Xilnex POS System Tutorials

PETSMORE

Xilnex System - Tutorials -

Morning Operation : :

Briefing and Opening Counter

• 1. Switch on music
• 2. Switch on PC system
• 3. Log in Xilnex system , ensure the POS system is sync 100%
• 4. Cash In (Float money / Opening cash=RM300)
• 5. Check Facebook - Have to print out any promotion update , Memo by before Morning Briefing
• 6. Rearrange cashier tools - Grooming Job Note , Member Application Form , stationery
• 7. Print out & pass to BM - Operation check list , stock take list , health check list , planogram ,stock job note
• 8. Remind BM bank in
• 9. Rearrange & clean up cashier counter’s display items
• 10. Call next day grooming appointment for remind customer
• 11. Check incoming delivery
• 12. Check any incomplete Purchase Order (PO)
• 13. Goods receive – driver job note – stock take – transfer note – update system

How to ensure POS system is sync 100% ?

It is important to ensure your POS System is sync and updated 100% in order for you to get the data accurately. If your POS System is not able to sync completely, you must contact Xilnex to settle the problem as soon as possible: call 03-20274657

How to do Opening Cash

What is Opening Cash

Opening Cash is the cash money that you take out from safety box and put it into cashier drawer to start the business in the morning.

Check Incoming Delivery

Everyday must check is there any incoming delivery by checking on the transfer note list

If you have received the transfer note items, you must do Goods Receive (GR) on the spot. You don’t need to print out the GR. Just make sure the transfer note list status is “Completed” once you receive the items and done GR.

Check incomplete Purchase Order (PO)

- If the items of the PO is received, you must do Goods Receive (GR) on the spot in the system. - Print 2 copies of the Goods Receive (GR), ask suppliers to sign on the GR. - 1 copy for supplier, another 1 copy of it post in the FB group. (PM RODENTS & OCEANIC TERRITORY - tag @Head of Operation , @purchaser - If the PO is expired, the purchaser must re-issue a new PO.

During Operation Hours

Counter cleanliness and items arrangement

Check FB groups and messenger for updates

Post bank in slip to FB group for proving (PM ACC SALES COLLECTION)

Retail Admin

Phone call from customers / HQ

Counter maximum cash control RM 5000 / RM 10k must bank in immediately

Customer purchase items

During Operation Hours

Goods Receive

Exchange Item

* Normal Sales* Create New Love Card membership* Renew Love Card membership *PWP

Transfer Note

*Check YIB Balance / Redemption* Hotel Boarding redemption

Sales Invoice *YIB sales *Hotel Boarding sales *Downpayment / deposit

Reorder Point- check stock details

During Operation Hours

Check movement of stock with serial no

Check MKA Certificate Status

PETSMORE MEMBER'S DAY Redemption months

Check customer'smember points

Check Employment status

See Stock movement details

Adjust stock quantity

Stock take

How to use Reorder Point

The functions of Reorder Point:

- to check number of stocks that you have- to check the details of an item

How we assorted the items

Hirarchy Chart

Sales Invoice

When to use Sales Invoice?

1. YIB Grooming Package2. Pet Hotel Boarding 3. Dog / Cat purchase (down payment) 4. To purchase a heavy product such as Cage that need to be delivered to customer

Sales Invoice

How to use it for partial payment

- Sales invoice can be used when your customers only want to make partial payment on the day to purchase a dog/pet. - Print out the sales invoice to your customer when he/she paid part of the payment. * Do not give customer the dog/cat yet although he/she had make part of the payment. All customers must make full payment only can get the dog/cat.

Exchange item

- Customers can exchange the item within 7 days with original receipt and original condition. (Non-member) - Petsmore Love Card member can exchange the item within 30 days

* Strictly NO REFUND

How to recruit new Love Card membership

New Love Card membership item code: PCC01

*Ask customer whether he/she is a PETSMORE Love Card member *If they are not, promote the benefits of signing up as a member *Sign up fee is RM 12, let customer fill in the form, get the money first only create the client information in system

How to renew Love Card membership

- If the membership of the customer has expired, - it can be renewed with only RM 12 and they can continue to enjoy the member's benefits.

Renew Love Card membership item code: PCC02

How to do Transfer Note

- When you have any items to send back from outlet to Distribution Center or other outlet , you have to do a transfer note. - Print out the Transfer Note - Pass it to the deliver officer together with the items that you want to transfer back to DC / other outlets.

How to do Goods Receive

When we need to do Goods Receive? - Received items of Transfer Note - Received items of Purchase Order * Do Goods Receive on the spot when you received the items

How to do and deliver YIB Package

- *YIB stands for [ Yes ! I'm Beautiful ! ] grooming package. - *Customers can buy this grooming package in a time to save more - *They can redeem the grooming service when they need it until it finished.

How to check YIB Grooming package balance

- Always remember to check the customers YIB grooming package balance when the customers want to redeem it. - Two things you can check in Xilnex: * Client list * Sales Invoice List (by items)

How to do YIB Redemption

How to do Pet Hotel Boarding sales and service

How to do wildlife sales

"Wildlife" refers to animals that are not normally domesticated (raised by human)

Example of wildlife in PETSMORE: Chinchila

How to do Wildlife sales

- Open Sales Invoice to do the sale - Print Wildlife receipt - Fill in the Wildlife import permit No. and that particular species of wildlife balance in store - Sales person signature and fill in I/C number - Wildlife receipt is given to customer and customer shall submit the wildlife receipt to Pejabat Perlindungan Hidupan Liar & Taman Negara (Perhilitan) to apply the animal lisense before 14 days of the receipt date.

