Part 1: Basic Navigation

General Navigation

How to Login

Double click the Series2K icon on your computer. A system login window will appear.

1.    Enter your S2K username

2.    Enter your S2K password

3.    Make sure correct company/database name is displayed

4.    Click Login

System Navigation

When you first open Series2K, you will be directed to the home screen.

The home screen is the main navigation tool for S2K. The home screen contains the menu options and the dashboards.

To access the main menu of S2K, click on the grey pull down tab in the upper left-hand corner of the Home Screen.

This is where you can access the three main menu options: Price Book, Inventory, and Daily Books.

The system will default to the Daily Books menu. You can navigate through S2K by clicking any of the three primary menu option buttons.

Click the Inventory menu button and the screen will update to the Inventory Management options/menu.

Click the Pricebook menu button and the screen will update to the Pricebook Management options/menu.

Each main menu window is divided with sub-section bubbles.

When you click one of these bubbles you will be able to view and access a list of links pertaining to that section.

Click on the bubbles and links to access the S2K option you are looking for.

Navigation Toolbar

Below is a synopsis of the main S2K navigation toolbar, followed by a detailed overview of each individual section

  1. Calendar: Click here to choose dates to view in Daily Reconciliation or Realtime (if applicable). You can drag the mouse to choose 1 to up to 7 consecutive days
  2. Stations: Checkmark one or several stations you wish to view in Daily Recon or Realtime
  3. Navigation arrows: Click the back and forth arrows to navigate forwards and backwards from previous screens you were just using
  4. Refresh: Click here to refresh the page
  5. Home Tab: This will bring you back to the main HOME page from wherever you are in the program
  6. Daily Recon shortcut: Click here to access daily reconciliation for dates selected
  7. Realtime Tab: Access Realtime data in this tab (if you have not purchased the Realtime module it will be disabled)
  8. Stock Level: View current stock levels with drill down by station and department to item level
  9. Stock Finder: Enter an item# and hit enter to view current stock levels for all stores. Right click on the station to get access to inventory history, change prices etc.
  10. S2k Client Monitor: Access and manage individual stores S2k Client (not available for all POS types)
  11. Workspace: Access workspace menu with user history logs here, some items are still in progress and won’t be accessible yet.
  12. Quick Add item: Access the Quick Add/Edit items and price changes window
  13. Accounting: Access accounting posting and setup menu (if you have not purchased the Accounting module it will be disabled)
  14. Quick Price Change: Access for quick single item price changes for one or all your stores.
  15. Fuel/Nonfuel Invoices: Quick access to fuel and nonfuel invoices that have been entered for days selected in the calendar.
  16. System: System and Security administrative menu (for admin and S2k use only)
  17. Report List: Access to your S2k Report Center
  18. Favorites: List of all your favorite reports (chosen and saved by user)
  19. Barcode Printing: Manually select items to print barcode labels. Prints on standard label paper.
  20. S2K Accounting: Additional module available for purchase
  21. Online Manual: Access to the S2k online manual
  22. Support Tickets: Use this tool to keep in contact with S2K about questions or assistance you need as well as to monitor existing support tickets

Title Bar

Calendar (#1 above)  – Click on the calendar icon to open the calendar. Select the date or date range you wish to view. Click, hold and drag to select up to 7 consecutive days. Use the navigation arrows or date entry options to change to months as far back as the first entry into S2K.

NOTE: If you have S2K open when new data is imported, you will need to either restart S2K to see the new data, or you can simply refresh the calendar by right clicking on the calendar and choosing REFRESH CALENDAR

Stations (#2 above) – Checkmark one or several stations you wish to view in Daily Recon or Realtime. Right click in the window to select one or all stations.

Daily Recon Shortcut (#6 above) – Click this option for quick access to the Daily Recon screen for the date and station selected

Menu Bar

  • Home Tab – This tab will bring you back to the main HOME navigation screen

  • Realtime Tab  – This tab allows you access to your transaction level data in our Realtime Module which is an additional fee

  • Workspace Tab – This tab takes you to our workspace menu for user logs and company uploaded documents

  • Accounting Tab- This takes you to our Quickbooks interface menu. (add-on module)

  • System Tab– The system and security menu is for administration and S2K support staff

Main Toolbar: Navigation

  • Navigation Arrows (#3 above) –Click the back and forth arrows to navigate forward and backward to previous screens
  • Refresh (#4 above) – Click here to refresh the page

Main Toolbar: Quick Launch

  • Daily Recon Shortcut (#6 above) – Click here to access daily reconciliation for dates selected
  • Stock Level (#8 above) – View current stock levels in a data chart and date sheet. Sort by station and department to item level. Drill down by clicking on the department and you can also right click on items to get inventory history. Columns are sortable by clicking on them.

  • Stock Finder (#9 above) – Search for item by item# or description then hit enter to view the current stock levels for all stores. Enter item number or use dropdown to choose item, then hit enter. You can RIGHT+CLICK on the QTY for easy access to view item details, inventory history, price change, and merge or assemble that particular item. If you DOUBLE+CLICK the station you will be automatically directed to the inventory history for that item.

  • S2K Client Monitor (#10 above) – Can be used for finding out if you have connectivity between the POS and S2k.
  • Quick Add Item (#12 above) – Quickly add or edit items in to the S2K Pricebook

  • Quick Price Change (#14 above) – Quickly change prices when you have a UPC number available.

  • Fuel and Non-Fuel Invoices (#15 above) – Quickly access your fuel and non-fuel invoices. When in Daily Recon, it will pull up those that have been entered for days selected in the calendar. Otherwise, these options open search boxes you can use to access your invoices.

Main Toolbar: Reports

Report List- Access to your S2K Report Center which you can find a link to any reports on file for the dates and stations selected.

Favorite Reports- This tools gives you quick access the reports that you’ve saved as favorites.

Barcode Printing- Manually select items to print barcode labels. Prints on standard label paper for sticky labels or on standard printer paper for scanning sheets.

 

Main Toolbar: Support

  1. Online Manual- Access to the S2K online manual.
  2. Support Ticket- This tool allows you to view active tickets with the S2K support team. You can also re-open a previously submitted and closed ticket or create a new one.

Sales Dashboard

The Sales Dashboard will give you quick access to reports and charts to see how your station(s) are doing

To access the dashboard, click the Start Dashboard button from the S2K homepage

The dashboard will open for you to navigate. You can click on any of the boxes to see a more detailed report with graph

  1. Month to Date Summary- shows sales, margin, profit, and over/short MTD

  1. Fuel Sales This Week- Fuel Sales for the current week as compared to last week

  1. C-Store Sales This Week– C-Store Sales for the current week as compared to last week

  1. Fuel Sales Monthly– Statistics on Fuel: Best & Worst grade, station and month

  1. C-Store Sales Monthly– Statistics on C-Store: Best & Worst dept, station and month

  1. Fuel Sales Projection– Predicts next 7 days of sales for either Fuel or C-store and compares to past 7 days

To close out the graph and go back to the original screen simply click in the top right corner:

The toolbar at the bottom of the dashboard gives some additional options

  1. This icon will display the sales information
  2. The alerts icon will update the page to show alerts for potential issues: Missing data, suspicious assemblies, EDI received, and cost changes
  3. Print button
  4. Export to Excel button

Client Monitor

Below you will find some useful information on how the client can be used

To get to the S2k Client you will need to locate the tab on the top menu bar

The Client status page will display, showing you all your current stations and their status. Click the individual stations to open the Client interface

S2K Client Interface Layout

  1. S2K Client PC- Clicking this icon will take you to the S2K Client settings page
  2. POS- Clicking this icon will take you to POS specific settings
  3. Handheld- Clicking this icon will take you to the Handheld specific settings page
  4. Auto Poll timer (mins.)- Here you select the time interval that the S2K Client attempts to poll data from the cash register.
  5. Force Poll: Polls available data from the cash register
  6. Force Check- Checks the connection between the cash register and the back office computer
  7. First time Setup- Downloads cash register settings (dept, pricebook, receipts, etc) and imports them into S2K. WARNING: This is to be used by S2K Staff only.
  8. Force Unprocessed- In the event that your station loses Internet access, the S2K Client will still collect your POS files and store them locally on the hard drive. Once you re-gain Internet connectivity, press this button to send your local files to the S2K web server.
  9. Enable Update SKU’s- Selecting this option will allow the sending of pricebook changes to the POS.
  10. SKU Notification- Selecting this option will hold all price updates in the S2K Client allowing you to review your price changes prior to sending them to the POS.
  11. Web Check Enabled
  1. Web Check enabled timer
  2. Force Check- Checks for any available price updates on the s2k client server.
  3. Visual Status Indicator- Visual status indicator. Will notify you of any events taking place (price updates, data polling, handheld data

Price change History

  1. Refresh- Clicking this button will refresh the price change history
  2. Price changes for the month- Clicking this icon will show you all of the price updates that were sent for the month
  3. Price change details- Clicking this icon will allow you to view in detail all of the items that were sent to the POS.

User Security Management

This module is only accessible when logged in as the Administrator.

S2K gives the owner the ability to turn on and off sign-in privileges which allows any user specific rights to specific stations, specific screens and specific features.

There are two (2) types of Users in the system-

  1. Standard User– Access to the S2K program with the ability to exclude certain features
    1. To create a standard user in S2K, select the access option from the Group section of the window and then set the Not Allowed options by checking the individual option check-boxes
  2. Restricted User– Access to only designated features of the program
    1. Restricted Manager access:
      1. Suppresses all Fuel Margin and Profit amounts
    2. View Only access:
      1. Daily Reconciliation
      2. Ability to add/edit non-fuel invoices
      3. Ability to enter BOL’s with no fuel cost access
      4. View cashier management reports
      5. Ability to add/edit suppliers and customers
      6. Access to competitor prices
      7. S2K online manual

To create a restricted user in S2K, select the restricted checkbox next to the Username and then select the Allowed Features that the User can access.

To access the User Security Management Module, select the User Security Management Icon from the System Menu

Create a Username and Password for the User and restricted access (if applicable)

Select the applicable Station(s) from the Stations Section.  If you have more than one site, select which sites you want the User to access.  Then select the applicable options from the Groups Section and Allowed/Not Allowed Features (if applicable).

The attached chart illustrates the modules in S2K available for selection or restriction, based upon the Group desired.

Super Administrators-

  • Admin – Predefined, full access and edit ability in S2K.
  • Station Admin –
  • Full access to S2K with only the following restrictions:
  • System & Security
  1. User Setup
  2. S2K Configuration & Settings

NOTE:  Station Admin access can support additional menu options located under Administrator and Viewer menus

Select None– If all Groups are left blank, then username can be customized to include only the S2K features the user needs to access.  This is done by clicking restricted and selecting only the allowed features from the Allowed Features menu.

To edit an existing User, select the Username and update the selections.

Click the Save button at the top of the window when finished.

Please contact the S2K Support Desk for additional assistance with User Security.

Report Module

How to Access Report List

To open the report list, click on the Report List icon in the main home navigation toolbar.

A window will drop down with a list of categories that contain various reports within the S2K system.

Click the category you’re looking for and another drop down window will appear featuring links to the reports hosted by that category.

Then click on any of the report names to open the report.

Reports Overview

The reports in S2K will each have a set of filter options and a navigation tool bar

  1. Search/filter criteria
  2. Click View Report
  3. Navigation arrows to move through multi-page report
  4. Refresh button
  5. Print
  6. Print settings
  7. Export options

Report display size

Report content

Email Reports

You can email any report to a colleague. Simple run the report then click “Email this Report” at the top of the screen:

Box will appear asking for information:

  1. Enter email address
  2. Enter the FROM email or will default to reports@series2k.com
  3. Enter info for body of email or will default to “Report: name of report”
  4. SEND when done.

Scheduled Reports

You can run any report and schedule it to be auto emailed to you each day, week, or month.

NOTE: If you want to run the same report for multiple day periods (day and month, or week and month), please contact support to setup for you.

Simply run the report with the settings as if you were receiving the report by email today. For example, if you want to see the last 7 days, run the report for the last 7 days and the settings for the auto report will mimic those same settings.

The schedule report box appears:

  1. Enter the email address where you want to receive the email. For multiple emails use “;” between them.
  2. Enter the time in which you wish to receive the report. Keep in mind when your end of day is done and when the manager may complete their reconciliation
  3. Choose format in which you wish to receive the report. 2 options are PDF and EXCEL
  4. Choose frequency, daily, weekly or monthly
  5. Checkmark the “Based on EOD” box, otherwise it will send according to the report ran which is a calendar 12 to 12 day.
  6. Click Create/Update Report Schedule when all other settings complete.
  7. Click Save when finished to see it populate:

NOTE: each S2K user can setup their own auto email reports. To DELETE an automated report you must contact the S2K Support desk. If you do not get the email make sure that they did not appear in your spam.

Favorite Reports

You can view all the reports that were flagged as favorites from the report screens. This is located on the main home navigation screen.

You can flag a report as a favorite by running your report then clicking on the favorite button at the top (this is by S2K user):

Once added, click the Favorite Reports button from the main navigation toolbar and the report will display in the list

To remove a report from the favorite list on the main home navigation screen, click on the report and choose “remove from my favorite list”

S2K Support

Support Tickets

If you happen to have any support issues while using the S2K system you can utilize the support ticket section in the home navigation toolbar.

When you click on the Support Ticket icon our support center will pop up.

Click on “+ New Support Ticket” to create a new ticket, pictured below.

You will be asked to enter your information so we have what we need to contact you.

  1. Requester- Place a valid email address for the station that we can communicate with.
  2. Company/Location- Place the name of your station or your station ID Number here. You can locate this information on the main home screen navigation tool bar under your stations section.
  3. Contact Number- Place a valid Telephone number to be reached at.
  4. Subject- Tell us a little about what you have a question about. Please place one ticket per issue or question so we can direct them to the correct department.
  5. Description- This is where you can provide more information about the issue. The more information the better, as this will help us give you the best and fastest support we can. Please be as detailed as possible by providing sku numbers, invoice numbers, dates, attachments, etc.
  6. + Attach a file- This will let you attach a file from your computer so we can see what you are seeing. This could be anything from end of day reports to a barcode of an item.
  7. Submit- Send us that ticket! This button lets us see your question and work fast to get you the answers you seek.
  8. Please place your support ticket as soon as you notice you have an issue or a question so we can assist you promptly.

Online Manual

The Online Manual is a useful reference tool you can always refer back to should you need a refresher on navigating and using the S2K system.

Click the link to open the manual

  1. Search– Lookup a specific topic
  • Table of Contents– Click arrow to expand section for information

 

S2K Daily Checklist

The following checklist has been provided as a suggested guideline for your daily work flow.

