Contents

Page

Introduction and welcome to RightControl

Section 1 Installation and set-up

Installation, activation and registration

Adding Users
Deleting users
Adding your Companys Logo
Entering your Companys details
Setting up your Companys Financial Data
Setting up your Product and Stock Categories
Using the Label Designer

Section 2 Adding data to the system

Introducing the Main Menu
Adding customers and suppliers
Deleting customers and suppliers
Adding stock

Section 3 Using RightControl

Purchases
Creating purchase orders
Booking in delivered stock
Stock
Managing stock and data
Sales
Creating and entering sales orders
Despatch, picking and packing
Sales invoicing
Returns
Entering returns
Dealing with returns
Credits
Issuing credits
Reports
Interrogating database

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Introduction and welcome to RightControl

Welcome to RightControl, a stock management and order system ideal for small retailers, e-tailers
and any small business that needs to accurately control its stock levels.
Once installed and activated the programs tabbed menus can be used in an almost intuitive way.
First, though, spend some time working through this manuals step-by-step approach to setting up
and using RightControl to understand and make the best use of its features. Properly set up, the
program provides easy and efficient daily control of stock, sales orders and purchase orders.
Logically organised, the manual has three distinct sections:

Section 1 Installation and set up

Installing and activating the software, adding company information and financial parameters and
setting up system administrators and users.

Section 2 Adding data to the system

Adding stock data and the names and details of customers and suppliers: Right Control provides for
five levels of stock analysis, including category and condition so before jumping straight in its worth
spending some time, perhaps with pencil and paper, thinking about organising the detailed analysis
of your own stock items to make the best use of this feature.
RightControl also has built in barcoding and can be set up to recognise existing barcodes which can
be used to simplify the addition of stock data to the system.

Section 3 daily use of the system

The manual works, step-by-step, through a normal daily cycle: creating purchase orders, booking in
purchases and returns, creating sales orders and the associated despatches with automatic
generation of sales invoices.
This section also introduces the programs comprehensive report engine which provides for the
search, review and print off of specific system information as well as the export of data to third party
programs such as MS Excel and MS Access for greater data manipulation and analysis.

RightControl
Software manual

Section 1
Installation and setup

Section 1 Installation and set-up

Installation, activation and registration
Follow these steps to correctly install and register your purchased copy of Right Control
1. After download and installation, click the program logo to start the process of logging in and
registration.
2. In the screen that opens click Continue.

3. This will open the User screen where you can set yourself up as a user with Administration
Access by typing in your name, initials and then setting a password.

4. Click New to open the programs normal login screen and click Register.

5. This will open the Company data screen. At this stage all you need to enter are your email
and the Activation Code and Serial number provided when you bought RightControl. You can
enter all your other company details when you complete the setup of RightControl. Click
Apply and a dialog box will open confirming successful entry of the Serial Key and Activation
Code.

6. Reopen the program and login with your user name and password ready to start entering
your data to RightControl.

Adding users
New users must be added to the system before they can login.
1. From the top menu bar select Settings Options and click the User tab in the dialog box
that opens.

2. Click New and in the next screen that opens enter the name, password and initials of the new
user.
3. Select the Menu Tab Permissions appropriate for this user and then click Add.

For system security individual users should only be given permissions required for their role. For
example a sales consultant typically only requires access to the Customer, Supplier, Sales, Stock
and Reports modules.
A users permissions can be easily edited by Administrators. Open User options and select their
name from the drop down menu under User Name.
Users can be granted access to all the system by ticking the Admin access rights box.

Deleting users
1. From the top menu bar select Settings Options and click the User tab in the dialog box
that opens.
2. Select the name of the user to be deleted from the drop down menu under User Name.
3. Click the Delete button.

Adding your company logo

1. From the top menu bar select Settings Options and click the Logo tab in the dialog box
that opens.
2. Click the Browse button and navigate to the folder with your companys logo.

RightControl accepts both jpegs and Bitmaps provided they are no larger than 64k.
Once a logo has been added it will be automatically positioned and displayed on the relevant
program documentation.

Entering your companys details

1. From the top menu bar select Settings Options and click the Company tab. This opens
the screen where you previously entered the Serial No and Activation code to activate your
installation of RightControl.

2. Enter your company details: address, telephone and fax numbers, VAT Number and
Company Registration number if applicable.
3. Enter the narrative for your standard purchase and sales disclaimers. These will be
automatically included on your printed purchase orders and sales invoices.

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Setting up your companys Financial Data

Now you can input the financial information required for your organisation. The settings established
here are automatically applied to calculations in RightControls systems.
1. From the top menu bar select Settings Options and click the Financial tab.

