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-Profiting Through
Intelligence-
RMS and Accounting Software Information/Sample
Screenshots
User Access Levels
and Security
Daily Worksheet
(store accountability report)
Email Alert
(automatically processed)
General Ledger
(add-on product)
Hewlitt Packard
Compaq dc5000 Small Form Factor
Symbol PDT8100
Pocket PC (scanner)
Zebra QL220 Mobile
Bar Code Printer
Analytical Reports
/ Business Intelligence
Users are all assigned system access levels to keep data integrity. Each user is provided with a user name and
password with an assigned access level.
Store level cannot see other stores or the home office, etc. Store, Supervisor, Company and Reports are the
default access levels.


·
Customize
unlimited levels of access, personal or other
·
Changes
only made by administrator(s)
The Daily
Accounting Worksheet is unique, in that it provides the user with the ability
to work offline and online. It was
designed for the most efficient method of closing the accounting books at each
store. The Daily includes all
sub-functions for closing the store’s daily books, and ultimately, paperless
information and accounting processing between store and headquarters.

·
System identifies source of Daily Worksheet data, local
store offline or server
·
By shift or daily
·
Real-time access following submission
·
Consolidated accounting books at headquarters
·
Daily
reconciliation of Inventory, Expenses (non-inventory), Cash and Labor
·
User friendly tabular system – easy to train
·
Over/short/unassigned alerts
·
Auto Daily Report generation and prompt for
keeping/replacing current data
Most
companies key off competitors for pricing their products. It is important to
the profitability of a retailer to stay informed about competitors pricing in
the market. The Pricing Tab is for
tracking competitor fuel products with prices.
By tracking the competitor’s prices over time, means that you can access
reports in Intralight regarding how their pricing compares to yours for any
period of time.
Daily tank inventory audits are for ensuring on-time
fuel deliveries and preventing shrink by theft and leaks. The possibility of leaks is the largest
legal reason for tank readings, especially with under-ground storage
tanks. Most states impose under-ground
storage tank taxes and require periodic reporting to encourage environmental
accountability and cleanliness. The
Tanks tab provides for perpetual motor fuels inventory management, accurate and
complete daily fuel ordering/dispatch, shrink minimization and environmental
control.
The Totalizers tab is for recording fuel sales by
pump, relieving inventory levels and showing total fuel sales. Prices per unit are automatically calculated
and can be compared to the advertised price.
Pump tests are included when performed and dump tanks are tracked for
accurate inventory control. Data is
taken from the POS system or outside meters.
The POS
Fuel tab is for entering fuel sales readings from the POS system manually or
through an interface, instead of into the Totalizers tab.
Employee hours are recorded and computed
in many ways based upon the formality and complexity of the operation. Labor is usually the heaviest cost of
operation and in order to maximize profitability, managers control it by
ensuring employees clock in and out of the POS, back office PC or
hand-held. This data is time stamped,
totals out per employee in this tab and shows over/shorts. This tab also shows
when the time entry may have been updated and source.
The Sales
Tab is for manually entering sales by department or product, or through the
interface between the POS and Intralight.
It shows the total sales per line item (product/department) and totals.
The
Receipts tab is for entering total sales per receipt type line item, with
summary.
This screen is setup to meet the user’s needs. Unlimited statistics can be setup. Statistics can be used to track important
information about your operation and give you greater insight over time.
This
is for Daily or Shift inventory audits and adjusts inventory accordingly while
empowering management to reduce shrinkage.
It is most effective to use with high-shrink products/departments.
Detailed Transactions Tab is used
mainly in the international markets where specific inventory and payment
transactions need to be identified with a customer for tax purposes. Although, users that have a very small
number of wholesale motor fuels A/R accounts can also use this tab to create
A/R transactions and link them to specific wholesale customers. The Accounts Receivable Report will then
show the line item transactions.
Transfer inventory
between departments and/or stores in a single stroke. Only a single entry is required to reduce the inventory at the
store the inventory is leaving from and increase inventory at the store it is
going to.
Shift or daily
physical counts can be done on each department, entered here and analyzed for
scanning and procedure efficiencies.
Entries do not adjust inventory as the Audit tab/screen do.
The Summary screen is a consolidation of all the data
entered into the Daily Worksheet and is used to ensure a balance of the daily
books. The consolidated data in the
worksheet is synchronized to the central server and is accessible real-time by
home office or mobile management.
Making Changes to a Submitted
Daily Worksheet
When a store synchs their Daily Worksheet to the
central server, it is inaccessible by that same store or any store. Changes cannot be made, unless home office
sees fit for the change to take place.
Home office can grant the store a one-time access to make changes.

