Consignment

BCSS is structured in levels so most shops can save on start-up costs and upgrade to more features as computer skills and business develop.

Intro: Buy Outright, Consignment, Client Records & Agreements, Price/Address Labels, Sales, Settlements, Checks & Reports

Deluxe: Inventory Management, Auto Discounting of Unsold Items, Barcodes, QuickBooks Export, Layaways, Rentals - Supports Cash Drawer/Receipt Printer

Diamond: Buyer and Employee Records, Mall Rental, Networking, Police Reporting, Retail, Rewards Program, Thermal Price Labels, Wish Lists

Virtual: Clients can add inventory and view account information online. QuickBooks Integration


Quick Start

Easy Steps: Client > Inventory > Labels > Checkout > Settlement (Video Overview)

If you would like for the program to generate correct values and work with existing hardware, please refer to Program Setup. BCSS needs to know things like client %, sales tax rates and printers to use.

1. Create a Client Record

  1. Press F2 to open the new-client page. (A client record must exist before inventory can be entered.)
  2. Enter as much information as desired. The program only needs a Client ID and name.
  3. Part or all of the last name (and initials if necessary) can be used for the Client ID (to make sorting of client records logical and to make ownership of inventory items easy to determine when viewing price labels and reports). Any combination of letters/numbers can be used for the Client ID. (Hyphens in the Client ID should be avoided and IDs should be short.)
  4. Check whether to send mailings and/or sales reports. These settings and many others may be used later to generate specific lists for address labels, reports, etc.
  5. Set a different Client % if applicable (in decimal form, .4 = 40%, 1 = 100%) and use the drop-down box to choose how to dispose of unsold items (donate, destroy, return, transfer to Transfer Account (shop) ownership). (If police reporting is activated, look for that option on the Details tab.)
  6. Any 'string of characters' may be entered as 'User Text' to uniquely identify (and later find and group) clients. Spaces are ok but commas and apostrophes will be removed by BCSS. For example, enter 'best' in the User-Text field for your 'best Clients'. Later on create a Report and use 'best' as the 'search word' or 'report filter'. Only one 'string of characters' may be used per Client Record.

  7. User Date: Enter a date in the Client Record and use the date in the same way to tag (flag, mark) buyers' records. For example, if you want to contact 6 people on 8/7/2009, enter that date in the User-Date field in each clients' record then create a report on or before that date using 8/7/2009 in the user-date search
  8. 'Requested Space' relates to Mall Floor Space Rental (If police reporting is activated, look for that option on the Details tab.)
  9. A Consignment Agreement may be printed.
  10. Click Save/Exit to save the new record and close the screen.

  11. If entering more than one client, press F2 or press 'Save and Continue' to save the current entry and open a new record.

Account History

Select a client in the Clients Work Area table and click on Account History:

This can be a very large report for a client with a lot of activity. Please allow your computer to compile this report. The length of time needed will be determined by the computing power of the computer and the amount of data to be crunched.

Account History shows every piece of the client's data used to compute the current account balance.

Current Items is Account History without settled items.

2. Add Inventory

To add one inventory item for a client already in the system, select the client in the Clients Work Area and click on New Item (lower-left menu), or press F3.

To add more than one item for a new client, on the new-client screen, use 'Save/Enter Consignments. For an existing client, select the record and click on Batch Consignment (lower-left menu).

Either way, the batch-enter screen will open populated with sequential Item IDs, the default category (if designated in Program Setup), quantity of 1, sequential barcodes, Date In and Client %. (All can be changed except barcodes.)

  1. Enter up to 20 characters for a Description. (limited to fit on small price labels and in report columns)
  2. Press Enter.
  3. If the category is correct, press Enter.
  4. If no category is to be assigned, press Enter.
  5. To select a category, press the first letter of the name of the category and use the down arrow or mouse to select the category and press Enter.
  6. Enter up to 100 characters in Details for additional information about the item. (generally not used)
  7. Enter a price and press Enter.
  8. Location is often used to know where an item is located. (generally not used)
  9. The barcode should not be changed.
  10. The Date In and Client % can be changed.
  11. A path to a picture of the item can be typed in, as well as notes.
  12. If Label 'Quantity = Item Quantity' is checked, the number of labels printed for each item will match the number for quantity.
  13. If sheet labels are to be printed select one of the options:

  14. If thermal labels are to be printed select Thermal.
  15. If labels are to be printed later or never, use Save to save entries and close the screen.
  16. The Consignment Agreement can also be printed from this screen, or later.

Please do not open other screens before closing this screen. Save this screen to close it then open other screens.


For the remainder of the consignment process, please refer to sections for labels, sales and reports.


The Consignment Agreement

Disposal Code appears on the Consignment Agreement.

Print Agreement and Inventory List Press 'Print Agreement and Item List' on the Batch-Enter window (after entering items) to print the Consignment Agreement and a list of the items added. Choosing to print the Agreement at any other time will print the entire inventory for all clients.

Two generic Consignment Agreements are included in BCSS. The 1st is for 1st-time clients and prints on a full sheet of paper. The 2nd is a shorter version for repeat clients. Two copies are printed on 1 sheet of paper.

When either is printed, BCSS auto-enters the shop's information (that was entered in Program Setup) and the Client's information (from the Client's record).

The 'body' of the 1st Agreement contains sample shop terms and agreements which may be changed.

The 2nd Agreement is a short form for recording any changed information (like new address, new phone number) and the number of new items consigned. It too may be edited.


Editing the Consignment Agreement

On the Main Menu, click on Utilities and select Edit Client Agreement:

Make deletions, additions, changes and click Save and Exit when finished. Restart BCSS. The changes will appear when the next agreement is printed.

Copy/Paste text into the Agreement Editor.

Note that any line in the Agreement should not be longer than (approximately) 120 characters. Lines longer than that will exceed the right margin of the printed page.

Note: The Agreement should be edited within BCSS. Writing the Agreement in Notepad, WordPad or any text editor and pasting into the BCSS Editor will lose the hard line breaks at the end of each line (created by pressing Enter at the end of each line).

The maximum number of lines that can be entered is 35.

The Agreement may be changed at any time. Past versions of the Agreement are not saved (but the content may be pasted into another document and saved).


Printing the Consignment Agreement

In the Clients Work Area, RIGHT-click on a Client Record and select 'Agreement 1st' or 'Agreement 2nd' or, for the first Agreement only, select the Client and Press 'Print Agreement' on the right.

A Print-Preview Screen will display the agreement with shop and Client information pre-filled.

Preview the Agreement and press the printer icon to print.


Windows Print Setup

The next screen to appear is the Windows Print Setup screen. (It should not be necessary to change settings under 'Setup' on this screen, except to assure that Orientation is 'Portrait'.)

The settings should be:

  • Name: The correct printer name should appear here.
  • Size: Letter (A4 in New Zealand)
  • Page range: Current page (or All)
  • Orientation: Portrait (Never 'As Preview')
  • Number of copies: Change '1' to '2' to print 2 copies.

When settings are correct, press OK to start printing.


Balance Credit

Balance Credit reduces the Client Account Balance without affecting Store Credit.

To edit Balance Credit:

  1. Double click on a Client Record to open the edit screen.

  2. Click on the Account Status tab.

  3. Click in the Balance-Credit Field and enter the amount of the adjustment.

  4. Click OK to save the change and exit, or click Save and Continue to save the change and continue editing the Record.
  5. To view the Store Credit, with the same Client still selected in the Client Work-Area Table, click on Account History (on the right)

    or look below in the Details Area:


Batch Inventory Entry - Enter multiple Inventory Items for one Client.

Once the batch-enter screen has been opened, please do not minimize it or switch to another screen (to process a sale, for example). Instead, finish making entries (and printing price labels if desired), and close the batch-enter screen.

Select Clients from the Work-Areas Menu:

Select a client from the Table.

Select 'Batch Buy Outright' or 'Batch Consignment' from the Clients Menu:

The next available item numbers for the selected Client are listed.

To add an item, click on the blank Description cell for the first item number in the first row.

Add the Description for the New Item (up to 20 characters) then press Enter.

Accept the default category or press the first letter of the desired category then use the mouse or down arrow to select the category and press Enter.

If the Details field is present, enter up to 100 characters about the item.

For buy outright enter the Selling Price or leave blank. For consignment enter the selling price. (must be entered for price to appear on labels)

Change quantity if necessary.

Location usually refers to a location in the store. Ignore if not used.

Do NOT change the barcode number (to avoid duplicates).

Change the Date In if applicable.

Check if the item is a rental.

If applicable enter the path to an image for the item like C:\Images\sofa211.jpg (for an image stored on the computer) or http://www.myserver.com/images/sofa211.jpg (for an image stored online). If a path has been entered in Program Setup (Inventory) in the field named 'Default Picture File Location', that path will be pre entered in the image field on the Batch Enter Screen.

