ELEED ERP ENTERPRISE USER MANUAL RETAIL OPERATIONS

1 | U S E R M A N U A L – R E T A I L O P E R A T I O N S

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ELEED ERP ENTERPRISE

USER MANUAL –

RETAIL OPERATIONS


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Table of Contents

1. Concept and Workflow 2. Using Serial Numbers

2.1 Setting Up Serial Numbers 2.2 Directory – Serial Numbers 2.3 Document – Serial Numbers 3. Using Discount Cards

3.1 Document - Discount Card 3.2 Directory - Discount Card 3.3 Registry - Discount Card

4. Using Gift Certificates

4.1 Directory – Inventories 4.2 Document – Purchase Invoice 4.3 Document - Certificate Write-off

5. Working with Retail Form

5.1 Document – Retail Form 5.2 Directory - Retail Registry


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1. Concept and Workflow

ELeed ERP provides following functionalities to ease the process of companies in the business of retail selling:

Serial Number Accounting – Tag serial numbers to the products for efficient inventory. Store incoming products with internal serial numbers and sell products with same serial numbers. Detailed reporting for each serial numbers including status and sale descriptions.

Discount Cards – Reward your customers by issuing discount cards with different validity and discount scope. The discount cards can be used directly on the retail form/point of sales application.

Gift Certificates – Sell/issue gift certificates and allow customers to redeem such certificates on retail purchases.

Point of sales application/Retail Form – This application provides a simpler to way to sell and receive money for retail transactions, with facility to sell goods by serial numbers, apply discounts, sell and redeem gift cards.

1.1 Rules for setting codes -

Following rules need to be observed to enable field search in the retail form document.

Object/Field Created Via Rule

Gift Certificate

Document Purchase Invoice > Serial Numbers

The serial number should be 14 letters and first letter must be ‘P’ 5 digits after p represents the gift card amount. Remaining 8 letters must be digits uniquely identifying the gift certificate. Example – Gift card for amount 200 could have serial number like P00200XXXXXXXX

Discount card

Document Discount Card

The card code should be 14 letters and first letter should not be ‘P’ Example – Q1234567890000

Inventory Barcode

Directory Inventory > Barcode Field

For barcode search to automatically search barcodes in retail form, it is required to store barcodes on 8 or 13 or 14 digits. Barcode can be alphanumeric.

2. Using Serial Numbers

2.1 Setting up Serial Numbers

Inventory Directory -

To use serial numbers for a product/inventory items, it is necessary to select the flag “serial numbers accounting” in the inventory record. For items marked with this flag, when purchasing or selling them, it would be necessary to select/specify the serial number.


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Flag. Serial Numbers Accounting

Serial numbers for a product can be added via below 2 options –

Opening Inventory Balances – Adding opening balance while system setup. Please refer Inventory module documentation to know more on this.

Purchase Invoice – purchasing goods marked as serial numbers accounting. For goods marked with serial number accounting, when selling or transferring goods, the serial numbers being sold/transferred needs to be specified in the outgoing document.

2.2 Document – Serial Numbers

This document can be accessed via document purchase invoice for inventory records marked with flag “Serial numbers accounting”.


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Purpose – Purpose of this document is to allow serial number creation/selection for incoming or dispatch of products.

Structure of the document –

The serial numbers document consists of: Document – indicates the base reference document creation/dispatching the serial numbers

2.3 Directory – Serial Numbers

3. Using Discount Cards

Eleed supports issuing and redemption of Discount cards. A discount card for an amount or for percentage can be issued to a customer, which in turn can be redeemed by the customer on purchases made.


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3.1 Document - Discount Card

Purpose – The purpose of this document is to issue and maintain discount cards to counterparties.

Menu – Document > Sales > Discount Card

Fig. Document – Discount Card


This document consists of following fields:

Discount Card – Directory selection field to select existing discount cards. Should be used when want to edit existing discount cards.

Card Code – The card code should be 14 letters and first letter should not be ‘P’. Example – Q1234567890000

Counterparty – Name of the counterparty who can avail this discount on purchases. If the discount is intended to be used on Retail form, need to ensure that retail form customer and discount card counterparty should be same.

Issue Date – Date from which the discount card is active for use.

Valid Until – Date upto which the discount card can be used.

Percent – Percentage of discount to be levied on invoices.


