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FAQs: Candela Retail Management Software| Retail POS

Listed below are some of the frequently asked questions about Candela retail Software. If your question is not listed here, you can contact us or call our support department/

Customers

Q. How can I define customer’s opening balance?

Go to:

Shop Activities>Customer Definition Screen

Define new customer

Check Allow Credit Check box

Enter Opening Balance. Save

Q. How can I Delete / Deactivate one of my Credit Customers on shop.

Go to:

Shop Activities>Customer Definition>Customer View tab

A list of customers will appear in the grid

Double click the customer you want to delete/deactivate

The customer will be loaded on the main screen

Now check the End Date flag

Update

The customer will be deactivated from the end date onwards.

Product Definition

Q. How to define a new product?

Go to: Configuration> Product Definition>
Select the Line Item from line item drown under which you want to define a new product.
Press Control +N or press NEW button at the bottom of the page.
Enter new product.

Q. I have defined 1.5 as price a particular item if the price of one piece is 1.5. Now how can I define price when the price of 12 pieces of the same item is 12?

To define multiple prices for different quantities of one item, you will enable Nested Alternate Barcode:
Go to: Configuration> System Configuration> Product/STR tab
Enable the check box “Enable Nested Alternate Barcode
Update and Restart Candela.
Now go to: Configuration> Product Definition
Select the product you want to use for nested barcode
Go to: Nested Alternate Barcode tab (on the product definition screen)
Enter new code in “Barcode” field
Enter Qty, i.e., 12
Enter price of 12 pieces in “Price” field.
Enter Unit i.e., dozen pack
Update screen

Q. On the product Definition Screen, Cost and Retail price is disabled.

Cost and retail price on the product definition screen is not enabled if the button ‘NEW‘ is not pressed.
Go To: Configuration> Product Definition> Press New Button
Both Columns will be enabled automatically.

Q. Product is defined but it is not visible on any screen.

This can happen when there is a difference in product creation date and your system’s date.
Check system date
Now Go to:
Configuration>Product Definition> Product Creation Date
if there is a difference in these two dates, correct it.
Update the product price from Product price screen. Save

Q. How to delete a product?

You can delete a product if GRN is not entered against it.
Go To Product Definition Screen
Select product
Click Delete button

Q. How to generate auto product code?

First create a product template:
Go to: Configuration> Product Definition> Press new Product template help (the plus sign)
On the pop up screen enter Product Template name and code. Save
Press F2 : to generate auto codes.

Q. When I load products from another loader, an error occurs : Error "Invalid file format...".

This can happen if the file being loaded is not in the correct format.
Covert the file into xls format and load it through:
Utilities > Product Utilities > Product Loader screen.
Click Load File button

Q. How can I assign separate prices to different SKUs of size and color items?

Go To: Configuration>Product Definition>
Enter New Product
Click Product Price Tab
Select Product Sizes and Product Combinations
Enter priceSave.

Q. How can I change retail price?

Go to:
Configuration> Product Definition>
Select Product
Click Product Price Tab
Enter new price in the Price field. Update

Q. How to deactivate product status?

Go to: utilities>product utilities>set product status
Select Line Item
Load Data
In the grid, enable the check box ‘Active/Deactive‘ against the product you want to deactivate.
Save

Sales and Return

Q. Three days ago, I forgot to enter sales of one of my products. Now I want to enter that sale but when I try to do so on the Sales &Return screen, error pops us: Back Date sales not allowed.

A. This happens because you don’t have the rights to enter sales in previous dates.
This is what you can do:
Go to: Security> Group Rights
Select Sales Shop
From Categories, select Shop Activities
Expand and select Sales/Return
Enable the check box Allow Back Date Sales

Q. My customer returned one item and she also purchased another item. I want to make a single invoice of both these transactions.

On Sale and Return, press RETURN button and scan return item(s), again press RETURN button and scan sold item(s).

Q. There is a lengthy product code on my invoice. What can I do so that product codes don't appear on my invoice?

Go to: Configuration > System Configuration > Invoice tab
Disable “Print Product Code” check box
Update, restart Candela and ask shops to replicate data.

Q. I carried out physical audit and now I can't seem to save my sale invoice. What happened?

This can happen if you have implemented Physical audit on the date you are trying to save a sale invoice.
The system does not allow any transaction on the date physical audit is implemented

Q. How to detach a particular sales person (on the sales and return screen) from a specific user group?

Go to: Configuration> Shop Definition>Employee Tab
Select the employee
Uncheck Set as Sales Person
From the Attach User drop down, don’t select any group.

Q. How can I see stock quantity of my products on the sales and return screen?

On the sales and screen, press F-4
A help window will popup showing stock quantity.

Q. How can I make sure that my credit customers can purchase on credit from all my shops?

Go to:

Configuration > System Configuration > Sale tab

Enable check box “Allow credit sale on all shops” and Update

Q. I am not getting information from the sales invoices about how much cash a customer paid and what was the balance returned to him. The invoices only show total amount of the items sold.

You can restrict the system not to save an invoice until the information about cash in entered:

Go to

Security > Group Rights

Select relevant user group and select Shop Activities in ‘Form Categories’

Expand Shop Activities and select Sale/Return

Disable check box ‘Allow Sales without Cash Entry’ and SAVE

Q. I have entered all my sales in an excel file. How can I upload this fine in Candela on the sales and return screen?

Convert the Excel file in CSV file

Go to Sales and Return

Click Load Sales button

Upload the file

(to enable the Loader button the sales and return screen go to: Configuration>Shop Defintion

Enable the checkbox ‘Show loaders’)

Q. When I try to load products in the help window of GRN and Sales and Return screens. I can't find a specific product. What's the problem?

