UNIT 4: RECORD MAINTENANCE

IN STORE
Importance of documentation in store
management
• Documentation and record keeping are
important to ensure accountability, facilitate
coordination of care between providers and
for service improvement.
• However, the importance of documentation
and record keeping may be
overlooked/overshadowed by the focus on
direct services to clients.
Importance of documentation in store
management
1. Continuity of care.
• Records provide a case history and a more holistic picture
in order to follow-up on services or try different
approaches to assist the client.
• This is especially for clients with long-term or complex
needs, or who require multiple services.
• Accurate and up-to-date recording is important especially
when there is an emergency and the staff-in-charge is not
available (due to illness, vacation, resignation, etc.).
• Good records and documentation will facilitate
communication between service providers to ensure
coordinated, rather than fragmented, service.
Importance of documentation in store
management
2. Accountability
• It is important to be able to provide relevant
information at any given time and the
organisation’s response to their needs.
• The information may be needed to respond to
queries from stakeholders, who may include the
management, customers or statutory authorities.
• Information on problems encountered and the
agency’s response would assist in the event of a
crisis or investigations.
Importance of documentation in store
management
3. Service improvement.
• Well-documented records can also lead to
improved services to the clients by helping
the staff organise his/her thoughts.
• Aggregated client information can also
facilitate service planning, service
development and service reviews.
• The information can also form primary data
to conduct evidence-based research.
Records a Retailer Should Keep in Case of an
Audit
 Sales records
• A journal of non-cash transactions affecting accounts
payable
• A journal on cash transactions, including any check
transactions
• Sales slips, invoices, receipts, cash register receipts and
other comparable documents for original sales
• Memorandum accounts, lists and other documents
concerned inventories, fixed assets and prepaid items
• Ledger to which these journals and other records have
been posted
 Purchase records
• Documentation of purchases subject to state and local
taxes
• Documentation of purchases for resale, such as
inventory and raw materials
• List of purchases exempt from state and local taxes
• Documents substantiating expenses and cost of goods
sold
• Records reflecting the business purposes of purchases
• Proof that sales and use taxes have been paid
 POS records
• Individual items sold or purchased
• Date of sales or purchase
• Sales or purchase prices
• Sales tax due
• Vendor names
• Invoice numbers and amounts
• POS identification numbers or purchase orders
• Methods of payment
 Records a Retailer Should Keep under
GST Laws
Account/Records Information Required

