BCSS can be used to sell consignments and to buy merchandise from individuals for resale. Consignors and sellers are referred to collectively as 'clients' in the program.Missing Records
If your data files are sent to tech support for an update or repair, don't add or change data in the program.
Inactive Records won't be included in lists and reports if individual records as tagged as 'inactive' and 'Include Inactives in Lists' in Program Setup (Clients tab) is not checked.
If a Record is 'missing':
Still no record? The next likely possibility is that the client record is flagged as 'inactive' and inactive records are not included in the client list. To make inactive records appear in the list:
In older versions of the software the database sorted all lower-case names first then first-letter-cap names next. Scroll through the entire list to see all possible variations of the name.
Import Client Data - Client information may be entered in spreadsheets (in .csv format) and imported into BCSS. Existing client records can be exported, edited then imported back into BCSS - a quicker way to modify multiple records.
Change Client % Globally using the Percentage Tool. Options include changing the % for all clients, changing only unsold items or changing sold/unsettled items.
Hide Old Client Records
Inactive accounts will not appear in drop-down menus and lists.
Inactive accounts may be excluded from Reports by checking 'Active Only' on the Client Report Screen.
Inactive accounts are not removed from the database so deactivating accounts will not reduce the size of the database.
Do not use any characters (other than a dash) in Client IDs.
The Client ID
Before creating the first client record, for Client IDs, decide whether to use numbers, letters or a combination of letters and numbers for IDs. If numbers only are used, the program will suggest the next number in sequence when adding a new client record. If letters or a combination of letters/numbers are used, the program will not know an ID to suggest for a new client record.
The Client ID CAN be changed later on and here's why:
The program creates its own 'Internal ID' for each record, so it knows each client, not by the Client ID (assigned by the store) but by the Internal ID (assigned by the program).
Allowing the Client ID to be changed provides the flexibility sometimes needed to resolve issues:
If numbers only are to be used, open the new-client screen and observe the Internal ID:
Use the number that appears on your screen (not in the image above, which may be different) for the Client ID.
Each time the new-client screen is opened, the next number in sequence will appear for the Client ID. (If a 'duplicate-ID message' appears, sort IDs in the Clients Work Area, determine the last-used number and use the next number for the new client.)
If you're thinking that changing the Client ID would really mess things up, you're right. If we had originally created a record for Mary Smith with Client ID 22, her first items would have Item IDs of 22-1, 22-2, etc.
Then when we changed her Client ID to SmithM, her recent items would have Item IDs of SmithM-33, SmithM-34, etc.
Any ordinary consignment software program would throw a 'don't know' when calling for item 22-1.
To avoid the potential confusion and colossal mess, when Mary's record was first created with ID 22, BCSS assigned an 'Internal ID' (hypothetically '34') to Mary, so no matter what you decide to call Mary, BCSS would always know her as '34'.
At POS you could call items 22-1 and SmithM-33. The program would enter both items on the new-sale invoice, credit Mary's account with the sale of both items and include the items correctly in reports (under the respective Client IDs).
Add a New Client
To add a new client, select 'New Client' from the Client's Menu (or press F2).
Hate typing? Not so good at it? With BCSS Virtual scan your new clients' drivers licenses to auto fill the fields on the new-client screen with name, address, license #, height and weight, etc.
Part or all of the Client's last name (and initials if necessary) can be used for the Client ID (to make sorting of Client Records logical and to make ownership of inventory items easy to determine when viewing price labels and reports). Any combination of letters/numbers can be used for the Client ID. (Hyphens in the Client ID can be used but should be avoided.)
To save a record, it is only necessary to add the name of the client. Other details may be entered later by editing the record.
The colored buttons at the top are rarely used:
A Consignment Agreement may be printed.
Click Save/Exit to save the new record and close the screen.
If entering more than one client, press F2 or press 'Save and Continue' to save the current entry and open a new record:
Edit a Client Record
Double-click on a Client to open the Client Edit Screen. Make changes and Click OK to save changes and exit, or click Save and Continue to save changes and continue editing the same record.
Edit a Client Account Balance
Double-click on a Client to open the Client Edit Screen.
Click on the Account Status tab to view and/or edit Store Credit, Balance Credit, and last dates for Update, New Item, Sale and/or Settlement.
The first entry, Account Balance, cannot be edited (which is why it is 'grayed out').
Not allowing changes to Account Balance allows the program to keep track of adjustments made and show a total adjustment in Account History. Otherwise there would be no way to know what has been done.
