Sample Screens and Reports
Introduction
0.0 Introduction
0.1 Welcome Screen
0.2 Basic Navigation
Inventory Screens
1.0 Item Form View
1.1 Item List View
1.2 Style List View (with grid)
1.3 Style Form View (with grid, single location)
1.4 Style Form View (with grid, all locations)
1.5 Physical Inventory List View
Department Screens
2.0 Department List View
2.1 Form View
Vendor Screens
3.0 Vendor List View
3.1 Vendor Form View
Purchase Order Screens
4.0 Purchase Order List View
4.1 Purchase Order Form View
Receiving Voucher Screens
5.0 Voucher List View
5.1 Voucher Form View
Customer Screens
6.0 Customer Form View
6.1 Customer List View
6.2 Customer History
Point of Sale Screens
7.0 Sample Receipt Screen
7.1 Sample Tender Screen
7.2 Receipts List View
7.3 Sales Order Screen
Sample Sales Reports
8.0 Z-Out Report
8.1 Invoice Journal
8.2 Tender Reconciliation
8.3 Cashier Performance Report
8.4 On Hand/Sold Last 30 Days
8.5 Sales by Department
8.6 Check In/Out
8.7 SO Deposit Journal
8.8 Store Best Seller by Profit Margin
8.9 Price Points by Department
8.10 Customer Summary
Sample Merchandise Reports
9.0 Department Summary
9.1 Vendor Summary
9.2 Item Summary
9.3 Style Summary
9.4 PO Journal without Item Detail
9.5 Merchandise on Order
9.6 Receiving Journal
9.7 Receiving By Item
9.8 On Hand by Style
9.9 Receiving Vendor Summary – Past 12 Months
9.10 Department On-Hand/Sold/On Order
9.11 Statistics – Vendor Past 12 Months
10.0 Profile Reports
11.0 About Advanced Report Options
INTRODUCTION
This book is a sampling of the screens and reports that make up Retail Pro
®
9 Series.
Retail Pro is designed for consistency of interface. This makes the program easy to learn and navigate. While there are many parts to a retail system,
we can shorten the learning curve by using the same logical, consistent pattern throughout.
Another key quality is flexibility. As you review these sample screens and reports, remember that any of them can be modified to suit your needs.
Retail Pro comes with a pre-set selection of screens, forms, and reports. If your requirements differ, designs and layouts can be revised easily. This
way you can make the system a perfect fit for your specific merchandise and business practices.
Retail Pro is also highly scalable. This means it can match the needs of both small and large businesses, and has no problem growing with your
business.
We hope you enjoy browsing and studying this overview.
Retail Pro
WELCOME SCREEN
Welcome to Retail Pro
The opening or “home” screen of Retail Pro 9
Series has a Main Menu across the top listing
the parts of the system. To enter any module,
select it by touch, mouse, or keystroke.
Down the side is a sub-menu displaying choices
available within the module that is active. The
vertical menu can be placed on the right or the
left of your screen, as preferred.
The central body of the opening screen is a
browser which provides access to other sites or
files if desired.
From wherever you are in the system, you can
always select the Retail Pro button in the upper
right-hand corner to back out one level toward
the opening screen. This simple structure allows
you to travel anywhere in the system easily and
logically.
Select Merchandise to access inventory,
departments or vendors.
Select Purchasing to order or receive goods.
Select Sales for point of sale features.
Select Transfers to move inventory among
stores.
Select Customer
customers
Mgmt
to
work
with
Select Employee
employees.
Mgmt
to
work
with
Select X/Z-Out to run X-Out or Z-Out
reports and open/close drawers.
Select Tools for special functions such as
the design of documents or database
maintenance.
Select Options to change your preferences
or change languages, or add new
subsidiaries.
BASIC NAVIGATION - 0.0
BASIC NAVIGATION
A retail system must let you easily access and
manage several kinds of record groups:

Merchandise (Vendors, Departments,
Inventory
Items
and
Styles,
Adjustments)

Purchasing (Purchase Orders, Receiving
Vouchers, ASNs)

Sales (Receipts, Sales Orders, Check
In/Out)

Customer Management

Employee Management

X/Z-Out

Tools (Document Designer, Technician’s
Toolkit, etc.)

Options (Preferences, Log In/Out, etc.)
In Retail Pro, the navigation for all such groups
is consistent. It is easy to learn and works the
same throughout the system.
In any group, you may want to see an overall
listing, or a detailed view of one record - for
example, a vendor list, or one vendor's record.
Retail Pro lets you toggle between List View (to
see the whole group) and Form View (to see a
single record in the group). This works the same
for departments or vendors as it does for
receipts, or inventory items, or purchase orders.
This page shows the basics that apply to every
screen in the system.
Retail Pro – Return to the
previous screen.
Enter Quick Filter information to
instantly filter the list of records.
New – Start a new record
Print – Print the information displayed on the
screen
Edit – Edit an existing
record
Form View/List View – Switch to List View or
Form View
Cancel – Cancel a new
record or edit in progress
Log On/Out – Log a new user on to the system
(automatically logs the former user out)
Inactivate – Inactivate an
existing record
Review – Review a related report
Copy – Copy information
from the selected record to
a new record
Save – Save changes
The context toolbar is the
user-customizable vertical
bar that can be positioned
on either the left or right
side of the screen. This
toolbar contains buttons
used to access various
program functions. The
buttons and functions
available will change
depending on the program
module you are currently
working in.
BASIC NAVIGATION - 0.1
ITEM FORM VIEW
A Detailed View of a Single Item
Item/Form View allows a detailed look at a
single inventory item. The Page Designer feature
can be used to customize the form layout. You
can add item images, quantity tables, and any
other inventory field that supports your business
needs.

