Myshop2014 Tech Report

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MyShop 2014: Technical Report East Grinstead, England UK Contact n. 0044 (0) 7950354608

MYSHOP 2014

TECHNICAL REPORT REV. 1.0 10/01/2016

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Introduction

MyShop 2014 is a complete and precise ERP (Enterprise Resource Planning) management software and is based on previous products such as DataShop, DataStore and the same MyShop 2005 version, all with the aim to assist the retail business in managing the movement of the products, the warehouse stock, the sales, the pricing, the advertising, the cost control, the statistics, the suppliers, the customers, the employees, etc resulting in a straight and direct control in real time, in terms of numbers, evaluations and predictions.

In fifteen years, these products have been enjoyed by hundreds of clients, due for the easy use of the software,the speed of learning its procedures and the value in terms of business control by owners and businessman, no matter where they are located in the world. The customers themselves have made a significant contribution to the effectiveness of the software by expressing recommendations and requests, which have enriched and made more and more useful the clients functions, the products benefits factions and the management functions. With the advent of the phenomenon "Sale On Line" has resulted in an important evolution for the My Shop software. With MyShop2014 it has reached a remarkable achievement, obtaining a program which performs both online and on-site and without limits, prerequisites for the sale, to management control and for predicting business plans. The feautures such as sales, personnel, marketing, promotions, reports, stocks, pricing etc are all syncronized between them causing an easy way to have the perfect control in retail business.

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The Project

The sale and manage of any type of product is the main theme of the software MyShop, including the in/out flow in real time of the stock movement and the real time information about any data related to that product. The advent of the phenomenon "Sale On Line" has resulted in an important evolution for the My Shop software and became a priority as well as required by the market. The first technical approach to the Web platforms and Virtual Stores through Web sites, gave a fair result with the version MyShop 2005. It has shown to us that, to achieve successful software which fully incorporated a web platform, MyShop 2005 was not adequate anymore. In fact, the previous versions used some of the most popular technologies in the world, such as MS Visual BASIC 6 for the software, and MS ACCESS to the database, but no longer appropriated for the modern market. The presentation of a product in a web page shown on the “Cart", when appears on the site with its simple-looking, requires software solutions and management structures very articulate and an advanced technique: the outward appearance of the web page, the information contained and the product availability, must be synchronised in real time with all the activities of purchase /sale of the store and the warehouse. Furthermore, the products must be managed with the latest management needs, such as statistics and forecasts of sales and procurement, consultation and use of the software from various points connected simply via web. Two years ago it had been decided to analyse, design and implement new software, written with the latest programming technology produced by Microsoft for his operating systems, such as Visual Studio, which integrates, naturally, all software platforms necessary for the realisation of the project:

• Desktop software: management for purchase/sale and warehouse. • Software Web Site e-commerce • Platforms Amazon, eBay.

• Advanced database: MS SQL SERVER

The current version of MyShop 2014 inherits all the features of the previous versions, but designed and re-written with new language. It provides support for all the new sales technologies such as private and collective websites, or common stores, or mega stores, in addition to the new functions, available due to the new language, and one of the best performing and used databases in the world.

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The Structure

The basic element of the My Shop software is The Product. Any item that is purchased or self-generated, stored and then placed for sale is defined as Product. The physical object is then transformed into a software entity, classified and managed as computer terms using the software procedure. As well as the previous programming experience, in order to achieve the necessary interface that manages the complex structure of The Product, came in handy the selection of the new language of Microsoft, which provides cutting-edge software solutions, easy learning and user friendly, features present in the previous versions and therefore essential in the current one.

Another essential aspect of My Shop software program is also the supervision of the activities and the production of personnel. One of its functions is, for example, a full report on sales activities, the use of products and use of the money during the sale, which is carried out by each staff. This function, much in demand by the market, helps the organization of any evaluations on the person or even to avoid unpleasant surprises of a no good conduct.

Structure of the Products.

MyShop 2014 uses an advanced classification to handle the product by dividing into its parts:

• The main product with its basic features such as ID, Name, short and long descriptions, codes and so on.

• The commercial category at multiple levels (it can be assigned to more than one) • The manufacturer. • The specifications, are fixed characteristics of the product, 'season', 'style',

'gender', 'format' style 'processing', ‘edition' etc. Specifications are dynamic: each product can have different specifications so as to manage different types of products with the same software.

