Database Manager

Select Database:

Inventory Database:

With two full screens of data fields per item and the Photo Viewer to display a picture, the Keystroke Inventory database offers the ultimate in inventory control capabilities.

Click on images below for larger screen shots.

For most retailers, keeping a tight handle on inventory is the key to success. Keystroke will help you accurately track over 65,000 different items. All information is accurate up-to-the-second allowing you to monitor movement and the current status of your inventory with maximum efficiency.

Using fast and flexible look-up functions, or optional bar code scanning, you can easily check prices and stock levels without ever leaving the front counter. Keystroke will put you back in control, helping you to optimize your inventory and reduce theft.

Additional information about an Inventory item can also be accessed by pressing the special hotkeys displayed in the lower border of the Inventory record.

Some of the more recently added Inventory database fields include: Location, Sale Quantity, Last Counted Date, Last Printed Date, Average Lead Time, Weight, Rental, No Discount, Date Created, Last Edit Date and more.

Inventory Database Features:

Five Indexed Fields (for instant item lookup, sorting, etc.).

- Stock Number (integer, system-assigned, maximum value=65,535).
- Product Code (20 alphanumeric characters).
- Description (30 alphanumeric characters).
- Class (10 alphanumeric characters).
- Manufacturer (20 alphanumeric characters).

Separate Departments, Categories and Locations for grouping.

Photo Viewer for viewing pictures of Inventory Items (requires User Bundle).

Parent/Child Feature for Case/Single Item Tracking/Automatic Case Breakdowns.

Average and Last Costs, Six Price Levels plus Price Tables allows scheduled promotions, special customer pricing, price rounding, quantity breaks, and more).

Real-Time Cost/Quantity Updates.

Serial Number Tracking.

Alternate Codes for Item Entry.

Four Vendors per Item with Cost, Part Number and Last Purchase Date.

Summarize History Function for Pop-Up of Daily/Weekly/Monthly Summary Sales and Purchase Totals per Item.

The Summarize History function is used to generate Summary Sales/Purchase Totals for Inventory items, Customer, Vendors, and/or Clerks. Once Summary data has been generated, you have the ability to instantly access calendarized (Daily, Weekly and/or Monthly) sales and purchase history information from anywhere within the program.

Special Variance Function for Reconciling and Adjusting Stock Levels.

Inventory Variance Features:

Record Physical Inventory Counts (Store-Wide or by Class, Dept., Mfr., etc.).

Identify Shrinkage Problems.

Report on Posted or Current (Unposted) Variance Transactions.

Enter Items Manually, by Scanning Barcode, by Auto Fill Function, or Import File from a Hand-Held Portable Data Capture Device.

The Inventory Variance function is used to adjust the Quantity On Hand (QOH) in your Inventory database, and at the same time record any difference between the actual physical quantities and the current Inventory levels reported by the system. The Variance function can be used to record store-wide or departmental physical Inventory counts, and it can also be used to record QOH adjustments on individual items as they are discovered.

For a variety of reasons (e.g., human error and theft), most businesses that maintain any type of Inventory have to deal with some degree of Inventory Variance or "shrinkage". An Inventory Variance will help you to deal with shrinkage by providing a means of accurately identifying items that are missing (or extra). Such missing Inventory items are recorded as Variance "transactions" (similar to Sales Invoices and Purchase Orders). Variance transactions may be saved edited, and deleted just like other transactions.

By using the Keystroke Inventory Variance, you may over time identify certain items and/or physical areas in your store that are problematic; you can then take measures to correct these problems.

Customer Database:

As with all databases, Customer records can be edited or added on-the-fly from anywhere within the program.

Click on image above for a larger screen shot.

Have you considered the benefits of knowing who your customers are? Keystroke makes it easy to monitor who is shopping and what they're buying by maintaining a complete Customer Database right at the front counter.

With each sales transaction, you have the option of entering a new Customer, selecting a previous Customer, or not recording a Customer at all. This information can then be used to track the sales tax rates and pricing levels for individual Customers as well as helping you with direct mail advertising and to provide better customer service.

In addition to the ability to select a Customer, you can also select a Customer Contact from the Contact Database (see next section below). Multiple Contacts can be attached to a single Customer and can be used to represent multiple "Ship To" addresses, or even to track sales by family member, employee, vehicle, job. etc.

Customer Database Features:

Five Indexed Fields (for instant lookup, sorting, etc.).