Add item images to instantly see what
an item looks like

Display the next item or previous item in
Form View by pressing <Ctrl+Page
Down> or <Ctrl+Page Up> on your
keyboard

Group the most important
information on a single screen
General information for
the selected item
The quantities grid can
display on-hand,
min/max, sold, received,
and on-order quantities of
the item for all locations.
item
User-defined fields
specific to your business
Switch to viewing another
store’s items.
Tab between an unlimited
number of user-designed
forms.
Add an item image to instantly identify it. A
corresponding style image can optionally be added.
INVENTORY SCREENS 1.0
ITEM LIST VIEW
An Item-by-Item View of Inventory
Item List View displays a customizable view of
inventory. A virtually unlimited number of
screens can be designed by the user, choosing
from a wide variety of information categories.
Available columns of data include:

Four description fields for each item,
plus size and attribute

Six user definable fields and eight
auxiliary fields

Important dates such as last received
and last sold

Identifying codes such as UPC and
ALU

Current quantities for On Hand, On
Order and Sold

Select the Subsidiary whose
items you want to view
Switch to Style View for
information about styles
with size/color grids
Go to the list of
Departments or Vendors
Switch to a different
price level
Over 60 other available fields
This screen is the basic entry point into
inventory. From it, many options are available,
including the Style View screen, the Committed
Items screen, and numerous helpful windows.
Price tags can be quickly and easily printed
from this screen. Inventory On-Hand quantities
for all locations can easily be checked.
Assign the item to a
different subsidiary
Run a profile report to
view key performance
statistics
Enter UPCs
manually or
system-generate
User, database,
and price level info
Current active price
level in inventory
Print tags for the selected
item or the entire item list
INVENTORY SCREENS 1.1
STYLE LIST VIEW
(with grid – all locations)
A Style-by-Style View of Inventory
The Style View List screen displays items of
the same style on a single screen. The grid
layout can display a great deal of information
in a compact format, making entering and
editing inventory items extremely easy.
A list of all styles in
inventory
For example, it is possible to create a brand
new style in inventory with hundreds of
size/color combinations in less than a minute!
Adding new styles to inventory is made even
easier by predefining size/attribute templates
called grid scales.
Switch to the inventory
Item View screen
Quantities for individual locations or the entire
company can be displayed in a style grid. And
not just quantities can be viewed in Style View.
Individual item prices, costs, and margins can
be displayed, too.
Switch the style grid to a
lineal list of style items
Users who prefer the lineal format of the Item
View screen can view styles in this format by
selecting Items, where up to 10 individual
screens can be designed for a fully customized
display.

Fast data entry

Easy-to-read format

Displays entire styles on one screen
Edit attributes/sizes
of the style
Select an individual store
location or the entire
company
The currently selected
style is highlighted and
displayed in the grid
below
Style attributes
Style sizes
INVENTORY SCREENS 1.2
STYLE FORM VIEW
(with grid - single location)
Single-Store Style View
Style grids that display information for a single
store allow you to view detailed information
about a particular style for one particular
store. The style grid can show many different
values for each size/attribute combination,
including quantity, unit price, unit cost, total
price, total cost, etc.

See style information for one store at
a time

View a breakdown of the in-stock
value of the displayed style

Compare the item price, cost, and
margin information of each size and
attribute
Style information displayed
in Form View
Display an image
associated with the style
Run a profile report showing
performance statistics for
the style items
Price and cost
information for the style
The bottom pane can
display a list of items in the
style or the style grid
INVENTORY SCREENS 1.3
STYLE FORM VIEW (with grid - all locations)
The All Locations Style Grid
Style grids that display item information for all
inventory locations are specially formatted to
provide clear, concise information. The grid
includes extra cells to display values for each
location, and subtotal rows sum the values for
each size/attribute combination.

See style information for all inventory
locations at once

Locate items that can be transferred
from one location to another

Compare item price, cost, and margin
information between stores
Each style is defined by its
DCS Code, Vendor Code,
and Description field(s)
Run a profile report for the
style, showing key
performance statistics (Turn,
GMROI, Stock/Sales etc.)
Return to Item View
Select to display
information for all stores or
a single store
Large sizes may have
different costs and retail
prices within any grid
Right-click anywhere in the
grid to select from more
than 20 values to display
INVENTORY SCREENS - 1.4
PHYSICAL INVENTORY LIST VIEW
A Module for Conducting Physical Inventories
The Retail Pro Physical Inventory module
simplifies the physical inventory process,
helping Retail Pro users manage and record PI
information in a fast and efficient manner. You
can start physical inventory files recording the
current On Hand quantities for single or
multiple store locations, conduct physical
counts of merchandise and record these
counts, review and edit counts for accuracy,
and update inventory quantities.

Choose from three different methods
of recording physical counts
information: by manual entry, by
portable terminal (including palm type
devices), or from a file provided by an
inventory company

Record physical counts for a multistore location such as a warehouse

Print reports of physical inventory
information, including a report of
shortages and overages

Able to filter by department, vendor,
style, etc. for specific counts
Scan Qty: The number of
items physically counted
by store employees or an
inventory company
Discr Qty: the
discrepancy between
items recorded as on
hand and items
physically counted
Item information: item number,
department code, vendor code,
style description, attribute, size,
price, and UPC
Start Qty: the number of items
recorded as on hand in Retail Pro
when the physical inventory file for
this store was begun
INVENTORY SCREENS - 1.5
DEPARTMENT FORM VIEW
A Module for Organizing Your Merchandise
In most retail operations, related merchandise is
grouped together in departments, manageable
categories created to aid in inventory control
and the monitoring of sales performance. Retail
Pro allows users to create a virtually unlimited
number of categories, each defined by a unique
combination of department, class, and subclass
codes. Retailers define departments according to
their individual planning and budgeting needs,
grouping categories in a manner to get the most
useful sales comparisons and consolidated
information on reports.
Each Department is identified by its
DCS Code, consisting of
Department, Class, and Subclass
Departments used for
seasonal merchandise can be
inactivated when not used
Assign an allocation
pattern to the
department to
automatically
allocate department
items among stores
The Department Form View screen displays
detailed information for a single department.

