About the primary screens
Quetzal's main functionality is divided into four (4) primary screens. Administration, management, terminal and reports. From these screens you can manage user accounts and system settings, import items, set their prices, inventory and tags, sell the items, take payments and track customer accounts, and view graphs and tables to report on your sales and activity. User access rights are granular to the level of the screen, with the sole exception of the terminal which has two levels of access, manager and clerk.
Many software packages try to be all things to all people, but by trying to do too much they end up confusing and hard to use. The goal of Quetzal is to be the best retail point of sale system for small chains of independent shoe and clothing retailers. To accomplish this we try to keep things simple and straight forward, with only the features that are most likely to actually get used. All functionality is designed for use on an iPad, and everything is divided into four simple to understand categories, the four screens.
What can I do from the administration screen?
From the administration screen you can create new users, editing existing user details or delete users who no longer work for your organization. Users can be assigned a password and a PIN, and can be granted access rights to any, all or none of the four screens. Users can also be granted access rights to specific locations. If, however, a user has access to the management screen, he or she will have access to the management screen for all of their assigned locations.
The administration screen allows you to view a list of your active locations. Each location can be assigned its own shared password, and address. The address of your location has creative uses planned for future versions of Quetzal. Each location can have up to three (3) taxes configured.
Each location can have its own custom receipt footer message.
Several general settings can be found under the account tab of administration. Including number formatting, date formatting, currency display settings and an option to upload a custom logo for your receipts and set the receipt footer message.
What can I do from the management screen?
The management screen is where you go to manage your items and inventory. From here you can create new items, set prices, costs, scan codes, assign tags and print labels which can be scanned into the terminal later. All items are visible from all locations, but the inventory and sales history of an item are tracked separately for each location.
Management also provides features for working with items en masse. The mass adjust section of management lets you make bulk changes to items in your system, such as raising or lowering prices by a certain percentage. Changes can be applied to items which have been selected by tag, making this a very powerful and flexible feature.
What can I do from the terminal screen?
The terminal screen is the only screen which is authorized by PIN. This makes it quick and easy for different users to PIN in. The terminal represents the heart of the point of sale system. It is where you scan items onto the ledger, apply discounts and tax exemptions, take payments, print out receipts and manage the cashbox.
The terminal is also the screen which lets you add customer accounts and assign existing customer accounts to sales. Tracking customer activity is a snap. In the single contact field you can fill in any contact information you know. Quetzal will automatically recognize phone numbers and email addresses. You can give the customer a name, keep notes, and even rank them.
Just choose a customer from the fully searchable list and proceed with finalizing the transaction. If the customer has an email address, a digital receipt will automatically be sent to them. And what they bought and when will be recorded for later reporting and visualization. When you choose a customer you can immediately see a graph of their last year of sales, a tag cloud which visualizes the items that purchased showing the most common tags biggest, as well as a complete chronological purchase history. You get all this information without ever leaving the terminal.
From the terminal screen you can also get convenient summary reports for today's sales activity. The daily summary tells you how many transactions you ran, how much tax you collected, how much money you brought in and in which tenders. It even gives you some quick statistics such as your highest and average transaction total.
The daily transactions report lets you flip through all the transactions of the day showing all the details, including who made the sale, to which customer, which payments types were used, and which items were sold, including there discounts. Transactions are presented in chronological order, but you can search for just one on almost any thing. You can find just the right transaction by searching for part of the telephone number of the associated customer, and then reprint their sales receipt for them.
What can I do from the reports screen?
The reports screen is where you go when you want to see all the details about your sales, item stock, purchase recommendations, profit, customer activity and more.
Reports are divided into three sections; Metrics, history and customers. Metrics gives you detailed reports about various aspects of your business. The "What do I buy?" report uses the sales velocity of your items combined with your current stock on hand to make projections about when you are going to run out. It can make recommendations about how many you should order to stay in stock, and using the cost of the items it can even tell you approximately how much your orders will be.
All reports can be exported, which will send the data as an attachment in an email.
Each report can also be limited in scope by the report filter panel. This powerful panel allows you to select combinations of locations, users, items, tags, colors and sizes. The report will only include data from the items that match the filter parameters. You can save your favourite filter sets for reuse later. Clever use of tags and filtering make the Quetzal report package amazingly powerful.
The history reports let you choose a date ranges, or pick any number of individual days, using the convenient report calendar panel. You then choose a report from the available list, and the results will be made available both as a graph and a fully sortable table. The history reports really start to shine as you learn to combine elements. Quetzal lets you pick any two history reports to be graphed at the same time. And the series can be grouped by location, user, item or color/size. The results are an amazingly flexible yet simple to understand reporting system.
Customer reports gives you all the flexibility of history reports, but all of the reports are centered on your customers. You can see how much profit your customers are generating and who your most valuable customers are. Exports of customer reports can optionally have the customers' notes, email, phone number and ranking included. This makes it easy to run a promotion by mailing your best, your worst, or all of your customers.
That is an overview of what you can do with Quetzal. It's time to dig in and start taking advantage of all the great features it has to offer.