered invoices in a set location for forwarding to Head Office Please see the procedure on invoice handling Repeat this process for each invoice Note Stock levels and prices will not be updated until the invoice is finalised Collecting Invoices from API Note This needs to be done at the start of each day and especially before entering stock received POS Menu Stock Systems EDI Collect waiting invoices EJ POS Browser File View Help B D 4 EDI Browser 45 Electronic Order History Sz Advanced QP Pharmacy Guild Australian Pharmaceutical Industries APT Processed E Waiting Invoices 17 Jun 2008 08 07 28 AM lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 17 Jun 2008 08 07 28 4M lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 17 Jun 2008 08 07 29 AM lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 17 Jun 2008 08 07 34 4M lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 16 Jun 2008 01 57 26 PM lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 17 Jun 2008 08 07 40 AM lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 16 Jun 2008 03 57 28 PM lt Multiple gt 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 16 Jun 2008 07 46 12 PM Multiple 17 Jun 2008 08 08 47 AM Collect Waiting Invoices 17 Jun 2008 08 07 38 AM lt Multiple gt iz Jun 2008 08 08 47 AM Pre
28. herefore it is important that you make sure that the loyalty form is filled in so that it can be read easily Add Remove Loyalty Points POS Menu Customer Maintenance Transactions VIP Points Tally tab Note Products on special some low markup stock and prescription items do not receive points They are automatically excluded by Pos there is no need for any calculations 36 POS Browser 5 sefera 5 p Other Details status Tramsactiums Delivery History dp Transactions amp VIP Cash Sales O VIP Points Tally X Promotions Value Accum Points 21 01 2008 16 07 20 01 2009 16 07 Register Transaction VIP Points Adjustment Add points to account Points Points Dollar Value 0 0000 1 0000 porr rom accoun Points Dollar Points Value 0 0000 Expiry Date 03 10 2009 Show Expired Transactions 1 transactions found C amp Adj ne TD amp Print Q Find Points Adjustments P d Enter 5 elect customer s Name to display E 3 10 08 TJ RC POS Browser BJ inbox Microsoft Out Adding Points Adding points should not be necessary if the pharmacy staff ask EVERY customer at the beginning of a transaction if the customer is a loyalty customer If points need to be added for any reason you should have a copy of the original receipt Make sure the card was not scanned for the transaction Select add points to account Deduct any specials low margin or
29. ick Load this will open the particular invoice Please be careful though because you can also use this feature to edit saved invoices and you do not want to erroneously change any information Print Barcodes amp Shelf Labels POS Menu Stock Systems Print Barcode Labels HA POS Browser File View Help L8 B i e E OJ Received Stock History amp PDT Download Stock Search Printed History Select Label Size l Label Type Ar POS 36 36mmx28mm Shelf Label j Print Multiple Supplier Option POS 2 32mmx23mm Shelf Labels k Shelf Sale Label Selected Supplier Else Last Received f Dual Labels SOmmx25mm ttem Label With Price gt Sale Labels 8 per 4 sheet TF Item Label No Price Preferred Supplier Else Last Received T AutoPrint f Last Received Supplier cem Select Label 5 A zt r Herforts YouSave Chemist Type amp Size Label Qty Barcode Description SupplierCode Prineisis YouSave Cham zHerforts Publisher Server P al Add from a Received Transfer i Barcode PrintQty Supp SupCade Pk Retail _ 5aleP SaleFrom SaleTo NOTE Put amp way Delivery labels can only be printed for items caming fram History tab NOTE Entering a Question Mark in label Oty will use stock on hand Navigating 17 06 2008 i Office Procedure Man 19 Shop for Pricing the shop you are printing
30. ion Family Class Period Sales Comparison Kl Dissection Fam dock Sales Details for a Given Period b e TIS ied n No anda B Stock on Sale Between a Oven Period El oid Ona On Hand be Nara xt Recent rye Criteria Group Sort amp Top Bottom N amp Traffic Exchade items with Zero Stock On Hand Stock with Activity Since 19 06 2006 2Herforts Pubbsher Server Make sure the correct store Is selected Choose a Selection Criteria to use Both the Quantity on Hand and Price Check and the Sales Trend for a 12 Month Period can be used to check SOH figures against a physical stock count To select a report double click it Selection Criteria Choose a selection criteria that is best for the report you are going to produce For Example if you need to do a stock on hand report for Coke it would be best to use Select Supplier and Coca Cola Amatil Pty Ltd from the drop down box 26 View Report Print Print button is the picture of the printer in top left corner A staff member will now have to physically count the actual stock on the shelf plus any storeroom or excess stock and tick the stock quantity on the report or write the total in the Actual QOH column Note Make sure you look very carefully for all the products being counted in all possible locations in the pharmacy storeroom loading dock or wherever else excess may be kept If all the stock is not counted the stoc