Three-tier department code allows for
easy and efficient filtering to locate
specific categories of items

Quickly add, edit, or print department
records directly from the Form View
screen

Use specialized department reports to
monitor sales performance and plan
future buying decisions
Perform SRO
analysis to see
updated sold,
received, on-order
quantities
Pre-defined margin or
markup percentages
ensure accurate pricing
Run a profile report to view
key performance statistics
Quickly switch to the
list of vendors
DEPARTMENT SCREENS 2.0
DEPARTMENT LIST VIEW
A Record-by-Record View of Departments
Users can scroll through their entire department
file on the Department List View screen. The
fields on this screen are user-designable and the
columns can be placed in any order.

The list of departments can be sorted by
DCS code or full DCS name

Easy-to-read format for added clarity

Quickly view records for
departments on a single screen

Profile reports showing
performance statistics
Use the Quick Filters to
quickly filter the
department list
Use Filtered View to locate
department records that
match specific criteria
several
department
Select to hide/display
inactive records
Use scrollbars to easily
move through department
records
DEPARTMENT SCREENS - 2.1
VENDOR FORM VIEW
A Module for Vendor Records
Retail Pro's vendor module maintains records of
each vendor from whom a retailer purchases
merchandise, including their contact data,
payment terms, and other pertinent information.
As you assign a vendor code to each item
defined in inventory, Retail Pro tracks the
merchandise per vendor as it is ordered,
received, transferred, and sold.
Enter payment terms, trade
discounts and a default
lead time for the vendor
Enter information for your
contact person with the
vendor
The Vendor Form View screen lists detailed
information for a single vendor record. The
layout can be designed as the user wishes.

Authorized users can easily add, edit,
and delete vendor records as necessary

Vendor accounting information can be
exported to an external program using
the Retail Pro Accounting Link (future
release)

Records and labels can be printed
directly from the vendor screen
Access vendor history to
view vouchers and
purchase orders related to
the selected vendor
Run a profile report to view
key performance statistics
for the vendor’s items
Launches your E-mail
service with a new
message addressed to the
vendor
Enter optional notes
about the vendor
Access the Retail Pro
Departments module
VENDOR SCREENS – 3.0
VENDOR LIST VIEW
A Record-by-Record View of Vendors
The Vendor List View screen displays all vendor
records in an easy-to-read lineal format. This
lineal list can be accessed when creating most
new documents, allowing users to choose which
vendor to reference on the document.

Records can be sorted by company
name, vendor code, or contact's name

Numerous vendor records
displayed on a single screen

Users can easily access a number of
other windows and modules from this
screen, including inventory, vendor
history, and departments.
can
Use the Quick Filters to filter
the Vendor list.
Vendor Codes and Names
Action buttons enable you to switch to
Form View, copy a record, or print a
record or the entire vendor list.
be
Tab between unlimited
number of tabbed pages.
VENDOR SCREENS – 3.1
PURCHASE ORDER FORM VIEW
A Module for Planning, Placing, and Tracking Merchandise Orders
Purchase orders (POs) are temporary documents
used to keep track of merchandise on order.
POs allow you to report on a vendor's
performance
-late
or
short
shipments,
substitutions, etc. A full range of PO reports is
available, including projected cash requirement
for merchandise on order, fill status, vendor
summaries, and many more.
PO Number
Merchandise will be
shipped to this store
Vendor from whom the
merchandise is being ordered
Last date when activity
occurred on this PO
POs can be sent via EDI (Electronic Data
Interchange) to any vendor that uses the EDI
service.
Quantities ordered,
received, and due
The PO Form View screen displays detailed
information about a single purchase order.

POs can be made at the Main station or
remote locations

POs can be easily referenced on
receiving vouchers when recording the
receipt of ordered merchandise

Print tags for the items
listed on the PO so
they are ready when
the merchandise
arrives
Tracks substitutions, back orders, and
fill status
Quantities ordered,
received, due, and the
Unfilled % for the entire PO
Generate a transfer order if
items are being ordered for
multiple stores
PURCHASE ORDER SCREENS – 4.0
PURCHASE ORDER LIST VIEW
A Record-by-Record View of Purchase Orders
The PO List View screen displays a list of all
active purchase orders. This list can be sorted
by a number of different fields, including PO #,
vendor code, and order date.