• The Images or collection of images of the product. • The variants: each product can have several variations, such as the colour or type

of fabric or pattern. Each variant, also, has its own properties: - Price Lists, purchase and sale, each variant can have their own lists. - Suppliers: more than one for each variant with their own codes or code from the supplier. - Discounts: more than one for each variant. - Attributes: such as 'measure', 'size', 'processor', 'RAM' and so on. Each variant can have or have not one or more Attribute. Each attribute has its own properties called the Identity and may be decided by the user: - Serial numbers and identification. - Production and expiration batches. - Versions or editions or outputs, etc.

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The Properties of the Product.

In the Properties of the Product the user can create various classes of products, which are followed and tracked by the software to easily create all the parts of the new products automatically. Classes of products may be 'Clothing', 'Shoes', 'Books', 'Cars', 'Computer' and so on. It can be creates and assigned to each class of product: • Specifications • Price Lists • Tax Categories with the corresponding rates. These are important for the management of international products; different tax rates for each country and province and taxation for each type of merchandise. For example, the category 'Clothing' in Italy VAT rate is 22% in Germany VAT rate is 19%, in Spain VAT rate is 21%, for “Food” in Italy VAT is 10% and so on. • Entities, such as serial number, batch number, etc. • Attributes such as ‘size', 'Cut', 'RAM' and so on. • Categories-Attributes, such as 'Sizes US.', 'European Measurements' • All values attributable to each Class of Attributes.

Data Set.

MyShop 2014 manages: • Multiple-Company • Multiple Stores. Each company has its own store/stores. The store/stores can be real and scattered physically in multiple locations, connected to each other via internet, in remote and totally synchronised between them. - WEB, websites that appears in sync with the real web server. - Platforms Amazon, eBay. • Multi-Warehouse. Each store has its warehouse. All stock movements occur in the warehouse of which each store has at least one. • Customers and Suppliers, with company name, accountancy, schedule, tickler.

Documents. Documents have the function of recording stock and financial movements, both actual and forecast, that they can be configured and then created for each type of operation and managing. You can create several types of document according to the needs of management. A Document can be configured as:

• Financial document: as finance transaction • Stock document: as stock movement • Tax document: as Tax movement • Summary document: as summary of other documents. • Customer file, available when the subject is a customer • Supplier file, available when the subject is a Supplier • Stock document, available when the subject is a warehouse of the company.

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An invoice can then act as Financial Document, as Stock document, and as Tax document, or a receipt, for example, will be Financial, Fiscal, Summary or Deposit etc. Each type of document has its own attributions which can be configured as:

• Transaction: in, out, or null. • Level Role, used at the access layer of the User Role. • Action: sales, purchases, transfers, etc. audit (comparable to the voices of an

Accounts Plan). • Availability: Customers, Suppliers, Stocks or Warehouses.

And then, each type of document has its own document attributes, configurable, such as 'Note 3 1,2', 'Transportation Note', 'Hills', 'Weight', 'Volume' and so on. All the Documents part is also linked to the side of the software for any type of the payments which they can be created as:

• Type of payment: Cash, Check, Money Transfer, Credit Cards etc. • Method of Payment:

- Instant Payment - Post-pay Payments: monthly payments, instalments, deadlines, days of activation, etc.

Users.

The users are the users of the software. To access to the software is required a login on the start page. The users can assume the Positions of:

• ADMIN • SETUP

• Other positions created by ADMIN panel such as: - Warehouse - Agent representative - Cashier - Sale Assistant - Promoter - And so on.

Any user other than the ADMIN position can be enabled or not to have access to: • Company ownership • Store • Warehouse • Price list Each user different from the Role of ADMIN may be subject to restrictions or to qualifications procedures which can be configured on ACL (Access Control List). Thus a warehouseman can access to documents in the warehouse but not to the cashier reports, etc.

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The Warehouse.

Warehouse means all traffic in and out of products from a warehouse to the stock in real time. In addition to getting real time stock movements, the software also provides information of the stock movements at a specific date, stock movements within periods of time, or what is expected to happen in the near future. The warehouse provides the traceability of each single product, extracting every single document from which the movement is made. All the Products become filters for reports of stock.

Devices to detect Products.

To easily manage the flow of incoming products, the program manages portable devices for detecting the generation of inventories or lists of products to be used to fill documents or for any management needs. The detection software, designed specifically for MyShop, is installed on devices with Windows Phone that with an active connection, via phone or web, communicates with the database server to provide information of the product and acquire values in real time. It can also work with an internal database, synchronised later to sites with no connection.

The Sale.