Change account balance by adjusting Store Credit and Balance Credit:
To correct Store Credit, make plus or minus changes to Store Credit.
Delete a Client Record
To preserve an audit trail and protect shop owners from unauthorized or illegal employee actions, a client record cannot be deleted; however, if no activity has taken place in the account (inventory added, sale processed...) the record can be edited (including the client ID) and used for a different client.
Remove a duplicate client record by editing it and using it for a different client, or edit it, flag it as inactive and in Program Setup > Clients elect to not show inactive clients in lists.
Keeping Client Accounts in Balance - how to use BCSS and accounting principles to keep client account balances in order.
Basic Accounting Principles
An understanding of basic accounting principles is necessary to make sure that all BCSS computations and client accounts are correct. A glossary or terms appears below.
Accounting for consignment sales includes the added complexities of split sales proceeds and the settlement of sales. Otherwise, the process of recording sales and computing profits is essentially the same as for any store.
When a sale is finalized (saved in BCSS) accounts for the store, the client (and the employee in BCSS Diamond and Virtual) are credited and the settlement account is debited.
Allowance in Accounting Principles generally refers to an amount deducted from Accounts Receivable for bad debts. In Sales, Allowances are reductions in sale price based upon qualifying circumstances (like merchandise defect).
Accounts Payable are amounts owed by not yet paid (a form or debt); therefore, A/P is a form of credit which allows purchasers to pay for a product or service after delivery of the product or service.
Accounts Receivable (Trade Receivables) is the amount customers owe. On the Balance Sheet A/R's are a Current Asset if payment is due within 1 year.
Balance Credit is a manual adjustment. Positive/negative Balance Credit will subtract/add from/to Client balance.
Credit Balance is an account balance in the customer's favor.
Debit Balance is an amount owed to the seller.
Debits and Credits are a system of notation used in accounting to both keep track of the flow of money (transactions) into and out of an account, and to indicate the type of account. Traditionally, an account's transactions are recorded in two columns of numbers: debits in the left hand column, credits in the right. Keeping the debits and credits in separate columns allows each to be recorded and summed independently. The smaller of the two sums is then subtracted from the larger to give the account value. An account may thus have either a credit value or a debit value. more: http://en.wikipedia.org/wiki/Debits_and_credits
Gross Income is all income (from any source). For a business Gross Income is Pre-Tax Net Sales less Cost of Sales. (For individuals Gross Income is income before taking deductions or taxes into account.)
Income For households 'income' is the sum of all the wages, salaries, profits, interests payments, rents and other forms of earnings received. For businesses, 'income' generally refers to the amount of revenue remaining after expenses.
Profit or Net Income (the 'bottom line') is Total Revenue minus total expenses (in a given time period) and is equal to Total Revenue - Cost of goods sold - Sales discounts - Sales returns and allowances - Expenses - (Minority interest (shareholders) and Preferred stock dividends).
Inventory for consignment stores is generally a list of all items in the store for sale. Because ownership of consignments remains with sellers, consignments are not an asset of the store. Items that have been purchased by store principals which are for sale in the store are part of store inventory.
Net Sales (Revenue) is Gross Sales received for goods and services sold minus Sales Discounts, Sales Returns and Sales Allowances. Net Sales appear on the Income Statement as Sales or Net Sales.
Gross Sales is the total invoice value of sales (during a time period) prior to deducting discounts, returns and allowances. Net Sales appear on income statements - not Gross Sales.
A Sale is the seller's passing of ownership of an item to a buyer for money or other compensation. A sale of merchandise is recorded in a General Journal as a debit to cash (or accounts receivable) and a credit to the sales account.
Stock Keeping Unit (SKU) is a unique identifier (attached to each billable item, variant, product line, bundle, service, fee or attachment) used to systematically track inventory.
Store Credit is an amount the store (debtor) owes to the customer (creditor) which the customer may use to make purchases. Store Credit = Total Settlement Amounts - In-House Purchases. As In-House Purchases uses Store Credit, Balance Due plus Store Credit decreases. Shop Credit increases when settlements are made for credit. The Total Account Balance will remain the same while removing the sold inventory from the unsettled list. The outstanding account balance can then be used to purchase goods from the store. Most commonly stores issue store credit when merchandise is returned without the original receipt.
The BCSS Consignment Agreement
Disposal Code appears on the Consignment Agreement.
Print Agreement and Inventory List Press 'Print Agreement and Item List' on the Batch-Enter window (after entering items) to print the Agreement and item list. Choosing to print the Agreement at any other time will print the entire inventory for all consignors.