2. Tax Code/Percent: The system comes with three default VAT codes set up in the same
style as SAGE. Additional codes can be typed in the top box and added to the system by
clicking the + button. To remove codes highlight them in the box and click the button.
3. Payments: The systems default setting provides for COD, Cash, Account (credit), Transfer
and Credit Card. Payment methods can be added or deleted by using the + and - buttons.
4. Card Types: If your company or organisation accepts credit cards for payment enter the
ones you accept. Add or remove card types with the + and buttons.
5. Credit Terms: Add in the range of terms your company offers, COD, 7 days, 30 days etc.
6. Currency: Enter the different currencies your company deals in. GBP, Euro, US$ etc.
7. Default Surcharge %: Use this box to set an automatic surcharge, 2.5% for example, on
payments by credit card. This automatic figure can be manually overwritten on the
sales order form.

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8. Alter Sales Price: Your sales prices can be instantly altered globally by entering a
percentage in this box. For example to raise all prices by 1.75% enter 1.75 or to offer an
across the board discount of 1.75% enter -1.75.
9. Click Apply to save all the entered data.

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Setting up your Product and Stock Categories

RightControl provides for extended analysis of stock. By category and sub Category and then three
levels of additional analysis, Grade, Condition and Attributes. Before starting to enter your stock into
the system it is worth thinking about the best way of organising your stock hierarchy to make the
best use of RightControls category and analysis features.
How you use the categories and analysis will depend on your business and the type of stock you
deal in and its particular properties and attributes.
It is important to correctly establish your stock analysis before you start entering your stock
and products. Any error in the structure will be difficult to change once a lot of stock data has
been entered.
1. From the top menu bar select Settings Options and click the Product tab.

2. Start with the Category entry and then follow logically with Sub Categories finishing with the
additional analysis for each Sub Category.

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Category Tab: Generic heading for a type of product such as Coats, Trousers Shorts, or
Desktop PCs, Laptops, Printers etc.
Sub Category Tab: Type of product within any given Category. For example a main category
might be Coats with Sub Categories of Leather Coats, Waterproof Coats and Cotton Coats
etc. There is no limit to the number of Sub Categories that can be created. (Check)
Stock Grade Tab: Add a grade to specify the class of goods. The system default is 1, 2 and
3 but if you prefer this can be changed to A, B and C. More analysis can be added using the
Add button but you are limited to single characters, up to 9 or I. Redundant descriptions can
be deleted with the Remove button.
Stock Condition Tab: This is very useful for online sellers of second-hand goods such as
clothes, DVDs and books. Books, in particular, have a very specific industry established
range of condition descriptions. Again the Add and Remove buttons can be used to add and
delete new and redundant descriptions.
Stock Attributes Tab: This is for attributes that define the Sub Categories of stock. For
example leather coats could have size and colour as attribute names while Laptops could
have Screen Size, Network Card, CPU and Memory as some of its attribute names.

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Using the Label Designer

The Label Designer is a feature of RightControl that lets you create sheets of labels carrying specific
stock item details and a barcode. It is particularly useful for booking in multiple items where you want
to personalise the label and barcode on your companys stock. Once created sheets of barcodes
can be printed out using templates created to match standard Avery labels.
Click Settings Options and select Label Designer from the drop down menu to open the Label
Designer form.

Follow these steps to design a label for specific stock items.

1. Label Template: Select the required label template from the drop down menu. The program
default includes three standard sizes, Small, Medium and Large set to print on standard
sheets of Avery labels:
Small
Avery ref L7159
64mm x 33.86mm
Medium
Avery ref L7654
45.7mm x 25.5mm
Large
Avery ref L4731REV
25.4mm x 10mm
2. Label Size: From the drop down select the standard Avery label that corresponds to the
Label Template size chosen.
3. Printed Fields: Use the drop down menu to Add or Remove the fields you want to include
on your label. Click the Add button to list the chosen fields in the space below the blank
label.
4. Click and drag the selected items onto the blank label.

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5. When you ARE happy with the label design and inclusion of the barcode click Print. This will
print out a sheet of labels for single barcoded multiple items. Remember to select the correct
sheets of Avery labels before you start printing.

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RightControl
Software manual

Section 2
Adding data to the system

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Section 2 Adding data to the system

Introducing the Main Menu
For Administrative users who have total system access the RightControl toolbar present menu tabs
for all the programs modules.

Administrative users set the permissions for the functions that other users need and are entitled to
access.
For users with limited access the menu toolbar is restricted to the tabs for the modules they have
permission to access and use. Only system administrators can access Settings and for users with
restricted access Settings is greyed out.

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Adding customers and suppliers

In RightControl the process of entering both customers and suppliers is identical with the use of
the same entry forms. Here we will show the process for entering suppliers. Select sales from the
Main Menu and follow the same steps to enter customers.
The stored supplier and customer data is accessed by several system modules such as sales
orders, purchase orders, stock records and booking in deliveries so it is important to enter it
accurately.
1. Click supplier on the Main Menu and then click New in the screen that opens to access the
New Supplier template form.