Enter notes if needed.

Change the Client % if appropriate.

User-Defined Groups

The are 4 columns for User-Defined Groups. If they are not being used they won't appear on the batch-enter scree. Click on 'None' to select from drop-down menus but note that selections may not be made if the category chosen has not been associated with Groups.

Repeat for each new item.

A box has been added for entering the number of the last row to be printed. Type in the number of the row or chose a number from the drop-down menu. This should avoid printing labels beyond the last item entered.

Check 'Label Qty = Item Qty' to print a number of labels equal to the number of items entered in inventory.

Click 'Print Agreement And Item List' to print the Consignment Agreement and a list of the items entered.

When all is finished click on the type of label to be printed.

If labels are NOT to be printed at this time, click OK to save items to inventory. Print labels later using the settings on the Labels Screen (found by clicking Labels on the Main Menu).

Printing Labels

Important! If sheet labels are to be printed for newly-added items, print them BEFORE selecting OK. A pop-up message will appear asking if this is to be done. This does not apply to Zebra Thermal Labels. For Thermal Labels, batch enter items then follow the procedures for printing price labels.

If the Batch-Enter Screen has been closed before labels are printed, or if labels need to be printed again for items added (for any date or date range):

  • Click on Labels on the Main Menu.
  • Double click Inventory.
  • Check 'Date In' and enter today's date in the From and To fields (or enter any date or date range to print labels based upon the date(s) they were entered).

  • Select Sort By and Label Style.
  • Press Print Price Labels and follow instructions for printing price labels.

Batch Inventory Edit

Use Batch Edit to change values for more than one Inventory Item.

Select Inventory from the Work-Areas Menu:

Select Batch Edit from the Inventory Menu:

On the subsequent screen, click on any cell and enter new information. (Some cells provide drop-down menus for quick selection.)

When finished, click OK to save changes.

Add Inventory Away from the Store

Use Spreadsheets

Data for buyers, consignors and inventory can be added to spreadsheets which can be taken to the store (on a flash drive) or compressed (zipped) and emailed as attachments to an email address that can be accessed at the store. This is a convenient and free way of utilizing Microsoft Excel or OpenOffice.org's spreadsheets (but don't uses MSWorks).

Use BCSS Virtual

The Virtual edition of BCSS allows anyone to access resell4.me and add inventory on that website. The store owner or employee can download the data into the batch-enter screen, edit if needed then print price labels (with or without barcodes). This method may be preferable to consignors pricing items and printing price labels as it seems that consignors routinely over-price, requiring price labels to be reprinted or edited.


Batch Delete Inventory

  Batch Delete Inventory by Client and/or by Category

Removing outdated records keeps the number of records being processed to a minimum and maximizes processing speed.

There are 7 ways to 'delete' records:

  1. Inventory items can be moved to Storage. This actually doesn't delete a record but leaves a record in Inventory with a quantity of zero while creating a second record of the item in storage.
  2. Delete any item manually using Delete in the Inventory Work Area.
  3. Send data files to tech support to have records permanently deleted (fee based). This is the only option that actually reduces the size of the database. Account history and account balances will remain correct. Settlements and invoices will no longer show the items that were sold or settled. Inventory reports won't show the removed items. Typically a store will keep multiple copies of the original database for historical reference.
  4. Extract a set of blank database files to the BCSS folder (C:\BCSS). Warning: This permanently deletes all files.
  5. Uninstall the program to delete all records. If data is to be retained, be sure to make backup copies of the data before uninstalling.
  6. Delete items in Storage using Batch Delete with the Storage Window open.
  7. Delete settled items with quantity equal to zero using Batch Delete (discussed below).

Keep in mind that records of inventory items should be kept for a sufficient amount of time to allow for returns and refunds. For that reason, BCSS includes another feature called 'Storage' for moving settled items to a permanent storage file.

Client Records can also be excluded from software functions by making records inactive.


Batch Delete Inventory Records

Items with quantities greater than zero and items which have been sold but not settled will not be deleted by using this function. Sold buy outright items will also be deleted.

Records are not actually removed from the database. This allows old sales and settlement records to continue to show the items involved. Deleted items can be restored.

Delete Inventory in Batch

Select Clients from the Work-Areas Menu:

Select Batch Delete from the Inventory Menu:

Set the date. Only inventory which had been received prior to the set date set will be deleted.

Select a Client and/or a Category and click OK. All inventory items meeting the criteria will be deleted.


Client Percentage is the share of the sale proceeds to be paid to the client. The percentage set for the client will appear in the Consignment Agreement.

Client % by Category - Assign different Client %'s to different categories. Go to Main Menu then Inventory then Categories. Select a Category and enter the appropriate percentage. Click Save/Exit.

Client Bonus for Store-Credit Settlement - Give an automatic bonus to Clients who settle for store credit. In Program Setup on the Clients Screen, set the bonus amount in 'Bonus for Store Credit Settlement'. When 'Credit' is selected as the settlement payment method, the bonus is auto-applied. (not available with batch settlements)


Set Client Percentage

There are 5 ways to set the Client Percentage:

  1. The default percentage for all new clients is set in Program Setup. Click on File:

    Click on Program Setup then click on the Clients Tab:

    Change the default % (0.40000) to the desired value (in decimal form, like .50 for 50%):

    The default percentage set for the client will appear in the Consignment Agreement.

  2. Change the Client Percentage when adding a new client on the New-Client Screen:

  3. After a new client has been entered, edit the Client Record and change the default percentage for that client. That % will apply to all new inventory from that client. It will not apply to existing inventory. Use the Percentage Tool to change the % for existing inventory and sold/unsettled items.

  4. After an inventory item has been entered, edit the inventory item record to change the percentage for that one item. (Double click on any Inventory Record to edit it.)

Change Client % (Unsold or Sold/Unsettled)

After an inventory item has been entered, edit the inventory item record to change the percentage for that one item. (Double click on any Inventory Record to edit it.)

To change the Client % on multiple records of inventory (unsold or sold/unsettled), use the Percentage Tool:

The Percentage Tool: Change Client % Globally

Make at least one backup of your data before using this feature.

The Client % can be changed for 1) unsold items and 2) sold-but-unsettled items. The options are to update:

  1. All unsold items.
  2. All sold unsettled items.
  3. Unsold items for one client.
  4. Sold unsettled items for one client.
  5. Change the current percentage for existing client records.

Change Client % for One Client

Make a backup of the database before using this feature so the current data can be restored if needed.

  1. In the Clients Work Area, select a Client
  2. In the lower-left menu select Percentage Tool
  3. Remove any values in the 'New Client Percentage on Sales'.
  4. Enter the desired percentage in decimal form. (.60 = 60%; 1 = 100%; Do not enter 100 for 100%.)
  5. The first two options must NOT be used when changing the % of one client:

  6. To the right of 'Update unsold items from the indicated client only' click on the button with the client's name to update unsold items.
  7. Likewise click on the button with the client's name to Update sold but unsettled items (if appropriate).
  8. When finished, close the screen (named 'Modify Global Client Percentage').
  9. Spot check records to assure correctness.

Change Client % for All Clients

  1. In the Clients Work Area, in the lower-left menu select Percentage Tool.
  2. Remove any values in the 'New Client Percentage on Sales'.
  3. Enter the desired percentage in decimal form. (.60 = 60%; 1 = 100%; Do not enter 100 for 100%.)
  4. Select ‘Unsold’ to update all unsold items REGARDLESS OF CLIENT.
  5. Select ‘Unsettled’ to update all sold but unsettled items REGARDLESS OF CLIENT.
  6. When finished, close the screen (named 'Modify Global Client Percentage').
  7. Spot check records to assure correctness.

As of 8/17/13 with v. 6.0.412, the Percentage Tool can be disabled by checking 'Hide Percentage Tool' on the clients tab in program setup.


Client Bonus for Store-Credit Settlement - Give an automatic bonus to Clients who settle for store credit. In Program Setup on the Clients Screen, set the bonus amount in 'Bonus for Store Credit Settlement'. When 'Credit' is selected as the settlement payment method, the bonus is auto-applied. (not available with batch settlements)

On the Consignment-Credit-Sale Screen, Consignment Credit Sale is now auto entered as Payment 2 and is unchangeable (for payment method). If a settlement has been made for Store Credit, the amount of Available Credit will be displayed. Enter the remaining payment in Payment 1. If the total payment exceeds the amount of purchase, Change Due will be displayed.

Consignment Credit Sales (involving split payments) now appear in the Client-Credit section of the Sales Recap.


