Searching for Items

7 Searching for Items

During a transaction you may need to search for a particular item.

To search your store inventory, see Searching for Items Using Item Lookup below.
To search other stores, see Locating Items: Inventory Lookup.
To print a Rain Check, see Print a Rain Check.

Searching for Items Using Item Lookup

Use the item lookup function to search for an item based on many criteria (SKU, style, department, and so on) and retrieve detailed information about the item. For kits, you can use item lookup to view the component items that make up the kit. If item lookup is initiated from a sale, you can add the item to the sale directly from the lookup screen if all eligibility parameters have been met.

Select Find Item from the Main Menu:

Figure 7-1 Shopping Cart - Find Item

Figure 7-2 Find Item Menu
Select Item Lookup in the Find Item menu.

Figure 7-3 Item Lookup Criteria

Figure 7-4 Item Lookup Criteria - Handheld
Enter the item search criteria:
- Item ID: ID of the item.
- Department: Department to which the item belongs.
- Subdepartment: Subdepartment to which the item belongs.
- Class: Class to which the item belongs.
- Subclass: Subclass to which the item belongs.
- Style ID: ID of the style assigned to the item.
- Description: Content in the description of the item.
  
  If advanced search options are configured on your Xstore POS system, use the advanced options to further refine the search such as specifying season, gender, material, line, and so on:
- Select the value for any search criteria you are using.
- Select Exclude for any unused search criteria.
After you have entered your search criteria, select Search to continue.

Note:

If you enter only a few lookup criteria, the result will be a longer list of items. Entering more criteria narrows the scope of the search and results in fewer items being listed. You do not have to make an entry in every criteria field.

Figure 7-5 Item List

Figure 7-6 Item List - Handheld
If several items match the criteria you entered, select an item in the list.
Xstore POS displays detailed information about the selected item in the Item Viewer.

Figure 7-7 Item Viewer

Figure 7-8 Item Dashboard (Handheld) - Item Overview

Figure 7-9 Item Information Navigation - Handheld

Figure 7-10 Item Information Navigation Example (Handheld) - Inventory
Select any Product Information option. The corresponding drawer appears.

Figure 7-11 Product Information Options

Select Done, and then select Back to return to the sale screen.

<OR>

Select Done and then select another option to find more about the product information. See Item Viewer for detailed information.

<OR>

Continue with the appropriate procedure:
- Add Item: You can add the displayed item to the current sale in progress. This option is only available if item lookup was accessed from a sale transaction and not in conjunction with Exit to Scan functionality. See Add Item to Transaction.
- Return to Cart: When selected you are taken to the sales screen to scan the item to add it to the transaction. This option is configurable (on by default) and is used as loss prevention method to make sure the item being added to the transaction is the item in front of the customer/sales associate. See Add Item to Transaction.
- Order Item: You can place an order for the displayed item. This option is only available for items that can be ordered and if item lookup was accessed from a sale transaction. See Order Transactions Through Order Broker Cloud Service for more information.
- Print Rain Check: If available, you can print a rain check to purchase out of stock items for the same price later. See Print a Rain Check.
- Special Order: You can place a special order for the displayed item. This option is only available for items that can be special ordered and if item lookup was accessed from a sale transaction.
- Layaway Item: You can create a layaway account for the displayed item or place it on an existing account. This option is only available for items that are eligible for layaways and if item lookup was accessed from a sale transaction.
- Inventory Locator: You can search for stores with the item in stock.

Add Item to Transaction

To add the searched-for item to a transaction:

Figure 7-12 Add Item

Select Add Item or Return to Cart .

The item is either added to the transaction or scan the item to add it to the transaction. Result: Returns to the Shopping Cart.

Item Dashboard

The Item Dashboard provides information about an item. The Item Dashboard displays the following information along the top of the screen:

Name of the item.
Item ID: ID of the item.
Current Price: Current price of the item.
Quantity of the item currently in stock.