Easily and instantly detecting the out/in going of the products, the MyShop program provides two interfaces for counter sales and to synchronise with the Electronic Shopping of the Web Site. The interface of Sale creates a real virtual cashier with all the functions relating to: • Connecting to the cash register receipt to print automatically • Call Product Bar Code • Research products with all filters • Buttons to recall products by categories or common products • Buttons for sale by sale Support or Promoter • Buttons retrieval Customer • Display current account with immediate inventory availability • Simultaneous opening of 16x3 provisional accounts, shared with other cash points and visible from all points of sale • Management drawer with withdrawals and deposits • Discounts and surcharges on multiple item or subtotal • Reversal of accounts or individual articles • Returns of items, refunds • Change the price or quantity of items • Display fidelity card points accrued • Print functions for reports and pre-accounts The advanced Sale interface enables you to generate a list of products on which it is possible to detect availability of stock, previous purchases by the customer, weighted average costs and so on.

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The list can be so addressed to fill a bill, or any bill of sale, or previous bill on budget, or even used for booking or to make reservations for customers. The list of sales can be generated by the portable detection device or from lists previously established, as in the case of lists of school books or menu and so far.

The Electronic Shopping Cart.

The important innovation on sales is the management of the Electronic Shopping Cart or the E-Commerce Website. This is achieved by using the Open Source platform E-commerce, a website with electronic cart written in the same language of MyShop, 2014, MS Visual Studio, and using the same type of database: MS SQL SERVER MyShop 2014 synchronises the database with their own Electronic shopping Cart, thus sending the products with all the features, acquiring customers and their related purchases. The synchronisation can take place in real time as the customer websites are hosted on a dedicated server in a specially chartered WEB FARM, and configured appropriately to the functions of MyShop 2014. MyShop 2014 can be also synchronised to other online sale platforms such as Amazon, eBay. The form E-Commerce is widespread, is multi-language, with tax, shipping and currencies, and allows complete management of electronic shopping cart with different display styles, forms of electronic payment and common shipping arrangements. The user, who creates a product with MyShop 2014, inserts the specifications, the pictures, the prices, etc., and pressing a button, the product becomes immediately available for sale On Line. The Product is continually monitored to furnish the availability in real time (to avoid overbooking and other costly problems) for the purchase and the sell desirable, so as to proceed with the next step such as, for example, the shipment of the product.

Languages.

MyShop 2014 is fully multi-lingual, all interface displays descriptions and labels commands in that language. It can be installed in any language of which there is an online translator, Latin, Eastern, etc., and the software automatically provides to acquire the translated entries and to display them as necessary. The inaccuracies of translation may be corrected on the setup procedure.

Registries Translations.

If you want to expose your products to an international market, you must provide an appropriated translation for the description of the products. MyShop 2014 provides for this by automatic translation functions for:

• Names, short and extended descriptions of the Products. • Names specifications.

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• Names of Merchandise Categories. • Names of the Attributes.

The translated texts are synchronised on the websites for the proper use of them on the pages of the electronic cart.

Fidelity Card.

The program manages the customers’ fidelity card with the accumulation of points or vouchers to a value to be used in stores in real time. This type of fidelity card is called Capital or Circolante (Cash). The server on line with the stock movements and the warehouses permits the use of the card. The cardholder can access the site user MyShop 2014, and verify his position and scores.

Prints.

All reports are generated in MS SQL SERVER REPORT, a method of creating and managing reports rather advanced, where the reports can be customised to the user by using the report generator, MS REPORT BUILDER 2.0 You can print reports using smart filters of:

• Articles and Catalogues

• Inventories

• Labels, price labels, posters, displays, stopper, signs, stickers, front panels to advertise prices or products. The list of products to be printed can be triggered by invoking a single product or those in documents.

Statistics.

The program generates a dynamic sales statistics with the following modalities:

• " ABC “i.e. sale of articles for the period with all filters. • "WhatsApp" or better "how it is going," for the comparison of sales between

periods or between warehouses, with noting daily, weekly, monthly or annually if you are selling more and less than, or for example from yesterday to today, or Monday to Monday, or the first week of October 2010, or October 2011 and so on.

• “SELL IN - SELL OUT “i.e. when ordered, bought, sold and then stocks of the products, with all filters, such as quantities of bought and sold and how many remaining for the 2014 season regarding the brand XXX

Agenda.

The agenda is a summary of the activities of the software and indicates: • Offers. • Products go out of stock during the day or the week. • Products that are expected to go into stock in the next xx days. • Products about to expire. • Amounts of cash in cashier drawer • Etc.

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Addendum A

Some images of the interface

Control Panel

Counter Sale and Cashier Panel

Types of Documents

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Fidelity Card

Products