A. This happens if you have defined product price of that particular product in some future date. This is what you need to do:
Go to: Configuration>Product Definition>
Select the product
Click Product Price tab
Change Start Date of the product to the current date or some previous date. Update

Q. How can a salesperson give discount to customers on the spot?

First give discount rights to sales shop:
Go to: Security> Users > select sales shop from ‘Select a Group‘ drop down.
Select shop from the grid
Enable Allow POS Discount Editing check box. Update
Now go to: Shop activities >Sales and return> enter Unit discount
Enter.

Q. How can I show product codes on my sale invoice?

Go to: Configuration > System Configuration > Invoice tab
Enable check box ‘Print Product Code‘. Save

Q. I want to delete one of the invoices created during the last three days.

Go to: Shop Activities> Sales and Return
Click Search Invoice button
Give date range during which the invoice was created.
Press Search button.
Double click the invoice. It will open on the main Sales and Return Screen, Click Delete button.

Q. I want to select multiple salespersons for a single sale invoice.

Go to: Configuration > System Configuration > Sale Tab
Enable the check box “Item wise sales person
Update and restart S/R screen
You will see an additional column called “SP Code
Click in SP Code to select sales persons for each item.

Q. When I load products on sales screen, error pops up: index was out of range.

Go to sale & Return screen

Press F1

On the pop up screen, click delete template button

(button with the cross sign)

Q. I want to attach one salesperson ‘with a shop so that whenever the sales and return screen is opened the selected sales person’s name appears on the screen.

You can do this by attaching a particular salesperson with the shop:

Go to

Shop Definition>Employees tab

Click ‘cancel button’ to select the employee’s name

From the ‘Attach User’ drop down, select ‘Shop User’ and update

Q. I want to give the right to update date to my sales shop.

Go to:

Security> Group Rights>

From user groups drop down select Sales shop

From Categories select Shop Activities

Expand Shop Activities

Expand Sales and Return

Enable the check box “Allow Date Change.”

Q. The system is showing wrong retail price on Sales and Return screen.

This issue can sometimes occur when you load products on the sales and return screen through F6 at a specific POS.

This is what you can do:

Click F6 on the Sales and Return screen

on the pop up screen, delete (click the button with a cross) default Grid Template.

Restart Candela

Q. Sometimes I want to sell products before they are entered in the system's stock. But when I do so I get the message "Required Qty will be -ve." How can I disable this message?

Go to Configuration > System Configuration > Sale tab

Disable “Show Negative Inventory message” check box and Update.

Candela Features & Capabilities FAQs

Candela Login FAQs

Q. How to Login to Candela? How do I start Candela?

Click on the Candela Icon to start the software. You will see the Login screen. Enter your login and password on this screen and press enter (green arrow button). You will be able to perform all those tasks for which you are authorized. The user rights and privileges are assigned to “User Group” to which a user belongs.

Q. What is Override login / Supervisory login?

Override login facility is available under Menu LogOff > Override Login.

Different functions or privileges in Candela are provided to different user groups. For example, in a retail outlet the cashier may not be able to make adjustments to an invoice or delete a scanned item from currently invoice. For this purpose cashier may call his supervisor to do these functions. For this purpose the cashier is not required to logout of Candela. The supervisor can enter into the system by going to the above Menu or by using the shortcut “Ctrl+O“. When supervisor uses the override login functionality, the cashier login is suppressed or become deactivated. When the supervisor logs out of the system by pressing “Ctrl+O” or by clicking the Menu LogOff > Reverse Override Login, the cashier login automatically becomes active again.

Q. I am able to login at Head office but my login does not work at Shops?

In Candela Users are defined under one of the defined Groups. Only those Users who’s Group Type is “Shop” are able to login at Shops. So Shop Users and Head Office Users are different. If you want to login at both places then make two Users, one for the Shop and one for the Head Office.

Q. What is Quick login? How do I use Swipe Card for Login?

Candela provides a quick way of login. On login screen, you can see a button “Quick Login”. When you press this button, the screen gives you an entry box. When the cursor is in this box, you can scan your “Scan Card” or you can swipe your “Swipe Card”. From this card the system scans or reads your login and password and starts main screen of Candela.

Q. What is training mode? How to login to training mode?

Training Mode facility is available under Menu LogOff > Log in to training mode

Candela provides the facility to users to practice its operations without affecting the actual or live data. For this purpose training mode facility is provided. When a user clicks on the above menu item then another login screen is displayed. When the user gives login and password on this screen then another instance or copy of Candela is started. In this mode the color of all screens are different and user can easily recognize that he is working in the training mode. Training mode is connected to a different database so whatever is done in this mode does not have any effect on live data.

Information Message “Training mode is not configured” (System Messages)

Before training mode can be utilized, you have to configure in Candela. During this configuration, Candela creates a copy of the database with selected data. During this process the user selects the range of data which should be transferred to training mode. This step can be repeated to refresh the data available in the training mode.

