cheeky charlie user guide (sep 2019)
TRANSCRIPT
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Cheeky Charlie User Guide (Sep 2019)
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Contents 1. Ordering .................................................................................................................................................................... 4
1.1 Ordering - Order Stock ...................................................................................................................................... 4
1.1.1 Ordering - Foodstuffs DC ........................................................................................................................... 4
1.1.2 Ordering - Direct Supplier ......................................................................................................................... 9
1.1.3 Create New Product ................................................................................................................................ 12
1.2 Ordering - Goods Receipting ........................................................................................................................... 13
1.2.1 Goods Receipting .................................................................................................................................... 13
1.3 Ordering - Suppliers ........................................................................................................................................ 17
1.3.1 Suppliers .................................................................................................................................................. 17
1.3.2 To add a new supplier ............................................................................................................................. 18
1.3.3 Create new product ................................................................................................................................ 20
2 Ticketing .................................................................................................................................................................. 20
2.1 Ticketing - Print Tickets ................................................................................................................................... 20
2.1.1 Generate Tickets - UNI Stores Only ......................................................................................................... 21
2.1.2 Filtering ................................................................................................................................................... 22
2.1.3 Select products for printing .................................................................................................................... 23
2.1.4 Print selected .......................................................................................................................................... 23
2.1.5 Cancel printing ........................................................................................................................................ 24
2.2 Ticketing - Design Tickets ................................................................................................................................ 24
2.2.1 Create New Ticket ................................................................................................................................... 24
3 Promotions .............................................................................................................................................................. 26
3.1 Promotions - Promotion Search ...................................................................................................................... 26
3.2 Promotions - Promotions Ending Report ........................................................................................................ 26
4 Products .................................................................................................................................................................. 27
4.1 Product Search ................................................................................................................................................ 27
4.2 Update Product Locations ............................................................................................................................... 28
4.2.1 Search ...................................................................................................................................................... 28
4.2.2 Update ..................................................................................................................................................... 29
4.2.3 Insert New/Map store by aisle etc .......................................................................................................... 29
4.2.4 Delete ...................................................................................................................................................... 29
4.2.5 Print Selected .......................................................................................................................................... 29
5 Check Prices ............................................................................................................................................................ 30
5.1 Price Check (Price Integrity) ............................................................................................................................ 30
5.2 Price Check Report .......................................................................................................................................... 30
5.3 Price Variance Report ..................................................................................................................................... 30
6 Manage Stock .......................................................................................................................................................... 31
6.1 Stocktake ......................................................................................................................................................... 31
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6.1.1 Add new stocktake .................................................................................................................................. 31
6.1.2 Aggregate Report .................................................................................................................................... 33
6.2 Inventory List................................................................................................................................................... 35
6.3 Stock Adjustment ............................................................................................................................................ 36
6.3.1 Create New Stock Adjustment ................................................................................................................ 37
6.3.3 Review Adjustment ................................................................................................................................. 38
6.3.4 Reports .................................................................................................................................................... 38
6.4 Inventory Setting ............................................................................................................................................. 38
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Ordering
1.1 Ordering - Order Stock
To order stock, click on “Ordering” from the main screen, then click on “Order Stock” from the displayed drop-down
menu
The Orders screen is now displayed. By default, a list of orders (Both DC and Direct) created - in the last 7 days - is displayed by order number descending. Direct orders are identified by “Direct Order - [Supplier]”
You can browse older orders using the “30 DAYS” and ‘ALL” filters
The “UNRECEIPTED” filter is for Goods Receipting and will display orders that are not full receipted (See section 1.2)
1.1.1 Ordering - Foodstuffs DC
• To create a new Foodstuffs DC order (NOT using a template) , click on the icon (at the bottom right-hand side of the screen) to display the New Order screen
• Ensure the “Foodstuffs DC” checkbox is ticked (default)
• Enter an order name
• Requested Delivery Date defaults to tomorrow but can be changed
• Press “CREATE ORDER”
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• Scan a product barcode or shelf ticket or manually enter product code (barcode/legacy code/article)
• Enter quantity to be ordered
• Press “ADD TO ORDER”
If a product is not available through the Foodstuffs DC, you will be prompted to order direct
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Products on promotion will have additional details displayed on the product
These details include:
• Promotion costs and GPs in addition to the standard costs and retails.