31. ional line that you don t usually stock select NoAutomaticOrdering and the product will not appear on any future generated orders Select the correct manufacturer and then click Save SALES amp PHA REHABILITATION ECQUIPIENT Alphagharm AFF Ahirnate Desc phon pop Perehable ween has dane Misc tab The manufacturer should be entered on this tab This is VERY important for all products supplied by API If you do not know who the manufacturer is check similar products already stocked of the same brand If 14 you are still unsure use API as the default If you leave this field on none the product will not show on orders and you are likely to run out of stock You may now continue as you would do for Not a New Product Not a New Product If the product code you entered was correct the rest of the line should automatically be filled in You will also need to fill in the settlement cost column and pack column according to the current price charged on the invoice Repeat this for each product Next make sure all the information is correct and that a b or B is not next to the line number under the line column If a b is present click in the Code column next to it and then Press F2 The product information box will now appear and in the pricing tab you will need to scan the barcode for your shop using the same procedure as you would for a new product If ther
32. its When the credit note is received in the mail attach it to the copy of the invoice and then place it with the other invoices to be sent to Head Office Note It is the store s responsibility to chase up outstanding credits and this should be done promptly 3l Calling Suppliers POS Menu Creditors Suppliers Creditor Contacts The screen pictured on the next page will open Contact Name the reps name Mobile Pager the reps mobile number If you want to contact the supplier s head office and not the rep you will find contact details on the top of the invoice POS Browser SEIE File View Help De au Creditor Contacts elect Creditor 0 List from the drop down box that will appear might need will be here E g your account number Department Mobile Pager Direct Fax Direct Phone E mail Address 3 ance Delete 20 08 08 1 J Start 3 YouSave Chemist y Office Procedure Man v pos Browser amp j 0 lA wid TA 3 49em Loyalty Card Vouchers POS Menu Cash Register Gift Vouchers This screen can be used to check the status of customer loyalty vouchers and any gift vouchers issued and whether the vouchers have been redeemed If you have the voucher in front of you it will show the date of issue and the voucher number Scroll down until you find that date then match the voucher number from the bottom of the receipt voucher with the correspondin
33. k Systems Stock Received POS automatically opens at the Invoice Details tab pictured below Note To complete this window you will need to have the invoice in front of you NON API Invoices Invoice Details I2 POS Browser BAY File View Help B gt Stock Received New or Load amp Entry Grid E Finalise Find Invoice Available Function Keys Load Saved Invoice Convert Purchase Order Convert XChange KI Invoice Details 2 Function Keys Available Invoice Details F2 Edit New Stock Invoice Credit F3 Shop Allocations Transaction Invoice or Bonus Stock F4 Remowe item Select Supplier 0 Date d7 3un 2008 F5 Next Shop Pricing Invoice Date on F6 Next Wholesale Reference N um E Invoice Date 17 Jun 2008 dd e A F7 Manual Barcode Settlement Disc Select Settle Date 17 Jul 2008 F8 Shelf Label F9 Set Locked Price i lier hz xi 2008 gt E Due Date 17 Jul 2008 gt F10 subAgent Allocation Select Staff 2 Select stafftock Type General o0 gt F11 Apply Bulk Discount initials F12 Show InstoreCalculator Foreign Currency Invoice m F3 Item Pricing Fozia F3 Full Invoice Allocation 1 E Hn eit i Line Legend Countr Comment item Wholesale change No Product barcode No Shop barcode Multi barcode Pksize Invoice Rate Current 17 06 08 ON E IJ
34. k levels in Pos will be incorrectly updated and your orders will be wrong You can now update the stock levels using these totals in Stock Maintenance or Stock editing as explained below Editing Stock Levels Note Before updating stock levels you should verify that there are no invoices waiting to be entered or finalised as this could be the reason for the incorrect stock levels See load saved invoices for information on how to do this There are different ways that you can alter stock levels They are 1 Stock Maintenance If you only have to change a few products stock levels 2 PDA a stock take using the portable scanner is advisable when the stock quantity of many products needs adjusting 3 Stock Editing not recommended 1 Using Stock Maintenance Small Number of Stock levels to Change POS Menu Stock Systems Stock Maintenance Find the product s that need the stock level adjusted The following are ways you can search for a product e Search by Barcode Enter the barcode in the Code column and then Enter e Search by Name Type part of the product description then Enter you will then be able to select from a list that drops down e Search by product code Select the Ordering tab 27 PGS Browser i 4 2 Stock Maintenance 2 1600 2 1600 MinMaxMethod 8 2 1600 2 1600 MinMaxMethod 2 1600 MinMaxMethod Change this EX 1 tothe Actual HEE 3 H QOH for your
