Retail Pro

Retail Pro is one of the most advanced and comprehensive retail management software solutions available.

For more than 20 years Retail Pro has been growing along with the retailers in over 63 different countries – from savvy, growth oriented businesses to prestigious multinational enterprises; Retail Pro is the solution-of-choice for very good reasons.

Retail Pro’s POS and Retail Merchandising solutions drive business growth like no other – Retail Pro is incredibly easy to use and configure. It’s as simple as you want, or as sophisticated as you need. It’s scalable without limits, impressing the world’s most demanding retail brands. Retail Pro is in operation in over 35,000 locations in 63 countries and localized for 18 different languages.

Retail Pro provides retail management solutions and services to today’s top specialty retailers. These solutions include Point of Sale, Store Operations, Merchandising, Payment Processing, Planning and Business Intelligence. These solutions are helping retailers optimize the way they interact with customers while at the same time improving the bottom line.

Retail Pro’s scalability, standards based interoperability, highly configurable user interface and extensive, customizable feature set, make it the ideal solution for specialty retailers in the apparel, footwear, gifts & toys, hard goods, home & furnishings, jewellery, and sporting goods verticals.

Retail Pro’s extensive and customizable feature set empower specialty retailers to:

  • Maintain tight control over inventory merchandise assortment and expenditures associated to them.
  • Make strategic retail business decisions based on accurate sales trends and reports.
  • Customize Point-of-Service screens to keep pace with ever-changing customer demands.
  • Provide personalized service that builds on high customer satisfaction.
  • Deliver a consistent customer experience through a customized user interface that reflects business processes.
  • Manage a large range of merchandise assortments with ease, understanding specific merchandise requirements.
  • Make better buying decisions based on accurate sales information and inventory records.
  • Increase speed during the checkout process through fast item and customer lookups.

Retail Pro is the last point of sale and retail merchandising solution you will ever need.

Store Operations

Retail Pro features ease of use and fast, accurate checkouts that reduce human error. From inventory precision to flexible screen designs and robust customer data capture, Retail Pro optimizes your point of sale and store operations environment. You can significantly reduce costs and increase efficiency throughout your organization:

  • Point of sale
  • Inventory management
  • Employee management
  • Full back office/central office
  • Call center/e-commerce/order fulfillment

POS Cash Drawer and Receipt Functions Retail Pro POS rings up sales like any register, but faster. All data is captured for analysis, and inventory is updated in real time. The program drives an interactive cash drawer, receipt printer, bar code scanner, shopper display unit, and magnetic card stripe reader.  The Point of Sale terminal can be a single, stand-alone unit or part of a network of multiple POSes and other workstations.

Integrated Credit Card Processing Retail Pro supports authorization and processing of credit cards, debit cards, and cheque verification. Credit cards are scanned in at POS and the authorization information prints on the customer receipt, as does the signature line. EFT (Electronic Funds Transfer) is initiated by a batch file sent usually at end of the day with a keystroke. This generates an acknowledgement document (receipt) for the retailer, and records of electronic transactions are preserved in the system.

Instant Customer Data Customer name and address information can readily be accepted and entered at POS or in the back office. Retail Pro maintains a customer buying history which can be viewed at POS with details of every transaction and a dollar total of purchases to date. When a customer returns to a store, verifying customer satisfaction on former purchases or intelligently suggesting new purchases has great impact. A detailed purchase history is also invaluable for controlling merchandise returns or monitoring discounts.

Laybys and Special Orders Laybys are tracked with detailed payment history, balance and due date. The merchandise on layby is tagged as Committed Inventory in the system. Special orders can be created for out-of-stock merchandise or a custom item, and can generate Purchase Orders to the appropriate vendors. Past due laybys and outstanding special orders are easily reported, tracked and managed.

Item Quantity and Price Lookup Why should a store lose customers and sales because clerks can’t find an item or price? Retail Pro allows an instant view of whether an item is in stock at this store or any other location. It allows immediate lookup of the correct price of an item which may have lost its tag. The system can be used to identify and find items similar to what the customer is looking for, whether by vendor, price range, color, etc.