This checklist will help you navigate through your daily tasks in Series2K:

  1. PRICEBOOK
  • Add new items using Quick Add Item Button
  • Make Price Changes on Items using the Quick Price Change tool or the Pricebook
  1. DAILY RECONCILIATION
  • Review sales data, not-setup items and that there are no out of line DEPTS (“!”)
  • Verify receipts and make adjustments, as necessary
  • Check that margins for fuel and c-store are in line
  • Check fuel inventory over/short amounts for missing invoices or incorrect reconciliation dates, correct as needed.
  • Reconcile Payouts and House Accounts (If Applicable)
  • Upload receipts or documents as needed and approve the day
  • Pull End of day reports in S2K and email them if applicable
  1. FUEL INVOICES
  • Create any fuel invoices as necessary (if applicable)
  • Check fuel invoices for accuracy: gallons, dollars, and add-ons.
  • Approve, Post (if Applicable) and Print invoices after reviewing that they are correct
  1. NON-FUEL INVOICES
  • Enter deliveries for the day with handheld or manually in S2K
  • Review and reconcile all deliveries
  • Review EDI invoices, check for cost changes and update new items, make sure balanced
  • Approve all invoices when complete and Post to Accounting (If Applicable)
  • Create a “Non-Fuel Inventory Adjustment” invoice to account for any merchandise waste items
  1. MIX MATCH PROMOTIONS
  • Review and edit any existing mix match promotions as needed
  • Create any new mix match promotions
  • Publish over any updated or new mix match promotions
  1. RETAIL UPDATES
  • Make any additional retail price changes for the day and update to the register

Part 2: Daily Books

Accessing Daily Reconciliation

From the Navigation Tool bar

The S2K Homepage provides an easy access icon in the toolbar, click to access.

From the Main Menu options

Open the main menu of S2K – click on the grey pull down tab in the upper left hand corner of the Home Screen.

Select the Dailybooks icon from the three primary menu option.

Select the first bubble, Daily Books.

Open the Daily Reconciliation page by clicking the first link, Daily Reconciliation.

The Daily Reconciliation page will populate in accordance with the criteria populated the S2K Title bar.

  1. Calendar – Click on this icon to open select the date or date range of EOD sales to be reviewed in the Daily Reconciliation Window.

NOTE: If you have S2K open when new data is imported, you will need to either restart S2K to see the new data, or you can simply refresh the calendar by right clicking on the calendar and choosing REFRESH CALENDAR

  1. Calendar Date Range– This displays the start date of a selected date range.
  2. Calendar Date Range– This displays the end date of a selected date range.
  3. Station(s) – If there are multiple options (multi-site views only) to review the daily reconciliation of a single site you will need to select the station.
  4. This icon is a supplementary icon that will allow to you access the daily reconciliation or refresh the daily reconciliation window.

From the Title Bar

To easily access the daily reconciliation window while viewing any window in S2K click the supplementary icon provided in the title bar.

Daily Reconciliation Overview

The Daily Reconciliation Window provides detailed sales information for the end of days processed by the location’s register system.

The daily reconciliation window consists of fuel sales, c-store sales, receipts, and fuel inventory.

Using the S2K Title Bar as a search tool, the daily reconciliation page will display sales information provided by the POS for any past date or date range (up to 7 consecutive days) and/ or any station(s) available to the active user.

Daily Reconcilation Navigation Tool Bar Legend

  1. Refresh- Refreshes the Daily Recon window. Save first if changes are made.
  1. Save- Save any changes to the daily reconciliation. If you do not save before leaving this window you will potentially lose the changes.
  1. Excel and Print- these buttons allow you to export the daily recon to Excel or Print it in a report
  1. MODE – Normal – Default view, if you select a different mode, by re-clicking on NORMAL it will bring you back to the original default view. Always reconcile in the normal mode.
  1. MODE – What if – This is our “what if” scenario for fuel. It changes only the view of the fuel sales section. Enter “what if” scenarios for fuel retail and cost to see what the results would be in different instances. Just click on the GREEN sections to see the results. To go back just click NORMAL.

  1. MODE – Compare – This is for C-store Sales. It compares the sales date being reviewed to the same day the previous week. It also shows you the % difference. Click NORMAL to return back.
  1. MODE – Browse – alternate view of the C-Store sales information. Click normal to return back to regular screen

  1. MODE – Cloud – cloud view allows you to compare the revenue between stations, review top selling departments for the selected date, and review top 10 selling items for the selected date. Click normal to return back to regular screen

  1. View/Hide tabs- Similar to an on/off switch these view options will allow you to show or hide one or more of the 4 areas of the sales data: FUEL SALES, CSTORE SALES, RECEIPTS or INVENTORY.

    NOTE: Click to hide the section, click again to make it re-appear.

  1. Fuel/ Non-Fuel Invoices – These icons will provide you with a filtered view of invoices for only the date(s) selected.
  1. AP (Accounts Payable) – Apply details for cash payouts preformed at the POS for vendors/suppliers.
  1. AR (Accounts Receivable) – Apply details for pay-ins, house accounts, local accounts, etc. for account /customer charges.
  1. Grouping – Changes the way your data is grouped.
  1. Approval – Click to approve your day and/or attach files for the day
  1. Not-Setup UPC – Shows any items that sold but were not-setup in S2K
  1. Missing DEPT – Shows any items that were setup in departments that were not imported into the C-Store Sales detail from the POS. The item(s) may belong to a department in S2k that is not at the POS.
  1. Expand Button – expand or reduce the collapsed sections on the page
  1. Manual Input – manually add a department to the C-Store section. Or manually add any items not displayed in the sales windows.
  1. Critical Inventory – quick access to enter your critical inventory for the day (setup required)
  1. NEW EOD – Creating a blank EOD for the site to manually enter in the sales information.

Daily Recon – Fuel Sales

Fuel Sales Overview

Fuel sales show gallons sold (QTY), and dollars collected by grade.

Street Price: is figured out by dividing the gallons by the dollars sold to give you the average retail for that grade for the day.

Net Price: is figured by taking out any sales tax on fuel (for CA ONLY) and giving you the net price so you can get margin based on net price and not price with sales tax.

RIGHT CLICK on the lightbulb to make sure the correct rates are populated in the system and see the calculations that S2K uses. If they are not, please call S2K support or email support@series2k.com to get it updated.

IMPORTANT: If you have any changes in rates, please email us right away so we can update your system.

Cost: shows your current fuel cost based on weighted average cost, you can right click on the lightbulb to view the recent history. See Fuel WAM for more details.

Margin: shows you the difference between net price and cost per gallon.

Profit: shows you your profit by taking margin times gallons sold.

Fuel Margin – Weighted Average Cost Calculation

S2k calculates fuel cost using WAC (Weighted Average Cost) also referred to as WAM (Weighted Average Margin). In the fuel inventory history you can see how this is calculated:

  1. The old weighted cost per gallon
  • The new purchase cost per gallon

 

  • The new purchase gallons (based on purchased # on fuel invoice normally based on NET in most states)

 

  • The opening stick reading for that tank on day of delivery

 

  • The new total gallons after deliver

 

  • The new weighted cost per gallon

 

S2K takes the old cost (1) x gallons in ground at beginning of day of delivery (4) then gets the new cost (3) x new purchased gallons (3) and divides by the new TOTAL gallons after the delivery to get the new WAC (2)

($3.4194 x 12,057 = 41,227.7058) PLUS ($3.5336 x 8769 = 30986.1384) DIVIDED BY 20,826 = $3.4675

Fuel Inventory Overview

This shows your tank over/shorts for the day per fuel grade based on the sales of fuel leaving the store and purchases of fuel delivered to the store.

Be sure to check that your over/shorts are within range. Check, and correct, the recon date in the fuel invoice so it reflects when the fuel was actually pumped into the tank(s).

If you are missing an invoice you can enter it as needed. Or create an S2K support ticket and we can investigate for you.

Fuel Inventory – Manual Edit Closing Stick Readings

Under Daily Reconciliation – Fuel Inventory you will need to enter closing stick readings if they are not coming in automatically from the POS.

To enter them, simply type the closing gallon #s in the fields under the Closing column for each grade as shown below. Once you have entered the numbers, remember to Save.

Closing stick readings entered will automatically populate to the Opening sticks on the following day. **NEVER enter Opening readings.

If you have 2 tanks for one grade, combine/add the gallons to account for them together. Because we only have sales from the POS for one grade, we can only have stick reading inventory for one grade/tank.

If you have an automated tank monitor, the stick readings will be sent to the POS and then will automatically import into S2k. If you have a tank monitor connected to the POS and do not see them in S2k, please check with your POS/Stick reader technician to ensure everything is connected properly.

Fuel Inventory Daily Report

You can select a date range and station to view sales, purchases and stick readings including over and short by day. Sample data shown below.

Fuel Margin including temperature correction

This report shows fuel margins for fuel based on sales, weighted average cost, temperature correction and taxes based on the station(s) and date range that is selected. Sample data is shown below.

Daily Recon – C-Store Sales overview

This shows your sales by department and item level with margins. You can expand any dept. by clicking on the + sign to see the items that were sold in the department for that particular day (pictured below). NOTE: All headings are sortable by clicking on them.

If you notice a glaring issue with item details, you can right+click on any item to view its inventory history, change retail or see item details (pictured below).

You can also click on any heading to sort by that heading in A to Z or Z to A order.

If you see the “!” Symbol in yellow (pictured below) that means that your Dept. sales do not match your SKU sales detail. This can be caused by items in different Depts. in S2K vs the POS, it can also be caused by sales in the Dept. and not at item level. This can also mean you had sales of items that do not exist in S2K. These symbols are indicators that there is something that needs your attention.

Another reason departments may not match SKU sales is if you moved an item to a new department during the day and the POS had already recorded the sale in the original department. S2k assigns the SKU level sale based on the current department allocation of the item in S2k. In rare cases, the SKU sale of an item is not viewable in this particular screen because a sale was made in one department, then the item was moved to a department where no other sales were made in that day.

Daily Recon – Receipts Overview

This is all money transactions to account for the sales date.

You can edit the amounts reported from the POS as needed.

For each change made, the system will prompt you to include a reason for the alteration. It is important for tracking reasons to include a reason.

Alert symbols next to RED text is showing altered amounts.

Before existing the Daily Recon window be sure to click the SAVE icon at the top of the window, otherwise the changes you made will not be applied.

Common Receipt Types

(Receipt types will vary based on actual POS setup)

SAFEDROP: Cumulative account of CASH on hand at the time of when the EOD is pulled from the POS.

CREDIT: Transactions processed at the POS with a credit card type

DEBIT: Transactions processed at the POS with a debit card type

DEBIT FEE: Cumulative cost for processing debit card transactions – (will always be a negative number)

PREPAID GIFT CARD: Transactions processed at the POS using prepaid cards

LOTTERY: Scratcher-win PAYOUT

LOTTO: Non-Scratcher-win PAYOUT

PAYOUT: On-site payments made in CASH for a supplier/vendor – this amount needs to be reconciled.

If it is a salable inventory item then reconcile by attaching a non-fuel invoice (use the PAYOUT option in the invoice header)

OR, if it’s a site expense (ex. Landscaper) you can reconcile the amount by attaching an Accounts Payable (A/P) details list.

PAYIN: Inventory products that were sold to customers on accounts with the site. You can reconcile the amount by attaching an Accounts Receivable (A/R) details list.

TOTAL RECEIPTS: All register processed actions.

The TOTAL RECEPITS amount is equal to the SAFEDROP + CREDIT + DEBITDEBIT FEES + PREPAID GIFT CARDS + LOTTERY + LOTTO + CASH PAYOUTS.

TOTAL SALES: A combination of Fuel Sales and C-Store Sales

CASH/OVERSHORT: The difference between TOTAL RECEIPTS AND TOTAL SALES.

You want this number to be as close to $0.00 as possible. If the number is positive then it’s EXTRA (unaccounted for) CASH on site.

If the number is negative then it is LESS THAN the amount of CASH you should have on site. This number can fluctuate based on a variety of factors.

To reconcile to $0.00 you would need to investigate your total sales for the day using the reports available to you on S2K and on your POS system.

At times this over/short may reflect in the next day or previous day’s Recon depending on the last drop before or after the automated EOD drop.

Reconciling Receipt Amounts:

The information displayed in the S2K Daily Reconciliation window is imported from the register system (POS).

The receipt type amounts represents the method of payments (MOP) used at the POS. These values rely on the cashiers using specific MOP keys that were previously setup on the POS.

Example: the safedrop amount in S2K represents a cumulative value of safedrop amounts reported to the POS prior to dropping the cash into the actual safe. This means that the cashier has to click the safedrop key at the POS and enter in the amount they are dropping into the safe.

Cashiers may have the ability to drop money into the safe without informing the POS of the amount. This would cause the safedrop amount sent from the POS to be different from the actual safe amount.

If your receipt type is incorrect then you need to adjust it to reflect the correct amount.

To edit a receipt type amount click into the amount field and type in the correct value:

After you have made the edit, click the Tab or Enter key on your keyboard. A blank window will pop-up for you to enter in a memo explaining the reason this detail is being altered.

The information entered into this window will be attached to the change and may prove beneficial when processing your EOD detail into accounting.

The memo can be as short or as long as needed.

After you click OK, the receipt type will turn red and display a caution symbol.

If you double click the symbol then a window will open to display the original value, the new value, the day it was changed, and the user that changed it, and the reason why.

If ANY changes are made to the Daily Reconciliation window then the SAVE icon in your daily reconciliation navigation tool bar will appear blue and become accessible.

You MUST click the SAVE icon to permanently apply the changes to the daily recon window.

If you forget to select the SAVE icon before leaving the page a window will pop-up to warn you that you are about to leave the daily recon window without saving your work.

Reconcile PAYOUT Receipt Detail

When reconciling your EOD report you will need to attach A/P or Non-Fuel Invoice PAYOUT details to account for the CASH used for the days store expenses. When the PAYOUT receipt type is not balanced there will be a red “X” in the Detail Over/Short field (pictured below).


Reconcile PAYOUTS Using Accounts Payable (A/P):

Click the A/P button in the Daily Recon toolbar (pictured below).


A window will pop up (pictured below) informing you that there aren’t any account payables found for the day. The window will give you the option to create a new account payable. Click YES.


The Accounts Payable window will open. If the page isn’t already defaulted to EDIT, click the edit icon in the tool bar (shown in the picture below). Then you will want to enter information into the area highlighted below.

Enter your STATION # (it should be provided for you to click on).

Enter the SALES DATE, this date should be the same day as the date of the DAILY RECON you need the A/P to reflect in.