Audit Daily Worksheet (home
office)
Upon synching the Daily Worksheet to the home office,
processors review the data submitted and make any changes in real-time, working
live with the central database, then complete the process by checking the Daily
off in the system, making it ready to export to the G/L.

The auto email alert is automatically and immediately send to management
when the Daily Report finishes synchronizing with the central database. It is a powerful way to see competitor
pricing, current inventory, cash/inventory shortages, payroll overages and
sales.
Optimizing inventory control is a major part of the overall strategy to
reduce operational costs and increase net-profitability. Intralight’s inventory control features
streamline end-to-end product availability, replenishment, assortment,
promotions and turn and answer correctly, the following questions: Are
inventories growing above the maximum dollar amount allowed? Does your inventory exceed the maximum days
allowed? Are your sales meeting
expectations?
Product
Setup (merchandise, fuel, etc.)
Setting
up products is initially done by bulk import and store level scan-check. New products are then setup on-the-fly to
cascade to one or more stores.
Back Office PC

Pocket PC

·
Perpetual tracking of FIFO/LIFO/COST/RETAIL methodologies -
singular or mixed
·
Unlimited stores/departments/products/tanks
·
Shelf/product bar code, price and name labeling
·
Product Combo setup in software
and Pocket PC
·
Parent/Child (Mix & Match) technology for category
management
·
Supports multiple suppliers per product
·
Units assignment with printing on shelf labels
·
Scale (weight measurement) interface for labeling with size
and ingredients
·
Filter by Dept/Product; Sort by any cell
Purchase Orders
POs can be predictive, checking
current inventory levels and sales history, or a simple input and
processing. Ordering can be controlled
at home office or store level, using the software app or Pocket PC. Modifications are live with the database and
don’t require reposting.
Back Office
PC

Back Office
PC

·
Application
or Pocket PC based ordering
·
Predictive
ordering
·
Replenishment
by current inventory and velocity; for store, dept, date and product
·
Home
office or store level
·
Order
Projections Report (PO) can be printed, faxed or exported
·
Telxon
scanners can use vendor order book or Intralight UPC/vendor code shelf tag
When a vendor delivers
inventory/non-inventory items to a store, they are received with the Pocket PC
scanner, if you are running item level inventory; or, the Daily Worksheet
Payables/Paid Outs screen(s), if you are running retail (department) level
inventory.
Back Office PC

Pocket
PC

·
Quantity, cost and retail entry
·
Adjust cost/retail price
·
Label printing
·
Auto invoice processing
Transferring inventory, using other systems,
is generally tedious, requiring multiple journal entries to balance the
transactions. Intralight’s transfer
feature is a single entry transaction, moving products from one location to
another, including warehouses, stores, etc., increasing and depleting inventory
levels along with associated cost of goods amounts.
Back Office PC

Pocket PC

·
Single
entry creation/deletion
·
Multiple
destinations
Audits
Physical
counts can be done with the Pocket PC or PC application. Third party auditors can use their own
equipment, create an electronic file and email it to you to be imported into
Intralight.


Pocket PC

·
Shrink
prevention
·
Maintain
accurate perpetual inventory
·
Process
zero audits to return FIFO negative inventories to zero
Daily
Item Level Audits in Daily Worksheet
High shrink
items can be audited daily or by shift to prevent shrink.

·
Omissions
will show you all items that should have had a positive inventory before the
audit but were not audited.
·
Results
will pull up the Audit Report – Single Day report which shows beginning
inventory, sales, purchases, audits, and ending inventory for the daily.
Daily
Department Audits in Daily Worksheet
To monitor
consistent scanning and inventory management, you can audit department
quantities by shift/day to see if there are large fluctuations, which reveal
inconsistencies.

