LPGas Modules

Checkout Sales

The checkout routine is a fast and easy way to process sales, replacing the need for a conventional till. The trade collection screen will produce invoices for account or cash customers on demand. This module will support a range of receipt printers, barcode scanners, cash drawers and customer display posts.

Functionality

• Fast Checkout screen with full barcode scanning capability.
• Any assistant can use any till for cash/account sales.
• Create open orders for any account customers.
• ‘Lay Away’ orders for re-call later at any other till point.
• Stock availability display at point of product entry.
• Apply special prices or discounts to individual lines of an order.
• Apply discounts to the complete order.
• Allow multiple payment methods.
• Product search facility.
• Optional Secondary two line display for customer information (Display Post).

Reports

• Till checks, on demand, by till and/or assistant.
• ‘Deliveries due by’ report, detailing outstanding deliveries and due by date.
• ‘Z Reading’ report for those who are used to a conventional till.
• Wide Variety of sales reports including sales trends by product, statistical reports by period, turnover reports by product quantity and value, and many more.

Deliveries and Collections

Functionality

• Take customer delivery orders and log onto the LPGas system in as little as 12 seconds.
• Repeat invoices and deliveries can be entered so that they are automatically generated without intervention from the operator.
• Option for paperwork not to be produced until final delivery scheduling has been completed, creating less wastage.
• Find customers details using account code or a unique ‘address finder’ function.
• Find customers details from other sources such as telephone number or postcode.
• Enter new customers details at the press of a button.
• Customers’ credit status is displayed on screen at point of order entry.
• Last product purchased is automatically added to the new order (with the option to remove), meaning no more uncertainty as to what product the customer usually orders.
• Orders entered are stored and scheduled into ’delivery runs’ as required using a unique scheduling function, thus speeding up the administration process from order receipt to delivery.
• Another unique function allows orders on delivery runs to be edited after delivery and cash credit amounts to be verified before ’posting’ invoices to the sales ledger.
• Office or Site sales are as swift as a till.
• Multiple VAT rates for a single product are calculated automatically during order entry without intervention from the operator.
• Automatic rental invoice generation based on a month end balance.

Reports

• Driver delivery schedule, load sheet and all invoices/delivery notes are produced at the point the delivery scheduling has been finalised.
• Vehicle loading sheet for drivers to load from.
• Site/Office sales listed separately.
• Drivers’ paperwork is separate and pertinent to only their sales.

Clients and Suppliers Database

Functionality

• Keep a detailed record of all your customers and suppliers including full name, address, phone / fax numbers, contact names and any special information / requirements related to individual contacts.
• Define your own credit status, payment terms and credit limits for each client or supplier.
• Give each client a map reference and delivery routing code to assist delivery scheduling.
• Allocate a salesman responsible for each clients’ account.
• Set-up ‘invoice to’ accounts for multiple clients who share the same head office.
• Apply one of fifteen different base pricing structures to each contact, or
• Apply a price band. (A completely unique, user created price list), or
• Apply specific discount structure to each individual client.
• Choose between three different invoice types, or tailor your own (with our assistance).
• Apply settlement discounts for prompt payers.
• Keep detailed notes relating to individual customers using a unique ‘customer notes’ feature.

Reports

• Print listings by a variety of different selection criteria. Eg. Customer type, classification, Postcode, etc.
• Print customer labels for mail shots.
• Customer turnover reports detailing top customers in a period and their contribution / proportion of your turnover.
• Customer turnover reports by salesman between given dates.
• New customer reports.