Pick from your list of SUPPLIERS

(If you have not already created a supplier for you’re A/P section you will want to go back to your home screen, in Daily Books, click on the customer and supplier icon, click the supplier link and add a new supplier. SAVE the new data, go back to the A/P section and REFRESH so that your new supplier appears. For help adding suppliers see the ADDING SUPPLIER section in the ONLINE MANUAL).

In Receipt Type you should be given the option to click PAYOUT.

Enter the AMOUNT of cash from the register that was used to pay this supplier.

If you have a receipt or invoice you want to attach to this particular payout add it to the ATTACHMENT(S) section.

Once you’ve entered the information into the field click the SAVE icon in the toolbar.


After you’ve entered all of the day’s A/P’s click SAVE, then click back to your Daily Recon page. You will need to click REFRESH in order for the PAYOUT numbers to reflect in your receipt section (pictured below).


The A/P (Accounts Payable) will create detail notes of the cash expenses for the site.

You may need to also tie you an invoice to the PAYOUT section to completely reconcile the PAYOUT section. In the invoice header you are given the option to click PAYOUT as a way of payment. Make sure that the invoice day is the same as the recon day or it will generate the PAYOUT for the wrong day.

A completely reconciled PAYOUT section will look like the picture below. When the linked A/P’s and the linked invoices match the amount polled from the POS then you will see a blue check mark and RECONCILED OK in the Detail Over/Short section (pictured below)

Daily Reconciliation Approval

To approve a specific station day just click on the Approval button shown below, click “Approve” for the date/station you want and then click “OK”.

This will prevent further editing from any user that is not the Administrator for S2K. To edit any data for this day after approving, go to the Approval button again and then click “Unapprove.”

You can also upload any attachments as needed to the day here. Click on “Attachments” shown above and browse for the file on your PC.

NOTE: This is great for uploading copies of Bank Deposits, shift paperwork, bills etc…

Entering a Manual Day

If the POS is unable to report an End of Day to S2K, or the End of Day did not process, you will need to enter a blank/empty day.

To enter a manual day, go to the main daily reconciliation screen and click on ‘Manual Input.’

A new window will open, Daily Totals. Click on “New” icon as shown below:

You will then need to enter the header info for your station and a new sales date. Once you have done this, you will see a new empty day and can easily enter all the data:

You must click on the tabs at the bottom of the screen to see Receipts, and Stick Readings. Remember to save when you done.

Please Note: Care must be taken in NOT entering an existing day.

You can also enter a Manual Day by going to “Daily Books Manual Input” under the Daily Books Menu.

Pump Test Information

Pump Test

What is it?

A pump test is a scenario where an amount of fuel is pumped out and returned to the tank.

Why is it accomplished?

To verify that the pumps are expelling the accurate amount of fuel

Who uses it?

Many stations perform pump tests monthly. Each State conducts testing to ensure dispensers are functioning properly – prior to certification

Option 1

Ring the “sale” as CASH (on the POS)

Then enter the amount(s) in the PUMP TEST area in S2K by Right Clicking on the ellipsis and completing the dialog box entries. This will remove the sale and gallons from the Daily Recon

Option 2

Use the PUMP TEST Button on the POS and the POS will remove the “sale” from the output file. Using this button is basically doing the same thing as entering the information in the PUMP TEST area but without the manual entry.

Realtime Management

Realtime Module

The Realtime module will give you the ability to view your transaction level data.

Located in the main toolbar, click the Realtime tab to access the full modules

The Realtime module will open. Use the toolbar to access the information

  1. History Monitor- allows you to view previous sales. Only one day can be shown at a time in this utility. You can choose date in the calendar above and only data after an end of day has been done will populate.

This window will give you access to view past activity at your station(s).

The top of the window will show you sales in Fuel and C-Store reflecting the data collected the previous day and week (pictured below).

A.  Filter options will allow you to narrow a search –

By default, the history monitor will display most recent transactions pulled from the POS for each station available. To view only cancelled transactions click the CANCEL filter button provided to view only voided transactions click the VOID filter button. The item list will then change to reflect only those transactions. The items highlighted in red accompanied by an “X” indicated transactions that have been cancelled or voided (pictured below).

To filter only RETURNS then click the RETURNS filter button. The items highlighted in green accompanied by a green arrow indicate transactions that reflect returns (pictured below).

After you’ve clicked the filtered view of your choice, you can then use the buttons listed on the third line titled OTHER COLUMNS. You can click as many as you need in order to narrow your view. (i.e. you can view transactions that are ONLY RETURNS and ONLY in a PRICE GROUP.)

To remove all of the filters applied, (pictured below), click CLEAR ALL FILTERS, and your item list will return to the default list of transactions to display all.

The MAP FUEL GRADE button will allow you to view the mapping of each fuel grade at each of your locations.

B. To view transactions by header, drag and drop the header of choice to the gray bar provided above the item list. Pictured below is a view of transactions per department.

You can also change the view to see groups of columns by dragging multiple headers into the gray bar. Pictured below is a group of 1 station, 1 product (CINN ROLL), and SaleQty. In the example below the information provided from the grouping includes not only what was sold where but also what time it was sold, how much it was sold for, and who the cashier was at time of purchase.

C. This is a navigation bar for the Realtime Live Monitor— it allows you to view fuel and non-fuel activity, cashier stats, fuel hourly progress, non-fuel hourly progress, as well as fuel inventory.

  1. CStore Hourly and Fuel Hourly- A drop down window will appear allowing you to enter a criteria search to view transactions made at your station(s) on a specific day, hourly, daily, weekly, or monthly.
  1. Realtime Reports- The Realtime Summary tab in the Realtime Reports section will open a current summary report for your stations(s) for both fuel sales and c-store sales as well as cashier performance and POS event reports.

The Daily and Weekly Summary tabs in the Realtime Reports section will give you the same reports with sales trends throughout the day or week.

The BI Report tab will give you quick access to view the reports listed in the picture below.

NOTE: When MOP is split in a transaction, it will display the MOP as split:

Promotion Analysis

Realtime has the ability to show sales by promotion

Click the Real Time tab


Then click the Promotion Analysis report


Once in the report, enter the information you are looking for the click refresh

  1. Select Dates and Station
  1. Click Refresh to update the report

  1. Date of sale
  • Type of promotion

 

  • Name of promotion

 

  • Transaction number

 

  • Time of transaction

 

  • UPC number

 

  • Item Description

 

  • Promotion group name

 

  • Qty sold
  • Total retail

 

  • Rebate amount

 

  • Rebate vendor

 

  • S2K department

 

  • Cashier number

 

Customers

How to Add a New Customer

From the Daily Books Menu, choose the Customers and Suppliers bubble. Then choose customers.

You can add a customer by clicking on the Edit button

A blank line will open. Enter the customer information into the new line that appears

1.  Enter the customer number or the name of the customer, if no number.

2.  Make sure the active box is checked.

3.  Enter the customer name

4.  If you have payment terms entered, select payment term from dropdown menu. (to add new payment terms, please see section on adding payment terms)

Tab through the line and enter in any other information you would like such as address and phone number etc. these are optional fields for your reference only.

Once you have entered in the entire customer’s information, be sure to click on the save button.

Editing A Customer

To edit a customer, click on the edit button at the top of the page. Then, click into the field you wish to edit and make your changes

click the Save button when finished

Refresh Dropdown Menu

Because data in Series2k is web-based, if you add a new vendor or supplier and want to use them immediately, it will be necessary to refresh the download menus since the data you have is web based.

To do this simply click on the Refresh Download button at the top of the screen.

This will automatically update the system

Suppliers

How to Add a New Supplier

From the Daily Books Menu, choose the Customers and Suppliers bubble. Then choose suppliers.

You can add a customer by clicking on the Edit button

A blank line will open. Enter the customer information into the new line that appears

  1. Enter supplier #, if no supplier number then enter company name
  1. Make sure the active box is checked.
  • Enter Supplier Account number (optional)

 

  • Enter Supplier Name

 

  • Enter the type of vendor, fuel or non-fuel

 

  • If you have payment terms entered, select payment term from drop down menu. (to add new payment terms, please see section on adding payment terms)

 

Tab through and enter in any other information you would like such as address and phone number etc. These are optional fields for your reference only.

Once you have entered in the entire supplier’s information, be sure to click on the Save button.

Editing A Supplier

To edit a supplier, click on the edit button at the top of the page. Then, click into the field you wish to edit and make your changes

click the Save button when finished

Refresh Dropdown Menu

Because data in Series2k is web-based, if you add a new vendor or supplier and want to use them immediately, it will be necessary to refresh the download menus since the data you have is web based.

To do this simply click on the Refresh Download button at the top of the screen

This will automatically update the system

To update the Non-Fuel Invoice screens, you click on the small refresh icon next to the supplier dropdown:

Setting Up Supplier Item/Reference Number

Some suppliers use their own identification or reference number for SKUs you purchase. So on their receipts you do not get the actual SKU but rather their own number for the item.

This makes it very difficult to manually enter these purchases. In S2K we allow you to setup these item numbers by supplier number.

It takes a bit of work to initially setup, but once you do this, entering these invoices in the future is very quick and painless.

To assign supplier item numbers to UPCs, open Inventory Manager located within the Inventory Menu

Search for the item(s) using the search criteria

Then double click on the item to open the item details page and click EDIT to add the supplier item number

Then save when finished and repeat the process for all items

Then when you enter an invoice, select your supplier and change the look-up method to “By Supplier” to enter the supplier number instead of the actual sku

Competitor Prices

Setup Competitors in S2K

From the daily books section, click on the Competitor Prices bubble, open the Setup Competitors link:

 

Click Edit


Add in your Competitor’s station description and zipcode.

In your Competitor list you will most likely want to include your S2K sites too:


Then click the (+) plus sign next to the competitor station to apply the S2K stations that will be compared to the Competitor station:


The S2K sites you will want to check the box that says OWN STATION:

 

Save your detail.

______________________________________________________________

Enter Competitor Prices

After the Setup is complete you will need to enter in the competitor pricing for your station by clicking the ENTER COMPETITOR PRICES link.

A pop-up window will appear.

Select the sales date in the calendar, select your station then click the load competitor prices button at the bottom of the window.

The competitor stations will appear on the right side for them to enter in the retails.

Once retails have been entered and they click OK

Then you will be able to run to the associated reports for competitor detail:

Part 3: Pricebook Management

Pricebook Management

How to Access

To access the pricebook, click on Manage Pricebook from the menu option

Once in the Manage Pricebook section you will see a Main Navigation portion at the top of the screen

  1. Refresh lets you update the screen
  1. Save will be illuminated and what you will select to save price changes
  1. Excel is used to save the information on the screen to your PC in Excel format
  1. Print lets you print the screen information
  1. Pivot is the best way to view this listing in the Pricebook
  1. Margin will be used to view and update margin information for items
  1. Submit prices lets you send changes or individual items to the POS to update
  1. Barcode Printing lets you print the barcodes for items in your list

How to Search

Searching in the Pricebook can be done under the Criteria to Search area. This section has various pieces to it to ensure your search gives you the results you are seeking. Click where you see “Click here to add search criteria…” to start you search as seen below.

Next you have a piece that you can make selections and type in to start and narrow your search. When you first start this is what you see:

It is very basic looking to start but once you start placing your information in, you will see all the different ways to search and find exactly what you are searching for. This will make your price changes and saving of them much faster and easier.

Each section has a drop down to choose options from, which eventually opens up a space to type. Please see an example below.

  1. Choose Field– in this example we chose Department, but you could choose to type in an item description or item number. These are just a few choices you have in this section.
  1. Equals is the most popular, this means the choose field option is equal to, like, less than, etc. This all correlates to the next section we have. We need to ensure the Equals section is correct such as choosing Description and then selecting Equals would not get us the broad results the choosing “Like” would.
  1. This is the place you type to tell the system what you are seeking. If you had chosen Department like we did in our example, you would now have a drop down of departments to choose from. If you chose Item number or Description, you could now type that information.
  1. The binoculars start your search. You cannot search unless the binoculars have been selected.
  1. This piece is used if you have child criteria you would like to add to your search, not always used.
  1. This piece removes the child criteria you may have placed into the previous section.

Once you complete your search, your results will appear in the bottom section of the screen.

  1. This is the search criteria section
  • Item / UPC Numbers of the items in the search you did

 

  • Descriptions of the items in the search results

 

  • The department the item is located inside of in S2K

 

  • This is the station ID number that the prices are good for, also where you see retail prices in the listing and can make those price changes as well.

 

  • Where you make batch price changes in the Pricebook. Changing items all the same price, up or down in price by a dollar amount, or by a percentage.

 

Changing Prices in the Pricebook

Single Price Change

Now that you have made your search, you may need to change prices on items. Locate the items in your search that need a price change.

1. Click in the box to highlight the current price or the empty space if no price was there. Now change the price and select enter on the keyboard. You will then need to go to the Save button to prompt a send to the register.

2. Make sure that you are changing the price for the correct station, if you have multiples you are in charge of.

3. Once done, please select Save to get the prompt to send it to the register.

When the Prompt pops up, you will want to select Update only CHANGED items to POS. This is because you only changed a few items and not all items in the list. Then select OK.

Once you select OK on the Save and Update to POS screen, you have one more screen that pops up to send them to the POS.

  1. Make sure your correct station number is selected
  • Check to see if your price changes you made are listed in the group

 

  • When ready, select the Update Changed Price(s) to POS button. This will now start the process of sending these updates to the POS. You may need to give it a few minutes before you go check the item at the register.

 

Multiple Item Price Changes

Multiple item price changes are done when you want them all to change to the same price, go up or down in price by a specific dollar amount or by a percentage. You will want to start by completing your search in the pricebook.


  1. Select your items by pressing and holding CTRL on your keyboard while also clicking the items
  • Once you selected all items, click the Price Modify Tool to start the multiple item price change

 

Now you are ready to make the price changes for multiple items at one time.

  1. This section lets you choose how you will change the prices.
    1. You can choose to increase or decrease by a dollar amount.
    2. You can also change the prices so the all become the same price, this is the Change Selected Price to a Fixed Price.
    3. The middle option is Increase/Decrease the selected prices by a percentage. If you choose this option please see item number 2 below.
  2. This will be used ONLY if you use the percentage option. This makes it so that the price change you make using a percentage can get a correct ending number on it such as the retail favorite of prices ending in the number 9.
  • Now that you have selected the type of price change you want to make, you are going to tell the system if this change is for items you have selected OR if you didn’t select anything and want the changes to take place on all items in the listing.

 

  • Once you have chosen the correct change type, you will select OK to complete the change process, but you are not officially done yet.

 

Next, you need to Save and send to the register.

