adjusting stock stock reports source orders mail order internet stock misc maintainence Home	Below is a brief explanation of the feature set of the Record Sales System:   Adding and Adjusting Stock   New Stock Input (Brief) New Stock Input Fill all relevant fields. Some are compulsory for minimum level of data entry completeness. New Stock Input (via template) Used Stock Input (via template) Preset certain fields on the stock entry window that are common to a batch of new or used stock. Used Stock Input          Separate stock entry section for used stock taking into account particular issues that used stock require. Receive Restock From Supplier If a record has already been in stock at your shop, the details will not need to be entered again; the title can be searched for, stock level updated and new barcode labels printed. Print Labels Barcode labels are normally printed once a new item of stock has been entered onto the system, but if you need to reprint a label for any reason use this window. Miscallaneous Stock Adjustment Adjust the level of stock up or down and select from a variety of different reasons. top Stock Reports   Enquiry>Titles by Order           Look up a title and see who has purchased it. Enquiry> Titles by Source Produce a list of titles purchased from a particular distributor/source. Enquiry>Titles by Date Produce a list of titles bought between particular dates (and see who purchased them). Genre and Sub Genre Review Produce a report of all titles in the database in a particular genre and sub-genre. Also shows location of soundfiles of titles. Checked In      View all new stock checked in over the selected time period. Stock Report Stock Report (Selective) Generate stock list by artist. Selective allows the date range to be set. Period Sold By Source Generate list of stock sold over previous x days from which a distributor (source) order can be created. Period Sold By Genre Generate list of stock over previous x days by genre Last Sold By Source Generate list of stock sold which originated from a particular distributor (source). Date may be selected. Special Products         Generate a list of titles that have been marked as ‘Special Products’. Date may be selected. Top Sellers Fast Moving Products Generate sales reports from which high (and low!) selling records can be viewed. These are identical reports except that ‘Fast Moving Products’ allows the report to be run for individual genres. Stock Value     Generates a simple report giving a value for ‘Cost Price Stock Value’, ‘Sales Price Stock Value’ and ‘Number of Items’ in stock. Stock Value By Class Stock Value By Genre Generates a more detailed breakdown of items in stock into product class, type, value, etc. SOR By Source Generate a list of records bought from a particular Sale or Return distributor (source). New Stock       Back Cat Stock Generate a list of either new or back catalogue stock bought over a specified time period. Raw Product Movement Raw Product Movement (Title) Stock Movement NC These three reports shows detailed information regarding stock movement at individual item level. VAT Report Run a VAT Report for any specified time period. top Source Orders                       New Create a new source order. All outstanding orders for out of stock titles will automatically be added, and other titles from a distributor may be selected. *Source Orders may also be created from the ‘Period Sold by Source’ Report (see above)* Update View a previous source order and edit (update) it. Check-In Check in stock on source orders. This is only for record keeping; the stock will still need to be added to the stock and barcode labels printed as described in ‘Receive Restock From Supplier’ as described above. Total Selection Produce a list of all source orders that have been created. There is a check box to prevent completed orders being displayed. top Internet   Generate Web Stock Pages Automatically generate the HTML pages or databse file output to update the product pages of your website. Generate Track Listings            Generate the files containing album track listings which will relate to albums listed on the internet. See ‘Required Track Listings’ below. Generate Title Information Pages Generate the files containing information entered in the ‘Required Title/Product Information Page’ (below) for the webstck internet pages. Web Batch Type          Set HTML template for your automatically generated web-stock pages. Required Product/Title Sound Files     Produce a list of records which require soundfiles, select one and record an MP3 using the built-in MP3 encoder. Email List Output Customer Stock Email Output Generate weekly stock emails for customer mailing list. Export to Web DB        If the shop internet site is updated using database files instead of HTML (as described in ‘Generate Web Stock Pages’ above), use the same procedure as described in ‘Generate Web Stock Pages’ above; the only difference being that your version of RSS will be configured to generate a ‘flat text database’ file instead of an HTML one. This is then uploaded to your website using FTP. Web Browser RSS features a built-in web browser for previewing generated web-stock pages (if you use the HTML template generator) as well as for general surfing on the Internet. top                                             Mail Order     Create New Order        Create a new mail order: 1.    