Supermarket Inventory Systems

A Supermarket Inventory Makes Business Flow

One of the most difficult and time-consuming things about running a supermarket, particularly a small supermarket that is run as a family business, is keeping control of the inventory. It is for this reason that most supermarkets, whatever the size, usually invest in one of the various supermarket inventory systems, since these have a wide range of benefits, including automatic control of stock levels and the ability to show the exact level of any particular piece of merchandise. They can also be linked in to an automatic stock ordering system to ensure those that inventory levels are kept at a sustainable level.

The first thing that needs to be decided when choosing a stock control system is the type of software that will be used, which will determine how much functionality the software has, and which in itself will be determined by the size of the retail operation. There are essentially two different types of supermarket inventory software, and that is the custom solution [also known as a bespoke software solution] or an off the shelf POS software package, usually created by one of the major software houses and sold as a complete POS solution.

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Bespoke POS solutions

Whether a bespoke solution or a customized POS solution is chosen, there will be essentially three elements to the system, and these are billing, accounting functions, and stock control. The billing function will ensure that customers are billed correctly when they go to the POS check out. The software should also enable credit card transactions to be carried out securely, and facilitate electronic fund transfer between the various properties.

The billing function should integrate with the accounting function seamlessly, to ensure that the accounts are always up-to-date and that the accounting software has all the financial information needed to produce the accounts to 100% accuracy. Integration with popular accounting packages such as QuickBooks, for instance, is usually a standard for many POS accounting systems.

POS billing modules

It is when these two POS software modules [the billing module and the accounting module] are working together seamlessly, the inventory system can then begin to do its job. When the billing software completes its function, it should be linked to the stock control system to show that a certain piece of merchandise has been sold. When this is done there should be automatic ordering carried out to ensure your stock levels do not fall below the required level. This should also link to the accounting function to show that an order has been placed for new stock, what should then make sure that all the required invoices are produced in the accounts and updated automatically.

For most small grocery stores the Microsoft Retail Management System is a good choice, especially for beer and wine retailers, since it provides liquor retail software with POS and inventory management tools. It also includes security, customized reporting, customer and employee management. However, considering StoreTender All-in-One POS Solution is an option. This complete package of hardware and software retails at $3,500 and includes the ability to produce shelf labels, handle dual cash drawers and handle dual monitors. Also included is a 15" touch screen monitor, Odysse USB thermal printer, integrated card reader, cash drawer and bar code scanner. If label printing is important, take a look a Label MX Pro which enables you to create and print address, shipping, mailing, and barcode labels for products in a supermarket, candy store and book store.

Integrated terminals

As can be seen, when all the various POS elements are in place, this makes for a fully integrated inventory system which will make running a supermarket much easier overall. However, as well as the software, there will also be a need for hardware, which would include such things as POS barcode scanners, which will enable the cashier to do the job quickly and accurately,and also an integrated POS terminal, which will handle the billing function and also complete accurate receipts. There may also be a need for a handheld POS terminal, often run by wireless, which can be used for stock taking, with the data being inputted into the terminal and transmitted seamlessly to the stock ordering procedure.

Once all the various parts are in place, the inventory system should work seamlessly to make sure that stock levels are always kept at the optimum level, with over ordering or under ordering never be a problem. The main decision to be made is whether to choose a custom inventory system or an off-the-shelf package. This will be based on the size of the supermarket and the budget that is available, though in most cases a small supermarket would be better off buying a ready-made software solution, and leaving the bespoke solutions to the larger enterprises.