  1. Your changes are in a red color and ready to save
  • Select the Save button to complete the price change

 

Hitting Save then opens a pop up screen for you to verify your save and update options.

  1. This portion is VERY important. You need to tell S2K how you want to send the items to the POS. Choose the best option for the price changes you just made
  • Select OK once you are ready to move forward

 

  1. Make sure your correct station number is selected
  • Check to see if your price changes you made are listed in the group
  • When ready, select the Update Changed Price(s) to POS button. This will now start the process of sending these updates to the POS. You may need to give it a few minutes before you go check the item at the register.

 

Changing Prices on Non-Fuel Invoice

To change prices on a non-fuel invoice, open the invoice by double clicking on it from the list of invoices. Click on “Modify Price Book based on this invoice” shown circled below.

From this window, you can change the department for an item, its description and its retail price.

To change an item’s department, simply click in the field to bring up the drop down list of all the departments and select one from the list as shown below.

To change an item’s description, simply click in the field and edit the description.

To change an item’s retail price, simply click in the retail field and type in the new retail price.

If you need to select multiple items on this page, use the CTRL key on your keyboard to click and select items

To change the retail of multiple items at one time, select items and right click to open price change window. You can change price to a fixed price, by percent, by amount or by margin in this window

Apply to station(s): You can also select on this screen which stations you would like the changes to apply to. Simply check/uncheck the stations as needed.

To save and/or send to POS: This screen gives you options on how you would like to save the newly edited information. You can just save the changes by click on “Save Description/Dept. Only” which will not send the changes to the POS or you can select “Save and Update to POS” which will save the changes AND send those changes to the POS. If you would like to cancel all the changes you have made on this screen, simply click on ‘Cancel’ and the window will close.

Send to POS Options: You can further select which prices you would like to send to the POS by selecting that option as shown below. You can send changed prices, selected or all.

Quick Add Item

To start adding new items into S2K, use the Quick Add Item tool located on the navigation toolbar at the top of the main home page

Once you select this button you will see a drop down open up and you will need to check the box that says Quick Add/Edit item.

To add items you do the following:

  1. Check the box for Quick Add/Edit Item
  2. Item number and Department input
    1. For item number – Enter the item number AS IT IS ON THE ITEM ITSELF. When you hit save S2k will convert the number and then display the correct format. If you enter a short UPC E code you will still need to convert this to the long code UPC A, by clicking on the button circled UPC E to A, as shown above.
    2. For Department – Enter the Department from the dropdown list
  • Enter the Description

 

  • Enter the Sub Category (new or from the dropdown list), Cost, and Retail
  • Then Apply to All stations or a specific station
  • Send to POS and Save – IMPORTANT – if you are entering multiple items then take the check mark OFF the “Send Prices to POS” and hit save. Then enter another item, but on the LAST item you are entering re check this box and you will then see all the Pending items to be sent to the POS in the usual fashion.
  • Bottle Deposit will need to be selected if your station uses this for bottled items, make sure to select and update before saving the item.
  1. Click ‘Add to MixMatch’ if item needs to be added to current promotion

Quick Price Change Tool

You can quickly change prices using the quick price change tool located in the Pricebook menu

This will bring up the Quick Price Change Tool shown below where you can search for items, change their prices, departments and send them to the POS in one place.

You can also select which stations you would like the changes applied to.

  1. Select UPC from dropdown
  2. Select Pack Size
  3. Current station price list for item
  4. Enter price change
  1. Current Dept will display, use dropdown to change if needed
  2. Current Item Description will display, update if needed
  3. Click Add to Changed list button to build price change list
  4. List of changed items will display
  1. List of stores, check those that apply
  2. When finished building list, click Save button to send changes

Setting up Multi Pack Pricing

To setup multi pack pricing, open the Manage Price Book link located in Pricebook menu

Search for items using the search tool

The RETAIL shown is defaulted to PACK SIZE #1

If you would like to add a new pack size, use the Add New Pack field.

  1. Enter the new pack size, such as 2
  2. Click the Add New Pack button
  1. The new pack size # will now appear in the pack size dropdown for you to select

To add a retail for the new pack size, you must select it from the dropdown. For example, choose “Pack Size #2” and the retail prices for items will update to reflect current pack size 2 pricing

In this example, a single unit is $.69 but a 2 pack is $4.99…so it looks like this…

2 pack:

If the retail is BLANK that means that the item has no multi pack special.

To update the retail, click in the field and edit the price or add a new price. Then click the save button at the top of the page to send to pos

IF you decide NOT to have that special anymore simply change the 2 pack price to the actual price if 2 were sold. So in this example if you sell them at $4.99 each, you would change the 2 pack retail to $9.98 until it goes on special again. We cannot delete multi pricing at the POS.

Please refer to your POS guide on how to ring up multi packs at the POS it varies from POS to POS.

Send All Prices to Register (POS)

This tool allows you to send your pricebook to the POS at one time. You can select specific stores and departments or send all at one time.

To do this, select ‘Send All Prices to Register (POS)’ from the Price Book Menu. **Please note that doing this is sending a very large number of files to the POS and can take up to an hour to complete**

The Send All Prices window will open

To select a particular station, uncheck ‘Send All Stations’ and select the station you wish to send prices to.

To select a particular department, uncheck ‘Copy All Items’ and select the department for which you would like to send prices.

Click the OK button to send

Price Change Tools

Barcode Printing

You can print barcode labels for your items directly from S2K.

Click on the Barcode Printing tab in the reports section the navigation toolbar

Click on the items you want to print

You can also search using the criteria search at the top of the screen (pictured below).

  1. Click on the “Click here to add filter criteria” button

  1. Choose Filters that are desired

  1. You may add additional filters by clicking on the “Add Criteria” icon indicated below and the second filter line will appear.

After selecting the list of items to print barcodes for, you will need to pick a site the barcodes will be printed for, and you will need to determine if you want your label to display the price along with the barcode.

  1. Check this box to print the retail labels at the station the barcodes will be printed for.

2.  Use this feature to repeat the same barcode

3.  Choose the printer label

4.  Select a station for these labels

5.   Select the barcode format – UPCA

6.  Click the Print View button to print the barcodes, you will be directed to the Barcode print settings window (pictured below).

  1. Preview with PDF Export allows you to export your barcodes, if necessary or use Standard Preview (fast) to print straight from S2K.
  2. Once the label settings are formatted for your printer, press “OK”. 

You will then be prompted to view your barcodes (pictured below) before sending the final template to the printer. When ready select the “Print” button.

 

Copy Prices Between Stations

You have the ability to copy prices from one station to another in S2K. You can copy prices for all items or just one department.

The tool is located in the Pricebook menu

The copy prices window will open

  1. Select the store to copy prices FROM
  2. If you want to overwrite current pricing, check the box. Otherwise, current pricing will be left alone and only $0 retail will be updated
  3. Check this box if you want new prices to send to pos
  4. Check this box to copy items for all departments
  5. Check the box to send to register immediately
  6. Click ok when finished with selections

If you want to send only a specific department, uncheck the Copy All Items box and select the department:

Pending Pricebook Changes

The Pending Price Change window is a list of items that are waiting to be sent to the POS. These may be items that were changed on the handheld, items that are holding for a future price change, or items that are don’t have a valid department assigned.

Your price changes will appear in your Pending Price Changes, located in the Pricebook menu

The price changes from the handheld will be pending in this screen for you to send to the POS.

Click Update Prices to POS button to send the price changes to the register

If you see items displayed in red on this page, that indicates a problem with the department setup as shown below. Contact S2K support for assistance.

Price Change History

When price changes are sent from S2K to the POS, you can now review what changes have been sent to the POS and by who, and even resend those changes. To check for price change updates, go to Price Book, then Search Price Change History

Select the specific criteria such as Date, Item #, Station, etc… and click ok to search.

Note: if you leave the search criteria blank and just click ok, then the system will return the most recent information

The Price Change History window will open, click the expand button at the top to open the details

The report can be manipulated to provide different sort methods by dragging and dropping the headers to the header column as shown below.

If you need to resend price changes from this screen, check the box next to the item and click the resend prices button at the top of the page

Price Change Sending Status

When price changes are sent from S2K to the POS, you can now track the status via the Price Change Sending Status tool, located in the Inventory Management menu.

The tool allows you to see that the files were actually received by the client on the local station PC and that they were processed to the POS and at what time.

Click the Expand Additionally, if you selected to send your price changes at a later date then it will be noted in the Hold Until column.

Price Groups

S2K has the ability to group like items together for the purpose of mass price changes and reporting. You must first define the groups of items, then use the group to make price changes and run reports.

To define a price group, select the Define Price Group link from the Pricebook menu

Click the edit button to open a blank line and name the new Price Group

Then click the Save button

The next step is to assign items to the group. Use the Inventory Manager tool located in the Inventory Menu

Search for the items that need to be included in the Price Group

Use the CTRL key to select multiple items, right click and select the price group name

  1. Select items using CTRL key
  2. Right click and select the Price Group name
  3. Click ok to save

To make price changes using a price group, select Price Change on Price Groups link from the Pricebook menu

The price change window will open

  1. Select Price Group
  2. Select Station(s)
  3. Select pack size, default is 1
  4. Click the Make Price Changes button to open price modify window

  1. Click the Preview Price Changes button and you will be redirected to Pricebook window will changes displayed in red. Click save to update price changes to POS

SKU Sales Detail by Price Group

This report shows you detailed sales for the price group, station and date range you select.

Sample data is shown below.

Side by Side Station Price Comparison

You can view and change prices from one to all stations at a time, viewing them side by side using the Price Book Manager.

Below, items in the alcohol department for Stations 1-5 are shown with prices for each side by side for comparison.

You can also use any of the Side by Side SKU Retail reports located in the S2K report list

A sample of the report is listed below

Handheld

Price Editor

The Price Editor tool is used for changing retail prices of items or price checking an item.

To begin, tap the Price Editor Button in the main menu of the S2K handheld software.

Once you select the price editor option it will look like the image below.

From here, to change the retail price of an item that is in your price book scan the item that you would like to change or check the current retail of.

  1. If you wish to adjust the retail price, tap the cursor in the Price field and enter a new price.

You can also adjust your Packsize pricing or add a new packsize in the price editor.

Tap the cursor in the PackSize field to change or create a multi-pack prices for the items with more than one retail price with the same SKU.

2.     If creating a new PackSize in the handheld tap the cursor into the Packsize Colum then enter the amount of items being sold at that retail.

When you are finished, click the X in the top right corner to save and close the price editor and return to the main screen.

To bring the price edits into S2K, click the Sync button

and click “download data from the handheld.”

Your price changes will appear in your Pending Price Changes for review where you can publish the changes to the register. The user name will appear as “Handheld” in that screen if it was a price change imported from the handheld. It will also show “Handheld” as the user in the price change history pages for these items.

Mix and Match Promotion Lists

Creating MixMatch Lists

A Mix and Match list is a group of items included in the mix and match promos you create.

The first step is to create the list. To begin, select the Mix Match Item List link from the Mix Match menu button

Click the EDIT icon in the toolbar so the blank line appears for you to give the list of items a title.

  1. No action on the MMList ID – it will assign itself when you close the window later, so you can skip this field
  • Enter a description for the item list

EXAMPLE:

Good title: Red Bull 16OZ

Bad title: Red Bull 2/$5

Keeping the title of the list generic to the group of items allows you to use the list for multiple promotions if needed. You can then use the Red Bull 16oz list to create a 2/$5, 3/$7, 4/$9 ETC.

After you create the title of the list then click the SAVE icon in the toolbar.

Adding items to lists

To add items without leaving the Mix and Match List page:

After you type in the item number, press TAB on the keyboard to add the item and a new blank line will appear. Continue to add items until all have been added, then click SAVE.

Adding items to lists from Inventory Manager

The faster way to get those items into the list is to leave this page and open the Inventory Manager. (Make sure you save all of the list titles you’ve created before going back to the home page)

Search for the department the items belong in:

Once the list of items appears hold your CTRL key down and select all of the items that need to be put into the first list:

Once you have ALL of the items selected the next step is to add them to the Mix and Match list.

In the tool bar, click the icon that reads ADD TO MIXMATCH:

A window will appear for you to select one of your Mix Match titles that you would like to add the items to, then click SAVE AND CLOSE at the bottom of the window:

Another window will appear for you to move on to create the promotion OR remain in the Inventory Manager to search for more items to add to the Mix and Match lists.

If you want to get all the items for the lists added at one time so the lists are all ready to apply to Mix and Match promotions, then click NO.

If you are done adding items to your Mix and Match list(s) and you want to create the promotion for the group of items you’ve added to the list(s), then click YES.

If you click No then repeat the steps above to search, locate, select, and add items to the Mix and Match list(s) you’ve created.

When you are ready to click Yes and complete the promotion then you will be re-directed to the Mix and Match Promotion Page. If a window appears to send a promo to the POS, click NO, you haven’t created the promo yet:

Mix and Match Promotions

Creating Promotions

In the blank line that appears at the top, use the dropdown menu to select the list that you are creating the promotion for

In the description explain what the promo is

Select a start date. If you want it to begin right away then select yesterday’s date

Then select an end date. If one is not provided to you and you do not intend for it to expire it still needs an end date. Use the arrows to set the date far into the future

UNITS


PRICING METHOD

VALUE

Depending on the Pricing Method enter the value accordingly:

MixMatch Price = $5.50

MixMatch Discount Amount = $0.50

MixMatch Discount Percent = .5 (50%), .25 (25%),

Then click SAVE in the toolbar

A window will pop-up as a reminder, click OK

Before you can send the promo to the POS you need to assign it to a station. Click the (+) sign next to the promo

Click into the blank STATION ID line for the dropdown menu to select your station

Click save one more time, then select the Promotion with your station so that there are blue check marks next to the promotion and your station

Then click SEND TO POS in the toolbar

A confirmation window will appear for you to decide if you want to send the promotion to the register.

Click Yes to send it.

The promo will be sent to the S2K Client Monitor, it may take up to 5 minutes for the promotion to be picked up and sent over to the POS.

The promotion takes about 10 minutes, or so, for the POS to process it. If you have a Verifone POS, log out and log back in before testing the items to see if they are ringing up at the promo price.

How to Create a Promotion Group

A promotion group is a group of like priced items that have a common rebate amount. To create a promotion group, navigate to the page Define Promotion Groups.

The next step is to name the group.

  1. Click the edit button
  2. Enter the name of the promotion group on the blank line. Remember, a promotion group is a group of like priced items that have a common rebate amount. Examples of good promotion group names are:

Marlboro 72 packs $.10 rebate

Newport Cartons $1.00 rebate

Then click into the vendor column and select the vendor you are receiving the rebate from, from the drop down list.

