Archive for the ‘Hobby Shop’ Category

Let’s do a Hobby Shop POS Point of Sale transaction together

Hobby Shop POS Point of Sale transaction

Hobby Shop POS Point of Sale transaction

Creating a Take With Sales Order.

Here’s the scenario: A customer comes into your Hobby Shop to purchase some items that he will be taking with him today.

So Let’s do a Hobby Shop POS Point of Sale transaction together.  On the main menu under sales, click sales orders. If you know the customer number, enter it in the Customer ID field. If you’re not sure of the number, click the search button to look it up or to create a new customer.
The Customer Search box contains a number of search options. Enter information about the customer in at least one field and click Search. If you need to create a new customer, you can do so on this screen. Simply enter the customer’s details and click Create New.
Customers matching your criteria now appear. Double-click the customer or click the Select button and the information is automatically added to the ticket.
If the customer has an AR account with your company, the account information now appears. Click OK.
In the Transaction Type field on the right side of the screen, select Take With”, since the customer will be taking the merchandise with them. The other option here is Delivery, which is used when merchandise is being delivered to the customer. Delivery Orders are discussed in a separate tutorial.
Before we begin adding merchandise to the ticket, let’s briefly talk about the Check Stock feature. At any time, you can view up to date stock quantities for an item by clicking the Check Stock button at the top of the screen.
To Check Stock, first enter item information in one of the fields and click Search.
When the item appears, double click on it or click the Check Stock button to view the current stock levels of this item at all branches.
Close the Stock Levels and Inventory Search windows to return to Sales Order Entry.
Now it’s time to add merchandise to the order. To begin, click inside the item number field and scan the barcode. If you are not using a barcode scanner, type the item number in the field. If you don’t know the item number, you can search for it by clicking the Search button.
A message box appears on the screen. This is known as a Sticky Note. These text boxes can be attached to a customer record or an inventory item and are useful for a number of purposes. When a customer or item with a sticky note is used in Sales Order entry, the note automatically scrolls down the screen.

The description, brand, quantity available, pricing information and image for the item now appear. Verify that the quantity being purchased is correct and enter a serial number if required.
Click Ok to add the item to the transaction.
Note that to decrease entry time, most barcode scanners can be programmed to put the merchandise information directly into the Item Table after being scanned. In that case, you would not need to click OK button. The item appears in the Item Table.

Now let’s add one more item to the ticket, using the steps just described.
Both items now appear in the Item table. You can modify either one by double-clicking on it.
In this example, we are going to add a 10% discount to the item.
Once all changes are made, click Update.
The new price is reflected in the Item table. The discount amount is visible here and will also print on the Sales Invoice.
When all items have been added to the ticket, click Checkout to enter the Payment information.
Select the Payment Type at the bottom of the screen.

Meran Magsoodi,  Author

Meran Magsoodi, Author

Enter the required information for the payment type, including the amount being paid and click Apply.
The payment appears on the right side of the window. When all payments have been entered, you can preview the invoice by clicking Preview.
When you are ready to finish the sale, click OK print the invoice.
At this point you have successfully created a Take With Sales Order.


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Creating an Inventory Item in a Retail Point of Sale System

Meran Magsoodi

Meran Magsoodi

Creating an Inventory Item in a Retail Point of Sale System.

Inventory is categorized by Brand, Department, and Product Type and is valued using the Weighted Average costing method. On the main menu under inventory, click Maintenance.

Click the New button at the top of the screen.  In the item number field, enter the number identifying this piece of merchandise, and press enter. We recommend using the manufacturer’s SKU as the item number.

Next, enter the sales description. To the right of this field you will notice the Purchasing Description. This field is used if the item requires a separate description for use in Purchase Order Entry.

Now, enter the Manufacturer’s SKU. The SKU is required each time you put this item on a Purchase Order, so it is a good idea to enter it now so you don’t have to enter it each time you add this item to a PO.