• Type of promotion and period covered by the promotion
• In addition to the promotion description is a coloured background that differs by type of promotion. This “Traffic Light” system works as follows:
GREEN Product is on a current promotion that doesn’t end this week
AMBER Product is on a current promotion that ends this week (investment buy?)
RED Product is NOT on promotion but will be coming on promotion soon
WHITE Product is NOT on promotion now or in the near future
Click “ITEM HISTORY” (if visible) to see the last 3 orders for that product
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Click “FUTURE PROMOS” (if visible) to see information on promos that are coming up
Click “PRINT PROMO” (if visible) to print a promo ticket
Click “PRINT PROMO SMALL” (if visible) to print a small promo ticket
Click “PRINT LABEL” to print a shelf ticket
The system will now tell you the current stock level (Requires an accurate Inventory…see section 6) and an estimate
of “days remaining” based on sales for the last 90 days. It will also update as you enter an order QTY.
Once all the items are added to the order, press “REVIEW ORDER”
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While reviewing a DC order, you may need to change a line. You do this by clicking the change icon to display a
pop-up window. Update the QTY and click “UPDATE”
In this screen you can also remove the product from the order by clicking “DELETE”
Press “SEND ORDER” to send your order to the Foodstuffs DC
Export the order to CSV or PDF if required
Templates; cloning and deleting orders
Note: While in the Review Order screen…you can click on the Settings Cog in the top right-hand corner and
you get 3 options at the bottom of the list…
1) Delete Order…the current order is permanently deleted
2) Clone Order…the current order is cloned and a new order is created (almost identical name)…but without
order quantities
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3) Save as Template…you can save the current order as a template for future ease of ordering
These 3 options above apply to both DC and Direct orders
To create a Foodstuffs DC Order from a previously saved template…select a template from the drop down selection
under Template…
To create a Foodstuffs DC Order as a new template…tick the “Create as Template” checkbox…give the Template a
name…click “CREATE ORDER”
1.1.2 Ordering - Direct Supplier
• To do a direct order untick the “Foodstuffs DC” checkbox. This will activate the direct supplier list
• Type the supplier name (or part of it) in the Supplier Search field
• Select the desired supplier from the displayed list using the radio button
• Press “CREATE ORDER”
• The list of available products will be displayed on the screen
• To search for products that are not “visible”…scan or enter a product barcode or enter a product description
• Then add product to the order using “ADD TO ORDER” button
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Direct Ordering has been enhanced to give the user a more consistent ordering experience - as per DC Ordering -
but with its own unique characteristics.
• In the product selection screen…when a barcode is scanned or entered, the user is redirected to a new
screen that has the same look and feel as the DC Ordering screen
• In the product selection screen…when “ADD TO ORDER” is selected, the user is redirected to a new
screen that has the same look and feel as the DC Ordering screen
• After selecting a QTY and adding the product to the order, the user is redirected back to the product
selection screen
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• After a product has been added to an order, the “ADD TO ORDER” button changes to “UPDATE ORDER”
• If the user selects “UPDATE ORDER”, they are redirected back to the main ordering screen. They then
can change the QTY and update the order OR remove the product from the order.
When you are happy with the order and it is ready to send it to the supplier (or other actions), click the
button. This will present you with several options…
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Selecting will mark the order as completed. This may be used if you have your own process
for ordering from the supplier. This may be a phone call or walking into the supplier’s store to purchase the items.
This can also be used to create a (retrospective?) order for the purpose of receiving the products into Inventory.
Selecting will download the order in a PDF format to be printed and will then mark the
order as completed (So the order can then be received into Inventory). This may be used to give to a sales rep, or if
you simply want a copy of the order for your records outside Cheeky Charlie.