Hand Held Scanners, Cylinder and Stock Control

Functionality

• Live stock status display at point of order entry showing product availability, quantity on order and committed for despatch.
• Stock levels are automatically adjusted at the point of invoicing or crediting and when goods are entered as received.
• Manual adjustments are possible with an audit procedure for security.
• Retrospective stock counts can be entered. Meaning that deliveries and orders can be processed and the stock count entered at a later date.
• Cylinder movements include tracking of empty cylinders, cylinder deposits and refunds.
• Cylinder issues to customers are tracked automatically.
• Stock can be entered into stock either via receipt of a purchase order or as an inventory receipt.
• Price and/or barcode labels can be printed for goods being booked in.
• Multiple sales codes can be linked one stock code for consolidated stock control.
• Stock locations can be assigned to each product to aid retrieval.
• Optional stock control is available for a central ‘head office’ system to track sales and stock movements to/from a number of satellite depots.

Hand Held Scanners

• Check stock levels quickly and easily.
• Upload stock information from the scanner in an instant.
• Add product descriptions to unrecognised products from RBAStock
• Set minimum stock levels for all your products.
• Reduces need for mass stock take, or makes them much quicker.

Reports

• Stock product listing by department and group to aid stock checks.
• Live stock valuations by department and group.
• Actual (live) stock quantities report.
• Product report by supplier.
• Goods received report by product and/or supplier and/or delivery, between dates.
• Product movement reports by product code, between dates.
• Location report for tracking how many of each type of cylinder are with your customers.
• Audit reports for stock adjustments and stock counts.

Monthly Cylinder Rental

• Retailer can automatically calculate any rental due for loan stock cylinders based on the customers closing stock balance at the end of a trading month.
• This facility is completely flexible in that the user decides who pays rental and how much they pay.
• Retailer will do the rest, right up to producing the invoices automatically.

Purchases

This module will allow you to create professional purchase orders while reducing the time taken to generate orders and receive or part receive goods into stock. The usually complex issue of faulty goods requiring return to your supplier is simply handled on a day to day basis by use of the returns log and consolidated periodically.

Functionality

• Keep an ongoing log of items that you need to purchase throughout the working day/week.
• Use this log to generate purchase orders for suppliers when necessary.
• Generate suggested purchase orders automatically, based on buying up to the optimum stock level and/or based on a statistical analysis of over an entered number of weeks.
• Keeps a complete and unlimited history of purchase orders which is easily viewed and searched on.
• Purchase order browse shows current order status. I.e. Completed, awaiting receipts, cancelled or part delivered.
• Print purchase orders whenever and as many times as you wish.
• Keep a full log of items waiting to be returned to suppliers and generate the returns paperwork when required.

Reports

• View all purchase orders still awaiting receipts or partly received.
• Full backlog report by supplier, detailing all products on order and what is due.
• Full backlog report by purchase order.
• Goods received report by product and/or supplier and/or delivery, between dates.
• Product movement report between dates.
• Detailed product report by supplier showing optimum stock quantity and average weekly sales.

Prices

Functionality

There are many different ways to structure all the different prices a distribution outlet would encounter. LPGas has a multitude of different methods to encapsulate this into a simple and effective method of pricing and trading terms. Amongst the many pricing structures are :

• Recommended Retail Prices.
• Selling price, based on the RRP.
• Buying price.
• 15 price bands.
• Optional delivery charge per product.
• Three levels of discount that can be applied to individual lines of the order at the time of checkout.
• Three levels of discount that can be applied to the complete order at the time of checkout.
• Quantity break prices, for applying different levels of discount to a product when sold in different quantities.
• Customer trading terms and discount bands, for applying a unique pricing structure to an individual customer.
• Staff discount.

Reports

• Full reporting of all RRP and Trade price lists.
• Customer price report by product department and group.
• General price report by department and group.
• Product margin reports by department and group.
• Customer price report by customer code.
• Discount band price report.
• Customer Nett price report by product.
• Nett price converter.
• Nett price changing utility by product code and/or customer type.
• Audit all inventory price changes between dates.

Network-able / Multi-user

As our systems are simply computer programs, you do not need any special hardware to use it. Should you decide to expand and need another till or office computer you can setup a simple windows network with another computer.

Remember though, you will need to purchase another user licence from us. You can also run our software in multiple locations, static or mobile, and centralise information such as product databases, customer databases, stock levels, and many others. Or you could administer multiple locations from one system using our ‘branch stock’ facility.