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Flag “Discount by Sum” – Use this flag when discount card is for fixed amount rather than by percentage.

Discount Amount – Fixed amount of discount given on using the discount card.

Flag “Expired” – Posting an existing document with this flag checked will mark the discount card expired and cannot redeemed further on the purchases.

Comments – Notes on the discount card.

Buttons for Post, Save and Close

Working with the document –

This document can be used for: 1. Issuing new discount cards –

a. Enter Card Code as per code rules. b. Select a counterparty, Issue and Validity date c. Select if discount by sum or by percent d. Add required notes, Post for activating the discount card

2. Editing existing discount card a. Load the discount card from the discount card field b. Edit the required information, Post for activating the discount card

3. De-activating or Re-activating existing discount card a. Load the discount card from the discount card field b. Select Flag expired to de-active card c. For expired cards, change validity dates

Fig. Discount Card issued to Customer


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3.2 Directory - Discount Card

Purpose – The purpose of this directory is show current status of all discount cards issued by the system.

Fig. Discount Card Directory

Menu – Directory > Sales > Discount Card

Directory Display –

The directory display one row each for unique discount cards issued from the system. Latest discount card details are displayed.

The values in columns is displayed from the last posted discount card document.

Selecting a discount card and double clicking will load the last posted discount card document.

3.3 Registry - Discount Card

Purpose – The purpose of this registry is to list all posted discount card documents.

Menu – Registry > Sales > Discount Card


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Fig. Discount Card Registry

4. Using Gift Certificates

4.1 Directory – Inventories

Create Inventory Item –

In the inventory directory, create a new record with type as gift certificate

For this inventory type, the serial numbers accounting flag is checked and non-editable as it is must to store each gift certificate with unique serial number for identification and redemption purposes.

For this gift certificate inventory, users can assign number of validity days which will be valid from day of sale or last date of validity for redemption.

Fig. Selecting type Gift Certificate


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Fig. Inventory Directory – Gift Certificate

Fig. Setting Validity of the gift certificate

4.2 Document – Purchase Invoice

Purchase Invoice document is used to create serial numbers for the gift certificates which are then further sold through invoice documents.

Creating Gift Certificates for Sale -

Step 1 - Create a placeholder counterparty which represents the creditor for the gift certificates issued to the customers.

o For example, when creating gift certificate of 2000 USD, cost is ascertained as 800 USD. This 800 USD can be later transferred on any account based upon the company policy like as discount to customers or as business expense. The price of gift certificate and cost of redemption of the gift certificate to business can be different.

o The price of gift certificate is taken by the serial number of the gift certificate. Cost of redemption of the gift certificate to business can be ingested in the purchase invoice.

Step 2 – Create a purchase invoice with gift certificate seller and inventory type as gift certificate

Step 3 – Create serial numbers on the purchase invoice document using Serial numbers document on the purchase invoice.

While creating serial numbers ensure that: o Serial number must have 14 digits o First Letter is P o Letter 2 to 6 are numeric digits representing the price of gift certificate for

customer o Letter 7 to 14 should be numeric identifier for the gift certificates

Post above steps, the gift certificates are ready to be sold to customers.


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Fig. Creating Purchase invoice for gift certificates

Fig. Creating serial numbers for gift certificates


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Fig. Gift Certificate Accumulator Entries

4.3 Document - Certificate Write-off

Purpose – The purpose of this document is to completely or partially writing off expired gift certificates which have been sold but not redeemed.

Menu – Documents > Sales > Certificates Write-Off

Fig. Write-off Gift Certificate

Structure of the document -

This document consists of description field and Certificates table. This table consists of following columns:

SN Dictionary – Represents gift certificate serial number.

Goods – Represents name of the inventory gift item.

Counterparty – Name of the counterparty to whom gift certificate has been issued.

Sale Date – Selling date of the gift certificate.

End Date – Expiry date of the gift certificate.

Amount – Amount of expired gift certificate in currency


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Amount (Main Currency) – Amount of expired gift certificate in main currency. Buttons are present for:

Fill – Clicking on this button will load all sold gift certificates which have not been redeemed by the customers

Post, Save and Close.

Working with the document –

Use Case - Writing off the certificate for redemption.

Click on Fill Button

All sold certificates which have passed expired date will load

Edit the amount to reduce the redemption value or make the amount zero to write-off completely.

Post the document

Once this action is done, users cannot redeem the gift certificate anymore to purchase goods.