Selecting will email the order in a PDF format to the email address (of the supplier) entered at
the time, or to a previously saved address for the supplier, and then mark the order as completed. A copy of the
email will also be sent to a pre-determined store email address. The email address used is the email configured
against the store account (This is an admin function that only business managers or IT support staff can do upon
request AND must be done before any direct supplier emails can be sent!)
Tip: When sending a direct order to a supplier…press [Enter] after typing in the email address…it will then look like
this…
Selecting will exit the screen without any changes.
1.1.3 Create New Product
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When you need to order a product available from a direct supplier but you cannot see that product in the available
products for that supplier, you can add it while in the direct ordering screen. Click on the “CREATE PRODUCT”
button to initiate a pop-up screen to enter product details.
Use the “Search” field to determine whether the product is already in the system first.
This function can be used to create store specific products (which are supplied locally?)
• Enter product information and press “SAVE”
Enter/edit Unit Cost and Bulk Order Qty…then click “ADD”
Review and send order as per section 1.1.2
1.2 Ordering - Goods Receipting
1.2.1 Goods Receipting
When an order is physically received in store (Arrived), open the order from the Ordering screen and click the
“ORDER ARRIVED” button
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• You will be prompted to start the receipting process
• Press “YES”
• The goods receipting screen will display the order you selected to receipt in is the only order showing (No
order drop down list anymore)
• If the user launches Goods Receipting directly,
a. You are presented with a list of orders that are either partially receipted or not receipted. This
list is now like the Order List in Ordering
b. Select an order to be receipted in
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Goods Receipting has been enhanced to allow for “continuous scanning” of barcodes for receipting. There are now
2 modes to choose from…(apart from “CHECK ALL” - Auto Receive option)
• Count Mode (default mode) allows the user to scan a barcode and then mark it as “CHECKED”
o When the system is in Count Mode…”COUNT MODE” is marked in green.
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o ALL received quantities are automatically set to the ordered quantity
o Tap into either the “Scan barcode only” field or the “Search for item by barcode…” field to begin
o Scan a barcode or enter product info to search
o Select “UNCHECKED” to push that product’s received quantity to Inventory
o Once all products are marked as “CHECKED”…the page refreshes and the “UNRECEIPTED” filter is
changed to “RECEIPTED”
o Inventory will be updated with the Goods Receipting quantity upon each “CHECKED” selection
• Scan Mode (new) allows the user to effectively scan barcodes continuously…
o Upon selecting Scan Mode (by selecting the white button “SCAN MODE”), the user is greeted by
a message, and a choice of either continuing a previously partially scanned order (current
received quantities are respected) or starting to scan a new order (received quantities are set to
zero). Selecting “CANCEL” will leave it in COUNT MODE.
o When the system is in Scan Mode…”SCAN MODE” is marked in green.
o ALL received quantities are set back to zero
o ALL product lines start off in yellow, and will only turn white when the expected quantity is
reached
o Important!...Tap into the “Scan barcode only” field to begin
o If a retail barcode is scanned…the user is prompted for a quantity, and the received quantity is
incremented by that value
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o Ensure focus is back in the “Scan barcode only” field before scanning the next barcode
o If a carton/outer barcode is scanned…the system will increment the received quantity by the
current known bulk UOM
o The user can then scan another carton/outer barcode…
o If a scan will take the received quantity beyond the expected quantity…the system will prompt
the user to confirm that they want to continue. This is an over-supply scenario. The product line
will turn blue if the user selects YES.
• If at any time the user wants to see ALL product lines…select “CLEAR FILTERS”
• When the user is finished scanning…select “CHECK ALL” to push to Inventory
• “ADD ITEM” remains unchanged
• Note: If the user changes from “SCAN MODE” to “COUNT MODE”…the received quantities will
NOT change from zero…and will need to be manually entered
The Short Supply Quantity field is now not editable and will auto update based on the Received Quantity…regardless
of which mode the user has selected.As products are “CHECKED”, Inventory will be updated immediately for those
products (See manage stock section)
1.3 Ordering - Suppliers
1.3.1 Suppliers
• The Supplier list page contains a list of all suppliers and shows the name, address and supplier level.
• Suppliers can be searched for by name.