2. Enter the suppliers name in the Account Name box. Use the full name of individuals and
the trading name of companies and organisations. Spaces can be used in the Account
Name but avoid using non-alphanumeric characters.
3. Once the Account Name has been typed in click in the Account Number box to
automatically generate a unique Account Number. This is actually an alpha number, similar
to the short name generated by SAGE. This number is unique to each individual supplier
even if there are suppliers who share the same name.
4. Complete the other details, address, contact names, phone numbers and email addresses
etc.
5. In Payment Details use the drop down arrows to select the appropriate Payment Terms
and Tax Code that were set up in the Financial Options. The Tax Code will normally be

T1 for VAT Registered suppliers. Use T0 for Unregistered sole traders or imported
supplies.
6. When you are happy with the completed form click Finish to save the entered data.

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Warning!
While the new supplier form is being set up it is possible to manually alter the automatically created
Account Number. Once the Finish button has been clicked, however, it is no longer possible to alter
either the Account Number or Account Name.
If you do manually alter the automatically generated Account Number the system will check against
existing suppliers to ensure there is no duplication when you click Finish. The system will
automatically flag the existence of a duplicate and then generate a new unique Account Number
when you click Finish. If you are happy with the new automatically generated number click Finish
again to get the new supplier account saved to the system.

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Deleting customers and suppliers

1. Click supplier on the Main Menu and then from the drop down list of supplier names doubleclick the name of the supplier you want to delete.
2. Click Delete on the opened supplier data form.

Tip
Instead of scrolling through hundreds of suppliers type the first two or three letters of the suppliers
name in the search box at the top of the form.

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Adding stock
You need to use the booking in tab from the Main Menu to add your existing stock to RightControl.
Now you will start to appreciate the effort invested in establishing a sensible stock analysis
hierarchy.
Because RightControl expects booked in stock to be matched with a purchase order these will need
to be created for items of existing stock. The purchase order form has a section for Notes where you
can enter System opening stock or something similar.
There are four distinct ways of booking in stock:

1. Single Barcoded Item: these are single unique items such as laptops or engineering
assets that need to be tracked individually.
2. Multiple items: this is for multiple identical items such as tins of soup or packs of
batteries.
3. Direct Items: these are items were you act as an agent or middleman without stock
physically entering and leaving your stores or warehouse. When a sales order is
created for these items a purchase order will be automatically created to be
completed manually.
4. Bundle items: these are items made up of several individual barcoded items from
existing stock. Typically this might be a complete computer system with accessories
sold at an offer or bargain price, a set given its own unique barcode.
Before entering your existing stock sort your current records into the four distinct booking categories
ready for input to RightControl.
Booking in single barcoded items
1. Before the opening stock can be booked in you need to create a purchase order. Click
purchases on the Main Menu to open the purchase order template. The date and next
sequential order number will be filled in automatically. Click the button at the right of Supplier
No and from the drop down list double-click the name of the relevant supplier.
Tip
If you have a lot of old stock where the supplier is unknown, create a supplier called Opening
stock.
2. Click the button at the right of Delivery date and double-click the calendar to accept todays
date, the date the opening stock is being input.
3. Click Add New Item to open a screen where the details of the stock being input can be
entered.
4. Enter the details of the stock using the drop down arrows to select the correct Category and
Sub Category and manually complete description information such as original manufacturer
and model number.

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5. This is a single barcoded item so enter 1 in the number of units, next enter the unit price and
then click Add.

6. The purchase order template is now automatically populated with this information and the
calculated value of the stock. Now click Save.

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7. Click Close and then click purchases on the Main Menu ready to confirm the completion of
this order and prepare to add this item into the systems opening stock.
8. Double-click on the PO 4 line. In the dialog box that opens click in the Received box to
confirm delivery and then click the Complete button. The purchase has now been
confirmed as delivered ready to be booked into stock.
9. Click purchases on the Main Menu to confirm that the PO order No 4 is listed under the
Completed tab.

10. Close purchases and select booking in from the Main Menu. Click the button next to the
PO Number box and double-click on the required order 4 in this case. The booking in

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template will be automatically populated with information from the purchase order
Category, Manufacturer, Model Name, Unit cost and Description.

11. Now, using the drop down menus manually select Sub Category, Condition and Grade.
12. Next manually enter any internal codes you use such as Stock Code or Part Number (P/N)
and the Location. In the Report box you could confirm this is opening stock with the narrative
System opening stock.
13. Finally the items barcode can be entered. This can be done either manually or by scanning
in with a barcode reader.

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14. Click Finish to save the item into stock. Open stock on the Main Menu to confirm the item has
been added.

15. Follow the same step-by-step process to enter all other single barcoded items into
RightControls opening stock.

Booking in multiple items

1. As with single barcoded items, booking in existing stock of multiple items starts by creating a
purchase order. Click purchases to open the purchase order template.
2. Fill in the suppliers name and delivery date (todays date) from the drop down menus and
then click Add New Item.
3. Enter the details in the dialogue box that opens, using the drop down menus to select the
correct Category and Sub Category. Manually enter Manufacturer, Model No, Quantity
and the Unit Price. Then click Add.

