Inventory

Barcodes

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

Free POS-X Barcode Scanner Support: 800-790-8657, or live chat at http://www.pos-x.com/support/.


Barcodes on Price Labels and Hang Tags

Barcodes can be printed on price labels and hang tags using ink printers and sheet labels but they may be or become unreadable. (Ink fades and smears where thermal print does not.) Barcodes printed on thermal labels are more clear and durable.

Changing Barcodes

It is possible to change a barcode # manually but doing so can result in duplicate barcodes. Let the program remove duplicate barcodes by using 'Remove Duplicate Barcodes' under Inventory.

Use any of the options to print (reprint) price labels or click Save. Either way the items will be saved to inventory with new barcode numbers and codes.

To change a barcode, open the new-item screen and observe the next barcode # offered by the program. Edit the item record and use that number for the item.

Barcodes Are Optional

In Program Setup on the Printers screen, remove the check from 'Check this box to include barcodes on price labels' to NOT print barcodes on price labels and hang tags. If barcodes are not printed, more information about items can be printed by checking options in Program Setup > Inventory Tab.


Actions 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 barcode Field, scan barcodes, review the list and select which items to process, then click Record/Print/Exit.

Barcode Numbers

The program will know about items that have been entered into inventory. It will not know about barcodes that were printed elsewhere.

Non-BCSS barcodes can be read but don't use them. If a non-BCSS barcode is scanned, the New-Inventory Screen will open and the item could be entered with the existing barcode. This is not advisable as the program will assign the next barcode number based upon the last barcode # assigned.

BCSS reads UPC-A barcodes which have 12 digits but it only uses the first 11 numbers so it may be necessary to scan a code to 'cut' the 12th 'check digit'.

The 'Check Digit' and 'Cut Check Digit' barcodes on that page are for POS-X and Unitech scanners. It may be necessary to print the page then scan the code. Please refer to your scanner's manual if you're using a different make.

Find an Item by Scanning a Barcode

Go to the Inventory Work Area.

To the right of View All, click in the barcode field (where it says 'Enter Barcode') and scan a barcode to locate an item.

scans

If the item is in the database with a correct barcode number, the item will be selected (highlighted) in the Inventory Table.

Add Items at POS by Scanning Barcodes

Each time the New-Sale Screen is opened (and after each completed sale) the cursor will appear in the barcode field, ready for a scan. Before scanning any item make sure the cursor is in the barcode field.

If a bar code is read that does not exist in inventory, the new-inventory-item window opens. Choose the provider of the item. After the new item is entered, read the bar code again to enter the item on the New-Sale Screen.

If it is necessary to press the Enter Key after a barcode has been read, please refer to the scanner manual for instructions on how to add a line feed. (POS-X free support: 800-790-8657)


Manually Enter Barcodes at POS

If a barcode fails to scan properly, enter it manually from the keyboard. Use the numbers on the keyboard that are below the function keys.

numbers

Do not use the numeric keypad.

keyboard

Press enter when you have finished entering the bar code.


Assign Barcodes

A barcode is auto-assigned to every item entered into inventory. It's not possible to know all of the reasons why an item doesn't have a barcode but it is handy to be able to assign barcodes to items that don't have barcodes.

If one item doesn't have a barcode:

  1. Open the New-Item Screen and write down or remember the next barcode number offered by the program. It must be 11 digits.
  2. Edit the record of the item in question and type in the barcode number.
  3. Click Save.

The program will assign the next-available number to the next item added to inventory.


If several items don't have barcodes:

  1. Click on Inventory on the Main Menu.
  2. Select Assign Barcodes.
  3. A message will appear stating how many new barcodes have been assigned.

Print 'unused barcodes' on price labels and attach them to inventory items and add the items to inventory.

('Unused barcodes' are barcode numbers next in sequence that haven't been applied to inventory items.)

  1. Click on Labels on the Main Menu.
  2. Select the Inventory tab.
  3. For Label Style, choose Barcodes on Avery Stock.
  4. On the next screen, click on Print Open Barcodes.
  5. Make any necessary settings.
  6. The box named 'Barcode Quantity = Inventory Quantity' can be checked or unchecked.
  7. Click on Test Print.
  8. If the labels appear to be correct, click the printer icon on the window menu bar to print.
  9. Attach labels to items.
  10. Enter the items in BCSS and record the barcode for each item.

Assign Barcodes to an Individual or Entity

If you consign several small items belonging to the same person or entity, create an inventory record for the items as a group and scan the barcode at POS. Enter the amount of the sale without itemizing items.

Also create a Client Record for the person or entity for settlement purposes.


Avoid Duplicate Barcodes

If inventory is being entered on multiple computers on a network, please read Computer Locations for correct configuration of BCSS for use on networks.

An alternative: If more than one person is entering inventory, have one person use the Batch-Enter function in BCSS and have others enter inventory on spreadsheets (to be imported into BCSS later).

Prior to printing barcode labels, use the 'Assign Barcodes' feature in the Inventory Work Area to assure that a barcode has been assigned to each item.


Remove Duplicate Barcodes

Duplicate barcodes can be replaced using the 'Remove-Duplicate-Bar-Codes' function:

  1. Click on Inventory on the Main Menu:
    Inventory on the Main Menu
  2. Click on 'Assign Barcodes' to assure that a barcode has been assigned to each inventory item. (The program will report the number of codes assigned or state that no codes have been assigned.)
  3. Click on Inventory on the Main Menu again and select 'Remove Duplicate Barcodes'.

  4. A list of items with duplicate barcodes will be presented.
  5. Use any of the options to print (reprint) price labels or click Save. Either way the items will be saved to inventory with new barcode numbers and codes.

Printing Labels and Tags with Barcodes

  1. In Program Setup (Printers tab, bottom center), this box must be checked:

    on

  2. Click on Labels then Inventory -

    labels

  3. With Quantity Greater Than 0' checked, labels will be printed only for items in inventory:

  4. Check 'Label Quantity = Item Quantity' to print labels equal to the quantity in stock:

  5. The Disposal Code, Date In and Discount Schedule can be turned off/on in Program Setup (Inventory).

Bar-Codes on 8.5" x 11" Sheet Labels

Barcodes may be printed on adhesive medium labels or non-adhesive hang tags using a standard ink printer. There isn't enough room to print them on small price labels or detailed labels.

Medium Adhesive Price Labels with Barcodes

Below is an image of a Medium Label (actual size: 2 5/8" x 1") showing (from top to bottom) the optional Disposal Code ('re' for Return), the Barcode, the Bar-Code Number, Description (A Children's Item), Price and Client ID-Item # (Consignor TempleG - Item 1).

Medium Adhesive Price Labels

The labels are '3 across on the sheet and 10 down' - Avery #5160 (laser), #8460 (ink/bubble jet), #4144 (dot matrix) available from office supply stores.

Non-Adhesive Hang Tags with Barcodes (actual size 4 1/4" x 1"):

Non-Adhesive Hang Tags

This example includes:

  • Client ID-Item ID (WinfO-1: Client Winfred and her first item)
  • Disposal Code (re)
  • Category (Fiction)
  • Details (Life and Times)
  • Description (A Book Entry)
  • Date In (11/26)
  • Discount Schedule ($40, $36, $34, $32 with the first price being the original price)
  • One User-Defined Group (Author is the 'Group'. Rowling is the 'Group Member'.)
  • Barcode and the Bar-Code #

Determine Which Labels to Print

The method for determining which labels to print is the same for all labels:

1. Select Labels on the Main Menu:

main menu

2. Select Inventory:

At the bottom of the page, check 'Barcodes on Sheets':

Click the Print-Price-Labels Button:

price labels

The next screen will present a list of print options:

options

  1. Print Open Barcodes (barcodes not yet assigned to inventory items) - Print unused barcodes. Attach them to items then add items into inventory (including barcodes).
  2. Manually Enter Barcodes to Print - Type barcode numbers in the Bar-Code Fields
  3. Print Barcodes With Filters - 'Filters' refers to settings made on the Price Labels and Tags screen for selecting items for barcode labels. (See Price Labels for how to set filters.)
  4. Manually Enter Item ID to Reprint - Type Item IDs in the Item ID fields
  5. Select Barcodes to Print - Select barcodes from a list of barcodes

Print Settings

After completing any of the 5 options above, a Print Settings screen will present options for Page Layout (in inches).

settings

The Print Settings window is only for the barcode labels which have different requirements for labels/tags without barcodes. It takes measurements in inches and computes row space. It also computes whether the number of columns specified works with the margins.

The default settings are correct for most ink printers.

  • Top Margin .1
  • Bottom Margin .5
  • Rows 10
  • Row Space 1
  • Left Margin .3
  • Right Margin .5
  • Columns 3  (This setting should be changed to '2' for 2-across hang tags.)

If label do not print correctly, make adjustments as needed. See Adjust Print Position.


Test Print

Selecting Test Print will present the labels selected in a Print-Preview Screen. If labels are missing or undesirable labels are present, go back and add or delete labels by changing settings or entries made. If the labels are correct, press the Print Button to Proceed.

When the labels are correct, first print one sheet of labels on a white sheet of paper. Place the printed page over a sheet of blank labels. Square them and hold both up to light to verify that the print aligns with the labels.


Windows Print Setup

The next screen is Windows Print Setup. (It should not be necessary to change settings under 'Setup' on this screen.)

The settings should be:

  • Name: The correct printer name should appear here.
  • Size: Letter
  • Page range: Current page (or All)
  • Orientation: Portrait (Never 'As Preview')
  • Number of copies: Normally 1

When settings are correct, press OK to start printing.


Existing Barcodes

BCSS recognizes barcodes not in the BCSS database but it is not connected to any database that would provide information about other items. The same barcode can be used but information about scanned items would need to be keyed in.

Note that BCSS recognizes 7-digit and 11-digit barcodes. It may be necessary to configure the scanner to 'cut' the 12th digit from a 12-digit barcode. See the barcode configuration instructions.


There are two ways to enter a barcode at POS:

1.  Scan a Barcode

When the New-Sale Screen opens and after each sale is saved, the cursor will be in the barcode field ready for a scan.

new sale

Scan the barcode. If a barcode is read that does not exist in inventory, the New-Inventory-Item will open displaying the next barcode #. Write it down and enter information about the item.

After the new item is entered, enter the barcode on the New-Sale Screen.

Issue: After scanning a barcode, it's necessary to press Enter to complete the scan. Solution: Scan a barcode from the manual that adds a 'carriage return' (line feed). For the POS-X 2D scanner, the code is named 'VSUFCR' on page 4-3 in the users guide, http://px-download.s3.amazonaws.com/EVO2D_UserManual.pdf.

Try to scan the code (below) on your monitor but usually it's necessary to print the code and scan from the printed page.

carriage


2.  Manually Enter a Barcode

If the barcode reader is unable to read a barcode -

  1. Click in the Bar-Code-Entry Box on the New-Sale Screen and start to enter the barcode (using number keys at the top of the keyboard).
  2. Enter the barcode and press Enter.
  3. The pop-up window disappears and processing proceeds as if a barcode had been read with the reader.

Existing Barcodes

BCSS recognizes barcodes not in the BCSS database but it is not connected to any database that would provide information about other items. The same barcode can be used but information about scanned items would need to be keyed in.

Note that BCSS recognizes 7-digit and 11-digit barcodes. It may be necessary to configure the scanner to 'cut' the 12th digit from a 12-digit barcode. See the barcode configuration instructions.


Barcode Numbers in Reports

Bar-code numbers may be displayed on screen and/or printed for a specific item or a range of items.

Please note: In order for a barcode to be viewable or printable, a barcode must have been assigned to the inventory item. See Assign Barcodes.


View the Barcode for One Inventory Item

After a barcode has been assigned, go to the Inventory Work Area:

Select the item from the list of inventory items in the table:

list

View the barcode in the Bar-Code Field at the bottom of the screen:

code


View and Print Barcode Reports (See Barcode Labels for printing price labels and hang tags with barcodes.)

Click on Reports on the Main Menu and select Inventory:

main menu

Once the inventory items have been selected (by making settings on the Report Screen), click the button named Print Detailed List:

detail

View barcodes on the Print-Preview Screen:

screens

Use the print button to print the report:


Find An Item By Barcode

In the Inventory Work Area Click in the barcode field:

find barcode

Scan the code. The matching item will be highlighted in the list.


Free POS-X Barcode Scanner Support: 800-790-8657, or chat or complete a service request at http://www.pos-x.com/support/.


BCSS is compatible with most scanners and has been configured for the POS-X Scanners and the Unitech MS210 Barcode Reader.

Generally scanners can be used 'out of the box' like keyboards - plug them into a USB (Uniform Serial Bus) port and Windows will recognize the new hardware.


Test Any Scanner Prior to Use with BCSS:

  1. Open NotePad. (Type notepad in the search box to the right of the Start Button.)
  2. Scan any barcode.
  3. The barcode should appear in NotePad.

If the barcode does not appear in Notepad, try another cable, another USB port and/or try another barcode. See the scanner manual for scanner setup and configuration. If there's still a problem, contact the provider of the scanner. It's possible that the scanner is defective. (POS-X Support: 800-790-8657)


Test the Scanner with BCSS:

  1. In BCSS, press F6 for New Sale.
  2. The cursor should be in the barcode field (upper right) ready for a scan. If it is not, click in that field.

  3. Scan a barcode.

The barcode should appear in the barcode box and the item scanned should appear as a line entry.

If the scan did not work, open Notepad and scan the item again. If the barcode appears in Notepad, the scanner is working.

Issue: After scanning a barcode, it's necessary to press Enter to complete the scan. Solution: Scan a barcode from the manual that adds a 'carriage return' (line feed). For the POS-X 2D scanner, the code is named 'VSUFCR' on page 4-3 in the users guide, http://px-download.s3.amazonaws.com/EVO2D_UserManual.pdf.

Try to scan the code (below) on your monitor but usually it's necessary to print the code and scan from the printed page.


Scanner Settings

BCSS reads 12-digit (UPC-A) barcodes. When setting up the scanner, scan these barcodes for UPC-E or UPC-A:

     

It may be necessary to print this page and scan the code from the printed page.

Some barcodes may have 12 digits with the 12th digit being a 'check digit'. BCSS treats 12-digit codes as 'invalid' so when setting up the POS-X scanner, put the scanner in Program Mode and scan this code to 'turn the check digit off' or 'cut check digit':

 

BCSS can read 7-digit (UPC-E codes but they are not used.


POS-X Bar-Code Scanners

These scanners are compatible with BCSS. They were chosen for their reliability (3-5 Year Warranties) and affordability. Each scanner is shipped with a users guide and (cable and power supply where applicable). Shipping is free in the lower 48 states. Additional shipping charges only apply outside the U.S continent.

 

ION Short Range Barcode Scanner ($99)

The ION is an inexpensive tethered scanner which connects to the PC with a 6.5' USB cable. It has a 4-inch read range, 4.7" read width and can read 200 barcodes per second. It reads all popular barcode symbologies. This scanner is included in BCSS Specials. 3-Yr Warranty (Warranty) (Support/Repair Requests)

2d  

EVO Laser Scanner ($149, Hand-Free Stand $20)

The Laser Scanner is a shock-resistant tethered scanner with a reading distance of up to 14 inches. The hands-free stand is a nice convenience at busy POS stations. Also included are the configuration software, a manual and USB cable. This scanner is available as an upgrade (from the PXI model) in BCSS Special Offers for $56. (5-Year Warranty. 2-Day Advance Replacement Protection. Overnight fee-based Replacement Service.)

3200  

ION Linear Wireless Mid-Range Scanner ($282, Stand $20)

The ION Linear scanner is wireless with a range up to 328 feet and a reading distance up to 14 inches. It is shatter resistant. The scanner is rechargeable with a battery life up to 50,000 scans. This scanner is available as an upgrade in the BCSS Special Offers for $183. Ships with 3-Yr Warranty, User's Guide, Connection Guide, Bluetooth Charging Base, Interface Cable, AC Power Supply and Driver Disk (Configuration Utility) (Warranty) (Support/Repair Requests)


Troubleshooting

The primary reasons for scanner inoperability are:

  1. Incorrect Interface Connection: POS-X scanners connect via the USB port and are shipped with USB cables. No other connection should be attempted.
  2. Incorrect Configuration Setup: BCSS reads 11-digit barcodes. Count the number of digits in the barcode. If it is 12, configure the scanner to cut (drop, not read) the 12th digit by scanning the Scanner Settings (or refer to page 46 of the POS-X manual).
  3. Poor Bar-Code Quality: Older printers and some inkjet or bubblejet printers may not produce enough clarity in the actual barcode to make them readable. LaserJet printers are better, as are Hewlett-Packard models. All-In-One printers might produce inferior label quality.

Scanner enters lead character @c

Please see Scanner Settings on how to configure scanners by scanning factory-provided barcodes.


Bar codes are duplicated | Scanning brings up wrong item | Codes not read by scanner

Procedure:

  1. On the Main Menu select Inventory.
  2. Click 'Remove Duplicate Barcodes'. A window will open with a list of items with new barcodes.
  3. Select Save to save the new barcodes or select a print option to print labels with the new barcodes.
  4. The Bar-Code Layout Window will open. Make settings for margins and/or row spacing if necessary.
  5. Labels for the newly-assigned codes will be auto-printed when the window is closed.
  6. If there are only a few barcodes, remove all of them, reassign codes and try scanning again.

Bar codes print in mirror image.

This is usually caused by having too many printer drivers installed. Go to Control Panel, Printers and remove any drivers for printers that are not being used. It is best to have only one ink printer and one receipt printer.

Intuit's driver for QuickBooks has been known to cause problems.

Print another document to assure that the printer is working properly.


I don't have an installation CD. Where can I find the drivers?

Scanners do not require drivers. The POS-X Scanner Configuration Manager can be download from http://www.pos-x.com/downloads/. In the search box type 'configuration' plus the scanner model to more quickly locate relevant listings.

The Configuration Manager includes:

  • Scanner settings
  • User interface
  • Bar-code definition
  • Data edit
  • Update scanner program
  • Test scanner read state

These settings can also be accessed in Control Panel > Devices and Printers (XP: Control Panel > Devices and Printers). Right click on the scanner and select Properties. Click on tabs to access various screens.


Why won't my scanner read some barcodes?

The barcode symbologies might need to be enabled. By default Codabar, MSI, and Code11 are not enabled. Bar codes must also be clearly printed. They can't be faded, torn or crumpled.


What are “M”, “A”, or “K” in front of all my scans?

Those are Code IDs. For POS-X: In the manual see page 30, Group 14, Codabar. For the MS210: Scan the NO barcode of Code ID on page A.2.


What is the maximum length for a USB cable?

A single cable can be 5 meters. Cascading 5-meter cables between USB hubs can achieve a maximum distance of 30 meters.


Troubleshooting Barcode Printing

Labels Not Positioned Correctly on Sheet Labels -

1. Turn the printer off to stop printing and clear the printer queue.

2. Turn the printer back on and clear the paper.

3. Change Print Settings (on the Label Screen) to correct print position by changing the values for Top and Left Margin, row Space on the Labels Screen:

negative

If labels are not printing on the last row, decrease the value for Row Space.

No Barcodes on Labels

1. Make sure the item with a missing barcode has a barcode assigned.

2. Turn barcodes on in Program Setup, Printers tab. Select 'Check this box to include barcodes on price labels'.

If Setup opens with that box checked, remove the check. Save and Exit. Reopen Setup. Replace the check and Save/Exit again for a reset.


Types of Inventory

There a 5 types of inventory in BCSS:

  • Consignment:

    Consignments are items belonging to others being sold by the shop for a percentage of the sales proceeds. The percentage can be different for each client, each item and each inventory category. Clients are paid after items sell.

  • Buy Outright:

    'BOR' items are purchases from individuals for resale. Payment is made up front and the purchased items become property of the shop upon payment.

  • Retail:

    Retail is merchandise purchased for resale from non-individuals like suppliers, wholesalers, manufacturers.

  • Shop-Owned:

    For one shop owner, shop-owned items can be sold using the 'House Account'. All sales proceeds will go the 'shop' or 'house' account. For multiple shop owners selling individually-owned merchandise, use separate accounts (not House Accounts) with 100% payout to the owner of each item.

  • Rentals:

    Items for rent are mostly shop-owned items that are rented for a period of time for a fee. Payment is made to the shop upon taking possession of the rented items.


Inventory Notes

Create a Client Record before entering inventory. Do not use punctuation at all.

With BCSS Virtual clients (or anyone) can add inventory online and view their account information. Stores can download the data, edit it and print price labels.

Entering inventory prior to POS creates a record for each item (optionally with a picture), and makes the following functions available (not available in Intro):

  • Batch enter/edit/delete, categorize, track, find, sort, label/barcode and discount inventory.
  • Discount (manually or automatically), delete, edit, tax, report and print labels by category.
  • Track ownership, location, disposal, Client %, current status, and price history including % Discount, Current, Original and Lowest Prices
  • Create detailed reports showing Quantity, Client, Category, Sales Location, Date In, Date Discounted, Date Of Last Sale, Item ID, % Share, Description and Details
  • Scan barcodes at POS for fast check out.
  • Recall a picture of the item to avoid tag switching.
  • Delete inventory or move it to storage (and back). Return unsold inventory to the client, transfer it to shop ownership, donate it or destroy it. Print 'secret codes' on price labels to know what to do with each unsold item.

Add One New Inventory Item for an Existing Client (F3)

Select the client and press F3. The New-Item Screen will open with the Client's ID, Item #, Client %, Barcode and Date auto-entered. Quantity will be entered as 1 (for convenience) and may be changed.

The Item ID will be the Client ID + Item Number (example: If 'Lin' was entered as the Client ID for 'Lincoln', the Item ID of 'Lin-5' would indicate that the item belonged to Client Lincoln and is the 5th consigned item by Lincoln).

Label Descriptions - Descriptions are limited to 20 character so as to fit on the smallest of price labels so use the words and numbers that best describe the item. To make descriptions more useful in reports and sorted lists, use consistent wording and numbering. (Example: Always use 'Klein', not Calvin and Cline and Kline.)

Select a Category - Accept the default category (if one is set in Program Setup > Inventory) or press the first letter of the desired category then use the mouse or down arrow to select the category the press Enter:

(To set up categories, click on File on the Main Menu, then Inventory then Categories.)

If the selected category is associated with User-Defined Groups, selecting the category will change the names of the fields 'User-Defined Inventory Group*' to the Group-Defined Names. In the following example, the category 'Beds' has been associated with the User-Group named 'Style' so when the category 'Beds' is selected (above), 'User-Defined Inventory Group 1' becomes 'Style'.

Clicking the blue down arrow to the right of 'Style' presents a list of different types of materials (Brass, Oak, Pine), one of which (Brass) may be selected to further describe the item. In this example, the category 'Beds' has only been associated with one User Group (Style) so there are no other User-Defined Groups available for the category 'Beds'.

Details Field - This description will appear on Detailed Price Labels and Detailed Inventory Reports. Enter up to 100 characters.

Change the Client % (in decimal form) if necessary. (This is the share of the sale the Client is to receive. The default of 40% is set in Program Setup and may be changed.)

Enter a Selling Price.

Select a Sales Location if applicable. (This can be another store location, for example, or area within a store. Locations are set up in Program Setup, Networking.)

The date set on the computer will be the In Date auto entered. It can be changed. If several items are being entered from a date different from the date set on the computer, change the date on the computer then add items for the date set (to avoid having to change the date each time).

Click on New Picture and navigate to the location (on the computer) of the picture. Click on the picture file to add the picture to the item record.

Add a Picture from the Internet - When adding a new inventory item or when editing an existing inventory record, enter the URL of the image in the field named 'Picture URL' and click OK.

The path to the image will be added to the BCSS database. The actual image will reside on the server.

Check either of these options if applicable. Buy Outright is an item that is purchased and resold. Rentals are items that are rented out for a fee.

Press Cancel

to clear the entries and close the screen or

Press OK

to save the Record.

To view the newly-added item, go to the Inventory Work Area and use the Scroll Button (not shown) to scroll down to the last Entry in the Inventory List:

or select the Client from the List of Clients and use the Items Tab in the Details Area to view that Client's Items:

Please note: The Inventory ID can only be edited on the Batch-Edit Screen. This makes it easy to see other IDs and avoid duplicating IDs.


Add Inventory at POS

  1. Press F6 to open the new-sale screen.
  2. Click Enter Unlisted Item:

    The Item ID will be generated and entered by BCSS when the Client ID is selected. (step 5 below)

  3. Click in the box under 'Description' and enter up to 20 characters to describe the item.
  4. Enter Price and Quantity.
  5. Click in the Client ID box and use the drop-down menu to select the client. (A client record must exist for the person to appear in the list. If missing, close the sales screen, create a record for the person and return to the sales screen.)
  6. Follow the procedures for completing a sale.

Add Inventory Remotely

  1. Inventory can be entered into spreadsheets then imported into the program. Special spreadsheets are available from tech support. Completed sheets can be emailed to the shop for import into the program. (See data import.)
  2. With the Virtual edition of BCSS inventory can be added online at resell4.me and downloaded at the shop. Virtual also allows consignors and vendors to view their account information online. (fee based)
  3. Any free remote-pc program (Team Viewer, GoToMyPC, etc.) can be used to access the shop computer from any other computer to add inventory directly on the shop computer.

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). See Data Import for instructions.

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 Inventory Delete

1. Batch delete will not delete a consignment item unless it has been sold, has a quantity of zero and has been settled.
2. For buy-outright items with zero quantity, batch delete will delete those records without checking for a settlement.
3. Make a backup of your data before using this function.

To delete all inventory prior to a given Last-Sold Date or by Client or by Inventory Category, select Batch Delete from the Inventory Menu to view this screen:

Items may be deleted for individual consignors, individual categories, or all items with quantity = 0 if 'All Clients' or 'All Inventory' are selected.

Set a date. No item will be deleted if its 'In Date' is after the date set for this function.

Select the Delete Category from 'And/or From This Inventory Category' or accept 'All Categories'.

Press OK. All items in the deleted category with In Dates prior to the date set on the Batch Delete screen will be deleted.


Inventory Categories - Organizing Merchandise

Categories group inventory items. For example, categories in a women's store might be Accessories, Apparel, Bloomers, Bridal, Clubwear, Corsets, Dresses, Exotic, Fitness, Furs, Halters, Handbags, Hosiery, Jackets, Jeans, Lingerie, Maternity, Outerwear, Petite, Plus.

Well-organized inventory avoids confusion, mistakes and frustration. Items are easier to locate in the store and useful reports can be generated about inventory on hand, sold, returned, donated, transferred to shop ownership etc.

Assigning a category to an item helps to describe and identify it.

BCSS Category Features

  • A default category set in program setup (Inventory tab) will appear for every new item entered and avoid some repetitious data entry. (The category can be changed before entering items.)
  • Inventory can be entered in spreadsheets which can be sent to the store for import. The Excel-Fill feature can be used to autofill fields for category.
  • A unique discount schedule can be applied to any category.
  • Set a specific sales tax for a category or make the category tax-free.
  • Set a sales-tax rate for items in a category priced above a given amount.
  • Each category can have its own client % (the amount paid to the client).
  • Specific categories can be included in promotional sales.
  • Items can be isolated for price-label printing or reprinting.

Create Categories in BCSS

Select Categories from the Inventory Menu:

To add one category, enter the name of the category in the box at the bottom:

and press 'Create New Category'.

Repeat for other categories and click 'Save Changes':

To add multiple categories at once, type or copy/paste a list of categories separated by commas - no space after the commas - example: beds,chairs,sofas - (Enter up to 500 characters). Press Create New Category to enter all categories at once.

and press 'Create New Category'.

The Default Discount Schedule (set in Program Setup, Inventory) will apply to each category entered and items in the category will be taxable unless the 'Tax-Free' box is checked.

A dollar amount may be entered in the 'Tax Above' column. Any item sold below that amount would not be subject to sales tax. The Tax-Free box must remain unchecked. (One application of this feature is that clothing is not taxable below stipulated amounts in some jurisdictions.

A client % (different from the default % set in Program Setup) can be set for any category here (in decimal form):

Edit a Category Name

Before changing a category name, run an inventory report using 'category' as the report filter to see which items have been assigned to the category. Change the name of the category then change the category assignment for each item.

To change the name of a category, select the category by clicking on it. Its name will appear in the Name Box.

Make desired changes to the name and select Save Edited Category.

When finished editing or adding Categories, select Saves Changes and Exit.

Deleted Categories

BCSS will continue to track items which were assigned to a category if the category name is deleted.

Using Categories on the New-Item Screen

On the New-Item Screen (F3), the default category set in setup will appear for the category.

Select a category from the drop-down menu if different from the default:

If User-Defined Groups have been assigned to the chosen category, the group names will appear...

...and a member from each group can be selected to describe the item in more detail:

Click 'Save and Exit' to save the record or 'Save, Print a Thermal Label' to save the record and print a thermal (not sheet) label.

Using Categories on the Batch-Enter Screens

Columns not needed on batch-enter screens can be removed. Please contact support for this option ($39).

  1. In the Clients Work Area select the owner of the items to be entered.
  2. From the lower-left menu choose Batch Consignment or Batch Buy Outright.
  3. Enter a description (20 characters max) and press Enter.
  4. The default category set in setup (Program Setup > Inventory) will appear for the category. Press Enter to accept the category and move to the next field.
  5. To select a category other than the default category, press the first letter of the desired category and use the mouse or down arrow to select the category:

  6. Press Enter to save the category and move to the next field.
  7. If User-Defined Groups have been assigned to the chosen category, the group names will appear further to the right on the screen:

    It may be necessary to widen the screen and/or to scroll to the right. If no group names appear, Groups have not been assigned to the category chosen.)

  8. Click in the box under the Group Name (red arrow above) and choose a member of the group.

When all items have been entered:

  • Click Save to save the record and close the input screen, or
  • Click Cancel to close the screen and not save entries, or
  • Click on any of the label options under 'Use thee buttons for sheet labels only' IF USING AN INK PRINTER AND SHEET LABELS. DO NOT CLICK ON THESE OPTIONS FOR THERMAL LABELS.
  • To print thermal labels, click on 'Thermal'.
  • Close the message window and click on Thermal again.
  • Alternatively, click 'Print Agreement and Item List'.
  • If a number of labels are to be printed matching the quantity of an item, check ''Label Qty = Item Qty'.
  • If a row after the last item row had been clicked, enter the row # of the last item here to avoid printing blank labels:

Use Categories for Label Printing

Categories can be used as a 'filter' when selecting items for label printing.

  1. Click on Labels on the Main Menu.
  2. Make sure you're on the Inventory page.

    Various settings can be made on this page to isolate or define for which items labels should be printed. One of the 'filters' (to 'filter out' unwanted items) is Categories.

  3. Use the drop-down menu to select the category of the item(s).
  4. If all of the items belong to the same person, select the person using the drop-down to the right of 'Client'.
  5. If you know that all of the items were entered into inventory during the same time period, check 'Date In' and set the From and To dates.
  6. The labels can be sorted by any of these parameters:

  7. All of the options under Style are for SHEET LABELS except 'Thermal Labels'.

  8. 'Thermal Labels' must be selected if printing thermal labels.
  9. Press 'Print Price Labels' to proceed.
  10. Press 'Select Labels to Print' to select specific items for labels.

Use Categories for Reports

  1. Click on Reports on the Main Menu.
  2. Select Inventory.
  3. Use the drop-down menu to the right of 'Category' to choose the category.
  4. Make any other settings on the page to filter out unwanted information.

    For example, check 'Price Range' and set the From and To values to only include in the report those items with prices falling within the range set.

  5. Choose a sort option and select one of the options represented by the buttons at the lower right.

    'View the Report' will display the results of the report in the main table in the program.

Categories in Promotional Sales

Specific categories can be included in a promotional sale:

  1. Click on Sales on the Main Menu:

  2. Select Sales Promotions.
  3. Enter the date range of the sale.
  4. Enter appropriate discounts under 'Discount by Invoice Total' if appropriate.
  5. Under 'Discount by Item Category' use drop-down menus to select categories and set the amount price of items in the selected category are to be discounted by.
  6. Click OK to save changes or Cancel to close the screen and not save changes.

    Note that sales-promotion discounts are absorbed by the store. There are 5 ways to discount in BCSS.

Delete One Inventory Item

Options

In the Clients Work Area select the client and select Items at the bottom of the screen. Select the item and use 'Delete Item' at the left.

In the Inventory Work Area, select an item from the table. Right click on the item and choose Delete (or select the item and choose Delete Item in the lower-left menu).

(This feature is available in BCSS Deluxe, Diamond and Virtual. BCSS Intro does not store information about unsold inventory.)

Discount items after they are transferred to Secondary Transfer Accounts. Items transferred to the Primary Transfer Account cannot be discounted automatically and must be discounted manually at POS.

Print Discount Dates and Prices on Price Tags.

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.


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.
  • 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:
      off
    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:

disc

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 consignor's record for items to transfer and 'Process discounts and transfers automatically' must be checking in Program Setup > Inventory Tab:
    transfer
  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.

    discount

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.)

discount-example      discount-wrong

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:

    schedule-button

  2. Enter a name for the Schedule:

    schedule-name

  3. Click on Create New Schedule:

    create

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

  4. Click on Save Changes:

    save

  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:

    drop

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

    set

    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:

    save it

  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:

    all

  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:

inventory

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:

inventory


View All Discounted Items (sorted by Category)

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

discount


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
Medium Label
Detailed Label
Detailed Label
Hang Tag
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:

transfer

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

discounts and transfers

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):

no discount
(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'.

See Price Labels for more detailed printing instructions.

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:

inventory

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.

Price Discount at the Point of Sale

There are 5 types of discounts at the point of sale:

Discounts Absorbed by the Store

  • Dollar - Total Invoice is reduced by a dollar amount.
  • Promotional - All items offered under a Special Promotion are discounted (except in BCSS Intro).

Discounts NOT Absorbed by the Store

  • Percentage (%) - Items are discounted individually by a %.
  • Percentage (%) - Total Invoice is reduced by a %.
  • Price - The price of an item is reduced.

Explanation

Most invoices will include more than one item. Each line item can be discounted by %:

If the invoice total is manually discounted by a %...

discount-invoice

...that percentage is applied to each item on the invoice and the discount is shared with consignors.

If the invoice total is discounted by a $ amount...

discount-dollar

... or by a sales promotion...

discount-promo

...the discount cannot be applied proportionately to each invoice item and must be absorbed by the store.

If the item price is discounted...

discount-price

...the discount will be shared with the consignor.

-----

Any of the 5 discounts can apply at the same time or in combination. If one discount is changed, the others are not affected. BCSS tracks the amount of each discount and computes the correct total.

Discounts by price, percent and dollar amount are entered on the New-Sale Screen.

Tip: To keep the consignors' shares the same and reduce the amount credited to the store, enter a dollar amount for a discount.

Note that for dollar and promotional discounts The Sales-Recap Report (store revenue) will present the discounted price while Items-Sold Reports (typically produced for consignors) will show the price before the discount - because the consignor's share is not discounted by dollar and promotional discounts.


As of July 14, 2014 (v. 6.0.2272) the program computes the difference between Original Price and Sale Price for each item on the invoice and reports the total of those differences as Total Discount. Accuracy depends upon having accurate Original Prices. Sometimes zero is enter for new items and a price is entered at checkout. And sometimes the sale price is higher than the original price. The program ignores situations where the sale price is higher than original price. It is also possible for the user to edit the Original Price. The program can't know whether that is the case.


Discounting the Entire Invoice at the Point of Sale

Press F6 to open a new sales invoice.

Process a New Sale.

The discount may be entered as a dollar amount and/or as a percentage:

dollar amount

The percentage discount is not absorbed by the store. It applies to the consignor's share and the store's share.

The dollar discount IS absorbed by the store. It does not apply to the consignor's share; therefore, the full sales price will appear on the consignor's settlement.


Line-Item Discounts

Reduce the cost of a single item by entering the amount of the discount (in decimal form) in the '% Off' field:

pos discount

This discount is not absorbed by the store. It applies to the consignor's share and the store's share.


Promotional Discounts

Promotional Discounts are auto-entered by BCSS (during a Special Promotion only).

A Promotional Discount will only appear in the Discount field during a Special Promotion. It may be edited to increase or decrease it.

This discount is absorbed by the store. It is not deducted from the consignor's share.


Accounting for Discounts in BCSS

Discounts by %, Age or Price are shared by the consignor and the store. (If a $100 item is discounted by 10%, for example, and the split is 50-50, the consignor receives $45 and the store receives $45.)

Dollar ($) and Promotional (%) Discounts are absorbed by the store (not deducted from the consignor's share). (If a $100 item is discounted by $10, for example, and the split is 50-50, the consignor receives $50 and the store receives $40.) (On invoices with multiple items from multiple consignors, it is not possible to proportion a dollar or promotional discount to each item.)

A % Discount reduces the settlement amount. Dollar and Promotional Discounts do not reduce the settlement amount.

Promotional discounts can be by invoice or category or both. If both are specified, both apply. If only one is specified, that one applies.

Discount Type
Absorbed
Reduce Settlement
Reduce Invoice
%

Aged

Price

Dollar

Promotional
No

No

No

Yes

Yes
Yes

Yes

Yes

No

No
Yes

Yes

Yes

Yes

Yes


Finalizing the Invoice

After the last item is entered, remove any items by selecting the item and selecting the Remove-Item button.

If applicable, check Non-Taxable and select COD, Net 30 or Prepaid from the Terms field.

Select Payment Method under Enter Payment Below and enter Amount Paid. Change due to the Buyer, if any, will appear at the bottom if the field named 'Due'.

If applicable, check 'Send Mailings' and/or select an Employee in the 'Sold by' field.

Select 'Preview, Print, Save' to print preview and print a copy of the invoice.

Select 'Save' to save the sale.

Once the Invoice is saved, it may be located in the Sales Work Area List.


Employee Commission Adjustments (BCSS Diamond and Virtual)

A Discount of the Total Sale and a promotional discount do not reduce the commission.

A Dollar-Amount Line Item Discount and a Percentage Discount do reduce the commission.

Edit One Inventory Record

Go to the Inventory Work Area Menu:

Click on the Item to be edited. The line will turn dark blue to indicate that the item has been selected.

Select Edit Item from the Inventory Menu:

(Alternatively, to open the Inventory Edit Screen, just double click on an Inventory Record.)

Click on the Notes Tab at the top to add notes if desired.

One picture of each inventory item can be stored on the computer, an external driver or online and recalled for identification. This is often done for more expensive items to help avoid tag switching. Clerks at POS can click on 'View Item Picture' for visual confirmation.

To add a picture of the item on the new-item or edit-item screens click

then navigate to the location of the picture and select the file. (If the computer is connected to the Internet, the location of the images can be an online destination. Copy/paste the URL.) When the next picture is added for another item, BCSS will return to the same location on the PC. The default folder location for inventory pictures can be set in Program Setup > Inventory.

On batch-enter screens the path to the picture must be keyed in.

Make any changes and click OK to saves changes.

Adhesive Price Labels and Non-Adhesive Hang Tags

With all editions of BCSS labels and tags can be printed on 8.5 x 11 sheets using a standard black/white ink printer.

With Diamond and Virtual labels and tags can be printed from rolls of labels using a thermal label printer (which only prints labels and tags, not print receipts).

Sheet Labels

These are instructions for printing adhesive sheet labels and non-adhesive hang tags.

See Thermal Labels for using labels and tags on rolls.

Refer to Adjust Label Print Position to see how to adjust margins and row height on sheet price labels.


Sheet Labels for BCSS

A variety of labels may be printed with standard ink or dot-matrix printers:


Label Label Size Printer Where to Buy
Address Labels
(Details)
Adhesive
Medium
2 5/8" x 1"
30 per sheet
Laser
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Detailed Price Labels
(Details)
Adhesive
Medium
2 5/8" x 1"
30 per sheet
Laser
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Hang Tags
(Details)
Non-Adhesive Perforated
17 colors
4-1/4" x 1"
20 per sheet
$15-$17 per 2000
Laser Forms Plus
800-241-2319
Medium Price Labels
(Details)
Adhesive
Medium
2 5/8" x 1"
30 per sheet
Laser
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Small Price Labels
(Details)
Adhesive
Small
1-3/4" x 1/2"
80 per sheet
Laser
Dot Matrix
Office Supply Store
LaserJet Avery #5167
Inkjet Avery #8167

Sheet-Label Options

In Program Setup > Inventory Tab, check boxes to determine the information to be included on price labels and hang tags:

Exceptions

  • The small label (1-3/4 x 1/2) is too small for a bar code and can only include Item ID, Price and Description, or Item ID, Date In, Discount Schedule, Description and disposal code.
  • Printing bar codes on labels leaves less room for other information.

Detailed Price Labels

This is the Detailed Label (actual size 2 5/8" x 1") with all available options (Item ID (CannS-1), Disposal Code (re), Category (Memorabilia), Details (First Script), Description (Buy Outright Example), Date In (07/07/2016), and Discount Schedule):

Toggle these options on/off in Program Setup on the Inventory tab.

Detailed Labels are printed with ink printers and Avery # 5160 labels, or inkjet printers and Avery Label # 8460, or dot matrix printers and Avery Label # 4144 - 3 across - 10 down - 30 labels per sheet. Labels are available from most office supply stores.

To select this label in BCSS, on the Inventory Labels Screen, for Style, select 'Detailed Labels on Avery Sheets'.


Medium Price Labels

This is the Medium Label - actual size: 2 5/8" x 1. With the barcode included there is less space for other information. This label includes Item ID, Description, Discount Schedule, Disposal Code ('re' for return) bar code and barcode number:

Without the Discount Schedule the label would include Item ID, Disposal Code, Description, Date In, Price, Store Name bar code and barcode number:

Toggle the Discount Schedule and Disposal Code on/off in Program Setup on the Inventory tab. Toggle the Barcode on/off on the Printers tab.

Medium Labels are printed with ink printers and Avery # 5160 labels, or inkjet printers and Avery Label # 8460, or dot matrix printers and Avery Label # 4144 - 3 across - 10 down - 30 labels per sheet. Labels are available from most office supply stores.

To select this label in BCSS, on the Inventory Labels Screen, for Style, select 'Medium Labels on Avery Stock'.


Variations of the Medium Label: (In this example 're' is the Disposal Code and stand for 'Return' (the unsold item to the Client).

Barcode off, Discount Schedule and Disposal Code on:

Barcode on, Discount Schedule and Disposal Code off:

Barcode and Schedule off, Disposal Code on:


Small Labels

Because of their size (1.75" x .5"), Small Labels have less room for printed information. At a minimum Small Labels will have Item ID, Current Price and Description


            (actual size)

Optionally Date In, the Discount Schedule (replaces Current Price) and Disposal Codes ('re' in this example) can be printed:

These options can be activated in Program Setup on the Inventory tab.

  1. In BCSS click on File (upper-left corner).
  2. Select Program Setup.
  3. Click on the Inventory tab.
  4. Check desired options.

Small Labels are printed with laser printers and Avery # 5167 labels, or inkjet printers and Avery Label # 8167 - on sheet labels, 4 across 20 down - 80 labels per sheet. Small Labels may be printed with a dot matrix printer if the labels are tractor feed, 4 labels across, 20 rows down.

To select this label in BCSS, on the Inventory Labels Screen, for Style, select 'Small Labels on Sheets'.


Hang Tags

Please note that the company (MarkAT) is no longer in business. Contact Forms Plus at 800-241-2319. Tags are available with colored borders.

User-Defined Groups can be printed on hang tags.

Hang Tags are non-adhesive tags on perforated 8.5" x 11" sheets (2 across, 10 down, 20 labels per sheet). They are available with colored borders.


(actual size)

Hang Tags Label Size Printer Supplier
Non-Adhesive
Perforated
17 border colors
4-1/4" x 1"
20 per sheet
'2 Across'
Laser
(No Dot Matrix)
Forms Plus
800-241-2319

Label Alternatives

  • Most ink, bubble, laser, dot matrix printers can be used. Because printers are made by different manufacturers, it is often necessary to use adjustment print position in BCSS.
  • Print labels using plain (colored) sheets of heavier stock (28-32 lb) and cut the labels out (using a paper cutter). Attach the labels with a tagging gun.
  • Print adhesive labels and attach them to custom hang tags.

Label Print Options

Different Styles of labels are available on the Labels Screen to determine the type of label to be used:

Small Labels on Sheets pertains to the 1 3/4 x 1/2 label.

Barcodes on Sheets, Detailed and Medium Labels use the 2 5/8 x 1 label.

Barcodes include the barcode number and the scanable barcode, leaving less room for other information (like the Discount Schedule which itself requires a fair amount of room). Medium and Detailed labels don't have barcodes so there's room for more information.

Barcodes will be printed on price labels by default. If barcodes are not desired, uncheck 'Check this box in Program Setup > Printers Tab:

Hang Tags with Barcodes are for printing non-adhesive hang tags.

Thermal Labels is for thermal price labels and cannot be used for sheet labels.

Date In, Discount Schedules and Disposal Codes can be printed on small and medium price labels and hang tags. Make selections in Program Setup, Inventory:

If User-Defined Groups are being used, they will be printed on hang tags.

Multiple labels may be printed for the same inventory item. To print a number of labels equal to the quantity in stock, check this option on the labels screen:

Unsold Merchandise

Secret Disposal Codes may be printed on labels so employees will know what to do with unsold items (but buyers won't). The codes can be changed periodically to avoid discovery.

General Label Instructions

Group Clients or Buyers for address labels. Group inventory items for price labels.

Test Print

When printing for the first time, print labels on a white sheet of paper and place the printed sheet over a blank sheet of labels and hold them up to light (squared) to verify that the print aligns with the labels. If so, print only one sheet of labels for a second verification. If that's OK, add more sheets of labels to the printer tray and finish printing. Still, it's advisable to print no more than 30 labels (full sheet of adhesive labels) at a time to avoid problems with out-of-ink runs, paper jams, etc.

If labels are not printing correctly, check settings in Program Setup (Printers) and check Left and Right Margin Settings on the Labels Screens (Main Menu, Labels). Most ink printers use margin settings (Left) 350 and (Top) 800. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500

If the last column of labels is cropped with a left-margin setting of zero, try a (large) negative number. Big changes in number values are necessary to see significant movement of print position.

Partial Sheet of Labels

If a partial sheet of labels is being used, count the number of used labels on the sheet and set Print Labels from # (on the Labels Screens) to the next number. BCSS will skip the first used label locations and start printing on the first available label on the sheet. Remember to feed the partial sheet of labels with the used section first. Printers with dry feed rollers might have a problem with the slick paper surface.

Avoid Wasting Labels

Print enough labels to use the entire sheet (30 or 80 labels), or

Print enough labels to use full rows, then next time, reverse feed the partially-used sheet and print the remaining rows. Reverse feeding will also help to avoid paper jams and wasted labels, especially when using older printers whose paper feeds may have become inefficient.

Using Colored Labels for Discounting Aged Inventory

Printing price labels on labels with colored borders helps everyone know how long an item has been in inventory, how much each item has been discounted, and when an item is to be returned to the client (or donated, destroyed or transferred to shop ownership). (For example, labels for all items coming into the store during July might be printed on labels/tags with a blue border. Next month August items might be printed on labels with a green border. In August everyone would know that items with blue tags came into the store last month (July) and are discounted by the amount set by the store for items older than 30 days (or the length of time set by the store for the first discount). After the holding period, employees would know which item to dispose of by the tag color. e.g., after 90 days (October) remove all items with a blue tag.)

Labels with colored borders are available for hang tags. Adhesive labels can be different solid colors.

With BCSS, use the date of the first of the coming month to tag items coming in during the current month. For example, make the 'In Date' July 1 for items added to inventory during (early) July and print price labels with the color for July. During late July and early August, print labels with the color for August.

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

Free TSC Printer Support: Please contact Josef for TSC printers at 657-258-0808, or service@tscprinters.com. Any printer must complete a self test before it can be used with BCSS.

Free Thermal Labels Support: Please contact Aaron Karan, Kenco Labels, 800-537-3336.

Save money: Before contacting BCSS or a technician for assistance with print problems, make sure the printer can pass a self test then view the list of causes of most print problems.

Recommended: Use the TSC TDP 244 printer. Other printers and printers purchased elsewhere are not recommended or supported.

In additional to sheet labels, BCSS Diamond and Virtual are configured to print adhesive and non-adhesive thermal price labels on rolls.

The TSC TDP-244 with its 4"-wide print mouth allows more label flexibility, including configurable price-label fonts. It's about 70% faster than the Zebra 2844 or ZDesigner GC420d, has a 2-year warranty (vs. Zebra's 1-year), and is $30 less. Unlike Zebra printers, TSC printers are nearly trouble free.

If labels will be printed from more than one computer in the store, the TSC printer is available with an Ethernet connection for use with a dual-band router (on a network) at a slightly higher cost.

The TSC TDP-225 and the Zebra 2824 have a 2"-wide print mouth. They can be used to print on the following labels only and they are not recommended or supported:

  1. 2"-wide adhesive labels in lengths of 1" and 2"
  2. 2.25" x 1.25" adhesive label (but not the non-adhesive in this size)
  3. 2.25" x .5" jewelry label

Please note that while these printers 'work' with BCSS, they are neither recommended or supported (because of the variations between models over time). Used printers are also not recommended or supported. The recommended printer is the TSC 244.


Printing Thermal Price Labels

  1. In Program Setup on the Printers tab choose the correct printer for Thermal Price Labels:

    If the printer is NOT listed in the dropdown menu, close BCSS and install the printer.

  2. Load the labels into the printer and calibrate the printer. (video)
  3. Click on Labels on the Main Menu:

  4. Select 'Thermal Labels' as the label style.

  5. Make absolutely certain that the size and type (adhesive or nonadhesive) of the label loaded in the printer matches exactly the size and type of label designated on the Labels Screen:

    Those settings also appear in Program Setup.

    Each time the label is changed in the printer and in BCSS, close BCSS and restart it.

  6. Print 2-3 labels to test. Repeat if alignment is off. If the print is not as expected, go to Program Setup > Printers and try different font sizes.

Most Common Causes of Unexpected Results

Reset the Printer and BCSS After Changing Labels

  1. Change the label in the printer.
  2. Change the label selection in BCSS (Printers tab).
  3. Click Save/Exit.
  4. Close BCSS and reopen it.

It should not be necessary to make changes in printer settings when changing labels but if labels are not printing correctly, watch the Calibration Video, or use the TSC Diagnostic Tool to 'calibrate' the printer.

Nothing Prints:

  • The printer isn't installed.
  • The printer can't complete a self test.
  • The printer isn't set in Program Setup.
  • Print jobs are stuck in print queue. (Turn the printer off and back on to clear.)

Print isn't aligned correctly:

  • The size/type of label loaded doesn't match the size/type setting in the program.
  • See printer instructions for calibrating the printer. (video)

Information is Missing on the Label

  • Check print settings in Program Setup on the Inventory tab. (Older versions of the program will have a different arrangement of the options.)


BCSS does not send print commands directly to the printer. Print commands are sent to Windows which relays the print instructions to the printer. The Windows/printer combination gets confused fairly easily. When issues arise, turn the computer and printer off and try again. Sometimes the quickest solution to a problem is to access printer properties and reset all values to default settings. When all else fails, uninstall and reinstall the printer driver (software).

Print Thermal Price Labels with or without Barcodes

Bar codes may be turned off (not printed on labels). In Program Setup, Printers, uncheck 'Check this box to include barcodes on appropriate price tag widths'. All thermal labels now have barcodes. The jewelry butterfly label will have the barcode on one side.


Print Thermal Price Labels with Batch-Inventory Entry

Print Buttons have been added to the Batch-Enter Screen for Thermal Price Labels. Please see Batch Enter Inventory


Print Thermal Price Labels with Discount Schedules

Discount Schedules may be printed on thermal labels greater than 1.5" in height. If the Discount Schedule is not printed, the Current Price will be printed.


Sample Non-Adhesive 2-Part Hang Tag - 2-Part 1.19" x 3.38"


  • The stub has a string hole, the price, description (Blazer sz18) and item #.
  • The tear-off section has the item #, 'in date', description, details (Brass Buttons), the price, the barcode and the barcode #.

Sample Adhesive Label - 2" x 2" with Discount Schedule


Font size can be changed in Program Setup > Printers Tab.

Print Position can be adjusted using the X and Y axis settings in the TSC Diagnostic Tool.


