Master and Reference Data for EPOS

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Master and Reference Data for Electronic Point of Sale EPOSSystems for the Retail, Hospitality, Leisure and Service

sectors

Mark Mandelwww.PointofSaleExpert.blogspot.co.uk

www.facebook.com/EPOS.Expert https://twitter.com/EPOS_Expert

https://uk.linkedin.com/in/markmandel© Mark Mandel 2014

http://www.pointofsaleexpert.blogspot.co.uk/

http://www.facebook.com/EPOS.Expert

https://twitter.com/EPOS_Expert


https://uk.linkedin.com/in/markmandel



Data Elements• Location Geographical Groups• Location Channels• Location• Location Relationships• Country Configuration• Staff• Customers• Suppliers• Receipt• Tenders• Menu and Buttons• Stock Statuses


Location Geographical Groups

• For each Location, that is, individual pub, store, restaurant or distribution centre (DC), consider how it should be grouped with other locations geographically

• These groups can be used to group locations for reporting, configuration or promotional functions

• At the highest level is Territory e.g. EMEA, then Country

• Areas and Regions are normally groups of stores managed by a specific Area or Regional Manager


Location Geographical Groups• An individual location will exist in a Geographical

Hierarchy of groups – for Example: • EMEA / UK / South-East / London / Regent Street• On a Sales Report for example, if run by the store, it

would contain Regent Street figures, if run by the Area Manager, sales for all London stores, if by the Regional Manager, sales for all stores in South-East England and if run by Country Head Office, all Sales for the UK


Location Geographical Groups• Distribution Centres usually need to exist on an EPOS

system so that stores can receive stock from and return stock to this location.

• You would set currency at county group level


Location Channels• As well as geographical groups, locations need to be

grouped into channels, these are locations grouped by sets of business rules, product range and price.

• Typical EPOS channels in a large retailer are: Full Price, Outlet, Concession, Service Station, Airport, Partner Store, Staff Store, Superstore, Convenience Store and Petrol/Gas

• Locations would only belong to one channel• These groups can be used to group locations for product

ranging, pricing, reporting, configuration or promotional functions


Location Channels

• The business rules will be different for each retailer, but for example, the refund policy may well be different in Outlet stores than it is in Full Price stores

• Individual products may not be allowed for sale in Full Price and Outlet at the same time

• Most importantly the product range would be different for each channel, and items will be different prices in different channels

• Typically Merchandisers will work at Channel level not location level


Locations• Data needs to be held on each individual location– The location unique number, address, manager details and

delivery details such as, delivery time and access restrictions

– Internal sub-locations (stock room, stock fittings, floors, window) as well as details such as table layouts for restaurants

– Location status (open / closed / non-trading / in-development)


Locations• Each location may have a merchandising grading and

square meters recorded• Remember that the location will be used in other

systems at other times, for example the merchandising system will need a location number to range and buy stock for a new location many weeks or months before it opens


Location Relationships

• To enforce the business rules within the channels it is advisable to have functionality within EPOS or Stock systems to take into account location relationships

• A typical use of this would be to restrict Outlet stores from sending inter-store stock transfers to Full Price stores, as these stores would not be allowed to sell that stock


Location Relationships

• Other relationships– Supplier to Locations, not allow deliveries from some suppliers to

certain locations– Location to DCs and Vice Versa, not allow stores to send or receive

stock from certain DC’s or only allow returns to one DC– Stores to Store stock movements– Product Range to Stores

• Additionally you may want to enforce relationships rules by either channel or geographical group, a DC cannot deliver to Outlet stores, Full Price stores cannot accept refunds for sales that were made in Concessions


Location Data Storage

• Its possible for these locations, groups and location relationships to be either stored in the Head Office EPOS system or in the Merchandising system or a combination thereof


Country Configuration

• These elements are typically manually set at a Country geographical group level and then applied to the EPOS system at all locations within that group automatically– The Language for the EPOS for both customers and staff using the

system– All applicable VAT Rates – The home currency– The foreign exchange rates to be used against the home currency, typically these are set on a daily feed from a bank


Staff

• In accordance to the security policy each staff member needs to be setup• Typically name and address are recorded• A unique User ID for the EPOS system is assigned

along with a password that needs to be changed on first log-on

• The User ID needs to be assigned a role that has relevant privileges, for example are they allowed to refunds or cash management


Customers

• Typically customer details would be imported from a Customer Relationship Management system

• If not then need to define customer data elements such as name, address, email, phone number and unique customer number to be collected on the POS


Suppliers

• For any direct to location deliveries, for the location to validate delivery notes then they will need to have access to the supplier record

• Suppliers may be restricted to location groups and or product groups


Receipts

• Receipt details need to be configured by either channel or geographical group or combination

of both– Receipt Layout – Logo– Receipt Text – Refund Policy for bottom or reverse of receipt– Receipt Print options of either print or email– VAT Number


Tenders• Each payment method needs to be configured as a tender• Tender behaviour needs configuration:

– Over-tendering, is it allowed and if so what is the maximum amount? For example you cannot tender £100 cash for £20 sale and card payments do not allow over-tendering

– Change, is it allowed, some vouchers will not allow change– Can it be used with other tenders– Can it be used with certain products, cannot buy a gift card with a gift

voucher– Amount of this tender to be used in the float

• Tenders may be set at channel or geographical group level


Menus and Buttons

• Menus and workflows for basket, tender, total and payments screens need to be configured

• Any non-barcoded items, such as service items needs a button added to allow its sale or refund


Stock Statuses

• Stock Status need to be configured, typical statuses are:– For Sale– Faulty– Window Display– In-Transit– Layaway


Master Data

• Although all of these data elements are required in an EPOS system, EPOS does not necessarily need to be the master data system for all of these data elements

• Other systems such as CRM(Customer), Merchandising (Product), HR (Staff) may own the master data and provide it to EPOS as required

• See subsequent videos in this series on Master Data


Summary

• There are three key reasons for this effort1. The IT systems team can manage change in the

way the business asks for it2. The IT systems team can deliver the changes in

the timescales required3. Costly errors can be eliminated


Summary - Change• Having geographical location groups and channels, or

combinations of both, allows IT to manage change within the retail, hospitality, leisure or service estate, in a way the business wants:– Change the returns policy on the receipt for Outlet stores in UK– Offer 20% discount in Full Price stores in Germany– Apply a 5% price promotion in all Convenience stores

• Without these location groups within either the EPOS or other systems, then the changes would need to be set individually at each location


Summary Change and Errors• The geographical and channel location groupings

may sound complex, but they should allow central users to control, functions, products, price and promotions across groups of stores easily, so that data or configurations are set once and distributed as required to the EPOS systems locations within the relevant groups

• Setting and maintaining Master and Reference data takes some effort but it reduces errors


Other Videos

Subsequent Videos will cover these areas:• Product Data and Merchandising Hierarchy

for Electronic Point of Sale • Data Design Considerations for Electronic

Point of Sale EPOS


Master and Reference Data for Electronic Point of Sale EPOSSystems for the Retail, Hospitality, Leisure and Service

sectors

Mark Mandelwww.PointofSaleExpert.blogspot.co.uk

www.facebook.com/EPOS.Expert https://twitter.com/EPOS_Expert

https://uk.linkedin.com/in/markmandel© Mark Mandel 2014

http://www.pointofsaleexpert.blogspot.co.uk/

http://www.facebook.com/EPOS.Expert





Date post:	18-Jul-2016
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Master and Reference Data for EPOS

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