Client Credit Sales

  • Create a Store Credit by processing a settlement and selecting Credit as the Payment Method for the settlement. (See next section below.)
  • Clients may use their sales proceeds to make store purchases.
  • Store Credit may be created before or after a sale.
  • Pay out store credit by check or in cash.

I. Create a Store Credit by Processing a Settlement:

Of course in order to process a settlement, an item or items belonging to the Client must have been sold and payment completed. (Layaways may now be settled before the final payment is received.)

See Process a Settlement for One Client - Use the drop-down menu on the Settlement screen to select 'Credit' and enter the amount of the credit. In this example the Client's share of the sales proceeds is $20:

II. Process a Credit Sale:

Select the Client from the List of Clients:

Select Credit Sale from the Clients Menu:

Use any of these methods to select item(s) being purchased:

Enter the Item ID.

Select an Item from a List.

Read a barcode.

Enter an Unlisted Item.

The New-Sale Screen will show  'Client Sale' in the SECOND Payment field. The amount of credit available to the client will be displayed in the 'Amount' field next to the date, in this example, '440' (for $440):

The check mark must remain in the box.


If the Amount of Purchase is greater than the Amount of Credit, the excess will be displayed in the Due field (as a positive number):

Collect that amount from the purchaser. To record the amount of the payment (in excess of store credit) click on the blue down arrow to the right of 'Choose Payment Method 1'...

...and select the Payment Method ('Cash' shown here). Enter the amount without the dollar sign (737):

If the amount of the payment equals the amount in excess of store credit, the Due field will be zero. If the amount of the payment exceeds the amount in excess of store credit, the amount of change due will be shown in the Due field.

Complete the sale.


If the amount of purchase is less than the Credit, no amount will be due. A Credit Balance will remain for the Client and will be displayed as a negative number in the 'Due' field.

The remaining balance may be paid to the Client or the balance can remain on record to be used for future purchases or payouts.

Complete the sale.


View Client Store Balance and Store Credit

A Client's Store Balance and Store Credit are displayed by selecting the Client from the Main Table and viewing the Details Area:

This information may also be viewed by selecting the Client in the table and pressing Account History or Current Items.

Current Items is the same as Account History but shows only items not settled.


Pay Out Store Credit by Check or in Cash

Process: Make a Disbursement, record it and adjust the client's record.

Record the Disbursement

  1. Go to the Disbursements Work Area and select New Disbursement.
  2. In the Payee field enter the person's name (for your record. BCSS won't be able to use this to adjust his or her record though. That will have to be done manually.)
  3. Under Category select Check or Cash Disbursement. (A check number will be displayed but it will be ignored if Cash Disbursement is selected.)
  4. Complete the disbursement and press OK.

Adjust the Client's Credit Balance

  • Double click on the Client's record to open the edit screen.
  • Click on Account Status.
  • Reduce the amount of Store Credit by the amount of the Disbursement.
  • Click OK.
  • With the Client still selected, click on Account History to verify that Store Credit and Account Balance are correct.

BCSS Accounting

Upon purchase using Store Credit, inventory is reduced, income is increased and the cost of the purchase is deducted from the Client's Account Balance.

Client purchases reduce Shop Credit. Reducing Shop Credit reduces the Account Balance.


Store Credit is the amount settled for credit minus In-House Purchases. As In-House Purchases use Store Credit, Balance Due plus Store Credit decreases.

Balance Credit is a manual adjustment. Positive/negative Balance Credit will subtract/add from/to Client Balance.


If more than one discount schedule is to be used, be sure to open each schedule and check 'Process discounts and transfers automatically' and Save/Exit. For versions after 6.0.1569 it will also be necessary to update the program. Send an email to update.

Print Discount Dates and Prices on Price Tags.


Things to Know about Discounting Aged Inventory:

  • Any category that is to be discounted must have a correctly-formatted Discount Schedule assigned to it.
  • If discounts are not acting as expected check to see if entries have been made in Special Promotions and remove them. (Click on Sales on the Main Menu then Sales Promotions.)
  • If a Discount Schedule is changed, discounts for items to which it applies will be recomputed, making existing price labels incorrect.
  • If discounts are automatic opening the New-Sale Screen for the first time each day applies discounts. Because this can take some time (on computers with lesser resources and/or with larger databases), open the New-Sale Screen on the main computer at the start of each day. Don't attempt to make sales on POS stations until the discounting process has finished.
  • On networks,  turn Automatic Discounts off on network POS stations. Do this on each POS station computer:
    1. In BCSS click on File then Program Setup.
    2. Click on the tab for Inventory.
    3. Remove the check from this box:
    4. Click Save/Exit.
    5. Restart BCSS.

Discount Aged Inventory

Automatic discounting of aged inventory does not apply to the Primary Transfer Account. Discount items in the Primary Transfer Account manually at POS.

Automatic discounting of aged inventory can apply to Secondary Transfer Accounts. Check this option is Program Setup > Inventory Tab:

Click on Discounted Items (in the Inventory Work Area) to view a list of discounted items (arranged by 'time since the In Date with discount time ranges in sequence').


The Discount Schedule

A typical Discount Schedule reduces sale price in increments of # of days from the 'In Date' and percentage of Original Selling Price.

Five Rules

  1. Time is measured in the # of days an item has been in inventory from 'Date In', not the # of days elapsed since the last discount date.
  2. Percent Discount is based upon the Original Selling Price.
  3. 'Transfer to Transfer Account' must be selected in the client's record for items to transfer and 'Process discounts and transfers automatically' must be checking in Program Setup > Inventory Tab:
  4. The discount periods (# of days) are entered in the first column (next to 'After'). All 4 discount-period fields must be completed. The values cannot be zero and there must be a 'progression'.
  5. The 'Transfer to shop ownership' field must be completed and cannot be zero. If no transfers are to take place, enter some large number that will never be reached (like 5000). In the next example, is this field were zero, every item would transfer to the Transfer Account on day 1.

    For example, if there is to be no discount for 60 days but items are to transfer to the Transfer Account on day 61, then the 'Discount by' fields can be zero but the 'After' fields (# of days) would be 57, 58, 59, 60 and 61.

Below is an example of a correct Discount Schedule for an item entered into inventory on January 1st for $100 that is to be discounted by 5% every 10 days then transferred to the Transfer Account after 50 days. (The number of days and discount amounts, of course, can be different than those shown.)

  • After 10 days, on January 11th, discount original price of $100 by   5% to $95
  • After 20 days, on January 21st, discount original price of $100 by 10% to $90
  • After 30 days, on January 31st, discount original price of $100 by 15% to $85
  • After 40 days, on February 9th, discount original price of $100 by 20% to $80
  • After 50 days, the item will auto transfer to the Transfer Account (if 'Process discounts and transfer automatically' is check in Program Setup, Inventory). The 'Date In' shown in the Transfer Account Record for transferred items will be the original 'Date In'.

In the following example, items are to be discount after 30 days (from the Date In, by 10% - of the original price) then again after 60 days (from the Date In, by 15% - of the original price) then no additional discount after 60 days, with unsold items transferring to the Transfer Account after 90 days. The schedule on the left is correct. Note that the schedule on the right is incorrect in that setting the discount to zero on the 61st day removes the discount entirely (because the discount is applied to the Original Price.)

    

Note: If a discount % is the same as the previous discount % (15% in the example above) only the first of such duplicates will be printed on price labels. In the above example, for an item entered on 4/1 for $100, the label entries would be:

$100
05/01/16 $90
05/31/16 $85


Multiple Discount Schedules

Any number of Discount Schedules can be created. Each Discount Schedule can be associated with any one category for discounting items in the specified category according to the assigned Discount Schedule.

Create Multiple Schedules

  1. In Program Setup on the Inventory tab, click on Edit Schedule Names:

  2. Enter a name for the Schedule:

  3. Click on Create New Schedule:

    The new schedule name will appear in the list but it is not recorded yet.

  4. Click on Save Changes:

  5. If no other schedules are to be created, click on Exit.
  6. Back on the Inventory tab, click on the drop-down arrow for Discount Schedule Name:

  7. Select the Schedule to be edited.
  8. Check the box 'Process discounts and transfers automatically':

    If this box is not checked, items will not be discounted.

  9. Complete the Schedule as desired, being sure to follow the rules for proper completion.
  10. When finished, click on Save Schedule to record the Schedule in the database:

  11. To confirm the entry, choose a different Schedule from the drop-down box for 'Discount Schedule Name' then choose the Schedule just completed. The entries made should appear.
  12. Click Save/Exit to exit Program Setup.

Discounts Window

Because discounts are based upon the # of days since the 'Date In', discounts only need to be processed once per day. Discounts may be applied manually or automatically (when the New-Sale Screen is opened for the first time each day). Either way, BCSS will reduce the selling price by the designated amount for each item at the designated time. When the item is sold, the new discounted price is applied.