Two generic Consignment Agreements are included in BCSS. The 1st is for 1st-time consignors and prints on a full sheet of paper. The 2nd is a shorter version for repeat consignors. Two copies are printed on 1 sheet of paper.
When either is printed, BCSS auto-enters the shop's information (that was entered in Program Setup) and the Client's information (from the Client's record).
The 'body' of the 1st Agreement contains sample shop terms and agreements which may be changed.
The 2nd Agreement is a short form for recording any changed information (like new address, new phone number) and the number of new items consigned. It too may be edited.
Editing the 1st Consignment Agreement
Click on Utilities and select Edit Client Agreement:
Make deletions, additions, changes and click Save and Exit when finished. Restart BCSS. The changes will appear when the next agreement is printed.
Copy/Paste text into the Agreement Editor.
Note that any line in the Agreement should not be longer than (approximately) 120 characters. Lines longer than that will exceed the right margin of the printed page.
Note: The Agreement should be edited within BCSS. Writing the Agreement in Notepad, WordPad or any text editor and pasting into the BCSS Editor will lose the hard line breaks at the end of each line (created by pressing Enter at the end of each line).
The maximum number of lines that can be entered is 35.
The Agreement may be changed at any time. Past versions of the Agreement are not saved (but the content may be pasted into another document and saved).
Editing the 2nd Consignment Agreement
The procedure for editing the 2nd Agreement is different but fairly easy.
Printing the Consignment Agreement
In the Clients Work Area, RIGHT-click on a Client Record and select 'Agreement 1st' or 'Agreement 2nd' or, for the first Agreement only, select the Client and Press 'Print Agreement' on the right.
A Print-Preview Screen will display the agreement with shop and Client information pre-filled.
Preview the Agreement and press the printer icon to print.
Windows Print Setup
The settings should be:
When settings are correct, press OK to start printing.
Balance Credit reduces the Client Account Balance without affecting Store Credit.
To edit Balance Credit:
or look below in the Details Area:
Client Percentage is the share of the sale proceeds to be paid to the client. The percentage set for the client will appear in the Consignment Agreement.
Client % by Category - Assign different Client %'s to different categories. Go to Main Menu then Inventory then Categories. Select a Category and enter the appropriate percentage. Click Save/Exit.
Client Bonus for Store-Credit Settlement - Give an automatic bonus to Clients who settle for store credit. In Program Setup on the Clients Screen, set the bonus amount in 'Bonus for Store Credit Settlement'. When 'Credit' is selected as the settlement payment method, the bonus is auto-applied. (not available with batch settlements)
Set Client Percentage
There are 5 ways to set the Client Percentage:
Click on Setup then Clients:
Change the default % (0.40000) to the desired value (in decimal form, like .50 for 50%).
The default percentage set for the client will appear in the Consignment Agreement.
Change Client % (Unsold or Sold/Unsettled)
After an inventory item has been entered, edit the inventory item record to change the percentage for that one item. (Double click on any Inventory Record to edit it.)
To change the Client % on multiple records of inventory (unsold or sold/unsettled), use the Percentage Tool:
The Percentage Tool: Change Client % Globally
Make at least one backup of your data before using this feature.
The Client % can be changed for 1) unsold items and 2) sold-but-unsettled items. The options are to update:
Change Client % for One Client
Make a backup of the database before using this feature so the current data can be restored if needed.
Change Client % for All Clients
As of 8/17/13 with v. 6.0.412, the Percentage Tool can be disabled by checking 'Hide Percentage Tool' on the Clients Tab in Program Setup.
Amounts can be charged to a client's account and paid by settlement, store credit or any method of payment.
Enter the Amount in the Client Record
There are 7 types of charges.
When this window is next opened, entries appear at the top, plus the 7 predefined types and blank lines below ready to be used again.
Collect Payment from Store Credit
The client's account will be debited for the amount of store credit spent. If the payment exceeded store credit, store credit will be negative.
Collect Payment Via Settlement
Send Group Mail
Send a 'personalized' email to a list of recipients, addressing each person by his or her first name in the email greeting:
Inventory List for One Client
There are 4 ways to view a list of inventory items for one client:
Account History and Current Items
Account History shows all items consigned by a client, their disposition and how transactions produce the Current Account Balance. Current Items does the same but shows only items that have not been settled.
As of version 6.0.900 unsold inventory items appear in both reports (even though, of course, unsold items don't enter into the computation of the current account balance.