The amount paid on buying the gift certificate by the customers is moved to non-operating profit account.

5. Working with Retail Form

5.1 Document - Retail Form

Purpose – The purpose of this document is to allow cashiers to sell and receive money in one click.

This form also allows supports:

Barcode reading of inventory

Auto creation of cash and bank incoming documents

Sale and redemption of gift certificates

Application of discount cards

Menu – Documents > Cash > Retail Form

Settings –

Following settings should be set before using the retail form: 1. Solution Settings – Set following:

a. Solution Settings > Other Tab > Certificates section. Set: i. Retail buyer for gift certificates

ii. Operations for sale and write-off of the gift certificates b. Solution Settings > Other Tab > Buyer section. Set

i. Price Category – Select the price category for the product sold via retail form.


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2. Employee Directory – For the logged in employee accessing the retail form for making sales, add following in employee directory > Additional Settings:

a. Counterparty(By Default) b. Store (By default)


The Retail form consists of 6 tabs:

Open Shift – Loads preset variable for starting retail sale shift

Close Shift – This tab displays starting and opening balance as per the sales done in a shift and closes the retail selling session.

Sales – This tab displays form for selecting the goods for sale and accepting payments via cash/bank.

Customer Returns – This tab allows to accept returns from the customer.

Sales Registry – This tab shows the list of documents posted during the retail session.

Current Promotions – This tab shows the list of current ongoing promotions.

Tab “Open Shift” -

Fig Retail Form – Open Shift

This tab displays pre-selected settings for starting the retail sale session for the cashier on counter: Following settings are present here:

Cashier – Cashier marked as base/reference in the cashier directory.

Amount in Cash – displays the amount in cash in the cashier counter selected

Actual amount in cash desk – Editable numeric field for cashier where the cash desk employee should counter and enter actual cash in counter.

Cash Register check Counter – Editable numeric field to enter any unique id for cashier session.


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Store – Sale of Goods – Select store for goods dispatch on sale. Taken from employee directory additional settings.

Store – Buyer Returns – Select store for goods returns on sale. Taken from employee directory additional settings.

Operation for Cash Incoming Order – Cash operation for cash received on sale. Taken from solution settings.

Operation for Cash Outgoing Order – Cash operation for cash refunded on returns. Taken from solution settings.

Bank Account for Bank Statement - select the bank account for receiving/refunding sales amount from bank accounts

Bank Operation & Analytics – select the bank operation for payment received from customer via credit card.

Currency – select the currency in which the retail sale is being done.

Price Category – indicates the price category used when selling goods Taken from solution settings.

Flag “Cash Register” – Use?

Flag “Open Retail Invoice Document after each sale” – Of checked, after each sale the retail invoice document is loaded.

Flag “Use Serial Numbers” – If checked, when searching value in barcode field, the serial numbers are searched for products.

Button “Open Shift” – Clicking on this button launches sales tab.

Tab “Sales” -

This tab allows to sell and receive payments from customers at cash counter. For all invoice created via retail form, the customer counterparty is one.

Fig. Selling items with promotions and discount cards


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This tab consists of following sections:

Section “Sales” –

The inventory for sale is added here including products and services. The price and discounts auto-loads. This section consists of columns for:

Serial Number – Inventory serial number which is being sold.

Goods – Name of product/service

QTY – quantity being sold, If serial number present, quantity will be one.

UOM – unit of measurement for the product

Price – Price of Product in retail counter currency. Taken from latest selling price document.

Price with VAT – Price of Product with VAT in retail counter currency

Total Discount – Total amount of discount applied in retail counter currency

Total Amount – Total amount of goods being sold.

VAT Rate% - VAT % applied on product sale. Taken from inventory directory.

VAT Amount(Currency) – Total VAT amount charged in retail counter currency

Promotion – Document due to which promotion/discount applied. This can be the selling price document specifying promotion or discount card issued to customers.

Warranty – specifies warranty on the product. Taken from inventory directory. Section “Payment by Gift Certificate” –

This section lists the details of sold gift cars which are being redeemed on the current sale byt the customer. This section consists of following columns:

Serial No. – Serial number of gift certificate being redeemed.

SN – Serial number.

Certificate – Name of gift certificate.

Sale Date – Date on which gift certificate was sold.

End Date – Date on which gift certificate will expire for redemption.