Process Discounts Automatically

To process Discounts automatically, check 'Process discounts automatically' in Program Setup, Inventory. Discounts will be processed each day when the BCSS New-Sale Screen is opened for the first time.

Each item's record can be edited to change the Discount.


Process Discounts Selectively

To prevent automatic discounting of select items, create a special category or categories for the select items and assign a discount schedule of 1 day 0%, 2 days 0%, 3 days 0%, 4 days 0%.


Process Discounts Manually

Discounting manually provides the opportunity to change the amount or date of the discount for each item.

To discount manually:

  1. In Program Setup > General Tab, check All Data:

  2. Click on Sales on the Main Menu then Apply Discounts:

  3. Allow a few seconds for the Discounts Window to display items eligible for discounting.
  4. The list may be sorted by clicking on the column headers (like ID, Date In, Days, etc). If there are many items in the list, the sort will take a few seconds. Please only click once and wait. (Speed is determined by the 'clock speed' of the computer's processor and the size of the database.)
  5. The current discount rules (set in Program Setup, Inventory) appear on the Discount Screen. Any of these values may be changed and applied to items selected for discounting. (These values may be changed permanently by resetting them in Program Setup, Inventory.)
  6. Uncheck items not to be discounted. (Use 'Check All' and 'Check None' for convenience.) Unchecked items will reappear the next time discounts are processed.
  7. Click OK and allow sufficient time for processing.

Discount by Category

Each Inventory Category can have it's own Discount Schedule. Placing items in Categories and assigning discount schedules to the categories allows greater control and flexibility over which items to discount, when and by how much.

Associate Discount Schedules with Categories

Click on Inventory on the Main Menu.

Select Categories from the Inventory Menu:

Use the drop-down menu under Discount Schedule and select the New Discount Schedule for the Category. (In this example, there are 2 Discount Schedules: 'Default' and 'Sale':)

Make other changes if desired then Click Save Changes and Exit.

In the future, when items are discounted, Discount Schedules assigned here will apply based upon the category and its associated Discount Schedule.


View One Discounted Item

Go to the Inventory Work Area:

and select the item in the list. Click the Details tab at the bottom on the screen to view information about the item:


View All Discounted Items (sorted by category)

In the Inventory Work Area, select Discounted Items from Quick Links:


Optional: Print Discount Schedules on Price Labels

BCSS includes an option to print the Discount Schedule on Price Tags, making reprinting of price tags unnecessary after Discount Dates have been reached. These are examples of sheet labels. ("Re" is the disposal code for 'return'. The date on the Detailed Label and the Hang Tag is the Date In.)


Medium Label

Detailed Label

Hang Tag

Discount Schedules on Thermal Labels can only be printed on labels 1.5" in height or greater. These labels can have discount prices but not dates: 4 x 1, 2 x 1, 3 x 1.25. These labels cannot accommodate a Discount Schedule: 2.25 x 1.25, 2.25 x 1.37.

For thermal labels it may be necessary to choose a smaller font size (in Program Setup, Printer tab) to fit dates and prices onto labels, especially for items priced $1,000 or more.

To turn this option on, click on File, Program Setup and select the Inventory Tab. Place a check in the box 'Show discount price schedule on pricing labels.' (upper left).

Some store owners prefer not to have upcoming Discount Dates known to potential buyers (so buyers won't delay purchasing until a known Discount Date). Other store owners use Discount Dates as a reason to encourage purchase: "Buy now or this item will be gone before the Discount rolls around."

Still other store owners use colored price tags for different Discount Periods so that everyone can readily see how much an item has been discounted (pink: discounted once, blue: discounted twice, etc.), or different colors are used for different months.

If the Discounted Price is to be shown on the Price Tag, either the Discount Schedule must be printed initially or price tags must be reprinted after Discounting.

Note: A discount period which is the same as the previous period will be skipped on the label. For example, if the Schedule is...

  • 10 days    -10%
  • 20 days    -20%
  • 30 days    -20%
  • 40 days    -20%

...only the first two periods will appear on price labels.

Why make discounts the same for different periods? All 9 fields on the Discount Schedule must be completed. If there is only 1, 2 or 3 discounts, the remaining fields on the schedule must have entries. Making the entries the same completes the requirement without causing undesired additional discounting.


Transfer to Transfer Account

In order to transfer unsold items to the Transfer Account automatically, complete a correct discount schedule (Program Setup, Inventory tab) and enter the number of days to elapse for items to transfer:

Make sure this box is checked (Process discounts and transfers automatically.):

Transfer to Transfer Account without Discounting

Make sure the box (just above) is checked and complete the schedule like this (changing the date values as needed):


(after 30 days: 0; after 60 days:0; after 90 days: 0; after 100 days:0; after 110 days: transfer)

There is an option to set the same price for each transferred item.


Reprint Labels

Identifying only those items which have been discounted is easy. On the Main Menu, select Reports then Inventory to open the Inventory Report Designer screen.

Check 'Dated Discounted' under 'Make Report Settings' and enter dates in the From and To fields.

Click the type of label to be printed under 'Print the Report'.

Discount by Category

Each Inventory Category can have it's own Discount Schedule. Placing items in their own Categories allows greater control and flexibility in determining which items to discount, when and by how much.


First, Create a Discount Schedule.

Go to File, Program Setup, Inventory. A Default Aged-Discount Schedule is displayed. To create another Discount Schedule, select Edit Schedule Names.

Enter the name of the New Schedule in the box below 'Enter Schedule Name(s) Here' (lower right) and press Create New Schedule:

Other Names for Schedules may be entered now, or press Save Changes then Exit to save New-Schedule Names.

Use the drop-down menu under Discount Schedule Name to select a New Schedule. Doing so will reset all fields in the Discount Schedule fields to 0.

Enter values for the New Schedule. All fields must be completed. Select Save Schedule and click OK. The New Schedule is now complete and ready to be associated with one or more Inventory Categories.


Associate Discount Schedules with Categories

Click on Inventory on the Main Menu.

Select Categories from the Inventory Menu:

Use the drop-down menu under Discount Schedule and select the New Discount Schedule for the category. (In this example, there are 2 Discount Schedules: 'Default' and 'Sale':)

Make other changes if desired then Click Save Changes and Exit.

In the future, when items are discounted, Discount Schedules assigned here will apply based upon the category and its associated Discount Schedule.

Delete, Donate, Return, Transfer to House by Barcode

In the Inventory Work Area, select Actions by Barcode to scan barcodes and select which items to donate, return, transfer to the Transfer Account or undelete. Click in the Bar-Code Field, scan barcodes, review the list and select which items to process, then click Record/Print/Exit.


Duplicate Client ID

A change was made to allow the Client ID to be edited. This added flexibility and control and it also added the possibility of duplicate Client IDs, causing the program to issue a warning about duplication. Fix the issue:

  1. Sort the ID column.
  2. Note the highest number.
  3. Open the New-Client Screen.
  4. Enter the next-higher number for the ID.

House (Shop) Accounts

The program has a built-in shop account which records all activity related to shop. The shop account is credited with its share of consignment sales as well as all sales of shop-owned items and rentals. View shop-account information by running a Sales Recap Report.

The Transfer Account is another 'House Account' that assumes ownership of unsold items where 'Transfer to House' is the disposal option in the client record and where the Transfer Account has been activated (Program Setup > Clients). The Transfer Account can also be used for other donations. All sales proceeds of such items are credited to the shop account and are 100% profit (taxable).

There can also be separate House Accounts which can be used where sales proceeds are to be credited to the shop account.

There is no cost basis in shop and transfer accounts. All sales proceeds are 100% taxable. If cost basis is to be factored in, use House Accounts with Batch Retail.


(This feature is available in BCSS Deluxe, Diamond and Virtual.)


Inventory List for One Client

There are 4 ways to view a list of inventory items for one client:

  1. 1 and 2: Account History and Current Items - Account Balance, Account Balance Purchases, Adjustments to Store Credit, Balance Credit, Beginning Account Balance, Cash Payments, Client %, and ID, Date of Last Action (sale or settlement), In Date, Invoice #, Item Description, Price, Quantity, Settlement Amount, Total Purchases, Total Settlements for Credit, Total Tax. In addition, Account History displays Settlement ID and Current Items displays Item Notes.
  2. 3. Detailed List - Barcode, Category, Client ID, Date In, Details, Discount, Discount Date, Item Description, Last Sale, Prices (Original and Current), Quantity, Total Price of All Items
  3. 4. Brief List - Category, Client's Name, Client ID, Date In, Description, Price, Quantity

Account History and Current Items

Account History shows all items consigned by a client, their disposition and how transactions produce the Current Account Balance. Current Items does the same but shows only items that have not been settled.