Easily locate a specific PO

Print POs instantly from the List View
screen

Customize screen layout
Use the Quick Filters to
quickly filter the list of
purchase orders
Use the Copy feature to
quickly create a new PO by
copying an old one
Displays the
currently selected
PO in Form View
Sort the list by Unfilled
% to see those POs that
still have a remaining
quantity due
Assign an allocation
pattern to the items
on a PO
Destination store for the
ordered merchandise
PURCHASE ORDER SCREENS - 4.1
RECEIVING VOUCHER FORM VIEW
A Module for Recording Merchandise Received into Inventory
Receiving vouchers are an essential part of
inventory control because they permanently
record every item that is added into inventory.
POs can be referenced
to make listing items
easy and automatic
Key dates, including the date
the voucher was created, last
edited, and reviewed/approved
Items listed on a receiving voucher are added to
inventory quantities when the voucher is
updated.
For convenience and flexibility, a voucher can be
created in four ways:

Referencing a purchase order

Scanning the item identifier codes of
received items with a bar code scanner

Selecting
screen

Manually entering the item numbers
items
from
the
Enter any discounts, freight
charges, or fees associated
with the shipment
inventory
Optionally spread freight,
taxes, and discounts across
the item cost
Use a one- or two-step
approval process to mark
vouchers reviewed and/or
approved
RECEIVING VOUCHER SCREENS – 5.0
RECEIVING VOUCHER LIST VIEW
A Record-by-Record View of Receiving Vouchers
The Receiving Voucher List View screen is a
customizable lineal view of receiving and
return vouchers created within the current
month. Users can easily change to a previous
month's file to view earlier vouchers.
To allow retailers to maintain the most
accurate and up-to-date records and inventory
information, Retail Pro provides the ability to
edit and even reverse former vouchers. Thus
one can complete vendor payment information
once the vendor's invoice has been received,
or correct inaccuracies on former vouchers.

The list of receiving vouchers can be
sorted by several different fields,
including voucher number, date, and
PO number

For added inventory control, vouchers
created at remote stations can be
automatically updated upon polling to
the Main, or can be reviewed and
updated manually

Users can set their system to
automatically update the inventory
cost of an item if the current inventory
cost differs from the cost on a voucher
A voucher can be reversed, if
necessary, to correct incorrect
quantities received
Enter a voucher number or
range of numbers to quickly
locate a specific voucher
Vouchers can be placed "on hold."
Held vouchers will not affect
inventory quantities until they are
unheld and updated
Generate a transfer order
that plans the transfer of
the items being received
RECEIVING VOUCHER SCREENS - 5.1
CUSTOMER FORM VIEW
A Customer Database Containing Unlimited Number of Records
Customer records contain information on
individual customers, including name, address,
company, phone number, last date of purchase,
credit information, and up to eight user-defined
fields. Retailers can easily track customer
purchasing and contact information, and assign
specific price levels or discount percentages to
individual customers.
Enter basic customer
information quickly and easily.
The Customer Form View screen displays
detailed information for one customer at a time.

Tracks customer information

Allows users to add or edit customer
records at point of sale

Customize your own information fields
and codes
Assign a default discount
% to be suggested on all
purchases by the customer
Enter birth date, favorite
brands and other information
using user-defined fields.
Assign an image file to
identify customers visually
Assign the customer to a
specific tax area
All aspects of customer history and data can be
used as filters to create selective call-up lists or
mailing labels for marketing purposes.
Run a Customer Profile report to view
sales information for the customer for up
to two date ranges.
CUSTOMER SCREENS – 6.0
CUSTOMER HISTORY
Instantly Access a Customer's Sales and SO History
The Customer History Screen provides a
convenient record of an individual's sales
history,
displaying
both
detailed
and
summarized information of sales activity over a
user-defined time period. Users can also
display a customer's SO history: a list of the
active sales orders for that customer.
Top area summarizes information
for all sales and return receipts in
the specified time period
Cycle back and forth through
the customer list, viewing
each customer’s sales history
This information can be printed for records or
reference.

Information is broken down into a
variety of formats and summaries

Access three separate panels
information on a single screen

Customize the layout of each panel
of
Access customer's sales order
history
Displays a list of all sales
and return receipts for the
customer
Item information captured at Point of
Sale can later be referenced for
marketing purposes
CUSTOMER SCREENS – 6.1
CUSTOMER LIST VIEW
The Customer List screen displays all customer
records in lineal view for easy finding, sorting,
and reference.
This list can be accessed directly at point of sale.
For quick lookup, the customer file can be
sorted by customer's last name, company,
phone number, or any of the user-defined fields.
Use the Quick Filters to locate
a particular customer
Customer records or mailing labels can be
printed for individuals, selected customers, or
the entire database.

Quickly view a
customer records
compact
listing
of

Easily locate particular records using the
Quick Find window or Filtered View

Add and/or edit screens for a fully
customized display
Specify which mode of
communication the customer allows:
e-mail, phone, and/or postal mail
Displays key data, including
number of visits, total sales,
average sale $ per
transaction, and month-todate sales
Access customer's sales and
sales order history
Print a shipping label for
the selected customer
Shows “Global” customers
(customers available at all
subsidiaries)
Define multiple tabbed pages to
hold specific types of information
Launches the e-mail editor with a
new message addressed to the
selected customer
CUSTOMER SCREENS 6.2
SAMPLE POS RECEIPT SCREEN
POS Receipt Screen
Retail Pro comes with many different POS
screen layouts to choose from. Retail Pro POS
screens can also be user-designed to be as
simple or sophisticated as needed. Retailers
wanting uncomplicated screens suitable for
high volume stores can choose or create
screens with minimal fields and a simplified
interface.

