Add Stock to the Inventory
Before sale can be made on the point of sale window, your products/services must be on record in the Inventory. This can be done through the Add Stock window as illustrated below which simplifies your work.In most businesses, the barcode comes ready on the product label. Select the option button to use that barcode for submission, as highlighted in the screenshot below.
Hit the 'Get' button to see if the barcode has been submitted previously. If so, most of the information will be retrieved automatically and you only need to enter the Cost and Quantity. Otherwise you need to fill in the Invoice No., Supplier Name, Description, Dept, Cost, Selling Price, Quantity Received. You might also want to offer Quantity and Promotion Discounts which can be entered on the right panel.
Using Vendor Code + Item Code = Barcode
If you select the other option button then you are required to enter the Vendor Code + Item Code (= Barcode). This method is used in some trades like Apparel business where barcodes for internal usage are created this way.
To prevent duplicate use of a Vendor Code by 2 or more vendors, the system will check the Vendor Table records as to whether the Vendor Code being submitted is already in use.
Upon successful submission a new vendor's company name and Vendor Code will be added into the Vendor Table.Some companies prefer this strict method of using Vendor Code + Item Code to create the barcode for an item because of certain advantages. For instance when viewing reports on the Reports window they can know by just looking at the barcodes which suppliers' goods are selling well or otherwise. When physically viewing a barcode label on a product, the company can also know immediately which vendor has supplied the item.
Auto-generate Stock Return document to Supplier
Returning damaged or date-expired goods to the supplier is made easy. This is done by first submitting a negative quantity for those items to be returned to the supplier on this Add Stock window. A record of goods to be returned is thus logged in the Inventory.
The process is the same as adding new stock. Only this time, you must select the correct Invoice No. - that an item belongs to - from the 'Invoice No.' dropbox and the correct Cost from the 'Cost' dropbox.
After submission, to generate the Stock Return document, select the supplier name from the dropbox below the 'Auto CN' label (see right-bottom panel on the screenshot).
Another window called the Stock Transfer window will open up for you to click a button to auto-generate a Stock Return html document for those items on your webbrowser. There is an option to title the html document as 'Credit Note' instead of 'Stock Return'.
Items' invoice numbers will also be shown in the items' description field. This is auto-generated and does not require you to search and type in the invoices numbers.
Print out that document for your supplier.
Returning unwanted goods to suppliers - and also keeping track of them - is very important in cutting down on your loss. However very often this can be a laborious process but in POSI this is greatly facilitated.