How to Ensure a Successful Implementation
We've collected together a few tips and a checklist for getting a live store up and running. Starting with a fresh account, follow these steps to get the most from your Bluestore Live subscription.
Tutorial 1 : Setting up Your Enterprise Back Office Console
Depending on the country selected when you signed up, many of the settings will already be created for you.
1. Start by logging in to your enterprise console and maintaining the 'Settings'
- User accounts - create a user for your POS terminal (you can create more later). Assign a store manager role.
- Payment Methods - maintain the payment methods used in your store. There must be at least one cash tender without fixed amount as we will need to assign one of these to the store as its main/default payment method.
- Units of Measure - unless you need to manage multiple different units, it is simplest to use just one for all your inventory. EA - Each is a good one to use, or you can create your own.
- Stock Adjustment and POS Drawer Reasons - there are a standard set of reason codes delivered with your account. We suggest you start with these, you can always add more later.
- Exchange Rates - You will only need to set up rates if you accept anything other than local currency in your stores. The source is your local store currency and target is the currency you accept from your customers. The amount in target currency = rate x amount in source currency.
- Tax Settings - there are sales tax settings delivered with your account, depending on sign up country, so you will need to check these to ensure they are correct for your store. The tax settings can look intimidating but for most businesses the set-up will be very simple, especially for countries that use a VAT scheme.
- Tax Classes - you should be able to leave these as delivered. They allow you to define the taxable statuses available for stores and products.
- Regions - the tax regions allow you to separate different geographic tax requirements in your business. If you have a single store then just one tax region will be required that covers the area in which your store is based.
- Tax Codes - set up a tax code for each possible rate that could apply to sales in your business e.g. the delivered rates for the UK are currently 0%, 20% and Exempt.
- Tax Rules - this is where the tax settings are all brought together. During a sale, the system checks the tax rules to determine what tax code(s) should be assigned to each line item. A tax rule should be assigned a single tax code, although multiple tax rules could be relevant for a sale item.
- Numbering - this defines how the various master data elements will be numbered when they are created. Use the default settings unless you have a particular requirement to change them, such as products that need to be manually assigned a code on creation.
- Text Translations - holds the 'messages' or descriptions for all master data by language. There should be no need to change these entries as they are entered automatically whenever a new piece of master data is created.
2. Create some basic product data. Start by manually entering one or two products so we can test out the POS terminal. The full data set can be uploaded later from a spreadsheet, csv or xml file.
- Categories - create a product category that our new product will be assigned to. Ensure the 'search allowed' flag is set - this tells the system to show the category as a button on the POS terminal.
- Products - create a couple of products assigned to our new product category.
- Give the product a description, set the product tax class to taxable so we can check the tax is calculated correctly on a sale, set the product type to 'standard' and assign the unit to be used for your products ('Each' is good).
- Enter the price at which this product will generally be sold. If different stores have different prices for this product, we can set all of that up later.
- Enter the barcode for the product. Read the digits under the barcode on the label and enter all of them without spaces. If you have a barcode scanner attached to the machine then the label can be scanned to fill this field with the barcode data.
- Tick all of the boxes 'active', 'discount allowed', 'returnable' and 'saleable' then save the product.
- Price and Range Lists - we can ignore these for now as all products are saved automatically to the default lists. Additional range and price lists are only needed for more complex, multi-store set ups where the product range and/or price can vary across the estate.
- Discounts and Charges - As a basic test, create a new discount called '5% off'. Type=Percentage, level=Header, percentage=5. Tick the 'active' box and save. This will give us a POS button to allow us to add a 5% discount to the transaction during a sale.
The second part of this checklist will go through 'Installing the POS Terminal Client'.