Register of Goods Produced Account shoud contain detail of Every assessee

goods manufactured in a factory or carrying out
production house manufacturing
activity
Purchase Register All the purchases made within a tax All Assessee
period for manufacturing of goods
or provision of services
Sales Register Account of all the sales made within All Assessee
a tax period must be maintained
Stock Register This register should contain a All Assessee
correct stock of inventory available
at any given point of time
 Records a Retailer Should Keep under
GST Laws
Account/Records Information Required By Whom?
Input Tax Credit Availed This register should maintain the All Assessee
details of Input Tax Credit availed for a
given tax period
Output Tax Liability This register should maintain the All Assessee
details of GST liability outstanding to
be adjusted against input credit or
paid out directly
Output Tax Paid This register should maintain the All Assessee
details of GST paid for a particular tax
period
Other Records Specified Government can further specify by Specific
way of a notification, additional Businesses as
records and accounts to be maintained notified by the
government
Some Important
Reports
 Demand signal repository (DSR)
Demand signal repository (DSR) is a database that
aggregates sales data at the point of sale (POS).
The goal of a DSR system is to allow a business user
without technical knowledge to be able to identify-
• What products are selling,
• Where they are selling best or worst and
• How often they are being sold.
This information can then be applied to determine
how an organization can be more responsive to
customer's needs.
 Demand signal repository (DSR)
When fully deployed, DSRs achieve the following
business goals:
• Reduce the frequency of out of stock goods
• Sense product category changes
• Improve demand forecast accuracy
• Lower inventory and safety stock levels.
 Demand signal repository (DSR)
• Predict which products are trending towards
stock outs
• Detect replenishment issues
• Identify higher or lower anticipated lift during
promotions
• Decrease the expenses related to expedited
freight
 Total sales by region
• Tells which stores (or customers’ locations if
you are an online business) are performing
well.
• That way, you will be able to compare these
values and implement various marketing
activities based on your results.
• If a specific location outperforming other, see
what makes it tick, and invest more resources
to grow even further.
 Sales Reports
• Sales KPI Reports:focused on high-level
metrics -such as revenue, profit margin,
incremental sales, up/cross sell etc.
• Sales cycle length report: It will outline the
performance of each sales associate and point
out how good they are at closing deals, and
how long it takes them to get there.
 Sales Reports
• Sales conversion Report: how effective associates
are at converting the prospects into sealed deals.
• Sales performance report: a broad overview of
store’s performance, combining a lot of different
KPIs – from the number of customers you have
acquired during that time span to the costs it
takes to get them, the average revenue each of
them brings you to the lifetime value they have.
 Sales Reports
Average transaction size
• Evaluating this KPI can tell you how to adjust your
advertising and online shop to correspond with
your customers’ needs.
The total volume of daily sales
• Daily volumes can indicate which days of the
week perform best, and how you can use this to
your advantage.
• The goal is to keep your daily sales volumes
growing, but if it starts to decrease, investigate
why, and adjust your strategies.
 Sales Reports
• Sales Summary
• The sales summary report provides a more macro
view of your retail sales.
• How much did you make last month or the
previous month?
• What about your year-to-date sales compared to
last year?
• These numbers offer some general insights
around the health of your business, and they can
inform your medium to long-term decisions.
 Sales Reports
Sales Report Per Product and Product Type
• This type of report makes it easy to identify your best
(and worst) selling products.
• If a particular product is selling well, you could
consider ordering more of it.
• If a product isn’t performing, then you can run
promotions before the season ends.
• Sales per product type, on the other hand, helps you
understand your revenue from a category level.
• This report help to identify broader trends or insights.
 Sales Reports
Sales Report Per Customer or Customer Group
• Identify your VIP customers as well as those
who aren’t fully engaging with your brand, so
you can tailor your marketing and
communications accordingly.
 Sales Reports (Regular)
• Sales overview: Sales at a glance for a
specified period of time.
• Sales by day, week, month, and year: These
kinds of reports are standard
• Sales by hour: Figuring out most profitable
time of the day. This kind of data allows to
plan for extra staff during your busiest times.
 Sales Reports (Regular)
• Sales by category: Allows to see which categories are
performing well and which ones need more work, or
potentially need to be cut.
• Sales by product: If a product is doing really well, order
other similar products or more of the same product in
different colors or sizes.
• Sales by supplier: For discovering which suppliers you can
discontinue with and which ones to order more from.
• Sales by store location: Compare sales data by store and
make sure none are falling behind. Helpful for catching
problems with a particular store that isn’t doing well.
 Sales Reports (Regular)
• Sales by city or country: Find out why a
particular city or country is performing well
(or terribly).
• Bestsellers report: Bestselling items within a
specified time period. This can be sorted by
ROI, quantity of sales or whatever measure
you prefer to go by.
 Sales Reports (Regular)
• Compare data to same period in previous
year: This is a great sales report and one that
you should definitely use. Due to seasonality,
it’s often not helpful to compare sales to the
previous month. This function will allow you
to compare the same month’s data from the
previous year.
• Sales trends: A report highlighting new sales
trends is always important.
 Sales reports
• Promotions: Find out how successful/not so
successful your promotions have been. This is
helpful for planning future promotions, too.
• Gift cards: Sales report for gift cards.
• Voucher usage: Data on voucher usage and
profitability.
 Sales reports