Easy selection
lookups
and

Bar code scanning capabilities for fast
and accurate POS activities

Consistent, easy-to-learn interface

Customer contact data, credit status,
history, and preferences

Detailed merchandise information

Cashier,
Sales
commission data
Reference a sales order to
bring the SOs information to
the receipt
The items being purchased can
be listed by scanning, manually
entering an item identifier, or
choosing from inventory
merchandise
Associate,
Easily place a receipt on
hold while you perform
other sales
Key document information
automatically recorded
and stored in database
Easily access the
Tender screen
and

Discounts and reasons

Marketing data, comments and notes
on the sale
Generate a sales order,
if one needs to be
created
Enter a separate Ship To
customer, if necessary
Retail Pro automatically calculates the
appropriate tax amount - including city,
county, state and luxury or special tax
POINT OF SALE SCREENS – 7.0
TENDER SCREEN
Tendering Sales Transactions
The tender screen is accessed when the body of
the receipt is complete. Retail Pro does all
calculations automatically, such as amounts due
and change to be given. The system can
manage payment by any of numerous methods:
cash, check, credit card, gift certificate, store
credit, etc. Retail Pro easily handles split tender
sales and multiple credit cards for a single
receipt.

Can be set up to handle international
and multiple currencies as tender

Displays all information needed to
complete a transaction in a single,
compact screen

Can print gift receipts for any or all
items being purchased
List of available tender types
is defined by user to include
as many/few as needed
As each tender is received,
the Amount Due is
automatically updated
Information such as
Check or Gift Certificate
#s are displayed in the
Comment field
Click to view details of the
selected tender, or to delete
POINT OF SALE SCREENS – 7.1
RECEIPTS LIST VIEW
A Record-by-Record View of Receipts
The Receipts List View screen is a customizable
lineal view of all receipts made in the current
month. Users can easily change to a previous
month's file to view older receipts.

Locate receipts in the current file by
receipt number or customer name

Display receipt information in an easyto-read format

Use the Quick Filters to
quickly find a specific receipt
or range of receipts
Display the selected receipt in
Form View
Select to filter the list by a
specific date range
Add, remove, and/or move columns for
a completely customized view
Select to “pop” the cash
drawer
The type of receipt: Regular
(sales), Return, Lost Sale, or
Hi-Security
POINT OF SALE SCREENS – 7.2
SAMPLE SALES ORDER SCREEN
A Tool for Recording Planned Purchases
Sales Orders (SOs) are temporary order
documents that record planned future sales and
keep track of deposits paid toward those future
purchases. These versatile documents can be
used for a variety of purposes, including
layaways, special orders, and gift registries.
They are updated each time a payment is made
or an item is delivered and invoiced.

Information about the
customer for whom the sales
order is being made
Key dates, including the order
date, a shipping date, and
cancel date
Offers five different types of sales
orders to fit a variety of retail situations:
Take deposits for the
sales order
Customer order
Layaway
Special order
Store registry
Generate a receipt that
records the sale of the
merchandise on the SO
Company registry