As of version 6.0.900 unsold inventory items appear in both reports (even though, of course, unsold items don't enter into the computation of the current account balance.


Create the Report

Select a Client from the Main Table in the Clients Work Area.

Select Account History or Current Items from Quick Links:

A comprehensive report will be presented and can be printed.


Print or view the Detailed List and Brief List this way:

  • On the Main Menu select Reports.
  • Select Inventory.
  • Click the blue drop-down arrow and select the Client.

  • For a Detailed List, press the Print Detailed List Button:

  • For a Brief List, press the Print Brief List Button:

  • If you wish to view a range of the Client's items, check the Items # Range and enter the first Item # only in the From Field and enter the last Item # only in the To Field. For example, if the Client ID is Steph and items are numbered Steph-1, Steph-2 and so on, and you want to see items 7 through 11, just enter 7 and 11, not Steph-7 and Steph-11:

    (The range will be ignored if the box isn't checked.)

  • To print the report, click on Print Detailed List or Print Brief List.
  • To view the Report in the Main Table, press View the Report.

BCSS Client Records are comprehensive yet easy to use. Each record can include a number of identifiers and notes, making Client Management easy, precise and thorough.


Missing Client Records

Typical cause of data loss: The store database is sent to tech support for an update. The clerk continues using the program. Tech support returns the database to the store (which of course cannot include any new data entered by the clerk). When the database from tech support is restored, any data entered or changed by the clerk is lost.

Inactive Client Records won't be included in lists and reports if individual records as tagged as 'inactive' and 'Include Inactives in Lists' in Program Setup (Clients tab) is not checked.

If a Client Record is 'missing':

  • Check the spelling of the name.
  • Edit the Client Record and check as active:

  • Click 'View All' to make sure all records are present:

  • Sort the name column by clicking on the column header:

    In older versions of the software the database sorted all lower-case names first then first-letter-cap names next. Scroll through the entire list to see all possible variations of the name.

  • If on a network, make sure the remote computer is seeing the database on the host computer.

Things to Know about Clients

  • When adding new Clients, in the Name Field, consider entering last-name-first, a space, then the first name. The Client List is sorted by the name appearing first.
  • The Client ID can start with part of or all of a Client's last name (and not numbers) to make sorting logical and item ownership apparent (when viewing price labels, lists and reports). Of course numbers can be used if preferred but don't use punctuation, (especially hyphens) or line breaks.
  • Set the default Client % (in decimal format; .4 = 40%) in File, Program Setup, Clients. The Client % is the share of the sale for the Client, not the shop. Each client and each inventory item record can have its own %.
  • Set the Client % for one Client by editing his/her record or by editing the inventory item record.
  • Create Client records for shop-owned items and set the Client % to 0 (to prevent creating settlement records). Multiple accounts can be used for shop-owned items. Don't use Transfer Accounts for shop-owned items.
  • Mailbox Feature - Notes for Clients: Select a Client and click Edit (or start a New-Client Record). Click on Mailbox. Type a message to be given to the Client and/or as a reminder to you. Adding text here will highlight the Client record (in the main table) in pink as a reminder. Print Notes by selecting the Print Button while viewing the Mailbox screen or right-click on a Client and select Mailbox - Print.
  • Double click a Client Record to edit it or RIGHT-click on a Client Record for several options.

Things to Know about Client IDs

In BCSS consignors are identified by a (short) string of letters and/or numbers. Some stores like to use all numbers (for anonymity) while others prefer using part of the last name and first initial as the ID.

  • IDs should be short so they fit properly on labels and in reports.
  • BCSS recognizes a 'two-part' Item ID with the first part being the Client ID, so a Client ID like Smith-B might cause confusion if the Item ID for B. Smith is Smith-B-1 (two hyphens instead of one). Some stores are using 3-part and 4-part IDs but it isn't recommended.

Using part of the last name (and initials if necessary) makes finding a client in a list or report easier, and it makes ownership of inventory items easier to determine when viewing price labels and reports.

  • If part of the last name is used, the Client ID on the new-client screen will be blank.
  • If numbers are used, the Client ID on the new-client screen will be the next number in sequence.
  • Either way, the Client ID on the new-client screen can be entered or edited.

Causes and Cures for Negative Balances


Symptom: Account Balance and Store Credit are both negative.

Cause: Buying more in credit sales than has been earned in sales revenue

Cures:
  • Leave the negative balance to be satisfied from future sales, or
  • Collect the difference from the client, or
  • Manually adjust the account balance to zero and absorb the loss

Symptom: Account Balance is positive and Store Credit is negative.

Cause: Ringing up a store-credit sale before processing outstanding settlements

Cure: Manually settle with the client. The store-credit payment will appear in the first payment option and remaining funds will be displayed in the second payment method with check as the payment type.

The program will display the difference between Account Balance and Store Credit. The difference will be the amount available for purchases or settlement.


Manually adjusting the store-credit balance should ONLY be done in extreme cases as doing so causes the audit trail to be lost.


Virtual Online Features

BCSS Virtual automatically uploads your clients' data online (to resell4.me) where they can view their account information (on computers and mobile devices) and enter inventory (which can be downloaded at the shop for editing, labeling and adding to inventory).


Make Money with This Feature

  1. Fewer phone calls for "What has sold?" and "How much do you owe me?" - a cost savings
  2. More time for more productive activities
  3. Deduct a small monthly fee from settlements for those who have online access. Your clients already love their cell phones so 'sell them' on the idea of viewing their account information on their favorite medium.
    • Any one client or vendor can be excluded.
    • The fee would not apply in a month of no sales per client.

The monthly server rental is $25 so anything collected over that amount is store profit.

Some vendor malls are collecting $5 per month per vendor. You might 'poll' your client base to determine their level of interest and willingness to pay for the feature.


Upload Data

  1. For each client who is to have online access, edit his or her record, check 'Allow Online Access' and enter the password 'consign' (no quotes, lower case).
    • Different passwords can be given to consignors but that creates the problem of having to look up forgotten passwords. Always use lower case.
    • To mark several records without having to edit each one, backup the data, export client data, Place 'T' in the column (AX) named 'Online' and 'consign' i the next column (AY) named 'Pass', save the changes and import client records, or ask tech support to flag the records for you.
    • If police reporting is activated look for 'Allow Online Access' on the details page on the new-client screen.
  2. To shorten initial upload times, only data for the past 60 days is uploaded.
  3. To upload year-to-date data, in BCSS Program Setup > General, check 'For resell4.me report year to date items, minimum 60 days' then perform the upload.

    When this is done for the first time, all data for all clients having online access will be uploaded and could take 'hours' depending upon the amount of data and the speed of the Internet service. It may be best to start the first upload after hours and allow the computer to run all night. (Windows Updates could be turned off to prevent Windows from rebooting the computer.)

  4. Subsequent uploads will only upload data added or changed since the last upload.

Manually Upload to resell4.me

Update one client record: Select the record in the Clients Work Area, right click and select Update Online.

Update all clients: In BCSS under Utilities press the last entry: 'Upload Inventory _ Clients to Server'.


Automatically Update Online

Under File > User Interface, check 'Enable Automatic Upload to Resell4.me' then check 'Daily' and set a time for the upload interval or check 'Hourly' and set the INTERVAL for the upload. For example, enter 00:60 to upload every hour.

In order for uploads to occur, the program must be open.


Client Access to Resell4.me

Consignors use their BCSS Internal IDs to access resell4.me. A list of Internal IDs may be viewed by using 'Export Clients' under Utilities in BCSS. Open the exported file in Microsoft Excel or a similar program and view column V.

To log into resell4.me, your client will:

  1. Get the Internal ID from you.
  2. Go to https://www.resell4.me.
  3. Enter his/her ID BCSS Internal ID (not the Client ID).
  4. Enter your Site ID (displayed in Program Setup > General).
  5. Enter the password (consign).
  6. Click on Submit.

If you would like to preview resell4.me now, go to https://www.resell4.me and enter 1 for the User ID, 1 for the Site ID and consign for the password.

Acquiring the Feature

For current BCSS clients who do not have BCSS Virtual ($795), it would be necessary to upgrade to BCSS Virtual. Any previous payment(s) for software may be eligible for credit.

Current Virtual clients must uninstall and reinstall BCSS Virtual to acquire this new feature. Run Team Viewer then send an email to support with the Team Viewer ID requesting help. Be sure to leave the Team Viewer window open. A tech will log on and open a chat session.

Settlement Payment for One Client

There are 2 places to prepare a payment for one Client -

  1. On the New-Settlement Screen
  2. In the Disbursements Work Area

1. New-Settlement Screen

When the New-Settlement Screen is opened, BCSS auto-enters the next available check #s. Ignore check #s if payment is other than by check.