Branch Stock

This module has been designed to enable the user to track stock at locations that do not have their own computer systems and sell or hold stock.

Functionality

• Set up satellite branches or stores on a single LPGas or Retailer system.
• Process sales and goods received for those branches.
• View stock levels for individual products across all other branches or stores.
• Process sales from vehicles at your base and therefore track sales and stock for these vehicles individually
• Track stock held off site at stores or warehouses.

Reports

• Sales can be broken down by branch, showing turnover and profit for each ‘branch’ or vehicle or worker.
• Stock checking by branch.

Sales Ledger

Functionality

• Integration from Sales Modules
• Integration to the Nominal Ledger (Full Programmes Only).
• Multi-Branch capable with automatic postings from the sales module.
• Unlimited History.
• Receipt of payments into multiple bank accounts.
• Allocations or part allocations of invoices allowed.
• De-allocation of invoices.
• Refund of credit notes to clients.
• Settlement discounts on invoices.
• Two formats of customer statements.
• Direct Debits.
• Independent invoice posting module, with checking facility to ensure invoices are not posted twice in error.

Reports

• Sales ageing report, detailed and summary with numerous filter options.
• Account history reports with unlimited history.
• Account reconciliation reports.
• Payments received between periods.
• Payments due report indicating cash flow.
• Invoices posted (manually or automatically) from branches and head office between dates.
• Credit control reports by customer classification and days overdue.
• Overdue letter writing module.
• Direct Debit payment collection report, statements and bank report.

Purchase Ledger

Functionality

• Integration into the Nominal Ledger.
• Unlimited history available.
• Payments from multiple bank accounts.
• Allocation and part allocation of invoices allowed.
• De-allocation of invoices.
• Cash credit notes.
• At the time of invoice entry invoices can be passed for payment or placed on query.
• Authorisation of invoices allows invoices in query to be released for payment.
• Multi-branch analysis to nominal ledger.
• Settlement discounts accepted.
• A descriptive reference can be applied to each individual invoice at point of entry.
• Automatic checking during invoice entry to prevent invoices being posted twice in error.

Reports

• Purchase payments ageing report, detailed and summary with numerous filter options.
• Account history report with unlimited history.
• Account reconciliation reports.
• Payments due report between periods.
• Invoices posted in a nominal period.
• Payments made by nominal period

Accounts

Functionality

• Real time integration from purchase ledger, sales ledger, expenses and sales modules.
• Multi-Branch capable.
• Supports nominal codes with three or six digits.
• Nominal Sub-codes allow expenses for individuals, vehicles, etc… to be reported on across a range of nominal codes.
• Unlimited accounting periods can be open at any one time.
• Closed periods can still be reported on, provided that they are still in the current financial year.
• Expense modules for simple processing of expense claims. When the expense is closed and paid a Journal entry is written to the nominal ledger. Avoiding manually creating complex journal entries.
• Sundry journal entries can be standard or a pair of entries where the second would contra the first in the next period. It is also a possible to edit these entries provided that the period of the first entry has not been closed.
• Recurring entries allow for repetitive journal entries to be automatically posted either monthly or quarterly and for a specified number of periods.
• Bank clearances for as many accounts as you wish.
• Define your own nominal codes and descriptions, also if the nominal account is subject to further analysis by sub-code.
• Period information screen showing all basic accounting information relating to the period you are currently working in.

Reports

• Balance sheet and Profit & Loss by branch or consolidated.
• Accounting entries by period or date range.
• Browse by nominal account code for an individual or range of periods.
• VAT Return report with layout matching the customs & excise VAT form.
• Payments received report by period.
• Purchase invoices report by period.
• Purchase payments made report by period.
• Trial Balance for open or closed periods.
• Nominal sub-code reports, can be sorted by nominal or sub-code.
• Nominal sub-code budgeting reports.