Tracks each payment, date, and tender

Allows merchandise gift lists to be
available at multiple stores through the
use of company registry SOs
The amount of any deposits
and the remaining balance due
If the merchandise on
the SO needs to be
ordered from a vendor,
generate a PO directly
from the SO
Full deposit history shown on
separate page
Enter a shipping amount and
discount
POINT OF SALE SCREENS – 7.3
ABOUT BASIC REPORTS
As retail actions are performed, Retail Pro builds a detailed history of each event. Analysis of this history then provides the basis for merchandising decisions.
Retail Pro comes with a library of predefined reports. Any report can be run for any date range, or modified to suit the user.
Most retailers have a few favorite reports. These can be selected to run automatically as a group at scheduled times or following specified events. The reason for the wide
range of reports available in Retail Pro is to give each user just those reports needed to support a particular business and management style.
There are four types of predefined report formats in Retail Pro:
Journals are listed directly from documents, such as receipts, purchase orders, or receiving vouchers, for any time period. An example would be a list of receipts for the
month.
Merchandise Reports analyze sales and on-hand relationships for selected time periods, such as the current month compared to the same month last year. They serve
the purpose of evaluating merchandise performance.
Summaries are reports that summarize history by any dimension, such as department, vendor, sales associate, customer, item, size, hour of the day, etc. These include
"best sell" reports.
Lists and Labels provide lists of customers, vendors, departments or employees selected by the user. They can be printed in label format for mailing purposes.
Each area of retail activity, such as Sales or Purchasing, has a variety of ready-to-use report designs. The design of a report determines the overall look of the report,
information to be included, arrangement of data, etc. Designs can be modified or created from scratch. A number of predefined filters are also supplied. A report filter
determines what information is included or excluded for that report, such as one department or a region of stores.
Report options and filter criteria can be predefined, with the flexibility to modify them at runtime. Predefined formats save time and also ensure accuracy and consistency,
especially if you are setting up the report to be run by others.
The following page lists reports available in Retail Pro 9 Series. For multi-subsidiary users, several of the reports have companion reports that display data by Subsidiary.
ABOUT BASIC REPORTS
LIST OF AVAILABLE BASIC REPORTS
Journal Reports
Merchandise Reports
Supplemental: Lineal – Dept On Hand/Sold
Sales: Department Summary
PO: Journal Ranked by Unfilled Status
On-Hand/Sales: By Item Last 30 Days
Supplemental: Lineal – Item On Hand/Sold
Sales: Dept Best Sell by Retail – Top 50
PO: Journal with Item Detail
On-Hand/Sales: By Item Last 30 Days by Sub
PO: Journal without Item Detail
On-Hand/Sales: By Style Last 30 Days
Summary Reports
Sales: Hourly Summary
PO: Projected Cash Requirements
On-Hand: By Item Last 30 Days
Adjustments: Cost Changes
Sales: Item Summary
Receiving: Voucher Journal
On-Hand: By Item By Subsidiary
Adjustments: Markdowns by Department
Sales: Item Summary by Serial Numbers
Sales: Canceled? Discarded Receipt Journal
On-Hand: By Style
Adjustments: Price Changes
Sales: Monthly Summary
Sales: Cash Drop Journal
Receiving: By Item Last 90 Days
Adjustments: Quantity Changes
Sales: Price Points by Department
Sales: Receipt Journal
Receiving: By Style Last 90 Days
Check In/Out: Chronological Report
Sales: Price Points by Style
Sales: Receipt Journal by Subsidiary
Sales vs Receiving vs On Order vs On Hand by Item
Check In/Out: Shift Report
Sales: Size Summary
Sales: Receipt Journal with Serial Number
Sales: By Dept Last 7 Days vs LY
Inventory: On-Hand Summary
Sales: Best Sell by Profit Margin
Sales: Reversed Receipt Journal
Sales: By Dept Last 7 Days vs LY by Subsidiary
Inventory: Price Levels Summary
Sales: Store Summary
SO: Deposit Journal
Sales: By Dept Yesterday vs Same LY
Inventory: Totals Summary
Sales: Store Summary by Price Level
SO: Deposit Journal with Details
Sales: By Item (Dept) YTD vs Same LY
PO: Merchandise on Order - Dept
Sales: Style Best Sell by Units – Top 25
SO: Layaway Journal
Sales: By Item (Vendor) YTD vs Same LY
PO: Merchandise on Order – PO#s
Sales: Style Summary
SO: Past Due Layaways
Sales: By Style Last 6 Months vs Same LY
PO: Merchandise on Order - Vendor
Sales: Style Worst Sell – Bottom 50
SO: Unfilled SO Journal
Sales: By Style MTD vs Same LY
PO: Status
Sales: Tender Reconciliation by Day – MTD
TO: Planned Transfers
Sales: By Style YTD vs Same LY
Receiving: Vendor Summary Past 12 Months
Sales : Vendor Retail – Top 25
Transfers: Slip Journal
Sales: No Sale by Dept – Last 90 Days
Sales Target by Employee
Sales: Vendor Sales vs Returns Summary
Transfers: Unverified Slips - Mated
Sales: No Sale by Vendor – Last 90 Days
Sales Target by Subsidiary
Sales: Vendor Summary
Sell Thru by DCS
Sales Target by Subsidiary by Store
SO: Committed Merchandise
List Reports
Sell Thru by Style
Sales Target by Subsidiary by Store by Employee
SO: Fulfillment
Customers: Address List
Sell Thru by Vendor
Sales Target Summary
Statistics: Department Last 12 Months
Customers: Address List – Sorted by Postal Code
Statistics: Sales by Dept Last 12 Months
Sales: Associate Best Sell by Retail
Statistics: Items by Department Last 12 Months
Customers: Postal Code Count
Statistics: Item Sales by Dept
Sales: Associate Performance Report
Statistics: Items by Vendor Last 12 Months
Customers: S/C and Last Sale Date
Statistics: Item Sales by Vendor
Sales: Associate Summary
Statistics: Vendor Last 12 Months
Departments: All Information
Statistics: Item Turn vs On Order
Sales: Cashier Performance Report
Transfer: Department Summary YTD
Employees: List
Supplemental: Flex Grid – Store On Hand
Sales: Customer Best Seller – Top 100
Transfer: Item Summary
Vendors: List
Supplemental: Grid – Items On Hand/Sold
Sales: Customer Summary
Transfer: Vendor Summary
Supplemental: Grid – Items On Hand
Sales: Day of Week Summary – This Month
Sales: Discount Summary
Z-OUT (end of day)
Z-Out reports are semi-permanent records of
POS activity, typically generated when closing
out the cash drawer at the end of a shift. A
Z-Out report includes a breakdown of net sales,
cash flow, discounts and fees, and optional lists
of non-currency media.

The date and time the Z-Out report was
run

Filter criteria for store, station, receipt
date/time, workstation, and cashier

Gross sales, returns, and net sales

Calculation of cash flow (cash, store
credit, credit card slips, etc.)