POS Summary Reports (X/Z Out) The daily X/Z Out Report provides a summary of all the day’s activity at a POS station, or for a particular clerk, or for the whole store. It totals up sales, returns, tax, shipping, and sums paid in and paid out for each tender and each credit card. It lists and totals all sums in or out for special transactions, such as Gift Certificates. It lists all checks accepted for the day with ID information. It totals all line item discounts by the reasons they were given. This report reconciles the drawer easily and swiftly, and its exact breakdowns can help isolate procedural errors for correction.

Merchandise Planning and Analysis

Making the right merchandising decisions is critical to driving revenue and margin. With thousands of item/store level decisions to be made each week, you need a merchandise planning solution that has the advanced features to make your life easier. Features like auto-replenishment and auto-transfers, with analytics that can analyze history and optimize replenishment levels. Retail Pro provides one integrated system that produces the actionable information you need to reduce stock-outs, reduce markdowns, and make better business decisions.

Key features include:

  • Purchasing
  • Allocation and replenishment
  • Business intelligence and analysis
  • Vendor management
  • Pricing
  • Promotion planning
  • Markdown management
  • Open to buy

The heart of Retail Pro is a sophisticated Perpetual Inventory which reflects and contributes to activity in every other module.

Stock on Hand, In Transit, On Order

Inventory by Vendor, Department, Class, Style, Color, Size Complex inventory can be sorted by vendor, department, class, subclass, style, season, color, size etc. Retail Pro displays inventory on a lineal display or in a matrix such as a size/color grid. There is no extra data entry needed to update inventory movement; the actions of ordering, receiving, ticketing and selling on the system are all that is needed to keep the database current.

Often one wants to view only the inventory items that match specific criteria. Retail Pro filters out items that do not match the user’s viewing criteria. Users can quickly see items selected by vendor, department, style, size, color, price range, date last received or last sold, etc. Once having called up a selected group of inventory items the user may flip from store to store viewing the same selection in different locations. Having selected an item, a keystroke will display the quantities of that item on hand in each store of the company.

The grid-like layout of the matrix displays a great deal of information in a compact format. Using the matrix format, it is possible to create a brand new style in inventory, with hundreds of size/color combinations in less than a minute.

Stock On Hand, On Order, Received, Sold Inventory screens can show company totals on hand, on order, received and sold for each inventory item. Or one can select cost, price, margin, first/last date sold, dates received, UPC codes, or other elements. From any store a user can view quantities for other stores, back rooms or warehouses. This can all be done with inventory look-up; no reports module or printed reports are necessary.

These numbers can be viewed on-the-fly while in the midst of generating a Purchase Order or other system activity. In a report, one can see inventory data for a selected group of stores. Stores may be grouped by size (Type A, B and C stores) or by geography (Midwestern Region, etc.) or any other common factor.

Min/Max Levels To keep a steady stock watch for the reorder of basic goods is time consuming and vital to profits. Retail Pro can use each store’s own sales history to compute what the Min-Max levels of an item should be. The retailer can devise a strategy (e.g., days of supply modified by season) which the system will implement by consulting past sales levels. This profit-enhancing feature uses sales history to calculate scientifically what and when to reorder, with less paperwork and less guesswork.

Purchase Orders, Receiving And Ticketing

Automated Orders and Receiving Over and under-buying is the most common costly mistake in retail, yet is one of the easiest to reduce by the use of effective computerization. Retail Pro’s streamlined purchase order functions increase control over the many products carried by even a small retail operation. Creating purchase orders is both quick and easy. A one step process adds new merchandise descriptions into the inventory, includes it on the PO, incorporates it into On Order quantities with expected ship dates, and, if desired, prints high quality price tags.

Over- and under- shipments and vendor substitutions can be smoothly handled. As merchandise is received, Retail Pro generates a voucher that clearly displays all the information needed to verify the shipment against the PO and packing slip. Returns to Vendor can be generated on the spot or later. Receiving without a PO is also facilitated, as merchandise can be entered on-the-fly or instantly called up. Merchandise in the system whose UPC codes have been scanned in, can be received by direct scanning of the UPCs directly into the receiving document.