Amount – Amount of gift certificate being redeemed in the sale in retail counter currency

Amount (Main Currency) - Amount of gift certificate being redeemed in the sale in main currency

Section “Billing Amounts” –

This section displays the amount being billed for the services and products.

Invoice Amount – Total amount of sale

Amount Due – Total amount to be paid by the customer for the sale

VAT Due – displays the amount of VAT being charged on the sale

Cash received (+) – Editable field to enter the cash being paid by the customer

Change Due – Cash amount to be paid back. Calculated as Cash Received – Amount Due.

Cashier – Employee records for cashier

Barcode Search (F8) – This field can search text entered in product serial numbers, Inventory barcode, discount cards and gift certificate.

Discount Rate – displays the discount rate % applied via discount card applied on invoice

Discount Amount - displays the discount amount applied via discount card applied on invoice

Flag Deliver – select if the order is being delivered.


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Flag “Payment by credit card” – If selected, displays the controls the store required credit card information

Credit Card Number – Fields to store first 4 and last 4 digits of credit card. To be auto-populated by machine receiving money.

Sum by Credit Card – Sum being charged as per the invoice. Buttons for:

Sale (F10) – Clicking on this button makes and corresponding cash receiving document

Clear Discount (F11) – Clicking on this clears the discount card applied

Cancel Sale (F12) – Clicking on this cancels the sale and clears the sale document for next sale.

Fig. Tax Invoice Print form

Tab “Customer Returns” –


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Fig. Tab Customer Returns

This tab is used for accepting returns from customer. This tab consists of:

Retail Invoice Number – Text search from invoice number

Sale Date – Date of invoice number for text search

Basis Document – Selection form to select the base invoice

Comments – Editable text field to store details

Button “Register Returns” – Clicking on this button registers the return and create cash outgoing document for cash paid.

Inventory Table – o Name – Name of product being returned o Quantity – Quantity of product being returned o Price – Price of product being returned (shows without VAT) o Amount – Amount of product being returned

Tab “Sales Registry” –

This tab displays documents posted during the sales done in the retail session. The period can be changed as required to view posted documents. It consists of 2 tables, document list and a table to display inventory sold/returned.

Fig. Sales Registry


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Tab “Current Promotions” –

What should come in this tab? I have posted selling prices with promotions but same not appearing here.

Tab “Close Shift” -

This tab displays the cash start amount, field to store actual cash in counter and calculate discrepancy. Once shift is closed, the sales done are records with particular shift and cashier.

Fig. Close Shift

Working with the document -

Following are the suggested use cases for retail form: Use case – Selling products & services

Load Retail Form, Click on open shift

Add products/services for selling. Products can be added via: o Manual selection using add button o Barcode search – Search by inventory barcode. If serial number accounting being

used, then search by serial number.

If mode of payment is cash, enter amount in cash received field and return excess cash amount. On confirming sale, cash incoming order document will be posted.

If mode of payment is credit card, enter required credit card details and cash amount. On confirming sale, bank statement document is saved. Advisable for accountant to post bank statement after reconciling with bank.

Once payment received, click on Sale. Retail invoice document is posted for the products and services sold.


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Use case – Selling and Redeeming Gift Certificates

Search gift cards for sale via unique serial numbers

Based upon the serial number status, the gift card either comes up for sale or for redemption. If expired the system shows error for further action.

Once a gift certificate has been sold, the next time same serial number is searched/scanned in barcode, it automatically appears for redemption.

Fig. Selling Gift certificate

Fig. Redeeming gift certificates

Use case – Applying Discount Cards

Search/Scan barcode of the discount card issued to the customer

If valid, the discount card will get applied to the products.


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The discount card is applied to the complete invoice amount. If by percent applied to each product individually. If by amount, applied to amount due.

Clear discount button can be used to clear the discount card applied.

5.2 Directory – Retail Registry

Purpose – The purpose of this registry is to display the retail counter sessions incurred via retail form.

Fig. Retail Registry

Registry Display –

Date selection – From and To dates

Cashier – Select cashier from cashier directory

Retail Registry Table – This table consists of following columns: o Cashier o Date Time o Opening Flag o Amount in Cash – Calculated amount in retail counter currency o Actual Amount – Actual amount at the end of retail session

ELEED ERP ENTERPRISE USER MANUAL RETAIL OPERATIONS

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