The next thing you need to do is enter the Barcode number. If you plan to scan items in Sales Order entry with a barcode scanner, you must enter the barcode number here.

On the General Tab select a department from the drop-down list. Select New to create a new department.

Now select a product type for the item. The product type is a sub-category of the department.

After entering the product type select the item’s brand. Again, you can create a new brand here by choosing New.  Specify whether this is an Inventory or Non-Inventory item.

A Non-Inventory item is an intangible entity such as labor, installation, or support.

In the key word field, enter a term describing this item. Keywords are used with smartwerks advanced item search feature.
If the item is using Serial number tracking, check the highlighted box. When the item is delivered, entry of a serial number will be required.

If this a Non-Inventory item you will need to select a GL Revenue Account here. If this is an Inventory item, you can skip this field because the account is already defined in the system settings for General Ledger.
In this area of the screen, you can list similar items, aliases, accessories, and features for the item.
Now we need to enter the prices and cost for the item. Click the Price Cost/Tab.
First, enter the manufacturer’s suggested retail price. We recommend that you set up the cost at this time. The cost field can be modified until the first purchase order is received or the item is entered on a sales order. At that point the cost and last PO cost are maintained by the system using the Weighted Average Costing Method.
On the left side of the screen you will see price levels 1-3.  Each pricing level has five options for price calculation. Select a calculation option for each level and then enter the required dollar amount or percentage. A customer is assigned to price level 1 by default but that can be changed in Customer Maintenance.

Continue setting up prices for the levels that you want to use. When finished, click the Min/Max tab.

On this screen, enter the Minimum and Maximum stock levels for the item.

When you are finished setting the Min/Max levels, click the Image tab.

Adding an image of the product is an optional step, but a nice feature of smartwerks. To add a picture of the item, click Add and then select an image stored on your computer or network.  The image appears here and on the Sales Order screen when you sell this item.

Now that you have entered all information, there is one critical step left in the process. You must click Save at the top of the screen to save the information for this item.

At this point, you have successfully set up a new inventory item. To make changes to the item, simply enter the item number, or search for it, and make any necessary modifications.

For more information on our fully integrated Point of Sale and Accounting system, please visit our website at or call us at 1-(888)-882-1530.


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Categorizing Inventory in a Hobby Shop POS System

Meran Magsoodi

Meran Magsoodi

Categorizing Inventory in a Hobby Shop POS System.

In a good Point of Sale, Inventory Control Retail Management System, usually there are two types of inventory, Inventory Items and Non-Inventory Items. Here is a link for  for a full description.

All items are assigned to a brand, department, and product type. Since many reports are broken down by Brand, Department, and/or Product Type, it is vital that you understand these classifications. If you do not, the value of many of good reporting features will be diminished.

Departments are broad product categories that are identified by a two-character code. In a typical hobby shop, departments could consist of Airplanes, Boats and Cars.

Product Types are subcategories of departments and provide a more detailed description of the items.

Using our Hobby Shop example:

Product Types for the Airplanes Department include Airplane Remote Controlled and Airplane Kits. Product Types for the Boat Department include Boat Kits and Boat Parts.

It is important to note that Product Types must be unique and cannot be used in more than one department. While setting up Product Types, you will designate the department that the Product Type belongs to.

Brands are used to identify items by their manufacturer. Unlike Product Types, Brands do not need to be unique. They can be used in multiple departments for as many items as necessary.

To review the categorizing Inventory in a Hobby Shop POS System, each item is categorized by Brand, Department, and Product Type. Remember that a Product Type is a subcategory of a Department and must be unique to that department.

Let’s now look at a few reports that organize information by Brand, Department and/or Product Type.

The Inventory Valuation Report can be selected for a specific Department or all departments. Additionally, you can include all brands or a specific brand on the report.

On the Buying Report, a specific Brand, Product Type and/or Department can be selected or you can choose to include all Brands, Departments, and/or Product Types.