• Refunds: See which products are being

returned and find out why.
• Items not selling: If you can run a report to
discover items that have not sold for a
particular length of time, you’ll know that it’s
worth ditching them from your line up.
 Rate of return
• Rate of return tells what customers think of our
merchandise.
• No retailer is happy when their products are
returned,
• Therefore, tracking and reporting these values on
a weekly basis will enable you to -decrease this
number in the future when you investigate- why
the goods are being returned, and what can you
do to improve these items or your overall offer.
 Inventory Reports
• “Inventory on hand” report should show how
many product units you have in each store as
well as the current stock value.
• For example, knowing how much capital you
have tied up in stock (i.e., current stock
value), is important while budgeting for next
season.
 Inventory Reports
• Regularly generate stock reports that display items
that are running low.
• For best results, set a re-order point for your products
and make sure that you’re notified when your stock
levels reach a certain point so you can replenish as
necessary.
• Looking at low stock reports on a regular basis can also
enable you to spot patterns around which products are
constantly running low.
• If a particular is always showing on this report, for
instance, that could indicate the need to increase your
order quantities.
 Inventory Reports
Product Performance Report
• Tells how much merchandise is sold over a given time
period as well as a summary of items sold per month
or per week.
• Use the product performance report to determine
which items are worth investing in and which ones
shouldn’t be re-ordered.
• A good product performance report should tell you the
date when you first sold an item as well as the date of
the last sale for that product. If there’s a big gap
between the first and last sale date, then that may
indicate that an item is not selling as fast as it should.
 Inventory Reports
• Stock status: The full low down on where your
stock levels are.
• Order status: Reports for online orders or
orders that are being posted out. This allows
you to check which stage of the order process
they’re in, whether it’s packing, in transit, or
delivered.
 Employee reports
• Timesheets: Ensure all is in order and your
employees are clocking the correct number of
working hours.
• Salaries/payroll: This report incorporates
timesheet data and assists with paying your
staff.
• Sales by employee: Mentioned above, this is
necessary for calculating sales commission
due to each employee.
 Customers Related Reports
• Sales by customer postcode: If the majority of
your stock is purchased by customers living in
a particular region, it can help to focus your
local marketing efforts in that area.
• Customer demographics, e.g. age,
gender: Helps you to distinguish who your
customers are and allows you to market to
them more effectively.
 Total orders and average units per
customers
• Order placement must be tracked on a daily basis
since retailers need to keep an eye on how many
orders they received each day to ensure
profitable results.
• This will enable you to evaluate which weekdays
are busy the most to avoid out of stock situations.
• The average units per customers evaluates how
many items are purchased by customers on
average, which can set the tone of the purchase
trends and give you enough data to evaluate your
sales even more precisely.
 Daily sales report( DSR)
• The DSR gives an over all sales, stock, cash and
credit of a particular day:
• The Daily Sales Report is used to monitor actual
sales volume and compare it against plan and last
year and assists in guiding the business.
• Stores receive a Daily Sales Report
 Sales results are reported as a daily number, week to
date, month to date and year to date.

