Owen Business Systems Ltd.

Back Office

	Run your Back Office Anywhere!
	Customize your Products Database
	Control your prices accurately
	Suggested Order Functions
	Purchase and Receive Goods
	Manage Customer Accounts
	Introduce Customer Loyalty rewards
	Make Tags,Shelf Labels and Signs
	Watch Employee performance
	Control your Inventory
	Keep your data safe
	Review the Self Help system

Run your Back Office Anywhere!

Secure Lanes and Back Office can be anywhere on a LAN, WAN or the Internet.
Install the Back Office in your store OR situate it remotely over the Internet.
Requires Windows XP Service Pack 2 Home or Professional for single user Back Office installations.
Multi user Back Office installations require Windows Server 2003 Standard Edition with the Client Access Licenses (5 CAL) option.
Communications to site are compatible with suitably configured VPN (Virtual Private Networks).
Compatible with suitably configured NAT (Network Address Translation) capable routers.

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Red Arrow to the left of any feature to see more details for that feature.)

Customize your Products Database

Build a detailed list of your Suppliers (Vendors).
Divide your Store into Areas, Departments and Categories.
Assign your items to Vendors and Categories.
Items can also be assigned to a Type, Location, or Bin grouping.
Fast New Item entry by like product, setup retail pricing with costs and see Gross Profit margins instantly.
Once items are entered they can be looked up rapidly by Barcode/PLU, Shelf (Vendor/SKU) Code or Description.
Filter groups of Items by Category or Mixmatch Grouping
Setup Items for Discounts, Rental or Customer tracking.
Link Items to deposits, fees, other items, modifiers and packages for advanced POS functions.

Control your prices accurately

Daily Cost Of Sales reports keep your profit margins on track. Setup retail pricing with costs and see Gross Profit margins instantly. Group items into Mixmatch codes for fast like pricing maintenance. Build Item batches for advanced pricing and cost change operations Generate labels and tags instantly from your changes.

Suggested Order Functions

Vendor Reports available showing weekly activity for last month and on hand figures. Vendor Reports available showing comparison between sold items and received items. Vendor Reports available showing current Stock Levels and value. Optional Suggested Order function based on Stock Minimums and Maximums. Optional Suggested Order function based on Stock Minimums and fixed reorder quantities. Optional Suggested Order function based on Sales History and Minimum stock. Suggested Orders can be edited and turned into a Purchase Order automatically. Customers can leave a Deposit on a held sale, the balance is paid on completion of sale.

Purchase and Receive Goods

Create a Purchase Order automatically from a completed suggested order. Purchase Order information can also be imported from a suitable hand held data entry unit. Purchase Orders can be edited and resorted prior to final ordering from the Vendor. Quick Purchase Order generation from Inventory list. Post the Purchase Order to the 'Pending Receives' file once ordered. When the Truck arrives, pull up the original Purchase Order Info. The Purchase Order can then have invoice information attached and be further edited prior to posting it to stock received. Complete Invoice History search/retrive functions. Extensive goods received report breakdowns by Vendor/Date/Area/Department/Category.

Manage Customer Accounts

Build a detailed Customer Database with status, account and contact information Print customer address or ID labels Both Charge Account and Loyalty only customers can be setup in the same database Complete customer purchase histories retained. Customer profiles can be setup for easy retrieval of prior purchase information at the Point Of Sale. Reprint Customer Invoices/Receipts on 8.5 x 11 page format at any time. Statements can be generated for individual customers, defined customer groups or the entire charge customer database on a monthly basis. Customer Account payments can be made at any POS Lane.

Introduce Customer Loyalty rewards

Start your own loyal customer rewards program. You define what items carry points and how many are awarded when the items are purchased. Points accumulated then have a dollar value that the customer can use at any time during a subsequent purchase. The point weighting is defined by you, to achieve your overall store discount level. Points can also be loaded on to a Mercury Payments issued Gift Card as a Cash Value at any time. 'Could have earned' points are shown on each Walk In sale receipts, helping to promote your program to new customers. Security reports show cashier/customer points. Points Outstanding, Redeemed, and Earned with System balance report available. Automatic Mail Edit and Merge tool allows promotional letters to be sent out according to customer activity and purchases. Easy to use customer purchase data query tool allows the generation of data for easy integration into advanced marketing systems.

Make Tags,Shelf Labels and Signs

Product Tags can be printed by Invoice as goods are received.
Shelf Labels can be generated individually or in a batch as price/information changes are made.
Labels can be built into the batch based on the date changes were made to the item.
Label/Tag designer module included allows many different size matrices and layouts to print on a Standard 8.5 x 11 printer.
Sign making program allows larger format promotional shelf talkers up to 8.5 x 11 format.
In House Barcode numbers can be assigned automatically and sequentially as new products are entered.

Watch Employee performance

Each Employee has an ID in the system. Optional Sign In protection on both POS and Back Office. Individual daily cashier comparison reports, can also be consolidated over a date range by lane. Detailed individual transaction query tool finds and sorts sales by many different parameters, including individual cashiers. Employee Time and Attendance reporting included as standard. Employee security report compares sensitive cash operations such as no-sales, voids and returns on a daily basis. Full featured cashier management program specifies function permissions on the POS Lanes. Sales person management allows for sales performance tracking and commission allocation.

Control your Inventory

Shrinkage reports are available that compare actual stock counts to system theoretical counts. Summary reports are compiled automatically every day which show the Sales and Financial activity on the Lanes. Daily cost of sales reporting is included as standard, showing theoretical profit from sales activity based on the most recent cost and retail prices in the system. A 'Period Activity' report is available, which is based on live, periodical inventory counts. This produces a detailed or summary report of all activity in the store, showing a definitive profit figure at the period end. Detailed sales reports are available either by Vendor or Category. Vendor reports can use the 'Location' field as an additional report filter. Category reports can use the 'Type' field as an additional report filter. Full featured reports are available for Goods Received, Sold, Returned and On Hand for all Vendors and Categories. Standard Exports for sales information; Hourly, Department and Item data allow integration into other reporting and spreadsheet software such as Microsoft Office. Open database design allows integration and custom query design/reporting for advanced users and IT departments.

Keep your data safe

Your data reflects years of information that is irreplaceable. Our Back Office Software provides a data backup utility that creates a copy of your vital data elsewhere on your system. Optionally the utility can also be used as an export feature, as it can create an XML file for each table in the database. Using the same utility, data can be restored or merged back to your main file if the original data is ever damaged beyond repair. We recommend backing up data to a DVD drive or external hard drive on a regular, daily basis. Offsite copies of the data should be stored securely for complete peace of mind.

Review the Self Help system

The software features detailed help screens that are linked into each form. Clicking on the Help button on each screen will show a hyperlinked document with step by step instructions. For new users there is a tutorial supplied that steps through the system forms in prefered order when setting up from nothing. A complete, indexed electronic manual is provided as standard. This is linked into the self help system also.

eStream System Software

Back Office Features