Help Women Liberty

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NextGen-Liberty HELP

Introduction

This Online Guide centers on the steps involved in adding and pricing items bought outright or taken on consignment from customers using the NextGen Pricing Application within the Liberty System.

Items are added in the Liberty Add Items screen.

This Guide does not cover the many substantive issues involved in pricing; these are covered in  the complementary Pricing Guide .  Nor does it cover the far larger number of features and functions involved in operating Liberty,, e.g. item lookup, reward plans,  new item purchase, product lookup, pay advance, … The more common features and functions are covered in NextGen’s Training; all are covered in Liberty’s on-line help volumes and are accessed by selecting [Help]  in the Inventory Module or POS Module menus.  

Item Entry

NextGen suggested prices appear in the Price field of the Add Items Screen, once the price determinants: CATEGORY/ subcategory and Brand have been entered.  Use the [Tab] key to Navigate between fields and the [Enter] key to move down the list of attributes.    The cursor will land on the Category field, Attribute Fields, and then Price field.  The Attribute fields (e.g. Brand, Size, Color, ..) will not appear until a Category has been entered. When the cursor lands in the Price Field, a message box will appear with price suggestions based on The 1) Category/subcategory and 2) Brand.

Categories

A List of the Clothing, Footwear, Jewelry and Accessory Categories may be viewed online by entering “Categories Child” in the Category field and pressing  [Checkit] .  To save or print the list, Press the PDF or Printer Icons on the Help page respectively.

Start keying in the Category name and choose from the dropdown list. As you enter each letter, the items matching the spelling will appear.  Once the category comes into view, Click it or press the [enter] key.

If the category is not in the dropdown list and you DO NOT want to add a category to the list, enter one of the general categories: Clothing, Footwear, Jewelry and Accessory in the ‘Category’ field, and after completing the ‘Price’, and ‘Cost/Net’ fields, describe the item in the ‘Description’ field.

Brands

Next [tab] to OR move the cursor to the next field, Brand.  Start keying in the Brand name and choose from the drop down list.

If an item does not have a label (brand), the buyer may:

  • Assume that the brand is a deeply discounted “off-brand” or effectively so as the label has been removed.  The suggested prices appearing are for off-brand items.

OR

  • Identify a brand likely to offer an item of similar quality, enter that brand in the brand field to generate the suggested prices, once the price has been entered, delete the brand name from the Brand field and [Add Item]

Other Attribute Fields

Other Attribute fields include Size, Color, and more.   However, the time required to enter other attributes such as pattern, fabric, material, … is rarely justified.  Color can be helpful in identifying items when applying printed tags, but far from necessary.  A brand entry  is needed to generate suggested prices, but as buyers come to know the prices to apply for commonly seen items, suggested prices aren’t always necessary.

Price

In the Price field:  a “Max” price is commonly used for  new (never-used) items or for items, the properties (embellishments, composition, …) of which add value.  Conversely, the  “Min” price may be used for items with inferior properties.  The “Mid” price is the suggested average price at which the item should sell, though it may be increased or decreased  (over-written) considering item properties and features discussed in the companion Pricing Guide.

Cost

The suggested cost corresponding to the Selected Price appears in the Cost Field.  As a rule, costs are computed as a percentage of an item’s sell price.   The percentages for items taken under consignment are set separately from the percentages set for items bought outright.  NextGen sets the pay percentages as part of the Pricing System’s setup at the owner’s option and under the owner’s direction.  Owners may have these percentages changed at anytime.

Description   

Used only if necessary to inform the customer.  For instance, if a general category is selected, e.g. Clothing,  i.e., there is no fitting category, a description must be entered.  Descriptions may also be used to highlight properties of a garment, footwear, piece of jewelry or accessory  that may adds or detract from its value.

Quantity

The item quantity and Tag quantities default to 1, but may be overridden where there is more than 1 Item, and/or where the Tag quantity differs from the Item quantity.

Keywords  

Key words may be entered if prices are being checked online as later explained in the Online Checks section.

[Save]  Select to save the entries made.  Note: Entries in the Keywords field do not save.

On-Line Checks

Time is money.  The Suggested prices save both by allowing buyers to quickly identify and enter the right price without having to guesstimate or troll the internet.

However, there is a place for on-line checks, not only for Pricing, but for Sizing, Recall checking, and foreign price conversion.  All are accessed using the [Checkit] button as described below.

Retail/Resale Price Checks

While NextGen’s suggested prices can be trusted for Mall and lesser brands, they are best checked for the higher-end boutique and designer brands as the retail and resale price  ranges at which these items sell is quite wide–hundreds, even thousands of dollars.   The considerations involved in deriving prices from retail and resale prices found online are discussed in the Buying and Pricing Guide

In the Add Items screen, to check current retail / resale prices, enter the Category in the Category field, Brand in the Brand field, and the style (e.g., full length, particular store of interest (e.g. Nordstrom),  composition(e.g. cashmere) and/or any other item descriptors in the Keywords field and press [Checkit]

 

Size Check

Enter “Size” in the Category field, press [Checkit] and tables will appear allowing you to quickly convert apparel and shoe sizes to U.S.