This one-step receiving process updates inventory by units, cost and retail, and implements authorized price adjustments. It produces designed or standard price tags for the quantities of goods received. Receiving vouchers can update accounts payable. Retail Pro supports drop shipments to multiple stores by providing receiving capability at any remote site, where earlier P.O.s will have been distributed by the system.

The Case to Unit Conversion feature helps retailers who buy by the case and sell by the unit. A PO can be entered by the case and will be converted by the system into units of inventory.

Pricing And Markdowns

Setting Prices and Margins The price of merchandise is normally set either at the time the order is placed or when goods are received and ticketed. Retail Pro knows the cost of goods from the P.O., and when the retail price is entered, it will insert the correct margin %; or vice-versa. Desired margin levels can be entered for entire departments or classes of merchandise, and the system will thereafter suggest the appropriate retail prices without further prompting.

Variable Price Levels Often different sites in the same chain require different price levels because of local conditions or sales. Retail Pro provides the use of up to 240 different price levels to accommodate these conditions. Alternate pricing levels can also be set up for employees, preferred customers or wholesale accounts. Use of these pricing variances are fully recorded for reports, and the effects on maintained markups are exactly tracked.

Markdowns and Planned Pricing The Markdown module can mark prices up or down, by dollar amount or percentage, and can round prices by cents or dollars. It can print special markdown reports and generate markdown tags, as well as restore prices to their earlier level.

Planned pricing is a merchandising tool in Retail Pro used to establish up to four price changes in advance for any group of items. Example: graduated price reductions in the last weeks of a season.

Package, Kit and Quantity Pricing Retail Pro can support quantity pricing – such as “3 for $10.00″ – when the price of an item changes by the quantity purchased. These price levels are established in the back office and take effect automatically at POS. Special pricing can also be set for kits or packages of goods containing pre-designated items, where the price of the kit may be less than the sum price of all the parts.

Multi-Store Distribution And Transfers

Distribution of Goods When distributions or transfers are ordered at the main office, Retail Pro will automatically inform all the sending and receiving stores as a routine part of the polling process each day. Actual transfers are securely managed using Out slips and In slips, which can be generated at store level by the system. Slips can also be quickly made on-the-fly with a bar code scanner at any site. This procedure maintains a current record of merchandise In Transit – including when it left, by whom it was consigned, and by what means of transport. Any discrepancy between quantities sent and received is automatically brought to the attention of the retailer. Most important, goods can be decisively and continuously expedited to the locations where they will generate the greatest profit in the shortest period of time. By comparing “Days of Supply” in several stores for an item or group of items, the system can recommend those transfers which will optimize sales.

FlexQuery On-Line Reports and Graphs Knowing whether an item is moving well or slowly is critical to profitability. Without the best computerized inventory tracking, your ability to respond is limited. Retail Pro takes the guesswork out of inventory management and puts you in control.

Retail Pro can display your inventory in multiple formats, including the capacity for instant multi-media analysis of any selected merchandise with the unique FlexQuery module.

FlexQuery allows a manager to quickly view an up-to-the-minute analysis of any product in inventory. Cumbersome searches and reports are unnecessary, as the numbers for Sales History, On hand, Sell-Through, Turn, Days of Supply and GMROI can be called up with a click or a keystroke. Statistical data can be shown on graphs, exported into Excel, or e-mailed as a graph or spreadsheet.

Information such as stock levels for each store, committed quantities (laybys or special orders) and open purchase orders are always at your fingertips with Retail Pro. Whether you are purchasing, receiving, transferring or selling merchandise, you always have up-to-date inventory information.

Pre-Set And User-Defined Reports

Hot/Cold Seller Analysis Every retailer needs to constantly know what is selling and what is not. Retail Pro’s “Best Seller” reports are instantly available for any store or group of stores, by specific style or item, by department, by manufacturer, or even by clerk or by store. It can rank any number of best (or worst) sellers by volume, profit, or units. And the report can be called up any time for any time period, current or past.

This is one example of a Retail Pro preset report which can be activated for any time period and any range of activity.