Create the Report
Select a Client from the Main Table in the Clients Work Area.
Select Account History or Current Items from Quick Links:
A comprehensive report will be presented and can be printed.
Print or view the Detailed List and Brief List this way:
(The range will be ignored if the box isn't checked.)
Causes and Cures for Negative Balances
Symptom: Account Balance and Store Credit are both negative.
Cause: Buying more in credit sales than has been earned in sales revenueCures:
Symptom: Account Balance is positive and Store Credit is negative.
Cause: Ringing up a store-credit sale before processing outstanding settlements
Cure: Manually settle with the client. The store-credit payment will appear in the first payment option and remaining funds will be displayed in the second payment method with check as the payment type.
The program will display the difference between Account Balance and Store Credit. The difference will be the amount available for purchases or settlement.
Manually adjusting the store-credit balance should ONLY be done in extreme cases as doing so causes the audit trail to be lost.
Settlement Payment for One Client
There are 2 places to prepare a payment for one Client -
1. New-Settlement Screen
When the New-Settlement Screen is opened, BCSS auto-enters the next available check #s. Ignore check #s if payment is other than by check.
To prepare a New Settlement, complete the first payment fields (Check #, Payment Method, Amount):
Payments to Clients may be split between 2 of these methods - Cash, PayPal, Check, Credit or Gift Certificate. For Payment 1 select a method from the drop-down menu under Select Payment Method and select another for Payment 2, entering the amounts for each under Amount.
The Client's Shop Credit increases when Settlements are made for credit. The Total Account Balance will remain the same while removing the sold inventory from the Unsettled Sales List. The Outstanding Account Balance (Store Credit) can then be used for purchases.
2. Make Payment from the Disbursements Work Area
When a Sale is settled, BCSS creates a Disbursement Record in preparation for payment to the Client. Click on Disbursements in the Work Areas Menu to view all Disbursements in the Table.
RIGHT-click on a Disbursement Record to view the Context Menu:
Edit - Open the Disbursement in an Edit Screen, Make changes, if any, and Save.
Print Check - Begin the Print Checks Process
Toggle Approved Status - Approve or Disapprove a prepared check.
(the other options are for viewing Disbursements on a daily, weekly, monthly or yearly basis, or 'View All'.)
Edit the Check
Clicking on Edit opens the Check-Edit Screen:
There's provision for setting check margins in addition to changing the name of the Payee, the Date, the Amount, Approved Status and Address.
Print the Check
Selecting Print Check from the Context Menu begins the Check-Printing Process by opening the Check-Position screen.
Select which check position to print - 1, 2 or 3 and click to close the window.
A Print-Preview Screen will appear displaying how the check will be printed. If adjustments or corrections are needed, close the Print-Preview Screen and edit the Check Record.
If no changes are needed, select the Printer Icon at the top of the Print-Preview Screen.
When printing for the first time, print a check on a plain sheet of paper. Place the printed page over the check page and hold them up to see where print would have fallen on the check page.
Pay Multiple Clients by CheckSee Instructions
Quick Report: How Much Are Clients Owed?
A 'Client Report' is basically the result of a 'search' of the BCSS database for specific Clients - like a Google search with an important difference: Based upon your 'search criteria' a BCSS Report will include only the desired information and not 'close matches'.
Create a Client Report
What is Store Credit?
'Store Credit' is an amount of money the store owes the customer.
There are several reasons why a store might owe money to customers (like refunds, account adjustments) but in consignment, customers may be issued store credit in lieu of payment by cash or check.
Settlement for Store Credit
At settlement, BCSS provides options for how consignors are to be paid for sold items: cash, check, gift certificate, PayPal or store credit. ('Gift Certificate' and Store Credit are similar in concept.)
Manual Issuance of Store Credit
A Client Record may be manually adjusted to award store credit:
or look below in the Details Area:
Total Owed to Clients
One of the most-frequently asked questions is, "How much do we owe our consignors?" The answer is easy to find in BCSS.
Sales on hold will cause account totals to disagree. Either finalize the open invoice or void it to resolve the issue.
Display/Print Amounts Owed to Some or All Clients
(The box must be checked for ranges to apply.)
Year End Totals Owed to Clients
Each year at year end a reminder is sent to stores to keep a copy of the BCSS data as it exists at the end of the year. The copy is needed to create a report for amounts owed at year end.
Report output can be refined by changing settings of the Report Screen and pressing the Print-Report Button again.