The Item Dashboard has the following options:

Product Information: Information about the item.
Inventory Stock: Current inventory information for the item.
Related Items: Information about items related to the selected item.
Style Grid: Grid showing on-hand quantities of the item with on dimension cross-referenced with another dimension.
Price History: Past prices for the item.
Sales History: Past sales data for the item.

You can also Print a Rain Check from the Item Dashboard Menu or locate stock of the item via the Inventory Locator. See Locating Items: Inventory Lookup.

Figure 7-13 Product Information Options

If available, you can print a rain check to purchase out of stock items for the same price later. See Print a Rain Check.

Product Information

The Product Information screen, (see Figure 7-7), displays the sections that display information about an item:

A picture of the item (if available).
Today's Sales: Sales information for the item on the current day.

Note:
The Today’s Sales area also contains the View Sales History link. This is the same drawer view when you select Sales History option in Product Information Options.
Merchandise Hierarchy: Merchandise hierarchy to which the item is assigned.
Product Attributes: Attributes of the item.
Vendor Information: Vendor that provides the item.
Inventory: Displays the Inventory Bucket, Location, and Quantity.

Merchandise Hierarchy

The Merchandise Hierarchy section displays the following information:

Figure 7-14 Merchandise Hierarchy

Department: Item department.
Subdepartment: Item subdepartment.
Class: Item class.
Subclass: Item subclass.
Style ID: ID of the style for the item (if available).
Dimension information for the item (if available).

Vendor Information

The Vendor Information section displays the following information about the items:

Figure 7-15 Vendor Information

Vendor: Name of the vendor.
Orderable: Indicates whether the item can be ordered.
Part Number: Part number used by the vendor.
Order Lead Days: Number of lead days required when ordering the item.

Product Attributes

The Product Attributes section displays the following information:

Figure 7-16 Product Attributes

Item Type: Type of item.
Season: Season for the item.
Unit of Measure: Unit used to measure the item (if applicable).
Restocking Fee: Restocking fee applied to the item when it is returned (if applicable).
Tax Group: Tax group for the item.
Stock Status: Current stock status.
Tax Amount: Amount of tax applied to the item.
Returnable: Indicates whether the item can be returned.

Today's Sales

The Today's Sales section displays the following information:

Figure 7-17 Today’s Sales

Net Sales: Net amount of sales minus returns for the item on the current day.
Quantity: Number of items sales of the item on the current day.
Returns: Number of returns of the item on the current day.
Recent Sales: This area is a graph that show the last seven days of Sales and Returns of that specific item.

Inventory Stock

Inventory details are available in the Item Dashboard. The Inventory panel displays the Inventory Bucket, Location, and Quantity of the current item in view. To see more information do the following:

Figure 7-18 Item Dashboard

Select Inventory or View All Inventory to display the Inventory drawer. The Inventory drawer appears. The Inventory Stock contains the following areas:

Figure 7-19 Item Dashboard - Inventory
The drawer displays the following information:
When finished. Select Done to return to the Item Dashboard main screen.

Stock Ledger

The Stock Ledger table displays the following information for each inventory bucket in which the item is located:

Inventory Bucket: Inventory bucket in which the item is located.
Location: Location of the item.
Quantity: Quantity of the item in the inventory bucket.

Kit Component Items

Figure 7-20 Kit Component Items

If the item is a kit, this table displays information about each item in the kit:

Description: Description of the kit item.
Item ID: ID of the kit item.
Quantity: Quantity of the item included in one kit.

Serial Inventory

If the item is a serialized item, the Serial Inventory table displays the following information about each serial number:

Inventory Bucket: Inventory bucket in which the serialized item is located.
Location: Location of the item.
Serial Number: Serial number.

Note:

No item quantity is displayed. For all items with one item ID, only one of those items will be assigned an individual serial number.

