Help File for the Hemp Store Inventory Control and Tracking System
This document provides a detailed explanation of how to use the buttons and functions within the Hemp Store Inventory Control and Tracking System (HSICTS). Follow these guidelines carefully to maximize the program’s effectiveness and maintain smooth operations.
Step 1: Initial Setup
- Administrator Password Setup:
Upon launching the program, you’ll be prompted to create an administrator password. This is essential for accessing sensitive system controls.
- Tamper Log Password Setup:
Next, you’ll create a tamper log password. The tamper log records any adjustments to product weights or inventory. Important: Memorize this password. If forgotten, you will need to reinstall the program.
When restoring from a backup, the tamper log password will update to the password from the backup.
- Starting the Program:
After entering both passwords, the program will open. Navigate to the Administrator Login Section, enter your password, and proceed to set up your inventory.
Step 2: Inventory Management
- Adding Inventory:
The program supports 50 inventory items.
Important: Do not enter data into fields you don’t plan to use. Once a field is populated, it cannot be fully cleared without reinstalling the program.
Update existing fields by overwriting product names and stock values as needed.
- Updating Inventory:
Enter the product name, stock in grams (supports two decimal places, e.g., 14.25g), and click the Update Inventory button. This saves your changes.
Remember to save all changes before logging out. Unsaved changes may be lost.
- Deleting Products:
To remove a product, replace its name with “empty” or add a different product or perform a hard reset or reinstall the program to reset everything.
- Real-Time Updates:
Inventory changes are logged in the Tamper Log, providing an audit trail for accountability.
Step 3: Daily Operations
- Sales and Storage:
The program records sales in Turbo Drive Storage, which supports up to 250 transactions. Once this threshold is reached, data is automatically archived to maintain system speed.
If performance slows as you approach 250 sales, archive your data or restart the tablet to improve performance.
- Sales Management:
Employees can enter sales data, including item number, weight in grams, and sale price. They must log out of the administrator section to make sales.
- Voiding Sales:
Use the Void Last Sale button to undo the most recent sale. This option may not be available after a page refresh or administrator login.
Step 4: Button Functions
Data Storage and Backups
Turbo Drive Space Used: Displays the amount of local storage used (maximum: 5 MB).
Check Archive Drive Space: Shows the space used in the archive. Avoid exceeding 80% of available space.
Backup All Data: Creates a downloadable ZIP file containing all program data, including passwords, inventory, Turbo Drive sales, and archived sales.
Restore from Backup: Loads a previously saved backup. After restoring, refresh the program to see updated data.
Inventory and Sales Management
Update Inventory: Saves changes made to product names and stock levels.
Move Sales to Archive: Transfers all Turbo Drive sales to the archive, improving performance.
Clear Sales in Turbo Drive: Deletes all sales in Turbo Drive without archiving them.
Employee Performance and Sales Analysis
Evaluate Employee Performance: Combines local and archived sales data to rank employees by total sales. Use this feature to encourage competition and reward top performers.
Build Employee Chart: Creates a graphical representation of employee sales. On touch devices, tap the chart to view numerical values.
Ranked Sales for Today: Displays a ranked list of top-selling products for the day.
Sales Trend Analysis: Analyzes the last 7 days of sales to show product performance and revenue generation.
Heat Map for Hourly Sales: Identifies peak sales hours over the past 7 days, helping optimize employee scheduling.
Perform Deep Analysis: Predicts when products will run out based on sales trends and current stock levels.
Administration and Security
Show Admin Tamper Logs: Displays the tamper log after verifying the password. Logs show inventory adjustments for accountability.
Clear Tamper Log: Deletes tamper log entries. Important: Back up or photograph logs before clearing, as they cannot be downloaded.
Reset Sales Odometer: Resets the cumulative sales value to $0, allowing you to track sales over custom periods.
Data Export
Download Sales Data: Exports all sales data (local and archived) as a CSV file, including item details, weights, prices, employee initials, and timestamps.
Download Inventory Data: Exports current inventory details as a CSV file.
Download Archived Sales: Exports only archived sales data as a CSV file.
System Resets
Soft Reset: Deletes only archived sales data, leaving Turbo Drive sales intact.
Hard System Reset: Deletes all inventory, sales data, tamper logs, and resets the program to its initial state. Use this for a complete reset.
Step 5: Best Practices
- Auditing Inventory:
Verify inventory weekly by comparing system data with physical stock. Use a certified scale with two decimal places for accuracy.
- Clearing Data:
Regularly clear sales data and tamper logs to free up storage space and improve performance.
- Employee Motivation:
Use sales tracking and performance rankings to reward top-performing employees, fostering a competitive and productive environment.
- Regular Backups:
Create backups frequently to safeguard data and facilitate program cloning on additional devices.
Troubleshooting
Slow Performance: Archive sales or restart the tablet to optimize speed.
Forgotten Passwords: Reinstall the program if administrator or tamper log passwords are lost.
Data Discrepancies: Review tamper logs for unauthorized changes or errors.