  1. Click the SAVE button to save the promotion group.

At this point you can create additional promotion groups, if needed.

How to Add Items to a Promotion Group

You can now add items to the promotion group on this page

  1. Click the edit button
  2. Click the + sign to the left of the group. This will expand the group so you can add items to the group.
  3. You can add items by typing the sku in the item # field or selecting it from the dropdown list. After you add a sku, press TAB on the keyboard and the item will drop down in the list and present you with another blank line to add the next item.
  4. Once you have added all the items to the list, click SAVE.

Creating Specific Promotions to Track Rebates

How to Create a Promotion

First, navigate to the Create Promotion screen.



When you click Create New Promotion, a window will pop up


  1. Name the promotion

  2. Enter a start date

  3. Select how many days before the promotion expires

  4. Enter the rebate amount

  5. Enter the vendor (you can track up to 3 rebates in each promotion)

  6. Identify if the rebate is effective on purchase

  7. Select the promotion group that the specific promotion will use

  8. Click OK

After you fill in the information and click OK, you will be brought to the pricebook, automatically, with all the items in the promotion group displayed with their current retail price.


How to include a TPR in the promotion

Sometimes you will include a temporary price reduction in your promotions and pass the rebate along to the customer. If this is the case, follow the steps below to reduce the retail for items


  1. Edit the retail (changes will display in red)

  2. Select the station you are sending the rebate to

  3. Click save.

After clicking save, a preview of the promotion will display

Review and make any necessary adjustments. When finished

  1. Confirm the Send to POS now is checked
  • Click ok

 

The promotion will be saved and the TPR will be sent to the register.

Managing Promotions

Viewing current promotions

To view and manage the current promotions in S2K, navigate to the Manage Promotions screen located in the Promotions Management menu.

When you click Manage Promotions you will see your current promotions and their details.

To manage a promotion, click the Click to Manage button.

Here you can adjust dates, items in the promotion, rebate on purchase, or delete the promotion.

Inventory Manager

The Inventory Manager allows you to view, create, manage, and modify the details of the UPC items in your database.

The Inventory Manager hosts the same UPC items in your Pricebook Manager and is used universally for all sites assigned to your database.

ALERT FOR MULTI-SITE USERS:

-All changes performed in the Inventory Manager will apply for all sites in the database.

-Contact the Series2k support team for information about possible user security options.

Navigation and overview

Open the main menu of S2K – click on the grey pull down tab in the upper left hand corner of the Home Screen.

Select the Inventory icon from the three primary menu option.

Select the first bubble, Inventory Manager.

Open the Inventory Manager by clicking the first link, Inventory Manager.

A search criteria window (pictured below) will open, allowing you to search the inventory manager for specific items using one or more of the item’s detail criteria.

Overview of the Inventory Manager Toolbar

  1. Back button – When displayed “green,” clicking this icon will return you to the previously visited page
  2. Refresh – To update your view of any changes made to the item details. If you make changes, remember to save first.
  3. Save – When displayed “blue,” click this icon to save any changes. If the save icon remains grayed out after editing the item detail then the alterations were auto saved. To verify, refresh the page.
  4. Excel and Print – To export the items in the filtered window to Excel or Print
  5. Reset Criteria – To clear previous search criteria filter and begin a new search
  6. Refresh Lookups – refreshes the details displayed in dropdown menus throughout the window
  7. New Item – Add a New item/UPC to your inventory manager
  8. Edit Item – Edit an existing item that has been selected in your inventory manager
  9. Add to Mix/Match – Add selected item(s) to an existing Mix/Match promotion list
  10. Change Prices – To change retail prices for the item(s) filtered in the search criteria, you will re-directed to the Pricebook Manager
  11. Transfer Items – Multi-Site Use Only, quickly transfer inventory items between sites
  12. Barcode Print – To print barcodes or labels for the all items displayed in the window or for only selected items
  13. Fix Description and Department – Access the Fix Not Setup UPC(s) window to search the web to display descriptions for items in S2K and assign department detail
  14. Show Inactive – To display item(s) that have been set to an inactive status within the filtered search criteria.

How to Filter Criteria to Search

When you first open the Inventory Manager page you will be directed to a seemingly blank page. In order to view the inventory details of items in the pricebook you will need use the ‘Criteria to Search’ filter for the inventory items to display.

Click into the ‘Criteria to Search” area of the screen

Click into the Choose Field option and select how you would like to begin your search


Select if you will be searching be exactly what you enter into the next line OR if you would like to search for something similar

EX: If you search by ITEM DESCRIPTION then you would want to use ‘like’ or ‘starts with’ to maximize your search – “Item Description like Marlboro”

Searching by a department or item # then the line for you to edit will become a dropdown menu of the options available to you in your database


Either type in the information you are searching for OR select from the dropdown list THEN click the binocular icon to generate your filtered search

The inventory details of the items that qualified within the search criteria will then populate in the white screen below

You have the ability to modify the description, department, sub category, price group, promotion group, and case pack in the screen by clicking any of the detailed options.

You can also highlight multiple items and make a bulk change –

Hold the CTRL key on your keyboard and select through the list

You can also highlight a range of items that are grouped together by selecting the first item and holding the SHIFT key while selecting the last item

In the highlighted area RIGHT+CLICK and a window will pop up for you to apply bulk edits for the items selected

Be sure to save any change and send the items to the POS.

Tax Flags, Age Flags, EBT Flags

How to Manage

In S2K all tax, age and EBT flags are assigned at department level. Based on the department that the item is in, the flag will be sent to the POS accordingly.

All these settings are done and confirmed with you at time of setup with an S2k technician.

Should you have any changes to these settings please contact S2k support.

Part 4: Inventory Management Part 1 – Purchasing and Receiving

Non-Fuel Invoice Management

How to Enter a Non-Fuel Invoice Manually

There are two simple ways to get to a new invoice template:

  1. Click the Create a new invoice link from the Daily Books Menu

2. Go to the Series2K Home Screen. In the Navigation toolbar, under the Quick Launch section, click the Non-Fuel Invoice link and click New

When the invoice window opens

To enter a new invoice fill out the following fields in the invoice header (pictured above):

(** All fields with exclamation mark () are REQUIRED**)

  1. Choose a supplier
  2. Select the station/store
  3. Choose  the date of the invoice
  4. Enter the Invoice #
  5. Enter Invoice Total $
  6. Enter Received by (optional for your records)
  7. Enter Delivered by (optional for your records)
  8. Enter A/P Account (optional for your records)
  9. Enter the Paid By criteria
  10. If paid by check enter the check #

The next set of buttons relates to managing the invoice

  1. Fix Descriptions and Departments- allows you to search the web for suggested item descriptions
  2. Modify Pricebook based on this- allows you to edit item retails and send updates to pos
  3. Print Barcode- Use this tool to print barcodes needed for items on invoice
  4. Previous Purchase Comparisons- Compare cost information from previous purchases
  5. Fixed Contract Violations- Identifies items that violate cost contracts if previously setup.

Entering Line Item Detail: To begin entering the line items onto your invoice, choose the method by which you would like to look up the items. You do this in the “Change Lookup Method” box located on the bottom right of the invoice header.

By UPC: Enter the SKU number based on your invoice

By Description: If you do not know the SKU# you can find items by descriptions in your Price Book

By Supplier: If you have setup suppliers’ special ID # for specific items in your Price Book you can use this feature, but it must be setup first or else it won’t work.

(Pictured above is for manually entering a non-fuel invoice).

Enter the (1)
SKU, Description or Supplier # in the first field on the blank invoice, then tab to the (2)
Quantity field enter total individual items received in relation the UPC # (i.e.: if the UPC# is for 1pk of cigarettes and you bought a carton with 10pks in it then you’ll enter 10 for Quantity, and enter (3)
Cost based upon 1 of the 10pks.

So if you paid $50 for 1 carton of 10pks, then each pack cost you $5, thus in the Cost field you’d enter $5.00. After doing so, the (4)
Extended field should display the total cost for that particular item received) There is a calculator in the Quantity field to assist you, click on the arrow to use.

After you’ve entered all of the items into the invoice be sure that the “Difference” at the top is $0 (pictured below). This indicates that your invoice is balanced.

You can also modify retail prices based on the items on the invoice, by clicking on the button “Modify Pricebook Based on this”

How to Enter Department Level Information

If you are not doing item level inventory of certain items, you can just enter them at department level to save some time. To do this simply use the “Department” tab located on your nonfuel invoice as shown below:

Then you can choose from the dropdown either a department or an expense item:

NOTE: Expense items are preloaded and are NOT available for SKUs but can be used in this department entry tab. They can also be custom mapped to the right accounts when using our QuickBooks integration module. The expenses that are available are:

  • Advertising & Promotion
  • ATM- Income Dept.
  • Computer Service Fees Dept.
  • Consumer Card Bounty Dept.
  • Credit Card Chargeback Dept.
  • Display Allowance – Alcohol
  • Display Allowance – Misc
  • Display Allowance – Soft Drinks
  • Display Allowance – Tobacco Dept.
  • Franchise Fees Dept
  • Freight
  • Interest Income Dpts.
  • Inventory Adjustment – Gas Dept
  • Inventory Adjustment – Store Dept.
  • Lock Box Dept.
  • Maintenance
  • Maintenance – Computer
  • Maintenance – Gas Equipment
  • Maintenance – Site Repairs Dept
  • Maintenance – Store Equipment
  • Network Fees
  • Rent
  • Royalty

Then enter the appropriate cost as needed to expense these items. Only enter a RETAIL if you are doing DEPARTMENT LEVEL inventory for that department, otherwise just TAB across and let the system auto enter the rest. You will notice that the total entered under this tab will add up into your Lines’ Total for balancing the invoice at the top of your screen:

How to Attach Documents to Non-Fuel Invoices

There is now a new option to add a file attachment to the supplier invoice so those files can be stored online with S2K. Click the button below to browse and attached files.

This is very useful for Central offices to spot check or figure out discrepancies. Also saves having to fax or pickup paperwork from the stores.

How to View, Edit and Delete a Non-Fuel Invoice

To begin, click the view existing invoices link from the daily book/non-fuel invoice menu

The search window will open (pictured below)

Select the station and vendor name from the search fields by clicking the box next to the field to activate and then using the dropdown arrows to select the name.

Click the OK button to search:

In this example we have expanded one of the “+” so you can view the details without opening the actual invoice.

You can edit basic invoice details by clicking on the EDIT button and changing and then saving.

The SAVE and DELETE buttons do not become “live” till you have made a change and gone from the field you are editing.

How to Manage EDI Invoices

An EDI invoice is an invoice that loads into S2K automatically from a main grocery vendor, such as McLane, or Coremark.

EDI invoices are not entered at site level, but do still need to be checked for accuracy and pricing.

To begin, click the view existing invoices link from the daily book/non fuel invoice menu

The search window will open

Select the station and vendor name from the search fields by clicking the box next to the field to activate and then using the dropdown arrows to select the name.

Click the OK button to search:

Click the plus (+) sign next to the station name to expand the list of invoices:

Then double click on the invoice number to open the invoice details

CHECKLIST:

The following list of items should be checked on an EDI invoice

  1. CHECK NOT-SETUP ITEMS- One of the first things to do is to check the invoice for any new NOTSETUP items that may have imported. To do this simply click on the “Group by Department” box to sort the invoice by department. Then you will see the NOTSETUP items at the top of the list:

Then you can expand them to see the items. Then right click on the item and choose “View Item Details”:

A new tab will open with item detail page where you can choose the dept as needed and save.

Then use the MODIFY PRICEBOOK BASED ON THIS tool on your non fuel invoice to enter missing retails as needed. Or you can search for the items in your pricebook and edit as needed.

  1. DIFFERENCE- This shows you the difference between your actual invoice Total and the Lines Total (all the details added up). Confirm that the Invoice total and Invoice line total match and that the difference field displays $0.

Please note– If an invoice total does not match the line total, then compare the electronic copy of the invoice to the printed hard copy to locate the difference. Then let an S2K representative know the details, so they can work with the vendor to correct.

  1. MODIFY PRICEBOOK BASED ON THIS INVOICE– Use the Modify Pricebook Based on this button to setup new items, check profit margin and assign/update retail figures to the POS
  1. SHOW DIFF FROM PREVIOUS PURCHASE- To view cost changes from the previous purchase, click the show diff from previous purchase button. The system will show a red arrow up if the cost has increased since the last purchase, and a blue arrow down if the cost has decreased.

  1. PRINT BARCODE- This allows you to print barcode labels for all the items on the invoice.
  1. ATTACHMENTS, CLICK TO MANAGE– Use this button to attach a paper copy of the electronic invoice or delivery paperwork (optional).

  1. UNCATEGORIZED EXPENSE- If you group your invoice by department, you can see any items that fall under the uncategorized expense department:

If you see a line item for this, it means that there were other expenses such as freight that need to be identified. You can either leave it as is, or you can delete it and enter a more detailed expense item to it under the department tab, such as RENT, FREIGHT or ADVERTISING as an example. This is especially important to do if you are posting to QuickBooks or S2k Accounting. There are 2 simple steps to take care of this.

  1. First write down the amount and delete the line item from the SKU side. To do this go into EDIT mode, and click on the line item until it’s all darkened:

Then click the delete key on your keyboard. SAVE your changes.

  1. Then you want to add the expense amount under DEPARTMENT LINE ITEM tab:

Then you can choose from the dropdown either a department or an expense item:

How to Approve Non-Fuel Invoices

To approve non-fuel invoices, simply click on “Approve”
while in the invoice details.

No changes can be made to that invoice once it is approved without unapproving it first.

To Unapprove the invoice, simply click the approve button again and the invoice will unapproved (this is normally only allowed for administrators).

How to Enter a Store Waste Invoice

A store waste invoice is created in S2K when product is broken or expired and inventory for the item needs to be reduced

Click the non-fuel invoices option and select the link for Create New Invoice:

The invoice window will open.

Invoice Header Information

To enter a new invoice tab through the following fields:

(** All fields with exclamation mark () are REQUIRED**)

  1. Supplier
  2. Station ID
  3. Invoice Date
  4. Invoice #

The vendor name for store waste invoices is Inventory Adjustment. Please select Inventory Adjustment as the supplier name from the dropdown:

Next, select the store and invoice date

Then enter the invoice number using the following format: Waste & date.

For this example, we will use Waste 7/1/2014

Since this is an internal invoice, please leave the invoice total $0 for now.

Once the line items have been entered, the invoice total can be updated to match the line total.

NOTE: The remaining header fields are optional, as this is a store waste invoice

Invoice Line Item Information

The next step is to enter the UPC numbers that are included in the waste product

Click in the sku field and enter the first UPC number.