• You can edit the supplier information from this page using the edit button. Note: any changes made to a
global supplier will create a “store specific” supplier
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A “store specific” supplier…
1.3.2 To add a new supplier
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• Click on the ”NEW SUPPLIER” button
• Enter the supplier details and press “SAVE”. This will create a store specific/local supplier.
• Once the new supplier is created, and you are in a direct order…you can use the “Add Product” function to
associate existing products to that supplier.
• To add products to the new supplier…use the “CREATE PRODUCT” function to create a new product for that
supplier. This function can be accessed by clicking the “DETAIL” button under Supplier Details.
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1.3.3 Create new product
2 Ticketing
2.1 Ticketing - Print Tickets
To use the Print Tickets function, on the main menu click on Ticketing then Print Tickets to display the Print Tickets
screen
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The Print Tickets screen allows the printing of tickets that are queued and awaiting review before printing. It also displays recently printed tickets.
There are two ways tickets get into this queue on the screen:
• Daily or weekly runs of tickets produced by Foodstuffs, either Shelf or Promotion tickets
• Anytime a ticket is printed out of Cheeky Charlie
Note that the first item above will be put into this list with a status of not printed. The second item will have a status of printed, as those tickets have already been printed.
2.1.1 Generate Tickets - UNI Stores Only UNI stores need to generate their tickets for the week starting next Monday.
Go to Ticketing->Print Tickets
Click “GENERATE TICKETS”
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Select week number. The date range for the week number will be displayed
While the ticket generation is in progress, you will see this…
When it is finished you are returned to the main ticketing screen, and can see tickets for the promo week that you generated tickets for
2.1.2 Filtering You can filter to see only the tickets you need to print in several different ways (Note that the filters are cumulative,
e.g. All Stocked AND All Aisles AND All Bays AND Type Promo All etc.):
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• Show buttons - the Show tool bar (shown below) contains shortcuts to popular options for the Type filter for NEXT WEEK’s TICKETS only…
Click on one of the four buttons to set the following Type:
o All Promos - set Type filter to Promo All o Circular - set Type filter to Promo Advertised o Non Advertised - set Type filter to Promo Non Advertised o Shelf Tickets - set Type filter to Shelf Updates only
2.1.3 Select products for printing
• The tick boxes down the left-hand side of the screen are used to indicate what is to be printed. When the Print Tickets screen is initially displayed, all the tick boxes are empty.
• You can click on individual boxes to display a tick or you can click on the Select All box to tick all the tickets.
• You can then click on a ticked box to untick it. When you are ready to print, the system uses the ticked boxes to select tickets for printing.
2.1.4 Print selected Before you print out tickets ensure you have selected the right tickets, particularly if it’s a large number of tickets. At the bottom right of the screen are the paging features which includes the total number of tickets listed as a result of filtering and searching (see below):
When you are ready to print, click on the PRINT SELECTED button (see below) to start printing to the ticketing printer.
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2.1.5 Cancel printing
If you have started the printing of tickets, realise some or all don’t need printing, then you can stop the printing by clicking on the CANCEL PRINTING button (see below).
The system will briefly display the message “Printing has been stopped” to confirm printing has been stopped.
2.2 Ticketing - Design Tickets
The aim of the function is to allow the store to print off an ad-hoc ticket when the system does not have the correct data to print a ticket in the standard way.
This function is also used to print multi-buy tickets where the system currently prints tickets with $0.00 price (future improvement!)
2.2.1 Create New Ticket After the initial screen is displayed you can create a new ticket (see figure 6.3):
• Select Ticket Template - a default is displayed, in this case “Shelf” but you can change it using the drop-down box.
• Barcode - a barcode in the system for the store can be entered which results in other fields being populated Otherwise a new barcode can be entered and the rest of the fields would need to be populated manually.
• Description - enter product description or change/accept displayed description.
• Size – enter size or change/accept displayed size.
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• Dollar Value - enter new dollar value or change/accept displayed dollar value.
• Print Quantity - this is the number of tickets to be printed for the displayed ticket. Accept the default of 1 or enter a different number.