The Cost of Goods Sold Report can be selected for all brands and product types or specific brands and product types.  And the Employee Ranking report breaks down the employee’s sales by department.

For more information on our fully integrated Point of Sale and Accounting system, please visit our website at or call us at 1-(888)-882-1530.

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An integrated Point of Sale and Accounting software with Retail tools

Meran Magsoodi

Meran Magsoodi

You’ve chosen Hobby Shop retailing as your career and passion. But in these economic times, each buying and selling decision that you make can have a major effect on the success or failure of your company.  You need a fully integrated Point of Sale and Accounting software combines a set of powerful business tools with an interface that is intuitive and easy to use. Transactions are updated in real-time and extensive reporting features give you the up-to-the minute information that you need. Ideally, the software is a hosted web application, you won’t need to worry about purchasing and configuring your own server.


Integrated Point of Sale and Accounting software with Retail tools.


With a good Point of Sale System, you will spend less time processing sales and more time improving the customer’s experience. Some have two ticket types available on the sales screen:  Take With and Delivery. You can use Take With orders when a customer is taking the merchandise today and Delivery Orders when items are being delivered at a later time. For transactions where customer information is not needed, use the Express Sale option. To reduce error and entry time, a good system uses barcode technology. Simply scan the barcode on the merchandise and the item is added to the order. In a good POS system notes are attached to a customer or inventory record and automatically scroll down the Sales Order screen when the customer or item is accessed. When a customer or item is used in Sales Order entry, the sticky note automatically scrolls down the screen. On the sales screen, you can also cancel an order or return unwanted merchandise. Additionally, you can create a new customer, search for inventory and check the stock of an item. With once click, access Google Maps to print driving directions to the customer’s address. Checkout is a breeze with a good system. Select a payment type, accept an amount and you’re ready to go. If necessary, split the payment between multiple payment methods. At the end of checkout, you have the option to print a full or mini invoice to a physical printer or PDF file. The email option allows you to send a copy to the customer.


The Inventory screen allows you to organize products by Brand, Department and Product Type and to track stock levels for each branch including damaged and floor model quantities. Different pricing levels can be set up for each item with the option to calculate the price on a desired gross margin, percentage of MSRP, markup from cost, markup from Last PO Cost or a fixed amount. Purchase history is instantly accessible and by clicking on the invoice number you can view the sales order that the item was sold on. The Image tab lets you add a photo of the merchandise, which appears on the Sales screen when the item is entered.


With a good POS System, customer information is available on one screen. Assign a customer to one of three pricing levels and also specify whether or not their purchases are taxable. Additionally, view A/R account information and sales transaction history all in one spot. You can even display the original order with one click.

Purchase Orders

Purchase Order Entry is straightforward and efficient. Enter the Vendor ID and then use your barcode scanner to add merchandise to the PO. Need to order an item for more than one branch? With  a good retail software system, you can do this on a single purchase order.
With PO Receiving, simply enter the PO number and the quantity received for each item. The Last PO Cost, Weighted Average Cost, Stock Levels and General Ledger postings are instantly updated.


A good POS system reduces the stress involved with reconciling your bank accounts each month. Bank Account Inquiry screen allows you to view Check and Deposit information for each account. The Bank Account Reconciliation selection enables you to easily reconcile all of your accounts and print prior month Reconciliation Reports as needed.


With Accounts Receivable, you can generate statements for one or all customers, at any time of the month, as often as you wish. When entering a sale, the customer’s A/R account information appears letting you know if additional charges can be applied to the account. During a sale you can also access the A/R selection to create an account for the customer.


Complete data on all open and paid invoices appears on the Vendor Maintenance screen along with past, current, and future due amounts. Here you can also view a detailed breakdown of all payments to your vendors. On the AP Check screen, payments are selected by Due Date or Discount Date, for one or all vendors. You have the choice of using printed or manual checks and for added convenience, the Pay To Name automatically prints on the checks. Using Invoice entry, you can easily create invoices for transactions that were not entered for purchase orders.


