Setting Up Your Retail Store

Setting Up Your Retail Store

Introduction

Setting up your retail store in iVendNext is a streamlined process that ensures your point-of-sale (POS) system is fully operational, inventory is tracked accurately, and pricing strategies are optimized. This guide provides a step-by-step approach to configuring your store, including user setup, inventory management, pricing, and POS terminal configuration.




Step 1: Create and Configure Users

Before setting up your store, ensure that your team has the appropriate access levels.


1.1 Add a New User

  1. Navigate to: Home > Users

  2. Click Add User and enter:

    • Email

    • First Name

  3. Click Save.


1.2 Assign a Role Profile

  1. Go to: Home > Users > Role Profile

  2. Select or create a role (e.g., "Cashier").

  3. Assign the role to the user.


1.3 Enable POS Access

  • Check Is POS User in the user’s profile to grant POS permissions.



Step 2: Set Up Your Store (Warehouse)

Your retail store in iVendNext is linked to a Warehouse record.


2.1 Create a New Store

  1. Navigate to: Home > Inventory > Warehouse

  2. Click Add Warehouse.

  3. Enter:

    • Warehouse Name (e.g., "Brooklyn Store")

    • Is Retail Store: Enable this checkbox.

    • Price List: Assign a default price list.

    • Cash Customer: Select a default customer for walk-in sales.


2.2 Configure Store Settings

  • Tax Number: Enter your store’s tax registration details.

  • Allow Negative Inventory: Enable if backorders are allowed.



Step 3: Define Item Pricing

Pricing can vary by location, customer, or promotions.


3.1 Create a Price List

  1. Navigate to: Home > Retail > Price List

  2. Click Add Price List.

  3. Define:

    • Name (e.g., "New York Price List")

    • Currency

    • Region/Customer-specific rules (if applicable).


3.2 Assign Item Prices

  1. Open an Item Master (e.g., "WB-1001 – Brook Large Zip Hobo").

  2. Under Actions, select Add/Edit Item Prices.

  3. Set:

    • Selling Price (e.g., $225 for New York, $180 for Houston).

    • Buying Price (cost from supplier).



Step 4: Configure POS Terminal & Hardware

A smooth POS experience requires proper terminal and hardware setup.


4.1 Create a POS Profile

  1. Navigate to: Home > Retail > POS Profile

  2. Click Add POS Profile and define:

    • POS Profile Name (e.g., "POS-BK")

    • Store: Link to your warehouse.

    • Payment Methods: Configure accepted tender types (cash, credit, gift cards).


4.2 Set Up POS Terminal

  1. Navigate to: Home > Retail > POS Terminal

  2. Click Add POS Terminal and specify:

    • Terminal Name

    • Store Link

    • Cash Drawer Settings


4.3 Configure Hardware

  1. Go to: Home > Retail > Hardware Profile

  2. Define:

    • Printer settings

    • Barcode scanner setup




Step 5: Add Products & Barcodes

5.1 Create an Item Group

  1. Navigate to: Home > Retail > Item Group

  2. Click Add Item Group (e.g., "Apparel").


5.2 Add Items

  1. Go to: Home > Retail > Item

  2. Enter:

    • Item Code (e.g., "CM-1001")

    • Description (e.g., "Coffee Mug")

    • Unit of Measure (UOM).


5.3 Assign Barcodes

  1. In the Item Master, locate the Barcode field.

  2. Enter the UPC/EAN code or scan using a barcode scanner.



Step 6: Test Transactions & Reports

Before going live, validate your setup with test sales.


6.1 Perform a Test Sale

  1. Launch the POS Terminal.

  2. Add items, apply discounts (if needed), and process payment.


6.2 Generate Reports

  • Z-Tape Report: End-of-day sales summary.

  • Stock Ledger: Track inventory movement.



Conclusion

Setting up your retail store in iVendNext involves:
✅ User & role configuration
✅ Store (warehouse) setup
✅ Pricing & inventory management
✅ POS terminal & hardware configuration
✅ Barcode & item setup


By following this guide, you ensure a seamless, efficient, and scalable retail operation. For advanced features like promotions or fulfillment, refer to iVendNext’s additional documentation.



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