In This Style

The In This Style table displays the following information about each item that has the same style ID as the selected item:

Description: Name of the item
Item ID: ID of the item.
Dimensions: Values of the dimension attributes configured for the item.
On Hand: Count of the item on-hand.

Cross Reference Numbers

The Cross Reference Numbers table displays the following information about items cross-referenced with the selected item.:

UPC: UPC for the item.
Manufacturer: Manufacturer that produces the item.

Substitute Items

The Substitute Items table displays the following information about items that are indicated to be substitutes for the selected item:

Item ID: ID of the substitute item.
Description: Description of the item.

Style Grid

Figure 7-22 Item Viewer - Style Grid

The Style Grid displays a grid showing the grid that shows the on-hand quantity of items with one dimension cross-referenced with another dimension.

Price History

Figure 7-23 Item Viewer - Price History

The Price History option shows the history of all prices that have been assigned to an item. The Price History shows the following information for each of the past prices:

Effective Date: Date on which the price first became effective.
Expiration Date: Date on which the price was not longer valid. This field will be blank for the current price.
Price: Price for the item from the Effective Date up to the Expiration Date.

Sales History

Figure 7-24 Item Viewer - Sales History Drawer

The Sales History drawer displays sales data for the item. The Sales History drawer displays the following information:

Sales, Today: The Quantity, Returns, Net Revenue, and Average Price for that item today.
Sales, Last 12 Months: The Sales, Returns, Net Revenue, and Average Price for that item for the last twelve months.
12 Week Unit Sales Trend: Graph of weekly sales data over the past twelve weeks.
Annual Sales: Table of annual sales data for the item.
Weekly Sales: Table of weekly sales data for the item.

Weekly Sales

Displays sales data for the item by week. This table displays the following sales information for each week:

Figure 7-25 Weekly Sales

Week: Date range for the week.
Units: Net quantity of the item sold.
Net Sales: Net amount of all sales and returns of the item.

Annual Sales

Displays sales data for the item by year. This table displays the following sales information for each year:

Figure 7-26 Annual Sales

Year: Year of the data.
Units: Net quantity of the item sold.
Net Sales: Net amount of all sales and returns of the item.

12 Week Unit Sales Trend

Graph displaying week-by-week net sales data for the item over the past twelve weeks. This graph has the following axes:

Figure 7-27 12 Week Unit Sales Trend

Start date for the week.
Number of items sold.

Print a Rain Check

A Rain check is an optional feature that allows customers to purchase out of stock items for the same price later. To print a rain check for the item:

Select the Header Overflow Menu.

Figure 7-28 Print Rain Check
Select Print Rain Check.

Figure 7-29 Print Rain Check
Select Yes to confirm the rain check.

The rain check prints and Xstore POS returns to the Shopping Cart.

Locating Items: Inventory Locator Lookup

Occasionally an item may not be available in your store inventory, but the customer would like to see which stores in your chain have the item in stock. You can use the inventory lookup process to search a centralized database to locate these items within a set parameter range. For example, you could locate a specified item at a store within 25 miles of your location that has at least three of the specified items on hand.

At the Register Sale screen, select the Find Item button from the Register Sale menu.
At the Item Finder menu, select Inventory Locator. The system prompts for the Inventory Locator criteria.
Enter the information as needed and select Search to perform the inventory locator search:

Figure 7-30 Inventory Locator Lookup

REQUIRED Information:
- Item ID or Style ID: You must enter either an item ID or a style ID.
- Distance: Select the distance from your store (for example, all locations with this item in stock within 25 miles of the current store).
OPTIONAL Information

Quantity: Enter the minimum quantity of the item that the target store has in stock. For example, you may use this option if the customer needs a specific quantity of this item.
Xstore POS returns a list of locations matching the search criteria.

Figure 7-31 Inventory Lookup Results

This list includes the quantity of this item in stock at each store, the address and telephone number for the store, and the distance from this store to each target location.
Select X to close the Inventory Locator.