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4. The purchase order template is now automatically populated with this information and the
calculated value of the stock. Add the legend system opening stock and then click Save.

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5. Close the purchase order template and then click purchases on the Main Menu ready to
confirm the completion of this order in preparation to adding these items to the systems
opening stock.
6. Double-click on the PO 6 line. In the dialog box that opens click in the Received box to
confirm delivery and then click the Complete button. The purchase has now been
confirmed as delivered ready to be booked into stock.
7. Close purchases and select booking in from the Main Menu. Click the button next to the
PO Number box and double-click on the required order 6 in this case. The booking in
template will be automatically populated with information from the purchase order
Category, Manufacturer, Model Name, Unit cost, Description and the Quantity of units.
Manually enter other details such as Serial Code or Part Number (P/N) and then update the
location and condition of the stock.
8. Tick the Reorder Level box and enter the quantity level required to flag a reorder. When the
stock level drops to this figure the main stock line is tagged in red on the stock screen to
highlight low stock levels.

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9. The Batch Code for these multiple items is automatically generated and can be used as the
barcode. Click Print Barcode to print out sheets of barcodes on Avery labels using the
template previously set up in the Label Designer.
10. Click Add to Stock to save these items into the systems opening stock.
11. Follow the same step-by-step process to enter all other multiple items into RightControls
opening stock.

Direct items
Direct items are never physically handled but to allow them to be matched to a sales order
RightControl provides for the creation of notional stock. When setting up RightControls opening
stock you will probably only need to add direct items that are in transit, shipped from your supplier
but not yet delivered or invoiced to your customer.
1. Select Direct Items from the booking in drop down menu. This will open a booking in form
that looks identical to the Multiple Items booking in form.
2. There is no automatic population of data into the direct Items form and all the information has
to be entered manually. Use the drop down menus to select Category and Sub Category and
then enter model, manufacturer and other specifications as required.

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Warning!
When using the Direct Items form there are some details that cannot be entered: PO Number,
Supplier, PO Date, Batch Code, Reorder Level, Stock Level and Adjust Stock.
The quantity is retained at a default level of 99999 and cannot be altered.

3. When you are happy that all the details have been entered click Add to Stock. The item will
appear in the Stock record marked as DIRECT.

Bundle items
A Bundle Item is a uniquely identified item that is a combination of items from different sources or
suppliers. Typically it might be a free mouse mat supplied with a new mouse, speakers with a new
computer or else a classic buy one get one free offer.
If you have bundle items that you want to include in your opening RightControl stock here are the
steps to follow.

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1. Bundle Items can be created when stock is being booked in but first a Bundle category must
be created in the Products option. From the top menu bar select Settings Options and
click product. Add Bundle to Stock Category. (Grab 35)

2. To create a new bundle item select the option from the booking in drop down menu. Click the
New button and in the dialog box that opens enter a name to describe how your bundle might
be sold, Free mouse with your new desktop, for example.

3. Click OK. A new dialog opens where you are invited to enter a description of your new bundle
item. This should describe accurately the stock items that make up the bundle. Type in your
description and click OK.

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4. This opens a new dialogue box where you are invited to enter the selling price for this bundle
item. Type in the required figure and click OK.

5. Under the correct product tab select the item you want to include in the bundle. Click the
double left-hand arrow to move the item into the bundle box. A dialog box opens asking how
many bundle units you want to create.

6. Pick the product tab for the next item in the bundle, peripherals in this case. Click on the
stock line and click the double left-hand arrow. Enter the same number of units picked for the
other item making up this bundle and then click save.
7. Open stock from the Main Menu to confirm the item is included in the bundle stock category.

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RightControl
Software manual

Section 3
Using RightControl

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Section Three Using Right Control

This section describes the daily use of RightControls sales and order processing routines and
stock management features. Entering your existing stock into the system will already have
provided familiarity with the purchase order and stock booking in processes.

Purchases
Creating purchase orders
1. Select purchases from the Main Menu and click New in the screen that opens. This will
open the purchase order form ready to be completed.

PO Number: automatically generated sequential number

Sales Order No: created automatically but only for purchase orders linked to
direct sales created through the Direct Sales Menu in the Sales Order section.
Supplier No: use the drop down menu to select and double click the required
supplier. Remember a new supplier will have to be set up in the Supplier section
before a purchase order can be created.
Delivery Date: click the button at the right of the box to open the calendar and
select the expected delivery date.
Notes: enter any notes relating to this PO. You can choose to show or conceal
Notes when the PO is printed out.

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2. To add the required items to the PO click Add New Item and complete the Purchase
Order Item screen that opens.
Category: use the drop down arrow to select the Category.
Stock code: if applicable enter a stock code you have created for this item
Batch code: if you have existing stock in the system that you wish to add the
goods to, enter the batch code to automatically update quantities in the system.
Manufacturer: enter the manufacturer which, in many cases, will be the same as
the supplier.
Model no: if there is a model number or reference, enter it here.
Description: manually enter a description.( Alternatively you can double click the
box to open up a Specification Window showing Attributes entered in Settings
Options Product)
Quantity: enter the number of units being purchased
Unit Price: enter the unit cost of the items being purchased.