• Ticket Displayed - as you enter data, the layout of the new ticket is displayed in the lower part of the screen
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3 Promotions
3.1 Promotions - Promotion Search
This screen initially displays all the promotions for the current week and next week (a week runs from Monday to Sunday). The promotions displayed can be refined by using filters and/or one search field, all of which are applied accumulatively:
• Start Date
• End Date
• Advertised
• Department
• Sub Department
• Stocked
• Supplier
• GP/Savings You are also able to search for a promotion by entering a product description or product ID in search field
3.2 Promotions - Promotions Ending Report • Screen in which a week ending date is entered and the promotions ending on that date is displayed
• The list can also be filtered on Advertised (yes/no/both), department and suppliers (DC, direct or both)
• Download to PDF or CSV
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4 Products
4.1 Product Search
This screen initially displays all the products that are currently stocked. The product displayed can be refined by using four filters and one search field, all of which are accumulative:
• Department
• Sub Department
• Stocked
• Supplier You are able to search a product by entering the product description or product ID or barcode in the search field
Print ticket for a product
• Where a product is stocked, the “PRINT SHELF TICKET” button is displayed and, when the button is clicked, a
shelf ticket is printed for that product
If a product is not stocked you be able to stock the product
1 By using the “Stock Selected” function (select product(s) checkbox first)
2 You can select one or multiple product for stocking
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If a product is stocked in the store doesn’t sell that product anymore, you are able to unstock the product
3 By using the “Un-Stock Selected” function (select product(s) checkbox first)
4 You can select one or multiple product for un-stocking
4.2 Update Product Locations
The following screen is displayed when you use this function. It shows products and their locations.
4.2.1 Search On this screen you can search either by product description/barcode or product ID and also filter on Aisle and Bay. In most other screens the list would be refreshed after each individual search or filter has been altered. In this screen you need to click on the SEARCH button before the list is refreshed:
Search by Product Description - enter all or part of the product description or barcode
Search by Product ID - enter product ID
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4.2.2 Update Having ticked at least one row, click on the UPDATE button to display the edit line beneath the options bar (below)
You can change any of the location fields then click on the UPDATE SELECTED to save the change.
4.2.3 Insert New/Map store by aisle etc
Note: This is now the desired method to use to replace “Scan Entire Store”
• Select Aisle, Bay, Shelf and starting Slot Number
• Ensure focus is in the Barcode field
• Start scanning…the slot number will auto increment
4.2.4 Delete Having ticked at least one row, click on the DELETE SELECTED button to display the confirmation window below.
• Click on the YES button to delete the location in the system and on the screen. The system will also display the message “Product location deleted successfully” to confirm the deletion.
• Click on the NO button the exit the window without any further action.
4.2.5 Print Selected Having ticked at least one row, click on the PRINT SELECTED button to print a ticket for the selected location.
This function is particularly useful when setting up a new store or remapping the whole store. Once all the locations
are mapped, use select all and print the tickets in one go.
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5 Check Prices
5.1 Price Check (Price Integrity)
Scan a shelf ticket (Contains barcode and price)…this screen will display the following:
• Shelf Price from ticket
• 4SQ Price (RRP)
• POS Price from latest Storeline sync
• Promo Price if on promo
• A result…”X” or “OK”
• A “PRINT” button with options (If appropriate)
• If the product is NOT on promo and there is a difference in any of these prices (X) the “PRINT” button will be
enabled to print a shelf ticket. You can choose either the 4SQ price (for the majority of cases) or the POS
price (for special cases)
• If the product is on a current promotion and there is a difference between the shelf price and the 4SQ price
(X) the “PRINT” button will be enabled to print a shelf ticket. You can choose either the 4SQ price (for the
majority of cases) or the POS price (for special cases). You can also print a promo ticket
• If the product is on a current promotion and there is no difference between the shelf price and the 4SQ price
(OK) the “PRINT” button will be enabled to print a promo ticket only.