Training Mode Configuration can be done through Menu Utilities > Setup & Configuration > Candela Training Mode

Candela Security & User Privileges (rights) FAQs

Product Definition and Attributes FAQs

Q. How can I change the product attributes or product information?

Product attributes and other information, like conversion factor, can be changed through product definition screen. On this screen you have to select the products one by one, change the information and then update those. There is another way to Bulk Update the product information. Here you can select products and then makes changes to different products in one go. The facility to Bulk Update Product Information is available in Menu: Utilities > Product Utilities > Update Product Information

Q. On product definition screen I see Sizes and Colors boxes. Why?

All Products are defined under one of the Line Items. Line Items or departments can be configured as standard or with Assortments (having sizes and colors). When you select a Line Item which has sizes and colors then you see the Sizes and Colors boxes on the product definition screen. When you select a Line Item which is without sizes and colors then you do not see the Sizes and Colors boxes on the product definition screen.

Q. For all Products we have to give Product Code. What is it?

Product Code is a unique identifier for a Product. Same code cannot be provided to two different products. This code is also used to generate barcode for the Product. So if you want to use a pre-printed barcode (UPC or EAN-13) for a product then enter the barcode in Product Code text box. For this purpose you can place the “cursor” in the Product Code text box and just scan the barcode.

Q. I have to provide a different Product Code while making purchase orders to Suppliers. What is the solution in Candela?

Candela provides the facility to attach a Vendor code with the product. When you make a purchase order for a supplier, this Vendor Code, along with Product Code is printed on the Purchase Order. You have to make a System Configuration so that this Vendor Code becomes visible on the Product Definition Screen. This can be done through Menu: Configuration > System Configuration > Product Tab. Here Display Vendor Code should be “Checked”

Q. Can Product Code Length be different for Different Products?

In system configuration we set the product code length as fixed or variable. For variable product code length, the product codes for individual products can have different length between 3 to 15 characters. This is only true for products which are defined under line items without size and color. Product codes defined under line items which are with size and color, always have fixed product code length. For these product codes the size and color codes are always of three characters.

Q. Can my Product Code be Alphanumeric or it can be numeric only?

Product code can be numeric or alphanumeric. This depends upon the System Configuration. This can be done in Menu: System Configuration > Product Tab. Here if Product Code Data Type is “Numeric” the Product Code can only contain “Numbers”. If Product Code Data Type is set as “Text” then Product Code can contain alphabets and numbers both.

Q. On product definition some of the Drop Down lists (Attributes) are grouped as “Line Items Based” while other are grouped as “Product Based”. What does this mean?

Line Item Based attributes are those lookups or product tags which change with selection of Line Items. This means if there are two Line Items, Garments and Footwear, then Category Drop Down box will have separate items for Garments and Footwear. On the selection of Garments, its own categories will be loaded in Category drop down list while on selection of Footwear, its own categories will be loaded.

In contrast, the Product Based attributes are those which have no effect of Line Items. The items which are defined against a Product Based drop down remain the same irrespective of the selection of Line Items.

Q. Price of some Products changes rapidly. I want to give selling price for these products at the time of making invoice. How can I do this?

You can mark selected products so that System prompts you for selling price while making invoice. This can be done on Product Definition Screen. On this screen there is a User Price “Check Box”. When this is “Checked” then while making sales invoice, System asks for selling price. You can open Product Definition Screen from Menu: Configuration > Product Definition > Product Definition Tab.

Q. How can I print the Barcodes for Products?

Barcodes can be printed in Candela in different ways. If you want to print Barcodes against the products received through a Goods Receipt Note (GRN) then this facility is available on the GRN screen. This screen is available through Menu: Purchase > GRN & also Purchase > GRN Matrix. Here you can select the Barcode Template from the drop down list and Generate Barcodes. By default, the “Active” Barcode template is selected in the list but you can change the selection. This “Active” Barcode can be set through Menu: Configuration > System Configuration > Product Barcode Tab.

Barcodes can also be printed by giving the different product codes and required barcode quantities. This can be done through Menu: Utilities > Product Utilities > Selected Barcode Generator.

Q. Which Barcode printers are supported by Candela?

Candela provides Barcode printing on two different types of printers. One is the standard laser printer which uses pre-designed sticker sheets. Other option is to use Barcode printers. For this option Candela provides integration with two different printer types: TSC Barcode Printers and Zebra Barcode Printers.

1. TSC TTP 244 Plus

2. Zebra TLP 2844

3. Zebra ZM 400 / ZM 600

Note: All models of  Zebra Printers which use ZPL or EPL are expected to be supported by Candela but above listed models are tested and their working is verified.

For all these printers Barcodes can be designed in Candela using the Barcode Designer. The barcode designer is available in Menu: Utilities > Setup & Configuration > Customize Barcode Printing

Q. Can I change the Line Items for defined Products?

All Products are defined under one of the Line Items. Line Items or departments can be configured as standard or with Assortments (having sizes and colors). Line Items with sizes and colors are those under which products of footwear, garments or similar items are defined.

If Products belong to a line item which has sizes or colors (assortments) then their line items cannot be changed. However, the products which do not belong to line items with sizes or colors (like grocery, pharmacy, gift items etc.) can be switched to other line items. This can be done through Menu: Utilities > Product Utilities > Shifting Products b/w line items

Q. What are Product Attributes? Why we use these?

Product attributes are the Drop Down Boxes (also called Combo Boxes) which contain values given by you. These attributes help you to define the product in more detail. These attributes are then used to generate different reports for selected products. These also help you create groupings in the reports.

For example, you have one of the attributes Gender and it contains values “Male”, “Female”, and “Both”. You attach one of these values to all your products. Now you can get the sales or stock report which groups all the products under Male, Female, and Both. Also you can make a selection of “Male” for a sales report. Then you will get sales of all products which have a Gender Attribute value “Male”.

