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Back Office Suite

StoreChek - Back Office Suite Example

Store Chek is the hub that connects points-of-sale, vendors, and accounting systems providing management tools for the store’s operation.Point of sale interfaces include Comdata Smart Solutions™, Fiscal Systems TravStar1™, Gilbarco Passport™, and Verifone Ruby™ and Sapphire™.

 

Click the links below to jump to the sections and learn more about the various features of the Store Chek Back Office:

Shift Reconciliation

Spot Check Inventory

Purchase Order Receiving

Inventory Item Maintenance

Reporting

Shift Reconciliation

Shift reconciliation is the process of balancing the day’s or shift’s payment tendered against the dollar amounts recorded by the points-of-sale and back office.  It is the opportunity to audit the business before it is committed to reports and accounting systems.  As the Back Office, Store Chek’s role is to consolidate your multiple points-of-sale into one reconciliation.  Regardless if your diesel point of sale differs from your gas/store point of sale, Store Chek will present a single reconciliation and the resulting reports reflect the business of the entire store.  Some of the features of shift reconciliation are:

  • Adjust incorrect invoices, change invoice tender codes, and add missing invoices.
  • View sales by sales category, quickly spot mis-categorized items.
  • Invoices that are funded by third party billing companies are diverted to a sub ledger for quick, invoice by invoice reconciliation.

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Spot Check Inventory

One of the essential activities for accurate inventory control is taking periodic physical counts of store items.  Store Chek calls this process “Spot Check”, the name alludes to our approach to physical inventory.  Rather than the arduous task of counting the entire store, Spot Check allows you to divide the items in your store by category or vendor.  For example you might decide to Spot Check high theft/high value items like cigarettes once a week, but count other relatively secure items once a month.  The advantage of Spot Check is that it allows you to divide up the physical counts into smaller tasks that matches the items impact on shrink.

  • Spot Check allows smaller batches/counts of your store items to match your schedule, availability of store personnel, and the items potential impact on shrink.
  • Batches are added together.  Thus if an item is in a cooler and the storeroom for example, if counted in separate batches, both batches will be added together for a correct on hand value.
  • Counts can be done by vendor or category.
  • The Full Store inventory option will zero the on hand count of items that are not counted, within a pre-determined range of categories or vendors.
  • You may preview the inventory count before the on hand count is committed, allowing you to correct obvious mistakes.

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Purchase Order Receiving

Receiving orders accurately is vital to maintaining correct on hand, cost, and retail selling price information.  Purchase orders can be created by utilizing handheld data collectors, receiving orders directly from the vendor in a file, or entering the order directly into the Purchase Order screen.  Some of the features of Purchase Order Receiving are:

  • An indicator to alert you when the cost or retail price has changed.
  • The ability to setup new items on the fly.
  • A balancing function that allows you to compare to the corresponding invoice from the vendor to help identify mispriced items or incorrect quantities.
  • An option to post the order to update on hands immediately but keep the order open until the vendor’s invoice is received.

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Inventory Item Maintenance

One of the workhorse screens in Store Chek’s Back Office is the Inventory Item screen.  This is the screen where new UPC items are setup, where changes to existing UPC items are entered.  But this screen provides more than setup and maintenance, you can view the items movement history by individual invoice or summarized by month.  Other innovative features are:

  • Mix Match – This allows price changes on a group of similar items with one entry rather than each individual item.  With certain points-of-sale Mix Match can be used to grant deal pricing on different but related items, such as three different candy bars from the same manufacturer for a special price.
  • Linked Items – Keeping track of inventory for items such as cigarettes can be challenging.  This feature will transfer inventory from a carton UPC item into a pack UPC item when the on hand count becomes negative for the pack.
  • Minimum/Maximum Quantities – One option for creating purchase orders is to create system generated suggested purchase orders.  Suggested purchase orders are based on current inventory levels versus the minimum and maximum quantities established for each item.

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Reporting

The report writer is designed with flexibility in mind, it allows you to analyze past business performance and points to areas for future improvement.  Utilizing a wide array of parameters, reports can be tailored to drill down to the movement of a particular UPC code item or look at the performance of the entire store.Among the many available reports are:

  • Top/Bottom Selling items – List your best or worst sellers by quantity on hand, sales, or gross profit.
  • Items Not Inventoried – Regular physical counts are crucial to inventory control.  Has everything been counted?
  • Gross Profit Tolerance – Establish target gross profit percentages and determine whether an item’s gross profit margins are within your target, plus or minus a specified percentage amount.
  • Cost of Sales – Analyze profit margins from sales totals in specified categories within a specific date range.

These are but a few of the many reports Store Chek provides that enable you to review how you’ve done and point out what can be done better.

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Available Interfaces: