# Welcome Welcome to the BarnetPOS Support Hub! This is your go-to resource for mastering our powerful POS software designed specifically for liquor and cannabis retailers. Here, you’ll find everything you need to streamline operations, manage compliance, and maximize efficiency. Explore our guides, troubleshooting tips, and best practices to get the most out of BarnetPOS. Whether you’re setting up for the first time or looking for advanced features, we’re here to help! ### Jump right in
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# Create Begin Period **CREATE BEGIN PERIOD** “Begin Period” locks your inventory On Hand and costs as of a given date. Begin Period helps your system work better and faster. It gives you a regular On Hand benchmark for tracking inventory discrepancies. It prevents backdating and editing previous period invoices and adjustments. It allows you to re-run inventory evaluation reports with the cost of goods at the time of “Begin Period”. Barnet recommends that you create a Begin Period once per month. This can be scheduled automatically on the first of every month, or you can add a Begin Period on your own schedule manually. It is important to note that you cannot add inventory counts on the same date as a Begin Period. From the top home screen, go to: Inventory>Begin Period
Confirm the date you want, and press “Begin new period”
You will see the date in the ‘Date Start’ column to know it worked and to the right you will see all On Hand SKUs cost and value. This is available to look at whenever you want.
# Customers - Loyalty and Sales # Creating Special Sales Invoices **CREATING INVOICES FOR SPECIAL ORDERS** From Barnet POS Manager go to: Inventory>Invoices(Sales)>Invoices Maintenance ![](/files/7AZd1u8JhvkWIlFb2VPD) Click on the “+” sign in the upper left corner to add the invoice \>Fill in the date\ \>Leave the Customer box blank unless you have a customer base set-up\ \>Click on “Save” (the new invoice you created will open) ![](/files/zNpTMlMxoEwCN9NpQXSQ) Click on the “+” in the upper left corner to add product(s). \>Enter the CSPC (or use the little blue book to search) \>Enter the Quantity \>Click on “Save” Continue until all products have been added (you will be able to edit the invoice until the sale is complete) ![](/files/IW3V8MOIlx1JLQ1wCOx7) You can close this invoice until you are ready to cash out. The invoice will be stored in ‘Invoice Maintenance’ (see the first steps) When you close the invoice, you will be asked if you would like to cash-out now, select “No” if you are not completing the sale at that moment. ![](/files/1q3V14NZZ86iiK4D27Gz) When you are ready to close the sale, open the invoice. From Barnet POS Manager go to: Inventory>Invoices(Sales)>Invoices Maintenance Make any last minute edits if necessary. \>Click on “Payment” A drop-down list of payment options will pop up. Fill in the details then select the payment option. ![](/files/4UZjNAgFxnI6s59kX9DD) The status in the ‘Invoice Maintenance’ window will change to “paid” to show the transaction is complete. Completing the sale immediately updates inventory and sales data. ![](/files/1G5c83UAiKhN2lDc83PO) # Discounts # 2Fors and Multiple Discounts Single Item **“2-FOR” AND MULTIPLES DISCOUNTS** This feature allows you to set a special discount on select items. Some of those discounts include: 2-for-$X and special pricing for purchasing multiples of the same item. From \, select the item to be discounted. For this tutorial, we are using: SKU: 630996\ Upc: 62067335624\ Desc: BUDWEISER 710ML SC \>Select the “Discounts” tab ![](/files/1F5vHAfl2sKmEY7C1xy3) \>Locate the “2 fors” box. In this example it is in the lower left corner. *(This may vary depending on the POS version in use.)* \>Enter the QTY (quantity) that needs to be purchased to receive the discount \>Enter the Discount amount or the discounted price of the product. \>Save In this example, BUD 710ML SC is normally $5.15 each. If the customer purchases two, they are $4.75 each. From the “General” tab there will be two selling prices. One is for regular purchases, the other reflects the ‘2-for’ discount. ![](/files/Iv3qdthXFG4Sdhk4Fjlu) # Creating Discount with Screen Button **SETTING DISCOUNTS & DISCOUNT BUTTONS** 1. Create a Discount Group by going to: Customers>Discount Groups ![](/files/ApSuq1btCa5ScCAXiM8o) 2. Click on the “+” symbol to create a new discount group ![](/files/mQW4c8WMKvvl9EhABoc9) 3. Give the Discount Group an ID and description.\ \- Fill in the Discount Info ($Amt or %).\ \- Click on Save.\ \- Create another Group with ‘Insert’ or close the window. ![](/files/EFsMbxZ9vi2ErOc4d2Op) 4. From the screen designer/set-up, click on an unused button to set the discount. \- Caption --> *Name your new button*\ \- Function --> Select ‘Discount Fixed’\ \- Product Code = the code of the new Discount Group created \- Save ![](/files/mKyCUdZ1IUf7Mi119FYT) *Sign-out and back in at the till to see the new button.* # Discount and Pre-set Button Specific Day **CREATING A DISCOUNT (OR BONUS POINTS) BUTTON SET TO WORK ON SPECIFIC DAYS** This Tip Sheet covers creating a pre-set Discount or Bonus Points button that is set to function on specific days of the week. *For example: Tuesday Senior’s Day Discount.* From POS Manager go to: Customers>Discount Groups ![](/files/CbPrkonC0kvq6q2ktmy3) The Discount Group Editor will open · Click on the + (Add) icon to create the Discount · Enter a Discount Group number · Enter a group description · Enter a Discount % or Amount ![](/files/CLgUqtQ9JxtfomE7SRig) And/or · for Points Bonus Day, enter Bonus Points Multiplier · Tick the days the Discount/Bonus Points is valid · Click “Save” and close the Discount Editor ![](/files/yD4URNarfWFj14t4t91s) To create a pre-set button for the new Discount Group, open the till \ and select an unused button – · Select the proper Function: * \ for a single item discount or * \ for all liquor in the purchase · Enter the Discount group code under \ · Enter a caption (description for the button’s use) · Click “Save” ![](/files/8FpC4I0m2VEs6ebhYDGV) *If the new button isn’t visible at the till, refresh the screens by signing out and signing back in.* # Using the Barnet POS -Discounts Schedule **USING THE BARNET POS PORTAL – DISCOUNTS SCHEDULE** Under POS Manager, go to: ![](/files/0y1BBpBs4cGuWLcTjwtB) * Enter SKU * Select ‘Price’ or ‘Discount %’ or discount off (Amount) and type the discount value * You can select start date and ‘Finish’ or leave it is blank and click “Save” ![](/files/R6AdD6Yo8gQXGuDIbkgb) If you need to remove the discount: * Enter SKU * Press “Save” ![](/files/Rs5cKhIPJBVhtGAbBPIL) # Discounts in Barnet Part 1 **DISCOUNTS IN BARNET PART 1** There are multiple ways to create discounts in Barnet. 1. Product Based Discount * % off * Amount off * Discount Price * 2For or Multiple based discounts * Apply a start and end date for a product-based discount * Loyalty Customer Discounts * Apply LTO as discount 2. Group or Category Based Discounts - automatic 3. Discount Buttons for the till that apply to any products * Discount Groups * Staff Discount option 1 * Creating Till Buttons 4. Scheduled Discounts 5. Mix and Match Group Discounts 6. Customer Based Discounts * Customer Groups * Price based customer discounts * Cost + Discounts * Customer Maintenance 7. Price Levels 2-8 Applying Discounts at the till Discount Rules & Prohibiting Discounts 1. Single Discount Only 2. Discounts Limit to Cost 3. Discount Exempt 4. Flyer Discount Only 5. Restricting staff from Applying Discounts 6. Manager only at till Discount Reports **Product Based Discounts** In \, navigate to the “Discounts” tab on the left side of the screen. Discounts can be applied at the product level in a number of ways. Start and end dates can be added. It is also possible to apply, change and remove product-based discounts in the grid with ‘Apply All’. ![](/files/0ICDgbmbgFnud0lQD17v) ![](/files/gQMHLDUjhH60Oj668EES) Product Based 2For Discounts: enter the Qty that needs to be purchased to get the discount. This could be 2 or 3 or 4, etc. Then set a % off or a price for each unit when the Qty is purchased. ![](/files/zNcZW26L3EocnOLxAyxA) ![](/files/RBjuZpvhltjUV6EAm9vS) ![](/files/4BYMQciu9m5r9mZOpsfZ) **Group or Category Based Discounts** You can create automatic discounts for all products in a specific category or group. These can require a specific quantity to be purchased to qualify for a discount. From the “Product Services” drop down, choose: Discounts by>By Group ![](/files/wwzPMcArQf2MRkaKuuHw) ![](/files/XQoHbFA5NnG2qvwKz5kL) ![](/files/jHE2MpK7s3PLZW23GW4b) The “Regular Price Items Only” checkmark means already discounted SKUs will count towards the total, but they will not get discounted again. So, for example a customer who buys 2 cooler SKUs, 1 on sale already and 1 regular price will get this discount on the regular priced one. The one on sale counts towards the Qty total. Multiple Qty only means that if it were checked, only multiples of 2 coolers would get the discount, so if 3 were purchased, only 2 would get the discount. To get the discount on all products customers would have to buy 2 or 4 or 6 or 8, etc. Note in the top example of Wine Case sales, Multiple Qty is not checked, so for the first tier of 5% of for 6 bottles if a customer bought 9 all 9 would get the 5% off. **Discount Buttons** It is easy to make discount buttons for your till. These can be item discounts for just some of the products on a receipt or they can apply to the whole receipt. You can have generic percentage-based discount buttons like 5%OFF and 10%OFF or you can have specific names for your discount buttons. These names like ‘Seniors Discount’, ‘Staff Discount’, ‘Rep Discount’, and more, will show on your Discount Report. **Discount Groups** * For named discounts you first need to create a Discount Group. Under the “Customers” drop down menu, choose ‘Discount Groups’ and press the green “+” to add. ![](/files/GBXJtf9aec0fIzglp4lO) ![](/files/bEpXtFsooKW9X8uxOhFl) * The Discount Group ID number will be used as a “product” when you create the button. You can choose either price-based discounts % Off or Amount $ Off or a Cost + Style Discount. You can also set certain days of the week for the discount. ![](/files/C3jsmImnPep9iXv9nQAM) * In the above example Staff Discount is Discount Group 20 and the value is Cost +5%. To create this button, choose a Function, either ‘Discounted Fixed’ to apply to the whole receipt or ‘Discount Selected’ if it should apply to individual items. In the Product Code cell, enter the Discount Group ID. ![](/files/o0TOy9xm2FUD9cboWQwJ) * For generic discount buttons you do not need a product code, just choose either ‘Discounted Fixed’ to apply to the whole receipt or ‘Discount Selected’ if it should apply to individual items and the amount of the discount will be set by the caption you enter. The number at the start of the caption will be the discount % applied. For example, for a 15% discount, the caption should start with “15” like 15%OFF Item. ![](/files/vJwGk2YgRGLjpYyqx5BZ) **Scheduled Discounts** Discount schedules allow you to set multiple rules for discounts with start and end dates. End dates can be scheduled years into the future for discounts that run indefinitely. From the “Product Service” dropdown, choose: Discounts by>Schedule. Discount Schedule is the best place to apply discounts for an entire Category or for specific Customer Groups. Stores with flyers generally use the Discount Schedule to create. ![](/files/Er9ONp3UhXjiIVliTWlA) ![](/files/l8cepqvcG3F9qYkgddSm) **Mix and Match Group Discounts** Multiple based 2For pricing and Mix Match Product Discounts can be created with rules in the Product Services dropdown Discounts by>MixMatch>MixMatch Group and MixMatch ![](/files/RayNH5Wi5D6zS4jPSi5R) 2For discounts can be created on a product level on the “Discounts” tab in \ but you cannot add specific rules there. If you want to apply specific rules for these discounts you must create a MixMatch Group even if it is not specifically for a mix of products. Any MixMatched product discounts that do not apply to an entire Group or Category must be created there. There are two steps for these sorts of discounts. Step 1) Create a MixMatch Group. Step 2) Add product to the MixMatch Group. 1. **Create a MixMatch Group** MixMatch Groups must have names. You can set rules like quantity for discounts, days of the week, types of discounts – Price 2, % or Amount off each product. Keep in mind that Discount $ is off each unit purchased. If you want a discount where for purchasing 2 bottles a customer gets a total of $6 off, then enter $3 in the Discount $ cell for the amount off each bottle. If you want a discount that is 2 for $40 then in the Price 2 field enter $20 so that two bottles @$20 will = $40. ![](/files/4F4akwNzCNCxe3XbR65N) ![](/files/qDZx2qrQlajm79KqDVkL) 2. **Add product to the MixMatch Group** From the “Product Services” dropdown, choose: Discounts by>MixMatch>MixMatch ![](/files/UNSYftLx03QCLhiU5GJu) ![](/files/objeGLpY0COLw6ZBg28T) # Discounts in Barnet Part 2 **DISCOUNTS IN BARNET PART 2** **Customer Based Discounts** **Customer Groups** A Customer Group is where you can create rules for a set of customers including discounts. First create a Customer Group then add customers to the group. From the Customers dropdown menu, select “Customer Groups”. Add a new Group by clicking the green “+” in the top left corner. ![](/files/Q9yOQXuOLEZ99BbubEGG) When you create Customer Groups you must enter a unique ID# and you must assign a Reward from the dropdown. There are many different Discount Type options you can choose for your Group. In this first example Neighbourhood Business customers will get 5% off price, they can also earn points. ![](/files/GsSZAsUGRBhJ4RbkPTgm) In this next example customers in this group will get Cost +LTO+ 10%. If you bought an item on an LTO sale the LTO will be added to the cost to make the cost for cost plus calculation the item’s regular cost as if you had not purchased it on sale. ![](/files/GylsgZgpdf4ZpbIZupsc) There is also the option to choose a specific price level like Price 3, Price 4 or Price 6 for a Customer Group. **Customer Maintenance** The next step is to add customers to the Customer Group so that when your staff search for them at the till, they will automatically get the discount setup in their Customer Group. From the Customers dropdown, choose “Customer Maintenance”. Use the green “+” sign at the top left to add a new customer. You must enter an ID and choose a Customer Group. ![](/files/4apHoZ8YZzDkyFgciPWF) **Price Levels 2-8** All SKUs can have up to 8 prices. Price 1 is your regular shelf price. Some of the other price options are hardcoded for specific things. Price 2 is used for 2For or Multiple based discounts and Price 7 is for Case Discounts for example. Price 3, Price 4 and Price 6 can be used however you like. You can enter the prices manually on individual SKUs on the “Discounts” tab in \ or you can set rules. | PRICE | 1 | Regular Shelf Price | | ----- | - | --------------------- | | PRICE | 2 | 2Fors | | PRICE | 3 | | | PRICE | 4 | | | PRICE | 5 | Internal | | PRICE | 6 | | | PRICE | 7 | Case Price | | PRICE | 8 | Skip the Dishes Price | In Product Maintenance: ![](/files/3lMXWjUGRDozscynhWz9) To set rules, update level pricing from the Product Service dropdown Price Changes>Update selling prices>by Categories. \*\*It is important to note this will apply bulk changes and you should be careful to select the right Price Level when using this function. It is possible to change Price 1 your regular shelf prices with this function. ![](/files/N5MDVAeas0y0tK47r2b4) You can choose from options like Price 1 – \_\_\_\_%, Wholesale Price List + % (this says LDB on the selection window but applies for whatever province Price List you have in your system or GLS (Government Liquor Store Price) which is for BC customers only. ![](/files/pnHU0TABJjQONdjmjFti) # Discounts in Barnet Part 3 **DISCOUNTS IN BARNET PART 3** **Applying Discounts at the Till** Many types of discounts will apply at till automatically for example: product, category or group-based discounts, products on a discount schedule or customer-based discounts if the customer’s account is entered. Discounted Items show at the till with either a D beside them like this: ![](/files/6MtXcSdDQhropCSR1XhR) or if you would like to show the regular price and the discounted price you can select Advanced Setting: Show % discount
**Using Discount Buttons** For full receipt-based discounts you can press the discount button anytime while entering the order at the till, at the beginning, in the middle or at the end of scanning items. For item discounts first select the item you want to discount, and it will turn red to indicate it is selected, then press an item Discount button with a Discounted Selected Function. ![](/files/4MIk3F2HPQx57WY5Cx2P) **Discount Rules & Prohibiting Discounts** There are many possible complex and interrelated discount settings. Many of them would be hard to decipher on your own and it is a good idea to ask Barnet Support for help if you want to restrict discounts in a unique/specific way. Some commonly used settings are: 1. Combined Discounts 2. Discounts Limit to Cost 3. Discount Exempt Products 4. Flyer Discount Only 5. Restricting staff from Applying Discounts 6. Manager only at till 7. No Double Discounting. Allow only a single discount (the best discount) on a SKU at a time. *Sometimes when a customer has a preprogrammed discount, they may decide to purchase an item on sale and you do not want them to get two discounts, just the best one. Or sometimes an item may be on sale, but you want to apply a receipt-based discount group to the rest of the receipt. For example, a customer chooses a wine that is on sale for 20% off along with another bottle of wine that is not on sale. The customer is a senior and you have a Seniors Discount button that applies 10% off to the whole receipt. Again, you want the customer to get only one discount on the sale product, just 20% off which is the better of the two discounts but still get 10% off on the other bottle. To restrict to single discount only, the best, these TWO settings need to be checked in Setup>Preferences>General>Advanced:* ![](/files/FaQOEatrceoI7AaoMOV4) * **Discounts Limit to Cost** In BC it is illegal to sell liquor, lower than the wholesale cost. If you do not want any discount to allow a SKU to sell lower than cost, check this setting in Setup>Preferences>General>Advanced: ![](/files/jT2ZS9t0aRR819dLizVR) * **Make a Product Discount Exempt** In \ on the Discount tab, check off “Discount exemptions” or use ‘Apply All’ in the grid view of Product Maintenance. ![](/files/1ExZhtfkx5GAoZ8Dhkzn) ![](/files/HQTQyeQW8uCclYEv3drj) * **Make a Category Discount Exempt** There are two checkboxes in ‘Category’ that restrict any discounting. Either one can be used. In Pub model, only “Don’t use for discount” is available. In Liquor Store model, “Discount exempt” can be used instead and is available for ‘Apply All’ in Categories. ![](/files/VURd2mcvAXWFF1y8nugf) * **Flyer Discount Only** If you allow double discounting but want to restrict a specific SKU to only a programmed discount you can check off “Use for Flyers discount only” in \ or use the grid view to ‘Apply All’ to multiple SKUs at once. ![](/files/PscWopAO2WZlelRLd73V) * **Restricting Staff from applying discounts in Staff Permissions** If a staff member should be able to freely use discount buttons at the till, check off ‘Discounts’ in Personnel settings. Unchecking ‘Discounts’ means a manager ID request window opens anytime this clerk tries to use a discount button. ![](/files/EyErRPlNfcTExEu5XBc7) ![](/files/W4p1SSx61aiGU9OA2kN6) If you want to restrict just one discount button for staff who are usually allowed to use most discount buttons, you can restrict any button—making it manager access only by entering ‘manager’ in the “Double” cell of that button setup. ![](/files/dhdqx7MW6iN4LH6vIUZQ) **Discount Report** The Discount Report can be found in Reports>Sales>Details>Discounts This is a thorough report for sorting and filtering all discounts.
# Financial # Updating Exchange Rates **UPDATING USD EXCHANGE RATE** Navigate to: Setup>Source Tables>Regular Tables>Currency ![](/files/ZCQLvRYYWibpLkz8bCkw) ![](/files/pjMJSQCJnj4H6rgKwQyy) # Gift Cards # Barnet Gift Card Program FAQ
Does Barnet offer a built-in gift card program? Yes. Barnet has its own fully integrated Gift Card program. There is a one-time setup fee, and you will need to contact Barnet Sales to have the Gift Card module activated and ensure your POS is configured with the correct buttons.
What type of gift cards do I need? You can print your own cards using any full-service print shop. Ensure that the cards meet these requirements: * 12–14 digit barcode * Cannot begin with zero * Barcode format: Code 128 Barcode will then be scannable at the till for loading and redemption. Barnet’s preferred supplier is CardWorks North America, but any printer that can produce Code 128 barcodes will work. Jeff Metcalfe\ Cardworks North America Phone: (289) 660-0151\ Cell: (647) 638-3433\ Toll Free: (844) 301-3141 [jeff@cardworksna.com](mailto:sales@cardworksna.com)\ [www.cardworksna.com](http://www.cardworksna.com/)
When is a gift card activated? All gift cards remain inactive until sold at the till. Once sold/loaded, the value is stored electronically and managed through Barnet.
Can gift cards be used as a payment method like other tender types? Yes. Gift cards can be used: * As full payment, or * As partial payment alongside another tender type
Are there reports to track gift card balances? Yes. Barnet provides Gift Card Reports that display: * All activated cards * Current balances * Transaction history These reports help you track liability and reconcile sales.
Do I need terms and conditions on my gift cards? Yes. Because gift cards are treated like cash once loaded, we strongly recommend adding terms and conditions on the back of each card, such as: * Non-refundable policy * Lost/stolen card policy * Expiry details (if applicable under your provincial regulation)
{% stepper %} {% step %} ### How do I reorder more gift cards? You do not need to contact Barnet to reorder cards. To generate new card numbers: * Take the last sequence you used {% endstep %} {% step %} ### How do I reorder more gift cards? * Change the first digit (e.g., 522000… → 622000…) * Send this updated range to your printer and request the quantity you need Your printer will generate a new batch of cards based on this format. {% endstep %} {% endstepper %}
Can I reload an existing gift card? Yes. Existing cards can be reloaded at the till with any amount you choose.
What denominations can I load onto a gift card? Gift cards can be loaded with any amount, based on your store’s preference.
How can customers check their gift card balance in-store? Staff can scan the gift card at the till to view the current balance through the Gift Card balance function.
Can I deactivate or void a gift card? Yes. If needed (e.g., card lost or loaded by accident) a manager can void a card as long as it has not been redeemed.
Can I customize my gift card design? Absolutely. You can choose your own design, branding, colours, and messaging. Your printer will simply embed the required 12–14 digit Code 128 barcode.
Do I need a special scanner for gift cards? No. Any barcode scanner that works with your Barnet POS will scan.
Are gift cards included in my database backup? Yes. All activated cards, balances, and transactions are stored in your system database and included in regular backups.
Can I track gift card liability? Yes. Your Gift Card Report provides outstanding balances and activation history, which your bookkeeper can use for liability tracking.
What is the minimum and maximum load amount? Barnet does not enforce limits, but most stores choose something like: * Minimum: $10 * Maximum: $250–$500 You can set your own store policy.
Can gift cards be used to purchase restricted items (like liquor)? Yes. Gift cards act as a form of tender, not a discount or coupon. They can be used on any product you sell.
Can a customer use more than one gift card on a single transaction? Yes. Multiple cards may be redeemed in one sale.
# Gift Cards **LOYALTY PROGRAMS: USING GIFT CARDS** **Using Gift Cards** Please note that because screens are customizable, your set-up and/or wording may differ. **Load/Reload Gift Cards** Occasionally, a customer will request to have a Gift Card “reloaded”. This means they would like to add money to the card’s balance. The process is the same for both a NEW card and reloading an EXISTING card. To Load/Reload a Gift Card from the Till: · Type the $$$ amount to LOAD/RELOAD onto a Gift Card · Press "GIFT CARD LOAD" (button location and description may differ) · When prompted, swipe card or enter the card number · The Gift Card will appear in the product/sales list · Complete transaction as usual ![](/files/8KBSr1dUx6PdHAvDdT2B) **Gift Card Balance** Occasionally, a customer will request to have a Gift Card balance checked. To check a Gift Card balance from the till: · Press “GIFT CARD BALANCE” · When prompted, swipe card or enter the card number · The card balance will be displayed **Paying with a Gift Card** When ready for payment: · Select the Gift Card payment option · Acknowledge the ID reminder (if applicable) · When prompted, swipe card or enter the card number ![](/files/2KmKvy5jMr9tt2SeW7cg) If there are not enough funds on the gift card to pay the full bill, the system will ask if you want to pay by ‘gift card available amount’. If you agree, the system will then suggest paying the rest of the bill by a different payment method. ![](/files/0OnheqapuZM7sFchJDEG) **REPORTING** – Gift Card transactions will appear on financial Reporting (from the till & POS Manager) and are considered a type of Tender. The following covers a few special Gift Card Reports and Functions. These reports and functions are accessed from the POS Manager. The Gift Cards Sales Report -Go to: Reports>Sales>Product>by Clerk\ -The Report will open\ -Set the date range\ -Select Category “GIFT CARD” -CLERK – leave blank to display all transactions\ -Click “Apply” ![](/files/0pL6NVm0DO0Y77hb49RW) Gift Card Activity Report -Go to: Reports>Customers Activities>Gift cards activities -Set a date range -Click “Apply” ![](/files/ZRwPvQsLVnmsau7b5ab7) ![](/files/UUSglD3R3IUW1PyYpPUf) **Gift Card Balances** To check Gift Card balances from POS Manager, go to: Customers>Gift cards -Search by Card Number ![](/files/V2R5ihGAzfbZxE59gDw6) ![](/files/WNumIn4cdxDx0FZIwBAm) # Inventory # Barnet HT730 Stock Counter One Sheet **INVENTORY USING HT730 STOCK COUNTER** ![](/files/EOgdHZhQwwFaXFBAlkB6) **There are 3 steps to counting with the HT730 Stock Counter:** 1. Export product list with or without On Hand to Stock Counter from POS Manager * On POS Manager, go to: Inventory>Closing Count>Export Product Items to Stock Counter * On HT730, go to: MENU (3 Dots at top right)>Load Products 2. Count your products with HT730 * Save Count on MENU when complete 3. Export your count totals to POS Manager from Stock Counter * POS Manager Inventory>Closing Count>Add Closing Count (or Add Closing Count V. 2)>Apply from Stock Counter * Set **DATE** then select the correct filter as needed * **Apply 0** if appropriate * **Post Closing Count** # Closing Count V.2 - Inventory in Barnet Part 2 **INVENTORY IN BARNET** **Closing Count V.2** * In V.2 when you have just imported or keyed your count, count time can be current instead of the default system Start of Day time. With iPad and Stock Counter, it automatically imports the time of the device. For manual counts you can edit the count time as you + add products or Edit them in the edit bar at the bottom of the screen. For manual entry you have the flexibility of setting specific count times for individual items in case you counted one at 10 a.m. and one at 11 a.m. for example. * You have access to columns for both Sales and Receiving from the Start of Day to the count time allowing you to make corrections BEFORE you post. While Sales can be filtered for any count in Edit Closing Count, receiving cannot, so V.2 helps to ensure your initial count is more accurate and saves time. Before you post, your Shortage column relates to Count time On Hand. After you Post, you have the same Edit Closing Count view, can filter Sales only and balance to Start of Day On Hand just like with Add Closing Count. * V.2 has many Field columns, and you may prefer to edit these so it’s easier to read. Fields can be selected in the dropdown at the top of the page and columns can be re-ordered or narrowed. The fields will stay the next time you open V.2, but you will have to re-order the columns to your liking. See an example below, that shows the data quite clearly with these fields selected: ![](/files/lL16CNgOAHBxWUlbGe6c) ![](/files/sMIrwEwd3jMvRaHQJLDp) * Count time is imported off the iPad or Stock Counter if you are using it and applies to all items on the count. If you manually enter a count, for each SKU you add to the count you can edit the count time BEFORE you enter the description or CSPC. When you press “+” to add a product the edit bar opens at the bottom with the current time on the computer showing as the count time: ![](/files/jQ3bjN5RdnaDudUWsEII) * When you type in a SKU, info will remain blank until you click your cursor into the Units cell to enter a Closing Count quantity. ![](/files/yvu4AD5ATKkrKRJfqHmr) * Unit cell clicked – now we see that 12 units have been received since the Start of Day, 2 sold leaving a current On Hand of 10. ![](/files/KuJhObtpSQgNhjbZqhBq) * To add a product with a different count time you need to press “+” to add the SKU but BEFORE adding SKU details, change the time. Click on either the hour, minute or second of the time field and then use the arrows to increase or decrease. ![](/files/sokGh8IiqvPg4ySuM4c8) \*Note the SKUs below on the same count have different count times: ![](/files/WCuKKwZQQ9eFCWFpCrIX) In this example 417347 had 0 On Hand at Start of Day but 2 were sold and 12 were Received showing the current On Hand should be 10. Once you Post the Count you will use “Edit Closing Count” as usual, and it will show the Start of Day On Hand (System Quantity) **UNTIL** you filter “Show Sold/On Hand” to update. ![](/files/2Xl4wQ6YPBDblZDwlSwU) When you filter “Show Sold/On Hand”: ![](/files/YtwU3iNfqP2vsHmY41GG) # Counting on the iPad Inventory App **COUNTING ON THE IPAD INVENTORY APP** * Log into your Barnet Inventory App * Add Closing Count ensuring the correct date shows. In Barnet, the count is always for the morning before opening. ![](/files/4SI2kh7or1tY4iuRzxaV) * If you want to filter your products for a specific Location or Category select the appropriate one here: ![](/files/qdCT5qCBlAW7kzUyBlP6) * If you choose a Category or Location, just those items will show on the screen for you to scroll and select to enter counts or you can scan the products or just type in a search. ![](/files/gAxxyEk8dolrLc2GkU86) * Enter in the count of each SKU. You can continue to add to the same product if you find more elsewhere or select a count to change it. ![](/files/l9sheL2cQcdaqAGGClmy) * When you arefinished your count, hit the “Back” button then “Save the Closing Count”. ![](/files/lq6If3goCF8LC3J9PPWa) ![](/files/9w2uwqlf6TQjD2JTYuP3) * Once the count is saved you can upload it in ‘Add Inventory Count’ on POS Manager. # HT730 Stock Counter Part 1/3 **HT730 STOCK COUNTER & BARNET INVENTORY APP: STEP-BY-STEP GUIDE** **System Settings (POS Manager)** Before using the HT730 Stock Counter: 1. Open **POS Manager**. 2. Go to **Settings>Preferences>General1**. 3. Ensure that **HT730** is selected. 4. Press “Save”. ![](/files/UX7ngAcGKjTfLnx4mKWT) **About the HT730 Stock Counter** Refer to the full Stock Counter manual for detailed instructions, but here are the key functions you need to know: * The HT730 features a **touchscreen** that allows you to select products and scroll through your product list. * If left idle, the device will **timeout**. Depending on how long it has been inactive, you may: * Simply **swipe up** from the blue screen saver to return to the app, or * Need to **power on** the device. Don’t worry—**your count is not lost**. Any in-progress counts will remain exactly as you last left them. * Counts in progress will stay on the HT730 **until you overwrite them** by importing a **new product list** from POS Manager. * If there is an **unsaved count** on the device when you try to import a new list, you’ll receive a **warning message**. * Importing a new product list will **erase any unsaved counts**. Counts that have been saved will remain on the device until manually cleared. ![](/files/Iflc3bgJVmU9WGhzxZiC) ![](/files/qamw0yEtwSsWQ9GoM0kG) ![ ](/files/x4nKGjvbYGwYI2xwbsEQ) ![](/files/vvc1vp6z16b4DM1lVYrw) **Counting Process: Overview** There are 3 main steps: 1. **Export product list from POS Manager to HT730**. 2. Perform your physical count**.** 3. **Export your count data from HT730 to POS Manager**. **Exporting Your Product List to the HT730** **Important: Exporting is a two-step process:** 1. Export the product list from POS Manager to the HT730. 2. Load the product list on the HT730 to begin counting. You can export a new product list to the HT730 while a previous count is still in progress. However, once you perform Step 2 (Load Products on the device), it will erase any unsaved count, and you will receive a warning message. **Steps to Export Product List** 1. **Connect the HT730** to the POS Manager computer via USB-C. 2. **Turn on** the HT730 and open the **Barnet Inventory App.** 3. In POS Manager, navigate to:\ Inventory>Closing Count>Export Product Items to Stock Counter. ![](/files/1duSYoJXStaMhLy548dr) 4. When prompted: * Select ‘YES’ if you want to include **On Hand quantities** in your count. * Select ‘NO’ for a **blind count** (On Hand quantities will not display). ![](/files/Z0iRMRz306AfRvDyDSOu) 5. Choose your product filter: You will be given the option to export: * **All Categories** * **All Locations** * **All Vendors**\ …or you can choose **specific** ones. **Two Options Available:** **OPTION A:**\ Export only the **specific Category, Location, or Vendor** you are planning to count. **Choose Specific Filters:** 1. First, select your filter type (**Category**, **Location**, or **Vendor**). 2. Press “ADD” – this opens the available list. 3. You can: * Highlight multiple entries in sequence, or * Double-click each entry individually. 4. Once selected, press “APPLY” to finalize your choices. ![](/files/uOkdfTTKP6SPkG6J11jF) ![](/files/HZBfX5nWsEydW4I7jxji) ![](/files/NcluID4ysdwcbyZucWi9) **OPTION B:**\ Export **all product items** to the Stock Counter, then **enable “Export Counted Items Only”** in the Inventory App **Settings** on the HT730 **before exporting back to POS Manager**. ![](/files/crUHbwlRYtoIGPXURrGY) **Which option should you choose?** * If there's a chance that SKUs are incorrectly categorized in POS Manager (e.g., in the wrong location or vendor group), use **Option B** to ensure you don’t miss anything during your physical count. * If you're confident your product setup is accurate, **Option A** will keep your count list shorter and easier to work with. 5. A confirmation window will appear asking you to confirm the Stock Counter. It should display **"Unitech HT730"** – press “OK”. ![](/files/watclCiX27CbMB2ggNKx) 6. A second confirmation window will appear on your computer – press “OK” again to complete the export process. ![](/files/udUmTuTndUf1pNNJvpYa) **Load Product List on the HT730** After exporting from POS Manager, your HT730 will display the message:\ **“Count Data Loaded – New Count Data Available.”** To begin the count: 1. Tap the **three dots** in the **top right corner** to open the menu. If the screen shows ‘Back’, press “Back” first, then tap the **three dots** again. 2. From the menu, select **Load Products**. 3. You will see the message:\ *“Operation in progress… SUCCESS: Count Saved OK.”* 4. Press “Done”. The screen will then read:\ **“New Count Data Loaded – Ready to Start.”** ![](/files/ifuO6WVEJQPQbl6iUruU) ![](/files/tK6D4AjYQECW61ABtlWc) ![](/files/Y4HEkFAnS2EBpw7Delvk) ![](/files/xToADVnBCO2VHRvapVgv) **⚠️ If a Previous Count Exists** If the HT730 already contains an unexported count, you will see both: * **Count Started (date)** * **New Count Data Available to Load** You have two options: * **Finish and export** the current count to POS Manager before proceeding, or * Continue with **Load Products**, but this will delete the existing count. ⚠️ **Warning Message:**\ *“You have current count data. Please make sure it has been transferred to the POS Manager, since Load Products will clear current count.”* * To keep your existing count, press “Cancel” and complete the export first. * To discard it and proceed with the new count, press “Load”. ![](/files/cX01kH0XQSleMIaASfkm) ![](/files/yrcnZVVpGwuW7ybaQAV5) **Start Your Count** **Accessing the Product List** 1. Tap the **QR code icon** at the bottom right of the screen to open the **Product List**.\ (You can also access it through the **Menu**.) ![](/files/9klaANZWIo1iowDtXq7d) 2. The list will display all SKUs from the **Category, Location, or Vendor** you selected—or all SKUs if you exported the full list. Note: Only **100 SKUs** are visible at a time. Scroll to view more. 3. For each product, you’ll see: **COUNT** – the quantity you’ve entered so far **O/H (On Hand)** – if you chose to display On Hand values during export ![](/files/OcPQ6ZltRB6GC12bhWRf) # HT730 Stock Counter Part 2/3 **HT730 STOCK COUNTER & BARNET INVENTORY APP: STEP-BY-STEP GUIDE** **How to Select and Count Products** You can select products and enter counts using any of the following methods: 1. **Touchscreen** * Tap the product in the list. 2. **On-screen Keyboard (P1 Button)** * Tap **P1** to bring up the keyboard. * Search by product name or CSPC. Matching results will appear as you type. ![](/files/EHQsgIb9iIK9HHQx9otK) 3. **Scanning** * Use the **blue side buttons** or the **trigger** on the gun grip to scan: * Product barcodes * CSPC barcodes from labels 🔄 **Quick Count Shortcut**:\ Scan once to bring up the SKU, then scan again to automatically add a count of **1 unit**—no need to enter manually. **Entering and Editing Counts** When you select or scan a product: * A detail page will open for that SKU. * Enter the count, then press “ADD”. ![](/files/Ehay0AHT39TSH7Oi1FG8) * If you’re counting additional stock of the same SKU later, enter the new quantity and press “ADD” again. ![](/files/oZS1QZlodB3mWbrpYWm5) * Scroll down to view all recorded entries (e.g., if a SKU is stored in multiple spots). ![](/files/YPBAz9x83UA2acGgplds) * You can **edit or delete** individual counts if needed. ![](/files/MTZyJb1N8YzxQa3mEKRm) ![](/files/14lbTr4Ul9rRJAo46Bgg) **Saving Your Count** Once you’ve finished counting: 1. Tap the **3 dots** (top right) to open the **Menu**. * If ‘Back’ appears, tap “Back” first, then the **3 dots** again. ![](/files/gFpkzBc63eIUGBeIVe3y) 2. Select “Save Count”. ![](/files/OZWEg4A3xNeaZaWsuSHU) 3. Tap “Done”. ![](/files/Fmtk8F9Rup9FJoQKndbo) ✅ **Note**: You can return to a saved count to make changes at any time before exporting—just scan a product, tap the QR code, or access the Product List from the Menu. **Optional: Export Counted Items Only (OPTION B)** Before exporting to POS Manager, you can limit the export to only the products you counted. 1. Tap the **gear icon** (bottom of the app homepage). 2. Enable **“Export Counted Items Only.”** 💡 This is helpful if: * You exported the full product list, but only counted part of it. * You want to avoid sending unused SKUs back to POS Manager. If you forget this step, you can still delete uncounted products manually in POS Manager before posting the count—but enabling this setting in advance makes the process cleaner and faster.
# HT730 Stock Counter Part 3/3 **HT730 STOCK COUNTER & BARNET INVENTORY APP: STEP-BY-STEP GUIDE** **Export Count Data to POS Manager** 1. **Open a New Count** * In **POS Manager**, go to:\ **Inventory>Closing Count>Add Closing Count** *(or Add Closing Count V2)*. ![](/files/R9PQNfl6ut99fTuZpPic) **2. Set the Count Parameters** * Enter the **correct date** for the count. * Select the appropriate **filter** for the count: * **Category** (default) * **Vendor** * **Location** ![](/files/yDte7ikYxiZukBcvvZtE) ⚠️ **Important**:\ If you do not manually select a filter, the system will default to **Category**.\ If you then apply “0” values (see step 5) without correcting the filter, it may assign **0 On Hand** to SKUs in unintended categories. **Example:**\ If you counted a **Location** (e.g., Local Spirits) but did not select “Location” as the filter, the system will apply your count to several unrelated **Categories**, potentially zeroing out products you didn’t intend to affect. *(Example of WRONG selection)* ![](/files/chdDBB9ULAkcvDhoxrSt) *(Example of CORRECT selection)* ![](/files/i5UC04hv5jqMHk734QPv) **3. Apply Count Data from Stock Counter** * At the top center, click “Apply from…” and choose: **Apply from stock counter**. ![](/files/dHL5QT9Fnii2NBftPYvx) * A series of confirmation windows will appear to: * Confirm download from the HT730 * Confirm that the count was saved on the device * Press “Apply” or “OK” through each step. ![](/files/2XwpCHgoSHpq80CjgUZY) ![](/files/Km2CTunnboE4izD6rrkH) ![](/files/omLBCusTZHfFyYHc32XY) ![](/files/NnE9sAD4OEJlA8MxhA89) **4. Respond to “Apply 0” Prompt** Once your count loads, a window will ask: **“Would you like to Apply 0?”** ![](/files/wduGhhF2mKNNel8slzd3) **5. Apply 0 – If Appropriate** The **Apply 0** function assigns a count of **0 On Hand** to all products within your selected filter **that were not counted**.
This is useful if: * You’re performing a **full count** of a specific **Category**, **Vendor**, or **Location** * You want to mark **out-of-stock or delisted** items as zero * You want to flag missed products for variance review ⚠️ **Important Guidelines Before Applying 0:** * Ensure the correct **filter** (Category, Vendor, or Location) is selected. * Only apply 0 if you have **intentionally counted everything** within that filter. * If you only counted a partial list or selected products, **do not apply 0**—it will incorrectly zero out the rest.
You can Apply 0 by choosing **Yes** when prompted. * A series of warnings will appear—click “OK” or “Yes” to proceed.
Once applied: * Products not counted will display **0** in the count.
* You can still make edits, delete SKUs, or correct quantities before posting. **If You Notice a Mistake:** * You can delete the count in POS Manager and return to the Stock Counter to make changes (only if a new count hasn't been started). * Or you can address missed items during your **second count**—often the easier option. **6. Post the Closing Count** * Once satisfied with the data, click “Post Closing Count” at the top of the screen. This action: * **Updates the On Hand values in your product table based on your count.** * Finalizes the data for variance review.
![](/files/BaSeBulwA7ENAVqzAv9K) 1. **After Posting the Count** You now have access to several tools and filters: * **Filters**: * Show only **Short/Over Items** * Show **Sold vs On Hand** * Show by **Country**, **Category**, **Vendor**, or **Location** * **Edit Count**: Click the **hand & pencil icon** (top left) * **Print Reports**: Click the **printer icon** to generate: * Variance reports * Re-count lists * Other summary reports * **Accept Count**: Finalize the count so it can no longer be changed ![](/files/mlVgsOYGLyJENTYH7kXl) # Inventory Manually add Closing Counts by Category **INVENTORY CLOSING COUNTS BY CATEGORY** If a speed button has not been set, go to Inventory>Closing counts>Add Closing Count
Select the Category/Categories to be inventoried. ![](/files/fmJBLXJRGfKTfoYybxMc) Tick “Show On Hand” You must select “OK” to continue with the inventory without using a handheld stock counter. ![](/files/G3ivGcR8Y0GR3nBvmjBa) Print the count sheet(s) and do a preliminary item count. Once you have your preliminary counts, · Double click on the first item and make any count corrections at the bottom. · Click on “Save” – This will take you to the next item. · Continue until all adjustments have been made. ![](/files/sBSTJWYX17kHGVj2qq0P) Press “Post Closing Count”. This will immediately update your inventory, so a good preliminary count is important. The ‘Edit Closing Count’ window will automatically open. This is where final edits are made. · Tick “Show Only Short/Over Items” · If necessary, print an “Over/Short” sheet to do a recount. (Found under the Print Icon Arrow) · Recount product · Double click on an item to open the edit box at the bottom of the screen, edit product counts where necessary · Hit “Save” after editing each product Once the inventory is correct, · Untick “Show Only Short/Over Items” · Select “Accept All” · Print the “Variance” Report Sign the report, attach to your count/recount sheet and file. (It is a VERY good idea to save your recount sheets. You may need to refer to them during a future inventory to trace counting/inventory errors.) **\*\*\*IMPORTANT NOTES\*\*\*** Make sure to untick the “Show Only Short/Over Items” before accepting the inventory or the hidden items will not be accepted. If the inventory does not get completed, DELETE ALL ITEMS. Again, make sure to untick “Show Only Short/Over Items” or those items will remain. # Inventory in Barnet iPad Count **INVENTORY IN BARNET** * Barnet inventory can be counted by individual SKU or whole/multiple Categories, Vendors or Locations. * Counts are based on On Hand values before opening on the count day. Filters are available for products that have Sold or been Received (with Add Closing Count V.2) the same date before/during the count to help reconciliation. * Apply 0 function is for uncounted items within a filtered Category, Vendor or Location so that no products get missed. * Inventory can be uploaded from an **iPad** or Stock Counter or can be done by hand on paper. * Various Reports are available to print for paper Re-Counts. * A Comparison Shortage Report includes the products count variance the last time it was counted to help explain any current variance as a possible count error last time. **Inventory 101** Please remember that all counts are to balance with the system On Hand quantity at the default Start of Day time, **BEFORE opening** on the day you count. This is important to remember! If you process any sales for the sections you are counting before or during the count or receive any invoices with the products, they need to be accounted for when balancing. It is best to count in manageable sections – Categories, Locations or Vendors – so that the count can be completed the same day. Counts left to complete on future dates can become confusing. 99% of the time you will have to do at least a second count if not a third re-count before finalizing. It is important to remember that the goal is to get an accurate count of what you have, the goal is not to just match up with system quantity. There will most likely be some variance due to things like previous count errors, clerk errors at the till, theft, unadjusted breakage, unnoticed/adjusted shipping errors, etc. Inventory is the time to notice these errors and either correct the On Hand by posting a variance or by making a receiving adjustment instead and posting the product as correct. In POS Manager, you may have Speed Buttons set up to “Add” and “Edit” inventory, but the full menu is available at the top of the screen. ![](/files/Z4axa1MS1Xwhe3Wp9FOU) **There are THREE steps for inventory:** 1. Count Products 2. Add Closing Count 3. Edit Closing Count **There are THREE options:** 1. Paper Count 2. **iPad Count** 3. Stock Counter HT730 **For iPad Count (Option 2/3):** * Open app * Make sure date is correct and Choose a Category, Vendor or Location * Count products * When finished the count, Press “Back” at the top right and then SAVE CLOSING COUNT and proceed to next step **Add Closing Count** * There are 2 choices for ADD Closing Count: **Inventory>Closing Counts>Add Closing Count** or **Add Closing Count V.2** “Add Closing Count” is the standard and works very well. It just has fewer details once loaded. While it limits the details, you can see and adjust before you post it. Also, as it has fewer details, there is less room for user error and can be less confusing for more inexperienced users. Both options end up exactly the same after you Post your count. This training guide will focus on Add Closing Count only. **At the end of the document, we will explain Closing Count V2.** 1. You may have a speed button, if not go to Inventory>Closing Count>Add Closing Count ![](/files/4IyNFfktZKvLG4d02q8D) 1. **IPAD OR INTEGRATED STOCK COUNTER:** Your saved iPad count should load immediately. Check to make sure this worked properly as there will be occasional glitches. What to check: 1. Make sure it shows the correct date on the top right (this can be changed now if it is wrong) 2. Make sure that it shows products and roughly the number you counted. By this I mean if you counted approx. 100 items, and you only see 5, something went wrong. 3. Make sure that the items show quantities. If they all or mostly show 0 counted, something is wrong. If it seems wrong, delete the items on the count by highlighting them and pressing the minus sign at the top left, close the count, check your iPad that the count was saved and try again. If there still seems to be a problem, all is not lost. Delete the items again and Contact Barnet support to restore the count for you. ![](/files/IYG9bkay7hchMxFHBVpS) If you used Closing Form to count, you will need to choose the correct date then select your **Category, Vendor** or **Location**(s) and **Press Apply 0 > Post Closing Count** **>** **Count** where you can filter by **Show Short/Over Only** and then sort by clicking on headers to match your closing form and start one by one entering in your correct count totals by selecting the hand with pencil icon at the top left. If you did that first to create a Variance Report to count on, then you can just start entering your count numbers. If instead you press **Apply Current On Hand > Post Closing Count**, you can scroll through and edit the count on anything you found different from the current On Hand. You are effectively in the **Edit Closing Count** stage at this point. Check the instructions below. 2. If appropriate: **APPLY ZERO or APPLY CURRENT ON HAND** - **choose the Category(s) or Locations that you counted and press Apply Zero or Apply Current for Selected\_\_\_\_.** * **Apply 0 or Apply Current On Hand** is not appropriate unless you are trying to count an ENTIRE Category, Vendor or Location. * The **Apply 0** function will post a count of 0 On Hand for every product within your filter (Category, Vendor or Location) that you did not enter a count for. This will effectively “count” all your Out of Stock/Delisted items as 0. It will also “count” all products as 0 that you accidentally missed counting. This is the most efficient way to ensure all your inventory gets counted and nothing is missed. Any missed items will show a variance on the count report and alert you to re-count and investigate to confirm your total On Hand. * You must be careful that the correct Category, Vendor or Location filters have been applied so that you are not applying 0 to anything unintentionally. * You must also be intentionally counting an entire Category, Vendor or Location. If you are purposely only counting a few products or random products that do not conform to any specific filters, applying 0 will mean you have to correct all others within that filter. * You can **Apply 0** by pressing either option below: ![](/files/c4IwT3Kh7PlvpYsvz9K0) This will pop up two warning windows. Select “OK” to confirm. What this means is that if you missed any SKUs in the category, it would register a count of 0 for them and give you the chance to recount them to balance. For out-of-stock items it will register a count date and confirm they are 0 to ensure no items in your database are ever missed. It will not change the quantity of any SKUs you actually counted. ![](/files/fgw83qF3QBUENqSYS49q) * Through this step your inventory On Hands have not changed in Product Maintenance, and you can still make any necessary corrections or edits including deleting products right off the count by selecting the red minus sign. ![](/files/OmlQamI1AtNBbkxBmh3d) **Post-Closing Count** Once you are sure your count is ready, press “Post closing count” at the very top center. This will change all On Hand amounts in Barnet to the quantities you post. You will now automatically be in the **Edit Closing Count** stage where you will filter and print off a paper copy of items with discrepancies to do your second count. ![](/files/GBI0RgHP3saBk5lMAsBo) ![](/files/pJpu8YNI5Q8Iex8Uld9a) **Edit Closing Count** * Filter by choosing the Category, Location or Vendor you counted IF you have counted more than one on this day. Be aware that if you accidently counted something in the wrong category it will not show on the variance report if it is filtered out so make sure you also look at the screen without this chosen to note anything you may have posted incorrectly and include that category in your recount sheet now or later. It is a common error to miss things like this. *There will be more on this at the end.* Select “**Show only Short/Over Items”** and “**Show Sold/On Hand”**. ![](/files/x4IIlmEcDFVSY7TlRRrR) * Decide whether to print **Short/Over** or **Variance Report** to do your second count. Short Over is easier to understand for those that are challenged by math. Variance reports have more room to write but can be confusing. Make sure to sort the report in a way that makes the most sense for your recount. For example, alphabetically. ![](/files/I1bi7iqm1xcU47KByn8d) **Short/Over** – you can see both the system quantity (the amount the system thought you had) and your variance. ![](/files/Hx8AhA9rMq1maI2JXEFP) **Variance Report** has a bit more room to write in the columns but does not show the original system quantity. You must do the math, in this example Chum Churum has 5 counted and it has a variance of +1 which means the system quantity was 5-1=4. Gekkeikan has a count of 5 and a variance of -1 meaning the system quantity was 5+1=6. ![](/files/6hM03wXLm1wI6As3mOPh) **Second Count** – In the above example on your second count you are going to look to see if maybe there are only 4 Chum Churum and you miscounted and if maybe there are actually 6 Gekkeikan. \*\*When you print, **NEITHER OF THESE REPORTS SHOW SOLD.** You need to check the screen for sold amounts and **write them manually on your second count sheet paper** to count them and if necessary, check the activity of these SKUs to see what time they sold. If you know you counted the item at 10 a.m. and it sold at 10:30 a.m. then the sold unit has nothing to do with your count and you should just go back and recount the product. If you know you did not count the SKU until well after 10:30 when it sold you do not have to re-count this SKU, you can just correct it as the missing one is the one sold. This can get confusing, on your second count sheet, enter in the number sold by hand to effectively count them and then go around the store to re-count how many more you have to reach a total. Also, note that any **Receiving/Adjustments** of these products that have happened before or during a count need to be accounted for. There is no field for this, you will need to check your Receiving table or Product activity in \ in case any are causing a perceived variance. It makes sense to avoid Receiving Invoices for the product Categories/Vendors/Locations you are counting until the count is complete. ![](/files/xsd6f8CqYTEct8NC33jw) * If you closed the window or are opening another window, go to **Inventory>Closing Count>Edit Closing Count**. Make sure you check your date and choose the Category/Location you are doing and sort the screen the same way you did before you printed your second count sheet. Select the first item you want to correct and click the hand and pencil icon at the top left of the screen to edit ![](/files/rL5hvmrNWV2aIOIyM23Y) The edit section will open at the bottom of the page, and it defaults to “Quantity” for you to change the count total. You can also choose the “Shortage/Over” option and instead edit that to, for example, 0 if there is no variance. Press **Save** or **Enter** and it will take you down the list to the next item. ![](/files/F6NHyEMQ8XfjsYYwuGww) * **FINAL COUNT** – It is best practice to have a second person do a final count if there is still variance. Often a second set of eyes will see something the original person missed. When you have edited your first count, again print out either Short/Over or Variance report for this final count and write down any sold. You should choose your Location/Category and show only Short/Over and **re-press the Show Sold/On Hand** button to register any further sales that have occurred. Also check the report you can print called “Comparison Shortage Report”. This will show you any items from the same Category/Location that had variance the last time you counted it. This can help explain the variance you see now. For example, if you are currently over 1 unit of a product and the last time it was counted you were short one, the reason you are now over is that it was possibly a count error the time before. Or if you are now short a case and last time you were over a case you can assume a count error last time and don’t have to spend a bunch of time looking for it. Do further investigations on items with variance (see section below: INVESTIGATING VARIANCE 101) and enter any edits. * **Make sure you have not accidentally posted a count on anything you did not mean to**. There are two ways to do this. A quick way is to look at the table at the bottom of the Variance Report. When you uncheck your category, if you hit “Apply,” it will show the full list of items and it might be hard to notice something out of place but if you load the Variance Report on the screen it shows variance by Group in a table at the bottom. In our example we counted the Asian Spirits Category. Note at the bottom of the report it shows variance in an extra Group – Wine. This alerts me that I need to see which wine was accidentally posted to 0. The total $ variance at the bottom of the screen is also an alert or filtering by Show Only Short Over and scrolling through will also catch this so that you can correct it. ![](/files/eWWc8vrJI4rrYtJiXlKQ) * **ACCEPT COUNT** – Once you accept a count it cannot be changed except with the admin password. You will want to make sure that you accept all items when you are done not just the ones with Variance, so **un-select** “Show only Short/Over Items” first. Then you can choose to Accept “All” or highlight and Accept “Selected”. ![](/files/qRANkeMDZfaCsmrxCpSF) **INVESTIGATING VARIANCE 101** * After your second count of any SKUs with initial variance, if you still have variance you will want to investigate the causes. You may be able to post the SKU as correct and go in separately to create an adjustment for theft or breakage or submit for a vendor credit due to short shipment instead of posting a variance. Or maybe you need to make store protocol changes, re-train staff or decide to delist high clerk error SKUs or security tag certain high theft SKUs. * **Comparison Shortage Report** ![](/files/Lnrob3wm4VdUYVJvV8Hs) This report will give you a comparison between your current variance and any variance last time the products were counted. In the example below you can see Simply Spiked Lemonade that is currently +1 was -1 last count so potentially that was a count error last time. So, no need for much investigation. This report helps you notice SKUs that are out constantly so that you can make decisions on what to do to correct them based on the circumstances. ![](/files/1yJ2pFyHvgdmNguRRlkJ) * In \, check SKU activity going back as far as the beginning of the previous month. That way you will see the last time the SKU was counted. Often you can discover the reasons for variance this way. You can look for whether there was a variance last time (or even go back further months as last month’s count errors should already have been noted on the Comparison Shortage Report). You can see if any adjustments were done (receiving with no order number) – check these in Receiving if they seem related or suspicious. Look for invoice receiving. Maybe you are missing a whole case and you have only one instance of receiving. You can find the actual original invoice; maybe it was entered incorrectly (or a wrong SKU was delivered). Maybe you will see the SKU was never actually checked off on the packing slip. You might be able to request a reshipment or refund from the vendor. If your variance is (+) you can look for clerk errors. Watch for instances when, on the same date and time, more than one unit of a SKU was sold but not by hitting multiple quantity. * For example, you are over 1 unit of a 6Pack Cooler and in the activity, you see that at 10:33 it shows 1 unit sold, then below that another unit sold at the same time by the same clerk on the same receipt. This will indicate that the bottle was scanned twice instead of the clerk hitting 2 quantity which would show simply as 2 units sold. You could then watch your DVR. Perhaps you will see the customer only had 1 bottle and the clerk accidentally scanned it twice as they put it in a bag. This is a common error. Sometimes you will notice suspicious refunds in the activity that you can then investigate to see if they were handled properly. Below shows an example of two units being sold on the same receipt without the clerk pressing 2 Quantity. If they had, instead of showing 1 unit on two separate lines it would just have 1 line with 2 units. You can click on the line to open the receipt to see the order products were scanned. ![](/files/Nyamq8nmrgmDy7WjVSK4) ![](/files/3cYEKJgYmrX8q5RNGBGw) * Shortages and overages in inventory can often correlate to clerk cash shortages and overages. Compare dates with cash variance and SKU activity. Use the above Activity report or check the SKUs in the Journal (POS Manager) / Sales Transactions (Portal) for a date range to see all receipts with it and look for any weird activity. * Watch your DVR. Depending on the viewpoint of your DVR system you can sometimes discover theft, and you can often discover clerk errors. # Inventory in Barnet Paper Count **INVENTORY IN BARNET** * Barnet inventory can be counted by individual SKU or whole/multiple Categories, Vendors or Locations. * Counts are based on On Hand values before opening on the count day. Filters are available for products that have Sold or been Received (with Add Closing Count V.2) the same date before/during the count to help reconciliation. * Apply 0 function is for uncounted items within a filtered Category, Vendor or Location so that no products get missed. * Inventory can be uploaded from an iPad or Stock Counter or can be done **by hand on paper**. * Various Reports are available to print for paper Re-Counts. * A Comparison Shortage Report includes the products count variance the last time it was counted to help explain any current variance as a possible count error last time. **Inventory 101** Please remember that all counts are to balance with the system On Hand quantity at the default Start of Day time, **BEFORE opening** on the day you count. This is important to remember! If you process any sales for the sections you are counting before or during the count or receive any invoices with the products, they need to be accounted for when balancing. It is best to count in manageable sections – Categories, Locations or Vendors – so that the count can be completed the same day. Counts left to complete on future dates become confusing. 99% of the time you will have to do at least a second count if not a third re-count before finalizing. It is important to remember that the goal is to get an accurate count of what you have, the goal is not to just match up with system quantity. There will most likely be some variance due to things like previous count errors, clerk errors at the till, theft, unadjusted breakage, unnoticed/adjusted shipping errors, etc. Inventory is the time to notice these errors and either correct the On Hand by posting a variance or by making a receiving adjustment instead and posting the product as correct. In POS Manager, you may have Speed Buttons set up to “Add” and “Edit” inventory, but the full menu is available at the top of the screen. ![](/files/Sp8Tlre3HlzZx0wXkUv1) **There are THREE steps for inventory:** 1. Count Products 2. Add Closing Count 3. Edit Closing Count **There are THREE options:** 1. **Paper Count** 2. iPad Count 3. Stock Counter HT730 **For PAPER COUNT (Option 1/3):** There are two options for paper counts: 1. The first option generates a detailed form with multiple columns including Storeroom, Display and Shelf for recording your count totals that you will add together. **Closing Form**: **Inventory>Closing Count>Closing Form** – choose your Categories, Vendors or Locations. You can add or remove columns by selecting “Fields” and on the top right you can check any boxes that make sense for you. You can choose to show On Hand or not. Sort this in a way that makes sense i.e., alphabetically by description or by Location then description so that they print in the same order you will later enter them into POS Manager. Print this off to count. Once counted, proceed to the next step. 2. Or you could simply go straight to posting a count and then use a variance sheet to walk around the store counting with **Inventory>Closing Count>Add Closing Count (or Add Closing Count V.2),** choose your Category, Location or Vendor, Apply 0 or Apply Current On Hand for the whole thing and Post the Count. Then filter by Show Only/Short Over Items and then sort that list to print and count only the products with variance which will be everything that is not supposed to be 0. Once counted proceed to ‘Edit Closing Count.’ **Add Closing Count** * There are 2 choices for ADD Closing Count: **Inventory>Closing Counts>Add Closing Count** or **Add Closing Count V.2** “Add Closing Count” is the standard and works very well. It just has fewer details once loaded. While it limits the details, you can see and adjust before you post it. Also, as it has fewer details, there is less room for user error and can be less confusing for more inexperienced users. Both options end up the same after you Post your count. This training guide will focus on Add Closing Count only. **At the end of the document, we will explain Closing Count V2.** 1. You may have a speed button, if not go to Inventory>Closing Count>Add Closing Count ![](/files/8tLE6yL7fsix7Kh9Iw5A) ![](/files/Nfy3A9a4hZy8ntlOxwRq) * **PAPER COUNTS** Instead of manually entering each SKU on a paper count you can choose to either Apply 0 or Apply Current On Hand for the selected Category/Vendor/Location. Choosing Apply 0 will let you just enter in the totals of all the products that you did see On Hand and count. Applying Current On Hand will allow you to just override any SKU that you counted with a different total than what the system currently says. To see the option to Apply Current On Hand, you must check off this option in Setup>Preferences>General>Advanced ![](/files/cLgkLIWRW1th6iLsTVpw) ![](/files/82leQHLX3IVo3IqJSdgA) If you used Closing Form to count, you will need to choose the correct date then select your **Category, Vendor** or **Location**(s) and **Press Apply 0 > Post Closing Count** **>** **Count** where you can filter by **Show Short/Over Only** and then sort by clicking on headers to match your closing form and start one by one entering in your correct count totals by selecting the hand with pencil icon at the top left. If you did that first to create a Variance Report to count on, then you can just start entering your count numbers. If instead you press **Apply Current On Hand > Post Closing Count**, you can scroll through and edit the count on anything you found different from the current On Hand. You are effectively in the **Edit Closing Count** stage at this point. Review the instructions below. 2. If appropriate: **APPLY ZERO or APPLY CURRENT ON HAND** - **choose the Category(s) or Locations that you counted and press Apply Zero or Apply Current for Selected\_\_\_\_.** * **Apply 0 or Apply Current On Hand** is not appropriate unless you are trying to count an ENTIRE Category, Vendor or Location. * The **Apply 0** function will post a count of 0 On Hand for every product within your filter (Category, Vendor or Location) that you did not enter a count for. This will effectively “count” all your Out of Stock/Delisted items as 0. It will also “count” all products as 0 that you accidentally missed counting. This is the most efficient way to ensure all your inventory gets counted and nothing is missed. Any missed items will show a variance on the count report and alert you to re-count and investigate to confirm your total On Hand. * You must be careful that the correct Category, Vendor or Location filters have been applied so that you are not applying 0 to anything unintentionally. * You must also be intentionally counting an entire Category, Vendor or Location. If you are purposely only counting a few products or random products that do not conform to any specific filters, applying 0 will mean you have to correct all others within that filter. * You can **Apply 0** by pressing either option below: ![](/files/xXr0Yv7Ht3gpvaBRs6Cg) This will pop up two warning windows. Select “OK” to confirm. What this means is that if you missed any SKUs in the category, it would register a count of 0 for them and give you the chance to recount them to balance. For out-of-stock items it will register a count date and confirm they are 0 to ensure no items in your database are ever missed. It will not change the quantity of any SKUs you actually counted. ![](/files/5M5f7uVeAIeCB7uqEA7G) * Through this step your inventory On Hands have not changed in Product Maintenance, you can still make any necessary corrections or edits including deleting products right off the count by selecting the red minus sign. ![](/files/zKx6qfZlyTfDHJvGDZlK) **Post-Closing Count** Once you are sure your count is ready, press “Post closing count” at the very top center. This will change all On Hand amounts in Barnet to the quantities you post. You will now automatically be in the **Edit Closing Count** stage where you will filter and print off a paper copy of items with discrepancies to do your second count. ![](/files/9uhxZIc8LgqLnAPH9QEv) ![](/files/aXHewpu9MLhe42wxLyKl) **Edit Closing Count** * Filter by choosing the Category, Location or Vendor you counted IF you have counted more than one on this day. Be aware that if you accidently counted something in the wrong category it will not show on the variance report if it is filtered out so make sure you also look at the screen without this chosen to note anything you may have posted incorrectly and include that category in your recount sheet now or later. It is a common error to miss things like this. *There will be more on this at the end.* Select “**Show only Short/Over Items”** and “**Show Sold/On Hand”**. ![](/files/wPH1S6KPtOKNgYm3ybfs) * Decide whether to print **Short/Over** or **Variance Report** to do your second count. Short Over is easier to understand for those that are not as proficient in math. Variance reports have additional room to write but can be confusing. Make sure to sort the report in a way that makes the most sense for your recount. For example, alphabetically. ![](/files/zbsT4LbKrvCvS4N49hVa) **Short/Over** – you can see both the system quantity (the amount the system thought you had) and your variance. ![](/files/xDvvUOA5Gh30QbFyBmOA) **Variance Report** has a bit more room to write in the columns but does not show the original system quantity. You must do the math, in this example Chum Churum has 5 counted and it has a variance of +1 which means the system quantity was 5-1=4. Gekkeikan has a count of 5 and a variance of -1 meaning the system quantity was 5+1=6. ![](/files/4th6gIlTVrkFPUzDNQD5) **Second Count** – In the above example on your second count you are going to look to see if maybe there are only 4 Chum Churum and you miscounted and if maybe there are actually 6 Gekkeikan. \*\*When you print, **NEITHER OF THESE REPORTS SHOW SOLD.** You need to check the screen for sold amounts and **write them manually on your second count sheet paper** to count them and if necessary, check the activity of these SKUs to see what time they sold. If you know you counted the item at 10 a.m. and it sold at 10:30 a.m. then the sold unit has nothing to do with your count and you should just go back and recount the product. If you know you did not count the SKU until well after 10:30 when it sold you do not have to re-count this SKU, you can just correct it as the missing one is the one sold. This can get confusing. On your second count sheet, enter in the number sold by hand to effectively count them and then go around the store to re-count how many more you have to reach a total. Also, note that any **Receiving/Adjustments** of these products that have happened before or during a count need to be accounted for. There is no field for this, you will need to check your Receiving table or Product activity in \ in case any are causing a perceived variance. It makes sense to avoid Receiving Invoices for the product Categories/Vendors/Locations you are counting until the count is complete. ![](/files/o2ahbQ1x93L8S9otS86Y) * If you closed the window or are opening another window, go to **Inventory>Closing Count>Edit Closing Count**. Make sure you check your date and choose the Category/Location you are doing and sort the screen the same way you did before you printed your second count sheet. Select the first item you want to correct and click the hand and pencil icon at the top left of the screen to edit ![](/files/tV7fy9sXBvrpWERuG6hD) The edit section will open at the bottom of the page, and it defaults to “Quantity” for you to change the count total. You can also choose the “Shortage/Over” option and instead edit that to, for example, 0 if there is no variance. Press **Save** or **Enter** and it will take you down the list to the next item. ![](/files/YUqUehmbswCAd6n3Oit2) * **FINAL COUNT** – It is best practice to have a second person do a final count if there is still variance. Often a second set of eyes will see something the original person missed. When you have edited your first count, again print out either Short/Over or Variance report for this final count and write down any sold. You should choose your Location/Category and show only Short/Over and **re-press the Show Sold/On Hand** button to register any further sales that have occurred. Also check the report you can print called “Comparison Shortage Report”. This will show you any items from the same Category/Location that had variance the last time you counted it. This can help explain the variance you see now. For example, if you are currently over 1 unit of a product and the last time it was counted you were short one, the reason you are now over is that it was possibly a count error the time before. Or if you are now short a case and last time you were over a case you can assume a count error last time and don’t have to spend a bunch of time looking for it. Do further investigations on items with variance (see section below: INVESTIGATING VARIANCE 101) and enter any edits. * **Make sure you have not accidentally posted a count on anything you did not mean to**. There are two ways to do this. A quick way is to look at the table at the bottom of the Variance Report. When you uncheck your category, if you hit “Apply,” it will show the full list of items and it might be hard to notice something out of place but if you load the Variance Report on the screen it shows variance by Group in a table at the bottom. In our example we counted the Asian Spirits Category. Note at the bottom of the report it shows variance in an extra Group – Wine. This alerts me that I need to see which wine was accidentally posted to 0. The total $ variance at the bottom of the screen is also an alert or filtering by Show Only Short Over and scrolling through will also catch this so that you can correct it. ![](/files/7GUYGATi0zg0pdi6PQqz) * **ACCEPT COUNT** – Once you accept a count it cannot be changed except with the admin password. You will want to make sure that you accept all items when you are done not just the ones with Variance, so **un-select** “Show only Short/Over Items” first. Then you can choose to Accept “All” or highlight and Accept “Selected”. ![](/files/oDpy4IdP03hOJ2TS8Pv7) **INVESTIGATING VARIANCE 101** * After your second count of any SKUs with initial variance, if you still have variance you will want to investigate the causes. You may be able to post the SKU as correct and go in separately to create an adjustment for theft or breakage or submit for a vendor credit due to short shipment instead of posting a variance. Or maybe you need to make store protocol changes, re-train staff or decide to delist high clerk error SKUs or security tag certain high theft SKUs. * **Comparison Shortage Report** ![](/files/5PAXien79ydWJ7czmTwx) This report will give you a comparison between your current variance and any variance last time the products were counted. In the example below you can see Simply Spiked Lemonade that is currently +1 was -1 last count so potentially that was a count error last time. So, no need for much investigation. This report helps you notice SKUs that are out constantly so that you can make decisions on what to do to correct them based on the circumstances. ![](/files/qLFF3nVNmX8aNPoGk8Nk) * In \, check SKU activity going back as far as the beginning of the previous month. That way you will see the last time the SKU was counted. Often you can discover the reasons for variance this way. You can look for whether there was a variance last time (or even go back further months as last month’s count errors should already have been noted on the Comparison Shortage Report). You can see if any adjustments were done (receiving with no order number) – check these in Receiving if they seem related or suspicious. Look for invoice receiving. Maybe you are missing a whole case and you have only one instance of receiving. You can find the actual original invoice; maybe it was entered incorrectly (or a wrong SKU was delivered). Maybe you will see the SKU was never actually checked off on the packing slip. You might be able to request a reshipment or refund from the vendor. If your variance is (+) you can look for clerk errors. Watch for instances when, on the same date and time, more than one unit of a SKU was sold but not by hitting multiple quantity. * For example, you are over 1 unit of a 6Pack Cooler and in the activity, you see that at 10:33 it shows 1 unit sold, then below that another unit sold at the same time by the same clerk on the same receipt. This will indicate that the bottle was scanned twice instead of the clerk hitting 2 quantity which would show simply as 2 units sold. You could then watch your DVR. Perhaps you will see the customer only had 1 bottle and the clerk accidentally scanned it twice as they put it in a bag. This is a common error. Sometimes you will notice suspicious refunds in the activity that you can then investigate to see if they were handled properly. Below shows an example of two units being sold on the same receipt without the clerk pressing 2 Quantity. If they had, instead of showing 1 unit on two separate lines it would just have 1 line with 2 units. You can click on the line to open the receipt to see the order products were scanned.
* Shortages and overages in inventory can often correlate to clerk cash shortages and overages. Compare dates with cash variance and SKU activity. Use the above Activity report or check the SKUs in the Journal (POS Manager) / Sales Transactions (Portal) for a date range to see all receipts with it and look for any weird activity. * Watch your DVR. Depending on the viewpoint of your DVR system you can sometimes discover theft, and you can often discover clerk errors. # Inventory in Barnet Stock Counter **INVENTORY IN BARNET** * Barnet inventory can be counted by individual SKU or whole/multiple Categories, Vendors or Locations. * Counts are based on On Hand values before opening on the count day. Filters are available for products that have Sold or been Received (with Add Closing Count V.2) the same date before/during the count to help reconciliation. * Apply 0 function is for uncounted items within a filtered Category, Vendor or Location so that no products get missed. * Inventory can be uploaded from an iPad or **Stock Counter** or can be done by hand on paper. * Various Reports are available to print for paper Re-Counts. * A Comparison Shortage Report includes the products count variance the last time it was counted to help explain any current variance as a possible count error last time. **Inventory 101** Please remember that all counts are to balance with the system On Hand quantity at the default Start of Day time, **BEFORE opening** on the day you count. This is important to remember! If you process any sales for the sections you are counting before or during the count or receive any invoices with the products, they need to be accounted for when balancing. It is best to count in manageable sections – Categories, Locations or Vendors – so that the count can be completed the same day. Counts left to complete on future dates can become confusing. 99% of the time you will have to do at least a second count if not a third re-count before finalizing. It is important to remember that the goal is to get an accurate count of what you have, the goal is not to just match up with system quantity. There will most likely be some variance due to things like previous count errors, clerk errors at the till, theft, unadjusted breakage, unnoticed/adjusted shipping errors, etc. Inventory is the time to notice these errors and either correct the On Hand by posting a variance or by making a receiving adjustment instead and posting the product as correct. In POS Manager, you may have Speed Buttons set up to “Add” and “Edit” inventory, but the full menu is available at the top of the screen. ![](/files/w0STEZoamo30GYTkXidE) **There are THREE steps for inventory:** 1. Count Products 2. Add Closing Count 3. Edit Closing Count **There are THREE options:** 1. Paper Count 2. iPad Count 3. **Stock Counter HT730** **For STOCK COUNTER (Option 3/3) or Excel/CSV:** * Connect counter to POS Manager computer and **Inventory>Closing Count>Export Product Items to Stock Counter** * On Stock Counter MENU>Load Products * When finished the count MENU>Save Count and proceed to next step **Add Closing Count** * There are 2 choices for ADD Closing Count: **Inventory>Closing Counts>Add Closing Count** or **Add Closing Count V.2** “Add Closing Count” is the standard and works very well. It just has fewer details once loaded. While it limits the details, you can see and adjust before you post it. Also, as it has fewer details, there is less room for user error and can be less confusing for more inexperienced users. Both options end up exactly the same after you Post your count. This training guide will focus on Add Closing Count only. **At the end of the document, we will explain Closing Count V2.** 1. You may have a speed button, if not go to Inventory>Closing Count>Add Closing Count ![](/files/ZJZSbC61Peji3fG6QWgG) **a) IPAD OR INTEGRATED STOCK COUNTER:** Your saved iPad count should load immediately. Check to make sure this worked properly as there will be occasional glitches. What to check: 1. Make sure it shows the correct date on the top right (this can be changed now if it is wrong) 2. Make sure that it shows products and roughly the number you counted. By this I mean if you counted approx. 100 items, and you only see 5, something went wrong. 3. Make sure that the items show quantities. If they all or mostly show 0 counted, something is wrong. If it seems wrong, delete the items on the count by highlighting them and pressing the minus sign at the top left, close the count, check your iPad that the count was saved and try again. If there still seems to be a problem, all is not lost. Delete the items again and Contact Barnet support to restore the count for you. **b) EXCEL/.csv or STOCKCOUNTER:** Choose correct date > Press “Apply from …” at the top and select the appropriate option. ![](/files/wAUpzClyN3DYS835Bd8R) If you used Closing Form to count, you will need to choose the correct date then select your **Category, Vendor** or **Location**(s) and **Press Apply 0 > Post Closing Count** **>** **Count** where you can filter by **Show Short/Over Only** and then sort by clicking on headers to match your closing form and start one by one entering in your correct count totals by selecting the hand with pencil icon at the top left. If you did that first to create a Variance Report to count on, then you can just start entering your count numbers. If instead you press **Apply Current On Hand > Post Closing Count**, you can scroll through and edit the count on anything you found different from the current On Hand. You are effectively in the **Edit Closing Count** stage at this point. Check instructions below. 2. If appropriate: **APPLY ZERO or APPLY CURRENT ON HAND** - **choose the Category(s) or Locations that you counted and press Apply Zero or Apply Current for Selected\_\_\_\_.** * **Apply 0 or Apply Current On Hand** is not appropriate unless you are trying to count an ENTIRE Category, Vendor or Location. * The **Apply 0** function will post a count of 0 On Hand for every product within your filter (Category, Vendor or Location) that you did not enter a count for. This will effectively “count” all your Out of Stock/Delisted items as 0. It will also “count” all products as 0 that you accidentally missed counting. This is the most efficient way to ensure all your inventory gets counted and nothing is missed. Any missed items will show a variance on the count report and alert you to re-count and investigate to confirm your total On Hand. * You must be careful that the correct Category, Vendor or Location filters have been applied so that you are not applying 0 to anything unintentionally. * You must also be intentionally counting an entire Category, Vendor or Location. If you are purposely only counting a few products or random products that do not conform to any specific filters, applying 0 will mean you have to correct all others within that filter. * You can **Apply 0** by pressing either option below: ![](/files/oGPXT3jZgbQabVQV6kJX) This will pop up two warning windows. Select “OK” to confirm. What this means is that if you missed any SKUs in the category, it will register a count of 0 for them and give you the chance to recount them to balance. For out-of-stock items it will register a count date and confirm they are 0 to ensure no items in your database are ever missed. It will not change the quantity of any SKUs you actually counted. ![](/files/H5BmWkZSuho6Va9d5zlF) * Through this step your inventory On Hands have not changed in Product Maintenance, and you can still make any necessary corrections or edits including deleting products right off the count by selecting the red minus sign. ![](/files/Jd6lkvGJhMDGQRDgPoXr) **Post-Closing Count** Once you are sure your count is ready, press “Post closing count” at the very top center. This will change all On Hand amounts in Barnet to the quantities you post. You will now automatically be in the **Edit Closing Count** stage where you will filter and print off a paper copy of items with discrepancies to do your second count. ![](/files/sGylFRRvPx0Uks7ZSDQB) ![](/files/GDnqYQ8N04ZjNmXSQ1Ud) **Edit Closing Count** * Filter by choosing the Category, Location or Vendor you counted IF you have counted more than one on this day. Be aware that if you accidently counted something in the wrong category it will not show on the variance report if it is filtered out so make sure you also look at the screen without this chosen to note anything you may have posted incorrectly and include that category in your recount sheet now or later. It is a common error to miss things like this. *There will be more on this at the end.* Select “**Show only Short/Over Items”** and “**Show Sold/On Hand”**. ![](/files/UF8OrMrRE7ROFUlfJtvo) * Decide whether to print **Short/Over** or **Variance Report** to do your second count. Short Over is easier to understand for those that are challenged by math. Variance report has more room to write but can be confusing. Make sure to sort the report in a way that makes the most sense for your recount. For example, alphabetically. ![](/files/4zO8s6KwQnjRO7W72FCj) **Short/Over** – you can see both the system quantity (the amount the system thought you had) and your variance. ![](/files/tB8BI6fiTAlNsktrurnl) **Variance Report** has a bit more room to write in the columns but does not show the original system quantity. You have to do the math as in this example Chum Churum has 5 counted and it has a variance of +1 which means the system quantity was 5-1=4. Gekkeikan has a count of 5 and a variance of -1 meaning the system quantity was 5+1=6. ![](/files/kMjd7ul60dRzPO8T3g27) **Second Count** – In the above example on your second count you are going to look to see if maybe there are only 4 Chum Churum and you miscounted and if maybe there are actually 6 Gekkeikan. \*\*When you print, **NEITHER OF THESE REPORTS SHOW SOLD.** You need to check the screen for sold amounts and **write them manually on your second count sheet paper** to count them and if necessary, check the activity of these SKUs to see what time they sold. If you know you counted the item at 10 a.m. and it sold at 10:30 a.m. then the sold unit has nothing to do with your count and you should just go back and recount the product. If you know you did not count the SKU until well after 10:30 when it sold you do not have to re-count this SKU, you can just correct it as the missing one is the one sold. This can get confusing. On your second count sheet, enter in the number sold by hand to effectively count them and then go around the store to re-count how many more you have to reach a total. Also, note that any **Receiving/Adjustments** of these products that have happened before or during a count need to be accounted for. There is no field for this, you will need to check your Receiving table or Product activity in \ in case any are causing a perceived variance. It makes sense to avoid Receiving Invoices for the product Categories/Vendors/Locations you are counting until the count is complete. ![](/files/G1wbWwuOHDj83RDz4wdw) * If you closed the window or are opening another window, go to **Inventory>Closing Count>Edit Closing Count**. Make sure you check your date and choose the Category/Location you are doing and sort the screen the same way you did before you printed your second count sheet. Select the first item you want to correct and click the hand and pencil icon at the top left of the screen to edit ![](/files/Exe2qw8mHLZqdNsrpyM4) The edit section will open at the bottom of the page, and it defaults to “Quantity” for you to change the count total. You can also choose the “Shortage/Over” option and instead edit that to, for example, 0 if there is no variance. Press **Save** or **Enter** and it will take you down the list to the next item. ![](/files/Ux2tNvQKWFtD1bObcG9k) * **FINAL COUNT** – It is best practice to have a second person do a final count if there is still variance. Often a second set of eyes will see something the original person missed. When you have edited your first count, again print out either Short/Over or Variance report for this final count and write down any sold. You should choose your Location/Category and show only Short/Over and **re-press the Show Sold/On Hand** button to register any further sales that have occurred. Also check the report you can print called “Comparison Shortage Report”. This will show you any items from the same Category/Location that had variance the last time you counted it. This can help explain the variance you see now. For example, if you are currently over 1 unit of a product and the last time it was counted you were short one, the reason you are now over is that it was possibly a count error the time before. Or if you are now short a case and last time you were over a case you can assume a count error last time and don’t have to spend a bunch of time looking for it. Do further investigations on items with variance (see section below: INVESTIGATING VARIANCE 101) and enter any edits. * **Make sure you have not accidentally posted a count on anything you did not mean to**. There are two ways to do this. A quick way is to look at the table at the bottom of the Variance Report. When you uncheck your category, if you hit “Apply,” it will show the full list of items and it might be hard to notice something out of place but if you load the Variance Report on the screen it shows variance by Group in a table at the bottom. In our example we counted the Asian Spirits Category. Note at the bottom of the report it shows variance in an extra Group – Wine. This alerts me that I need to see which wine was accidentally posted to 0. The total $ variance at the bottom of the screen is also an alert or filtering by Show Only Short Over and scrolling through will also catch this so that you can correct it. ![](/files/DD9rdEudHLRPvt3q7hVU) * **ACCEPT COUNT** – Once you accept a count it cannot be changed except with the admin password. You will want to make sure that you accept all items when you are done not just the ones with Variance, so **un-select** “Show only Short/Over Items” first. Then you can choose to Accept “All” or highlight and Accept “Selected”. ![](/files/ClBe108pMUml956jcBj4) **INVESTIGATING VARIANCE 101** * After your second count of any SKUs with initial variance, if you still have variance you will want to investigate the causes. You may be able to post the SKU as correct and go in separately to create an adjustment for theft or breakage or submit for a vendor credit due to short shipment instead of posting a variance. Or maybe you need to make store protocol changes, re-train staff or decide to delist high clerk error SKUs or security tag certain high theft SKUs. * **Comparison Shortage Report** ![](/files/V6HV3ohawTU22nvyJUlJ) This report will show you a comparison between your current variance and any variance last time the products were counted. In the example below you can see Simply Spiked Lemonade that is currently +1 was -1 last count so potentially that was a count error last time. So, no need for much investigation. This report helps you notice SKUs that are out constantly so that you can make decisions on what to do to correct them based on the circumstances. ![](/files/57JS2gTXYvOgNVcxFNEk) * In \, check SKU activity going back as far as the beginning of the previous month. That way you will see the last time the SKU was counted. Often you can discover the reasons for variance this way. You can look for whether there was a variance last time (or even go back further months as last month’s count errors should already have been noted on the Comparison Shortage Report). You can see if any adjustments were done (receiving with no order number) – check these in Receiving if they seem related or suspicious. Look for invoice receiving. Maybe you are missing a whole case, and you have only one instance of receiving. You can find the actual original invoice; maybe it was entered incorrectly (or a wrong SKU was delivered). Maybe you will see the SKU was never actually checked off on the packing slip. You might be able to request a reshipment or refund from the vendor. If your variance is (+) you can look for clerk errors. Watch for instances when, on the same date and time, more than one unit of a SKU was sold but not by hitting multiple quantity. * For example, you are over 1 unit of a 6Pack Cooler and in the activity, you see that at 10:33 it shows 1 unit sold, then below that another unit sold at the same time by the same clerk on the same receipt. This will indicate that the bottle was scanned twice instead of the clerk hitting 2 quantity which would show simply as 2 units sold. You could then watch your DVR. Perhaps you will see the customer only had 1 bottle and the clerk accidentally scanned it twice as they put it in a bag. This is a common error. Sometimes you will notice suspicious refunds in the activity that you can then investigate to see if they were handled properly. Below shows an example of two units being sold on the same receipt without the clerk pressing 2 Quantity. If they had, instead of showing 1 unit on two separate lines it would just have 1 line with 2 units. You can actually click on the line to open up the receipt to see the order products were scanned. ![](/files/ATPEKLMbsXWnF3f6cznf) ![](/files/LVdQROBFQMILfAasQyWa) * Shortages and overages in inventory can often correlate to clerk cash shortages and overages. Compare dates with cash variance and SKU activity. Use the above Activity report or check the SKUs in the Journal (POS Manager) / Sales Transactions (Portal) for a date range to see all receipts with it and look for any weird activity. * Watch your DVR. Depending on the viewpoint of your DVR system you can sometimes discover theft, and you can often discover clerk errors. # Unitech HT730 Out of Box Setup **UNITECH HT730 OUT OF BOX SETUP** 1. Charge the HT730 with a USB-C type cable 2. When it is charged, turn it on 3. The home screen looks like this: ![](/files/mexzX0Wi9UNp088ozW6y) 4. From the bottom of the screen swipe upward. The installed apps will show: ![](/files/t340ASxe9BbLtV6cnAF6) 5. Scroll up to find “Settings” and tap on it: ![](/files/RJjTrh3X2x4Nd4MGFCcr) 6. Select “Network & internet”
![](/files/6jNGhGPqpL6xRXlyjw7e) 7. Click on “Wi-Fi”: ![](/files/KcWVtgb4My7CktNJnUXD) 8. Select your Wi-Fi network: ![](/files/QoEVCdXS2BFRsjPer7v6) 9. Enter the Wi-Fi password: ![](/files/RAyq6G5HKgE9gLNTZYB0) 10. Go back to the home screen and find the “Play Store” app: ![](/files/XSlvTnItAJbd3dbktQni) 11. Find the “Barnet Inventory” app and install it: ![](/files/3p924GIZr3oioH4WGExc) 12. The Barnet Inventory app is now on the home screen and ready to run: ![](/files/JHhMdfSvdNeffJmeoQRE) 13. Run the app: ![](/files/RpgwQuaXdZalXrXzAULG) # Labels # Creating Labels using the Unitech HT730 Scanner **CREATING LABELS USING THE UNITECH HT730 SCANNER** 1. Scan all products you want to print labels for on the Unitech HT730 scanner 2. When finished, connect it back to the office computer with a USB-C type cable 3. In POS Manager, select Product Service>Labels>Create Labels ![](/files/rREN3SAXdnmjBUXe9TlF) 4. Select the “From Stock counter” option: ![](/files/4sW0QqeqpoA16wLrDaTe) 5. Confirm that the data from the Unitech HT730 device will be used, and click “OK” ![](/files/sOhEVYvtX0jkBRwck2KM) 6. The inventory count will be downloaded to the computer. Click on “OK” ![](/files/FMvKeyeKi3wDSpH0xPo3) 7. Creation of the labels data file is confirmed: ![](/files/09pW3KROpmddIOI3YIkS) 8. Use your regular label software (Avery or Labels Unlimited) to create labels: ![](/files/6gau8fHAtmVX0xAV4RYU) # Shelf Labels **POS MANAGER – SHELF LABELS** **Creating Labels**
**Creating Labels by Selection**
**Creating Labels by Category**
**Creating Labels by Stock Counter**
**Printing Labels**
**Changing Label Size**
**Custom Labels Size**
**Review Data Fields**
**Designing New Label Jobs**
**Adding Text Data Fields**
**Adding Bar Code Data Fields**
**Setting Bar Code Style**
**Adding Picture Data Fields**
**Adding Fixed Text to Labels**
**Adding Borders to Labels**
**Saving Label Jobs**
**Sample Printed Labels**
**Notes on Labels:** * Create labels in POS Manager * Print Labels in Labels Unlimited * Labels Unlimited only uses the Windows Default Printer * Never use Labels Unlimited for other labels * All JOB and Data files are stored in **C:\Barnet\Pos\Labels** folder * All BMP files to be printed as picture are stored in **C:\Program Files\Lu2** folder * Large X printed over a bar code indicates field box is too small # Ordering # Integrated LDB Ordering Receiving **INTEGRATED LDB ORDERING AND RECEIVING 101** **(Using Barnet Reordering Guides)**
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# Order by Vendor Groups **ORDER BY VENDOR GROUPS** This Tip Sheet covers how to create Vendor Groups and how to Order by Vendor Groups. This may be a good option for products such as Craft Beer and Wine where there are numerous vendors, typically with smaller or blended product portfolios. From POS Manager, go to: Vendors>Vendors Group ![](/files/Ei70f48UR5wrLa2S0k1j) Click the “+” (add record) icon The Vendor Group Editor will open ![](/files/rEMnSEBNg3EaBdp9Jzii) \>Assign the new Vendor Group an ID number\ \>Give the group a description (Group Name) \>Tick the ‘Vendor’ flag \>Save the new group Close/exit ‘Vendor Groups’ **Setting Vendor Groups** From POS Manager, go to: Vendors>Vendors Maintenance ![](/files/bXi9CYQe2tUYSoDzbXSm) \>Select a Vendor\ \>Set the Vendor Group for this Vendor\ \>Save (Continue until setting the Vendor Group for the desired Vendors) ![](/files/kKr6hD0FkrmDdDaifDZF) *Note: Make sure to enter the email order desk address if you’d like to automatically email orders upon completion.* **Ordering by Vendor Group** From POS Manager, go to: Reports>Inventory>Re-Order V.2 (You may or may not have a pre-set speed button for the Re-Order V.2 guide) ![](/files/vFv50Ist93P09LhqeMtW) \>Calculate sales as usual \>Tick the Vendor Group box \>Select the Vendor Group\ \>Click “Apply”\ \>Enter ReOrder quantities as usual ![](/files/Ylj9MD8o2Ixtnx3Efq8x) *Note: Total units per Vendor in the Vendor Group are displayed in red.* When satisfied with the orders,\ \>Click “Create Orders”\ \>Click “Yes” for ‘Would you like to create orders?’ **Sending the newly created orders** Click “OK” to acknowledge the orders created ![](/files/dJHMpTpDXtu9Y6lOYvrc) Each order will open for action.\ Email the order: Select the email icon. If an email address is entered in the Vendor’s information (Vendor Maintenance), the email address will automatically be entered in the “To” field of the message and the order file will be automatically attached. ![](/files/UYGk8aAxVxqebYstB0uX) Alternatively, orders can be printed and faxed or used to call order desks. *The orders are automatically saved and can be accessed via ‘Orders’ for further review, action or receiving.* # Price List # Updating LDB Price List and LTOs **UPDATING LDB PRICE LIST AND LTOS** Use this process if your system is not set up to automatically preform the LDB and LTO updates. *(Using this process does not change YOUR cost or selling prices.)* In POS Manager, go to: Product Service>Price list ![](/files/BIJLVqDh4PPxD53If1at) \>Select “New price list”\ \>Tick the “Download” box and/or “Load LTO” box \>Click “OK” ![](/files/Z0NhIXLKoHKsSWOuu4Ck) Click “Yes” to confirm LDB Price List update ![](/files/8q8vkaWjWjMmlC5aKSJY) The new prices (and LTOs if selected) will download ![](/files/LYRltyI00ZsaRftCIxgF) Click “OK” to complete ![](/files/EsUAgcWWgNVRMzK9sbe6) Tick the boxes for the Reports you would like to view/print or untick boxes and click “OK”.
The process is complete, your LDB (& LTO) list have been updated. You may now close the Price List panel. # Price Management # Activating New Prices **ACTIVATING NEW PRICES** To activate new prices from Barnet POS Manager: · Select “Activate new prices” · Remove any items you do not wish to update 1. Highlight the item 2. Go to Abandon Changes > Selected Items 3. Repeat this step for all product that you do not want to update After you have removed all SKUs that you do not want to change · Select “Activate New Selling Prices” · Select “All Items” · YES to confirm Immediately go to “Create Labels” · Select “activated prices”, then Go · Open Label maker and print new labels *If you forget and update or create any other labels before printing these labels you will have to manually enter the items from “Create Labels” in Barnet POS Manager.* # Creating and Changing Price Groups **CREATING & CHANGING PRICE GROUPS** This Tip Sheet assumes your basic pricing structure (Margins/Mark-ups) has already been established. This Tip Sheet covers: 1. Creating new Price Groups 2. Moving Product from one Price Group to another 3. Updating Selling Prices 4. Printing Labels 5. **Create (or Edit) New Price Groups** Go to Product Service>Price Groups ![](/files/EjbO23Y4AgqMDT5ZAb0V) Click on the “+” to create a new Price Group or select an existing Group to update/change existing info. Fill in or Edit:\ -Group ID (Name of Margin Group)\ -Description (typically the margin% or some other identifier, i.e.: 24% BEER)\ -Add the Margin %\ -Select the ROUND UP method -Save ![](/files/nwZrGRKJbrWVPEJN5H7B) *(\*Make sure the Mark-up % of Base Cost and Margin Amount of Base Cost are set at 0.00)* 2. **Moving Product from one Price Group to another using the ‘Apply for all’ function (from \)** First, make sure the Price Group column is visible. From ‘Fields’, tick the “Price Group ID” box to make sure that column is visible in the Product Grid. ![](/files/EvdK0uapaOitg8zdke8m) Next, load the product to change. There are many ways to do this à sort by size, description, group, category, etc. For this example, we are using Category and Size. Type the desired Category into the search box, (i.e.: BEER DOMESTIC) then sort Product by Size (click on “Size”). This will group like products from the selected category. ![](/files/gELNlf2KuCxHMMoN9F0c) \>Highlight the GROUP ID for the product to update\ \>Click “Apply for all” (make sure the Field reads, Price Group ID) \>Select the new Price Group VALUE\ \>Click “OK” to save
![](/files/r0lo7He8YXcqXari8PX3) Updates have only been made to product Price Groups. No selling prices have been impacted at this point. To update selling prices as you receive product, no further action is needed. (You will be flagged to update selling prices as product is received at a new cost.) 3. **Update Selling Prices immediately after adding/updating a Price Group** Go to: Product Service>Price Changes>Update selling prices>by selling price groups ![](/files/WL80lrTDmLQlIZOAuXRD) Every Product/Group is loaded by default. Unless every product sold is being updated, Clear All price groups then Add the Price Group(s) to update info set by default. Verify that the Round-up method is selected. Click “OK” to Save. (Please note, no prices have been updated yet. There will be a chance to review, activate and abandon changes.) ![](/files/gGSVjOf3j5AP1a8TaBxd) The ‘Activate New Selling Prices’ window will open. Highlight items to:\ -Activate New Selling Prices (to accept and activate the new suggested Selling Price) or -Abandon changes (to deny and abandon the new suggested selling price) ![](/files/WtTP1edGGVuQobyL9QO9) *Tip: Select either DECREASED or INCREASED prices to sort product. Typically, product with an INCREASE requires more immediate action. Prices with a DECREASE may or may not warrant a selling price update. (You may not want to pass on all LTOs.)* 4. **Print Labels** Go to: Product Service>Labels>New activated prices for labels ![](/files/F6hMWtrQJvEMsJS6o6pk) \>Highlight specific product or select “for all items” \>Click “Create labels” ![](/files/DTbifG3TesYCKSwpqMMC) # Product Maintenance # Adding New Product **ADDING NEW PRODUCT** From the main POS Manager screen, go to \ If you do not have a speed button, go to: Product Service>Product>Maintenance ![](/files/F8BaNKN4bMZoKswGswAt) Click on the ADD (**+**) icon\ Enter the product CSPC (SKU) or use the Bluebook shortcut to find the product in the LDB database. ![](/files/sWS8XhWGTOs4hWOQGqxP) When using the Bluebook shortcut, search the LDB database to find the product. Double click on the item to import shared product details. ![](/files/wmzMCa2WLAA0Dr1ob4Dm) OR \ When entering a correct/current NEW PRODUCT CSPC/SKU, the product info should appear in the LDB info screen. ![](/files/XaTiMB0QdpFrIw1mzY70) Click on the “Price List” icon to import shared details (NOT the Bluebook) ![](/files/r7UQvxoOs7Bl7gI9iSeu) Add/Edit New Product details (Often, the LDB names are too long or obscure. You may wish to edit the description to make searching, inventory and labeling easier. Tip: If the name fits in the description window, it will typically fit on standard shelf labels.)\ Select the:\ -Category\ -Cost\ -Price Group (auto-generates a selling price if the cost is available) OR manually enter a selling price in PRICE 1 -Vendor\ -Deposit CSPC (amount to charge for bottles/cans) ![](/files/dCGZ7ALH339hKktQDtsS) Select the “Stock” tab to set ordering details. (These are VERY IMPORTANT details, often overlooked but needed for the reorder guides to make proper suggestions.) ![](/files/OB3SxfNO48HVnn5GVYfX) Enter: -Min Stock (How many units you are willing to let the shelf run down to before reordering even if sales are not met fore-ordering). This number is typically higher for top selling SKUs.\ -Mult. For Order: The minimum units that can be ordered. Typically, this number is equal to the units per case. -Enter the Units Per Case (if this info was not part of the imported shared details)\ -Tick ‘Order By Case’\ -Click “Save” ![](/files/NyXY9eU4reycd4OjBTK3) **IMPORTANT! MOST products are ‘Ordered by the case’ but occasionally, a product may be ordered by the unit. If this is the case, enter the number of individual bottles/units to order in the “Mult For Order” box and do not tick the “Order By Case” box.** *During the re-order process, you will be ordering BY THE UNIT, but the system will convert the orders to cases on the Purchase Order for the Vendor.* TIP: After adding a new product, it is a good idea to scan the item. Often barcodes are updated on a product way before they are in the LDB database. If the product does not scan, update the barcode in the system with the barcode on the product. # Delisting SKUs in Barnet **DELISTING SKUS IN BARNET** There are two options for Delisting SKUs in Barnet: Out of Stock and Delist Vendor. Both options work similarly but there are a couple of differences. With either option you can mark SKUs before they are actually sold out or wait until you have 0 OnHand. With either option: * In POS Manager, SKUs show in red ![](/files/Q7Ks7ueWS8Mna3Y23ylK) * In Portal, they show with a “Delist” flag ![](/files/jPxUrEaWAC7isiDzp40u) * The SKUs can be hidden in \ (as long as they have 0 OnHand) by clicking “Hide delisted 0 on hand” ![](/files/hcJq8UBEfuQjoIOTXuRz) ![](/files/g7NbraWA1XT8JW2TYLIC) * The SKUs will not show in ReOrder Guide in POS Manager or in Portal (if “Active Items Only” is selected) * The SKUs cannot be searched at the till. Should the SKU be in stock at the store or returned after having been previously delisted they will still scan to sell. However, if a clerk just uses Product Searches to find a SKU, it will not come up to be accidentally sold. **Out of Stock** You can check the “Out of stock” field on the Stock Tab in \. You can also use “Apply All” to mark SKUs as ‘Out of Stock’. ![](/files/tw7bpMaU9mPNd2bp0mxh) ![](/files/lHam0Co0hDbRU1qg0fk9) If you choose this option, you should periodically search your out-of-stock SKUs in POS Manager either by sorting the “Out of Stock” column or by filtering “Delisted Items Only” so you can make sure that no newly returned items have OnHand values. If you mark a SKU as ‘Out of Stock’ and then order it in again, the Out-of-Stock flag will stay checked unless you manually remove it. ![](/files/asiPGaQj7XqITfFeNubD) If you have the filter “Hide delisted 0 on hand” checked, these SKUs with OnHand will show in your Product Maintenance as red and if you want to keep stocking the SKU and have it show in ReOrder Guide, you will want to uncheck this. ![](/files/5gsInqWDJQZLbRatl67f) **Delist Vendor** With this option you get a warning when SKUs return to the store via receiving invoices. Create a Vendor called DELIST with ID DELIST. This specific Vendor setup is hardcoded in Barnet so keep it exact. ![](/files/SR79JUtk8Y53hrlJ0alS) Apply this Vendor to any SKU you want to Delist. When you change the SKU’s Vendor to DELIST the system will ask you if you want to change the Vendor in History, press “No”. ![](/files/eBNzI45qdH9ryUfgUCIH) If the product returns to the store via imported invoice you will get a warning which will alert you to change the system vendor and make sure the SKU gets put out for sale with a price tag, etc. Without this warning, returned products might get missed by staff and not put out for sale. Sometimes these SKUs are returning for a special order only and it is helpful to get this alert when you receive your invoices. The Error Report you sometimes see when you import an invoice is that same alert. It shows SKUs that have a different Vendor than the receiving. This can be printed to alert your stock receivers to ensure the product gets put out for sale. ![](/files/WnQ0TcYcE3IiOZgV8SDY) **Deleting SKUs** SKUs should only be deleted if they have no transactional history in the database. A good time to delete SKUs is after an archive. You can sort by ‘Last Sold’ and ‘Last Received’ to see SKUs that have no history in the database. They can be deleted by staff who have “Delete product” enabled in Personnel Settings: ![](/files/RXFgpBkEpcdiJIxF7Du8) ![](/files/qdR0BQnXCEJ3PW05z1wW) When you select a SKU and press the red minus sign (-) at the top left, ALWAYS choose “Delete without transactions” just to be safe. ![](/files/lM8HYTykLZZyoTjkDMca) You can highlight several SKUs at once to delete. The system may seem to freeze for a minute but then the option to “Delete without transactions” will pop up. It will save some time if you have a lot to delete. We suggest doing no more than 20 SKUs at a time or it may freeze too long. # How to Sell Different Pack Sizes With One Barcode **HOW TO SELL DIFFERENT PACK SIZES WITH ONE BARCODE** Use these instructions to sell multiple size formats using the same UPC barcode. Typical examples include: * 6-packs and 8-packs with the same barcode * 4-packs and singles with the same barcode Barnet allows you to place a prefix number in front of an existing UPC to trigger a prompt at the till. When scanned, staff will be able to select which size is being sold. **System Setting Required** Before configuring barcodes, verify that the system setting is enabled: **POS Manager>Setup>Preferences>General>Advanced** ✔ Ensure **“Message for 6–8 Pack”** is enabled. **Note:** This setting controls **both** 6/8 pack prompts and 4/single prompts.It is normally enabled by default, but Barnet Support can assist if needed. ![](/files/57a25c04bf76245650717fa48407a885ec931cea) ![](/files/55a7332d179473bb74a61e8b07edc30aff8c94bf) **Product Maintenance Setup** Each size format requires its own unique **CSPC(SKU)**. Use the registered CSPC(SKU) when possible, even if you never purchase that format, for clean reporting and future ordering. **When you need to create a made-up CSPC** If the format does not officially exist (e.g. creating a 6-pack from an 8-pack): * You may create a CSPC using letters or numbers * Check the BDL website for correct CSPCs when they exist **Examples (Molson Canadian 6PK):** * MOLCAN6 * 697888PK6 (697888 = real CSPC for Molson Canadian 8PK in AB) **Best practice for 4-pack → single format** When creating a single from a product sold as a 4-pack, add an **“s”** to the end of the CSPC. * 4PK CSPC: 34053 * Single CSPC: 34053s **Barcode Setup Rules** To activate the pop-up selection at the till, barcodes must be configured in a specific way. **6-PACK & 8-PACK (same manufacturer barcode)** 1. Use the **real barcode** for the 6PK 2. Add an **8 to the front** of the same barcode for the 8PK **Example:** Molson Canadian | **SKU** | **Barcode** | **Description** | | --------- | ------------ | ------------------- | | 697888PK6 | 56327073203 | Molson Canadian 6PK | | 876888 | 856327073203 | Molson Canadian 8PK | ![](/files/5e3d4e29fee29ad27451cb78c562479ffd24b28e) **4-PACK & SINGLE (same manufacturer barcode)** 1. Use the **real barcode** for the 4PK 2. Add a **1 to the front** of the same barcode for the single **Example:** Powell Brewing | **SKU** | **Barcode** | **Description** | | ------- | ------------- | -------------------------------- | | 4195 | 875463007213 | Powell Dive Bomb Dark Ale 4PK | | 4195s | 1875463007213 | Powell Dive Bomb Dark Ale Single | ![](/files/185b743aba9ace17be154363877a1d284a0564b3) **At the Till** * When either barcode is scanned, a pop-up will appear * Staff will be prompted to choose **which format** they are selling * Select the correct size and continue the sale as normal This ensures accurate inventory movement and sales reporting without needing separate barcode stickers or manual overrides. ![](/files/f115bf162949a5cfb2e53e1696ba7b80e4dd4251) # Pack Rate **Pack Rate** In retail, larger ‘pack sizes’ are often broken down into single units. The issue with this, is often the single unit is branded with the same CSPC/SKU and UPC as the larger pack size. Here is how to set up a single item so the product will scan at the till and update the inventory automatically. **Step 1. Create Single Item in \** Example: Original Product BUDWEISER 6 PACK CANS CSPC/SKU ID is 904334\ Product ID (barcode) is 62067335341 Create the new item: · Click on the “+” symbol in the upper left corner · New CSPC/SKU: 1904334 (Add a “1” before the original CSPC/SKU) · New PRODUCT ID (barcode): 162067335341 (Add a “1” before the original) · New DESCRIPTION: BUDWEISER SC · Select REPACKING as the Vendor Fill in the remaining product information. ![](/files/Bx05DhVe1xSowYdHJFHG) · Select the "More" Tab and set the ‘Size rate’ to “1” · Click “Save” ![](/files/krK4Orxjy7WBUCVXuLE7) **Step 2. Link your new item to the original item** · Open the original item (i.e.: BUDWEISER 6 PAK CANS 604334) · Under the "More" tab, enter the new item’s CSPC/SKU in the SINGLE ID ADJUSTMENT box (The ID and DESCRIPTION should fill in automatically. If not, the wrong CSPS/SKU may have been entered) · Click “Save” · Close out of \ to move on to the next step ![](/files/iFZdmbFVCoqkEVlwGj8u) **Step 3. Set automatic singles adjustments for inventory purposes** · Go to: Setup>Preferences>General ![](/files/6UVaqi1E2IEX5xz83usu) · Select the ‘Advanced’ tab · Verify that the "Manual singles adjustment" is not checked, and “Repacking” is checked. ![](/files/D0LoqUXn2cYAljI18HQy) **Step 4. Sell a Single Item** Press the SINGLES button and scan the item (You may or may not have a SINGLES button depending on your screen set-up. If you do not have a SINGLES button, please refer to: *Speed Button Set-Up* or ask for assistance.) **NOTES:** The linked product will reflect the appropriate adjustment(s) created by sales of the singles item whenever an Inventory Report (Closing, Shortage, Licensee etc.) is produced. For inventory purposes, all singles are converted back to their original pack size after posting closing counts. (It is best to double count repacking items before posting.) When reordering using the Re-order Guides, singles sales will not show. The original pack size will reflect sales and suggest an order amount based on them. Manual adjustments may still be made from ‘Receiving’ for any products that have not been linked. # Price Groups and Sync in Multi Store Portal **PRICE GROUPS** A “Price Group” table is common for all stores across the portal, to allow centralized HO management. Store data cleanup is mandatory in preparation for the store being added to an existing multi-store portal. While each store in a multi-store portal can have the same product with different price groups, the price groups themselves in their table are shared across all stores. There can only be one Tier 25. Here is rationale to get an understanding on how to manage that area. Price Groups are used in Categories, Customer Groups (for Cost types) and are common for all portal stores in multi-store portal and are also used in PBS. For ease of manageability, Price Groups IDs in stores, targeted for multi-store portals, are usually set to Price Tier % value as seen below in PM: ![](/files/cR3wg42OCqP2XvTwRMDa) Please note that on portal PM Tier (unique in PM) is called ‘PM Tier’: ![](/files/r9LmG5oTg5dAqJoYBKRI) **Price Groups Synchronization Rules:** \ -**Store to portal:**\ PriceTypes should be present in ‘Tables to sync’ on ‘Web Sync’ tab. (overnight, unless Fast Slow sync enabled in lower part of this tab) -**Portal to store:**\ 'Load Price Groups' should be checked on ‘Portal Sync with HO’ tab.\ To perform full portal to store sync, set ‘Price Groups Rev’ to 0 and save, otherwise sync is incremental - on Price Group saves.\ fast sync - usually within a minute\ this sync does not recalculate store product prices, it relies on portal Product prices update, and sync. **In single store**, two-way full sync is executed if enabled as above. \ **In multi-store**, portal to store sync is performed, if enabled in stores, and store to portal sync can work only for lead store, if enabled. Regular stores store to portal price groups sync is not performed, portal discards received data if percentages changed. How to clean up store data before joining the portal:\ 1\. In POS Manager, renumber Tiers in all Price Groups to be consistent across all stores.\ (I need to verify that PM renumbering updates PM Categories, Customer Groups (if used) and Products, and if necessary, release new PM build).\ 2\. Update Price Groups on portal to have same ‘PM Tier’ as Tier in stores for same % levels.\ In single store portals, just execute web sync. In multi-store, either dedicate lead store and upload, or do that manually. # Setting Items for Special Reporting **SETTING ITEMS FOR SPECIAL REPORTING** The following outlines the process for “Showing” and/or “Hiding” certain items, typically non-tangible items, from appearing in Sales and Evaluation reporting. This is typically used for non-retail and service items and/or fees linked to a specific Category that may impact the overall Inventory Evaluation or Sales Reports. Go to: Product Service>Category ![](/files/BcjiAWh6BdGsz9BuMkkW) Select the desired category ![](/files/RmpUCqrg9GWqbDMezybG) \>INVENTORY EVALUATION: To “hide” items linked to this category from appearing in the evaluation report (the value of Inventory On Hand), under ‘Flags’, tick the “Don’t use for inventory reports”. \>SALES REPORTS: To “hide” items from appearing in sales reports, under ‘Flags’, tick the “Don’t use for sales reports” box. Save changes. These items will no longer appear in the selected reporting. # Using Barcode Editor **USING THE BARCODE EDITOR (to link additional barcodes to a product)** Go to Product>Maintenance via the ‘Product Maintenance’ button or from the menu as seen below. ![](/files/NghuX9AmiXYZkfyAQN6g) Select the product to update. Open the “Barcodes” editor tab. ![](/files/tSKSg84sQYeRoqtTNFEQ) Enter in the new barcode and click the “+ Add” button.
**Warning** – Use caution when deleting or editing barcodes in the Barcode Editor as there is no ‘*undo’* option here. # Receiving Invoices # Integrated LDB Ordering Receiving **INTEGRATED LDB ORDERING AND RECEIVING 101** **(Using Barnet Reordering Guides)**
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# Integrated LDB Post and Receive **INTEGRATED LDB POST AND RECEIVE 101** ![](/files/N8bMEq9C4hvYGGOc6pGf) ![](/files/S6wjBdJdINNuQwaCkNF4) ![](/files/eeammLTSgTRABgb09XRC) ![](/files/CvY7J0Fsy8yTb8hXGoXR) ![](/files/4ncVrE6irL4pq5MQALIC) ![](/files/wsz7bEDKENRUDPWAAmXW) ![](/files/GSnQt7WF17lewrxvyhoi) ![](/files/Kpa5jxT90AtNCoDVV1tg) ![](/files/CN8ntn6BSHYXqamWRe4Y) ![](/files/8tDV9UFtbz6yqVB7b3Pt) ![](/files/MLQE3JkEjoRIIZmwsc0n) ![](/files/9oEc25yvAvl9ApmDwUaK) ![](/files/dQdFGWX2XAKMzAMqDQM7) # LDB Receiving from Confirmation Invoice **INTEGRATED LDB RECEIVING 101 - Receiving directly from the BCLDB Confirmation Invoice** ![](/files/LPXTilyNHfGCUl6gIMa0) ![](/files/yqHU3K274IFY1gMOQJCS) ![](/files/JRQG8PgiDVR2aSHg5avf) ![](/files/rKUJTS8iV4VKrtrHJneL) ![](/files/fGdiNj9TW1Q4b2zj8Mv0) ![](/files/mu2nq10QmSEJl8ZboGiA) ![](/files/vK5b2FIA0JWyIakdz8Xn) ![](/files/tjQc33rU4O5YGICgySU7) ![](/files/PQjC87EnT3Zw6zgt4KzG) ![](/files/LNyCM5Dr2Xg5UafHgKQB) ![](/files/IepfqGg6N37iHy8Ezz5M) # Return Invoices and Credits **VENDOR CREDITS & RETURN INVOICES** When you are short shipped, experience breakage in transit, concealed damage, defective products, or anything of the sort, you will want to notify your vendor immediately to ask for a credit and correct your inventory OnHand in Barnet. Barnet’s Return Invoice system allows you to enter negative invoices and reconcile these as credits come in from the vendors. Create a Return Invoice in \ by pressing the green “+” in the top left corner: ![](/files/h9omKVY5FZFoejRMOZ52) At the bottom left, choose your vendor and click “Return Invoice” then press SAVE: ![](/files/xOo0y0ONLyxMwI7TcPHc) As usual press the green “+” sign to add your SKU: ![](/files/fwWF9Cr9wFvFSCmgajiC) Because it has already been selected as a “Return Invoice,” you do not have to enter a minus sign in the Quantity field. It will automatically convert numbers entered into negatives in the top grid after you press Save with each item: ![](/files/nrTvPrG5Ei3CcjZLCEfw) It is good practice to enter a comment to explain the entry. ![](/files/lej4siUJ9GQktxR7igIi) If your Receiving comments are not showing in your grid view, select and check the field to bring them up. ![](/files/0Y0ERwZtBmFrx6U65TeD) Different vendors reimburse credits in different ways so there are different options to receive and keep track of which credits have been reimbursed. * On some invoices the credits are imported in by a SKU to balance your invoice. For these it would make sense to add a comment on the invoice indicating it was for a certain Return Invoice. You should also enter a comment stating when/how you were reimbursed onto the Return Invoice itself and or you could mark it as “Paid.” (See below). * For some credits due you will get separate refund invoices with just the refunded product on it. Do not receive these into Barnet as you effectively already did when you did the Return Invoice. You could note the document number either in the Vendor Invoice # cell or in a comment and you could mark the Return Invoice as “Paid.” (See below). * Some credits will come only as a $ amount, no generic credit CSPC that imports. In this case you can APPLY CREDIT. (See below). If you receive a credit $ value on an invoice you can Apply Credit from a previously entered Return Invoice to balance it by pressing “Apply Credit” at the bottom of the receiving page: ![](/files/P287S1AkdEMSJ7GVwjui) That will bring up a window showing any outstanding Return Invoices. Check and press “OK.” ![](/files/wJ4RrW3Mz9AWHlUv3pHe) You will see the credit listed after subtotal on the bottom right. There will also be an “Update Credit” button to change the credit you applied in case it was wrong and also a button allowing you to Print the original Return Invoice. ![](/files/ZOYFOUcasetwS09rvWmI) The Return Invoice looks like this: ![](/files/2uFLGabZkfBFEt7KEgGA) You can enter a comment to indicate which Return Invoice credited. ![](/files/O7YJRQjq1fp79V68UmjX) Note the comment refers to Return 01337. These are the last 5 digits of Barnet’s autogenerated Receiving number – see it circled below on the left. This is a good system to adopt, referring to the last 5 digits as in Barnet’s Cloud portal only these 5 digits show. See below on second picture. In the Receiving grid view, if you have the Credit Field showing it will list the amount of credit applied: ![](/files/0a61m9LwDb8OEL67oEls) ![](/files/fUj3l4AygjEnztaY1pXe) To mark the Return Invoices so that you know just by looking which ones have been reimbursed, you can mark them as “paid”. Open the \ entry and click “Payment” at the top: ![](/files/cSpfOHl93BDEvkO8TKez) A window will open allowing you to enter the total “paid” and the payment type. This is really just a flag to you so that you can keep track. ![](/files/LDQv3LUlLqqe3qlyl9k7) This will appear in the “Amount Paid” column and as a checkmark in the “Fully Paid” column. You can also filter all your entries to show only Paid entries: ![](/files/tpTMnHCaaeEd5u7zPOHh) # Receiving and Adjustments Manual **MANUAL RECEIVING & ADJUSTMENTS** From BARNET Back Office go to: RECEIVE INVOICES · Click on the ADD (+) icon · Add the Receiving Number (Invoice Number) – If you are doing an ADJUSTMENT, use the auto generated number · Add today's Date (never back date an invoice! This will mess up any previous inventories you have done) · Select the Vendor 1. ADJUSTMENT vendor is for any product that is being adjusted out that is not returnable for credit or is not known to be theft 2. BREAKAGE vendor is for product being returned for a credit 3. THEFT vendor is for known theft; theft is to be adjusted out immediately · When the invoice screen opens, click on the ADD (+) button · Type in the CSPC · Verify the correct product comes up · Type in the Quantity (this will be a negative number for THEFT, ADJUSTMENTS, BREAKAGE, RETURNS, etc.) · Adjust the base cost if necessary · Click on SAVE Continue until all product has been received or adjusted. Once all product has been received, double check the SUBTOTAL, it should match the subtotal on the invoice. If the subtotals do not match, double check your entries. Once your Subtotals match · ACCEPT the invoice · Print a copy of the receiving report, attach to invoice and file · Make a copy of the invoice and the Liquor Register · Update the location's Liquor Register # Repacking # Manual Re-Packing **USING THE BARNET POS – MANUAL RE-PACKING** Under POS Manager: 1. Under \: check the box “Show re-packing items only” ![](/files/oN6L9toqp8pxPeOdjdVI) 2. Select the item for re-packing and click “Update” ![](/files/8GdeRKEgOSXylsQqYgnz) * Enter in Quantity for repacking * Press “Apply” * Go to Next • If ‘Item after re-packing’ is different – you can just change it: ![](/files/TGm9mtaTfzSRE3vMSALU) 3\. When you finished the entry process, you can go to Receiving Invoices (Inventory>Receiving) to check the adjusted items under ‘Adjustments’: ![](/files/QMsn4K07GI0vQWPJGdeC) ![](/files/z7eKr9KMyAeVLEpp5eaq) # Setting up Manual Repacking **SETTING SINGLES FOR MANUAL REPACKING** In retail, larger “pack sizes” are often broken down into single units. The issue with this is that often the single unit is branded with the same CSPC/SKU and UPC as the larger pack size. Here is how to set up a single item so the product will scan at the till. Using this process, you will need to manually adjust your repacking SKUs. **Step 1. Set Singles for Manual Adjustments** · Go to Setup>Preferences>General ![](/files/5fgRMvwjQvEVUtYNlwFS) · Select the ‘Advanced’ tab · Verify that the "Manual singles adjustment" is checked, and “Repacking” is NOT checked · Save the preferences ![](/files/Ne5iUUm3mQuqUiDk38y2) **Step 2. Create Single Item in Product Maintenance** Example: Original Product BUDWEISER 6 PACK CANS CSPC/SKU ID is 904334\ Product ID (barcode) is 62067335341 Create the new item: · Click on the “+” symbol in the upper right corner · New CSPC/SKU: 1904334 (Add a “1” before the original CSPC/SKU) · New PRODUCT ID (barcode): 162067335341 (Add a “1” before the original) · New DESCRIPTION: BUDWEISER SC · Select the Vendor: There are two options – REPACKING or the actual VENDOR (ie:BDL). If you choose the actual Vendor, your new item’s sales will show up in your reorder guide. You will need to convert those sales into the original pack size as you cannot submit the order with this item in it. For example, if you sell 24 singles and you repack from 6s, you will need to add 4 extra units to your 6 pack order (for repacking into singles) and ZERO out the singles item in the order guide · Fill in the remaining product information · Click “Save” · Close out of \ to move on to the next step ![](/files/KFDQi4mB18JLweisW9WJ) **Step 3. Making Adjustments** From Receive Invoices, create a new receiving invoice by clicking on the “+” in the upper left corner. Enter the Receiving Number (or use the automatically generated number), the Date and the Vendor (typically Repacking is used as the Vendor), click on “Save” to open the Receiving Invoice. ![](/files/sZRvr5ZrXYHrD2EFnD2R) Click on the “+” in the upper left corner to add items. Enter the SKU/CSPS (or item Description) of the first item to repack into singles and the Quantity to repack. (This number should be a negative number as in the example below as you are taking it out of inventory to add in singles.) ![ ](/files/mrTEfLNNrbIVaAYjIGG5) Select “No” when asked if you would like to move the item. ![](/files/Y80q08YY711ge2sZvYtk) Next add the SKU/CSPC for the singles item, add the Quantity of singles to add into inventory (if removing 3 - 6packs, you will add 18 singles) and Base Cost ![](/files/8LnkKgSBeCHHM8Rt5Jfv) *Tip: Divide the cost of the original pack size by the number of singles to determine the proper Base Cost* Click on “Save”. The inventory has been updated. **Step 4. Sell a Single Item** Press the SINGLES button and scan the item (you may or may not have a SINGLES button depending on your screen setup. If you do not have a SINGLES button, please refer to ‘Speed Button Set Up’ or ask for assistance. # Reports # Setting up Automatic Email Reports **SETTING UP AUTOMATIC EMAIL REPORTS** This Tip Sheet covers setting up selected reports to be emailed to specific people daily. Here’s how to set permissions for those receiving reports. From POS Manager: ![](/files/DmAPkrMqYgK3uw4Ysbmt) · Select a person to receive reports. (Note: If the person is not location staff, for example, an owner or bookkeeper, you must set them up as staff.) · Enter the e-mail address · Tick “Reports” · Click “Save” ![](/files/9ubSHkX7ha1lv8Q85AmQ) Select Reports to be automatically sent.\ If there’s no Daily Reports speed button, go to: Reports>Sales>Daily reports printing ![](/files/Xn5wEXnn6lQLyTkaDXXG) · Select Reports to email · Click “Save” *Note: All reports ticked will be sent.*