Thermal Labels Used with BCSS Diamond and Virtual

  • TSC TDP-225 or Zebra 2824: Prints on all horizontal labels 2.25" wide or narrower except the 2.25" x 1.25" non-adhesive label. They can print the jewelry label and the 2.25" x 1.375" label.
  • Bar codes appear at the bottom of labels 3.0" wide or narrower.
  • Bar codes are optional. Turn them on/off in Program Setup/Printers. (With no barcodes, extra text is allowed on some labels: 4"-wide: 36 characters; 3.5"-wide: 22 characters; 2.38"-wide: 22 characters)
  • Discount Dates and Prices can be printed on labels 2" wide using the smallest font (but the last Discount Date is cut off).
  • Discount Schedules print on Labels 1.5" high or higher and 2" wide or wider. (They can be printed on the 1.1875 x 3.375 label.)
  • Disposal Codes are only printed on sheet labels, not on thermal labels.
  • Font and label sizes are set in Program Setup/Printers.
  • non-adhesive tags are perforated.
  • Tear-off labels (2-part) are not available on adhesive labels.
  • The tear strip has price, description and item #.

Information Printed on Thermal Price Labels

All labels are 'horizontal' except the 1.1875 x 3.375. Horizontal labels feed out of the printer face up and the print is parallel to the width of the label. (known as portrait mode in printer parlance)

The 1.1875 x 3.375 label is vertical (landscape mode) with two labels fed from the printer side by side. Each label measures 1.1875 x 3.375. The total width of the roll paper is 2.375".

Label
(Width/Length)
Adhesive 2-Part Barcode Category Description Details Discount Prices Discount
Dates/Prices
In Date Item # Store Name UDGs1
Jewelry
2.25 x .5
Y NO Y NO Y NO NO NO NO Y NO NO
1.19 x 3.38 NO Y Y NO Y Y Y Y Y Y NO NO
2 x 1 Y NO Y Y Y NO Y Y Y Y NO NO
2.25 x 1.25 Y NO Y NO Y Y Y Y Y Y NO NO
2.25 x 1.25 NO Y Y NO Y Y Y Y Y Y NO NO
2.25 x 1.38 Y NO Y NO Y Y Y Y Y Y NO NO
2 x 2 Y NO Y Y Y NO Y Y Y Y NO Y
4 x 1 Y NO Y Y Y Y Y Y Y Y NO NO
4 x 2 Y NO Y Y Y Y Y Y Y Y Y Y
4 x 3 Y NO Y Y Y Y Y Y Y Y Y Y
4 x 4 Y NO Y Y Y Y Y Y Y Y Y Y
1UDGs: BCSS includes 4 User-Defined Groups which can be assigned to categories to define inventory items in more detail. (A 'Group' could be 'Color' e.g. and members of the Group could be blue, green, red, etc. When adding inventory, a member from each Group could be selected to describe items. UDGs can then be printed on labels large enough to accommodate them.)


Direct Thermal Labels for BCSS

The 2.75 x 1.5, 3 x 1.25 and 3.5 x 1.5 tags were only available from MarkAT, which appears to have gone out of business.

Thermal Labels for BCSS
Format Label W/L Labels/Roll Adhesive Barcode BCW Link
Jewelry Butterfly
(Use 6pt Font)
2.25 x .5 2500 Yes Yes 1191125
2 Vertical
2-Part/colored borders
1.1875 x 3.38
(not for 225 or 2824)
1000 No Yes 1185000
1-Across 2 x 1 2550 Yes Yes 1122100
1-Across 2.25 x 1.25 2100 Yes Yes 1123125
1-Across
Removable
2.25 x 1.25 1250 Yes Yes 1143125
1-Across Floodcoat
8 Colors
2.25 x 1.25 1100 Yes Yes 1133125
1-Across
8 Colors
2.25 x 1.375 1200 No Yes 1185115
1-Across 2 x 2 1350 Yes Yes 1122200
1-Across 4 x 1 2550 Yes Yes 1127100
1-Across 4 x 2 1350 Yes Yes 1127200
1-Across 4 x 3 925 Yes Yes 1127300
1-Across 4 x 4 700 Yes Yes 1127400

Suppliers

Barcode Warehouse, Margie Benton, Email: mbenton@barcodewarehouse.biz, 101 Smoke Hill Lane Suite 130, Woodstock, GA 30118, 888-422-9249, 678-391-3560.

Kenco, Aaron Karan, Email: aaron@kencolabel.com, 6543 N Sidney Pl, Milwaukee, WI 53209, 800-865-3626, Free samples of different labels are available.


Direct Thermal Labels in Canada

Kenco Labels ships to Canada!

For other suppliers search Google using the label part #.

Direct Thermal Labels in Canada: The 2.25" x 1.25" Adhesive Label and the 2.25" x 1.375" Hang Tag are available from - WR Display in Winnipeg (800-665-8447) and Calgary (800-561-1204).


About Thermal Printing and Price Labels

Direct thermal printers use a thermal printhead that applies heat to a chemically-treated paper, creating printed lines, text and graphics that make up the print on the label.

The printer isn't cheap but the cost per label is less than printing sheet labels in the long run because ink cartridges and ribbons are not required, labels cost less and there's less waste.

Laser printers are available for less than 1/6th the cost of a thermal printer, largely because ink suppliers figured out that by making the printers readily available, they would sell far more ink and these days, they don't put much ink in one cartridge, so if you're going to be doing a lot of labeling, thermal is the better way to go - less hassle - better-looking labels - more versatility - lower cost on volume printing.

The disadvantages are that direct thermal labels fade with age and will turn black if exposed to heat or strong sunlight - not typical concerns of consignment stores. Also, the printhead (~$100) must be replaced (albeit infrequently).


Finding a Record

In November, 2013 (version 6.0.850) the search box was relocated 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. If ID1 is sorted, hold the shift key down and sort ID2. The sort of ID1 will remain and ID2 will be sorted by ID1.

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.

Watch a video.

Restore a Deleted Item to Inventory

Select Clients in the Work-Areas Menu

Choose the owner of the Inventory Item from the List of Clients. (The background color of the row selected will turn dark blue.)

Select Undelete Items in Quick Links:

Under 'Undelete?' check the item or items to be restored to the Inventory Record.

If it's helpful, use the Check All and Check None options:

Click Record, Exit. Selected items will be returned to the Inventory Record.

Verify Restoration

Select the client from the Main Table and click on Items at the bottom:

Verify that the item has been reinstated.


Undelete by Barcode

Undelete an item or multiple items by scanning barcodes.

  1. In the Inventory Work Area Menu, select Actions by Barcode.
  2. Check 'Undelete by Barcode' and click Continue.
  3. Check each item to be undeleted (restored to inventory).
  4. Press the Record, Print, Exit button.
  5. View individual items in the Inventory Work Area to confirm that they have been restored to inventory.

(Unsold Inventory Disposal is available in BCSS Deluxe, Diamond and Virtual.)

In all editions of BCSS except intro, in the Inventory Work Area, select Actions By Barcode to scan the tags of expired items to process them more quickly.


Dispose of Unsold Inventory

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

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

dispose

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

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

All labels (except butterfly) can be printed with Disposal Codes for Destroy, Donate or Return. Store 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).

disposal


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...

report

...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:

date in

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:

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 Consignor

If the store wants a receipt...

Make sure the consignors disposal code is set to RETURN (Edit Consignor - top right)

  1. Click once on the consignors name and then, either right click on the consignors 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 consignors 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 consignor 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 consignor and add the date of the transaction.

If the store DOES NOT wants a receipt...

To return all items to all consignors using barcodes:

Note: The disposal code for every consignor 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 consignor 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 consignor'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 consignor, however, each house item has a note which identifies the original consignor, 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 consignors.
  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 Consignor Account for the shop, just as for any Consignor 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 Consignor'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:

various information (Details, General, Notes).

tabs



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 Consignor's Disposal Setting

Select a Consignor 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.


Tax Deduction

The shop may be able to take a tax deduction for items donated to charity if the shop's Consignment Agreement stipulates that items to be donated to charity first become the property of the shop. Documentation is required as to when and what charity organization received the property. It will be up to the shop to determine the estimated resale value and the charity level. Please check with your tax preparer.