Order Entry Qs

I'm trying to think of a workaround for getting the data from 3 different Point of Sale systems into my GL. I currently use a cumbersome and fragile system of spreadsheets and it's time to move on...
What I'm contemplating is 'selling' the summary data from the POS reports using the Order Entry module, but before I go ahead and buy the thing only to find it won't do what I want I thought I'd ask a couple of questions....
1. If I use price list only (no point in maintaining an inventory) can I attach items to GL numbers?
2. Can I attach a sales clerk to each transaction?
3. Can I pull reports by sales clerk?
4. Can I attach a GL department to a sale?
5. Can I pull reports by GL deparment?
6. Does this idea sound like I'm on crack?

Thanks for your input!

Hi Hugh

6. Yes

Only kidding. Before you look at OrderEntry, I would suggest starting with Adagio Invoices. OrderEntry only imports "orders" which then have to be invoiced. Invoices imports invoices.

They both have their pros and cons. My initial thought based on what you want to do is that Invoices has more of the pros you are looking for.

Steve

Thanks for the quick response! I'll do some looking at invoices although with the same queries in mind as to whether I can 'direct' how the 'sales' behave when they are imported into the GL...

Hi Hugh,

It's not clear you even need Invoices. You can import transactions directly into Ledger, defaulting the department on the import if your file doesn't include it. The first stage in this exploration is to determine what your POS systems are capable of sending to the outside world. The next stage is to decide what type of reporting you are looking for.

Hugh,

To add to what Andrew said, I worked with a client that had Adagio GL and AP for the back end accounting in a Hotel with a fairly old front end POS system. And even that software provided a sales report in a text format export. A macro was created to make it into a daily batch import into the GL that only required the operator to export the sales report. GL picked it up automatically on log in.

I have 3 Point of Sale systems, Hotel Management, Food & Beverage and a Retail Liquor store. Only the hotel software will produce flat files and it's the lowest transaction volume.

I have 2 objectives I need to accomplish. 1. I need to reconcile each sales clerk's cashout against their sales and 2. I need to accumulate their sales, taxes and tender received by GL account/Department for import into the GL.

I also need a pause between the data entry and the GL posting for review because there are a lot of small reconciliations that must take place before it's ready to go.

It sounds like a job for Excel but the data entry folks can be a bit ham fisted from time to time and are happy to 'save as' something with a different name and put it on their desktop instead of the server, etc. etc. so looking for a solution that will impose some structure on the data entry part of the process....

and yes, i do NOT need actual invoices... but I was thinking we could generate an invoice to 'Cash Sales' for each clerk so that I could record what they sold and what they submitted. Then each 'invoice' would be a proof of the clerk's sales and cashout for each day.

Hi Hugh,

Are you sure your F&B and Liquor Store system can't produce any external file? That would be very unusual to me.

oh ya... I've tried hard to get this information out in a useable format. no luck.

Can they produce any external file? Excel 2016's "Get and Transform Data" is enormously powerful - well beyond what any macro would be able to accomplish.

nope. the only 'electronic' data I can get is pdfs that are so bizarrely laid out that even if I can get them into text I can't G&T them... I took a course on that thinking it would finally crack the problem, but no cigar...

Anyway, what I'm hearing is that there's probably not a workaround for this within the Adagio suite?

Get and transform now reads PDFs directly, so you might want to check again.

And, when you can get the data into some regular format, there are lots of ways of bringing it into Adagio.

You might also hire a programmer to create an Excel application that validated the data entry done manually from the POS day end report and then created the necessary export files for Adagio.

And of course, you might look at a different POS system with some better connections to the outside world.

I feel like I'm getting ripped off! I pay a subscription fee for the latest version of Excel and it doesn't have pdf under Get Data...
In any event, the report I get has a three column upper panel and then three different columns in the bottom section so I'm having trouble contemplating how it would reliably re-order that. *sigh*
I'd ditch my F&B POS in a heartbeat if I could... I'm always looking for something that's up to date but that will do everything I need... so far nothing...

Check for updates for Excel. I got an email from them saying they would be rolling the feature out in the coming months.

You might also consider contacting your POS supplier to ask for suggestions or even pinging Ms. Google to see how others have approached the problem. You aren't likely the only person on the planet trying to do this.

ah, you're rockin' the developer subscription! nice!

my POS supplier used to be very helpful, then ORACLE bought it and now they don't know or care about any of the legacy stuff... and when I say 'legacy' I mean we spent $50K to upgrade to the 'latest' version about 3 years ago...

Hugh:

I've helped a lot of companies create solutions to import their POS data into Adagio GL, AP, & AR (depending on the requirements). I've never seen a POS system that didn't export the transactions to some kind of an electronic file for whatever accounting system.

In one case I've had to grab the transaction file meant for QuickBooks (or was it Simply I forget) and in several cases I've had to grab the transactions meant for the (piece of junk) integrated accounting solution.

I find it hard to believe that you have 2 POS systems that don't produce anything for accounting as all POS developers know that they need to provide accounting something or they'll find sales few and far between.

Hi Hugh,

Depending on the database used by your POS systems, it may be possible to extract the transactions directly from their data.

A number of Consultants on this forum have experience with a variety of data structures and if you were able to identify where the data resides and the database format (DBF,ACCESS, MySql etc), they may be able to offer suggestions on how to get it into Adagio. I believe some consutants have tools that can extract the data and send it to Adagio form the POS reports.

new tack...
while I imagine I can engage someone to delve into the various databases and extract sales data to post to the GL but that puts me back to where I am now where I have a fragile proprietary system that will break if I change anything. The companion problem is that I need to audit my sales clerks individually on the way through so my latest thought is the AR module whereby my total revenues are the sum of what my sales clerks bring in individually. This would allow me to have a daily batch with an entry for each sales clerk that I could work on for as long as it took and then post and import to the GL. I'm envisaging each batch totaling zero:

[img]https://lh3.googleusercontent.com/T3DIPG...hA=w310-h549-no[/img]

reasonable? crazy?

Hugh

I think the same problem still exists, where is the source files going to come from?

The data will get keyed in from the various sources the same as we do now. I'm not actually trying to save labour per se, I'm trying to develop a more robust system than what I have now which is people keying the data into a fragile and poorly designed system of spreadsheets.
I could develop a new system of spreadsheets that would create a GL upload file but I thought I'd look into keeping it in the (Adagio) family first.
There are a ton of nice checks and balances in accounting software that don't need to be developed from scratch and that can't be defeated by someone doing something inadvertent is my thinking...

Hi Hugh,
Without knowing all of your details, we should still talk.

We integrate a number of POS solutions into Adagio including the RMS-POS, MyPOS, Resort Suite, and are working on POSITOUCH, and an number of restaurant and reservation solutions.

We also have a great POS solution called MyPOS for Adagio with complete unattended integration processing into Adagio.

We normally retrieve/import POS transaction into Adagio Receivables, BankRec, Inventory, and Sales Analysis, that roll up to Adagio General Ledger and treat Adagio as a complete backoffice solution. The sales analysis integration combines the POS with order Entry details so that sales reporting is complete within the Adagio Back Office solution.

We would normally work with yourself and your Adagio reseller to nail down a solution. Sorry we did not respond sooner but I don't check the forum regularly.

Best,
Brian