Professional Systems - guide lines

How to set up your stock

The importance of stock management.

A large number of retailers set up their stock without much thought to how they intend to run their store.

Applying some thought to how you wish to run the store, and then setting up your stock, can save a lot of trouble further down the track.

Ask yourself the following questions.

  • Do you intend to run storewide, or section-specific, sales?
  • How do you want to organise your stocktake?
  • Do you want to arrange non-barcoded stock on the POS system's buttons? Or type in the code?
  • Do you wish to run a "just-in-time" inventory control?
  • Do you need to build packages from multiple stock items?

Lets look at store sales

If you only, ever, intend to run storewide sales then you only need to ask if the software supports them. And that it does so based on the dates you want the sale to be active between.

If you want to arrange sales for sections of the store then you need to be able to divide the store into the required sections. That means that you need to be able to define stock items as belonging to the required sections (lines, categories, etc).

Professionals Retail Business allows you to create both stock lines (the highest level) and stock groups. Sales apply to the groups and can be activated on the date the sale is due to start.


There is no need to have multiple groups in any stock line. But you can if you think it is required.

In that case you need to activate a sale for each group if the sale applies to the full stock line.

Let's look at stock take.

This can be a laborious, and time consuming, task. Does your stock management system allow you to break it into smaller, more manageable, components?

Of course it depends on the number of stock items you have. Professional Retail Business allows you to create an "off-line" stock take file that can be broken into stock lines.

The result is that you can update the stock levels while still operating the shop. Just close off the areas being updated. Or do them at night.


To do this you need to create stock lines. Each line should represent an area of the shop floor that will allow you to do a complete stock take without the need to "jump around" all over the place.

Lets look at non-barcoded stock

Not all items can be barcoded. In particular such things as vegetables, fruit, ice creams, cold and hot drinks.

In that case you need to be able to identify the item on the POS quickly. One, possible, solution is to use a short code that is easy to remember. This isn't feasible if you have a large number of such items.

In that case it is better to use POS buttons that allow rapid identification.

Professionals Retail Business allows you to do this by linking the required items to selected menu buttons.

If you are going to use pictures on the buttons the number of buttons you can use is quite a bit less than if you don't.


It can be difficult to recognise the distinction between, for example, different varieties of apples. The Professional Series places the description on the button as well.

Let's look at just in time inventory

Running just in time inventory management can save on cash flow because you only stock what you need.

You must set minimal levels for each stock item and that those stock items are linked to the required supplier.

Doing that allows the software to build the required orders. The Professional Series also provides the facilitiy to include the supplier's own stock code. If it differs from the retail stock code.

Now packages

Many stores assemble sales items for sale. For example computers, bikes, stereo systems. And those items, in turn, consist of items in the inventory.

In cases like that you need a mechanism to draw down the stock of the items that make up the package. As well as the package levels themselves.

The Professionals Retail Business provides this option. In addition it enables the cost of the package to be calculated as new items are added. The result is a package with a retail price that you can be sure covers the cost of the item.

To purchase Retail Business.