# Staff # Setting up Personnel in POS Manager **SETTING UP PERSONNEL (STAFF)** You may have a speed button for Personnel/Staff setup, or it can be accessed here: !\[A screenshot of a computer Description automatically generated]\(/files/PTz2PiFzzprHn1DgfmYg) Some settings do not apply to Liquor Stores, so below is how you should set up a basic clerk. Please consider some options that do not apply to your business such as “cashback.” Also, if you always have a supervisor on duty, you may not want to allow regular clerks to do certain things. **Clerk recommended settings:** !\[A screenshot of a computer Description automatically generated]\(/files/dKiW6zAX8lMy64YudZul) **Manager recommended settings:** !\[A screenshot of a computer Description automatically generated]\(/files/5LJhRJRt46ZTGVKk392L) !\[A screenshot of a computer Description automatically generated]\(/files/LNw2BUfHNfL5VDZxHi72) When you select “Access,” you will see a screen with header dropdowns that let you choose any option and restrict it to specific security levels: !\[A screenshot of a computer Description automatically generated]\(/files/2Su4tS9noNniMCkOqB7L) # Staff - Maintenance Original **PERSONNEL** On the till’s computer: 1. Open POS Manager. Go to: Personnel>Maintenance ![](/files/jOYoLfSLbTIcTMidTa7G) 2. To add new record, press “+” To update the record: highlight and press ![page1image58606608](/files/i0ZJKegl0bE1eLo31YzU) or \ button To delete the record: highlight and press ![page1image58605776](/files/dlxevXI5nKTWj4jn9EZL) or \ button ![](/files/D9u0b6FsGeXwMqz0MHru) 3. Enter 1. Person ID 2. First Name 3. Last Name 4. Security: select from the drop down box 4. Put the cursor to the “Card ID Number” edit box and swipe the card! 5. Press “Save” # Troubleshooting # Troubleshooting Barnet POS Manager Doesn't Open **BARNET POS MANAGER DOESN’T OPEN** If POS Manager does not launch, the most common cause is that multiple instances are already running in the background. This often happens from double-clicking the taskbar shortcut. **Taskbar shortcuts only need a single click**—double-clicking can accidentally open several hidden sessions. To resolve this, close the extra instances using Task Manager. ![](/files/4d1bbc53b5af77d7cc23ca045ee53536d2530e9f) **How to Open Task Manager** 1. CTRL+ALT+DEL and Select Task Manager from the options ![](/files/62f25012f22e4a0b505fa0a804fbaac56253b9ec) ![](/files/286cf994f00b5522a849b70e06d27cde82febb79) 2. Search “Task Manager” from the Windows Start menu and open it 3. Use the taskbar search field, type Task Manager, and open it ![](/files/297710700ec0c5223d5d297e4809f03ffc5827be) **Close Background Instances of POS Manager** 1. When Task Manager opens, it will default to the Processes tab. 2. Applications are listed alphabetically. * Scroll down to P, or * Type “POS” in the Task Manager window to jump to POS Manager. 3. Right-click each POS Manager entry and select End Task. Repeat until all POS Manager processes are closed. ![](/files/b99b0c99acf8e474cebb1418bbd9f3c9c2cef76e) ![](/files/487134a333de55b05eccb2ed6e0c675945fc22c1) **After Closing All Instances** Close Task Manager, then try launching POS Manager again. It should open normally. # Archiving # Vendor Maintenance # Customer Maintenance
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# Customer Groups **CUSTOMER MAINTENANCE – CUSTOMER GROUPS** Customers can be added to Barnet for purposes such as loyalty points, special pricing, AR (Accounts Receivable) purchases, and online e-commerce ordering.Customer Groups define the rules that apply to each customer. Before creating customers, you must first set up **Customer Groups** to ensure that new customers are correctly assigned to the appropriate group with the proper reward and pricing rules. From the ‘Customer’ dropdown menu, select “Customer Groups” to **ADD** or **EDIT** as needed. ![](/files/87613764ea6cfd6e62dea277d9da92a9c023ffe9) **Creating Customer Groups** All Customer Groups must: * Have a **Name**. * Be assigned a **Reward Type** before they can be saved. It’s best practice to name each group after the reward it represents (e.g., “10% Discount” or “Points Only”). Some reward types have special hardcoding; consult with Barnet Support before using them. Common reward types include: * **Points Payment** * **% Discount** * **Points Pay & Discount** ![](/files/ac3ffdd6bcda1a3c0817fc2220e36afac4247ad4) ![](/files/b347477cac0f56d664aa6124502d09aeea48eb76) **Creating a Group with No Rewards** If you want a group to receive no points or discounts: * Choose **% Discount** as the reward type. * Do **not** assign any discount percentage. If you select **Points Pay & Discount** but leave the discount at 0%, customers in that group will earn loyalty points but receive no regular discount—unless a product has a **Loyalty Customer Only** discount or a **Discount Schedule** is assigned specifically to that group. \*\*Example:\*\*A “Points Customer Group” is set to “Reward Discount” but has no discount percentage. Customers will not receive any regular discount, but if a “Loyalty Customer Only” price is set on a product, these customers will receive that discount. ![](/files/4608dd7cfb268b911189e5542d8fee634adc26ca) ![](/files/0510e09aa13dc6a1e3e56b721963cc5479909501) **Reward and Discount Types** **1. Price-Based Discounts** Apply a percentage off the regular selling price (**Price 1**). For example: This Customer Group receives **10% off** the regular price on all products that are not discount-exempt. ![](/files/670009b636e0f37da30b7efd3d8ca950aa860f8a) **2. Increased Prices (Negative Discounts)** You can set **negative discounts** to charge customers more than the regular price. For example: Customers in the “DoorDash” group pay **22% more** than the regular **Price 1**. ![](/files/610969e6c60b9fda1407f107740b76c08a32e9bf) **3. Cost-Based Discounts** Set pricing as **Net Cost + %**.For example: This Customer Group pays **8% above Net Cost** for all products. ![](/files/c81ae7e95f1f62dd75d61990dc0a9cf43c9d5188) **4. Specific Price Levels** Customers can be assigned a specific **Price Level** (Price 2–8). * **Price 2** is typically used for “2-for” pricing. * **Price 8** is often used for 3rd-party delivery pricing. * **Price 3, 4, 6, and 7** can be assigned manually to any group. These price levels must be entered on each product and updated manually when prices change. Use the **Import Tool** to update price levels in bulk. Example: This Customer Group pays **Price 4** for all products. ![](/files/f4908311f0bd1f239ad31007e3ab3cae5ca6c58f) ![](/files/5c99dc761553918225ace6b414cb50cf7219e923) **5. Cost + LTO + %** This uses your current product cost **plus any active LTO (Limited Time Offer)**. If not all products were purchased under the LTO, your actual cost may be higher than the LTO’d cost. \*\*Example:\*\*If product cost = $11.02 and there’s a $1 LTO, customers will pay: $11.02 + $1.00 + 5% = $12.60 (approx.) Use this option with caution—it may not always reflect your true cost position. ![](/files/1f56ab842ebb13f52b9c4a7772d68a1b580d572d) ![](/files/41272bbb3a8bb8ed4bd45d1b8e5304d8a58a1f99) **6. PL Cost + %** This uses the **Price List Cost + %** entered. ⚠️ Note: SKUs not listed on the provincial price list will receive **no discount**. Examples: * In **AB**, BDL, Sleeman, and small producers (including non-alcoholic SKUs not purchased from Connect) are **not** on the price list. * In **BC**, non-alcoholic SKUs are **not** on the price list. **7. PL Cost + LTO + %** This uses the **Price List Cost + LTO + %** entered. As with the previous option, it is important to evaluate whether this makes sense for your business.Since most products do not decrease in cost unless on LTO, this effectively charges the **wholesale cost + %** markup. Again, SKUs not on the price list will receive no discount. # Customers in Portal While basic customer edits can be made on the POS using the Edit Customer button, most customer setup and maintenance is to be completed in the Portal. **Customer Groups** * All customers must belong to a Customer Group. Groups must be created *before* adding customers. * Customer Groups determine automatic rewards and/or pricing rules (loyalty points, discounts, cost-plus pricing). * Common groups include:Points Customers, Cost+ AR Groups, Staff, Friends & Family, Online Customers, and Third-Party Delivery Services (with specific pricing rules). ![A screenshot of a computer AI-generated content may be incorrect.](/files/a5aad36bf5bc00a3c2b578910ca5443b9c1eeb34) **Customer Maintenance in Portal** **Customer Creation** * Customers can be created in the Portal or on the POS. * Each customer must have a unique Customer ID, phone numbers are recommended to eliminate duplication. * Do not edit Customer IDs once created, as all transactions are tied to the ID. **Searching & Contact Info** * Customer accounts can be searched on the POS by ID, name, or phone number. * Contact information (address, phone, email) is managed in the portal. * If a customer changes phone numbers:Do not edit the Customer ID, instead update the phone number in the contact field. **AR Settings** **(For more information on AR please reference the help doc: Sales Invoices and Customer AR at the Till)** * The AR checkbox must be enabled for a customer to charge purchases to AR on the POS. * For Portal Sales Invoices, AR payment can be applied without this setting. * Payments taken using Receive on Account can later be matched to POS transactions via AR List on the POS. ![A screenshot of a computer AI-generated content may be incorrect.](/files/4a03bddc1eb8c982a2c6b454103ce81a094fe04f) **Notes** * Notes added to a customer profile will pop up on the POS during the sale. ![A screenshot of a computer AI-generated content may be incorrect.](/files/201fc4deb2244a135fc139d89453fe2b70dffcdc) ![A screenshot of a computer AI-generated content may be incorrect.](/files/a37648cc15f6dada2109f293f0c164f533158806) **Account Info Tab** * Displays Store Credit balances and allows setting Credit Limits or bringing over initial credit from a previous POS. * If Loyalty Points are enabled, manual point adjustments can be made here. ![A screenshot of a computer AI-generated content may be incorrect.](/files/d2071127923ac8bc899aa0761458c648b751a5aa) ![A screenshot of a computer AI-generated content may be incorrect.](/files/fc0af137424b45d7180b7c50df7990ff6902b345) **Receive on Account** * Used to apply payments directly to an AR customer’s account for POS-entered orders. * For Portal-created Sales Invoices, payments should be made directly on the invoice. * On the POS, AR payments must be applied through the POS (not via portal). ![A screenshot of a computer screen AI-generated content may be incorrect.](/files/2f249debfbd322d571122ea5b339a94e538c77a6) **POS Editing Option** * Stores may enable an Edit Customer button directly on the POS. **Tax Exemptions** * Tax exemption rules can be configured per customer.Example: BC stores may make DoorDash/UberEats customer profiles PST and Liquor Tax exempt, as those platforms collect/remit the tax. ![A screenshot of a computer screen AI-generated content may be incorrect.](/files/cb59e471a4de3bbebe44d3b6c02bf4507750c7a8) **Billing & Activity** * Shows all customer transactions within the selected date range. * Individual transactions can be opened for detailed view. * AR activity and balances are tracked here. * Customer Statements can be viewed or printed. ![A screenshot of a computer AI-generated content may be incorrect.](/files/ad983376b25373bd9239a34a3c40a0e7b7599cab) # Merging Customer Data **MERGING CUSTOMER DATA FOR IMPROVED STORE MANAGEMENT (PORTAL)** This process allows you to merge duplicate customer accounts into a single, consolidated record within the Portal. **Steps to Merge Customer Accounts** 1. Navigate to **Customer Maintenance** in the Portal. 2. First, select the customer account you want to merge\*\* from\*\* (this account will be absorbed into the other). 3. Then select the customer account you want to merge\*\* into\*\* (this will be the primary account that remains). 4. Click Update 2 Items. 5. Select Merge. ![](/files/a00673e1d6cb9ebeffbfc5d4c59240b4dd1b4f23) 6. When prompted, confirm by selecting **I still want to proceed**, then click Continue. ![](/files/4552f53a16472426a5dabd2ae2a687c34128162b) 7. The accounts will merge successfully. A confirmation message will appear stating **“Merged Successfully.”** **Notes** * The **“merge into”** account will remain active. * All applicable customer data from the secondary account will be combined into the primary account. * This action cannot be undone—ensure the correct accounts are selected before confirming. # Discounts
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# Portal Discount Scheduler **PORTAL DISCOUNT SCHEDULER** Discounts can be created in \ or through the **Discount Scheduler**. Each option has different benefits. **Discount Scheduler** is ideal when you want to apply the same sale period to multiple products or categories at once. **Accessing Discount Scheduler** 1. From the Portal, go to Products → Discount Scheduler. 2. Click "New Discount Schedule". A panel will open at the bottom of the screen to configure the discount. ![](/files/0cf3c308c7f3e14425a7baaaa504093fae727729) ![](/files/67ae8814f40facff9bf60cbcb01c843bb28b8cd0) **Creating a Discount Schedule** * Title: Every discount schedule must have a title. * Customer Group (optional): Select a Customer Group to limit the discount to specific customers. Leaving this blank applies the discount to all customers. * Discount Type * % Off – same percentage discount for all items * $ Off – same dollar discount for all items * Set Price – allows different sale prices per item * Start Date & Finish Date * Time defaults to midnight to midnight * Times can be adjusted if needed **Adding Products or Categories** **Adding Individual Items** 1. Click "Add Items". 2. Search for and select the products you want. 3. Click “Apply”. ![](/files/b95a56bdb6dbe62d4a9680579bf0d1d42a1808d9) Selected items will appear in the main window\.If Set Price was selected as the discount type, enter the sale price for each item directly in the list. When finished, click Save Changes to activate the schedule. ![](/files/06f5c1dcd6d9667920e3d20f398c1d82f316e964) **Applying Discounts Across Multiple Stores** If you are using a Head Office portal, the discount schedule can be applied to one, multiple, or all stores. ![](/files/a36ba394942ee0f3dfb9099c4712c964af160c90) **Importing Items from a File** You can import items using a .CSV or .XLS file. File requirements * Column 1: SKU * Column 2: Sale Price Steps: 1. Click Import from CSV. 2. Select the file and follow the on-screen prompts. ![](/files/1b60738aeb1d967b83f91111e28f549c73aee587) **Mix & Match / Case Discounts (Category-Based)** Discount Scheduler can also be used to create multiple-quantity (mix & match) discounts across categories. 1. Select Multiple QTY as the discount type. 2. In the Multiple QTY Discount section: * Enter the quantity required to qualify * Enter the % off to apply 3. Change 'Apply Discounts' to 'Categories'. 4. Click "Add Category" and select the category or categories to include. ![](/files/7a7cdd9d39418dccc0a5600a84754d7806441ff4) ![](/files/f42284ab9a5a459e14bb83dbb64e046b62e2a570) # Inventory
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# Sales Invoices in Portal **SALES INVOICES IN PORTAL** Sales Invoices are designed for special orders, wholesale customers, and accounts that do not pay immediately at the till. Invoices can be fully managed in the Barnet Portal, or payment can be completed directly on the POS. Sales Invoices allow you to: * Enter orders in advance of delivery or customer pickup * Email or print quotes * Have orders ready On Hold at the till * Manage Accounts Receivable (AR) from the Portal instead of the POS \*\*Important:\*\*A customer must be selected when creating a Sales Invoice. Ensure the customer record exists in advance. Customer Groups can be used to automatically apply discounts or cost-plus pricing. **Accounts Receivable (AR)** Barnet’s AR system is ideal for customers who run tabs or pay invoices later. With AR you can: * Track customer balances and billing activity * Generate and email Customer Statements * Review AR activity and balances via **Reports → Customers** Customer billing details are available in **Customer Maintenance → Billing / Activity**. **Sales Invoice Stages** Sales Invoices move through three possible stages: **1. Waiting** * Default status when an invoice is created and saved with no payment * Can be used as a quote * Fully editable * Inventory remains in stock * Available On Hold at the POS for up to 3 months If an invoice needs to remain available longer, edit the invoice date to be within the last 3 months. **2. Invoiced (AR)** * Invoice has been paid to AR * Inventory is removed from stock * The sale date is the AR payment date * Can be paid later in Portal or POS * Found at POS by selecting the customer and clicking AR List \*\*Optional setting:\*\*Barnet Support can configure your system so invoices save directly as Invoiced, bypassing Waiting status entirely. **3. Paid** * Invoice has been paid using any non-AR payment type * If originally paid to AR: * AR is reduced * Payment balances the AR entry * Revenue does not change * Sale date remains the AR payment date **Creating Sales Invoices** Creating a Sales Invoice is similar to Receiving Invoice. 1. From Inventory (or the SO icon), select Sales Invoices 2. Click + Sales Invoice 3. Select a Customer (required) All Sales Invoices in Portal require a customer. A generic customer may be used if preferred. ![](/files/afcf1ff3fef76df557b7291c5a414eabed49778f) ![](/files/4545dececc899b63ba10ff7b1073504dfaf44948) ![](/files/f6f0c7d41f2b9308b997c4dba7201fecb21032c0) Add items to the invoice. Any applicable customer discounts will apply automatically.Auto-discounted prices can be manually overridden if needed. Click "save" when complete. ![](/files/1029ae784a782e1d824f4e310a9aaa3cb1e55395) ![](/files/ed5161f34ab1d9c92f68dc449e54ecc19f162624) * A saved invoice with no payment remains in Waiting status * Inventory is not affected * Invoice can be edited, printed, or emailed ![](/files/c2414bb1ac883c7e00a50f9ad0c686de66098883) ![](/files/e5afc4411346ea9a48457089e11483d069e6b751) Once the order is picked up or delivered, it must be paid in full or paid to AR to register the sale and remove inventory. **Paying Sales Invoices** Sales Invoices can be paid: * In **Portal** * On the **POS** * In full or to **AR** **Paying Waiting Invoices in Portal** Portal supports: * Cash * Cheque * E-Transfer * AR Credit card payments require: * A non-integrated pinpad, or * Card-Not-Present payment Steps: 1. Select the Sales Invoice 2. Open the Payments tab 3. Apply payment ![](/files/81d85b34e7fd17ff36039a57245ee8930881cd2d) ![](/files/45456e27b3a0aa7e62ff05d730535f46ec36dea2) ![](/files/5cdf3ed006752a92b2ce769bb5de3ecd17613480) * Paying in full → status changes to **PAID** * Paying to AR → status changes to **INVOICED** * Inventory is removed upon payment **Removing a Payment** * Click the **X** beside the payment * Invoice returns to **Waiting** * Sale and inventory movement are reversed ![](/files/d87eb706796227bd6caa80371ee283d212023e02) **Paying Waiting Invoices on the POS** * Waiting invoices appear **On Hold** when the customer is selected at POS * Only invoices dated **within the last 3 months** appear * If older, edit the invoice date in Portal Once recalled, complete payment as normal. ![](/files/6e9556ce60d8c745022b0bdf6c1bddb3ae04dfdb) ![](/files/86a9ec0272df193c0474bb3e8af5fe0adb1dce5d) ![](/files/dd8b0876599c13ca52256abdda3259da1a18e38f) ![](/files/dd8b0876599c13ca52256abdda3259da1a18e38f) **Accounts Receivable (AR) Payments** AR is a **payment type** in Barnet. * Paying to AR removes inventory immediately * The AR payment date becomes the official sale date * Final payment can occur later in Portal or POS ![](/files/0cd01860e67534e02e3f1826c3314739c9566c92) **Paying Invoiced Invoices in Portal** * Select the invoice * Apply payment on the Payments tab Results: * Full payment → status becomes **PAID** * Partial payment → remains **INVOICED** Financial impact: * AR is reduced * Payment balances AR * No revenue change (sale already recorded) ![](/files/e5ddbc7a0cdfb9ebcc77b46f37dfd84543592d2a) ![](/files/68c944280f11be9cbc92fa25ce803ac9d6c08497) ![](/files/5d4541fd7df348dd5ec8f26c6fe86d311ef85af3) **Customer Activity & Statements** * View balances and invoice history in **Customer Maintenance → Billing / Activity** ![](/files/9177be6d101189b91e0c5428428ec942e1986078) * Click invoice numbers to view details * Generate statements from the Statements tab ![](/files/83747132d563e91718191501d3e2d8b9999923c4) * Store-wide AR reports are available under **Reports → Customers** ![](/files/8e1bc675c32a73d4c99fe0060f635974cc9515a5) **Receive on Account (ROA)** Instead of paying specific invoices, customers may pay toward their overall balance. ROA can be applied: * On POS using ROA ![](/files/14fffe53d585546b9266689c799dfc32789e4d67) * In Portal under **Customer Maintenance → Account Info** ![](/files/3914a6d7e877cef78065802eb6bc5b84904527ae) ![](/files/bbea285355122d6dc3fb76a81be045fa57cdeeee) ![](/files/cbca250c6aa1b8bafbac75faad15bf28d4e4aa25) Effects: * Reduces overall AR balance * Appears as **Paid In** * Individual invoices remain unpaid until processed on POS **Refunds to AR** If a customer with AR returns items: * Process refunds **to AR** * Reduces overall AR balance * Does not clear specific invoices until processed at POS ![](/files/23ce390c79b56ae262b5330ab8b4baf7a9a8fb2d) ![](/files/922bad5da5f55150fbc2cefa82dab844c477a400) **Processing ROA & Refunds Against Invoices** Payments received on account and refunds reduce AR balance but do not automatically clear invoices. To apply them to specific invoices: 1. On POS, search and select the customer 2. Click AR List 3. System automatically applies funds to **oldest invoices first** After processing: * AR balance remains correct * Invoice statuses update (Paid or Partially Paid) * Changes are visible in Portal under Customer Activity ![](/files/e170e6f3843c24c5f408a5910cf39d0c3e9547dd) ![](/files/bf32f59bf86e5b050d055dd77f291242b41ac06b) ![](/files/c7661dead98312fab0ceb008cc4a1bb0dc62f433) **System Requirements for Processing** * POS software version **v1.25.828.1047 or later** * **AR List** button must have **Product Code = 1** ![](/files/e64d7139d247c456d0b7d7e16b872a9219eaa8dc) # Ordering
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# Multiple for Reorder **MULTIPLE FOR ORDER** For vendors where you order **by Unit instead of by Case**, the **Re-Order** tool can warn you if you enter an order quantity that does not match the defined **Multiple for Order**. If no **Multiple for Order** is set at the product level, the system will automatically use the product’s **Units per Case** as the default multiple. **Setting the Multiple for Order** The **Multiple for Order** can be set in two places: * On the product’s ‘Stock’ tab. * Using the **Apply All** function in . In most cases, the **Multiple for Order** will be the same as the **Units per Case**.However, you may want to set it differently in certain scenarios: * \*\*Single-bottle orders:\*\*Set the Multiple for Order to **1** for products you can order individually. * \*\*Beer ordered by layer:\*\*For example, a 15-pack of beer comes **18 to a layer** from BDL.You may wish to set the Multiple for Order to **18** (or **9** if ordering by half-layer). ![](/files/dd17bb6b19e083e842520392fc8cde728ab0936b) ![](/files/f4fa1fe7f7b45e23a656f27bbd20354cc7e2e1b6) **Using Multiple for Order in the Re-Order Tool** To enable the system to validate your order quantities: 1. Go to **Re-Order Settings**. 2. Check the option **Use Mult. for Order to Adjust Qty**. When this setting is enabled, the system will display a warning if your entered order quantity does not align with the **Multiple for Order**. ![](/files/0fd3ac7fbea4adf02c4003a0461c11a84cfc03c4) \*\*Example:\*\*Smirnoff 375ml has a **Multiple for Order** of **24**.If you enter **12 units**, the system will prompt: “Order quantity does not match the Multiple for Order. Adjust to 24?” * Select **YES** → the order quantity will automatically change to 24. * Select **NO** → your entered quantity (12) will remain as is. ![](/files/9a26b4139d48021d444a7b1c59e37feb163a4c2e) ![](/files/699b17a3b3c8196f15a8baeede81c67258cc1628) # ReOrder in Barnet Portal **ReOrder in Barnet Portal** The ReOrder feature in Barnet Portal allows you to create purchase orders efficiently by vendor or vendor group, with full visibility into: * Rate of sale * Wholesale cost changes * Current (and in some cases future) LTOs * Products already ordered but not yet received This helps ensure informed purchasing decisions and accurate inventory planning. **1. Price List – Before You Start** Before placing an order, **ensure your Price List is up to date**. * The ReOrder page displays wholesale costs, LTOs, and cost changes based on your current price list. * The **Price List Date** is shown in the \_Wholesale Cost (WS Cost)\_column header.