Wildlife SOPP

Whenever you - Sell a wildlife animal - Receive a wildlife animal - Wildlife animal in store is dead You have to record it down to the wildlife record book ( Daftar Peniaga/ Taksidermi Hidupan Liar )

How to do redemption during PETSMORE Members Day event

- 2 months event - Petsmore members could buy a product with a special price by redeem their points - only members with points in member card are eligible - if the member points is not enough to redeem the product, he/she need to pay the full amount of the product

How to do redemption during PETSMORE Members Day event

Things to do :

Redemption items check list: - Item Code - Item Name - Normal price - Member days price (Now) - Point (points to be redeemed) - Save (how much the customer save) - Check (Tick if done the Member Day display tag setup) - Unit Limit (only limited to certain amount unit only, once it is fully redeemed,cut off the item. )

Redemption Month PETSMORE Members Day Event

< Member price of the item

< Member card points to be redeemed (will be deducted from customer's love card)

All the planogram must be displayed on the rack of the items

Redemption Month PETSMORE Members Day

- After check and display the members day tag on the rack , - every team members sign on the Memo and submit to RME.

Redemption Month PETSMORE Members Day

- Branch Manager takes picture of the display tag , display tag on rack, check list, and signed memo - post them in PM PROMOTION & PRICE UPDATE group

How to check Customer's member points

How to check MKA Certificate

How to check CMS

To know how many % of commission you will get when you sold out certain items

How to use Stock Adjustment

When you need to do Stock Adjustment? - When a live stocks passed away - When a stock is broken (Eg: a pack of food bitten by rat

P/s: Before you do it, please submit ticket in Freshdesk with information provided (Title, item name, item code, photo, reason) to get approval. Once it is approved, you have to do stock adjustment immediately

How to use Stock Card

Stock Card's function is to trace the stock movement. You can see the movement details of an item from time to time

How to do PWP

PWP = Purchase with purchase

How to trace Serial Number

Some products such as dog/cat have their own serial number, you can see the movement details of the product by searching its serial number.

How to change Display Quanlity

- Display unit is the stock number that put on the shelves for sale. - Branch Manager could change the display unit of a product if the product is hot selling or not so hot selling.

How to check Employment Status

- Team member could know their Employment Status by checking their ID.- If your ID consist this following, that means: 1. XX NO SUBMIT XX : Documents for HR is not completed 2. G01- RPRT : T=Trainee (not comfirmed yet)

How to do Full Stock Take

- Full stock take required at least 2-3 person - We do full stock take in order to make sure all the products quantity in our outlet are tally with the record in system

Full Stock Take

Step 1 : Get 2-3 personSetp 2: Arrange each of them a row of shelves Step 3: Start stock taking, scan all the items on shelves one by one Step 4: After finish scanning all the items, post to stock adjustment Step 5: Save and confirm Step 6: Export all the stock take history and find the duplicate items Step 7: Gather all the duplicate items , stock take again Step 8: Find haven't founnd SKU, search around your outlet Step 9: If found the SKU, stock take again to scan in system.

How to check AST & ERL items

AST = AssetsERL = Equipment Request List - Every outlets have AST & ERL that provided by company for operation usage. -What are the AST & ERL items, and how many if the on hand quantity can be check in Xilnex - Reorder Point

How to check Attendance

Night Operation

Closing Counter (9.50pm)

Step 1: Check Sales Collection Step 2: Do cash declaration (Before cash declaration, take out RM300 petty cash and put it back to safety box - Cash in to Safebox) Step 3: Do credit card settlement Step 4: Close daily settlement Step 5: Report Printing and filing

Check Sales Collection

Sales collection is the sales and the cash collected on the day. Therefore, sales and cash/ credit card slip /voucher collected on the day must tally with the sales collection in the system.

Cash Declaration

Every OTL/PPCC/BM need to do cash declaration before they shift or leaving. Cash declaration is to ensure that the money collected in the drawer is tally with the sales + cash in

Sample Scenario:

Night

Evening

Noon

Hand Over

Hand Over

PERSON B

PERSON A

PERSON B

PERSON C

PERSON C

Cash Declaration by Person A

Cash Declaration by Person B

Cash Declaration

Cash Declaration

Credit Card Slip on hand

Physical Cash on hand

Count the total amount of all the credit card slip

Count how much cash collected in the drawer

Close Daily Settlement

Daily Settlement

Make sure Sales Invoice list and Collection list is TALLY Cash declaration End Of Day (EOD) Summary Print credit card settlement report Credit Card Slips (Visa & Master) Print counter sales report Vouchers (Petsmore Voucher, SenHeng Vourcher , etc)

How to use Credit Card Terminal

Credit Card/ Debit Card to make payment

How to Void Credit Card sales

Cancel Credit Card / Debit Card Sales

How to do Credit Card Settlement

Credit Card settlement has to be done every night when you close the shop.

How to use Credit Card Terminal to make payment

Two type of credit card payment: 1. Normal payment 2. Installment - EPP

How to do Credit/ Debit Card Void Sales

Void Sales = Cancel Credit/Debit payment

How to do Credit Card Settlement

FRESHDESK

How to send ticket to Freshdesk.