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The operator begins entering the Purchase, Costs and Expense transactions here. If the operator doesn’t know the vendor code, a handy screen pops up to assist them. Each store may be assigned to access only the vendors they are authorized to receive inventory from. |
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Once the operator accepts the first screen, the detail portion of the invoice opens up and allows them to enter the transactions. An infinite number of items may be added to an invoice, including transactions that affect the store’s expenses, add or subtract inventory from the categories, and affect the cost-of-sales of a given category. The screen is conveniently color-coded to assist the operator during entry. The red column is for expenses, the blue column for purchases and returned inventory, and the turquoise column is for affecting the category’s cost-of sales entries. |
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Pop up screens are available to help the operator in whichever column he/she is working with. |
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The expense column will only allow the operator to select expenses that they are allowed to charge to. |
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Each store may have up to 99 categories and 99 expense centers. These expense centers and categories may be tied to the back office systems expenses and categories independently. An example of this might be that the store has a “Taxable Grocery” category and a “Nontaxable Grocery” category that are kept separately in the store, but both could tie back to “Groceries” in the back office system. We call this link the “Host Code”, and you can see them in the window above this paragraph. This gives the stores the detail they need and the office a way to consolidate categories Expenses work in the same way. The store might have, “Janitorial, Cleaning, and Rug Charges” all connected to the store’s “Maintenance” department in the back office. |
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If the operator doesn’t know what the retail value should be for the item(s) being purchased, the computer will calculate it for them. This is important in purchasing “Deli” inventory as it is difficult to estimate the retail value of 50 pounds of raw chicken.. |
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Invoices may be revisited at anytime before the day is closed by “zooming” in on them. Paid-outs will affect the stores’ cash over/short. |
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ScotSystems Inc & StoreReport are trademarks of ScotSystems Inc |