Comprehensive Pre-set and User Designed Reports Retail Pro’s comprehensive report and analysis capabilities provide insight into all aspects of the business. Every inventory control and point of sale function generates key information that can be filtered and summarized into a wide variety of reports and graphs.

Besides a large selection of standard reports, Retail Pro comes with a built-in report designer that allows the retailer to create, name and preserve reports and reproduce them at will. These reports can be laid out and filtered as desired to fit the purposes of the user, and can include or exclude any information areas recorded by the system. A script for a routine group of reports can be created which will print a series of reports at a desired time, such as at night after polling is complete.

In the event that a user needs to combine Retail Pro data with data from other sources, or to create specialized reports not provided by the system, the system links to any of several commercial report generators through its Bridge data interchange tool.

User Designed Inventory Screens From one retailer to the next there is a uniqueness that separates them and sets their stores apart. Each retailer has their own preference for viewing reports. This individuality has been kept in mind throughout the development of Retail Pro. A prime example of this is the adjustable view of inventory in Retail Pro. Up to ten unique screens can be designed by the user, choosing from a wide variety of information categories. New categories can be displayed with a simple keystroke. In addition to department code, vendor, item, cost and price, the categories include:

  • multiple description fields
  • last dates received and sold
  • UPC codes
  • alternate lookup codes
  • current on hand and on order information
  • historical received and sold information
  • over twenty other categories

Pre-set and User Definable Matrix (Grid) Displays Retail Pro’s basic matrix display gives you a style by style look at inventory. The pre-set grid layout displays a great deal of information in a compact format. For example, the user can see Sold and On Hand quantities for any time period, displayed in a grid defined by Vendor, Department, Store, Size and Attribute. This grid option includes the ability to see percent of total which each quantity represents. User defined grid displays also show quantities on hand, on order, sold and received, in units or dollars at retail, cost or profit.

Physical Inventory

Portable Data Terminal With Descriptions Studies show that an average of 4% of inventory in retail is lost through shrinkage caused by internal or external theft. Routine physical inventories can isolate shrinkage and greatly deter internal theft. Physical inventories with a Retail Pro portable terminal take only a fraction of the time required for manual counts, and accuracy is far better. The system reports any discrepancies between the physical count and recorded inventory on hand. Upon command, it updates the recorded inventory to match the new physical, and provides a complete report in the process.

The portable terminal can perform quantity and price verifications using pre-loaded inventory data. When merchandise is scanned, the unit can display a brief description, correct retail price and the expected quantity on hand. This makes it easy to detect pricing errors, mis-ticketing, and missing merchandise on the spot.

Customer Management/CRM

Creating brand-loyal customers is a goal of every retailer. Retail Pro’s advanced customer management and CRM features provide the retailer with unprecedented levels of insight into consumer behavior patterns. By understanding their different purchasing behavior, Retail Pro allows you to segment your customers and provide them with compelling offers that keep them coming back to your stores again and again. It is a unique solution in the industry that finally captures all the data needed for CRM to be truly effective.

  • Customer data capture
  • Customer segmentation
  • Advanced analytics
  • Customer scoring and binning
  • Customer loyalty programs
  • Sophisticated RFM and lifetime value calculations

Retail Pro includes effective tools to Increase Traffic and Create Customer Loyalty. Following are some of these:

Customer Lists and Mailings

Selective Customer Mailing Attracting a new customer costs five times more than keeping one. This is why Retail Pro is geared towards improving customer relations. Customer mailings can be automatically selected and labels printed, using any aspect of the customer’s history. Retail Pro can select by vendor or style, total amount spent, time since last visit, size, birthday, etc. Mail to specific customer groups generates a much larger return than general mailings. There are hundreds of ways that retailers have used the system’s mailing capacity to increase store traffic and sales volume.

Unlimited Customer Base With Retail Pro there is no limit to the size of customer base, other than the amount of space on a hard drive. In a multi-store operation, names can optionally be distributed to all stores and thus allow a customer to be recognized at any store in the chain. Further, in addition to the purchasing history which Retail Pro automatically builds, each customer record contains the option of a user-designed memo page for organized recording of key information.