Q. Do I have to manually give the Product Code or Candela can generate Product Code automatically?

Candela supports both options. You can manually provide the Product Code or you can get the next code through the system. System generated codes are in a series for every Line Item. For system generated Code first you have to define Product Code Templates. This can be done through Menu: Configuration > Misc > Product Templates.

While defining Product on Product definition screen, you bring your cursor on the Product Code text box and press F2 (function key). This will create the next Product Code in the series for the selected Line Item. If there are two or more templates for the same line item then template window will open up and you will have to select a particular template.

Q. Can I upload data of Products in Candela through Excel sheets?

Yes you can upload “Product Master Data” through Excel sheets. This is generally required when a business using different software, is converted to Candela. The Excel sheet should be prepared in a specified format. The excel sheet can be loaded in Candela through Menu: Utilities > Product Utilities > Product Loader. On this screen there is help button which gives you information about format of the Excel file. Through this file, all Product Master Data is transferred to Candela.

Q. I want to change the Product Code Length in System Configuration but it is disabled. Why?

In system configuration we define the product coding structure. This includes Product Code Length. Once first product in the system is created, then product coding structure cannot be changed.

Q. Whenever I give a Product Code system automatically adds Zeros in it. Why this is happening?

This happens in two scenarios. One when your System Configuration does not allow Variable Code Length. In this case Candela adds Zeros to make its length equal to defined Product Code Length. This is true for all Products irrespective of their Line Items.

Second is the case when Products are defined under Line Items which are with size and color. In this case the Product Codes are always of fixed length. If you provide a Product Code where length is less than the defined Code length then Candela adds Zeros.

Q. What is Purchase Conv. Factor in Product Definition?

Purchase Conversion Factor defines the number of units in one packet. When we make a Purchase Order (PO) or Goods Receipt Note (GRN) then System assumes that are making purchases in Packs. For example, if the Purchase Conv. Factor is 12 and we enter “2” while making GRN for this product, then system assumes that we are entering 2 Packs and 24 Units are added to inventory. Also based on this conversion factor, while making a sales invoice, we can sell the Packs. In this case, when we sell 1 Pack, the price will be of Pack and 12 Units will be reduced from inventory.

Q. I want to switch my existing software to Candela and it requires redefining the barcodes. What happens to the barcodes which are already pasted on the products? Will I be able to use those?

Candela provides the facility to attach additional barcode to products. This is called alternate barcode. During operations (sales, purchase, physical audits) when Product Code or Alternate Barcodeis scanned, the system records the sale of the same product. These alternate barcodes can be transferred to Candela when Products are uploaded in Candela through Excel Sheets. Also these alternate barcodes can be entered through Menu: Utilities > Product Utilities > Alternate Barcodes

You can enter upto Five (5) alternate barcodes against the same product code.

Q. How can I design my own Barcodes for products?

Candela comes with pre-designed barcodes for different types of businesses. This includes barcodes with size and colors and without size and colors. These barcode templates are available under Menu: System Configuration > Product Barcode. One of these barcodes can be set as “Active” which then becomes the default Barcode when you go to Barcode printing options. You can make your own Barcodes which are then added to this list. This can be done through Menu: Utilities > Setup & Configuration > Customize Barcode Printing.

Q. How can I manage the Expiry Date of Product?

For this purpose, System Configuration should be done so that Batch No. & Expiry Date can be entered while making GRN. This can be done through Menu: Configuration > System Configuration > Sale/Purchase Tab. Here Show Product Batch Expiry “check box” should be checked.

System provides Product Expiry Report. Product Expiry Report is available through Menu: Reports > G-Product Reports > G05 Product Expiry. This report is based on assumption that all the products which are purchased first are sold first (FIFO). For example if two batches of same product are purchased where first batch contains 100 units and second batch contains 125 units. Both have different Expiry dates. This means total of 225 units are available in the shop. Now if the shop has sold 75 units and Expiry report is generated then report will show that first batch of product has 25 units (and going to expire on its own expiry date) and second batch of product has 125 units (and is going to expire on its expiry date). So this report is generated on the assumption that unless the earlier batches are finished, the later batches products are not sold.

Sales & Return Invoices FAQs

Q. In Candela how can I make a sales invoice?

Sales or return invoice can be made through Menu: Shop Activities > Sales & Return. You must have system rights of “view” and “save” for this screen. For detailed instructions related to making an invoice, you can watch the video:
Urdu: https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. I use “Product Help” screen to enter products while making invoice. For each product I have to press function key “F1”. Can I enter multiple products in one go?

Yes you can easily enter multiple products with one press of “F1” key. Next to “Product Code” Text Box you will see the “Hold” check box. If this check box is checked then “Product Help” screen (which is opened using “F1”, “F4”, “F5”, or “F6”) does not automatically close after entering a product in invoice. Once you are finished with products entry, You can press “Esc” Key to close this screen.

Q. While making a sales invoice can I attach salesperson information?

Yes you can attach salesperson information while making invoice. For this purpose you can enter salesperson code in “Sales Person” Text box. Or you can select a salesperson by pressing “F1” key when the cursor is in “Sales Person” Text box.

For detailed instructions related to Sales Person selection, you can watch the video:
Urdu: https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. I have selected a Customer for making a credit invoice but the “Credit” option is disabled. Why?

Credit Invoice can only be made for a Customer if you have “Allowed Credit” to this “Customer” during its definition and assigned some “Credit Limit”. This can be done through Menu: Shop Activities > Customer Definition.