3. When the box is complete click Add to add the order line to the PO and calculate the
value of the order. Now you can fill in the remaining boxes of the PO.

Payment Type: use the drop down arrow to select the payment type for this
supplier
Payment Terms: use the drop down arrow to select this suppliers agreed
payment terms.
VAT: use the drop down arrow to select the correct VAT rate. This will normally be
T1 but use T0 for unregistered or overseas suppliers.
Carriage VAT: use the drop down arrow to select the correct rate.
Currency: use the drop down arrow to select the currency you will be invoiced in.
Net: net value of the order automatically calculated
Carriage Net: manually enter any applicable carriage costs.
Recalculate: click this button to recalculate the final amount if there have been
additions or amendments to the order.

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4. When you are happy that the order is complete click Save. Note the empty Received box
which can only be completed when the order is delivered.

5. To email or post the PO to the supplier click the email or print buttons.
6. All purchase orders are saved in the system and can be viewed by selecting purchases
from the Main Menu. Orders are analysed under separate tabs as completed, where
goods have been delivered and booked in, and pending, where delivery is awaited.

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Booking in delivered stock

RightControls integrated databases and automated routines make booking in a fairly simple
process. Select booking in from the Main Menu and you will see from the drop down menu that there
are four ways of booking in stock: Single Barcoded Item, Multiple Items, Direct Items and
Bundle.

If you have already input your opening stock you will be familiar with these options but for
completeness their use is detailed again in this section of the RightControl manual.
The two methods used in most day-to-day transactions are Single Barcoded Item and Multiple Items.
5.

Single Barcoded Item: these are single unique items such as laptops or engineering
assets that need to be tracked individually.

6. Multiple items: this is for multiple identical items such as tins of soup or packs of
batteries.
The next option, Direct, is likely to be used less frequently unless you are an agent or factor.
7. Direct Items: these are items were you act as an agent or middleman without stock
physically entering and leaving your stores or warehouse. When a sales order is
created for these items a purchase order will be automatically created to be
completed manually.
The fourth option, Bundle, is not actually a way of booking in stock but is a mechanism for creating a
unique identity and barcode for items that are made up of two or more separately identified and
barcoded items. Typically this might be a complete computer system with accessories sold at an
offer or bargain price, a set given its own unique barcode.
Here are the steps needed to book in stock using the different options.
Booking in single barcoded items
1. Select booking in from the Main Menu and click Single Barcoded Item on the drop down
menu. This will open a goods-in screen split into three sections in order of process from the
top. The date and entry time is automatically generated. From the documentation included
with the delivery enter the original order number by clicking the down arrow next to PO
Number and double-clicking the relevant number. This will automatically populate the form
with Supplier Name, Category, Model Name and Cost.

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2. Enter the Sell Price of the item and using the drop down arrows, enter Sub Category,
Condition and Grade. Then manually complete the Description, Stock Code (if any),
Serial No and Location.
3. Double-click in the Description box to open a Specification dialog box where you can enter
the Specification features you set up for this product Click Done when the relevant data has
been selected using the drop down arrows.

4. If required more relevant information can be added using the Description and Report box as
well as the extra Data Fields.
5. To enter the items barcode click in the Barcode Number box. This opens a dialogue box
inviting you to type in the barcode or scan it in with a barcode reader.

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6. Click Finish when you are happy that the form has been correctly completed and a message
will confirm that the item has been successfully added to the Stock database.
7. To confirm receipt of the item, select purchases from the Main Menu and click on the
purchase order in the list of Pending orders. This will open the PO where you can click in the
Received box. This will change the colour status of the order from red to blue and you can
click the Complete button. The order will now be listed in the Completed tab of purchases.

Booking in multiple items

The multiple items procedure should be used for booking a volume of identical items such as tins of
soup or computer keyboards
1. Select booking in from the Main Menu and click Multiple Items on the drop down menu.
This will open an Add Stock form similar to the single barcoded Booking In form. The date
and entry time is automatically generated. From the documentation included with the delivery
enter the original order number by clicking the down arrow next to PO Number and doubleclicking the relevant number. Provided the information was included on the PO this will
automatically populate the form with Category, Supplier, PO Date, Manufacturer, Model
Name, Sub Category, Specification, Cost Price and Quantity.

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2. Manually enter the Stock Code (if any), Serial No, Location, Condition and the Sell Price.
Tick the Reorder Level box to manually set a reorder level. When the stock quantity drops to
this level the main stock line is tagged in red on the Stock screen to highlight low stock levels.