35. labels for Labels for Shop same as above Supplier Option none Printing Product Barcodes Label type Item label no price Select label size POS 36 386m mx28mm Printing Shelf Labels Label type Shelf label Select label size Zebra 25mm x 50mm Card Label Qty How many labels you want to print Barcode Description Supplier Code Scan product search for the product by typing some of the product description or supplier code If you enter the wrong product just click on it to select and then click remove Do you want to remove item item description Yes Add all the items you need to print the same label type amp size for and then click Print Stock Transfers Sending Stock POS Menu Stock Systems Stock Transfer The following screen will appear As at May 2010 the Stock Transfer part of the POS program is not well developed and it is difficult or impossible to edit or delete incorrect entries once entered Note Before adding a product to the transfer please make sure that the product has a InStoreCost Unit in stock maintenance as this is the cost per unit that the receiving store will be charged for the product Click on the New Transfer tab 20 Stock Transfers rp Transfers LB Customer Orders e Friese Changes X Miscellaneous Period Barcode Text Filter Transfers in the last 24 hi CD Filter ad Warringah YouSanwe Chemist gt r gt ibi Requesting Store Shalt Note A
36. mediately as a credit in POS Other Supplier Credits All invoices should be processed as usual in full ie including any stock to be credited To process a credit take a copy of the invoice and call the rep or company to organise a credit See calling suppliers They will tell you what information they need and may give you a credit number that should be written on the invoice Always record all action you have taken including the date the name of person you spoke to and what they have told you i e will post out credit adjustment or they will send replacement stock at no charge Enter the credit into Stock Received immediately initial the invoice and put in the file folder for Non API Credits If the rep says that they need to see or pick up the damaged or out of date stock make sure you arrange a date for when this will occur preferably for within the next 2 weeks If they do not show up you must then chase them up continuously until the credit is received If a rep takes stock from the pharmacy for any reason e g out of date discontinued line not selling etc get some form of paperwork from them preferably a formal written credit note with their signature and the date If that is not possible hand write a note clearly stating the date company stock description and quantity and get the rep to sign it Enter this into Stock Received as a credit and then continue as stated above It is AMAZING how reps forget to process their cred
37. ned here so there are no errors with entering the number Make sure your shop is selected in the Price Set For column A retail price can be entered if a customer is waiting to purchase the product otherwise the retail price can be set later in Stock Received Scan the barcode again on the next line and now select the Default Shop Price in the Price Set For column This will allow other stores to also recognise the barcode If the product does not have a barcode you should generate a house barcode F8 When a product has no barcode you must make sure that each time it is received that products barcode is printed and attached securely so it can be scanned at the registers This is done in Print Barcode Labels by selecting to Print Normal Labels You can then tab through to the end of the line as the rest of this information will be added when you enter the invoice in stock received 13 B 05 Browser 5 8 Stock Maintenance cies Pr Supr 5 CU GUE DAT mec a story I Catus 8 rene se fon rem iaar oe ra aaan rosa vetera vas g 1 Psa OE Brem REE VE m Ordering Tab The correct shop should be selected You should select Min Max Method as the ordering method and insert the reordering days appropriate for your store in MinDaysHolding and MaxDaysHolding These are subject to change and differ from store to store If the product is a special order or a promot