Q. How Can I make changes to an already made Invoice?

To modify an already made invoice first you need to load that particular invoice on the screen. This can be done by using “Search Invoice” button on the Sales & Return Screen. Then you can make desired changes in the invoice and use “Update” button to keep those changes. For detailed instructions related to Invoice Modification, you can watch the video:
Urdu: https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. How can I make a return invoice?

Return Invoice is made from the same screen where you enter sales invoices. While entering a product you tell the system that it’s a Return Product and system makes a return invoice. This can be done in more than one ways. One of the ways is to press the “Return” Button available on the “Sales & Return” screen. Once pressed, the color of the “Return” Button turns red. Now when the product is scanned, it is entered as a Return Product and its product quantity has a “Negative (-)” sign. Other option is to scan a product and then move the focus inside the grid (using mouse or pressing “F9” key). Here enter the quantity with a negative (-) sign.

Q. I run a retail chain store where every shop sells a different brand. I want to print invoice with Name and Address of each retail outlet where it is generated. How can I do this in Candela?

In Candela you make definitions of all your retail outlets. You can define these shops through Menu: Configuration > Shop Definition. On Shop Definition screen (Definition Tab), you can enter “Name” and “Address” of each of the shop.

Then go to Menu: Configuration > System Configuration > Invoice Tab. Here “Check” the “Print Company name with Shop Address on Invoice” check box. Also “Check” the “Print Shop Name with Shop Address on Invoice”. Now when the invoice will be printed on each of the retail outlets, it will pick-up the Shop Name and Address from the “Shop Definition” of that particular shop.

Q. My customer brought back an item for exchange which she purchased yesterday. How should I handle this in Candela?

Although you can modify the previously made invoice (if you have the “Update” rights), but it is not advised. Every day, the accounts should be closed at day end. You should make an “Exchange” invoice to return the previously sold item and sell the new item.

Q. I want to sell some products on pre-defined Discounts. How can I do this?

You can configure pre-defined “Discounts” in the system through Menu: Configuration > Discount. Here you can put discounts for selected products and selected shops. Now when you will make invoice for these products, system will automatically apply discounts. For detailed instructions related to configuration of pre-defined discounts you can watch the following videos:
Urdu  : https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. While making an invoice, sometimes I need to check the price of an item for another customer. How can I do this, without disturbing my current invoice?

On the invoice screen there is a facility to bring “Price Checker” screen. On “Sales & Return” screen press “F7” Key to bring the “Price Checker” screen. Here, when you enter the “Product Code”, price and Discount of that product is displayed. Press “Esc” Key to close this screen.

Q. Can I get a warning if inventory goes below zero (negative) while making invoice?

Yes this can be done through Menu: Configuration > System Configuration > Sales/Purchase Tab. Here “Check” the “Show Negative Inventory Message” Check Box. Now, whenever a product is entered in the invoice Grid and its quantity is going to be below zero then message will appear. To get detailed understanding of the System Configuration (Sales/Purchase Tab) you can see the training Vide: Urdu: https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. Sometime my customers to whom I sell on Credit, want to make a payment during new purchase. I do this by entering the payments in "Customer Receipts" section. Can I do this on invoice screen?

Yes you can receive customer payments from the Sales & Return screen while making invoice. For this You have to give “Group Rights” from Menu: Security > Group Rights. On this screen you should go to Shop Activities > Sales & Return section and “Check” “Customer Receipts” check box.
On Sale & Return screen You select the “Payment Mode” as “Credit” and if you enter any amount in the “Customer Cash” text box then that will be treated as payment and will be adjusted in the Customer Ledger.

Q. While making invoice if barcode is not readable, how do I find the product?

If barcode is not readable, You can bring cursor (focus) on the Product Code Text Box and press the function key “F1” which will bring the “Product Help” screen containing all the defined products. Here you can find the product by typing its name. As you type, the products gets short listed.

You can also use function keys “F4”, “F5”, and “F6” to bring the product list. These Keys brings the product lists which also gives you option to enter the “Quantity” in the same window. To use these function keys for product list your cursor must be in the “Product Code” text box. For detailed instructions related to Product Help function while making an invoice, you can watch the video: Urdu: https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. When I enter same product twice by scanning barcode, it appears twice in the invoice. I want to have each product listed only once along with its total quantity. How can I do this?

Candela allows you to either print the product only once along with its quantity or have the product listed down multiple times (with every scan). In the first case, with every scan, the quantity is increased against the same product listing in the invoice.

This configuration can be done through Menu: Configuration > System Configuration > Sales/Purchase Tab. Here if “Distinct Item in Sales and Return” is “Checked” then each barcode will only appear once in invoice along with its quantity. If this is “Un-checked” then with each scan of barcode product will be listed again in the invoice.

Q. How can I make a Credit Invoice for a customer?

For making a credit invoice you must first select a “Customer”. For this purpose you can enter Customer code in “Customer” Text box. Or you can select a Customer by pressing “F1” key when the cursor is in “Customer” Text box. Please note that you must have “Allowed Credit” to this “Customer” during its definition and assigned some “Credit Limit”.

For detailed instructions related to Customer selection, you can watch the video:
Urdu : https://www.youtube.com/playlist?list=PLcoOaKB-DtArZo_bqB7uCarXz6QTXeweH

Q. How can I search a previously made invoice?

If you want to view last invoice then you can press “Load Last Invoice” button. This will show you the last invoice.

which you have just made. For other invoices, You can press “Search Invoice” button on the Sales & Return screen. Here you can search invoices against “Product Codes”, “Invoice Dates”, or “Sale ID / Invoice number”.