- Customer Number (integer, system-assigned, maximum value=65,535).
- Name (30 character Company Name, plus 20 character each First and Last Name).
- Code (10 alphanumeric characters).
- Phone (10 alphanumeric characters (555) 123-4567 format).
- Zip Code (10 alphanumeric characters; includes 4 character extension capability (80435-2019).

Multiple Contact records (see Contact Database section below) per Customer.

Contract Pricing to offer unique pricing by item per Customer (requires User Bundle).

Separate Billing and Shipping Addresses.

Accounts Receivable with Complete Transaction History.

Price Tables (Customer-Specific Pricing).

Tax Tables for Variable Sales Tax Districts.

Pop-Up Daily/Weekly/Monthly Summary Sales Totals per Customer.

Security Level to restrict which Clerks can sell to the Customer.

A special Note field can be automatically displayed when the Customer is selected on a sale. Keystroke will sound a beep and display the contents of the note which can serve as warning message (i.e., Bad Checks!, See Manager!, etc.).

Various Other Fields (Salutation, Birthday, Age, Exp Date, Salesperson, etc.).

Contact Database:

Multiple Contact records can be attached to each Customer record.

Click on image above for a larger screen shot.

A default Contact for each Customer can be used to store data such as a primary Shipping Address, Country, and Email address. Data fields containing dashes (null values) use the field values from the Customer record to which the Contact is linked. Contact records can be used for multiple “Ship-To” addresses per Customer, or to track sales by family member, employee, vehicle, job, etc. Various supplemental data fields are also available on the Contact record.

Contact Database Features:

Multiple Contact records per Customer database record.

Customer Number field identifies the Customer record to which the Contact is attached.

Contact Code (4 indexed alphanumeric characters).

Name Field (30 alphanumeric characters).

Search Name Field (30 alphanumeric characters - first 10 are indexed).

Class field for grouping Contacts (10 alphanumeric characters).

Price Tables (Customer-Specific Pricing).

Tax Tables for Variable Sales Tax Districts.

Email address field (48 alphanumeric characters).

Various Other Fields (Phone, Fax, Birthday, Age, Exp Date, Salesperson, etc.).

Vendor Database:

The Vendor database record is similar to the Customer database record.

Click on image above for a larger screen shot.

Vendor Database Features:

Four Indexed Fields (for instant lookup, sorting, etc.).

- Vendor Number (integer, system-assigned, maximum value=65,535).
- Name (30 characters).
- Code (10 alphanumeric characters).
- Phone (10 alphanumeric characters (555) 123-4567 format).

Separate Mailing and Shipping Addresses.

Various Other Fields (Customer Number, Terms, Tax Number, etc.).

Clerk Database:

Unless there is no concern for security in your store, all Clerks should be assigned a password and an appropriate security level.

Click on image above for a larger screen shot.

Clerk Database Features:

Two Indexed Fields (for instant lookup, sorting, etc.).

- Clerk Number (integer, system-assigned, maximum value=65,535).
- Last Name (20 characters).

First Name and Initials (for optional printing on receipts).

Phone (13 alphanumeric characters).

Passwords (up to 8 alphanumeric characters - encrypted for added security).

Ability to control:
- minimum length.
- automatic expiration (good for "x" number of days).
- maximum number of entry attempts.
- minimum number of letters.
- minimum number of numbers.
- minimum number of symbols.

Password Expires field - Date on which the Password expires.

Security Level (limits use/access to system features and select data).

Commission Table (configurable).

Time Clock (editable by system supervisor).

Pop-Up Daily/Weekly/Monthly Sales Totals and Average Sale Amount per Clerk.

Clerk Messages - Send messages to all or individual Clerks. Messages will be seen:
- when logging on to the system (new messages only).
- when clocking in (new and old messages).
- when selecting Clerk Messages from the Utility menu.

Department, Category and Location Databases:

There is virtually no limit to the number of Departments, Categories and Locations available in Keystroke; however, it is most practical to limit the number of Department, Category and Location groups to a minimum. Departments, Categories and Locations are commonly used for grouping and subtotaling Inventory items on reports.

Click on image above for a larger screen shot.

Department, Category and Location Fields:

Code (4 alphanumeric characters, indexed for lookup and sorting).

Name (30 alphanumeric characters).

Scripts - assign Master Scripts to entire Departments, Categories or Locations (requires Script Editor or User Bundle).

Target Profit Margin (percentage).

Minimum Age requirement (for age verification on liquor and tobacco sales).