Click in the Quantity field and enter a NEGATIVE amount for how many of the items were wasted. By entering a negative quantity, the system will reduce the overall stock value.

Tab to the next field called Cost. The last cost for the item will populate. If this is the correct cost, then leave the amount as is. If it needs to be updated, then click in the cost field and update the amount here.

Tab through the cost field and the extended cost will update to a negative value. When a negative quantity amount is multiplied against a positive cost, then it results in a negative extended cost, which is correct.

**Only make the quantity negative and leave cost and retail a positive amount. The system can then calculate the reduction correctly.

The next field displays base cost or average cost for the item, followed by retail and extended retail. Again, the extended retail is correctly displayed as a negative figure, because we want to reduce the overall retail total for the item.

Finally, the profit percentage is displayed which is calculated based on the cost and retail for this item. If the profit percentage isn’t accurate, then be sure to check the cost and retail figures to make sure those amounts are correct.

Tab through the line to add the next item. Continue this process until all UPC’s have been entered.

When finished, update the invoice total field to match the line total. The difference field on the invoice should be $0.

Then, click the approve button to save and approve the invoice

Click YES to confirm.

Once saved, the inventory will be reduced for those items based on the date of the store waste invoice.

Close the tab to complete.

How to Enter Lottery Invoice

To create an invoice for an inactive lottery book, click the Create a New Invoice link from the Non-Fuel Invoices menu

Complete the invoice header information

  1. Select Supplier
  2. Select Station
  3. Invoice Date: Select a date at least 3-12 months into the future
  4. Invoice #: Enter the BOOK and GAME # into this field. Ex: 1175-1123712
  5. SKU: Enter the lottery UPC items that apply

Click Save when finished

*The invoice for the inactive lottery book has been created in S2K

To modify the invoice to an active lottery book, open the invoice

  1. Change the invoice date to the date you are activating the lottery book
  2. Include the Activation# after the Book and Game# in the invoice field. Ex: 1175-1123712_5532889278

Click Save when finished

*The invoice for this lottery book is now active

How to Create a Master Template Invoice

To save an invoice as a master template, click the Save As Master button at the top of the invoice

Then, to create an invoice from a template, simply select “Create an invoice from master template” from the Non-Fuel Invoice menu:

Enter invoice number, date and total. Then select the master template you would like to use and click ok

How to Enter a Store Transfer

One method to easily transfer products from one store to another is to use non-fuel invoices:

  • Create one invoice to remove the product from Store A (save as master template)
  • Create a second invoice to receive the product at Store B (create from master template)
  • Use the HH to scan items quickly
  • Ability to manage prices for items at new store via invoice

To transfer products, click the Create a New Invoice link from the Non-Fuel Invoices menu

First, create a credit invoice for the store that is removing the product.

  1. Supplier- Use Inventory Adjustment for Supplier name
  2. Station- Select station that product is moving FROM
  3. Invoice Date- Enter the date the product is leaving the store
  4. Invoice #- Use TRANSFER + Date for invoice number, for example TRANSFER 7/1/14
  5. SKU- List the items that are moving from one store to another
  6. Quantity- The amount should be negative to reduce inventory from store

Then, create a purchase invoice for the store that is receiving the product

As a result, the system will move the inventory for the product from one store to another based on the date of the invoice

The invoices can be created either by using the HH scanner or entering them manually in s2k.

For larger invoices, you can save the initial credit invoice as a master template.

Then use the template to create the purchase invoice for the store receiving the product.

Purchase Orders

How to Enter a Purchase Order Manually

From the Daily Books menu go to Non-Fuel Invoices and choose Purchase Orders:

An optional filter window will appear. You can enter in details to filter your selection of existing purchase orders or you can just click OK for all to appear from newest to oldest:

  1. Click the “+” to expand the list of purchase orders in the system
  2. Use the Edit button to edit existing items
  3. Use the New button to create a new purchase order

To create a new PO:

Click the ‘New’ icon in the toolbar to generate a blank PO to fill out with new information.

  1. Choose vendor
  2. Choose station
  3. Enter PO date
  4. Enter PO #
  5. PO total will auto adjust based on items and costs entered later

Then you can start entering your items in the Item # box along with the QTY and COST (Note: only items that were previously purchased or are flagged to the selected vendor will appear in your dropdown):

You can use the TAB key to go from field to field as needed if you like.

Continue until you have all the items you wish to add to your purchase invoice, then hit SAVE at the top:

You can convert to Non-Fuel invoice by clicking the button (see below).

This will create a nonfuel invoice for the vendor with all the items from the purchase order. You can then find it in the nonfuel invoice list and edit as needed.

Handheld Device

How to Enter Non-Fuel Invoice with Handheld

To create a non-fuel invoice, click the button on the main screen that says “Pur Invoice” (pictured below).

This will bring you to a screen that shows all of the existing invoices on the device, or it will be blank if there are none created yet.

You will also have 3 options to choose from below: New, Edit,
or Delete

  1. To create a new invoice- Tap the new button. An invoice header screen will appear (pictured below).
  2. To edit an existing invoice from the list- Highlight the invoice by tapping on it one time, then tap the edit button.
  3. To delete an invoice from the list- Highlight it, then tap delete.

  1. Verify that the date is correct.
  2. Enter the invoice number.
  3. Tap the vendor button and select the *previously setup* vendor.
  4. Enter the invoice dollar amount.
  5. (Optional) Select the *previously setup* employee who is creating the invoice.
  6. (Optional) Enter the name of who delivered the items.
  7. Enter the check number if the payment term is by check.
  8. Select the method of payment for this invoice.
  9. Field is currently inactive.
  10. Tap view details button to begin scanning items

*Contact S2k support for setup information*

After scanning the item and seeing the information populate, adjust the quantity field by using the keypad on the device.

Verify that the cost and retail are correct for each item.

When you finish the first item, you can immediately scan the next one. If you scan the same item more than one time, a prompt will appear on the screen to manually add a bulk quantity. (pictured below)

Enter the bulk quantity amount in the Add Qty field, then press Done on the screen or the enter key twice on the keypad to dismiss the prompt and return to the item scan list.

As shown in the screen below, the invoice shows you the UPC of each item as well as the quantity, cost, and retail. The arrow to the left of the UPC will show the selected item’s description and department in the bottom section.

When you finish scanning all of the items for the invoice, click the X in the top right corner to close the invoice. It will save automatically.

Now you should see the invoice listed on the screen from before (pictured below). You can edit or delete the invoices here using the buttons at the bottom.

Tap the X in the top right corner to close and return to the main screen.

To bring the invoice into S2k, click the Sync button

Then click the Download data from handheld button.

How to Enter a Purchase Order with Handheld

To order products from a supplier using the handheld scanner, open the s2k application and select Order.

This will bring you to a screen that shows all of the existing orders on the device, or it will be blank if there are none created yet. You will also have 3 options to choose from below. New, Edit,
or Delete (pictured below).

  1. To create a new order- Tap the new button. An invoice header screen will appear (pictured below).
  2. To edit an existing order- Highlight the invoice by tapping on it one time, then tap the edit button.
  3. To delete an order- Highlight it, then tap delete.

  1. Verify that the date is correct.
  2. Enter the order number.
  3. Tap the vendor button and select the *previously setup* vendor.
  4. Enter the order dollar amount.
  5. (Optional) Select the *previously setup* employee who is making the order.
  6. (Optional) Enter the name of who will deliver the items.
  7. Enter the check number if the payment term is by check.
  8. Select the method of payment for this order.
  9. Field is currently inactive.
  10. Tap view details button to begin scanning items.

*Contact S2k support for setup information.

After scanning the item and seeing the information populate, adjust the quantity field by using the keypad on the device.

Verify that the cost and retail are correct for each item.

When you finish the first item, you can immediately scan the next one. If you scan the same item more than one time, a prompt will appear on the screen to manually add a bulk quantity. (Pictured below)

Enter the bulk quantity amount in the Add Qty field, then press the Done button on the screen or the enter key twice on the keypad to dismiss the prompt and return to the item scan list.

As shown in the screen below, the order shows you the UPC of each item as well as the quantity, cost, and retail.

The arrow to the left of the UPC will show the selected item’s description and department in the bottom section.

When you finish scanning all of the items for the invoice, click the X in the top right corner to close the invoice. It will save automatically.

Now you should see the invoice listed on the screen from before (pictured below).

You can edit or delete the invoices here using the buttons at the bottom.

Tap the X in the top right corner to close and return to the main screen.

To bring the invoice into S2k, click the Sync button.

Then click the Download data from handheld button.

How to Connect to WIFI

To connect your handheld scanner to your wireless network:

  1. Click the small flag icon (Start button)
  2. Click Settings


  1. Click the Control Panel option that appears:

  1. From the Control Panel window, scroll down to locate the SCU icon (pictured below). Double click the SCU application to open.

  1. Click the Profile tab (pictured below):

  1. Click the Scan button– A list of local networks will appear.

  1. Scroll through the list of networks: Double-click your network

  1. A window will pop-up prompting you to create a new profile with your network, click Yes.


  1. In the next window enter your Network password then click OK

After you enter your network password and click OK you will be re-direct back to the Summit Client Utility (SCU) window.

  1. Click the Main tab, then select your network in the Active Profile list to activate the WIFI connection on your handheld.


Fuel Invoice Management

How to Enter a Fuel Invoice Manually

There are two simple ways to get to a new fuel invoice template:

  1. Click the “Create a new Fuel Invoice” link, located in the Fuel Invoices bubble and a Fuel Invoice with a blank invoice header will appear.

  1. Go to the Series2K Home Screen. In the Navigation toolbar, under the Quick Launch section, click the “Fuel Invoice” link (pictured below).

When the invoice window opens, click the NEW icon in the toolbar and that will take you to a blank invoice template (pictured below).

Entering new fuel invoice into S2K is simple.  To do this, enter the following information in the screen shown below.

  1. Station # (from drop down menu)
  2. Vendor (from drop down menu)
  3. Invoice #
  4. Invoice Date
  5. Recon Date (Delivery Date) — *It is important for fuel costing to enter this date correctly
  6. Invoice Total

Next, enter in the Net and Gross Qty as well as price per gallon for each fuel grade that is on the invoice.

Add-ons are setup by S2K and should be checked off in the dropdown window in order to be included.

If you see any discrepancies in the add-ons please contact our office.

Once you have checked the boxes, click ‘Close’.

How to View, Edit and Delete a Fuel Invoice

To begin, click the view existing invoices link from the daily book/fuel invoice menu

The search window will open (pictured below)

Select the station and vendor name from the search fields by clicking the box next to the field to activate and then using the dropdown arrows to select the name.

You can search for invoices using from one to all of the search criteria seen above, including Station#, Vendor, Invoice #, Invoice Date, Invoice Total and Date.

If you are trying to view all fuel invoices for a specific date, this is method to use.

Click the OK button to search:

In this example we have expanded one of the “+” so you can view the details without opening the actual invoice.

You can edit basic invoice details by clicking on the EDIT button and changing and then saving.

The SAVE and DELETE buttons do not become ‘live’ until you have made a change and exited the edited field

Fuel Price Notifications from Oil Companies

S2k is able to import the Price Notifications from the Oil Company web site and display this data by grade, terminal and date.

These price notifications are used for calculation of estimated fuel costs and invoices.

This screen is accessed from the main menu in S2k – or from inside the Daily Reconciliation screen:

Or as illustrated below by clicking on Fuel Prices in the Daily Processing and Reconciliation Screen which will display the database set as opposed to the graphical display:

The Fuel Prices Viewer is shown below:

Clicking the Fuel Price Datasheet button will provide an expanded and historical view of fuel pricing

EFT Viewing

To view EFT information, select Daily Books->EFT and Credit Cards. The first two selections from the menu will provide EFT information: Bank Transfer Journal and Bank Transfers

Bank Transfer Journal

The first option is Bank Transfer Journal.

This screen will show a record of bank transfers based on the date range provided.

Adjusting the date range can be accomplished by updating the FROM and TO date selection boxes and click the refresh journal button

To expand the details for a specific vendor, click the + sign next to the vendor name

Bank Transfers

The next selection is for Bank Transfers. Click the link to open the search screen.

Enter the search criteria and click ok to search. The EFT Bank Transfers window will open.

Click the “+” sign next to the date to expand the EFT details

Double click on any transaction from this window to open that specific transaction.

Part 5: Inventory Management Part 2: Counting and Adjusting

Assemblies

How to Add, Modify or Delete

An assembly is setup when 2 items need to be linked together for inventory purposes. This means that if you purchase one barcode, but sell a different barcode, then those 2 items need to be linked together. We refer to this in S2K as a parent child relationship.

The benefit to linking the items is that you can purchase, sell, or inventory either barcode and the system will do the inventory calculations for you.

Example

Parent: 4900002892- Sprite 12pk

Child: 4900000132- Sprite 12oz Can

QTY: 12

To create a new assembly, click on the inventory menu and click the Inventory Manager link from within the inventory menu

Search for the Parent UPC

Change the view on this window to ‘Assembly View’

Then click the + symbol next to the ‘Parent’ UPC. This will expand the assembly field and allow you to assign the ‘Child’ UPC number.

Tab to the Quantity field and enter the number of child items within the parent. The quantity in this example is 12: 12 pack case includes 12 single cans

Then tab to the price ratio field. If the cost ratio is left blank, then the parent cost will be divided equally among the children. If the cost is not equal, then a ratio can be entered to divide cost accordingly.

Ex: Shipper components that do not divide cost equally.

You can use the cost calculation tool provided in the next section to assist with price ratio calculations

Tab through the line to complete.

The Inventory Manager has an auto-save feature, so it saves the data automatically as you enter the information.

To edit an existing assembly, click in any of the assembly fields to update

Then tab through the line to update and save.

If you need to delete an assembly, highlight the assembly line and click the Delete button on your keyboard

A confirmation box will appear, click yes to delete

Then refresh the page to update

Assembled Items’ Cost Calculation and Inventory

When an item is assembled, it takes on the cost of the pieces that make up the parent.

EX: DBL CHEESEBURGER

The DBL CHEESEBURGER is assembled to the SKU for a block of cheese and to a box of beef patties that are purchased. Each time a double cheeseburger is sold, inventory is reduced by 2 for a beef patty and .0125 for a slice of cheese based on the ratio for the qty that makes up the item sold.

In this example, 7 DBL CHEESEBURGER items were sold below:

The parent does not carry ANY inventory, the inventory is always carried on the child units.

So S2K shows 7 sold, then reduces by 7 and splits to the children according to ratio.

