Unallocated Items

This article explains unallocated items in POS and how to allocate them

Unallocated within POS

• “Unallocated ” is a function that is automatically called when the barcode cannot be read or the item cannot be easily identified. In the POS, if an operator tries to make a sale with an unidentifiable product the following occurs:

                 a) If the barcode scanner cannot find a scanned stock item, the Unallocated window                             will open automatically.
                b) The operator then keys in the description of the item
                c) The operator keys in the price of the item
              • The system then stores that information in an “Unallocated” file
              • If another item with the same barcode is scanned – the system will now read the details                  from the Unallocated table and will return them to the screen, ensuring the operator                        does not need to repeat the manual addition of the product description, tax rate and                          price.

Unallocated POS screen

• When using the POS, if an operator tries to make a sale with an unidentifiable product the following occurs:

Using barcode scanner

1. If the barcode scanner cannot find a scanned stock item, the Unallocated window will open automatically.
2. The operator then keys in the description of the item
3. The operator keys in the price of the item
4. Selects a Tax rate or Tax Group
5. Saves the product

                 • The system then stores that information in an “Unallocated" product file.
                 • If the same barcode is scanned again, in a further order, the system will read the                               details from the Unallocated product and will return them to the screen, ensuring the                       operator does not need to repeat the manual addition of the stock details.

Using Product > Search > Unallocated

                • If the product does not yet have a label or barcode, the user can manually choose to                          add an unallocated item for addition to the inventory at a later date

1. From the POS Main Screen, go to Product > Unallocated
2. Select "Unallocated"

   3.   Type in the Description, Quantity and Price each

   4.   Press Save and the product will be saved as normal to your sale
                   • The system then stores that information in an “Unallocated" product file.  

Unallocated – Back Office

            • In order to maintain accurate stock records, one of the tasks to be completed regularly is                 the Unallocated reconciliation.

From the main menu:

1. Select Inventory

2. Select Unallocated

3. Following the cues on the screen either select Allocate or View.

            • Note: Each of the unidentified scanned products can either be directly allocated to                          existing products, or you can use the collected details to pre-fill a New Product.

               • Before adding new products, it is worthwhile clicking on the Allocate button, alongside                   each Unallocated product line then Search for a similar product.

Allocate (assign the Unallocated product to an existing product)

            This process will perform the following functions

                a) For standard stocked items, it will reduce the stock quantity by the quantity sold in                           the unallocated item
                b) For non-stock items, there will be no change in stock levels, as non-stock items do                             not hold a stock quantity
                c) The sale will be attached to the correct product in the reports
                d) The unallocated item will be removed from the Inventory > Unallocated Items list

1. Select Inventory
2. Select Unallocated
3. Identify the product to Allocate to an existing product
4. Select Allocate
5. Search for a similar product

          • In the standard search screen returned, key in identifying product details and, if the                        product is already in the system, you can allocate the unallocated sale directly to the                         correct product via Select.

   6.  Select the product you wish to assign the Unallocated item to.
   7.  Continue

   8.  The Unallocated page will remove the assigned product and display the rest of the list

View

• If the product cannot be found via Search > Allocate, then select the item to add by clicking on Edit.
• This will allow you to update the single line, remove the item from Unallocated into your main Product file and create a new product.
• The Unallocated product will have been saved to the system with several default values: Category, Supplier and Brand all set to Unallocated (or your store default Unallocated entries in the setup file).
  

1. Fill in the Product Group, Supplier and Brand fields with the correct details from the dropdown menus.
   
2. The product will have saved a standard Tax rate, a retail price and the scanned barcode (SKU) from the original order.
3. Click on the Variants tab and fill in the Stock Quantity and re-order values (if required)
   
   
4. When you change stock values, the system will ask for a Reason for Change
   
5. Add any further Cost and Retail price details
6. Save
7. Return to the Unallocated products display and check any final entries.
   

This is the end of the article