Are You Getting the Most Out of Your Software?

There is little doubt that investing in SamLynx, SharpLynx or Uniwell Lynx as a business tool to work with your cash registers makes sense. With the time saved in programming items into your cash register or collating sales data, the benefit of having detailed sales and profit analysis information at your fingertips, and the ability to properly control your stock inventory, your Lynx Software program gives you the wherewithal to help your business survive in the challenging economic climate we are all facing these days.

However, there are some features in our software that can help you even further. But because everyone is busy, and these features often require some thought and effort in implementing them, they are often put in the ‘too hard basket’ once the software system is operational.  Could it be that you are missing out on some excellent management tools by not setting these features up?

Please look at these 4 often underutilised software features, and see whether the effort to set them up would indeed be worthwhile:

Scheduled Emailing of Saved Reports

This feature of your Lynx Software program is incredibly powerful. It allows the user to create a set of pre-configured reports and then set up a regular schedule (daily, weekly or monthly) to send out the reports to various email recipients. For instance, a store owner could receive an email of daily sales after ‘store closing’ each night, a bar manager could receive an email with a Reorder Report first thing on a Monday morning, or a general manager could receive a Summary Report for the previous month on the 1st day of each new month.

What does it take to set up this feature? You just need to enter certain email and server settings into your Lynx Software program. You also would need to give thought to the configuration of the Saved Reports you wish to set up. But after that – you’re all set to use this excellent feature!

Custom Lists

Customs Lists are an extremely powerful reporting tool. They allow you to categorise your stock in multiple ways so that you can then view sales and stock reports based on those categorisations.

How do you set Custom Lists up? You can enter master descriptions for your Custom Lists in the Customize screen (for instance one custom list might be ‘Brand’, another could be ‘Food Type’). You then create the categories for your Custom Lists – this is done in ‘Item Custom Lists’ screen on the Setup menu. So using those examples, perhaps your ‘Brands’ list could contain entries like ‘Coca-Cola’, ‘Arnotts’, etc. Your ‘Food Type’ list might contain entries like ‘Fresh food’, ‘Pre-packaged’, ‘Cooked here’, etc.

Once you have created the categorisations you want, simply modify your Items to associate them with the appropriate categories.  Handy Tip: Save heaps of time by making use of the ‘Modify Multiple Items‘ feature to adjust the Custom List settings for your items.

Then when you generate reports based on Item data, you can filter the report by your Custom List categories. This feature provides an excellent way to analyse your business from various angles.

Recommended and Reorder Levels

These settings are part of the Stock Control module of your Lynx Software program, and provide a means of controlling your stock levels more efficiently. The aim of any stock system is to ensure you have enough stock to sell (so you don’t run out), but conversely that you don’t have stock on the shelf too long. After all, being overstocked costs you money – your cash is tied up in non-moving inventory, you could lose stock that goes out-of-date before you sell it, and you lose shelf/floor space that might be better used for other items.

So what are recommended and reorder levels? The ‘Reorder Level’ for a Stock Item is the minimum level of that item you want in stock before being prompted to order more in. The ‘Recommended Level’ is the maximum level you want in stock of that item. So when you run a Reorder Report in your Lynx Software, any item that has a stock level less than its reorder level will appear on the report, along with the suggested order quantity based on your recommended level. The beauty of this feature is that you can adjust these levels at any time, so if you notice that you are regularly running out of stock of an item, or sales have slowed, you can easily adjust these levels to suit.

Purchase Orders

This is another feature of your Lynx Software’s Stock Control module. It allows the user to generate and directly send (via email) Purchase Orders to their Suppliers. Various features include automated generation of Purchase Order lines based on Reorder Levels, and Supplier Stock Codes allowing Purchase Orders to show the applicable supplier’s code rather than the user’s in-house Item Code. Then, when stock from the Purchase Order is received, a Stock Purchase can be automatically generated based on your order.

This is another feature of your Lynx Software that is designed to save time, and help you control your stock more efficiently.

We hope that this brief overview of these extremely useful software features will encourage you to continue to get the most of your Lynx Software.

If you are a LynxAssist Support Subscriber,
feel free to discuss with us how we can assist you
in setting up one or more of these excellent features
in your Lynx Software system.