Search for an existing customer and select their name or enter the details of a new customer 2.    Fill in the ‘Order Details’ subpage (opens automatically) first with payment details and customer address 3.    Select ‘Order Items’ sub-page and select the titles for the order using ‘Add Title to Order’ 4.    Select ‘Confimation’ sub-page and click ‘Print Invoice’ to print customer invoice 5.    Click ‘Create Order and Exit’ The Order Status of the order is now ‘Ready For Picking’. This is the first of the three steps to complete an order. See ‘Process Orders For Picking’ and ‘Process Orders For Charging’ for the next two. Process Orders For Picking Once an order has been created, confirm the records have been picked. The order status wil now be set to ‘Ready For Charging’. This is the second of three steps towards completing a mail order. The first was ‘Create New Order’ (above) and the final step is ‘Process Orders For Charging’ (below) Mark Orders as unpicked Return the status to ‘Ready for Picking’. Process Orders For Charging          Once an order has been picked, the order must then be charged. Bring up the order’s details, charge the card using your PDQ machine, send a confirmatory email to the customer and confirm to the program the order has been charged by clicking ‘OK’ The order status will now be set to ‘Despatched’. This is the third and final step to complete a mail order. The first is ‘Create New Order’ and the second, ‘Process Orders For Picking’ (above). Mark Orders as Uncharged If a refund has been given, use this option to undo the charge recorded in the system and to return the status of the order to ‘Ready For Charging’. View/Update Order View all customer orders of any status. They may be searched for by name, order status, credit card number, date, etc. Double click to view and/or edit an order. View Order History Look up an order number and see the dates on which it’s order status changed, ie from ‘Order Being Taken’ to ‘Ready For Picking’ to ‘Ready For Charging’ to ‘Despatched’ which would describe a conventional mail order history. Analyse Customer Order Look up all sales between two dates and then analyse individual sales to see what the genres were that were purchased across all the orders by that individual customer. New Customer View/Update Customer If you wish to add a new customer’s details without setting up an order to do so, use this customer details entry screen. Use ‘View/Update’ to view and/or edit a customer’s details. New Customer Report DJ Membership View new customers added between specified dates and see how many points they have earnt and redeemed, if you run the points reward scheme. The DJ Membership window also details membership number and type. Proof Of Posting          Print out the addresses of the day’s mail order customers onto a Post Office proof of posting card for the Post Office to stamp. These proof of posting cards are used for compensation claims in case of lost post and to prove to the VAT office that they have been exported.           top        Stock Miscellaneous   Required Product Labels            If an item of stock has been marked as ‘Requiring Label’ at time of entry it can be found quickly again using this function and a label printed for it. If your version of RSS prints labels automatically on entry completion you will not normally need to use this feature. Required Title Track Listing When entering an album onto the system, place a tick in the ‘Required Title Track Listing’ box and then after the entry is completed in the ‘New Stock Input’ window (above), use this window to locate it and fill in the names of the tracks on the album. This function is used for websites that wish to provide the track listing as a button next to the title listing.It is also a search option in the main RSS module, ie you can search for a title on an album and RSS will show you on which albums it can be found. Required Title/Product Information Page When entering stock that you wish to add additional information about, place a tick in the ‘Required Title/Product Information Page’ check box and then after the entry is completed in the ‘New Stock Input’ window (above), use this window to locate the title and fill in any additional information you require. This function is used for websites that wish to provide this additional information as a button next to the title listing. Sound File Review      Produce a list of records which have had soundfiles recorded for them. Date of recording and staff member who recorded it can be selected. Cover Scanning Scan a record, CD or DVD cover and track which remain to be scanned.  top   Maintenance   Stock Details>Artists Stock Details>Labels View and edit list of either ‘Artists’ or ‘Labels’. Distributor        Source To add a new distributor to the database first create it’s source and then distributor. Used Supplier Produce a list of used-stock suppliers and view and/or edit details. VAT Rate If the VAT rate changes, enter it here. Grid>Various Options Use to reconfigure the grid layout of the current information window. MDI Tool Bar    When switched on shows windows headings along bottom of the screen to allow easier switching between multiple windows in the RSS Application. New windows are only shown. top        home