38. ng in Check the stock levels on the pharmacy shelf compared to Pos Someone may have unpacked the order and the invoice then went astray before entering an actual stock count may explain the non entry of the invoice If you are still in doubt about delivery of an invoice ring the supplier and get proof of delivery sent to you Stock on Hand Reports POS Menu Cash Register Register Reports 25 Reporting Document j Repent pago erai Es More Soup Spr amp Top Bottom N RB Trati El ee iy i Leet nig BE Detn s Listing Excel EN Duphcete Supplier Codes by Supple Excel E Top W Stock Sales for a Gen Period 8 Family end Glass Stock Sales for a Givon Perd El Supplier Block ales for Gro Perkod jalea Trend fora Iz Month Fecr dar iz 5 Stock Quantity Sales Listing Shops in Columns Excel Eg Slow fever Stock Linen far a Green Pared El Sold out or Seling Gut Stock Lines E Sabes iy Store Locali n fer n Given Period El Sales Tranzsction Detal for a Period B Sales aude cel E Merthiy Sales Trends Merchandising Excel El Salva Ny Return On regain MEST BE This j Lact Yaar Moving Annual Tarsis GMROT Sales Comparisaa Excel B Stock On Hond DetaEs Shops as Columns pisal 6 Stock Soles etats 24 Month Trend Kl Manufacturer Last 12 Month Sales amp MAT LMAT Sales amp Profitabilty 8 Manufacturer Last 12 Month Sales Quanity amp MAT LMAT Soles amp 0 Dissect
39. no restrictions or empty Please check that these fields are correct before you commence your stocktake Press Start Scan the barcode and enter in the quantity counted You can count the same product several times just enter the new quantity being counted It will automatically be added to any stock already counted Out of stock count Option 1 Make sure the OOS shelf label is in front of the correct product Scan the shelf label enter zero for quantity After the quantity is entered check the PDA for the quantity recorded in Pos If zero continue to next product If not rescan the shelf label and enter the previous quantity shown Press Finish when you have completed the stock count Option 2 Generate an API order on the PDA and scan all OOS tickets Any products not recognized are to be hand written onto a list Press Finish when you have completed the stock count Print generated order Double check any products that have a stock on hand level other than zero Instructions for Posbrowser Stock Stock take When you open this screen any unfinished stock takes will appear Make sure the one you are working on is highlighted In the Stock take Detail tab you can view the count you have done and can edit any errors if necessary E g if you entered 333 instead of 3 Stock take finalise tab Again ensure you have the right details on screen for your stock take Do NOT tick any of the boxes and select Close Stock take
40. number on the original invoice Follow up immediately with API if the SRA paperwork is not received The API invoice should be processed as normal including the credit items The damaged incorrect stock should be placed in a defined area with the faxed SRA attached ready for pickup by the API courier The credit for this stock should be entered into POS immediately using the SRA number as the reference co MN ene See entering Stock Received non API on how to do this Save and finalise it If an SRA is not promptly received photocopy the relevant page of the API invoice so that you have a copy of the credit request Make sure the SRA number is written on the invoice copy Highlight the products to be credited and write on the invoice that the credit has been entered into Pos eg stock has been taken off the count and initial it Place the copy of the SRA in an API credits file folder the adjustment note will be received by email at a later date and will need to be stapled to the SRA After they have been matched post them to Head Office with the weekly invoices If the credit is not correct or is not received this needs to be chased up with API by the pharmacy in a timely manner API Stock Not Received This is basically the same as above however you will not receive a faxed copy of the SRA and there is no stock to be returned Take a copy of the invoice page and write the SRA number on the invoice The shortage needs to be entered im
41. o complete any of the following a Update their details b Add Remove loyalty points 35 c Check their accumulated points tally or see if they have received a loyalty voucher d View their sales history New Customers If you do not find the customer they may be new and you will therefore need to create a new customer for them Select New and complete details on the first and second tab The trading terms are particularly important This should be cash for all VIP members Account customers should be either 60 or 90 days also make sure you insert a credit limit and tick the box if exceeded credit limit automatically stop If a customer has just joined the Rewards Club and their card has been scanned at the register an entry in Pos will be created showing a customer something like VIP21300000 This entry will need to be updated with the customer details on their application form as below This may be done when the customer joins or put aside and done regularly in spare time Adding amp Updating Customers details A customer may need you to change their address contact number and or email address To do so select the correct customer and Edit Amend the customers information and Save Note If you don t Save but Cancel your changes will not be saved and it will revert back to the customer s old information If a customer s details are entered or spelt incorrectly then searching for the customer will be difficult T