Q. I want to change Invoice Printout to suit my business needs. Can I do this in Candela?

There are many options for setting up the invoice printout to suit your business needs. This can be done by Menu: Configuration > System Configuration > Invoice Tab.

Also there are many pre-built invoice formats in the system to suit different business needs and different types of printers. You can select any one of these invoices. This can be done by Menu: Utilities > Setup & Configuration > Invoice Page Setup. On this screen you can select your desired invoice from “Invoice Type”

Q. I run a retail chain store and I want to print invoice with address of each retail outlet where it is generated. How can I do this in Candela?

In Candela you make definitions of all your retail outlets. You can define these shops through Menu: Configuration > Shop Definition. On Shop Definition screen (Definition Tab), you can enter “Name” and “Address” of each of the shop.

Then go to Menu: Configuration > System Configuration > Invoice Tab. Here “Check” the “Print Company name with Shop Address on Invoice” check box. Now when the invoice will be printed on each of the retail outlets, it will pick-up the Address from the Shop Definition section.

Q. How can I make an exchange invoice?

You can make an Exchange Invoice from “Sales & Return” screen. Enter the items which are to be sold or to be provided as exchange, into the invoice grid. Now press the “Return” button. It will become “Red”. Now you enter the returned items. Candela will create an invoice or a bill which will be Net sum of all the items (returned items will be subtracted from newly added items).

Please Note that returned items will be added back into the inventory.

Q. For some customers I want to give a percentage discount on total invoice. How can I do this?

You can enter a “Percentage Discount” on invoice by using “Adjustment” Text Box on the “Sale & Return” screen. One way is to directly enter the Amount in “Adjustment” Text Box with a negative sign. Better way is to press “F1” Key when your focus is in the “Adjustment” Text Box. This will bring up a Pop-Up window which will ask for Adjustment %. Just enter the Discount percentage which you want to apply on the invoice and press “Enter” Key. System will calculate the exact amount and enter it into the “Adjustment” Text Box.

Q. I want to offer different Product Discounts to different customers. Can I enter a discount against each product, while making an invoice?

Yes Candela provides you the facility to enter discount against each product while making invoices. These discounts can be entered as “Absolute” amounts or as “Percentage” of the selling price. To do this first you have to set the “User Rights” for the logged-in user. This can be done through Menu: Security > Users. On this screen there is a check box “Allow POS Discount Editing”. If this Check Box is “Checked” for the User, then that User will be able to enter the discounts on the sales screen.

Please note that You can directly enter the “Discount Amount” in the invoice Grid. If you want to enter a “Percentage Discount” then give the value of “Percentage” in the same area and press “F12” Key. This will convert entered Percentage Value to equivalent Amount.

Q. I want to make sure that no one can make invoices which are below the product Cost Price? Is this facility available in Candela?

Yes Candela provides you the facility to block invoices which are below the “Average Cost Price”. This can be done through Menu: Security > Group Rights. On this screen select a “User Group” and go to “Sales/Return” screen under Shop Activities and “Check” the “Restrict Below Cost” Check Box. Now below cost invoices will be blocked for all the “Users” belonging to that “User Group”.

Please note that system checks “Below Cost” for every individual product entered in the invoice and also the overall invoice. If the selling price of any one of the Products is below Average Cost Price of that Product OR the total invoice Net Value is less than the Cost Price of all the Products then System will give you the message and will not allow You to save the invoice.

Q. Can I split the invoice payment into Cash and Credit Card?

Yes you can split invoice and receive the payment through Cash and Credit Card. To do this, select the Cash/Credit Card option on the “Sales & Return” screen. Select one of the “Credit Card” from drop down box and enter the Cash Amount in “Cash” Text Box. System will automatically fill the balance amount of the invoice in the “Credit Card” Text Box.

Q. I want to display my Company LOGO on the Sales & Return Screen. Is it possible in Candela?

Yes You can place Your Company LOGO on the sales screen. On the upper part of the Sales & Return screen You can see your company name within a rectangle. This name is picked up from System Configuration (Company Info Tab). For this purpose You need to prepare an image of JPEG format which should match the size of the rectangle. The name of the image should be “banner.jpg”. Now place this image in the “images” folder which is found in the Candela installation folder. Please note that the dimensions of the banner image should be 712 x 55 pixels (width x height)

Sale Discounts & Promotions

Q. I want to plan a discount for a future date. Can I do this in Candela?

Discounts can be configured through Menu: Configuration > Discounts. From this screen You can configure Discounts which can take effect on any future date. All discounts or promotions have a start date and end date.

Q. I want to set a promotion and give discounts on selected days of the week. Can this be done?

Yes this facility is available in Candela. All discounts can be configured for days of the week or for selected days. For example, if you set a discount which is applicable on Tuesday & Thursday. Then only on these days when the invoice is made, discount is applied. On other five days of the week invoices are made without discounts. Discounts can be configured through Menu: Configuration > Discounts. From this screen You can select the “Selected Days” radio button and select the days by pressing “Selected Days” Button.

Q. I run a Loyalty club scheme in my departmental store business and provide discounts to customers who present Club-Cards. I offer discounts to Club members on purchase of products from Cosmetics department but there is no discount on Grocery. Can this be handled in Candela?

Yes Candela allows you to manage a Loyalty Club and setup different discount percentages for different departments. This can be achieved by doing the following steps:

1. Configure the system for multiple discounts for customer club. This can be configured through Menu: Configuration > System Configuration > Customer Club Tab. On this screen “Check” the “Multiple Customer Discount %” check box.

