Smart Buyer Questions

COMPARE features - ASK questions - DEMAND to be shown 

5 Steps to a Successful POS SystemMake an educated buying decision by asking the right questions.  Five vital questions should be asked prior to making any POS purchase. We deal with the issues you will face - openly and honestly.

There are five basic controls that should be available in any POS system.  Your underlying questions should be - is the POS system useable?  How easy is it to implement so you can actually take advantage of the benefits of computerizing your business?  That's where we excel.  We know of no other POS system on the market that has addressed the REALITY of computerizing the way we have.  We show you the obstacles and then help you navigate around them.  We will tell you over and over again that there are 5 STEPS to a successful POS system, and if you neglect any of the steps the system will not work - like a gear with a broken cog. 

Innovative ideas have always kept Spirit Software ahead of the competition. It is often imitated ... but never equaled.  The Spirit™ POS System was designed with a wide array of powerful, invaluable features and is the crowning achievement in a continuing commitment to provide retailers with the best POS system that money can buy.  Please take a moment to go over these five vital points ... leave one of these gears out of the picture and a POS system will not save you time or make you money.

We're way ahead of the competition in designing a POS that works for you. Continue reading to see WHY it is so important, HOW the Spirit™ POS System helps you accomplish the job and WHAT to watch out for when researching POS systems.

  • Put inventory products into your POS system
  • Sell inventory products at the POS sales register
  • Order products through the POS system
  • Receive products through the POS system
  • Keep accurate on hand counts by doing a rotational physical inventory

Be sure to COMPARE features - ASK questions - DEMAND to be shown how to accomplish these tasks!

Input Inventory: We have talked to thousands of store owners and found that nearly all of them feel that the time, labor and hassle of entering inventory into a Point-of-Sale system is the #1 reason why they either dreaded computerizing - or made them decide not to install a POS system at all.

During the years we've spent designing and installing the Spirit™ POS System we have listened to our customers and developed many exciting features that make us unique.  However, there was one common comment from customers that stood out from all others...

"But I need to have all of my inventory in the system to take advantage of all of those benefits, and I don't have the time.  It could take months... or years!"

What we do best is listen to store owners like yourself - find out how to best meet your needs - and respond.  We know how important it is for you to have your inventory entered into the system immediately.  We solved this problem by incorporating vendor catalogs into our system.  This interface makes it possible to enter thousands of items (with a scannable barcode) into inventory in just a few days.  And that's not all... our vendor catalog interface will also allow your registers to be operational the day your system is installed!

We've designed several fast alternatives to manually entering items into inventory.  The key to these innovations is Vendor catalogs.  Our software's ability to utilize product information provided by your vendors is another reason why our software is ahead of our competition.  Products can be entered into the Spirit™ POS System by using the portable data collector, an Inventory service (such as R.G.I.S.) or scanned in at the POS register. 

Ask our competitors - How am I going to input my inventory into your system?

Don’t be misled by some competitor's claims of getting your inventory in by dropping a group of catalogs onto your system, have you sell products for a few months and then delete any that haven’t been sold. This is NOT your inventory.  It’s not your retail prices, and it’s not your sales departments. It’s their quick and easy answer to something that the Spirit™ POS System designed to save you time and get your POS system up quickly and efficiently.  Don't let the competition pull the wool over your eyes.  Dumping vendor catalogs on your system and calling it your inventory is going to be a disaster.   

A major competitor's CEO's letter regarding our claim of fast & easy inventory input... "We suggest to our new customers that depending on how much time they have to commit to the project, it can take anywhere from a month to never.He's right... with other POS systems, but not with the Spirit™ POS System.

Scan all sales at the POS Register:  Every item that comes off the shelves must be scanned or entered at the POS sales register.  Whether for sales (and returns), customer samples, or out of date removals... so that the inventory count remains accurate.  Our system even features a "store use" function that allows you to remove inventory easily from the system, accounting for the cost with no profit.  You can start using the Spirit™ POS registers the first day.  Customers can bring products to the sales register (even if they have not been entered into the POS system).  The cashier scans the barcode... if the POS system does not locate the product in the POS inventory file, it scans through the vendor catalogs.  It's found and the product description is displayed.  The cashier selects the sales department and edits or accepts the suggested retail price from the vendor catalog.  The item is SOLD and the information is retained in a 'temporary' inventory file.  The next time the product  is brought to the register, the cashier scans it and it's SOLD!  You won't be wasting time at the register, you will be helping accumulate data for the inventory entries.  

Ask our competitors - What happens when I scan a non-inventory item?

One competitor's system will allow you to scan an un-inventoried item - but it gives you a message of " The item entered could not be found. Make sure the entry is correct".  The cashier presses a key to select a 'Dept Ring', chooses a department and enters the price.  The next time that item comes to the check out, the cashier scans the item (only to get that same message) over and over and over until you have manually entered that item into your POS system.

