I just want to share my experience using NCH apps especially inventoria, express acc and copper. At the beginning my first impression of NCH apps is focused on the report that not suit with my need. the report are limited and we have to process the imported csv file to make the report that we want. Previously i dont have sufficient knowledge on pos system. My interest is only to record item stock correctly. so i only use Inventoria for all in out stock record.
Inventoria allow us to make purchase order, make sales, setting supplier, setting item location, even you can see the gross profit in there. But you cannot input your expense in there, so you cannot generate income report but only the difference between item sold vs item purchased automatically. The sales that you made in Inventoria will not applicable for daily sales, you cannot print proper small receipt like you have seen in the regular store.
According to the Inventoria feature as told above, then i try to learn about express account. And express account actually provide you more than inventoria. you can record anything in Express Account, you can record your income from the sales or collected freight or any other income. And you can record your expense like product purchased, salary or office expense. You also can record your sales both direct non invoice sales or sales with invoice. But the paper are printed in large size (A4, legal etc) and again you cannot print small receipt in here, so i think express account are used for accounting statement and not suitable for record daily sales in your store. This will suitable for B to B selling, this will not suitable for store to customer selling. You dont use invoice in the small store instead of small receipt right?!
After learn something from inventoria and express account, i give my attention to copper point of sale. You can tell that copper is only allow you to make daily sales like you have seen in mini market store around you. Once the sales/transaction are made, than the small receipt will be printed to your printer, as simple as that. In Copper you will never see the profit report, you will only see the sum of your transaction by item or by salesperson. this is make sense because Copper are designed to be operated by Store Keeper or your employee. And i think we have to agree that Profit report are something confidentially that not all people should have an access into it. In Copper you can have more that 1 account with password to start logon. One thing that still i dont understand is why copper cannot provide the sales based on the customer, though the customer feature are available before you put a transaction.
SO WHAT IS THE BEST PRACTICE ?
There maybe better practice out there but i just want to share my way to operate those 3 NCH apps, and i hope people can have benefit from this article. After learn Inventoria, express acc and copper, now i decided to firmly define the role and function of each apps respectively as follow :
INVENTORIA --> i will only use this as stock database so i input all the product and its detail in here by import it thru csv file. I will not use inventoria to record my sales, but when the time to restocking the items has come, i will make the list of ordered item in Inventoria, and then i will receive the item in inventoria so the stock immediately updated. And how about the cost that you spend to purchased the product from your supplier? that cost are recorded in Express Account. So inventoria will be only functioned as stock database, and the cost you've spent will appear in express account.
COPPER --> After you have your database in inventoria, then you have to sync it with copper. By sync it, the stock in inventoria will imported to Copper. As told before, Copper will only allow you to make daily sales transaction. And so be it! i would suggest that every sales are recorded in copper except if your business are B to B selling which need detail paper document, then I would suggest that you dont use copper but express account instead to record your sales. So again, that copper will suitable for Store-customer selling not B to B selling.
EXPRESS ACCOUNT --> I think we are all want to know all detail about expense and income. So i suggest express account are functioned to record all transaction. For example, when you finish record your sales in copper, you can see the sum of your transaction daily and then record it in express account by clicking receive a payment - account : general sales. And when you spent cost for restock item, you make the list in inventoria, you receive the stock in inventoria, but you record the cost in Express account by clicking make a payment - account : product purchased. When you have to pay salary of your employee, you record it in express account by clicking make a payment - account : wages & salaries. And dont forget to periodically check the money in your bank account vs the money recorded in express account.
Please see also the picture attached.
By following this best practice i hope user can :
- Having precise report of inventory of the items
- Having detail report of expense - income report
- Having detail report of the sales, and restock the item precisely
- Having proper paper like receipt, invoice and order properly
Last but not least, please make sure to backup your data in inventoria and express account. One important thing we should give attention is that if you have multiple business in inventoria or express account please be careful because once you restore your backup data it is applied not only to the active business but to all business that you have in inventoria/express account. so restoring your data may ruin your transaction in your other business otherwise you have to required effort to prevent it. And as the closing of this article i am sorry for my english, i hope you can understand the important message in this article.