2. Now You need to associate different discounts to different Customer Types. This can be configured through Menu: Configuration > Misc > Customer Type. On this screen You Select the Customer Type and then define the discount percentage for all Departments (or Line Items). You can put a “Zero” against the line items for which you do not want to give discounts.

Q. I run a Grocery Store and want to setup a discount of buy two get the third item free on selected product. Can this be done?

Yes Candela allows you to setup this type of discounts. Discounts can be configured through Menu: Configuration > Discounts. From this screen You can select the “Discount Type” as “Unit Discount” and enter 2 in the “Unit” text box. Now for all the products in the invoice, for which this discount is configured, for every two units the third item price will appear in discount. For example if the customer buys 6 quantity of the discounted product then he will be charged for 4 items.

Q. How can I change the start or end date of discount for a franchise?

Got to: Configuration>Shop Definition

Select the shop for which you want to change the date.

Click Franchise Discount tab

Discount types and End and Start dates will be visible in the grid.

Change the date in the grid. Save

”Q.

First, your notepad file should be according to the required format which means product codes written vertically along with their percentages separated by a coma. e.g.:

RF00001,5 (here five is the percentage of discount)

RF00002,3

RF00003,10

Now on the discount screen (Configuration>Discount)

Click Selected Products radio button

Click Load products button in front of it

In the pop up grid, click Load Product button

Select and open the notepad file

Save

Q. I want to delete previously configured discount for all shops and set new type of discount for some of the shops.

Go to:

Configuration>Discount

Select the discount from Discount Type drop down that you want to delete.

Change Start Date and End Date to some previous dates

Now select new discount type

Give Start and End dates

Select the radio button selected shops

Check the shops you want to apply the new discount to

Save

Q. I want to set a promotion and give discounts on selected products in morning hours only. How can this be done?

All discounts can be configured for the whole day or for selected hours. You can select the time of the day during which discounts will be applied. For example, if you set a discount from 4PM to 6PM then only in these two hour when the invoice is made, discount is applied automatically. Outside these two hours the regular invoices are made without discounts. Discounts can be configured through Menu: Configuration > Discounts. From this screen You can Un-Check the “All Time” check box and select the
“Start Time” and “End Time” in relevant text boxes.

Q. I run a retail chain of ten (10) garment stores. I want to set up a promotion on only two (2) stores. How can this be done?

Yes Candela allows you to setup discounts on selected stores. You can select the product, mention the discounts and then select the shops on which these discounts should be applicable. Discounts can be configured through Menu: Configuration > Discounts. From this screen You can select the “Selected Shops” radio button and select the shops by pressing “Selected Shops” Button.

Q. I want to run a promotion that if customer invoice is above Rs.10,000, then he should get a discount of 5% on total invoice . Can this be done?

Yes Candela allows you to setup this type of discounts. Discounts can be configured through Menu: Configuration > Discounts. From this screen You can select the “Discount Type” as “Value Discount” and provide the invoice amount as 10,000 and Percentage as 5.

Q. How can I configure discounts?

Go to: Configurations>Discount>

Define different types of discounts and save

Q. How can I add more products to the existing discounted items list?

Go to Configuration > Discount

Click Selected products button

The list of discounted products will appear in the pop up screen

Now click Select Product button on the grid

On the new pop up screen, select the line items and products. Click Execute button

 Update

Q. I have already configured discounts for some of my products. There is a separate discount for my loyalty club customers on all items, and thus my loyalty club customer will get double discount. How can I make sure that for the loyalty club customers, loyalty club discount is not applied to already discounted items?

Go to

Configuration > System Configuration > Sale tab

From Discount Priority drop down, select Product. Save

Q. I want to give discount of 20% only on one item and for one day only. How can I do it?

Go to:

Configuration>Discount

Enter a name for your discount

Give the same start and end date (the date on which you want the discount to be applicable)

Check Selected Products radio button

Click the button in front of it

A new screen will pop up

Click select product

In Product Range field, select the product through product help

Click Execute

Candela Cost Price and Retail Price Management

Q. How Cost Price is managed by Candela?

Candela manages weighted average cost price for inventory items. Weighted average cost is recalculated when a GRN (goods receipt note) is posted in Candela. GRN Posting can be done from Menu: Purchase > GRN Posting. All GRN effect is applied on item cost which are between last GRN posting time and current GRN posting time.

System calculates the average cost price based on quantity at hand, current cost price, newly purchased quantity, and new purchase price. When GRN cost posting is reversed, then weighted average cost price goes to previous state.

Current weighted average price is saved for every sale invoice and helps in calculating COGS (cost of goods sold).

Note: To maintain weighted cost price in Candela “Enable Weighted Price Config” and “Allow GRN Posting” flags should be “Checked” in system configuration. This can be done from Menu: Configuration > System Configuration > Sales/Purchase Tab

Q. How can I check the COGS (cost of goods sold) against a sales invoice?

While making a sales invoice, system records the COGS in respective invoice. For the purpose of calculating the gross margin this cost is subtracted from Net Sales value. The COGS amount can be checked in Profit Margin report. This report is available in Menu: Reports > C-Sale Reports > C-30 Product Wise Sales Profit Margin Report

Q. I have made a new GRN at a different price but average cost price of items has not changed. Why?

Average cost price is changed for inventory items on the basis of newly purchased quantity and purchase price when a GRN is posted. Before GRN Posting, this effect is not applied to inventory items. GRN Posting can be done from Menu: Purchase > GRN Posting.