Currency Check

In the case of items priced in other than U.S. or Canadian dollars, enter “Dollars” in the Category field, press [Checkit] and a page will appear allowing you to quickly convert a foreign currency to U.S. or Canadian dollars respectively.

 

Bonus Payments (applies to Buy Outright stores only)

 

If you wish to pay a favored customer a bonus on top of the amount owed for the items being purchased:

  • Enter/select “Bonus – P” in the [Category] field
  • Enter .01 in the [Price (F3 History)] field
  • Enter the $ amount of the bonus you wish to pay in the [Cost/Net] field
  • Enter 0 in the [Tag Quantity] field
  • Select [Save]

The bonus will be added to the amount due and to be paid the customer.

Store Credit (applies to buy outright stores only)

The steps to setup and add Store Credit to a customer’s account depends on which purchase method—1) Purchase (buy outright), 2) Trade or 3) Consign– is being used.    NOTE: When using the Purchase method, the suggested pay price appears in the ‘Cost’ field; when using the Trade or Consign method, the suggested pay price does not.  Manually entering a pay price in the cost field effectively overrides a suggested pay price (appearing or not).

 

1)      If the Purchase Method is Purchase,  meaning it has been setup for all clients: Tools>Options>Account> Purchase method Purchase  OR  as it has been setup for this particular client by selecting Purchase in the [Form of Acquisition] field on the Account Tab of the Customer’s Account

and

you wish to pay a seller a store credit bonus on top of the amount owed for the items being purchased if the seller wishes to spend the amount owed him/her :

Select the  [Print Item List] Icon on the left margin of the screen.  Then [OK].

  • When the Report Setup Screen appears, select Preview .  The Total cash amount for the items due the customer  appears.
  • Hand calculate the store credit bonus, typically 20% of the Total.  Click on the X in the upper right hand margin to delete the List and return to the Add items Screen.
  • Enter/select “Store Credit Bonus” in the [Category] field
  • Enter .01 in the [Price (F3 History)] field
  • Enter the $ amount of the bonus you wish to pay in the [Cost/Net] field
  • Enter 0 in the [Tag Quantity] field
  • Select [Save]

Adding Categories / Subcategories and Brands

Adding a Category

If the category is not in the dropdown list and you DO want to add a category to the list:

Tap the ‘F3’ key, and as illustrated below:

  • Enter the Department “C”
  • Enter the Section “C17”
  • Enter the new category name,
  • Enter the Product Line.  The Product Line (indicates any sales tax associated with the item), commonly “Default”.

 Adding a Brand

If the brand is not in the dropdown List, you may add it:

add brand

Enter the name of the added brand using the Brand Naming Convention outlined below and click [OK]
To arrive at a price for this item, with the added brand name in the Brand field, click  [Checkit] Retail and/or resale prices will appear for that item and brand.   As discussed in the Buying and Pricing Guide referenced above, set the price somewhere between 25-50% of the item’s lowest retail price depending on condition, style and features, or choose a price that is competitive with the online resale prices that appear.

Methods for rating (assigning a level) to the brand so that it generates suggested prices are discussed in the  Adding & Editing Brands with Brand Ratings & Categories & Subcategories with Prices Section below

Brand Naming Convention

NextGen supports the use of the following syntax when entering Brand Names.  It is designed to keep the # of characters under the 2o-characters that can be printed on tags, to reduce the number of keystrokes required to find and select brand names, and to minimize the number of duplicate brands in the system with name variations.

  • Use initial caps unless the literal Brand Name is comprised of all Caps or lowercase
  • Use actual numbers, not their spelled out equivalents (e.g., 1, 2, …9, 1st, 2nd, 9th, specifically, 7 For All Mankind)
  • No spaces or periods between individual capital letters (e.g., LL Bean, JJ Crew)
  • Abbreviate but not the 1st word
  • Use symbols, with or w/o spaces before and after (e.g. &,/,’,#,…)

Adding Category / Subcategory Prices and Brand Ratings

Category / Subcategory Prices and Brand Ratings may be added or changed with NextGen’s Help.

Add or Edit Category & Subcategory Prices:

To fix the prices to be generated when new or existing Categories/subcategories and selected brands are entered in the Liberty Add items screen, enter “Category Action” in the Category field of the Add items screen, and complete the online Category Action form that appears 

Add or Edit Brands with Brand Ratings

NextGen updates prices and brands periodically.  This is done remotely.  No assistance is required from the Store other than allowing NextGen to connect via Teamviewer.

If, for any reason, you would like to have NextGen provide a rating for the added brand  more quickly, or if—as discussed below the brand is generating suggested prices that appear too high or low, and you would like to have an existing brand rating reviewed and possibly changed by Next Gen, this can be done by entering “Brand Action” in the Category Field, and selecting “Next” when the form appears.