Preferred Customer Pricing

Preferred Customer Selection Some stores offer different prices to particular groups of customers, such as employees, wholesale accounts, family, friends or long standing clientele. By specifying a preferred price level for those types of customer in advance, the correct price level will automatically appear on sales made to them.

Preferred pricing can be a simple percent discount, but it can also be fine tuned to accommodate exceptions or variations in the discounts offered as part of any given price level.

Planned Pricing and Markdowns Planned pricing is a new merchandising tool used to change pricing on certain inventory items for a preset time period. This allows users to plan up to four price changes in advance on a style-by-style or item-by-item basis. This could be a continual reduction at the end of a season or a special promotional sale.

Planned pricing gives the retailer a new method to unload stock through scheduled markdowns. It safeguards against special promotions being lost in the shuffle with its advanced scheduling capabilities. It is easy to implement in any type of retail environment.

The Markdown module has the ability to:

  • Mark down prices, by dollar amount or percentage
  • Mark up prices, by dollar amount or percentage
  • Round prices by cents or dollars
  • Copy prices from one price level to another adjusted level
  • Restore previous prices
  • Print special markdown tags
  • Print markdown reports

Gift Registry, Mail Order, and Catalog Sales

Gift Registries A gift registry is not an actual merchandise order, but rather is a list of items that someone, such as a bride and groom, hope that other people will buy for them. Registry Sales Orders are specifically designed for keeping track of the items wanted, those already purchased, and any other information needed for managing gift registries.

Mail Order and Catalog Sales The ability to handle gift registries is just one function of the Retail Pro Sales Order Module. As temporary documents that record planned future sales and keep track of deposits paid Sales Orders are quite versatile. They are also ideal for handling laybys, special orders, catalog and mail orders, back orders and sales proposals. Sales Orders will automatically prompt Purchase Orders by which to satisfy them, and those portions of the order which are satisfied can be converted to Sales while leaving the remainder open.

Loss Prevention

Preventing theft and protecting assets are critical in today’s retail world. Retail Pro has the loss prevention features you need to dramatically reduce shrinkage, lock down the system, capture events behind the scenes and prevent employee and customer fraud.

  • Audit trail
  • Reason codes
  • Behind the scenes capture of events
  • Detailed associate performance
  • Permissions, including robust security settings, with flexible users and groups
  • Employee aides to prevent ticket switching
  • Video loss prevention package which ties video feeds to transactional data, resulting in better case management and increased restitution ability

Flexible Reporting

Retail Pro offers a wide variety of reports that are invaluable tools for inventory management, sales analysis, targeted customer mailings, and informed purchasing.

Each report area, such as sales or purchasing, has a variety of ready-to-use report designs. Retail Pro also offers a built-in report designer that is easy to use. Designs are easily customized or you can choose to create completely new templates.

EDI (Electronic Data Interchange) Interface

EDI is the computer interchange of information between a retailer and a vendor. It must include agreed formats for Purchase Orders, Advance Shipping Notices, Acknowledgments, and other routine documents. Its primary use in the retail industry is the transmission of purchase orders electronically to a vendor and the vendor in turn sending an electronic notice of shipment to the retailer’s computer system.

EDI can speed and facilitate the turnaround of merchandise and allow a retailer to reduce the size and carrying costs of inventory. As it also helps the vendor, it can result in more favorable cost of goods. It can increase a retailer’s ability to carry a wider range of merchandise, eliminate costly errors and misunderstandings, and reduce paperwork and phone expenses. It can make possible “Vendor Managed Inventory” (VMI) solutions, through which stock levels are automatically maintained at a defined model stock level by automatic replenishment.

Employee Performance Tracking Many store managers want a report that accurately measures the true performance of the sales staff. Retail Pro provides graphs or written reports of gross sales broken down by sales clerk, as well as the amount of profit generated, the number of units sold, and the hours worked. A key factor is how much is being sold per hour by each sales person, which Retail Pro can instantly report for any time period selected.

Retail Pro sales invoices each contain fields for the clerk making the sale and the cashier. In this way, the right personnel are always credited with the sales. And the system will track split commission sales when different sales clerks are each responsible for the sale of different items in one client transaction.