To prepare a New Settlement, complete the first payment fields (Check #, Payment Method, Amount):

Split Payments

Payments to Clients may be split between 2 of these methods - Cash, PayPal, Check, Credit or Gift Certificate. For Payment 1 select a method from the drop-down menu under Select Payment Method and select another for Payment 2, entering the amounts for each under Amount.

The Client's Shop Credit increases when Settlements are made for credit. The Total Account Balance will remain the same while removing the sold inventory from the Unsettled Sales List. The Outstanding Account Balance (Store Credit) can then be used for purchases.

2. Make Payment from the Disbursements Work Area

When a Sale is settled, BCSS creates a Disbursement Record in preparation for payment to the Client. Click on Disbursements in the Work Areas Menu to view all Disbursements in the Table.

RIGHT-click on a Disbursement Record to view the Context Menu:

Menu Options:

Edit - Open the Disbursement in an Edit Screen, Make changes, if any, and Save.

Print Check - Begin the Print Checks Process

Toggle Approved Status - Approve or Disapprove a prepared check.

(the other options are for viewing Disbursements on a daily, weekly, monthly or yearly basis, or 'View All'.)

Edit the Check

Clicking on Edit opens the Check-Edit Screen:

There's provision for setting check margins in addition to changing the name of the Payee, the Date, the Amount, Approved Status and Address.

Print the Check

Selecting Print Check from the Context Menu begins the Check-Printing Process by opening the Check-Position screen.

Select which check position to print - 1, 2 or 3 and click to close the window.

A Print-Preview Screen will appear displaying how the check will be printed. If adjustments or corrections are needed, close the Print-Preview Screen and edit the Check Record.

If no changes are needed, select the Printer Icon at the top of the Print-Preview Screen.

When printing for the first time, print a check on a white sheet of paper and hold the printed sheet and a sheet of checks together, one over the other, up to light to verify that the print aligns with the check spaces.

Settlement Payment for One Client

There are 2 places to prepare a payment for one Client -

  1. On the New-Settlement Screen
  2. In the Disbursements Work Area

1. New-Settlement Screen

When the New-Settlement Screen is opened, BCSS auto-enters the next available check #s. Ignore check #s if payment is other than by check.

To prepare a New Settlement, complete the first payment fields (Check #, Payment Method, Amount):

Client Percentage is the share of the sale proceeds to be paid to the Client. The percentage set for the client will appear in the Consignment Agreement.

Client % by Category - Assign different Client %'s to different categories. Go to Main Menu then Inventory then Categories. Select a Category and enter the appropriate percentage. Click Save/Exit.

Client Bonus for Store-Credit Settlement - Give an automatic bonus to Clients who settle for store credit. In Program Setup on the Clients Screen, set the bonus amount in 'Bonus for Store Credit Settlement'. When 'Credit' is selected as the settlement payment method, the bonus is auto-applied. (not available with batch settlements)

Change Client % (Unsold or Sold/Unsettled)

After an inventory item has been entered, edit the inventory item record to change the percentage for that one item. (Double click on any Inventory Record to edit it.)

To change the Client % on multiple records of inventory (unsold or sold/unsettled), use the Percentage Tool:

The Percentage Tool: Change Client % Globally

The Client % can be changed for 1) unsold items and 2) sold-but-unsettled items. The options are to update:

  1. All unsold items.
  2. All sold unsettled items.
  3. Unsold items for one client.
  4. Sold unsettled items for one client.
  5. Change the current percentage for existing client records.

How to Change Client % Globally

In the Clients Work Area, select a Client then select Percentage Tool in the Clients Menu. The current Client % for the Client selected will be displayed:

Select any of the options listed to make the desired change.

When finished, spot check records to assure correctness.

As a safety precaution, check the client % set in Program Setup on the Clients tab.

Set Client Percentage

There are 5 ways to set the Client Percentage:

  1. The default percentage for all new Clients is set in Program Setup. Click on File:

    Click on Program Setup then click on the Clients Tab:

    Change the default % (0.40000) to the desired value (in decimal form, like .50 for 50%):

    The default percentage set for the Client will appear in the Consignment Agreement.

  2. Change the Client Percentage when adding a new Client on the New-Client Screen:

  3. After a new Client has been entered, edit the Client Record and change the default percentage for that Client. That % will apply to all new inventory from that Client. It will not apply to existing inventory. Use the Percentage Tool to change the client % for existing inventory.

  4. After an inventory item has been entered, edit the inventory item record to change the percentage for that one item. (Double click on any Inventory Record to edit it.)

Dispose of Unsold Inventory

Unsold inventory can be destroyed, donated to charity, returned to the Client or given to the shop (transferred to the Transfer Account).

Important! The Disposition Option must be set in each Client Record:

The default setting is 'Return' (the common option).

If an item doesn't appear in a list as expected, check the disposition code in the item record (not the client record).

All labels (except butterfly) can be printed with Disposal Codes for Destroy, Donate or Return. Employees will know the codes but buyers may not. The codes may be changed periodically to maintain secrecy. Set the codes in Program Setup (Inventory).

Some stores print the current month's hang tags with a border color for the month, then a different color for each subsequent month. (Of course if items are returned after 90 days, only three colors are needed.) That is one way to know which items are to be returned.

Another way to know which items have been in stock beyond the holding period is to run an Inventory report. Select the Disposition...

...and set the Date-In Range to a date in the distant past to a date that would include items in inventory beyond the holding period:

In this example, the date 'in the distant past is 11/25/1983 (to be sure to include all items in inventory) to 8/26/2014. If today were 11/25/2014, all items will be included in the report that have been in stock for 90 days or more.

Click on Print Brief List:

Assigning Disposal Codes

Locate Disposal Code Settings in Program Setup, Inventory.

Check the 'Show disposal code...' box and enter any characters in the boxes for Destroy, Donate and Return. These codes will be printed on price tags.

If no code is printed on a label then BCSS was not configured for unsold items, or Items are to be auto-transferred to the Transfer Account.

In order for any item to appear in lists for Destroy, Donate, Return or Transfer to Shop Ownership, the Client Record must be set as such.

Destroy (Discard, Delete) an Unsold Item

  1. Locate the owner of the item in the Client Work Area.
  2. At the bottom of the screen in the Details Area, Item Tab, select the item.
  3. Click Delete. The item is deleted from inventory.
  4. Alternate Method:

    • Select the item in the Inventory Work Area.
    • Click Delete in the Inventory Work-Area Menu (lower left).

Donate an Unsold Item (to Charity)

'Donate' must be the selected option in the Client Record for Unsold Items to appear in this list.

  1. Locate the owner of the item in the Client Work Area.
  2. Right click and select Donate Items.
  3. Check the item(s) to be donated.
  4. Click Record, Print, Exit and view the print preview.
  5. Print the report if desired. (This is a one-time-only report which can not be recreated. Choose to print the report now if it may be needed for reference later.)
  6. Select the item in the Inventory Work Area table and confirm the deletion note under Notes in the Details Area.

Return an Unsold Item to the Client

If the store wants a receipt...

Make sure the clients disposal code is set to RETURN (Edit Client - top right)

  1. Click once on the clients name and then, either right click on the clients name and way at the bottom of the options click RETURN ITEMS TO CONSIGNOR.
  2. In the window that comes up, a list of all the clients items will be listed.
  3. Check (click) the box to the left of the items to be returned and then click RECORD, PRINT, EXIT.
  4. A printable document will come up that has a list of items that were selected for return.
  5. Print the doc, have the client sign it and file it.
  6. Exit out of the document after it prints. The program will go to each item selected, change the quantity on hand to 0 and add a note that the item was returned to the client and add the date of the transaction.

If the store DOES NOT wants a receipt...

To return all items to all clients using barcodes:

Note: The disposal code for every client must be set to RETURN.

  1. From the Inventory Work Area - select Actions By Barcode. (Maximize the page.)
  2. Choose Return By Barcode then Continue and wait for the computer to process the request. The program will have to check every inventory record. The amount of time it takes will depend upon the number of items in inventory and the computer's resources. The program will return to the main page when finished processing.
  3. Click Check All.
  4. Click in the box at the very bottom of the page labeled Barcode.
  5. Start scanning tags from the items to be returned. Up to 100 items can be scanned. Use the scroll bar to the right of the page to scroll down to the last item. Blank rows are okay.
  6. Once all items to be returned have been checked, click Record, Print, Exit.
  7. A printable document will come up that has a list of items that were selected for return.
  8. Print if a printed copy is needed.
  9. Exit out of the document after it prints.

The program will go to each item selected, change the quantity on hand to 0 and add a note in each item record that the item was returned to the client and the date of the transaction.

Thank you Joy!