Enter any brand name(s) you would like ADDED to your system on the Form that appears.
To request a change in the rating of particular brands, enter the name(s) of the brand(s) along with the words “too high” or “too low”.  Alternately, you can be more specific by entering a category and the price that you would suggest for that category along with the Brand name.

Note: On occasion Brands are found to carry prices at one level for some categories and at another level for other categories.  Where this is the case, NextGen enters multiple ratings for the brand indicating parenthetically the categories to which each rating applies. 

End of Day / Shift Procedures

These procedures are a variation of The Resale World Closing and Opening Procedures.  They are tailored for Stores that buy outright.  They cover both Sales terminals and Buy terminals.

This explanation is written for Stores where terminals are closed (batched) out at the end of the day.  Stores that batch out terminal(s) on the change of shift, will employ like procedures on the change of shift.  If a terminal has been used for both sales and buys, complete the closing procedures twice, once for the sales and once for the buys.

Sales Terminals

At the end of each day, close out the sales terminal cash drawer(s) by performing the following.

First, open the POS Module and click on Reports > Terminal Total.

The following Terminal Total Report screen will appear.

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You may now click on Print button to print out your totals from each payment type received.  Any variance between the cash as reported and cash counted should be noted in the Terminal Opening & Closing Balances Form.
Be sure to click on the [Clear Totals] button at the end of the day to clear out all totals.

At the start of the next Day/Shift, enter the  opening cash amounts on the Terminal Opening & Closing Balances form.

We suggest keeping enough cash on hand to replenish the sales terminal(s) for 2 to 7 days.  Fewer days if the bank is conveniently located and/or the risk of theft is high, more if the bank is not conveniently located and/or the risk of theft is relatively low.  A low risk of theft may be because we are in a safe neighborhood or because we utilize an anchored safe to store our cash and not a simple cash box.

We start the day with $104 in each sales register, consisting of the following denominations:

  • Currency
    • Twenties             1
    • Tens                      2
    • Fives                      6
    • Ones                   25
    • Coin
      • Pennies                50
      • Nickels               20
      • Dimes                 25
      • Quarters              20

$  104

As part of the End of Day Closing Procedures, the change ($9 worth) might be replenished in each of the Sales Register(s), the drawer(s) of which are left open through the night to discourage any would-be thieves from breaking the register.  The currency is bundled along with the charge receipts, and daily reports identified herein for the owner or manager.  The owner or manager provides the starting currency for the next day ($95).

Next run the End of Day Sales Detail Report, which provides all Sales activity that occurred  throughout the day. Such as transaction detail, total gross sales, # of receipts, items sold, etc.  Do so through the Inventory Module > Reports > End of Day > Sales Detail.  Jump to the last page to see the summary information.  Note: While this report might be run from the POS Module reports menu, we recommend running it through the Inventory Module so that the settings might be saved, thereby speeding it’s daily generation.

IMPORTANT:  If you utilize an external merchant card processing service, i.e. NOT one of the RWD-partner Merchant Card processors that works within Liberty,  you need also compare the amounts shown  for the credit, debit and Gift Cards in the Terminal Totals Report to the corresponding amounts showing on the Batch report run at the end of the day on your external card processor.  If there is a discrepancy, you will need to run a correction through the external card processor.

Buy Terminal(s)

We start the day with a lot more currency in the register(s) used to buy than sell, particularly when we are in the habit of paying by cash.  Paying in cash avoids any check processing fees charged by the bank and is favored by most sellers.  However, if theft and / or cash flow is a concern, then paying primarily by check may be the route to go.  Buy registers may open with anywhere from a few hundred dollars up.  The starting number of coins is the same as for the sales registers, except where buyers round the amounts owed to the nearest quarter in order to avoid “small-coin annoyance”–in which case only quarters are stocked.

 

At the end of the day, run the Satisfied Obligations Report, Reports > Payouts > Satisfied Obligations Report for the Payout Date: “Today”, and for the Payment Account: “Cash” in order to list the individual and total cash payouts for the day.  If you wish to itemize the store credit and check payouts as well, select Payment Account “All.”

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Transferring Cash Between Terminals.  Anytime we transfer cash between registers, we insert a written note indicating the transfer amount in both registers to explain the reported end-of-day cash balances.

 

Support

How-to support is provided by NextGen Resale.  Technical support is provided by Resale World.

How-to Training & Support

NextGen Resale provides two remote training sessions: 1) how-to training relating to the use of Nextgen’s pricing and to other commonly used features and functions in the Liberty Buying Module, and 2) how-to training on the use of the Liberty Point of Sale (POS) Module.   NextGen also provides related on-call support during normal business hours (M-F, 9:00 AM-6:00 PM, EST).  Call 781 704-6444 or email john@nextgenresale.com.

Technical Support

Resale World provides Technical support for Liberty 4 during normal business hours (M-F, 9:00 AM-6:00 PM, EST).  Call (800) 785-4800.