* If you are in a province that provides **advance price lists**, and you are in the week prior to a price change: * Be mindful that pricing may already be advanced. * Enable both **Current LTO *****(LTO/TPR)*** and **Future LTO *****(LTO Next Period)*** columns to help identify upcoming changes. ![](/files/f4ced4e30b0fe273ed0f0d7f5c44bf3102716e8e) **2. Accessing ReOrder** You can access ReOrder in either of the following ways: * Click the **PO (Purchase Order) icon**, or * Navigate to **Inventory → ReOrder** ![](/files/7a53b1937e9c1c1f6814c5c8696eba74db2bc1ab) **3. Selecting Vendors** * You can select **a single vendor**, **multiple vendors**, or a **vendor group**. * Selecting a group or multiple vendors allows you to **create multiple purchase orders at once**. * This is the most efficient way to review inventory and make purchasing decisions across suppliers. ![](/files/c63b4b68a05fb9835f0f61d00503e63033a6d1dc) ![](/files/34021367e5614b85778e4298f2b9ebe0fed3d131) **4. Filters and Sorting Options** The top section of the ReOrder page includes several filters and sorting tools. Key settings to review: * **Number of Weeks for Average Sale** * **Forecast Ratio (%)** * **Show LTO Only** Once adjusted, click "Apply" to refresh results. ![](/files/340d29385f06b664fa3c4d1d56df56387e7fed0d) **5. Ordering by Units or Cases** * Ordering defaults to the vendor’s setup (Units or Cases), but this can be manually changed. * When ordering by **Cases**, you can still enter quantities in **Units or Cases**. **Best Practice** * Weekly sales, average sales, and on-hand quantities are displayed in **Units**. * Many vendors (e.g., BDL) require ordering in **Units**, making unit-based ordering simpler. ![](/files/af76f09f9d8f2da33d0f9054c46ef1a020880a16) **6. Multiple for Order (Case Rounding)** When ordering by units, enable **Use Multiple for Order to Adjust Qty**. * This feature warns you if you’ve entered a quantity does not align with case sizes. * It suggests rounding up to: * Full cases * Partial pallet layers * Any value set in **Multiple for Order** on the product’s Stock tab * If *Multiple for Order* is blank, the system defaults to **Units per Case**. ![](/files/8190df196102cb3babe0b1521fe389b8f141d37c) **7. LTO / TPR and DIFF Columns** With a current price list, you can see: * **Current wholesale cost** * **Active LTOs** * **Cost differences (DIFF)** **Understanding the DIFF Column** * Shows the difference between: * Current wholesale cost, and * Cost stored in Product Maintenance * **Positive value** = cost increase * **Negative value** = cost decrease * **Blank** = no change * If an item is on LTO but you already purchased it at that cost, DIFF will be blank. ![](/files/7e4f708ed8160bc43cfe690728a47bf143487f61) **BC-Specific: TPR Identification** * Temporary Price Reductions (TPRs) are not explicitly published. * For BC customers, Barnet attempts to identify likely TPRs by: * Comparing lower wholesale costs * Matching items that are also on sale at Government Liquor Stores * These potential TPRs are flagged with a **green cell**. ![](/files/8c8b3c566286aefd3c0e5990325dc9c19bca4621) **8. Suggested Quantity for ReOrder** To use **Suggested Qty**, at least one of the following must be set on each product’s Stock tab: * Minimum Stock * Maximum Stock * Replenish Multiple *Minimum Stock is the most commonly used and can be applied in bulk using “Apply All” in Product Maintenance.* ![](/files/58f1370868ed06a95933f7bbb1bcd1159f508b1c) **Simplified Suggested Qty Logic** (Minimum Stock + Average Sale) − (On Hand + Ordered Not Received) * Maximum Stock and Multiple for Order are also applied. * Click the **green “Autofill Suggested Qty” button** to populate quantities automatically. ![](/files/117418f9cc34a61972ad7690888920622542642d) **9. Forecasted Quantity** Forecasted QTY is another auto-calculation controlled by the **Forecast Ratio (%)** at the top of ReOrder. * It uses the **highest sales week** in the selected period (not the average). **Formula (simplified):** (Highest Week Sales × Forecast Ratio) − (On Hand + Ordered Not Received) * The result is then adjusted by Multiple for Order. **Example** * To keep \~2 weeks of stock on hand → set Forecast Ratio to **200%** * If sales are trending up → consider **250% or higher** ![](/files/9ad0f52f8f9ba463cbccd2f33568ee4744ea3f59) **10. Ordered Not Received** This column displays quantities that have been **ordered on Purchase Orders but not yet received**. ![](/files/d73794351f60721e336f2037b8ac9b3124955093) **Backorders** When you **post a receiving invoice** from a Purchase Order and **not all items are received**, the remaining items are automatically flagged as **Backorder**. * Backordered items appear in the **Ordered Not Received** column. * This column includes **all SKUs** that are: * On **PO status**, or * On **Backorder (Posted status)** ![](/files/27453cb9e54ee460daa40b3cb1c9aae38add49cb) **Why This Matters** Quantities in *Ordered Not Received* are used in both **Suggested Qty** and **Forecasted Qty** calculations.If incomplete or outdated Purchase Orders are left in the system, Barnet will assume inventory is still inbound, which can lead to **under-ordering**. **Best Practices** To maintain accurate ReOrder calculations: * Post **partial purchase orders** accurately * Remove SKUs from Purchase Orders if they are confirmed unavailable * Delete any **obsolete or unsent** Purchase Orders Keeping this column accurate ensures ReOrder reflects your true inventory needs. **11. LDB On-Hand (BC Customers)** * Displays **BC Liquor Distribution Branch warehouse on-hand quantities** * Updated daily = Not live inventory, but helpful for assessing product availability
**12. Creating the Purchase Order** Once quantities are reviewed and entered: 1. Click **Create Order** (blue button at the top center) 2. A processing pop-up will appear 3. Click **Create Order** again to confirm 4. The system will automatically navigate to the **Purchase Order page** From there, you can: * **Export** the order for online vendor ordering, or * **Email** the order directly to the vendor ![](/files/3a9ee90f8aa20b1899bf536f5a0f7126b9b86d4f) ![](/files/be723248414f2ba2bd8208bcb547402d5f40cd52) # Setting Up Your Screen for ReOrder **SETTING UP YOUR SCREEN FOR REORDER IN BARNET PORTAL** Follow these steps to set up your screen for placing a reorder in the Barnet Portal. Primary settings remain the same, so there is no need to set up every time. ![](/files/JqO2fRuAAgiDCAU5S4at) **Filter Your Vendor Selection** * Use the ‘Select Vendor Groups’ dropdown to filter by vendor groups. * If not ordering by group, use the ‘Select Vendor’ dropdown to choose a specific vendor. (You can select multiple vendors as well.) ![](/files/tLTMdIqFWRywuxhTj40Q) **Set Date and Average Parameters** * **Check “Ordered, not received” after:** Adjust the date field to filter products ordered but not yet received. * **Number of Weeks for Average:** Enter the number of weeks you want to use for calculating average sales per week. ***The date can be adjusted for seasonal reference when ordering.*** ![](/files/hgpXZkdjBZKOa3BFLsGx) **Apply Filters to Narrow Your List** * **Zero Line Suppression:** Hide items with zero sales. * **Increasing Prices Only:** Show only SKUs with price increases. * **Decreasing Prices Only:** Show only SKUs with price decreases. * **Show “Ordered, not Received Only”:** Display items that have been ordered but not yet received. * **Show with Minimum Stock Only:** Filter for items below minimum stock levels. * **Forecast Ratio:** Adjust the percentage to reflect expected sales changes—use this to increase or decrease reorder quantities. * **Show Best Sellers:** View top-selling products. Filter by: * Qty of top sellers (eg. 20, 100) * Choose whether to rank top sellers by **quantity sold** or **dollar volume**. * **Show with Adverts Only:** Filter to display only products marked for advertising. * **Delivery Platforms:** Select filters to view items marked for delivery with: * Uber Eats * DoorDash * Skip the Dishes * **LDB On-Hand Only:** Exclude SKUs with no LDB inventory. * **Show LTO Only:** Display only Limited Time Offers. * **Show TPR Only:** Display only Temporary Price Reduction items. **Show/Hide Items Based on Status** * **Show Only Active Items** * **Show All Items (including inactive)** * **Show Inactive Items Only** ![](/files/vBKz5nsvTzFvSLtlkV56) **Choose Columns to Display** Select the columns you want to see on your reorder screen: * LTO * Next Period * Maximum Stock * Minimum Stock * Wholesale (WS) Cost ![](/files/AHKJX6G8WukDlU80rYJH) **Sort Your Product List** Use the **Sort By** selections to organize the product list by either: * SKU * Description (Alphabetically) * Category (Alphabetically) * Vendor Group * Or use a **three-level sort**:\ **Group > Category > SKU** ![](/files/yncfJJ3JY5Q6hP7ZIZZe) **Additional Display Options** * Show all **On-Line Delivery** items. * Filter by **Price 2** or **Price 8**. Select whether you want to order products by **Units** or **Cases**. ![](/files/EVBGPFqLL2qihnWcUd6e) Select the “Apply” button to begin your order. ![](/files/ZmjpI6O7jYPKvym9bXlv) # Uploading Your LDB Order to the LDB Site **UPLOADING YOUR LDB ORDER TO THE LDB SITE** After you have created your LDB order, click it to open it on the ‘Purchasing Orders’ page and click “Export to Online Ordering”. The Order file will save to your Downloads or folder you choose. ![](/files/sPRt4mXCLyp128kTVCKY) Log into the LDB site and click “Place Order”. ![](/files/6Ocl9fpYK1a8UHWGH7kX) Then click “Upload File” ![](/files/7cbB3tFLh86MpzTePigF) Choose your file then click “Apply”. Look over the order to make sure it all looks correct. It is possible that if you do not have Units Per Case and Order by Case, etc. set correctly in Barnet that you could end up ordering 12 Cases instead of 12 Bottles for example, then continue Adding the order to your cart and Submitting though the LDB site. ![](/files/aYbWlunvtYfrGm3QBL20) # Uploading Orders to the BDL Beer for Business Site **UPLOADING ORDERS TO THE BDL BEER FOR BUSINESS SITE** After you have created your BDL order, click it to open it on the ‘Purchasing Orders’ page and click “Export to Online Ordering”. The Order file will save to your Downloads or folder you choose. ![](/files/yhhkg3DUTOWUlenA9wJv) On the Beer for Business site, click “Upload Order” ![](/files/HeZPhpjxeFy26blFs2f4) Then before you choose your file make sure to click **Liquor Board#**. Otherwise the upload will produce all SKUs as an error as BDL by defualt expects their Article number instead of the product CSPC. ![](/files/GlbyglG1b7bTNzwRrVta) Always review all products in your cart before submitting. If your SKUs or Vendor setup are not correct in Barnet you could end up ordering 72 cases instead of 72 units. BDL is order by Units. # Product Maintenance
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# Discounts
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# Quantity Limit Discount **QUANTITY LIMIT DISCOUNTS** Limited Quantity Discounts allow you to apply a discount to a specific number of units per transaction (for example, 20% off up to 4 units). **How It Works** **Discount Limit Qty** * When a Discount Limit Quantity is set, the discount applies only up to that number of units per transaction. * Example: * Limit set to 4 units * Customer purchases 6 units * First 4 units receive the discount * Remaining 2 units are sold at regular price ![](/files/8df5875045f4dc11e289a109b2df296ff2d80872) **Discount Exempt if Over Limit** * When this option is enabled, the discount applies only if the customer stays within the quantity limit. * If the customer exceeds the limit, no items in the transaction will be discounted. * Example: * Limit set to 4 units * Customer purchases 5 units * No units receive the discount ![](/files/d4d9c2788ae56c93d4167312baa8bdd5f3b62b4c) # Adding a New Product in Portal **ADDING A NEW PRODUCT IN PORTAL** **Access Product Maintenance** * From the main screen, navigate to: * The Shopping cart, ![](/files/36zeAJsYJVrTyISWQ0a8) * Or from the top line select: Products>Product Maintenance ![](/files/7Lh8lEphixNcIpfkSStQ) **Add a New Product** * Click the “New Product” button ![](/files/oSM7akBB3Jvkc6fwmXkU) * Enter the product’s CSPC (SKU) and hit enter. * Click the ‘Price List’ tab on the right side of the screen and the product information will appear with the information if it is on the price list. * From here you can proceed to enter the appropriate fields manually or you can click the “Apply Info” button and many fields including Barcode, Description, Cost, Units Per Case, Units Per Pack and Deposit will auto populate into your product table. ![](/files/AfD9y4r83qAy3XEDYI0A) * Alternatively, select from Price list. Enter the SKU in the search field. * From the list select the item you want to add. The fields CSPC, Barcode, Description, Cost, Units Per Case, Units Per Pack and Deposit will auto populate information into your product table ![](/files/P1CMRGUYKWVSHecVJGQP) **Edit Product Information** * Review and adjust information as needed * **Description** – Shorten or simplify if needed for shelf labels and search functionality. (Tip: If it fits in the description field, it will typically fit on shelf labels.) * **Barcode** – may need to be entered * **UOM/Size** * **Category –** this field is required * **Cost** * **Price** * **Price Group** (auto-generates the selling price if cost is entered)\ *or* manually enter the selling price under **Price** * **Vendor** * **Deposit CSPC** (for bottle/can deposits) - this field is required ![](/files/aCtVLfPrbaZ70qOeqIsj) **Set Ordering Details (Stock Tab)** These settings are critical for accurate reordering suggestions: * **Minimum Stock** – The minimum number of units you want on hand before reordering. (Higher for top-selling SKUs) * **Mult. For Order** – The minimum quantity that can be ordered (usually matches Units per pack) * **Units Per Case** – this field is required for import invoices * **Order By Case** – ✔️ *Tick this box for ordering products by case*. 📌 *For exceptions:* If ordering **by the unit**, do NOT tick “Order By Case.” Enter the minimum units in **Mult. for Order**.\ *The system will still convert units to cases on the vendor Purchase Order.* * **Units Per Pack** – Is important if you will be repacking the product * **Singles** – Is important along with Units Per Pack if you will be selling a packaged SKUs as a Single Unit * Click **Save Changes** to confirm ![](/files/G0QOzaxbmNG1tQAPIHEo) **BEST PRACTICE: Scan the product** at the POS to verify the barcode. If it doesn’t scan, update the barcode in the system using the one on the product packaging (barcodes can change often). # Delisting SKUs **DELISTING SKUS** **Purpose**\ Delist SKUs you no longer plan to order. Delisting hides them from \ once their on-hand quantity reaches zero. Delisted SKUs: * Do **not** appear on the Re-Order Guide. * Do **not** appear in product searches at the till. **Filtering Delisted SKUs** * To hide delisted SKUs with zero on-hand, select the filter **“Don’t Show Delist with 0 OnHand.”** * To view only delisted SKUs, set the **Show** filter to **Delist.** ![](/files/s0ZhF84oiPduOg5l7Jaa) ![](/files/uU7dNFmd9D0rMgw5tk1M) **Delisting Individual SKUs** 1. Go to the **Stock** tab on the SKU’s Product Maintenance page. 2. Check the **Out of Stock/Delist** box. 3. Click “Save”. ![](/files/BXPCDgrJojWfZA9fV11c) **Delisting Multiple SKUs with “Apply All”** 1. Sort your database (e.g., by on-hand quantity or another criterion). 2. Select the SKUs you want to delist: * Check the box to the left of each SKU, or * Select all items on a page using the header row checkbox. 3. Uncheck any SKUs you don’t want to delist. 4. Click “Update Items” and choose **Delist (Out of Stock).** 5. In the **Apply for All** pop-up, select your preferred option. 6. Click “Update” to complete the process. ![](/files/0gtpz011ibgzK7yWHz8H) ![](/files/lqLQZ22VtaUAv3IW2DQG) ![](/files/N8TbOF5E1y4ly8paMu2D) # Inventory Adjustments in Barnet Portal **ADJUSTMENTS IN BARNET** There are several ways to adjust your inventory. 1. **Closing Count**: Posting a Closing Count of even a single item is a great way to correct your inventory. Barnet has training documentation on Posting and Editing Inventory Counts. It makes sense to make corrections this way when you are unsure why there is a variance. When you post a closing count, you will see record of both the number you had On Hand, on a given date and the correction you are making up or down, in Product Activity. It is very valuable to know the On Hand count on a given day when tracking inventory movement. In the example below it shows that on Feb 2 the store had 29 units on hand which was 2 Short. ![](/files/nppRna9RYpLWqDkFPRp7) 2. Inventory Quick Adjustments can be made on individual SKUs in \. This is a quick way to change On Hand of a SKU. In Product Maintenance, click on a SKU to select it, you do not have to open the SKU so you can just click anywhere on the SKU’s row then click “Adjustment” at the top middle of the screen. You can enter an adjustment about + or – or a current physical count total. If you add a note it will show in Reports>Inventory>Adjustments by day Report ![](/files/LY4MpOGKpvssD1CEo7oY) ![](/files/Xb7dImFCXa5YYiLhrmCj) 3. Adjustment Vendors and Receiving - Style Adjustments Another way to manage adjustments is to create Adjustment Vendors. Some examples are Breakage, Theft, Promo, Manager Promo, Donation, Misc. Using Adjustment Vendors instead of the quick adjust in \ is a way to assign a reason to all adjustments. Some Adjustment Vendors like ADJINV or ADJ8 or REPACKING might auto generate in the system for certain types of activities, and you can use these for manually created adjustments too. For Adjustment Vendors to show on the Portal Adjustment Report you must select “Use for adjustment report” in Vendor Maintenance. You can organize your Vendors by Group and/or by Type. ![](/files/qHCx49lwdzQWKpmftws2) To adjust products, choose the appropriate Adjustment Vendor and enter any SKU adjustments that are needed for that reason. For example, you can enter all the breakage from a week on one adjustment by choosing the ‘BREAKAGE’ Vendor. The Adjustments are entered like invoices, and you enter positive or negative adjustments to either add or subtract On Hand. ![](/files/WPpnNTi70UB4ExVnpZr1) ![](/files/mdLfTwyzPaxNPWEKTrkl) These Vendor/Receiving Style Adjustments will show in the Receiving Grid. ![](/files/8GSWISHkOGgP7URucYZB) # Product Based Discounts **PORTAL PRODUCT-BASED DISCOUNTS** Product-based discounts can be created directly in or through the Discount Scheduler. Each method has different use cases and capabilities. **Discount Rules & System Settings** * By default, most new systems are configured not to combine multiple discounts on the same product. * When multiple discounts exist, the system will automatically apply the better discount for the customer. * If you would like to change how discount stacking works, please contact Barnet Support. **Creating a Discount in Product Maintenance** 1. Go to \. 2. Select the product you want to discount. 3. Open the ‘Discount’ tab. ![](/files/032a438e059a418033ca23a600f2be828e951d00) **Discount Types** You can apply one of the following discount types: * **Percentage-based discount**Reduces the price by the percentage entered. * **Amount-based discount**Reduces the price by a fixed dollar amount. * **Price-based discount**Sets the product to a specific sale price. ![](/files/0037415fea50fe0211b32b2b4df1decd54294cdc) **Date & Time Settings (Optional)** * **Start Date / Finish Date** * If entered, the discount will only apply during the selected date range. * If left blank, the discount will remain active until manually removed. * **Time** * If left blank, the discount defaults to **midnight to midnight** on the selected dates. * If specific times are entered, the discount will only apply during that time window. ![](/files/ea13faa847b04e10d93b1a3360c6c492c690701c) **Multi-Store (Head Office) Portals** * If you are using **Head Office** with multiple stores, saving the discount will prompt you to: * Apply the discount to a **single store**, or * Apply it to **multiple stores at once**. ![](/files/90cc2025678e0ad42eeef486eb3d603db8f8fa60) ![](/files/1454862e8a5bf25995633b6c4adc053499198699) **Confirming the Discount** * After saving, a **Sale flag** will appear on the product in Product Maintenance, confirming the discount is active. ![](/files/fa2ed921d690f126faed625b1727020e86fffe46) **Bulk Discount Updates** Discounts can also be applied in bulk using: * **Apply All**, or * **Product Maintenance Imports** **Apply All in Product Maintenance** 1. Select the products you want to update. 2. Click “Update Items”. 3. Choose the field to update (discount type, amount, dates, etc.). 4. Follow the prompts to complete the update. ![](/files/005af4a1b6b12b2ff057d501b086cd2d44ccf760) # Product Maintenance in Portal - Part 1 **PRODUCT MAINTENANCE IN PORTAL**
It is important for stores with Multi-Store Portals to make product changes in Head Office so that the changes sync to all store POS Managers. ![](/files/9gPlJ0tEXwOXbnKiKDdz) There are many filter options, such as ‘Don’t Show Delist with Zero OnHand’ and show ‘LTO only’. You can also search products with price or cost changes from a given date. ![](/files/tAYYejRG0umYJeHgSvqj) The columns in \ can be sorted by clicking the headers. If you want to sort by more than one column, after sorting by an initial column, hold the SHIFT button down to sort by subsequent ones. Note this is different than POS Manager where you use CTRL to sort by extra columns. ![](/files/wy6X454LxxpNVemsPDir) To ‘Apply All’, select checkboxes beside products or use the top box to select all on the page (up to 100 SKUs). ![](/files/D1VwqHh9S8cjEpSh9ijx) For example, if you choose ‘Min Stock’, you will get a pop up allowing you to set the minimum stock level for all selected products at once. ![](/files/LLC8QAtwZ6S3gnHwthXY) The \ page is divided into several sections. There are key fields that should be entered for all SKUs. Some are vital for the creation of orders and the receiving of invoices. Category sets, the SKUs tax rate, Deposit and Units per Case are also vital. ![](/files/sPjlPuoGf0aA0dERNXxJ) Note that in Barnet, “Base Cost” means the Cost on invoices. In AB this includes tax, so Base Cost is higher than Net Cost which is without tax. In BC, Base Cost = Net Cost as invoice costs do not include tax. ![](/files/Rlrca2Ai2utpaQCvQu3B) Stock info like ‘Units Per Case’ and ‘Order by Case’ are important to fill in correctly. You can delist SKUs on the Stock tab. ![](/files/eoAIfhDYWt8CVplyyYOZ) If you make 6 or 8 packs from larger sizes, all SKUs involved must have Units per pack entered. A 24 pack would get 24 entered, and an 8 pack would get 8 entered. ![](/files/GAOUo7trKIoXsjEnSvmc) The re-packing adjustments are entered on the large size SKU. In the “Re-Packing adj” section, enter the item after repacking (this will save in the cell for future use) and the Qty of the large size SKU you are splitting. Then press “Apply” to change the inventory and cost. ![](/files/Im47KuUVWXKv2OlRARPi) If you buy any SKUs that come in a large pack size, but you sell them as Singles only, set them up like this with ‘Units per pack’ entered and ‘Single’ checked: ![](/files/V8Cs1stEJlSt1dmcaQKT) ![](/files/g7QUakemAryn1b6zuBtw) ![](/files/RlD0S6qtYcR1jLULWIB9) # Product Maintenance in Portal - Part 2 Locations can be setup and applied as sections of the store to count for Inventory rather than counting entire Categories or Vendors: ![](/files/rRRIaVDm9cHUkAiVMftz) You can flag your third-party delivery SKUs: ![](/files/RCNrCj8UR2hf4ilvKYXg) Discounts can be applied at the product level. See discount instructions for further information. ![](/files/sPXBtyVo3MKUSYgHcwv6) If you have an e-commerce site or if you just want to organize your in-store products by ‘Country’ or ‘Varietal’, there are options for this. Some of these can be filtered on Sales reports. ![](/files/WAnjLXAd2Wg0qZf5QqbJ) Pricelist information is available at the product level. Including GLS pricing in BC. ![](/files/6MxIbKNwCch3Jb0PKj7U) Tasting notes and images can be added in \. ![](/files/JdX5D27k4eRmtrFKi8Wg) “Activity” is a crucial section of your Product Maintenance where you can track everything that happens with a SKU over a set date range: ![](/files/IG06ESizTqBuSdoBCTt0) Product sales information is available in “Statistics”: ![](/files/ya79alhI5uGAyU0ZU3o1) Alternate barcodes and CSPC#s can be added to existing SKUs. This is very important in AB where CSPC #s change all the time. If you notice on your Connect Order that you will be receiving an alternate CSPC for an existing product, add the new CSPC # here so you do not have to create a new SKU and all of your product activity will be in one place. If the product is permanently changing its CSPC, you could change the primary CSPC instead. But if it is an unknown/temporary change, this is where you’d enter it. ![](/files/vxvSGVeYSSJJUPMvLPCD) “Price Changes Log” will show you all cost and price changes that have been made in portal and who did them. ![](/files/FHmcXsx1dCYWTYE2feiz) The grid view of Product Maintenance allows you to sort columns and ‘Apply All’ for certain fields. # Repacking In Portal **REPACKING INTO ONE SKU** Use this process when breaking down a large pack size (24, 30, 36, etc.) into a single smaller format (for example, creating your own 6-packs or 8-packs). **Steps** 1. From the main screen, open **Product Maintenance**. 2. Ensure that **Units per Pack** are set correctly for both the large pack and the smaller pack product.