Q. How Can I change the Cost Price of Inventory Items (Products)?

You can change the cost price using Change Cost Price Utility. The utility is available in Menu: Utilities > Price Utilities > Change Product Cost Price.

Note: If you are using weighted average cost price, then you should not use this facility because cost is automatically being managed by system based on GRN

Q. When I use Retail Price Change Utility, will the system maintain history of previous retail prices for inventory items?

While using Retail Price Change utility, you have option of “New” or “Update”. When you select “New” option for retail price changes then system keeps record of the previous retail price. The previous price is closed with yesterday date (one day less than the date displayed on screen) and your new price starts with Today date. However, if you need to change the product retail price more than once in one day, then second time you cannot change the price in “New” mode. For this you have to select “Update” mode and then price can be changed. So if multiple price changes are recorded in one day then only the last price change history is available.

Q. Can I change the retail price of the product while making GRN (Goods Receipt Note)?

Retail price can be changed while making GRN, if relevant system configuration is done. This can be done from Menu: Configuration > System Configuration > Sales/Purchase Tab. On this Tab “Enable Editable Retail Price Config” should be “Checked”.

Note: This will work for Candela personal version. For Professional or Enterprise versions, this facility will be available to warehouses which are directly connected to server. For remote warehouses this facility of retail price editing will not be available.

Q. I run a retail chain store. I want to setup different retail price for some of my retail outlets. Can I do this in Candela?

Candela allows you the set shop based retail prices for products. To do this first make the system configuration from Menu: Configuration > System Configuration > Product Tab. Here select the “Price Methodology” as “Shop Based”. Now the system will first lookup for a shop based price while making an invoice. If shop based price for that product is not found then system will bring “standard” price for the invoice.

Shop based prices can be entered through Menu: Configuration > Misc > Shop Based Product Prices.

Q. I have not made a GRN (goods receipt note) but system has recorded cost price in a sales invoice. How?

When you define a new product, you enter the product cost price in the text box “Average Cost Price”. This price is saved by the system as cost price for the item. When first GRN is made and posted, then this cost price is overwritten by the actual cost price.

Q. How can I check the current Average Cost Price for inventory items?

You can check the current average cost price of inventory items (products) from different reports. You can open G01- Product Price with Profit Margin report to view cost price, retail price, and profit margin of selected products. You can also view the cost price through Change Cost Price Utility. The utility is available in Menu: Utilities > Price Utilities > Change Product Cost Price.

Q. I want to manage cost price manually. Can I do this in Candela?

In Candela you can manage the cost price manually. Please Note that this is NOT A RECOMMENDED PRACTICE. In this case some of the system reports which calculate the cost price on historical basis may have a mismatch. In this mode the GRN and its posting will have no effect on product cost price. If you want to change the cost price then you will have to manually update the cost price using Change Cost Price Utility. The utility is available in Menu: Utilities > Price Utilities > Change Product Cost Price.

To maintain manual cost price in Candela “Enable Weighted Price Config” and “Allow GRN Posting” flags should be “Un-Checked” in system configuration. This can be done from Menu: Configuration > System Configuration > Sales/Purchase Tab

Q. How Can I change the Retail Price of Inventory Items (Products)?

You can change the Retail Price using Change Retail Price Utility. The utility is available in Menu: Utilities > Price Utilities > Change Product Retail Price.

This utility allows to change the retail price of all selected product in one go. You can change the price based on percentage increase/decrease with respect to existing retail price or cost price.

Q. I do not want to show Cost Price to some system Users. Can I do this?

When you create Users in the system, each of the User can be assigned special rights to view cost price in Candela. This can be done if the “Enable View Cost Price” checkbox is “Checked”. If this checkbox is “Un-checked” then Cost Price will be hidden from User in different reports and transaction screens. You can modify Users through Menu: Security > Users

Q. How do I manage Cost Price of an Assembly item?

When you define an Assembly Product you provide the Cost Price of that Assembly item. Generally Cost Price of the Assembly Item is the sum of the cost of all inventory items which make up an assembly (its recipe). If this assembly is always created by converting its recipe products then you can manage the cost price of assembly items based on the cost price of its recipe. This means you can bind the Cost Price of the Assembly Product to the Cost Price of inventory items which are in its Recipe. This can be done from Menu: Configuration > System Configuration > Product Tab. On this Tab “Auto Update Assembly Cost” should be “Checked”. Now, when the Cost Price of any one of the Recipe Items will change, then cost price of the Assembly Product will automatically be adjusted.

Q. I want to sell selected products to different customers at different prices. Can I do this in Candela?

Yes you can do this in Candela. This can be done through the following steps:

1. Create Customer Types. Customer Types can be created through Menu: Configuration > Misc > Customer Type. For example, if you want to create three different prices for customers then create three different customer types.

2. Next You define Customer Type based prices for selected products. Customer Type based prices can be entered through Menu: Configuration > Misc > Customer Type Based Product Prices.

3. Now you need to select Price Methodology. To do this change the system configuration from Menu: Configuration > System Configuration > Product Tab. Here select the “Price Methodology” as “Customer Based”. Now the system will first lookup for a “Customer Type” based price while making an invoice. If Customer Type based price for that product is not found then system will bring “standard” price for the invoice.

4. Now when invoice is made for a customer then system will find the “Customer Type” which is associated with that particular customer (You can always change or update the associated Customer Type from Customer Definition screen). If product price is found for this Customer Type, then that price will be loaded on the invoice. Otherwise, standard price will be loaded on the invoice.

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