42. omer maintenance section of POS you will need to enter your login details The Login box pictured below will appear after you double click Customer Maintenance in the POS Menu Qmd f Ea B General PF supplier Prices ordening pise Re TIE catalogue Delivenes Quick Code GST Category _ SettiementCost 1 120 GST Exempt B 00 Description GST Rate Tnstore Cost Lint MURINE CLEAR EVES 15ML PHB 0 00005e 0 0000 Default Register Nel AvginstoneCostr Unit E 2 nius 0 cerae Cu le Stsbermenis Daserigtian M NEU gt CATALOGUE D OCT 2008 W Stock Systems iu CORE RANGE EVES amp EARS Ls aF j PHARMASROKERS MSW Label STORERDOM ETE amp EAR Dent Print Labels St ck On Hand Date Last ReceNed iw Date Lae Dedered N A After entering your details the following screen will appear Note You need to have the appropriate level of authority to access Customer Maintenance to add delete customer points If you do not the following message will appear Either manager rights are not high enough or Staff Password is incorrect 34 Bay I Humber Dither D bit Cusemer ra r r r Postal Suburb Postal State Postel Pola r Account Step Starts QC Customer Notes BB Customer J Ej E X Delete 1 5 Ergec Select customers Nama to digas Searching for a
43. rcode Multi barcode Pksize Extra Stack B b m IE Cost Ex GST GST Wholesale d 3 This Shop History Reset Grid Make sure this says On Done 35900 Q Start O mno MicrosofeOut POS Browser Not Re tah Office Procedure Man TA Ys warrmgah Remon EN DOK 2 21 PM Entry Grid Screen F9 sets the change Markup Margin only to on or off Please make sure you have selected on before entering any products otherwise you will incorrectly change the retail price Qty Quantity of stock received Enter Code Product Code Enter If the product code does not find any matches try all or both of the next steps e Search by Barcode Enter the barcode in the Code column and then F7 e Search by Name Type part of the product description then Enter you will then be able to select from a list that drops down Consider the spelling of how it might be entered o Alternatively you can search for a product using Stock Maintenance e f you are entering several products cannot find any of them and know they are not new lines make sure you have selected the correct supplier in the New or Load tab If the product is not in the system it may be a new item Check the copy of the order or with the staff member who placed the order to determine if it is New Product Not API To enter a new product you must do so using Stock Maintenance POS Menu Stock Systems
44. ription product code or barcode into the first available line in the description column A drop down box will appear and the item can then be selected from it Note You will only be able to select items that you receive from that supplier Deleting items from an Order To delete an item click on it to select it and then press F4 This product will now be highlighted and the next time you open the saved order the product will no longer be there To undelete a product when it is highlighted press F4 again If you have previously saved the order you may have to re add the product Note If you do not click save after you have edited the order your changes will not be recorded If you do not wish to save the order simply press cancel Special Orders If a customer requests a product that the store does not stock this is known as a special order The first step to find whether you can obtain the product is to log onto the API Portal and do a search for the requested product All API stock is listed together with the availability of the product An order can be placed online Make sure you select the correct API account ie ethical or front of shop If you cannot find the product online or in the API book check with the YouSave Buyer s to see if the product can be ordered from another supplier and approximately how long delivery will take This is important as the customer may need the product immediately If you can inform the customer o
45. s vouchers hire vouchers These should be double checked against the printout as it is often easier to remedy problems at this point and avoid recounting later If you have a major discrepancy more than 20 double check your count Staple any payouts to the register printout Repeat for each register Combine the takings of all registers You may have an excess of smaller notes such as 5 and 10 that can be bought back into the change drawer or registers if required Write up the banking in the bank deposit book 0 The summary of each register is entered into a daily takings book in Excel located in Company on appropriate drive banking month and year or takings month year 11 Excel provides 2 double checks for you Make sure that a the amount of banking in Excel highlighted in yellow is the same as the deposit you have just written b the payouts column in yellow highlight is 0 This will highlight if there is a missing payout or an incorrect entry 12 When everything balances tear out top copy of deposit slip and put with the banking 13 The completed register printout s plus any payout dockets are put in relevant place for entry of any invoices into Pos 14 Signed account dockets for all registers are banded together and filed accordingly in the current month Note This is only if your store has 30 day account customers 15 Eftpos dockets for all registers are banded together and stored accordingly in months These must be s