Order products through the system: A POS system can only work if the inventory data is available and accurate.  Which means the inventory must be entered into the system, all sales and returns must be done through the POS sales registers in order that the POS system has an accurate inventory count and an accurate sales history for each item in the inventory file.  Using this data, the Spirit™ POS System can guide you in your purchases and save you countless hours of going through the ordering process.  We have five methods you can use to obtain ordering data for the products within your store. Use one method or mix and match all five... flexibility is ordering power!  Once your purchase order is created, you have various options of sending it to your vendor,  including faxing directly from your computer or electronically transmitting it to them.

  1. The old school, Min/Max method, which sets a re-order point (by item) and after hitting that level, the system re-orders.  In most POS systems, Mix/Max must be set manually for each individual item. If sales increase or decrease, it is your responsibility to make the necessary adjustments - and in reality, manual adjustments to thousands of items never get done.  What an overwhelming job!  With the Spirit™ POS System, it can at least be done globally by manufacturer, department, or vendor.  However, you still don't want a POS system that only relies on this method for creating Purchase Orders...
  2. Last Ordered - a special ordering process for items where it is necessary to order the same quantity each time, i.e. for a special price break or contract purchase..  It will always duplicate the last ordered quantity.
  3. Quantity Sold (replacement) - an ordering process which replaces the products you have sold.  This is especially useful for ordering while sales history is being generated. You preset the sales period the system examines and it will calculate the products and quantities that should be ordered.
  4. RF Portable Data Collector - walk the store scanning the items that need to be ordered.  No separation by vendor is required.  From this scanned data, the Spirit™ POS System will build an order file in which you can pull worksheets out for each vendor.  Our Radio Frequency Portable Data Collector never needs connecting to your computers, it talks via radio signals directly to your system... and has a built in laser scanner.  
  5. S.C.O.O.P. (System Calculated Optimum Ordering Point) - The SCOOP process will reduce your ordering time from hours to minutes and provide you with the most efficient inventory you've ever had. Proven over and over!  Its primary objective is to make sure you never run out of anything but aren't overstocking either.  This is accomplished by analyzing your past sales records and anticipating what will be selling in the near future.  Unlimited ordering parameters  can be set up by specific item, mfg., dept, vendor, etc.  It adjusts to seasons and trend sales.  As demand for a particular item increases or decreases, SCOOP adjusts the amount to order.  Simple, efficient and cost effective. There's a crucial difference between SCOOP and other ordering methods and this is another reason why our software is ahead of our competition.

Ask our competitors - How will I re-order my products?

Receive Products through the system: A POS system must be able to easily receive orders into inventory, updating changes in cost and quantities received.  The Spirit™ POS System allows you to update your inventory both manually and electronically.  The manual method allows you to sort your PO according to the invoice, making it easy to pinpoint any changes in cost.  The same changes can be done electronically if the vendor sends a tab-delimited file containing your filled order.  This file will update all your costs, quantities shipped, suggested retail (if applicable), description, etc.  Of course, the RF Portable Data Collector, allows you to scan the items and make the adjustments to the Purchase Order quantities while you are receiving the products.  As an added benefit, when inventory costs are updated in the receiving process, the corresponding catalog costs can be updated also. 

Ask our competitors - How will I receive my products?

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Continuous Physical Inventory: You can do all of the above steps religiously, but if a physical inventory isn't done on a constant basis, your inventory counts will be off, and your purchase orders will eventually be useless.  Allowing you to do a  continuous physical is an integral part of our system for one very simple reason... you have shrinkage every day.  Every store experiences theft, breakage, spoilage, etc. and you must have an easy method of making inventory adjustments on a daily basis. The Spirit™ POS System allows you to breakdown your inventory into manageable locations, small sections of your store that you can scan in an hour or less.  As part of your routine, one section is scanned per day with the RF, allowing you to do a complete store physical inventory every 30 to 45 days.  We have made this function as easy as possible - the RF has a voice chip that actually notifies the user if an item scanned does not belong in that location or if he/she has wandered out of the location they are supposed to be working in.  The exception report that is generated not only shows you what was scanned (and the adjustment made) but also what was missed or scanned more than once.  With our system, you are not only able to keep your inventory levels accurate, you are also able to see where your shrinkage problems are, allowing you to take the necessary steps to correct them..  No other system gives you the capability of doing a continuous physical inventory this easily.  Some systems allow you to print out inventory worksheets, which you can then use to count your stock.  But without breaking down the store into locations, it's too overwhelming, too easy to forget where you left off.  For this reason, many systems ignore the importance of a continuous physical inventory completely. 

Ask our competitors - How will I take a physical inventory?