Sales
(inventory reduction)
The sales
screen in the Daily Worksheet shows a list of all products sold that day at a
store, the current price and the quantity of product being reduced from
inventory, along with the total retail.

Returned
Merchandise (returns)
Returns are
controlled by the POS function of reversing or transacting a negative sale to
add it back to inventory. Intralight
will recognize the return to inventory.
Motor
Fuels Management (SupplyNet)
Terms/Discounts/Surcharges
These can
be setup for any/all customers/vendors.

·
Percent
per unit cost
·
Fixed
amount per unit cost
·
Fixed
amount of total cost
·
Recurrence:
daily, weekly, monthly date/relative, start/end date/time
Dispatch
It is
extremely important to manage dispatch tightly, so that you don’t run out of
fuel. Dispatching fuel to your stores
is a single screen process, consolidating all fields that can be completed at
time of purchase, into one point of entry.

·
Process
orders without posting to server for editing between store and home office
·
Best-price auto-calculation
Fuel Loads Update from store level
After loads have been dispatched and the stores have
received the delivery and B/L, store management can update the correct B/L#,
gallons, etc., streamlining the process.

Fuel
Loads Order/Completion
After a
fuel load has been ordered and delivered to the store level and the invoice has
been received, the bill of lading #, gross/net gallons, products and all
associated costs are finalized.

·
New
orders
·
Infer
taxes and freight from previous same-route entries
·
View
load status, details or summary report
·
Customer/vendor
invoices
·
Unlimited
racks, suppliers, tax sequences, freight, discounts, surcharges, split loads
·
Load
reports
·
Dispatch
notices for drivers
·
Auto
rack price lookup
Fuel
Tank Inventory Measurements
The Enter
Tank Inches screen is for tank monitoring with water inches tracking and
measurement conversion. Data is
accessed from manual daily sticking entries or electronic ETG interface polls.

Fuel
Sales (inventory reduction)
The
Totalizer and POS Fuel screens in the Daily Worksheet lists fuel product sales
by pump # and dispenser name, summarizing each line item and a total at the
bottom. You can also track pump tests
and re-dump tanks for accurate inventory tracking.

·
Ad-hoc
order editing
·
Predictive
ordering
·
Customizable
orders by vendor/product/department/region/store/company
·
Cost price updates
·
Customer sales
·
Unlimited tax rates and handling, including Value Added
Taxation
·
Inter/Intra stores/warehouse/bulk plant transfers
·
Unlimited products (including blended), tanks, service
levels
·
Flags unassigned
·
Competitor price tracking
Intralight’s global pricebook
controls all gross margins, promotions, rebates and categories associated to
the products from a central location by a pricebook manager. This centralization streamlines the updating
of all such transactions and optimizes volume and profitability.

·
Price
changes synch to store back office and on to the POS
·
Products
by name, SKU, cost/retail price and GP dept. min./product target
·
Target
GP set by the first purchase of any product, changed on-the-fly
·
Required
GP is set by department
·
Suggests
new retail price based on target/required GP margin
·
Rebates
set by unit & start/end per sale/purchase/trans., auto A/R & COGS
reduced
·
Set
promotions with effective and ending dates
·
Access
the All Inventory Transactions report from pricebook to ID a specific trans.
·
Update
single, category (mix n match) or retail group (region) prices remote/store
·
Filter
by products, depts, retail groups, variances, only new prices, and more
·
View
unmatched invoice vs pricebook costs with associated gross margin
·
Motor fuels pricing up to 4 decimals (i.e. .1499)
Import Vendor Electronic Price File
The pricebook manager will manage vendor prices by
electronic import and manual entry. The
pricebook import simply updates cost and depending on the vendor file type,
retail pricing in the Intralight Pricebook.
This streamlines pricebook management and keeps it current.

·
Receive
vendor pricebook file by email, FTP download, etc.
·
Simple
browse and select import file
·
Customize
list of stores effected by update
Import
DTN Fuel Rack Pricing
The DTN
import interface will import email or FTP electronic files downloaded from
DTN. It prevents data entry errors and
streamlines fuel price updates.