User defined fees are recorded and
reported

Any discount taken at POS is recorded
and reported

Receipt counts

Cash drawer closing currency counts are
recorded and reported

Dollar amount paid in according to
manual media counts
Subsidiary, Store,
Station and
Workstation
Range of
receipts included
in report
Store credit,
charge, COD,
gift certificate
and deposit used
amounts
Date and time the
Z-Out report was run
Sales, returns, and
net sales, with
breakdowns of tax,
shipping and fees
Global and item
(undefined)
discounts
Paid in and paid
out totals
`
Breakdown of
individual
currency counts
Amount over or
short, and the
total deposit
amount
SAMPLE BASIC SALES REPORTS – 8.0
RECEIPT JOURNAL
A sequential list of all sales receipts issued at a
store or station, including the cashier's name
and all discounts, taxes, fees, and totals.
Includes Total amount of all fees listed
Store number
Date and time each
receipt was created
Total units sold
on each receipt
Retailers can use this report for a review of
receipt transactions over any time period.
Cashier
Item information
Extended price
SAMPLE BASIC SALES REPORTS – 8.1
TENDER RECONCILIATION REPORT
(by day)
This report provides a daily breakdown of tender
amounts (cash, check, Amex, MasterCard, Visa,
etc.) received. It displays totals horizontally by
day of the month and vertically by tender type.
It is used to reconcile receipts for the month and
can be run for company, store, or workstation.
Pie graph shows portion
of each tender type
included in total sales
The percentage and
amount of each tender
type included in total sales
Breakdowns of each
tender type and each
major credit card type
SAMPLE BASIC SALES REPORTS – 8.2
CASHIER PERFORMANCE REPORT
This report shows how each sales associate has
performed over a given period, including hours
worked, number of sales, number of units sold,
gross dollar amount sold, discounts given, gross
profit, and average units per sale. It provides
instant analysis of sales associate effectiveness
and productivity.
Shows each cashier’s activity both
within assigned shift and outside
Total units sold
Total sales amount for
the employee
Total sales
transactions for the
employee
Total discount amount
given by this associate
Totals for all
employees
SAMPLE BASIC SALES REPORTS – 8.3
ON-HAND/SOLD BY ITEM LAST 30 DAYS
A summary of units and dollars sold and on
hand for each department and store. This report
can be helpful when making purchasing or restocking decisions.
Bar graphs show the top five items in
terms of total quantity sold and total
sales amount for the past 30 days
Current on-hand
quantity at each
store and the entire
company
Total extended
price of items
sold at each
store and entire
company
Item’s Department
and Vendor Code.
Item description
SAMPLE BASIC SALES REPORTS – 8.4
SALES BY DEPARTMENT
Net sales quantities per date ranges defined for
this Net sales quantities for the department for
the past seven report same seven days last year
days Extended price for items sold per
department for the past seven days
Bar graphs show top 5
departments by quantity
sold and sales amount
Extended price of
sold items in the
department
Totals for all departments
Quantity sold
SAMPLE BASIC SALES REPORTS – 8.5
CHECK-IN/CHECK-OUT REPORT
This report lists check in/out times for each
employee as well as hours worked before, after,
and within the designated shifts. It also lists
overtime hours and absences.

Pinpoints check in/out irregularities

Calculates regular and overtime hours

Displays check in and check out times
Statistical breakdown of employee
activity for selected period.
SAMPLE BASIC SALES REPORTS – 8.6
SO DEPOSIT JOURNAL
SO Deposit Journal
The SO Deposit Journal list each sales order
deposit made during the specified date range.
The report includes:

The type of sales order

The date the order was placed

The date the order was shipped

The total of all deposits

The remaining balance due on the order
SO Number
The type of sales order: customer
order, special order, layaway, store
registry, or company registry
Total amount of
the sales order
The customer for
whom the sales order
was made
Amount of any deposits
made for the sales order
Total amount of all sales
orders in the report
SAMPLE BASIC SALES REPORTS – 8.7
STORE BEST SELLER BY PROFIT MARGIN
This report lists the stores, ranked by extended
margin amount. This is useful as an alternative
way of judging store profitability, rather simply
by total sales.
Store number
Total units sold
Total price of all sold
items
Discount amount
Extended margin
amount and percent
Totals for all stores
SAMPLE BASIC SALES REPORTS – 8.8
PRICE POINTS BY DEPARTMENT
The Price Points by Dept report displays the
price of every item sold over a selected time
period and the number of items sold. Price
points--thresholds at which consumer behavior
changes--are useful tools when determining
whether or not to make price adjustments.
Department code is
the primary sort
element
High or low quantities sold at a
given price point can help zero
in on the optimal price
Margins at each price point
give yet another indicator
of optimal pricing
SAMPLE BASIC SALES REPORTS – 8.9
CUSTOMER SUMMARY
The Customer Summary report provides
information about how much merchandise is
being sold (and returned) by customers.
Included in the report is the extended price of
purchases, discounts, extended cost, and margin
information.
The Qty Sold can tell you
whether or not the customer
is a frequent shopper
See which customers are
buying the most profitable
items
SAMPLE BASIC SALES REPORT – 8.10
DEPARTMENT SUMMARY
The Department Summary report lists
department performance displays sales totals for
the defined period. In this example,
departments are sorted alphabetically. Sales
information displayed includes units sold,
extended cost and price, and margin
information. This report is useful for allocating
floor space to profitable departments, among
other uses.
Line graph shows
trend in total sales
Margin information
for each Department
Department code
Number of items sold for
this Department
SAMPLE BASIC INVENTORY REPORTS – 9.0
VENDOR SUMMARY
This summary report shows units sold, cost,
price and margin information by vendor for a
defined sales period. Vendors can be ranked by
margin or any element included in the report.
This type of report is useful for identifying the
best or worst vendor performance or for
displaying vendor discounts, profits, or total
sales. This report is useful for evaluating sales
performance per vendor as a guide to most
cost-effective buying.
Quantity sold for each vendor
Total discounts for each vendor
for the defined period
Line graphs show sales
trends for top 10 and
bottom 10 vendors
Total price of all items
sold per vendor
(including discount)
Total quantity sold
for all vendors
Total extended price, cost, and margin
of all items sold for all vendors
SAMPLE BASIC INVENTORY REPORTS – 9.1
ITEM SUMMARY
The Item Summary report displays detailed sales
information at the item level, sorted by
department. This report is useful in determining
the best selling items within a style, for instance,
if one size or color is more popular than
another.
Bar graphs show the top 10
and bottom 10 selling items
Key item identifiers: DCS Code, Vendor Code,
and Desc 1, as well as size and attribute
Total quantity sold
Extended price, cost, and margin
of the item’s sold quantities
SAMPLE BASIC INVENTORY REPORTS – 9.2
STYLE SUMMARY
The Style Summary report displays detailed
sales information at the style level, sorted by
department and vendor code. This report is
useful in determining the best selling styles.
Bar charts show the top five
and bottom five styles by sales
Quantity sold
for each style
Each style is defined by its DCS
Code, Vendor Code, and description
Extended
price and cost
Totals for all styles
SAMPLE BASIC INVENTORY REPORTS - 9.3
PO JOURNAL (without item detail)
This is a summary of all POs issued for shipment
to a selected store, including quantity of items,
price and cost, and quantities received or due to
be received.
PO Number
Ship date: estimated
date of shipment for
ordered items
Quantity ordered on
the purchase order
Total cost of
the order
Number of items still
to be received
SAMPLE BASIC INVENTORY REPORTS – 9.4
MERCHANDISE ON ORDER
A report displaying merchandise items on order,
received, and due, sorted by department. This
report is a useful tool to help determine short
shipments or outstanding quantities due past
their cancel date. Users can also locate POs that
have been filled and that need to be deleted in
Retail Pro.
Vendor code
Quantity ordered on
the purchase order
The number of the
purchase order on
which the items are
on order
Quantity
remaining due
Total quantity ordered,
quantity due, and
extended order cost
SAMPLE BASIC INVENTORY REPORTS - 9.5
RECEIVING JOURNAL
A receiving voucher summary by vendor,
voucher number, cost, price, and margin
percent. This report is useful for rapidly
reviewing the volume of merchandise received
from vendors for any time period.
Vendor code for the
vendor from whom the
items were received
Store where the items
were received
Date the items were
received and the receiving
voucher was created
Total cost of dollars of
items received
Quantity ordered
Order cost, per unit
SAMPLE BASIC INVENTORY REPORTS - 9.6
RECEIVING BY ITEM
This is a detailed report by department showing
what items (with color and size) have been
received in the last 90 days. Units, cost, price,
and current margin are reported for each item.
This useful report allows retailers to review the
details of recent inventory expenses.
Bar charts show the top
10 received items by price
and quantity received
Date and time the
report was run
Extended price of
received items
Received cost, per unit
Item identification
information
Store where the
items were received
Subtotals for quantity, extended price,
and extended cost for this style
SAMPLE BASIC INVENTORY REPORTS - 9.7
ON-HAND BY STYLE
A breakdown of on-hand styles in units and
dollars for each store, sorted by department.
This report is beneficial for spot checks of
inventory or for knowing the total amount of
inventory that is on-hand by location.
Bar chart shows top 10 styles in terms of
on-hand quantity and extended cost
On-hand quantity at each store and
the entire company
Extended cost of the style items at
each store and the entire company
Average unit price at which
style items were sold
Average unit cost at which style
items were sold
SAMPLE BASIC INVENTORY REPORTS - 9.8
RECEIVING: VENDOR SUMMARY PAST 12 MONTHS
An analysis report to determine performance of
items by showing the last date received and
sales information. This will help in determining if
an item is still performing at a viable rate.
Vendor code
Totals for all vendors
Total number of units received from the
vendor during the specified period
Total cost of units received from the
vendor during the specified period
Total extended price of
units received from the
vendor during the
specified period
SAMPLE BASIC INVENTORY REPORTS - 9.9
DEPARTMENT ON HAND/SOLD/ON ORDER
A summary of units by department, showing onhand, and sold for each department and store.
This report provides an overview of which
departments have been selling the most and can
be helpful in allocating floor space and making
purchasing decisions.
Beneficial in analyzing different
performance by department.
Min, max, average,
and sum information
stores'
The average cost at which
the department’s items
were sold
Total sales for the
department’s items
during specified period
Current on-hand
information for each
department at each store
Total units sold for each
department at all stores
SAMPLE BASIC INVENTORY REPORTS - 9.10
STASTICS – VENDOR LAST 12 MONTHS
Statistics – Vendor Last 12 Months
The Statistics – Vendor Last 12 Months report
gives you a quick snapshot of the performance
of each vendor’s merchandise.

Total quantity sold by each vendor

KPI statistics including Turn, GMROI,
and Stock/Sale

Last received and last sold dates
Date a shipment
was last received
by the vendor
Turn by quantity
Total quantity sold by all
vendors in the report
Gross Margin Return
on Investment
Stock to Sale
Date the vendor’s
items was last sold
SAMPLE BASIC INVENTORY REPORTS – 9.11
PROFILE REPORTS
Retail Pro can generate reports on the key
statistics of retail merchandising for items,
departments, and vendors.

Turn = Rate of sale, expressed as the
number of times per year one's average
on-hand inventory is sold (turns over).

Sell-Through % = The percentage of
available inventory that has sold.

GMROI = Gross Margin Return on
Investment. The annualized dollars of
margin earned for each cost dollar
invested. (If one held $5,000 at cost
and made $7,500 in margin, the GMROI
on that item would be $1.50.)

Days of Supply = How long current
stock will last at current rate of sale.
Pivot the report data by
month, store, or statistics.
Select up to two
date ranges.
Profile reports display key statistics such as Turn,
GMROI, and Days of Supply to help you judge item,
vendor, and department performance.
PROFILE REPORTS – 10.0
ABOUT ADVANCED REPORT OPTIONS
A key Retail Pro feature is the ability to modify and design reports. Users can make and save report designs to suit individual needs, and display exactly the desired amount, type, and appearance of data.
Among Retail Pro user options are the following:

Place report columns in any order

Choose portrait or landscape printing

Export report data to programs such as Notepad®, Excel® or Crystal Reports

Assign a user-defined name and title to any report

Design data filters to control exactly what data is included in a report

Assign security levels to reports so that only appropriate users can access them

Determine which fields and elements will be displayed on a report

Define a sort order that consolidates the information in a desired pattern

Define a ranking element to display values in ascending or descending order

Access data from multiple categories (e.g. on-hand, net sales, layaways) on a single report And much more!
ABOUT ADVANCED REPORTOPTIONS 11.0