And inventory was depleted accordingly:

The cost of the item when sold will also reflect that portion of the child item. By right clicking on the lightbulb you can see the cost history, in this example the cost of the DBL CHEESEBURGER is showing $.93 based on the cost of the children that makes it.

Patty Cost = 2 patties @ $.3988 each = $.80

Cheese Cost = .0125 (2/160th of a brick) x $10.31 = $.13

Total cost = $.93

Cost is from invoice below:

You can see assembled items and their purchased cost under the Inventory Assembly report in REPORTS> Non-Fuel Inventory > Inventory Assembly Report.

NOTE: This report only shows PURCHASED COST for parent and child. It does not reflect average costs for recipe. Currently we do not have any recipe reports to show you how cost and profit is calculating.

Handheld

Handheld: Taking Inventory

To begin an inventory count, start by tapping the Take Inventory button on the main screen of the S2K handheld program.

NOTE: The Take Inventory List will work similarly to the Pur Invoice List screen – this will show all of the inventory counts that currently (prior to syncing to S2K) reside on the handheld.

  1. To create a new list- Tap the new button. A time and date confirmation will appear (pictured below).
  • To edit an existing list- Highlight the list by tapping on it one time, then tap the edit button.

 

  • To delete a list- Highlight it, then tap delete.

 

Verify the date and time on this screen are correct.

If so, tap “Don’t change, date/time is correct”.

Otherwise, adjust the date/time and tap “Change time and save”

The next screen is Take Inv Details. The fields shown on this page are optional.

  1. Location- Where the count is taking place. This is useful for situations where you have the same item in different places throughout the store. For example, a display case or specific cooler.
  1. Count By- Select who is counting the items. Employees can be setup in the S2K back office.
  1. Save & Details- Tap this
    button to begin your inventory count.

When scanning the inventory count ONLY scan the barcode (or enter the UPC) and enter in the total in-stock QTY.

If you notice any discrepancies with the item (cost, retail, description, etc) they will have to be corrected at a later time in the S2k back office.

NOTE: Do not attempt to alter any other item details, they will not carry over into S2K.

When you finish scanning all of the items and entering the quantities, tap the X in the top right corner to save and close the count.

This will bring you back to your list of counts. You may resume one that is already saved by highlighting it, then tapping Edit or you can Delete it. You can also begin another New one from here.

Tap the X in the top right corner to close and return to the main screen.

Downloading Take Inventory into S2K

After you have completed your Take Inventory count using the handheld device you need to Sync the handheld to your back office computer and download your data to S2K.

There are two ways of sending your data from your handheld to S2K depending on the type of handheld you have: Data logic Skorpio x3 OR SC 800 /SC 8300

Download from Handheld: Data logic Skorpio x3

Put the handheld in the cradle make sure it is connected using Windows Mobile Device to verify it says connected.

On the handheld- Without removing the handheld from the cradle select the Sync button located in the main menu option for the handheld:

Click DOWNLOAD DATA FROM HANDHELD to remove the Take Inventory count from the handheld and move it to your S2K database

Once complete you will see ‘Download Success’
below the download option with the time and date stamp, your data is now in S2K.

Download from HandHeld: SC 800 or SC 8300

Put the handheld in the cradle make sure it is connected using Windows Mobile Device to verify it says connected.

Once connected, open the S2K client on your back office computer.

Click the handheld option

Click the Download From HH button

During the sync process, you will notice text begin to scroll in the Client Monitor window. The upload and download buttons will also be grayed out while the action is processing.

You will know the download has completed when the upload and download buttons are no longer grayed out and are accessible again.

Inventory Management

Item Level Inventory

Once Inventory data has been downloaded from the handheld or imported into S2K from a 3rd party, click on Inventory and then click Take Inventory by SKU

Select a Station from the dropdown box and the inventory data will load

Once the Take Inventory data has loaded, information should be checked for accuracy and date. Please spot check the following items:

  1. Category/Department– check for accuracy and fix any items that are ‘not setup’ or ‘unused’. To update the department, right click on the item and select ‘item details’.

To make changes in the item details screen, click the ‘Edit’ button to make changes and then click ‘Save’.

To look at the history of an item for research purposes or to troubleshoot a discrepancy, right click on the item and select ‘View Inventory History’. This will show all activity for the item selected.

  1. Take QTY- Look for any amounts that appear to be irregular or large and click in the field to fix/change the stock number.

Click the Save button when complete.

  1. Take Date- Make sure only 1 date is displayed in this field.

If the take date needs to be adjusted, the use the adjustment tools at the top of the page

  1. Change buttons- Select either ‘Change All’ or ‘Change Selected’
  2. Adjust to Day- Select the desired date from the calendar dropdown via ‘adjust to day’
  3. Adjust- User the ‘Adjust’ tool in the upper right hand corner of the screen to update changes. The new take date will automatically be assigned to each item.

PROCESS THE TOTAL INVENTORY

Once all of the above items have been addressed, the Inventory is ready for processing. There are 2 steps to processing the Take Inventory:

  1. Total Inventory Taken For:  Check the box next to each department that is a FULL department inventory. The system is designed to zero out any stock levels for items that are not included in the take, if the department box is checked. This is also referred to as ‘resetting’ the department.

  1. Calc Stock Difference Now – Click on the Calc Stock Difference Now button to process the inventory and view the adjustment/shrink.

  1. Preview– A print preview will display, which allows you to check data before final Take Inventory Invoice is created.

(In reference to the picture above) This print preview is designed to show the difference between the current stock level in the system and what was counted in the Take Inventory.

Additionally, the overall value of what was counted in the Take Inventory is shown.

The system values this difference both in QTY and cost. The columns are as follows:

  1. Item #- UPC
  1. Description– Item description in S2K
  1. Last INV– This is the last invoice date for the item
  1. Take Date- date assigned as take date on previous screen
  1. # In Stock– The current stock value in S2K prior to processing ‘Take Inventory
  1. Take QTY- Stock value that was provided on previous screen for item
  1. #Diff- The difference between the # In Stock and Take QTY
  1. Cost- The current cost for the individual item
  1. $ Total Diff- The dollar value of the difference at cost
  1. $ Total Taken- The dollar value of the Take QTY column at cost

To Process the Inventory, the final step is to Create Invoice. Click the ‘Create Invoice‘ button

The system will show a job submission record at the bottom of the page

When finished, the preview window will disappear and bring you back to the take inventory page. Click the refresh button at the top of the page to update

The completed inventory invoice can now be found in the ‘Take Inventory Invoices‘ tab, shown below.

To open the invoice, double click on the invoice in the listing

To delete or re-process an existing Take Inventory Invoice, click the box next to the desired inventory date and click either ‘Delete selected invoice(s)‘ OR ‘Recreate selected Invoice(s)‘.

To view past invoices, the ‘From Date‘ may need to be adjusted from the default. To change the date, select from the calendar in the dropdown box (pictured below).

To view just a single department’s Take Inventory Invoices, check the box next to ‘Contains Department‘ and select the desired department.

Transaction Level Inventory

Purpose of Using Transactional Level Data: By using transaction level data from the pos to reconcile inventory, the Series2K system is able to show more accurate inventory results.

Benefits of Transaction Level

  • Allows for more accurate inventory results
  • Users do not have to back date the sales date for inventory
  • Users do not have to add back in sales prior to counting manually

Once Inventory data has been downloaded into S2K, click on Inventory, then Take Inventory by SKU

Select station from dropdown box and inventory data will load

Once the take inventory data has loaded, information should be checked for accuracy and date. Please spot check the following items:

  1. Category/Department- check for accuracy and fix any items that are ‘not setup’ or ‘unused’. To update the department, right click on the item and select ‘item details’.

To make changes in the item details screen, click the ‘Edit’ button to make changes and then click ‘Save’.

To look at the history of an item for research purposes, right click on the item and select ‘View Inventory History’. This will show all activity for the item selected.

  1. # In Stock– Look for any amounts that appear to be irregular or large and click in the field to fix/change the stock number.

Click the Save button when complete

  1. Adjust Button- Does NOT apply when using Realtime Inventory. Do NOT adjust the Sales Date.

Once all of the above items have been addressed, the Inventory is ready for processing. Here is an overview of the transaction level inventory features:

  • The sales date is the business day when the take inventory was scanned
  • The take time is the time the item was scanned during the take inventory
  • Sales After Taken shows the number of items sold between the take inventory scan time and the end of the business day. You can click to drill down and see the Realtime list of these sales
  • Click here if you would like to ignore the Realtime inventory function
  • If you load your inventory file before the close of day on the sales day, then click here to recalc the sold after taken so figures can update

There are 2 steps to processing the Take Inventory:

  1. Total Inventory Taken For: Check the box next to each department that is a FULL department inventory. The system is designed to zero out any stock levels for items that are not included in the take, if the department box is checked.

  1. Click on the ‘Calc Stock Difference Now’ to complete the processing.

  1. A print preview will display, which allows you to check data before final ‘Take Inventory Invoice’ is created. This print preview is designed to show the difference between the current stock level in the system and what was counted in the Take Inventory. Additionally, the overall value of what was counted in the Take Inventory is shown. The system values this difference both in qty and cost.

The columns are as follows:

  1. Item #- UPC
  2. Description- Item description in S2K
  3. Last Inv- This is the last invoice date for the item
  4. Take Date- date assigned as take date on previous screen
  5. # In Stock- The current stock value in S2K prior to processing ‘Take Inventory’
  6. Take Qty- Stock value that was provided on previous screen for item
  7. #Diff- The difference between the # In Stock and Take Qty
  8. Cost- The current cost for the individual item
  9. $ Total Diff- The dollar value of the difference at cost
  10. $ Total Taken- The dollar value of the Take Qty column at cost
  1. Close the preview and wait for end of day to load into s2k.

  1. After the End of Day has been loaded in S2K- the final step is to ‘Create Invoice’ from the Calc Stock Diff preview.

Click the ‘Create Invoice’ button and the system will upload the inventory and create a ‘Take Inventory Invoice’.

  1. Click the refresh button to update the page

  1. All Take Inventory Invoices can be found in the ‘Take Inventory Invoices’ tab

To open the invoice, double click on the invoice in the listing

To delete or re-process an existing Take Inventory Invoice, click the box next to the desired inventory date and click either ‘Delete selected invoice(s)’ OR ‘Recreate selected Invoice(s)’.

  1. To view past invoices, the ‘From Date’ may need to be adjusted from the default. To change the date, select from the calendar in the dropdown box

  1. To view just a single department’s Take Inventory Invoices, check the box next to ‘Contains Department’ and select the desired department.

Department level inventory

As directed in the screen below, click the Inventory button to be directed to the Inventory Management bubble where you will find the Take Inventory by Department
link.

You will then be directed to the screen pictured below.

Step 1: CHOOSE STATION

Step 2:
CHECKMARK ALL DEPTS YOU ARE ENTERING INDIVIDUALLY

Step 3: ENTER $ AMT AT RETAIL FOR EACH DEPT

Step 4: ENTER DATE OF INVENTORY: The date entered must be the CLOSING DAY FIGURE. Adjustment will be made on that day to end at the #s entered.

Step 5:
SAVE CHANGES

Step 6:
CALCULATE STOCK DIFFERENCE

A preview screen will show you the adjustments (pictured below). You can review and print from here.

If it looks accurate click on “CREATE INVOICE” and wait until completed. If changes need to be made, please click Cancel from this window and edit the previous screen.

When finished, the preview window will disappear and bring you back to the take inventory page. Click the refresh button at the top of the page to update

The completed inventory invoice can now be found in the ‘Take Inventory Invoices‘ tab, shown below.

To open the invoice, double click on the invoice in the listing

To delete or re-process an existing Take Inventory Invoice, click the box next to the desired inventory date and click either ‘Delete selected invoice(s)‘ OR ‘Recreate selected Invoice(s)‘.

To view past invoices, the ‘From Date‘ may need to be adjusted from the default. To change the date, select from the calendar in the dropdown box (pictured below).

To view just a single department’s Take Inventory Invoices, check the box next to ‘Contains Department‘ and select the desired department.

MARKUPS AND DOWNS, WRITE OFFS, INVENTORY ADJUSTMENTS FOR DEPT LEVEL INVENTORY:

To make manual adjustments to either COST or RETAIL level inventory in S2K (at dept level) you simply create a NONFUEL INVOICE using the vendor INVENTORY ADJUSTMENT:

  1. Go to Daily Books menu
  2. Select NON FUEL INVOICE tab
  3. Choose “Create New Invoice”

OR click on the non-fuel invoice button from daily reconciliation window.

Enter the following information on the invoice:

Select vendor “Inventory Adjustment”

Enter Station#

Date for adjustment

Invoice # – enter something unique EX “011411damage” (date and detail)

Invoice total- no need to enter any $ for total invoice

THEN CLICK ON THE DEPARTMENT TAB to enter the dept with cost and retail adjustment.

Enter a positive number to increase and negative to decrease.

NOTE: YOU MUST HAVE AT LEAST A $.01 in Cost and Retail column, you cannot have a $0. So if you are only adjusting cost, enter $.01 in retail section.

Department Inventory Report

To view the Department Inventory Report: Go to Report List>Non Fuel Inventory Reports> Department Inventory Report

This is the report to see your opening, sales, purchases, adjustments and closing figures for the time period entered. Choose either COST or RETAIL inventory report

DONT FORGET TO ENTER YOUR TAKE INV BY DEPT INTO S2K REGULARLY FOR MOST ACCURATE RESULTS!

You can also enter all purchases at DEPARTMENT level rather than item level to make invoice entry much faster.

3rd Party Audit Information

Pricebook Report for Audit

In the Report List section located in the Home navigation toolbar, click Product Export for Audit Report avaliable in the Non-Fuel Inventory section, as shown in the picture below.

The report criteria will display

  1. Select a station
  2. Click View Report button

When the report pops-up is the Export icon to excel and save the file to your computer.

Save the file to your PC

Then, open the saved file on your computer and click Save As. Change the file type to CSV and save. Then just email this report to the inventory company.

Import Take Inventory Data from 3rd Party

This feature allows you to import a take inventory file from a 3rd party inventory company. Once you import it you can process the take inventory like you normally would in S2k as if you used your own handheld.

3rd Party Company Inventory/Audit Files must be formatted as per the following specs:

  • Must be submitted in CSV format
  • Contain only the following two columns:
    • UPC#
    • Audit count

UPC# formatting

  • Items must be submitted in UPC-a format
  • The check digit is not required
  • If you have any UPC-e items, the 3rd Party Audit Company must convert them to UPC-a format.

To import a 3rd party file go to INVENTORY > Import Take Inventory Data:

The import window will open

  1. Enter station for the inventor count
  2. Enter the take inventory date
  3. Click on the “…” and choose the .csv file from your local PC

Then you can open the info you imported just like you would from the handheld, under INVENTORY > Take inventory by SKU… choose the station and process as you normally would.