Transferring an Unsold Item to Shop Ownership (the Transfer Account)

When an item transfers to the Transfer Account, a new Item ID is created under the Transfer Account (and new price tags need to be printed unless barcodes will be scanned at checkout). If there were no sales of the item before transfer, the old item record will not be retained and the item will no longer be available through the client's account.

If the item is transferred to the Transfer Account, the barcode number does not change. IF the barcode is scanned at checkout, the program will know that the item is now a house item.

If the item is transferred to the Transfer Account AND the store does NOT use a scanner, a new label will have to be printed. When the Item ID is entered into a sale, the program will not know that the item has been transferred and the will throw a message saying the item is not found.

If the bar-code number is manually entered on the New-Sale Invoice, the correct (new) item number will be pulled.

Additionally, items that are transferred to the Transfer Account will no longer be displayed in the Account History for the original client, however, each house item has a note which identifies the original client, date of the transfer and original item ID. This note is displayed under the SETTLEMENT-ID Field in Account History for the Transfer Account.

'Transfer to Transfer Account' must be the selected option in the Client Record for Unsold Items to appear in this list.

  1. Locate the owner of the item in the Client Work Area.
  2. Select House Transfer from the Quick Links Menu
  3. Check the item(s) to be transferred.
  4. Click Record, Print, Exit and view the print preview.
  5. Print the report if desired.
  6. Select Transfer Account in the list of clients.
  7. Select Items in the Details Area and click on the item transferred.

  8. Select Edit Item in the Clients Menu.
  9. Click on Notes to view information about the transfer.

Automate Transfers to the Transfer Account

  1. In the Clients Work Area, set up a new Client Account for the shop, just as for any Client and check 'This Is a Transfer Account'.
  2. In Program Setup, Clients tab, check ' Enable the Transfer Account'.
  3. In Program Setup, Inventory tab, complete a Discount Schedule.
  4. Enter the number of days (in the last box) an item is to be for sale before becoming 'unsold'.
  5. On that screen, check 'Process discounts automatically'.
  6. Set the disposal option to 'Transfer to Transfer Account' in each Client's record where applicable.

Confirming Auto-Transfers to Transfer Account

When auto transfer is activated, BCSS automatically removes an unsold item from Inventory (after the period of time designated In Program Setup, Inventory, Aged-Discount Schedule) and adds it to the shop's List of Inventory (in the Transfer Account) with a new Item ID (like 'House-1').

If a partial quantity of the item has been sold, the item record remains in the list (to support existing sales records).

View the record of the transfer in the Details Area in the Inventory Work Area - select the item from the list of inventory items and click on Notes at the bottom:

Default Action

If no settings are made in BCSS regarding unsold inventory, BCSS will do nothing. Of course an unsold item can be handled without involving BCSS. At any time, an item may be destroyed, donated, returned or given to the shop and the BCSS record of the item can be adjusted accordingly, or just deleted.

View Item Disposition

Select an Inventory Item from the Inventory List.

Its Disposal Option is shown in the Details Area (General Tab, at the bottom).

View Client's Disposal Setting

Select a Client from the table and view the Disposal setting on the Details Tab at the bottom:

To change the disposition, double click on the record to open the edit screen. Change the disposition choice and click OK.

Client Reports

Total Paid to Clients - Run a disbursement report to see the amount paid to each client as a subtotal and the total amount paid for all consignors for a given period of time:

  1. Click on Reports on the Main Menu.
  2. Select Disbursements.
  3. Set the Payment-Date range and be sure to check the box:
  4. The Payment-Amount range can be set to only include payments above and below specified amounts.
  5. Click on Print the Report.
  6. On the print-preview screen, use the arrows to navigate between pages:
  7. Click on the last arrow to view the last page and the total for all payments.

Quick Report: How Much Are Clients Owed?

  1. Click on Reports in BCSS and select Clients.
  2. Check Account Balance and enter 0 and 10000 (to assure including all client balances):
  3. Click on 'Print the Report' to view the amount owed, or
  4. Click on 'View the Report' to view (in the Main Table) only Clients with a balance owed. (Click View All to view all client records again.)

A 'Client Report' is basically the result of a 'search' of the BCSS database for specific Clients - like a Google search with an important difference: Based upon your 'search criteria' a BCSS Report will include only the desired information and not 'close matches'.

Create a Client Report

Select Reports from the Main Menu:

Select Clients:

Settings on this screen tell BCSS which Clients are  to be included in the Report.

For example, to create a list of Clients who are Active, who are on the Mailing List and who have account balances between $0 and $500, make these settings:

1. Check 'Active Only'.

2. Check 'On Mailing List'.

3. Check 'Account Balance' and enter 0 and 500 in the From and To fields. (If the box is not checked the settings will not be applied.)

Parameters

Clients may be included in the Report based upon Birthday, Birth Month, Date of Last New Item, Date of Sale or Date of Settlement, User Date or User Text, Active/Inactive status, Unsold Items Disposition, Transfer Accounts Only,  On Mailing List, To Receive Sales Reports and/or With Inventory Only.

Sort Output

The content of the report may be sorted by ID, Name, New-Item Date, Settlement Date. Check one:

Print Reports

Selecting Print the Report -

will present the Report is a Print-Preview Screen:

The Report may be printed by pressing the printer icon (yellow arrow).

View the Report in the Main Table

Selecting View the Report

will present the information in the BCSS Main Table.

Time Filters

Click on these buttons:

to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.

Quick Links

BCSS is divided into Work Areas. They are:

Each Work Area has its own set of Quick Links. These are the Quick Links for Clients:

With Quick Links, select a Client and easily:

  • View account history
  • View current items
  • Transfer items to the shop's Transfer Account
  • Print one or more copies of the pre-filled Client Agreement
  • Return items
  • View the current settlement due
  • Undelete items (return them to inventory)

Individual Client Information

Select a Client in the Main Table then view information about the Client in the Details Area at the bottom.

Click on the colored tabs at the bottom to view different screens of information (Details, General, Items, Notes, Settlements).

Note: Columns containing both letters and numbers is sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10. Due to a limitation of the component used in the program, numbers also sort as text in reports and in lists of labels.

When looking for records currently added or edited, click on the time-period buttons to display records for the time period selected:

Click on View All to restore all records.

If a record doesn't appear after it's been added, click on View All.

Sort Columns in the Main Table (version 6.0.516 and later)

In any Work Area, click on the table header to sort the column alphabetically or numerically:

Click on the header again to reverse the sort order.

The triangle on the right of the column header indicates the sort order:

It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find a record.

Please note:

  • If every record (ID, Name, etc.) has letters only or numbers only, the sort will be A-Z or 1-10.
  • If records have a mix of letters and numbers (like Client IDs SmithJ and 125), the sort will be alphabetical so the sort of numbers in such a list will be 1,10,2, not 1,2,10.

Finding a Record

In November, 2013 (version 6.0.850) the search box was moved under the center table:

Search Options

Click on File then User Interface to select search options.

In Buyers, Clients, Employees and Settlements, searches can be by either ID or Name but not both.

In Disbursement searches can be by 'Paid By' or 'Paid To'.

In Inventory searches can be by ID1, ID2 or Description.

Sales searches can be by Invoice # or Name.

On the same screen, check 'Search by first letter/number only' to exclude any records that might include the search anywhere in the record. If this option is NOT checked, entering a search like 'ike' will find Ike Eisenhower and Mike Martin. To search type the first number or letter of the ID, name, description or invoice #. If that doesn't find the correct listing or reduce the number of listings to a few, type the next number or letter of the name or ID.

Records can also be found by using Reports.

Watch a video.

How Search Worked Prior to Version 6.0.516

  • Search by ID - Replace 'Enter Search' with part or all of an ID ('Paid By' in Disbursements) and click the first button (with the 'white I' in the blue circle).
  • Search by Name - Enter part of all of a name ('Description' in Inventory) and click the 2nd button (with the 'white N' in the blue circle).
  • Click the 3rd button (with the white arrow) to find the next record (if any) that matches the ID or name entered.

What is 'Settlement'?

There are 2 forms of settlement in the program:

Consignment Settlement takes place after items (belong to clients) have been sold.

Buy-Outright Settlement occurs at the time items have been purchased from individuals.

There is a lot of information regarding settlement, so much so that the subject deserves its own page in the user's guide. Please click here to go to the section on settlement. Use the browser's Back Button to return to this page.

What is Store Credit?

'Store Credit' is an amount of money the store owes the customer.

There are several reasons why a store might owe money to customers (like refunds, account adjustments) but in consignment, customers may be issued store credit in lieu of payment by cash or check.

Settlement for Store Credit

At settlement, BCSS provides options for how consignors are to be paid for sold items: cash, check, gift certificate, PayPal or store credit. ('Gift Certificate' and Store Credit are similar in concept.)