46. ssection ORAL OR Famil ORAL B7 Class TOOTHPASTE 2 Stock On Hand 346 Date LastReceived 28 11 2008 Date Last Ordered 21 11 2008 Quick Add Sq Options Edit New Done 89 VSw2 Remote Desktop The points owing are calculated by taking 596 of the dollar value on the eligible purchases This will give you the points owing and what you enter in the Value box Make sure you do NOT enter the dollar value of the whole sale You must now type a reason for the additional points in the Note box For example Card not scanned 15 10 08 or scan the barcode on the receipt OK Redeeming Deleting Points The most common example of the need to reduce points is when a customer returns a high value item for a refund and their card is not scanned To delete points you use the same calculation as above however select redeem points from account and place the calculated figure in the Value box below it Again make sure you are deducting the 5 calculation and not the total value of the sale You must still give a reason for redeeming the points For example Card not scanned for refund 15 10 08 OK The points that you have now redeemed or added will now appear in the VIP Points Tally tab It is possible the customer was issued a voucher prior to the refund and your adjustment may take them into a negative balance 38 Staff Maintenance Adding
47. t All Family gt Al Suppliers Class GST Catego lt an Class gt lt an Type gt Stock Not Moved in the last jay E Stock Catego Discount Status voice Number lt an Category gt lt All Types gt 6 Navigating 19 06 2080 Q O t POS Browser Criterion 2 Use this box to choose the best way to search for the product of the stock levels you want to change The best ones to use are Dissection Family amp Class Stock Category Manufacturer Supplier Product description Note Use the same criterion as you did to print the Quantity on Hand and Price Check Report Find The Stock Editing tab screen appears pictured below Change the OnHand figures to the quantities you counted Making sure that the description of the product matches the one that you counted 20 Change to _ Actual _SOH quantities Crranige Location With values from F Populate Location Selected tem Populate OnHand Only Local Shop Populate MiN AEX opulate MazDaysHoli img TEE Min Max fio 96 for magazines Populate Navigating A Tov Q Ta E 1 33PM se Start POS Browser Office Procedure Ma After you have changed the figures that had incorrect stock levels in the OnHand column in this window to match those in the Actual QOH column on your printout and you are absolutely sure they match with each product you can sele
48. t can be found in the Transactions tab 24 POS Browser Stock Maintenance Sz General PT Supplier Prices amp ordering 5 misc BH 1 Catalogue amp Deliveries dI Sales Deliveries ET Transactions c Price Changes On Hand History EA orders Invoice Date InvoiceRet Type Creditor Shop Received Sold SettlementCost InStoreCost Issue Rece 11 71 25 11 2008 Invoice APIS WAR H 21 11 2008 183922 Invoice APIS WAR 3 0 2 4636 2 4600 21 11 2008 SRA4500481508 Credit APIS WAR 1 0 2 4636 2 4636 Any finalised invoices credits or bonus stock will appear here Received Between 01 Nov 2008 23 Dec 2008 Quick Add Options Edit amp New amp Delete Save 9 cancel 2312 72000 iA start im Browser 17 32 If the invoice or credit has already been entered into Pos details will appear on this page This will presumably mean that the stock has been received and the invoice has since been misplaced Have a look around for it and if you still can t find it write on the copy that it is a copy and that the original paperwork had been entered and initial it The copy can then be matched with the statement Do not enter it again If the invoice has not been previously entered into Pos there is the possibility that the stock was never received Ask around to other staff to see if anyone specifically remembers it comi