5.2 Price Check Report
This report provides a history of products scanned, and any actions taken (in terms of printing a ticket)
Date filters can be used
Results can be exported to CSV or PDF
5.3 Price Variance Report
This report provides information about price differences between Charlie and POS (Synced regularly from Storeline)
Use the dept/sub-dept filters to narrow your search…then select a type of variance (up/down) and whether on
promo or not
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Export to PDF or CSV if needed
6 Manage Stock
6.1 Stocktake The aim of this function is to create; manage; aggregate (combine) and report on stocktakes. To access the
Stocktake function, go to the main menu, click on Manage Stock then click on Stocktake
6.1.1 Add new stocktake
After clicking the add icon the system will display the Stocktake detail screen
Stocktake Name - enter a name for the stocktake. Make it meaningful and note that you can have as many
stocktakes, big or small as you require.
Scan the product - to add a product to the stocktake, scan the product or the shelf ticket
Enter Quantity - in the Stock Qty field enter the number of units counted of the stock then click on the ADD button.
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You can do a partial stocktake and then continue with same stocktake by clicking “SCAN MORE ITEMS”
When you are satisfied that the stocktake is complete and that Inventory should be updated, click on “PUSH TO
INVENTORY” from the “SHOW REPORT” screen
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The system - for each product in the stocktake - changes the stock inventory level to the new stocktake amount and
creates a new entry in the stock ledger to reflect the stock movement from the old balance to the new balance
6.1.2 Aggregate Report
You are able to merge multiple stocktakes by using the “AGGREGATE REPORT” function.
Click “AGGREGATE REPORT”
Select 2 or more stocktakes to merge.
Click “SHOW”
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Click “MERGE AS NEW” to create a new combined stocktake
Give the new stocktake a name
The new combined stocktake can now be pushed to Inventory from the “SHOW REPORT” screen
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6.2 Inventory List Inventory list shows stocked products and their inventory count.
Stock Ledger - When clicked , displays all the inventory movements such as sales (-), goods receipting (+), stocktake
(new forced count), stock adjustment (+/-)
Stock counts can be manually overridden by clicking into the stock column…changing the stock count…then clicking
the tick. A stock adjustment record will be written to the stock ledger
Set a minimum stock count…if a product gets to equal or below this minimum stock level it will display in the
“Products in Low Stock” major category up top
“Products in Stock” means stock level is above zero
“Products out of Stock” means stock level is at or below zero
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6.3 Stock Adjustment The aim of this option is to create; maintain and review stock adjustments. From the main menu click on Manage Stock then Stock Adjustment
This will display the Stock Adjustment screen
From this screen you can page up and down the list of adjustments, then from this list do the following:
• Create a new stock adjustment
• Review a stock adjustment
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6.3.1 Create New Stock Adjustment
On the stock adjustment list click on the create adjustment button to open a new Stock Adjustment record(s)
Add a line as follows:
• Stock Adjustment Name - Enter name of adjustment
• Barcode - enter a barcode by scanning, pasting or typing.
• The system will display a default of 1 in Quantity.
• Enter a Unit Cost
• Adjustment Reason - a drop-down box is displayed (see below) and you select an appropriate reason. See 6.4 - Inventory Settings below for how to edit/add new adjustment reasons
• Adjustment - a drop-down box is displayed for the options Add and Less. Select the appropriate one to increase or decrease stock levels
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6.3.3 Review Adjustment From the list of stock adjustments, click on one of the adjustments to display its detail
6.3.4 Reports From the Stock Adjustment list, in the top-right of the screen click on the REPORTS button to display a list of stock
adjustments for the store
6.4 Inventory Setting The aim of this option is to allow adjustment reasons, that are used in the Stock Adjustments screen, to be set up and maintained.
Click on the Inventory Setting option from the Manage Stock drop-down box
Once selected, the Inventory Setting screen is displayed
From this screen you can:
• Review the current reasons available
• Delete an existing reason by clicking on the “X” next to it: o Once you click on the “X” there is no confirmation prompt. o The deletion does not affect any existing adjustments using the reason deleted
• Add a new reason by clicking on the “Enter a reason…” text then enter the new reason.
• Click on the BACK button to exit.
• You can reset to default reasons at any time…but be aware that any customised reasons will be removed!
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