Update
Fuel Products Cost
The Product
Cost screen is for manual fuel price cost updating. This method is in some cases, faster than importing an electronic
vendor price file, but leaves room for possible data entry error, even though
the cost price is double entered to prevent it.

·
Effective
and expiration cost dating
·
Double
check price for preventing manual errors
·
Product
listings in order rack price source
Verify POS Product File and Shelf Prices
Upon updating the vendor pricebook file(s)
electronically or manually, verifying that the updates have taken place in the
POS product/price file and the store shelves are required steps to completing
the price updates sequence. The Verify
Prices screen is where store management checks off each new price, once they
have printed off the price verification report, used it to check off each new
shelf price label, and synched the prices to the POS system.

·
Time
period and product filter
·
Print
shelf labels
·
Verify
(check off) updated prices
Intralight’s
accounts payable sub-system streamlines invoices and payments between the
retail store and home office. Whether
using the Pocket PC scanner, back office PC with the Daily Worksheet or
electronic files through the home office to create an invoice, Intralight
maintains single data entry from the highest point of entry possible (see Inventory
Control, above).
Import
Vendor Electronic Invoices
Virtually
any vendor will format their invoice files to meet the Intralight standards, to
serve you, their client.

·
McLane
or Imperial standard flat file formats
·
Texaco/Shell
XML format
A/P Aging
The A/P Aging
function provides balances due with selection or entry and an integrated check
writer.

·
Vendors
and terms management
·
Select balance paid or customize amount or balance forward
·
Check # and method of payment entry (alpha
numeric numbering accepted)
·
Apply payments to a single store or the company
·
Process and print statements at once
·
Payments/pre-payments
can be on account or by specific invoice(s)
·
Check
Writer
o
Aging
– pick payables from vendor list of open invoices for payment
o
Payable
multiple vendors at one time
o
Adjust
vendor balances while checking off payments for choosing vendor/your amount
(when different) and entering a debit memo to be used as payment of other
invoices.
o
Filter
by voided checks
o
Prevents
duplicate check numbers
o
Checks
printed on pre-printed check stock through Deluxe Forms
o
Remittance
Advise w/mailed check
·
Recurring
payables
·
Auto
debit/credit memos for Daily Worksheet Sales/Receipts or after G/L export
Contra
Payable Entries
Companies that process their
credit cards through one of their suppliers, can automatically have their
credit card charges at the store debit their payables account to offset EFTs
for payables from their supplier.
Intralight handles both "open
item" and "balance forward" A/R. The home office works with this screen that handles both:

·
Customers and terms management
·
Drill down to all customer charges in one screen
·
Select balance paid or customize amount or balance forward
·
Check # and method of payment entry (alpha
numeric numbering accepted)
·
Apply payments to a single store or the company
·
Process and print statements at once
·
Auto debit/credit memos for Daily Worksheet Sales/Receipts
or after G/L export
·
Payments/pre-payments can be on account or by specific
invoice(s)
·
Overpayments of specific invoices show in customer account
as unassigned payment
Recd on Account and Charges tabs
in the Daily Worksheet
These screens are for Open Items,
only.


Intralight Retail Management and Accounting software gives you the added
benefit of using your G/L of choice.
You can even use inexpensive, low-end, yet easy-to-use systems like
Quickbooks or MYOB. Intralight can
export electronically/manually. If you
are looking to replace your G/L, Intralight provides and services a web-based
product called Intralight G/L and Financials.
This product is a web-based robust General Ledger system with an XML
interface from Intralight sub-systems.
It only requires a single summary journal export from Intralight
sub-systems. Discuss demonstrations and
pricing with Intralight sales.

·
General
Ledger
o
XML
interface with Intralight A/P and A/R sub-system detail/summaries
o
Web-based
(used through a browser, i.e. Internet Explorer)
o
Customizable
chart of accounts
·
Financials
with customizable views
·
Multi-entity
balance sheets and P/Ls by location or roll-up

·
Any/all
stores and date periods
·
Batch
exports customizable
·
Can
select to export ASCII text file instead
·
Single
summary journal entry (sales, payables and COGS/Inventory Adjustment)
·
Four
reconciliations are needed between the Intralight sub-system and any G/L:
o
Cash
- Bank Rec
o
Inventory
- COGS
o
A/R
o
A/P



Intralight believes
firmly in daily accounting reconciliation.
It is extremely important that all deposits are made in a daily, timely
matter, and each receipt type is reconciled between the Intralight system and the
bank actual transactions.