Compiled by © Satendar Singh for

FDDI
 Procedure of Moving Goods
Tasks may include-
• packing and unpacking stock,
• stacking shelves,
• taking cartons on and off pallets,
• hanging up clothing on racks,
• moving mobile racks,
• moving trolleys and cleaning floors and
shelves.
 Handling risk in the retail industry
• Most injuries in the retail industry result from
manual handling activities.
• Strain injuries occur through sudden
overexertion or continuous overuse.
• Back injuries can result in some of the most
serious types of strain.
• Too much strain on your back can lead to long-
term damage.
 Goods Handling risk in the retail
industry-Causes
1. Frequent or prolonged manual handling tasks.
2. Bending where the hands pass below mid-thigh level.
3. Reaching above the shoulder.
4. Twisting the back.
5. Handling objects that are difficult or awkward to move, due to their
weight, shape, size or instability, and
6. Handling objects placed or stored below mid-thigh level or above
the shoulder.
7. Awkward postures (e.g., bending, twisting).
8. Repetitive motions (e.g., frequent reaching, lifting, carrying).
9. Static postures (e.g., maintaining fixed positions for a long time).
10. Forceful exertions (e.g., carrying or lifting heavy loads).
 Ways to reduce the risk –Supervisor's
role
• 1. Eliminating double handling by reducing the number
of times an object is handled, and where possible
moving the stock directly from delivery to display
• 2. Changing the size or weight of packaging by breaking
down large loads into smaller ones, and finding out if
stock is available in smaller sizes. Smaller loads can be
lifted and handled more easily
• 3. Reducing push/pull forces e.g. removing the need for
bending, twisting and reaching movements when
placing items on a shelf, rack or pallet, or limiting the
number of shopping trolleys to be collected at one
time.
 Ways to reduce the risk –Supervisor's
role
• 4. Providing suitable equipment such as
trolleys or pallet jacks to move stock, and a
stable, sturdy step ladder to allow you to stack
shelves at the correct height, and
• 5. Providing a safe workplace layout which
allows you enough space to move and work
safely
Ways to reduce the risk –Worker's role
• Cleaning all spills immediately
• Placing "slippery floor" signs in public areas
when spills are being cleaned or the floor is wet
• Making sure there are no trailing electrical
cords on the floor
• Keeping floors and walkways free of stock,
boxes, cartons, equipment and rubbish
• Using steps and ladders correctly, and
• Wearing low-heeled shoes with good tread.
Ways to reduce the risk –Worker's role
• Using appliances and tools only for the purpose for
which they are designed.
• Keeping cutting tools clean and sharp.
• Keeping all guards in place and keep your fingers and
body away from any moving parts.
• Cutting away from your body when using knives or
trimmers.
• Always putting sharp knives and tools away after use,
and
• Not leaving knives or slicing blades in dish water, as
others may cut themselves when they put their hands
in the water.
Ways to reduce the risk –Worker's role
• Switching off appliances at the power point
before you pull out the plug.
• Disconnecting broken appliances and not
using frayed cords or broken power points.
• Not using too many appliances from the same
power point, and
• Always keeping electrical cords off the floor to
reduce the risk of damage from drag or
contact with sharp objects.
Documentation in Goods Handling
• Delivery note:
• A delivery note is usually supplied with the goods
at the time of delivery.
• It will state what the supplier has actually
delivered to the store.
• Goods delivered are checked against the delivery
note to confirm the delivery is correct.
• The delivery note is used to check the delivery
has come to the right place and it contains the
correct goods.
Documentation in Goods Handling
Invoice:
• Invoices are used for the same purpose as the
delivery document.
• However, invoices are used in situations where
the distribution centre actually purchases the
goods rather than just distributing them for
somebody else.
• Goods received are checked against the amount
and description stated on the invoice.
• Invoices are very important documents as they
are used to bill the receiving company.
Documentation in Goods Handling
• Great care must be taken to make sure that
goods received are accurately checked against
the invoice.
• Like the delivery docket, the invoice is used to
check that:
– The delivery is at the right place
– The delivery has the right products
– The delivery has the right amount of products
 Documentation in Goods Handling
• Consignment note: A consignment note is used when the delivery is
contracted out to a private carrier.
• They show what is to be receipted and are usually issued by the carrier of
the delivery, as a record of what has actually been sent.
• In some cases, the goods on a consignment note may be checked with
other delivery documents (invoice etc).
• A consignment note usually does not give a product description, but will
give information like how many boxes, pallets, bags, bales etc.
• The important sections are:
– Pallet control information
– Number of items
– Description
– Receiver
– Signature of receiver
Documentation in Goods Handling
• Internal packing note:
• The internal packing note is used to carry out a
more detailed check of the stock delivered, once
the outer containers, such as cartons, drums,
boxes and pallets have been broken down and
the stock is ready for inspection and then storage.
• The packing note lists what is actually within
each unit delivered.
• It should give specific information regarding
quantity, type, size, specifications, colours, etc.
 Documentation in Goods Handling
Electronic data systems:
• This is called an automated system. Automated systems cut down on
paper work and are very quick when it comes to checking and transferring
information.
• The main features of an automated system are:
– Consignment notes sent through a computer as proof of delivery.
– Barcodes used on consignment notes.
– Bar-coded delivery labels.
– Speedy pricing.
• Sometimes with automated receival systems, computers can be used to
provide extra information.
• Daily dispatch details can be looked at for numbers of:
– Deliveries
– Amounts
– Weights
– Money charged