3. The Batch Code is automatically generated and can be used as the barcode for these items.
Provided you set up a template with the Label Designer you can click Print Barcode to print
out a sheet of labels where the batch code will be replicated as the barcode.
4. The Quantity was automatically added to the form but in the case of a partial delivery this
can be manually altered to reflect the actual number of units being booked in. The partial
delivery can also be correctly reflected when the status of the Pending PO is updated.
5. When happy that the form has been correctly and fully completed click the Add to Stock
button. A dialogue box will open asking Do you wish to continue adding stock? Click No and
these items will be added to the Stock database.
6. Open purchases to update the status of the PO. Click in the Received box to switch the
status colour from red to blue. If there has only been a partial delivery click Save. This will
leave the PO with Pending status. When the balance of the order is delivered click in the
Received box and then click the Complete button to move the PO from the Pending list to
the Completed list.

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Booking in direct items

Direct items are never physically handled but to allow them to be matched to a sales order
RightControl provides for the creation of notional stock.
1. Select Direct Items from the booking in drop down menu. This will open a booking in
form that looks identical to the Multiple Items booking in form.
2. There is no automatic population of data into the direct Items form and all the
information has to be entered manually. Use the drop down menus to select Category
and Sub Category and then enter model, manufacturer and other specifications as
required.

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Warning!
When using the Direct Items form there are some details that cannot be entered: PO Number,
Supplier, PO Date, Batch Code, Reorder Level, Stock Level and Adjust Stock.
The quantity is retained at a default level of 99999 and cannot be altered.
3. When you are happy that all the details have been entered click Add to Stock. The
item will appear in the Stock record marked as DIRECT.

Bundle items
A Bundle Item is a uniquely identified item that is a combination of items from different sources or
suppliers. Typically it might be a free mouse mat supplied with a new mouse, speakers with a new
computer or else a classic buy one get one free offer.
Here are the steps needed to create bundle items stock.

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1.

Bundle Items can be created when stock is being booked in but first a Bundle category must
be created in the Products option. From the top menu bar select Settings Options and
click product. Add product to Stock Category.

2.

To create a new bundle item select the option from the booking in drop down menu. Click the
New button and in the dialog box that opens enter a name to describe how your bundle might
be sold, Free mouse with your new desktop, for example.

3.

Click OK. A new dialog opens where you are invited to enter a description of your new bundle
item. This should describe accurately the stock items that make up the bundle. Type in your
description and click OK.

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4.

This opens a new dialogue box where you are invited to enter the selling price for this bundle
item. Type in the required figure and click OK.

5.

Under the correct product tab select the item you want to include in the bundle. Click the
double left-hand arrow to move the item into the bundle box. A dialog box opens asking how
many bundle units you want to create.

6.

Pick the product tab for the next item in the bundle, peripherals in this case. Click on the
stock line and click the double left-hand arrow. Enter the same number of units picked for the
other item making up this bundle and then click save.

7.

Open stock from the Main Menu to confirm the item is included in the bundle stock category.

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45

Stock
Managing stock and data
Select stock from the Main Menu. All current stock is listed and analysed under the separate
Category tabs. Using the search tools at the top of the Stock screen it is possible to drill down the
stock database to find individual stock item lines. This is useful once your Stock database has been
populated with hundreds of lines of stock.
General search
Using the two rows of search boxes and their drop down menu choices makes it quick and easy to
locate specific stock items.

A general search starts in the top left hand search box using single criteria selected from the drop
down menu: Model Name, Model Specification, Manufacturer, Batch Code or Serial No.
The second rows of search boxes provide qualifying filter conditions for Manufacturer, Model
Name, Specification and Sub Category. Having selected Sub Category and Manufacturer, the
Model Name will only list items from the selected Manufacturer and Sub Category and the
Specification will only show details matched to the selected Model Name.
Advanced search
With advanced search it is possible to build a set of conditions that allow searches across all
available fields.
1. To start, click Advanced and then select the Field where you want to set a condition
such as Quantity_available.
2. Next select the arithmetic, for example > for greater than.
3. Finally input criteria to compare against either a keyword or number, whichever is
most relevant to the particular search. Trying to search for a condition which is
numerical with an alphabetical condition will produce an empty result and vice versa
with a search for an alphabetical condition and a numerical search criteria.
4. Click Search to see the results isolated in the main Stock screen.
5. Add more search conditions by clicking More and limit them by clicking Less.

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Add more search conditions by clicking More and limit them by clicking Less. Click
Managing stock
Individual lines of stock can be managed by double-clicking on the stock line in the main Stock
screen This will open a descriptive window where it is possible to edit such details as Location,
Cost Price, Sell Price, Stock Code, Serial No and Reorder Level.

With Adjust Stock it is also possible to manually correct stock discrepancies discovered through
physical checks or annual audit. Enter the correct figure, click the Unlock button to change its status
to Update and then click Update to confirm the new figure.