Also:
·
ATM Reconciliation
·
Lottery Reconciliation (scratch-instant and lotto-online)
·
Money Order Reconciliation
·
NSF
check handling
Bank Transfers
Intralight’s bank transfers screen is for entering money transfers before they
hit the bank. This makes bank reconciliation much easier to do because such
items can be matched immediately.

Time Budgets by Store and Day
Set budgets to track
variances daily and ensure you keep your labor in check.

Employees can clock
in/out on the POS system, back office PC or Pocket PC. Management sets store labor budgets.
Back
Office PC

Pocket
PC


·
Hours,
minutes, overtime
·
Time
stamp clocked in/out
·
Source
system name capture
·
Time
stamp update/edit
Intralight
systems provide time tracking, not payroll processing. Payroll is processed through an outsource
provider (recommended – hard to justify the cost and use of resources, doing it
in-house) or through your G/L.
Intralight payroll reports can be exported/emailed/faxed to third
parties or your G/L for processing.
Intralight
Manager Workstation
http://www.cdw.com/shop/products/default.aspx?EDC=596384
|
|
General Specs
Add-ons to base spec
included in Intralight price:
Warranty
|
Intralight Hand-held Scanning
http://www.symbol.com/products/mobile_computers/mobile_pdt8100_intel_xs.html
The Symbol
PDT8100 unit is one of the newest lines from Symbol. It offers an exciting touch-screen and Windows platform for easy
and user-friendly functionality. It is flexible enough for batch or wireless
processing and scalable enough for multi-application use.
|
|
o
Email o
Calendar o
Task
Manager o
Word
and Excel apps |
|
|
|
Intralight iScan 2000 Main
Menu
Intralight iScan is a
user-friendly, inventory specific application that provides complete inventory
control and time tracking right from your hand.
|
Intralight
iScan ·
Mobile inventory ·
Receiving ·
Transfers ·
Audits ·
Price/shelf labels ·
Back office/HQ synch ·
EAN13 conversion capabilities ·
Retail price list seeking - one second for large
databases. ·
Products, cost and price updated on-the-fly ·
Audit any store with one or more scanners at the same
time. ·
Configurable to print vendor/UPC codes |
|
Symbol
Technologies Warranty
One year on
Symbol terminals, not including cables and non-serialized accessories, which
have a 30-day warranty. Serialized
accessories have a 90-day
warranty. Warranty is labor and
materials, covers repair at the Symbol Service Center for manufacturer defects
only. You pay the cost of shipping to
the service center. The service center returns items to you standard
shipping. A comprehensive warranty is
available which covers "normal wear and tear".
Intralight Mobile Bar Code Printing / Shelf Labeling
http://www.zebra.com/PA/Printers/product_ql220_hs.htm

Zebra
Warranty
Encore is 12 month material
and workmanship warranty, covers parts and labor for manufacturer defects on
the printer except for print head which has a 180 day warranty. The battery is
covered for 90 days. All repairs are handled by the Zebra service center. You pay shipping to the service center.
Intralight’s
EZ Report Manager reporting engine harnesses information within 100+ reports to
empower the user with real-time data access, collaborative views and
decision-making capacity to increase profitability.

·
Integrated ActiveX Crystal Reports Viewer
·
Dynamic and static date period selection
·
Variance identification
·
Single-click export to other applications (i.e. Microsoft
Excel, Adobe Acrobat, other)
·
EPA
and SIR qualified reporting
·
Accounting
summaries for posting to your G/L
·
One-time
report build
·
Save
defined (built) reports with dynamic (rolling) dates
·
Reports
grouping for individuals, departments, etc.
·
Single
click reports queue for printing
·
Custom
ad-hoc criteria
·
Detail/Summary
views
·
Drill-down
·
Line
item highlighting
·
Proclarity
OLAP services interfaced with Intralight’s MS SQL database cubes