Software Information and Screenshots

User Access Levels and Security

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)

Daily Worksheet (store accountability report)

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

Competitor Pricing tab

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.

Tanks tab

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.

Totalizers tab

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.

POS Fuel tab

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.

Hours 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.

Sales tab

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.

Receipts tab

The Receipts tab is for entering total sales per receipt type line item, with summary.

Stats tab

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.

Audits tab

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 Trans tab

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.

Transfers

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.

Department Audits

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.

Summary Screen

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.

Email Alert (automatically processed)

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.

Inventory Control (perpetual FIFO, LIFO, COST, RETAIL, mixed)

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

· 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

Receiving

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

Transfers

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

· Filter transfer history

· 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

Pricebook (global)

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

Accounts Payable

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.

Accounts Receivable

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.

Sales orders and invoicing
Payments receipt
Auto debit/credit entries for Daily Worksheet Sales/Receipts

General Ledger (add-on product)

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.

Intralight G/L and Financials

· 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

Export to G/Ls

· 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

Moneys Control

Cash is inventory and preventing it’s shrink is all-important. Intralight gives you the tools to track its receipt, deposit at the bank and reconciliation of all different money forms.

Money Receipts and Deposit in the Daily Worksheet

Bank Statement Import (daily)

Bank Transactions (actual)

Bank Reconciliation

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.

Labor Control

Time Budgets by Store and Day

Set budgets to track variances daily and ensure you keep your labor in check.

Time Tracking

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

Time Tracking Consolidation in Daily Worksheet

· Hours, minutes, overtime

· Time stamp clocked in/out

· Source system name capture

· Time stamp update/edit

Payroll

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.

Hewlitt Packard Compaq dc5000 Small Form Factor

Intralight Manager Workstation

http://www.cdw.com/shop/products/default.aspx?EDC=596384

Product Photo: 596384

General Specs

2.8GHz Intel Pentium 4 processor w/HyperThreading, 256MB RAM, 40GB hard drive, 48X Max CD-ROM, 10/100/1000 Ethernet, Windows XP Pro, Floppy, 2^nd Serial Port, 56k modem

Add-ons to base spec included in Intralight price:

Floppy drive (needed in case of crash reboot)
2^nd serial port wired to the motherboard
Intralight software installation, pre-configuration and testing services
Shipping

Warranty

3 years parts and labor, next business day on-site service

Symbol PDT8100 Pocket PC (scanner)

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.

PDT 8100 Series

Bundled with Intralight iScan software
Rugged/durable can endure many drops, heating, cooling.
Serial/USB port connection
Color touch-screen, sound card, speaker
3-key laser, 37-key pad, wide view
Ergonomic keyboard that frees up real-estate on screen for app use
Microsoft Pocket PC Windows Mobile

o Email

o Calendar

o Task Manager

o Word and Excel apps

Single Slot Serial Cradle: This cradle enables communications between the PDT 8100 and a host PC. The cradle also charges the terminal battery and the spare battery stored in the cradle. LEDs indicate when the battery and/or terminal is fully charged.

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".

Zebra QL220 Mobile Bar Code Printer

Intralight Mobile Bar Code Printing / Shelf Labeling

http://www.zebra.com/PA/Printers/product_ql220_hs.htm

Shelf/product labeling
Time clock employee label printing
Integrated with the Symbol PDTs
Supports optimization of marketing merchandise and product margins
Setup and change removable shelf labels on-the-fly
No need to change individual product prices or use a price gun

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.

Analytical Reports / Business Intelligence

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