With a good Retail Point of Sale system, General Ledger is completely integrated with Purchase Orders, Accounts Payable, Sales, Accounts Receivable, Inventory and Banking. And all system transactions post to General Ledger in real-time. There should be a template chart of accounts with the installation, which can be modified with your accountant to suit the needs of your business.Financial reports can be printed for previous, future, and current G/L Periods or date ranges.


With User Groups feature, control your employee’s access to the system by determining the screens they are allowed to access and the screens that they are not.


Extensive reporting features allow you to make business decisions with confidence.  Use the Branch Sales Ranking Report to compare each branchbased on total sales dollars.

The Buying Report not only shows the current stock levels of your items but also tells you the monthly sales to date, including specific data for the previous week. Want to see how well your salespeople are performing? The Employee Sales Ranking Report ranks each employee by total sales dollars. The Cost of Goods Sold Report provides cost of items sold information for each branch, including the sales dollars, profit dollars, gross profit margin and number of units sold. Use the Inventory Valuation Report to see the value of your merchandise at each branch. This figure is calculated by multiplying the weighted average cost of each item by the total quantity. The Open Purchase Order Report gives you detailed quantity and cost information for all open POs. Use the A/R Cash Receipts report to show payments posted to a bank account for a selected date range. To view balances for all Asset, Liability and Equity Accounts, use the Balance Sheet Report.
The Sales Summary Report provides a high-level view of sales performance by employee, brand, department or product type.


With a powerful and simple-to-use software, you’ll have all the tools necessary to increase your profits, margins, and the overall success of your business. For more information and a live demo on a fully integrated Point of Sale and Accounting system, please visit our website at or call 1-(888)-882-1530.

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Hobby Shop Point of Sale and Inventory Control Software

Meran Magsoodi,  Author

Meran Magsoodi, Author

Hobby Shop Point of Sale and Inventory Control Software…Let’s take the typical hobby shop.  There’s product everywhere, on the ceiling, on the shelves and on the floor.  Radio controlled airplanes, boats, cars and accessories fill the aisles and shelves.  When you enter the store it can sometimes be overwhelming, there’s so much stuff, so much to see and enjoy.

But this isn’t a playground, it’s a Retail business calling for a Hobby Shop Point of Sale and Inventory Control Software.  To you, the owners, all of these amazing items constitute your inventory.  When you started your business, whether it was last week or 20 years ago, you decided to invest your money in hobby shop inventory, believing that you could make a living for your employees and yourselves by selling these fun products at a profit.
Hobby Shop Point of Sale and Inventory Control Software

Hobby Shop Point of Sale and Inventory Control Software

Making a profit is the difficult part. How do you know what’s selling and what’s not. Are you making a profit on these items.   If you stand at the sales counter all day, you’ll have a pretty good idea of what items are selling, but even then you may not know your profit (gross margin or GMROI).

A well-designed retail business software package can be your mirror.  From the Purchase Order through the Point of Sale transactions, you’ll have real-time information that will guide you to make good buying decisions.  The result will be more of the right stuff and less of the wrong stuff on your shelves.  In short, a better return on your inventory investment.  Also, an integrated POS system will  keep track of your customers’ purchases.  This information is vital to providing ongoing customer service.

Point of Sale Software for Hobby Shops

Bob’s Hobby Center uses Smartwerks Point of Sale Software

You’ve hired and trained your staff to provide good information (service) to your customers, so that they will enjoy their experience and see the value of their purchases.  They will reward you by returning and telling their friends about you and your store.

Wipe the fog away from your mirror by installing Smartwerks,  a complete retail software system: Point of Sale, Inventory Control, Customer Database, Accounting and Financial Reporting.  See your business more clearly.

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Company Info

Smartwerks, Inc.

4625 E. Bay Drive. Suite 201
Clearwater, Florida 33764

Tel.: (888)-882-1530 ext. 107
Fax.: (727)-532-6179