3. Select the product you are repacking **from** (the larger pack). 4. Go to the **Re-Packing Adj** tab.
5. Select the **SKU** for the item you are repacking **into** (the smaller pack). 6. Set the **quantity to repack** (how many of the large packs you are breaking down).
7. Click “Apply”. **Results** * The repack will appear in **both items’ Activity**. * A **Repacking Invoice** will be created under **Receiving Invoices**. * If **Units per Pack** are set correctly, this invoice will automatically balance to **$0.00**. * You can also repack **up** from singles into 6-packs, 12-packs, etc. **REPACKING INTO MULTIPLE SKUs** Use this method when breaking one large pack into different smaller sizes **at the same time**. A standard repack will only push inventory into one SKU, so you’ll need to use an Adjustment Invoice. **Examples** * Repack 1 × 30-pack into **3 × 8-packs** and **1 × 6-pack** * Repack 1 × 24-pack into **3 × 6-packs** and **6 single cans** **Steps** 1. In **Receiving Invoices**, create a new **Adjustment Invoice**. ![](/files/711c9d72831c3df1685deb438df53e873f79227c) 2, Select **Repacking** as the vendor. ![](/files/aea977583a1b9bec492b9cebf1856120cd04020a) 3. Add the item you are repacking **from** with a **negative quantity**. 4. Add all items you are repacking **into** with their correct quantities. 5. Adjust the **base cost** of the items you are repacking into so the invoice totals **$0.00**. ![](/files/7e7cdb9231b48c1fe289842f5410226623290d1f) **Important Notes** * You can add **multiple SKUs** to the same adjustment. * A properly completed repacking adjustment should always balance to **$0.00**. # Units Per Case - SKU Setup for Ordering and Receiving in Portal **UNITS PER CASE - SKU SETUP FOR ORDERING AND RECEIVING IN PORTAL** To import major Vendor invoices and export orders from Barnet correctly, SKUs need to have the correct ‘Deposit’ and ‘Units Per Case’. If you sell any SKU in a format that’s different than it is sold to you, ‘Units per pack’ and ‘Single’ settings must also be correct in \. If SKUs are not setup correctly then invoices won’t balance, costs will be wrong, and orders and invoices will have SKUs with the wrong quantity. It is best practice to review your orders before you place them and check that your invoices balance, including deposit. **Units Per Case** Most SKUs are sold in stores the same way they are sold to stores by Vendors. In this case ‘Units Per Case’ is the most important field. SKUs should be setup with the same Units Per Case that they came with from the Vendor. Most wine comes at 12 per case, 6 packs are 4 per case, 8 packs are 3 per case, etc. You can take a look at the Pricelist if you are unsure. ![](/files/PDvwN709gOnea3bIauCU) ![](/files/8byEgkIfMXgD0fiTJIRx) Deposits on the SKUs must match your in-store selling unit. If you sell in a different format than the SKU comes from the Vendor, make sure to set the appropriate deposit. If you sell any SKUs differently than expected, additional setup is required, and this may vary depending on the Vendor. For orders and invoices, only the number of cases matters, not the configuration of selling units in the case. ‘Units per pack’ or the ‘Single’ flag are used to change SKU setup. You only need to check the Single flag if a SKU does not usually come as a single. 12 packs of 710ML beer from BDL as single 710ML cans? You must set the SKU up as a single. Deposit should be .10. * Units Per Case should be 1 – Vendor’s SKU price is for all 12 cans as 1 unit * Units per pack should be 12 – you are selling them as 12 separate units * Single should be checked – check this to tell Barnet to divide the SKU cost by the Units per pack
24 packs of 473ML Tall Cans as single tall cans? You must set the SKU up as a single. Deposit should be .10. * Units Per Case should be 1 – Vendor’s SKU price is for all 24 cans as 1 unit * Units per pack should be 24 – you are selling them as 24 separate units * Single should be checked – check this to tell Barnet to divide the SKU cost by the Units per pack
4 packs that you sell as single cans? You must set the SKU up as a single. Deposit should be .10. This works with Vendors that you order and receive by cases like Connect Logistics. You can also order and receive from craft breweries by case. * Units Per Case should be 6 – Vendor’s SKU price is for all 4 cans as 1 unit * Units per pack should be 4 – you are selling them as 4 separate units * Single should be checked – check this to tell Barnet to divide the SKU cost by the Units per pack ![](/files/RQ9hG2VGl6DECvuvOAeY) # Using the Product Maintenance Import Tool in Barnet Portal Part 1/2 **USING THE PRODUCT MAINTENANCE IMPORT TOOL IN BARNET PORTAL** The Import Tool in \ allows you to make mass updates or additions to your product database using a CSV or Excel file. You can: * Update pricing or discounts in bulk * Create new products, vendors, categories, sizes, countries, and specialties * Build an entire product database for a new store You can use the provided import template or upload your own file (with or without headers). However, using the template is **strongly recommended** to ensure data is matched correctly. **How to Access the Import Tool** From \, click: **Import** or **Import/Export** → **From CSV/XLS**
**Using the Template (Recommended)** The import template helps automatically map data to the correct fields. **To download the template:** Click the **“Download Template”** button at the bottom left of the import form.
**How the Template Works:** * **Row 1** (hidden): Tells the system how to map each column to the correct field. * **Row 3** (hidden): Enforces character limits and field constraints.
* You can delete any unused columns, but **keep Rows 1–3** for any columns you’re using.
**Examples:** * **New Products:** Include SKU, Description, Price, etc. * **Price Changes Only:** Use just SKU and Price. * **New Attributes Only (e.g., Varietals):** Use a single column, no SKU required. !\[A screenshot of a computer AI-generated content may be incorrect.]\(/files/QPj2jHHDx6FzJvkrtwI1)!\[A table with a list of wine AI-generated content may be incorrect.]\(/files/hLyWaukqxouS3A6con5X) **Import Options & Best Practices** **Do Data Test (enabled by default)** * Simulates the import and highlights what will change. * Use this to confirm that your file is correct before applying changes.
**Allow Create New Products** * Enable this only if you are adding new SKUs or new attributes (e.g., Vendors, Categories). * **Do not enable** if you're only modifying existing products. * Prevents accidental creation of incorrect entries due to typos or misaligned columns. *In the example below, the Data Test results show that some Categories were not found in the system and will be created as new entries. If the intention was not to create new Categories, this alert gives the importer a chance to correct the file or adjust the field mappings—especially important if the template was not used.* ![](/files/2XRlANYdoIHohcSNV1Ne) **Importing from Head Office (Multi-Store Portals)** * Always import from **Head Office** when creating products or categories. * On import, you'll be prompted to confirm. * Changes only apply to stores where the product is active, unless you're creating new products (you’ll be able to select which stores to apply them to).
![](/files/msUMlBggJhaOWfKmVJ3H) **Uploading and Assigning Columns** **Click “Choose File” and upload your import file.** ![](/files/fp7qO8kbawvbOHuMOqUE) **If you used the template:** * All fields will automatically map. * Fields not present in your file will show as **n/a**.
**If you didn’t use the template:** * You must manually assign each column using the drop-down in the **File Columns** section
* Click each column, assign the correct field, or set unused fields to **n/a**. * Be sure to **skip header rows** to avoid importing them as products. The system may warn you if headers are detected.
**Completing the Import** **Step-by-Step:** 1. **Run Data Test** (default: checked)\ Click “Continue” to view the test results.
2. **Review Test Results**\ Check for errors, such as: * New categories or vendors being unintentionally created * Data mismatches 3. **Finalize the Import** * **Uncheck** “Do Data Test” * **Ensure** “Enable Undo” is checked * Click “Continue” to complete the import ![](/files/QF2QUtUV6F1Kz6um5GlG) # Using the Product Maintenance Import Tool in Barnet Portal Part 2/2 **USING THE PRODUCT MAINTENANCE IMPORT TOOL IN BARNET PORTAL** **If “Enable Undo” is not available, contact Barnet Support to enable it for your account.** 1. **Post-Import Actions** * After import, you'll see a confirmation window. * Click “OK”.
* Then either **Accept** or **Undo** the import immediately or review the products first.
**Pending Import Indicator** If you close the import window without accepting or undoing: * You’ll see a **red dot** on the \ icon.
* You **cannot edit** any products until the import is finalized. * Attempting to do so will trigger a **“Something Went Wrong”** error.
To finalize: * Reopen the Import Tool * **Uncheck** “Do Data Test” * Click **Accept** or **Undo**, then click “OK”
If you click **Accept**, close the confirmation popup by selecting **OK** once the import is successfully accepted.
\ If you click **Undo**, close the confirmation popup by selecting **OK** once the import is successfully undone.
**Tips & Notes** * You don’t need to fill in every field when creating products—some fields auto-populate.\ *Example: Adding a **Category** also links it to a default Category Group and Cond. Group.* * When importing new **Categories or Vendors**, follow up in **Category/Vendor Maintenance** to configure settings. Use “Apply All” to apply settings efficiently. * For stores with **tax-included pricing**, contact Barnet Support **before importing price changes.** * Attribute values (e.g., Category, Size, Country) must **match your system exactly** or new entries will be created. * If “Enable Undo” is missing, contact **Barnet Support** to have it enabled for your account. * Imports need to be Accepted or Undone by the user who was logged in and did the import. # Receiving
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# Accepting Receiving Invoices **ACCEPTING RECEIVING INVOICES** Barnet includes a security feature that allows you to **lock Receiving Invoices from further edits**. Once an invoice has been entered and balanced, it is **best practice to mark it as ‘*****Accepted*****’**. This ensures no additional changes can be made without proper authorization. **Key Points:** * **Accepted invoices cannot be edited or deleted.** * **A user permission controls who can UnAccept invoices.** * **For stores using both the Portal and POS Manager (desktop version):**\ Accepted status does **not sync** between the two platforms. If you use both, you must **Accept the invoice separately** in each system. **How to Accept an Invoice:** 1. Locate the ‘**Accepted’** slider on the invoice. 2. Click the slider.
3. The slider will turn **green**, and an **Accepted** flag will appear next to the **Received** flag. ![](/files/Ss31JkqkAXJLJLPxdjS6) 4. Once Accepted: * The **Details** view becomes read-only. * The **Edit** window is locked. * The **Delete** button is disabled. ![](/files/XkFnuqOOXQwTp8gPhBsi) ![](/files/mFUTiDcz2ObY8V3KxJAo) **How to UnAccept:** Staff with the proper **UnAccept permission** (usually senior managers) can toggle the slider off to allow further edits. ![](/files/182PylbOp1xjCDWFZBcD) # Receiving and Balancing Connect Logistics Invoices **RECEIVING AND BALANCING CONNECT LOGISTICS INVOICES** To accurately receive and reconcile Connect Logistics invoices in Barnet, follow these steps. The required file format for import is **Traditional Format with GST (.ord file)**. Since the .ord file is not human-readable, you’ll also need the **PDF version** of the invoice to confirm totals, including GST and deposits. **Step 1: Retrieve the Invoice from LiquorConnect** 1. Log in to [liquorconnect.com](https://www.liquorconnect.com/). 2. Navigate to **Ordering>Closed/Final Closed**. 3. Click the **Web ID#** of the invoice you wish to import. 4. Sort by **Status** to check for any yellow-highlighted products (indicating substitute CSPC numbers). 5. If substitutes are listed, add the new CSPC# to the **Alt Barcode/SKU** table in \ before importing. ![](/files/NIw0cAdtofRbjGJXzl2x) ![](/files/cxPwJn7ukkUqlGwizETD) ![](/files/G6GTbRBoCApOd1Ji5QkW) **Step 2: Export the Invoice** 1. Click “Export”. ![](/files/9Lm30FChaHGwhxz1ICp9) 2. Select **Traditional Export with GST**. ![](/files/LtUDAXGLL8NYZrnIChRL) ![](/files/Vz4ZYdsbe0wI1vLglK6m) 3. The .ord file will save to your Downloads folder. (Optional: move to a dedicated folder for organization.) The file looks like this when you open it in Notepad: ![](/files/VIt3EnH84ulrCEWedAvK) To verify the totals: * Go to **Downloads>Invoices**. * Click the invoice to view the **PDF** version. * Save or reference the PDF to compare totals—Invoice number is in the top right, total details in the bottom right. ![](/files/grPzCJnLsiOWVnKqtOmX) ![](/files/cK67yjDjSqvCfUur4qK1) ![](/files/3rNeN0KZ0PZXEfnGMCkF) ![](/files/gC7IMTF0EyokyIhGqSKr) **Step 3: Import into Barnet** 1. Go to **Inventory>Receiving Invoices**. 2. Click the green **+ New** button and select **Receiving Invoice**. 3. Search and select the appropriate **vendor**. 4. Click the green **Import** button, then **Import Invoice**. 5. Use **Choose File** to upload the .ord file. 6. Wait for processing, then click “Continue” and “Import” once the file is ready. ![](/files/ucT92Wfo5npIwbIieJdc) ![](/files/ZEhHQ2kvVDDwiaoEo0I6) ![](/files/Lukiry9m7Jsbt1YhbXzF) ![](/files/3DOhcxXsNFjizRG32CPZ) ![](/files/q8duTISpmWnLRpUv3FaU) **Step 4: Product Setup (If Required)** If the invoice contains new SKUs: * A setup window will open automatically. * Details such as CSPC, barcode, name, Units/Case, Units/Pack, and Deposit will auto-fill. * **You must assign a Category and Unit of Measure (Size)**. * Hover over product names to see full descriptions. * Adjust product names and pricing as needed for clarity or shelf label formatting. * Use the **Deposit amount** as a clue for product sizing, if uncertain. ![](/files/yEY8BmajmWIWZ5oT4vKF) **Step 5: Review and Finalize the Invoice** 1. Once all products are set up, the invoice will load in full. 2. Verify the **Order Total** and **Deposit Total** match the PDF. * Small GST rounding differences are common. * Deposit total should match exactly. 3. If totals are correct, click the blue **Save Invoice** button. *\*If totals do not match, reference the troubleshooting section at the end of this document* ![](/files/JgwwPgrBoiSzCxMQvsyG) ![](/files/8BwS2IkJdLsAI5dT9FLf) **Cost and Pricing Adjustments** * If SKU costs have changed, a prompt will ask if you wish to update the Product Table. * Click “Apply” to update all. * Or uncheck specific SKUs to selectively apply changes. * You’ll also be prompted to activate new selling prices. * Choose “Yes” to review suggestions now, or “No” to activate them later via **Products>New Prices Activation**. ![](/files/ffWHOshoAotUqMJ0rbOC) ![](/files/Eig6jL5XhScxxXUSIqGX) **Troubleshooting** **Deposit Doesn’t Match?** This usually indicates: * Incorrect or missing deposit values. * Incorrect Units/Case or Units/Pack configuration. **Solution:** * Review products within the Receiving screen. * Compare with the CSV export of the Connect invoice. * Export Barnet Receiving to Excel for side-by-side comparison using formulas if needed. **GST Discrepancies?** If GST is significantly off: * Verify product **Category settings**, as these control GST. * Common causes include: * Misclassified non-alcoholic SKUs. * Incorrect setup of the Liquor Connect Order Charge SKU. **Correction Workflow:** 1. Fix product details in \. 2. Delete the Receiving entry. 3. Re-import the invoice after all corrections are made to ensure accurate future imports. If you encounter balancing issues caused by incorrect SKU setup, refer to the knowledge base document **"Setup for Receiving AB Invoices"**. Using the **.csv file with GST** option may help resolve these discrepancies. # Receiving Invoices in Portal **RECEIVING INVOICES IN PORTAL (PART 1)** **Barnet POS supports three ways to receive and process invoices:** Importing, Receive from a Purchase Order, Manually Enter 1. **Importing Invoices** You can import invoices from designated primary vendors using vendor-specific file formats. A Vendor Code must be assigned for import to work. **AB**: Connect Logistics, BDL, Bees, Sleeman and Big Rock invoices can be imported into Barnet ![](/files/yFMADhhYt1AE659xEwQl) **BC**: LDB, BDL, Bees, Sleeman and Arterra invoices can be imported into Barnet ![](/files/7MEpGxbn9v1YAaLrEY1F) **SK**: SLGA, BDL, Bees, Sleeman invoices can be imported into Barnet ![](/files/lbAVBLkH44IsUaHnPUpz) Once an invoice is imported the final steps of balancing, saving and confirming cost updates apply to all 3 types of Receiving Invoices. We will show the complete steps in this first Importing Invoice section. Go to **Inventory>Receiving Invoices** (or click the PO icon).
Click the green **+ NEW** button, then choose ‘Invoice’. ![](/files/dMli87mHBfNP3LHAjndh) Select the vendor from the pop-up window. ![](/files/9BfSFPRMfvkJYDcgEsyW) Click the green **Import** button, then choose ‘Import Invoice’. 💡 Note: There is also a basic CSV import option (CSPC + Qty only), but this is not used for full invoice imports. ![](/files/DHqyzZUzPViJCCl7g6Aw) Choose your saved invoice file. It will upload and process automatically, select “Continue”. ![](/files/n2jHe6ZGXRVANs046NSr) ![](/files/mLNBRJGTCIzAGvKf0WhG) If the invoice includes **new products**, you’ll be prompted to set: * **Category** (to apply correct tax) * **Unit Size (UOM)** * **Deposit** * Optionally, edit name, case size, pack size, price, or margin. After reviewing and confirming, the invoice will fully import. ![](/files/bazMrOdBrLKEit0jGJ2y) Confirm the invoice balances then click “Save Invoice”. * You’ll be prompted to apply new base costs. It’s best practice to apply changes so your product costs stay current. * You can deselect specific SKUs or click Cancel if not updating costs (e.g., for old invoices). ![](/files/PiSmS1SMhg3fZegH6xQo) ![](/files/koqat5bjGpdVbMYbUhAS) After confirming the cost updates, the system will prompt you to activate new shelf prices based on the updated costs. Click “Yes” to review and apply new prices immediately, or click “No” to complete this step later by navigating to **Products>New Price Activation**. ![](/files/qPIHNfk1RUjcMxEJycS2) ![](/files/Q0boloBUADx8XXgDq0j3) 1. **Create Receiving Invoice from Purchase Order** For small vendors without import capability, you can create receiving invoices directly from Barnet purchase orders. Go to **Inventory>Purchase Orders** (or click the **PO icon**).
Select the order you want to receive. * If the invoice includes new items not already in your system, create them before generating the invoice. * If the invoice includes existing SKUs that were not on the original order, you can add them either at this step or after the invoice has been created. ![](/files/4X2WteB1fspj2gEnO8d3) ![](/files/P0Rny7q4fS0mUOiaXJfj) Click “Create Receiving Invoice”. The edit details window will open. Review and edit costs and quantities to ensure the invoice balances. Click “Create Receiving Invoice” (bottom right). ![](/files/n54Q45tcj4Ovm2ghKRUa) **Note:** When a Receiving Invoice is created from an order, both the **Purchase Order** and **Receiving Invoice** will appear on the ‘Receiving’ page. Ensure you're on the correct tab before making any edits. ![](/files/rxUNlUwXAu5bGHM0QbFG) Proceed to ensure the invoice balances then save it and confirm any cost changes. 1. **Manually entering a Receiving Invoice** If there is no purchase order or import option, you can enter invoices manually. Go to **Inventory>Receiving Invoices**. Click **+ NEW**, then choose ‘Invoice’. Select the vendor. # Receiving Invoices in Portal (cont.) **RECEIVING INVOICES IN PORTAL (PART 2)** ![](/files/jZd48eEgpMRRWAhx4GUI) ![](/files/2BpHCX2BZGuKIzj4ptWS) Search for and add products. You can limit search results to items for that vendor only. **Tip:** Use **Load All Items for Vendor** to quickly load products, then **X off** any not received to avoid incorrect "Last Received" dates. Enter quantities and costs, then Save. Confirm any base cost changes. Ensure the invoice balances then Save. ![](/files/5cZouUKAvMGoKFgBN506) ![](/files/TpXaIsC08FVLYOlVNTmo) ![](/files/ZQXp77zb2OeHmnTHarJj) **Balancing Invoices** Always verify that totals (including deposit) match your physical invoice. ⚠️ Do not make changes to SKU setup on the Receiving Edit page alone. It’s best to update product details in Product Maintenance to prevent future mismatches. **Checklist:** * Check **Category** (for correct tax) * Verify **Deposit** * Check **Units per Case** * For packaged items sold individually, ensure **Units per Pack** and **Singles** are correctly set **Freight and Service Charges** For vendors like BDL (AB) or LDB (BC) that include extra fees: Option 1: Create a SKU in a taxable category and add it to the invoice. Option 2: Use the Freight field (bottom left), ensuring GST is checked. **GST** GST amounts may round differently on your vendor invoice compared to Barnet. To balance the totals exactly, some stores create a **GST Rounding SKU** in a **no-tax category** and use it to adjust for the difference. ![](/files/cL1EsdpfBxq75xz2FbNo) ![](/files/da14LT4IybWW1aPXgGRv) **ADD VENDOR INVOICE #** After saving, click “Details” and enter the **Vendor Invoice Number**. ![](/files/SR47mIKSPc46l9UQhcAv) ![](/files/nAveu0ENY1Cby347SIAe) **PRINTING A RECEIVING REPORT** Print a detailed Receiving Report including all item details and a category breakdown. ![](/files/Rm6db2rirHSEH2ZcLtkt) ![](/files/u77QcDFBXvSm3AAJiMgT) **HANDLING CREDITS** It is best practice to enter credits **as soon as products are unsellable**, not when the vendor issues the credit. **Steps:** * Create a Receiving Invoice with the vendor. * Enter **negative quantities** for SKUs needing credit. * Use the expected cost and add **Remarks**. * If the credit does not correspond to a specific SKU, create a general **Credit SKU** in a **Credit Category**. ![](/files/XGXa4ClSp7ZMG1uqWbKD) ![](/files/wOC1hgy8xlDUj2pjUvrq) ![](/files/w0a8RyuAAwLWywZX8xMs) **EDITING A SAVED INVOICE** To **edit**, open the invoice, click “Details”, make changes, and click “Update Invoice”. ![](/files/hiLkAFwDmDZCBVB8az7D) **DELETING INVOICES** To **delete**, open the invoice and click either red Delete button. ![](/files/8nMroZrjmoj1lxcYWwZW) **INVOICE PAYMENT STATUS (Optional)** You can track payment status in Barnet: Click the blue Payments button. Select invoices to mark as paid. Choose the payment type and enter payment date. ![](/files/QVfTszUt20P44rHuYibW) # Setup
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# Customizing Sales Invoices **Customizing Sales Invoices** **Add Your Store Logo** You can add your logo to Sales Invoices by following these steps: 1. Go to **Setup → Store Locations** 2. Open your store record 3. Select the **Other Info** tab 4. Upload your logo in **PNG or JPG** format 5. Save your changes Your logo will now appear on printed and emailed Sales Invoices. ![](/files/1b104775e96b654d47ca722b1de97399902abbd0) **Custom Sales Invoice Footer** Barnet Support can add a **custom footer** to your Sales Invoices (e.g., return policies, legal text, or store messages). * Email your request to ****, or * Submit a ticket through the **Help Center** Please include the exact text you would like added to the footer. ![](/files/b5364b489e798a68e42a92457a60a1ebfe866f38) --- [Next Page](/llms-full.txt/1)