Clerk Tracking and Check-In It is important in a retail environment to track the arrival and departure of clerks accurately and to know to what degree employees are following their schedules. Also it is vital to control access to sensitive activities in the system. Retail Pro handles both these points with passwords, clerk codes and the clerk check-in and check-out function which can be rapidly done at the POS even while a sale is in progress of being rung up.

The hourly analysis report will list check in/out times for each clerk as well as hours worked before, after and within the designated shifts. It also lists overtime hours and absences.

Accounting Link to GL, AP, AR

Integrated Accounting Overview Retail Pro integrates with popular accounting packages to supply a full scale in-house accounting solution. For small to moderate sized businesses the link supports Quickbooks by Intuit, Inc., and Business Works by Best Software, Inc. Both are popular and stable solutions, widely used by retailers. For larger businesses or those with complex accounting requirements, Retail Pro is linked with MAS 90, also from Best Software, Inc..

General Ledger, Accounts Payable, Accounts Receivable and Payroll Integration includes:

  • Automated posting of invoices for new merchandise to AP and GL
  • Automated posting of sales to GL (and to AR in the case of charge or COD sales)
  • Suggested GL account distribution for easy, accurate posting.

An audit trail of transactional postings and accounting activity is provided by the accounting program, as well as P&Ls, Balance Sheets and all standard accounting reports.

Links to accounting packages not listed are available through customization.

Multi-Store Management Tools

Corporate and Regional Stations for Multiple Stores The common structure for a multi-store operation is a Main Office communicating with a number of remote stores. The Main is the controlling station and the remotes have capabilities designed to provide both flexibility and central control.

Sometimes a larger retail operation will grow beyond this format. In a franchise structure, each store or group of stores is independently owned and operated, even though it may carry the same SKUs as other stores in the chain. Or, in a widespread operation of many stores, it is necessary to poll all the stores in one country or region and then poll the data up from those regional centers to a headquarters located elsewhere.

All such scenarios are accommodated in Retail Pro by the use of the Corporate Station, which can manage multiple Main Stations under it, which in turn can manage multiple Remote Stores. This structure allows for unhindered growth while maintaining control and a fundamentally simple structure.

In addition, remote owners who wish to keep fully informed of operations and perhaps to enter Purchase Orders or initiate email, but are not at the site of any receiving or sales activity, can use a Retail Pro Remote Information Station. This provides data and reports for all sites of a multi-store retail operation, even though separate from the Main Office.

Each Main or Corporate Station can be from single-user up to 99-user. Likewise each individual remote store or remote Information Station can be from single user up to 99-user.

Data Interchange to Any Other System Under some circumstances it is desirable for a Retail Pro system to exchange information with other types of system. For example, a manufacturing operation which also has retail stores may wish to download its inventory descriptions from a mainframe computer platform directly into Retail Pro. Or a company may want sales figures sent from Retail Pro up into a mini-based accounting program. Or perhaps a user may need to use data from Retail Pro in the calculation of specialized reports by a report-generating program.

For these reasons Retail Pro includes a Bridge option, a special software tool which, once mapped by a technician, can routinely manage the interchange of any Retail Pro information to or from any other platform.

This can be used by a catalog company who wishes to transfer inventory directly into their outlet stores on Retail Pro, and transfer names of new customers from the stores back into the mainframe catalog operation.

Almost any desired information exchange is accommodated by Bridge between Retail Pro and other platforms.

International Retail Capacity In order to do business at retail POS level in different countries, many variables have to be addressed in a software product. Retail Pro has incorporated such capabilities and is active today in 63 countries. Among the international features of the system:

  • Euro-ready including complete currency triangulation
  • Currency conversion at daily rates with change in either currency
  • European VAT tax and detaxing of tourist purchases on departure
  • Translation into 18 languages, including French, German, Spanish, Portuguese, and Italian
  • Fiscal printers for tax compliance requirements in certain countries
  • Ability to process international UPC equivalent (EAN)
  • Supported locally by Business Partners in over 40 countries