49. t the store has received the correct products and the correct discounts that have been previously negotiated with suppliers creditors To do this you need to check the Discount and Net Price on the API invoice against the Turnover Order Summary sheet If any discounts were not received you should call the representative from that company Their contact number can be found in Creditor Contacts see searching for creditor contacts Generating an Order from a Template POS Menu Stock Systems Stock Ordering Stock Ordering irap TtXsng Ord Make From Template Myke Order Select Order TemplateName jet hapharm AFF ek n F3 Shop Aloration APL GENERAL F Daltelilndelata AP SPECIAL DRDERS PS Edt Values ARROW SIGMA Ethical DAVIDS FRIG DAVES EROZENT DAVIDS SUFERMARKET T Genepharm Ethical GEK ethical JA DISTRIBUTOR 1 LIFESPAN HEALTH S REVLON ROSCO CONFECTIONERY Shon lt All Euge YouSave Chemist Make From Template Tab Click the Refresh button Double click on the template that you want to use The previous screen will appear Make Order Tab pe few me Te Ge 4 8 5tock Ordering B af Eat order 7 Misc Load Esing Order Make Fron Template Make Order Soler Order 2 Restrict urd Method Restrictions Legend Reset orden t taro wih cetegones Miia i All Cat
50. tock has been received from that particular supplier and the invoice has not been entered and finalised the stock on hand amount will be incorrect in the generated order You must type in an Order Reference For example if you were generating an order using the JB Template you could use the Order Reference JB Generate Order Edit Order Tab will now be selected and displayed as shown on the next page In this window you can add delete products from the order Print and Edit Min Max Values You are required to select your name from the drop down box next to staff before saving the order 1 HAT CONF JELLY BABIES 2006 TOJE D 0000 12 1 5473 Hora L HAT CONF SMAKES 2006 THCCEN 0 0 0000 0 7736 Hormal 1 PASCALL DARLEY SUGAR 6 PHBS 0 0000 1 5475 Normal F3 Shop Alacatian 1 SOQTHERS EUC amp MENTHOL 10 LOZ 0 j 0 00200 36 1 0792 Normal ce rein c F5 Edt MiMax Values 1 WERTHERS ORIGINAL BUTTER CANDY SU WEC 0 00000 0 7920 Normal L WONKA FRUIT PAS TILES 24 LEP 6 0000 aa 11 5 5 Niimi WRIGLEYS AIRWAVES MEN ELIC mE 0 anwo 30 0 5814 Hora WRIGLEYS EXTRA LIQUID BL S PEACH Xt XLESP 0 0000 10 0 8689 Horne Order Total 30 0000 Select EDT Account EDI ARE an Hot SL 4 options Auli Receme TE Bl inbor WeroesftOUE Ens Brewer 1 Gy ORS procedure Mm Adding items to an Order To add an item type the desc
51. tock has not yet been moved Receiving a Stock Transfer POS Menu Stock Systems Stock Transfer Select Confirm Arrival 22 File Dee 4 B ia 2 gt Stock Transfers 9 Transfers D New Transfer Price Changes Miscellaneous IU Customer Orders Ta ode Text Filter Bere Transfers in the last 24 Filter 4g Warringah YouSave Chemist Inbox Sending Store Date Sent Staff IB Stock Requests Herforts YouSave Chemist 18 Jun 2008 MJ CH Confirm Arrival new Herforts YouSave Chemist 18 Jun 2008 SS Outbox AB Stock Requests dB Dispatched 4g Arrived a In Store dB At Destination M ee Arrived Items Receive All with Transferred Qty 2 a aye eee Stock Item OtyRecvdreete Recetved Bystaff QtySent PkSize Date Sent Staf ShippedThru Notes QUICK CLEANSE 7 DAY DETOX 2 1 18 Jun 2008 MJ Andrew This should be the same as QtySent i You will be able Initials to click these once you have entered QtyRecvd Navigating 1906 2080 18 1 Start POS Browser i Note You will need the package slip to complete the following Make sure that the stock actually received agrees with the quantities on the packing slip All stock transfers that are being transferred to your store will appear in the box on the right side You can either click through them until
52. tored for 6 months in case there are any queries complaints from customers 16 All miscellaneous paperwork vouchers till clearances change dockets are banded together and go with a summary of discrepancies at the front 17 The banking together with the original deposit slip is to be taken to the bank and deposited OO ol Note If your pharmacy is open on a Public Holiday you may need to organise more change to cover the days when the bank is closed Stock takes Using the PDA Machine Note Always make sure the machine is charged and that when you are finished with it that you put it back on charge Before doing a stock take it is important to check stock recently received invoices waiting to be entered and the Load Saved Invoices tab in Stock Received to make sure all invoices for the stock you will be counting have been entered and finalised Otherwise when the invoice is finalised it will add that stock received onto the quantities already counted and your stock levels will be wrong again This unit is a live version of PosBrowser and wirelessly connects to our computers Please treat it with respect as it is VERY expensive Instructions for stocktake with PDA Power on button on bottom RHS F2 select your shop press ok New stocktake tab Click into new stock take check circle otaff enter your name from drop down menu 4 Unless you are otherwise directed you will leave the other fields as