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48

Sales
Creating and entering sales orders
Creating sales orders from existing or new customers is a straightforward process.
1. To create a new sales order, perhaps your first on RightControl, select sales from the
Main Menu and click New Order at the foot of the screen that opens.
2. This opens the sales order form. Starting at the top left the Date, Sales Person and next
sequential Sales Order No. are automatically entered. The following information has to
be completed.
Customer A/C No: Use the drop down arrow to select the customer from the list
of existing customers. Double click the name to enter it in the box. Click it again to
enter the full account name in the next box. If it is a new customer click the New
Customer button at the bottom of the Sales Order form to open and complete a
new customer form in the usual way.
Individual item notes: Place to enter notes about the order such as delivery
instructions or dates etc.
3. To add items to the order click the Add Item button to select it from the Stock list. This
will open the Stock list. Click on the tab for the correct Category. For unique stock that
was entered as a Single Barcoded item right-click the item line and choose Add to
Order.
4. For stock entered as Multiple Items double- click the relevant stock line and in the Stock
Entry form that opens click the Add to Order button. By default the system selects one
item but this can be manually altered by typing in the required volume, 5 for example.

Tip
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RightControl operates like an EPOS system allowing an items barcode to be scanned into the Sales
Order: just click the Scan Item button and run the barcode reader over the relevant barcode, either
directly from the item or from a file of barcode labels.
5. The sales price for the selected items will be automatically entered from the Stock
records. The system held prices can be overwritten by double-clicking individual sales
items and manually altering the price. Click the Recalculate button to correct the net
total.
6. In the order value section use the down arrows to select the correct VAT rates and
currency from the drop down menus.
7. Add any carriage cost required manually and then press the Recalculate button again to
get the final correct invoice total.
8. To complete the order a payment type must be selected. Click the Customer Details tab
and select the payment type from the drop down menu. Selecting credit card allows the
entry of the customers credit card details.
9. In the Customer Details form the invoice and delivery address can be altered if required.
Any Invoice Notes added here will appear on the printed invoice.
10. When happy with the Sales Order click Save. The order will be saved in numerical order
in the list of Sales Orders, the opening screen of sales, with the status Pending, awaiting
despatch and invoicing.
11. To initiate despatch click on the relevant order line in the list of Pending orders to open
the order. Then click the despatch button.

Creating a Pro Forma sales order

For new customers where payment is required before despatch of goods a Pro Forma invoice can
be created by clicking the Pro Forma button. This automatically generates a printed Pro Forma
invoice.

Cancelling an order
Orders can be cancelled and removed from the list of Pending orders by simply clicking the Cancel
button on the Order Details screen)

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Despatch, picking and packing

Completed sales orders are sent to Despatch, ready for picking, packaging and despatch. These are
the steps to follow.

1. Click Printout to print out the Despatch Note. Print two copies: one for picking the item and
to retain and one to include with the despatch to the customer. (Print extra copies as
required for your own internal control systems.)
2. Before the order can be completed, despatched and invoiced the items barcodes must be
entered. This can be entered manually or scanned in from the item with a barcode reader.
3. Entering the barcode is designed to prevent incorrect items being shipped. Though not
recommended an Administrator can over-ride this requirement by clicking the Override
button.
4. Items waiting for the barcode to be scanned or typed in are highlighted in red. Once the
barcode has been scanned or typed the Barcode box will switch from red to white.
5. Once the items have been correctly scanned in and the entries switched from red to white,
click Complete. A dialog will open asking for a delivery reference, typically a consignment or
tracking number provided by your courier company. Click Cancel if there is not one.
6. Clicking Complete automatically raises an invoice, ready for printing or emailing in the
invoices section of the Main Menu.

Despatch of partial orders

It is possible to complete and despatch a partial order in situations where, for example, you are
waiting for stock to be delivered from a supplier. In those cases the un-scanned items will remain
highlighted in red and the order will retain its Pending status in the sales All Orders list.

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Sales invoicing
The sales invoices are automatically generated when the Complete button is clicked on the Orders
Despatch form.
The layout in the Invoice module is identical to the Sales Order module with three separate tabs for
All Invoices, Invoice Details and Customer Details. It is not possible to alter the details or add
notes in the Invoice Details and Customer Details tabs.

Note that there are two additional functions in the Invoice Details tab which distinguish it from the
Order Details tab.

Any delivery reference entered at Despatch is displayed on the Invoice.

If the item was a return booked into stock the return note can be accessed from here.

Here are the steps for sending the invoice to the customer and entering the sales invoice into your
accounting system.
1. Click the Print button to print out an invoice that can be posted to your customer or click the
email button to email a copy.
2. If you are running SAGE accounts click Upload to automatically upload the invoice to your
accounts system.

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53

Returns
Goods are normally returned because they are faulty or damaged or did not match the advertised
specification. For small damaged items of negligible value it is not usually worth re-entering them
into the system but for items that need repair by a manufacturer or require a credit note or refund this
is the process to follow.

