Getting Started (Initial Setup) – Retail Business Manager

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In this article, we will discuss how we can do the initial setup of our Retail Business Manager Excel template.

Retail Business Manager Excel Template – Product Page   Support Page

One of the important features of our templates is that they are simple to learn and use. We can complete the initial setup in just a few minutes.

 

VIDEO DEMO

 

Step 1. Enter Business information

Enter our Business Information in the Settings sheet. This information will be used to auto-populate in our invoice and purchase orders.

Settings - Business Information
Settings – Business Information

 

Step 2: Enter product categories

Enter the list of Product Categories. This is helpful in analyzing our business performance later. Please enter groups in which you would like to categorize your products.

Settings - Product Categories
Settings – Product Categories

 

We have entered two product categories for this demo.

 

Step 3: Enter list of Products

Let’s enter 4 products and its related information in Products sheet.

Enter Products
Enter Products (click on image to enlarge)

 

  • ID Unique identification of product. This has to be unique. Please do not repeat the same ID or leave the field blank.
  • NAME Name of the product
  • DESCRIPTION Description of the product, as needed
  • STARTING INVENTORY This is the quantity of the product we have when we begin using the template. This is entered only once and does not have to be updated daily. To keep it simple for this demo, I have entered 0 as starting inventory.
  • RE-ORDER POINT The quantity of product at which you would like to replenish by ordering.
  • UNIT This is how we measure this specific product. This can be used to display on the invoice.
  • CATEGORY Product category to which this product belongs.
  • TRACK INVENTORY If we have products we don’t want to track inventory, we can just enter NO. If we want to track inventory, just leave it blank. By default, inventory will be tracked.
  • TAXABLE  If we have products that are not taxable, we can enter NO. If tax is applicable, just leave it blank. By default, tax will be applicable.

 

Step 4: Enter product prices

We will enter the purchase and sales prices in the Prices sheet. These prices will auto-populate on the orders later and help save us a lot of time.

Enter Product prices
Enter Product prices

 

We would enter the Product ID, Effective From Date and then the two prices. The Effective From Date represents the date when the prices became effective. In this example, I am beginning to use the template on May 1, 2016. So, I will enter ‘01-May-2016’ as Effective From Date.

Purchase Price is the price we pay to purchase a product from our suppliers.

Sales Price is the price at which we sell the product to our customers.

If a product’s price changes in the future, 1) enter a new row for the product, 2) enter the date when new price becomes effective as Effective From Date and 3) enter the effective purchase and sales prices.

Note: please enter both purchase and sales price even if only one has changed.

 

Step 5: Enter Partner information

In the Partners sheet, we will enter the list of our suppliers and customers together. In case a partner is both supplier and partner, you will still enter that partner only once. Partner Name should be unique here. Do not leave it blank.

Enter Partner (Customer and Supplier) information
Enter Partner (Customer and Supplier) information

 

Step 6: Set up Invoice Sheet

Invoice sheet is the printable invoice that can be automatically created for any sales order. This sheet is very customizable to suit your needs.

First, let’s update the logo. Right click on the existing logo and click on Change Picture.

Invoice - Change Logo
Invoice – Change Logo

 

Then, choose your logo image from your computer and click on Insert. Now, your logo will appear on the invoice when printing.

To change the size or other attributes of the logo image, press Ctrl+1 or click the Picture Tools — Format ribbon.

Then, let’s review the fields that are displayed on the invoice.

 

Sections of the Invoice
Sections of the Invoice

 

There are 4 key sections in the invoice: Customer Info (8 fields), Order Info (5 fields), Product Info (8 fields) and Order Total Info (6 fields). If all the fields shown by default will meet our needs, we do not have to change anything. We can move to the next step.

All these four sections can be customized.

  • If you do not need a certain field, just click on a field name and press the Delete key.
  • If you need to choose another field instead, click on the field name. You will see a drop down menu to choose from a list of available fields. Just select the one you need. 
Customize the fields shown on invoice
Customize the fields shown on invoice

 

Let’s save the file by pressing Ctrl+S. Now, everytime when we create our invoices, it will have the information we need. It’s just that simple.

 

Step 7: Set up Purchase Order Sheet

Purchase Order sheet is the printable purchase order that can be automatically created for any purchase order. This sheet is very customizable to suit your needs, just like we did with the Invoice sheet. The only difference is that the default set of fields shown in Purchase Order slightly varies from Invoice.
First, we will update the logo as we did in the Invoice sheet. Then, let’s review the fields that are displayed on the Purchase Order.

Sections of Purchase Order
Sections of Purchase Order

 

There are 5 key sections in the PO: Our Business Info, Supplier Info (5 fields), Order Info (5 fields), Product Info (8 fields) and Order Total Info (6 fields). If all the fields shown by default will meet our needs, we do not have to change anything. We can move to the next step.

All the four sections (except Our Business info) can be customized.

  • If you do not need a certain field, just click on a field name and press the Delete key.
  • If you need to choose another field instead, click on the field name. You will see a drop down menu to choose from a list of available fields. Just select the one you need.

Let’s save the file by pressing Ctrl+S. Now, every time when we create our purchase orders, it will have the information we need.

 

Step 8: Set up Currency symbols

By default, the template does not display any currency symbols as this is meant to be a tool that can be used by any business in any country. However, it is set up to easily apply currency symbols as needed.

We can choose a sheet where we want to apply currency symbols. Let’s take Invoice sheet.

a. Press Ctrl+G to open the Go To dialog box.

Go to Currency Cells
Go to Currency Cells

 

b. Find the name ‘CURR’ and click OK.

Excel will now select all the cells for fields UNIT PRICE, UNIT DISCOUNT, TAX, AMOUNT AFTER TAX and the Order Total section fields. This is assuming you have not modified the invoice fields. If you have changed or re-ordered the fields, then, please select the appropriate cells you need to apply currency symbols.

c. Press Ctrl+1 to open the Format Cells dialog box.

Change Currency Symbols
Change Currency Symbols

 

d. Select ‘Currency’ in the Category and then choose the symbol from the drop down. Click OK. This will now apply the chosen currency to all the selected cells in the Invoice sheet. Please follow the same procedure in other sheets if you need to see currency symbols.

The calculations in the template are not impacted by currency symbols. This is purely for visual presentation.

4 thoughts on “Getting Started (Initial Setup) – Retail Business Manager

  1. I just paid for my product. How do I download it?

    1. Thanks for purchasing.
      You should have received an email with the download link. Please let me know if you didn’t receive. Thanks.

  2. Hi Sir, it is me again, I have now purchased this package and would like to have the free version’s, orders and Inventory page with it, how do I go about?

    1. Thanks for purchasing.

      The Retail Business Manager handles orders in two sheets (Order Headers and Order Details). This design is needed to provide the additional features compared to the free template. Please let me know what specific feature you are looking to have.

      Thanks & Best wishes.

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