Manual Issuance of Store Credit

A Client Record may be manually adjusted to award store credit:

  1. Double click on a Client Record to open the edit screen.

  2. Click on the Account Status tab.

  3. Click in the Store-Credit Field and enter the amount of the credit.

  4. Click OK to save the change and exit, or click Save and Continue to save the change and continue editing the Record.
  5. To view the Store Credit, with the same Client still selected in the Client Work-Area Table, click on Account History (on the right)

    or look below in the Details Area:


  • Store Credit is applied against Settlement Due.
  • Store Credit will appear on the Sales Invoice for Client Credit Purchases.
  • Store Credit is adjusted automatically when a client buys from the shop and receives the client share from sales of items consigned.

Total Owed to Clients

One of the most-frequently asked questions is, "How much do we owe our consignors?" The answer is easy to find in BCSS.

Warning Sales on hold will cause account totals to disagree. Either finalize the open invoice or void it to resolve the issue.

Display/Print Amounts Owed to Some or All Clients

  1. In BCSS, click on Reports on the Main Menu:

  2. Select Clients.

  3. Check 'Account Balance' and enter a range:

                     (The box must be checked for ranges to apply.)
    • Enter a large range (0 to 10000) to include all consignors.
    • Enter a range (like 10 to 100) to see only amounts due for the range entered.
  4. The Report Output can be sorted by ID, Name, New-Item Date or Settlement Date:

  5. Press Print the Report:

  6. View the list on the Print-Preview Screen.
  7. Scroll down to see the total (or use the arrows at the top of the screen to navigate).

  8. Print the report by clicking on the printer icon:

  9. ...and complete the Windows printing process

Year End Totals Owed to Clients

Each year at year end a reminder is sent to stores to keep a copy of the BCSS data as it exists at the end of the year. The copy is needed to create a report for amounts owed at year end.

Report output can be refined by changing settings of the Report Screen and pressing the Print-Report Button again.

Transfer Unsold Consignments to Shop Ownership

If original barcodes are scanned at POS or if original Item IDs are entered, the program will know that the items have been transferred to shop ownership and will credit the shop account for 100% of the sale.

If an item sells after transfer, of course, no settlement is paid to the Client.

If no items of the consignment were sold, this is added to the new-item notes:

"Qty transferred from item number xxxxx-nnnn on DATE. Originally consigned by NAME. No items of this consignment were sold so the old inventory record is not preserved."

If some items of the consignment were sold this is added to the new-item notes:

"Qty transferred from item number xxxxx-nnnn on DATE. Originally consigned by NAME."

And this is added to the old item notes:

"Qty transferred inventory balance to house account on DATE. This original inventory record is preserved because some of the original consignment quantity was sold."

Enable Transfer of Unsold Consignments

Make these settings to transfer unsold consignments to shop ownership:

  1. In Program Setup on the Inventory page, the transfer account must be enabled:
  2. In Program Setup > Inventory, a correct Discount Schedule must be present.

    Entries for 'Discount by' must be equal to or greater than the previous 'Discount by'. All fields must be completed.
  3. The Unsold-Items option in the client's record must set to 'Transfer to House'.

Transfer Unsold Consignments to Shop Ownership Automatically

If the option is checked (in Program Setup > Inventory) to activate automatic transfers...

...after the expiration of the number of days set...

...unsold items will transfer to shop ownership automatically.

A fixed price can be designated for all transfer items...

...or leave '0' if the price will vary.

Each time the New-Sale Screen is opened, any eligible items for transfer will be auto-transferred to the Transfer Account (in the background). (This is why, with larger databases, the New-Sale Screen can be slow to open when opened for the first time each day.)

Transfer Unsold Consignments to Shop Ownership Manually

Some shop owners like to manually transfer each unsold consignment for more control over transfers and pricing.

  1. In the Client Record select Transfer to House for every client whose unsold inventory is to be transferred to shop ownership.
  2. Under File, Program Setup, Inventory, Default Discount Rules, set the number of days when inventory is eligible for transfer and set a price to charge for each transferred item (if applicable. If no price is specified, then the sale price will remain the same.) If a number of days is not specified or if the number is less than the previous discount setting, inventory will not be transferred.
  3. Select a client in the Clients Work Area.
  4. Click on House Transfer:

  5. Choose which items to transfer. (If no items are displayed, check to see that 'Transfer to House' is the disposal option set in the client's record and quantity is at least 1.)
  6. Click Record, Print, Exit.
  7. Click OK to process selected items.
  8. Go to the Clients Work Area.
  9. Select the Transfer Account and click on Items in the Details Area to view items transferred.

Items Are Not Transferring

  • The Transfer Account must be activated in Program Setup on the Client tab:

  • In Program Setup > Inventory Tab 'Process discounts and transfers automatically' must be checked.

  • The Discount Schedule must be in correct format. Example with sequential settings for days and progressive discounts (based upon the original price):


    Entries for 'Discount by' must be equal to or greater than the previous 'Discount by'. All fields must be completed.

  • The client record must be marked for transfer.

  • Items with quantity = zero will not transfer.
  • If item quantity was greater than one and some were sold, the old item record is retained to support settlement for the sold items. See Item Notes for confirmation.

Reverse Transfer-Account Transfers - Any unsold item that has been transferred to shop ownership can be returned to the client's ownership. In the program in the Client Work Area menu (lower left)...

...select 'Reverse House Transfer' (not shown here). Mark items to reverse and click 'Record and Exit'. The Transfer Account record will be removed, the previous inventory record will be restored and a note of the action will also be added to the inventory record.

Apply Discounts to Extra Transfer Accounts - By default aging inventory is not discounted in the Transfer Account. This new feature allows for various discount schedules to be assigned to various categories for 'extra' house accounts, making it possible to selectively discount shop-owned items.

No Settlement Documents for sold shop-owned items - Set the Transfer Account percentage to zero to have all sold house items recorded by the program as finalized sales. This will prevent settlement documents from accumulating for such items.

Force the Transfer to the Transfer Account

To 'trigger' the transfer to Transfer Account, set the number of days to elapse for transfer (30 in the example below) to less than any number of days in the Discount Schedule (40, 50, 60, 70 in the example below). In this example, the item is to transfer after 30 days:

  • After 40 days discount original price of $100 by   5% to $95
  • After 50 days discount original price of $100 by 10% to $90
  • After 60 days discount original price of $100 by 15% to $85
  • After 70 days discount original price of $100 by 20% to $80
  • After 30 days, the item will auto transfer to the Transfer Account (if 'Process discounts and transfer automatically' is check in Program Setup, Inventory). The 'In Date' will be the original 'Date In'.

All days are counted from the Original In Date. If the fields are not completed, the transfer will not take place. If no barcode was assigned, the original Item ID will not retrieve the item after transfer.

Apply Discounts to Extra Transfer Accounts

Various discount schedules can be applied to various 'extra house accounts' so shop-owned items can be discounted automatically and selectively over time. In order for the discount schedule(s) to apply to the extra Transfer Account(s), the Main Transfer Account must be activated.

Items in the Main Transfer Account will not be discounted.

  1. In BCSS Program Setup on the Clients tab, check 'Enable the Transfer Account' and click Save/Exit.
  2. On the Inventory tab in Setup, create one or more discount schedules, and click Save/Exit. (The default schedule will apply to the Main Transfer Account and to all extra house accounts that are not assigned a category with a discount schedule assigned.)
  3. Create categories for items to be placed in the extra Transfer Account(s).
  4. Under Inventory on the Main Menu select Categories and assign discount schedules to categories.
  5. Use the New-Client feature to create new house accounts and on the New-Client Screen check 'This is a House Account'.
  6. Click OK to save the new record, or click Save and Continue to save the new record and add another.
  7. Create
  8. Select the appropriate Extra Transfer Account and choose to enter items.
  9. On the New-Item Screen, choose the appropriate category for discounting the item.

With the Main Transfer Account activated, items in Extra Transfer Accounts will be discounted if the items are assigned to categories which have discount schedules (other than the default discount schedule) assigned to them.

Reports

Reports of items transferred can be viewed/printed:

  1. Click on Reports on the Main Menu.

  2. Select Inventory.
  3. Click on the down arrow to the right of All Dispositions and select 'Transfer to House'.
  4. Make any other settings on the screen to define which inventory items should be included in the report.
  5. Click on any of the options at the lower right to view the report. (View the report will only show the items in the main inventory table. All other options will present a print preview.)

Things to know:

  • The transfer to the Transfer Account will occur first if its 'trigger date' is less than all other dates in the Discount Schedule.
  • The 'trigger date' will not work in the middle of a discount-schedule sequence.
  • There can be a number of Discount Schedules, any one of which can be set to transfer before or after discounting.
  • The original 'In Date' is preserved.
  • The Discount Date (in the Inventory Work Area Details section) will be the Transfer Date.

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