Entering returns
1. Click returns on the Main Menu and click the New button on the screen that opens or
double-click one of the Pending Returns waiting for details to be entered.

2. This will open the Returns Record screen. The easiest way to identify the item been
returned is to scan in its barcode. Click the Scan Barcode button and in the dialog box that
opens scan or type in the barcode of the returned item and click OK.

3. Once identified by the barcode the following Returns Record boxes will be automatically
populated
Sales person: the original salesman
Customer No
Customer
Return Date
Engineer: the system user scanning in the return

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 Invoice No: Items sales invoice number

4. Clicking OK on the barcode box also opens another dialog box, the Fault Report, where the
Engineer can enter details of the fault.

5. Click Save to add the Return Record to the list of Pending Returns.

Dealing with returns

There are a range of options for dealing with returns dictated by their nature, from a simple refund to
the customer, getting a replacement from the manufacturer or ending the item off for repair.
1. Select returns from the Main Menu and click on the relevant item in Pending Returns to open
the Return Record.
2. The simplest option is raising a credit for the customer. Simply click the Credit button and
then follow the instructions detailed in the Credits section of this manual.
3. For other options double-click the item listed in the Return Record to open a dialog box
offering the following choices.
Repair and restock: typically used for an internal repair. When the item has been
fixed and brought back into stock this form can be used to record the Parts Used,
Cost Of Parts, Length Of Time (to do the repair) and Cost Of Time. The length of
Warranty provided with the repaired can also be recorded.
Unit Repaired: once repaired and with the cost of repairs recorded click this button to
flag the item as repaired.
Despatch to Customer: click this button to raise a Despatch Note and prepare the
item for return to the customer.
Send to Supplier: click this button to record an item returned to the supplier for repair
or refund.

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.
4. Click Save to record the current status of the item in the system.
5. If an item is returned the Return Order should not be completed until either the faulty item is
returned repaired or the supplier issues a credit.
6. If the item is returned repaired it can be restocked and returned to the customer by clicking
Despatch to Customer.
7. If the supplier provides a refund or credit the item must be manually released from stock to
maintain an accurate stock level. This is done by clicking Open Item and manually releasing
it from the system by clicking the Release button at the bottom of the Stock Item form.
8. When the status of the returned item has been successfully resolved click the Complete
button to move the item from the Pending list of returns to Complete.

Warning!
The transfer of an item from Pending to Complete cannot be undone.

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Credits
Credits are normally raised for faulty or damaged items that have been returned by a customer. In
these cases the credit routine can be started from the Returns Record.
1. Click the Credit button on the Return Record.

2. A dialogue box opens asking whether you want to credit delivery costs.
3. Click Yes and add the net delivery cost to the dialog box that opens.

4. The system then defaults to Print and the credit note can be printed and sent to the customer
or printed as a pdf and emailed to the customer.

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Credits not associated with returns, such as an allowance or retrospective discount, can be raised
directly from the credits tab on the Main Menu.
1. Select credits from the Main Menus and click New on the screen that opens.

2. In the dialog box that opens select the customer from the drop down arrow, enter the amount
of the credit and provide the reason in the Description box. Then click Add.

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3. This will add the credit to the list of Pending credits. Click on the credit on the list to open the
Credit Details form used to generate the Credit Note.

4. Click Print to raise a physical credit note that can be posted or a PDF that can be emailed to
the customer.
5. Finally click Complete to transfer the credit from Pending to the Completed list of credit notes.

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Reports
RightControls reports engine is very comprehensive and interrogates the database directly.

Interrogating database
lookup item
Using a barcode reference or unique model serial number, individual stock items can be easily
located with the lookup item feature. Select lookup item from the Main Menu and scan or type in
the items barcode. Click OK and the items stock record will be displayed.

reports
For a greater range of interrogative searches click reports on the Main Menu.
1. Click the Search Table down arrow and scroll down the list to select the database table you
want to interrogate, STOCK ITEMS, for example.

2. Clicking the chosen table reveals a wide range of fields that can be included in reported
searches. Searches can be used to find items that match particular criteria, an HP laptop with
an Intel processor and a lot of RAM for example.
In the Search Fields tick Manufacturer, Model Name and Specification.
Start completing the Search Conditions with Manufacturer = HP
Click More to add more Search Conditions: Model =ZBOOK and Specification = Intel.
The criteria can be narrowed further by adding more search fields and selecting, for
example, the amount of RAM and then processor speed.
Click Run to locate stock items that match the criteria.

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3. The reports section is also good at collecting and collating a group of data such as all sales
invoices for a given period, a month or quarter or since the start of the current month for
example.
In the Search Table pick INVOICE from the drop down menu
In search Conditions select invoice date
In the operator drop select >
In the value drop down select 01/03/2015
This creates a Comma Separated Value file (CVS) listing all the invoices issued since
the start of March which can be seen in a spreadsheet package such as Microsoft
Excel.
Open the file in Excel and format the column width and number appearance to
produce a neat report for presentation.

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