53. ts and there is zero to be paid simply walk out of the pharmacy and the scripts remain in the register list as uncollected By pressing Script Process Go you will automatically process any scripts of zero value in Dispense Watch this correctly updates the financials of the pharmacy as it adds the NHS contribution to the daily takings 8 Take any account customer dockets and all miscellaneous paperwork from the clipboard under the register and put with the cash drawer or cash you have just removed 9 Repeat for each register Safe clearances and spare change 1 Unlock safe Empty all contents and relock 2 Any extra change needs to be balanced actual cash against the predetermined total a Start with the clipboard check the clearance amounts equal the change dockets and separate the notes from dockets b Add all the actual cash If you do not get the correct amount double check your adds it is often an addition error Make sure the 1 and 2 are in the right place 3 lf there is an actual discrepancy it may be evident from the change dockets above The till in question should have the same discrepancy when you count the float in it Back office 1 Sortthe cash clearances from the safe and put with the appropriate register drawer 2 Count the float in the register to 300 and remove the rest for banking 40 3 Onthe back of the x off docket list the amounts that you have to be banked itemising different payments cash cheque
54. vious Transactions For Sho Herfarts YouSave Chemist Use PSL Post Include Processed Transmissions amp Send Purchase Order Include All History Qna gt Collect Waiting Invoices ES a oo QV 106 2008 Start IB pos Browser Office Procedure Man d 152 p 16 B npe 2 z EDI Browser australian Pharmaceutical Industries APT Cade Reference Count Processed APIS Collect Waiting Invoices 17 Jun 2008 08 07 40 AM lt Multiple gt 10 17 Jun 2008 08 08 47 AM APIS Collect Waiting Invoices 17 Jun 2008 08 07 28 4M lt Multiple gt 10 17 Jun 2008 08 08 47 AM APIS Collect Waiting Invoices 17 Jun 2008 08 07 28 AM lt Multiple gt 10 17 Jun 2008 08 08 47 AM APIS Collect Waiting Invoices 17 Jun 2008 08 07 29 AM lt Multiple gt 10 17 Jun 2008 08 08 47 AM APIS Collect Waiting Required Details 3 7 AM APIS Collect Waiting AM APIS Collect Waiting AM APIS Collect Waiting APIS Collect Waiting All waiting invoices llian Pharmaceutical Industries amp PD F AM Invoice Number EDI Provider AM Notes Invnice 5her EDI Accour Herforts YouSave Chemist m Previous Transactior MetInStore Option 1 Cancel For Sho 38 Cancel Herforts YouSave Chemist se PSL Post Include Processed Transmissions amp Send Purchase Order F Include All History Es Find a OCA OE gt collect Waiting Invoices Bek WEEE W
55. y an asterix in the line column or zero retail price If there are you must complete the steps for a new product outlined above Check for any products with a b or B next to the number under the line column as you will need to enter a barcode for your shop You may find that some fields are already filled out Double check the dissection manufacturer label information etc is all completed If this information has been completed go straight to the Ordering tab and fill in the ordering parameters for your store For more information on how to do these refer to new product not API Note Again the totals may not be exact due to rounding but it should be close to it No more than a few cents or a couple of dollars difference Click Save Invoice saved successfully box will appear OK After you have saved the invoice you can exit that screen Cancel if Head Office finalises your invoices If not continue with checking retail prices and finalise Repeat for each API invoice Load Saved Invoice POS Menu Stock Systems Stock Received Load Saved Invoice Tab You will now be at the following screen This will show any invoices currently saved but not yet finalised Stock Received Available Function Keys Function Keys Available Edit New Stock Shop Allocations CREATIVE BRANDS PL 19 Dec 2008 X Warringah YouSave C CES API NSW 16 Dec 2008 JK 319235451 Warringah YouSave C Next Shop Pricing PHARMAC
56. yousave CHEMIST OPERATIONS MANUAL BACK OFFICE PROCEDURES Table of Contents RECEIVING STOCK UNPACKING THE STOCK TURNOVER ORDER SUMMARY GENERATING AN ORDER FROM A TEMPLATE ADDING ITEMS TO AN ORDER DELETING ITEMS FROM AN ORDER SPECIAL ORDERS TAKING A SPECIAL ORDER RECEIVING SPECIAL ORDER STOCK CANCELLING SPECIAL ORDERS STATIONERY ORDERS ENTERING STOCK RECEIVED NON API INVOICES INVOICE DETAILS ENTRY GRID SCREEN NEW PRODUCT NOT API NOT A NEW PRODUCT COLLECTING INVOICES FROM API ENTERING API INVOICES LOAD SAVED INVOICE PRINT BARCODES amp SHELF LABELS PRINTING PRODUCT BARCODES PRINTING SHELF LABELS STOCK TRANSFERS SENDING STOCK RECEIVING A STOCK TRANSFER SUPPLIER INVOICES amp STATEMENTS INVOICES MISSING INVOICES CREDITS STOCK ON HAND REPORTS EDITING STOCK LEVELS USING STOCK MAINTENANCE SMALL NUMBER OF STOCK LEVELS TO CHANGE 2 PDA 3 USING STOCK EDITING NOT RECOMMENDED ALL STOCKS UPDATE SELECTED ONLY UPDATE CREDITS amp STOCK RETURN AUTHORISATIONS SRA API WRONG STOCK RECEIVED DAMAGED STOCK INCORRECT DISCOUNTS API STOCK NOT RECEIVED OTHER SUPPLIER CREDITS Noon gc Ge NA NNN OQ OO A ARA A TM Momo ATW Ww O N N N O nN Aa A N 9 J A WN N O o 97 m CALLING SUPPLIERS LOYALTY CARD VOUCHERS RE
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