Critical Inventory

If you count important groups of items each day, like Premium vs Generic cigarettes or Lottery tickets, you can use the Critical Inventory module

  1. Go to Group Level Critical Inventory Setup:

  1. Select the department or sub category that needs to be tracked

  1. Input Critical Inventory by going to Daily Reconciliation:

  1. Then, click the Critical Inventory button at the top of the page

  1. Enter Critical Inventory count By EOD for each group:

  1. To view the report For Critical Inventory:

Sample report is shown below:

Inventory Troubleshooting

It’s common to have some discrepancies with items when taking inventory. We have listed some basic troubleshooting steps below, when an inventory discrepancy occurs at item level:

  1. Open the Take Inventory invoice and first determine which dept(s) are having an issue.

  1. Then, expand the dept and identify which items are causing the discrepancy- and note the sku number(s)

  1. Then, open the Inventory History module to research

Search for the UPC & station

This will open the history of the item to research and determine issue

Possible causes of issues:

  • Are you missing sales for an item?
  • Are you missing purchases for an item?
  • Do you purchase one sku, but sell under another sku and the 2 need to be assembled/linked?
  • Was the last audit count correct?
  • Are the items being counted in the same way/pack size they were received in?
  • Is there a trend of items that appear to be continually missing? Potential for theft.

An inventory grand total has a lot to factor-in. If you’re only looking at that number, and you’re not breaking down to areas contributing to that value then you are going to continually see a large variance from inventory count to another.

If you have an O/S problem then you need to utilize the information you have collected to find out why.

Only then will you know what needs to be fixed.

Inventory Reports

When you are taking item level or transaction level inventory, there are some important Inventory Reports to view in S2K:

  • Take Inventory History
  • Inventory History by SKU
  • SKU Inventory Movement

The reports can be found in the report list of S2K

Take Inventory History Report

This report is accessible after the Inventory has been processed and the Take Inventory Invoice has been created. It shows the calculated stock difference and the associated values at cost for each inventory complete during the time frame selected. The report selections are Station, Start/End Date and Department(s).

Inventory History by SKU

Also known as a ‘stock on hand’ report, this report is based on an end date provided by the user and shows current stock levels, stock value (cost and retail) and Profitability % for items. The selections for this report are End Date, Department(s) and Station


SKU Inventory Movement

Track the movement of items within the date range selected. The report selections include Start/End Date, Station, Department(s), and if you’d like to see the inventory data in Dollars or Quantity.

Stock Level Analysis

From the Main Home Screen page you can access the Stock Level Section. This will show you an Inventory analysis page. The page guides you through Departments and various parts of their inventory information. Click on the Stock Level button on the Quick Launch section of the Main Navigation Toolbar.

Once it opens you can see a colorful chart of departments as well as the departments listed below it. Double click a department to view more information about it.

  1. Department: Listed departments for items
  2. Stock Value: Value of known stock on hand
  3. Retail Value: Retail Value of known stock on hand
  4. Profit %: Profit percentage of each department
  5. Percent of Total: The percent of total each department makes up for inventory.

When the next page opens choose which station you would like to view.

NOTE: You will see this show up if you have multiple sites to choose from. If you are a one site database you will go straight to the department information*

Now you can view the items in the department and also station you selected.

  1. Station ID Number: Station name and ID number
  2. Department: Department the item is in
  3. Item Number: UPC of the item
  4. Description: Description of the item
  5. Stock Value: Known value of stock on hand
  6. Qty On Hand: Known Qty on hand
  7. Retail Value: Retail Value of known stock on hand
  8. Profit Percentage: Percentage each item makes up for the department
  9. Percent of Total: Percent of the total for the department the item makes up

If you would like even more information on an item, you can right click on it and choose one of the 3 options that pops up. Your options are View Item Details, View Inventory History, and Change Price.

Let’s click on View Item Details First. Once this page opens you are now in a page called Inventory Item.

This gives you information about the item that can be edited as needed.

Select Edit to make changes to the open lines.

If you make changes, make sure to click into another box and then select save.

Next go back to the Inventory Analysis tab and right click your item again. Now select View Inventory History. The page that opens is the Inventory History of the item.

  1. Description: Item UPC number and Name
  2. Date: Sorted with most recent action at the top
  3. Cost: Currently known cost information
  4. Quantity: How many were sold or brought in depending on the action being taken
  5. # In Stock: How many of an item is currently known in stock
  6. Weighted Cost: Average cost
  7. Entity Ref.: Action done. (ex: Sales, TI, Waste, Vendor Name if an invoice)
  8. Other Ref.: Invoice number if available

Next go back to the Inventory Analysis tab and right click your item again.

Now select Change Price. The pricebook page for the item will open and allow you to make a change or view the retail price.

Save if any changes are made.

(See Pricebook In the Manual for a how to on making price changes)

  1. Item Number: UPC or PLU number the item is known by
  2. Description: Name of the item
  3. S2K Dept: Department the item is set up in
  4. Station Number: This shows the station number and the retail price for that station

Suggested Replenishment

Suggested replenishment is the computer assisted ordering tool that allows you to create purchase orders for replenishing inventory sold

  • The system looks at your sales and quantity on hand to help you figure out what to order
  • S2K lists only items you buy from the vendor selected.
  • It also looks at case pack size, so that you order the minimum quantity. For Example, you cannot order only 6 qty of a product that come in 12 packs.
  • S2K also gives you the option of using your qty on hand so you do not over stock your store. You can choose to ignore that stock as well. You can edit as needed, then produce the PO based on your edits.

This tool is accessible from the Daily Books menu:

The window will open for you to enter search criteria

To generate the suggested order follow these basic steps:

  1. Choose station
  2. Choose department (optional otherwise all for vendor will list)
  3. Choose vendor
  4. Choose date range that you wish to analyze sales for (this will default to the last 30 days so only edit if you want to go back farther)
  5. Enter the order date (this is the PO date that will be generated)
  6. Click refresh to see your results

Some other settings:

  1. Refresh– This will update the suggested replenishment quantities based on changes made to the Product Detail of an item.
  2. When you make changes to Order Qty, Case Pack or Order Cost, you need to Click SAVE
  3. You can print, email or export to Excel
  4. Hide Never Sold– this setting is to show items never sold from this vendor but purchased so you can manually add to the PO as needed
  5. Qty On Hand for Calc– if you click to unselect this option, the calculation will not use your current on hand to determine order qty. NOTE: if you are in negative inventory the system ignores the on hand #
  6. The system by default looks at the last 60 days for purchases. If you have purchased from this vendor greater than 60 days ago, then increase this # as needed.
  7. PO#- allows you to enter a PO # that will be used when generating the PO in S2K.
  8. This is the last step of the whole process, click generate PO when satisfied with the order.

Dept, Item#, Description – Basic info on the items

NOTE: the SKUs displayed are based on sellable unit NOT case SKU as it is based on sales.

Qty On Hand – this is what you show in inventory as of the order date

Sales Since Purchase – this tells you how many you have sold since the last time you purchased the item for this vendor

Qty – This is the qty needed to replenish sales since purchase minus any on hand (note: if you are in negative inventory that on hand # is ignored)

Order Qty – This is what the system computed for the order, GREEN FIELDS CAN BE EDITED AS NEEDED.

Case Pack – This is the min # of units that have to be ordered as they come in a case.

Ways to edit the case pack:

  1. Edit on the screen for this PO only: just click in the field and edit, S2K will auto adjust the order qty accordingly, this change will only affect this replenishment:

  1. If you want to change or setup the case pack for this and future orders, right click on the item and choose the “Item Details” option:

  1. The item details window will open. Click the edit button to update information

  1. Click the save button when finished

5- Close the Item Details tab to return to the Suggested Replenishment window.

You will need to refresh the Suggested Replenishment screen in order to see the updated case pack if you make changes using this method.

The order qty will automatically update to reflect the new suggested order amount based on the new case pack size.

NOTE: To change the default case pack you must go into item details by right clicking on the item. If there is NO case pack setting in either place, then the case pack will be 0 and just use the # of units sold to calculate amount to purchase.

Order Cost – Cost per unit. Based on last cost. GREEN FIELDS CAN BE EDITED AND SAVED.

Extended – Total cost. #units ordered times per unit cost.

Last Purchase # – the qty that was ordered on that last invoice. This is a great guide in figuring out case pack if you are unsure.

Last Vendor – tells you which vendor you bought this item from last time

Last Purchased On – the date of last purchase for the item

Last Cost – last cost from last invoice.

Make any changes as needed, save and refresh when done. If you are ready to create a PO, then last step is to click the CREATE PO button.

The purchase order can be found under Non-Fuel Invoices…Purchase Orders.

You can also email the PO to your vendor by clicking EMAIL at the top of your screen. (Setup required by S2K tech)

Fix Not Setup UPC Codes

You may have items in S2K that are not setup and need a description and/or department assigned. The Fix Not Setup UPC Codes tool will search the web for descriptions and help you complete the item setup.

To begin, select the tool from the Inventory->Maintenance Tools menu

The window will open where you can select the department for items that need setup and then click the Search Descriptions and Departments button

This will search the web to display descriptions for items in S2K. The number next to the description name indicates how many descriptions the system was able to locate.

Click the dropdown to select the name you prefer

If you need to assign or change the department, click on the Department drop down to get an idea of where other users have placed the items

Click OK to save that choice.

Merge Tool

Customers and Vendors can be combined in S2k, if duplicated (ex: fritolay to Frito-Lay). The merge tool can be found in the Inventory menu

DO NOT USE THESE TOOLS UNLESS YOU ARE 100% CONFIDENT IN WHAT YOU ARE DOING. THIS WILL PERMANENTLY CHANGE SALES AND OTHER DATA WHICH CANNOT BE REVERSED.

Click on the desired Merge tool and the window below will come up.

  1. Select the incorrect item or name
  2. Select the correct item or name
  3. Click Add to Merge button to build the list
  4. List of data to be merged will display
  5. Click Merge button to complete the merging of data

DO NOT USE THESE TOOLS UNLESS YOU ARE 100% CONFIDENT IN WHAT YOU ARE DOING. THIS WILL PERMANENTLY CHANGE SALES AND OTHER DATA WHICH CANNOT BE REVERSED.

Online Forms

Multiple End of Day Form

http://www.formstack.com/forms/?1195049-oeV3Oyoq8P

S2K University Sign Up Form

http://www.formstack.com/forms/?1545538-ivtE4zcyOJ

What to Expect

Setup

  1. Client to e-mail completed Debit Authorization Form. Once received, S2k will process debit for the invoice amount.
  1. Client to complete New Client Form for each station. S2k must have these forms prior to Step 3.
  1. S2k will build PC’s, if ordered, and prepare and ship all hardware to client. S2k will e-mail client with tracking numbers on shipment.
  1. If existing PC’s are being used, the following are the PC requirements:
    1. Min 2 G RAM
    2. XP, Vista, Windows 7 or Windows 8 (Verifone standard Ruby can only operate on 32bit Win8 due to 3rd party & Verifone software)
    3. High speed internet
    4. Minimum requirements for internet speed are 2.0 mbps download and 1.0 mbps upload, and the ping needs to be below 150.

Requirements for Computers Connected to the Register/POS…(In addition to above)

NUCLEUS, PASSPORT:

  1. Additional Network (NIC) card for connection to the Nucleus
  2. Cat5 cable needed to connect PC to POS/POS router

RUBY STANDARD:

  1. 9-pin Serial port to connect to Ruby
  2. Null Modem adapter (must be provided by Verifone as it is specially wired, we do sell them if your tech does not have one for you) plugs into Serial port on PC and then network (Cat5) cable runs to the PC.

RUBY SAPPHIRE:

  1. Need an additional Network (NIC) Card and Cat5 cable to connect to Sapphire.
  2. Sapphire Management Suite (SMS) must be installed on the back office PC.

VERIFONE COMMANDER:

  1. Nothing additional is needed, just a Back Office PC with high speed internet and standard internet router. Verifone technician will establish all connections.

COMDATA:

  1. Nothing additional is needed, just a Back Office PC with high speed internet and standard internet router. Comdata technician will establish all connections.

RADIANT:

  1. Nothing additional is needed, just a Back Office PC with high speed internet and standard internet router. Comdata technician will establish all connections.

    NOTE: S2k cannot poll data if PC is logged off or hibernating. Please make sure PC is connect and always running.

  2. The back office PC needs to be physically connected to the following POS types:
    1. Nucleus
    2. Ruby/Sapphire/Topaz
    3. Passport

  3. Email or call us at 623-266-3600 to schedule installation where we will install necessary programs, check POS connections, start setup, and push and pull data.
  1. You will receive confirmation from S2k that setup is complete or if there are issues that need to be addressed.

Training

We suggest that you schedule group training or let S2k “train the trainer” where we train a main staff member who can then train managers and other staff members who will be using S2k. During training, it is a good idea to take detailed notes that can be referred to at a later date. All training is done remotely. We log on to your PC, call you, show you how to do tasks, watch you do it and then let you do it on your own.

  • Sessions are 1-2 hours.
  • Make sure to schedule your next training at the end of each training session.
  • Write down any questions you have so that you can ask them during the next session.
  • Please tell your entire staff about these training tips.

At the end of each training session, we will email the owner a training session evaluation form letting him know who was trained and on what and how it went.

The initial training for s2k is 2 sessions, each 1.5 hours in length. Additional training sessions are scheduled at the completion of the initial two sessions, as needed:

Day 1

Navigation

Support Portal

Adding a Supplier

Non Fuel Invoice & EDI- Review and Create New

Price Changes- Enter New Item, Single Item Price Change, Batch Price Change

Day 2

Daily Books

Realtime (if applicable)

Fuel Invoices

Handheld (if applicable)

Inventory Manager

Barcode Print

Promotions Review

Additional Sessions:

Handheld- if not available during the 1st two sessions

Fuel Invoices- if not ready during initial training

Promotions- if wanting a separate session when site runs many promotions

Inventory- if module is purchased

PC Requirements

Our requirements are very minimal to run s2k.

Operating System:

We are compatible with any version of Windows from Windows XP to Windows 10

64 and 32 bit are both ok with a passport register

CPU:

S2K will run on a processor with 1.2 Ghz, but we recommend at least 2 Ghz for a smoother experience.

Dual core or core 2 duo is recommended but will run fine on single core as well.

RAM:

We recommend at least 4 GB. More is better depending on how many applications will be run on the PC simultaneously

Hard Drive:

Any modern PC will have more than enough hard drive space to run S2K

BOPC Computers (connected to POS):

Second network adapter needed on computer for POS connection

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