scotsys36

The Leader in AS/400 Software for the Oil Marketing and Convenience Store Industry since 1978.

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ScotSys/2000
Convenience Store Features
Year 2000 Ready, Fully Integrated Software Systems for the Oil Marketing & Convenience Store Industry

gateway1This section covers the back -office convenience store accounting system for ScotSys/2000. ScotSystems also markets a product that resides on personal computers at the convenience stores and collects data that is processed by the back-office accounting system. That product is trademarked ScotSystem Satellite.

One of the most remarkable attributes of out convenience store system is that the client has access to daily convenience store profit and loss statements (see below) every day.

Up to twenty different types of fuel can be carried at a convenience store. A program is provided which allows the fuel carried at the convenience store to be adjusted with the information received from stickings. Since some of the fuel taxes are prepaid (i.e. federal excise taxes on gasoline), tax consequences come into play during any fuel adjustments. The system handles all of these tax entries automatically.

A program is provided to record the fuel drops made at the convenience stores. In some states, taxes come into play at the time of the fuel drop. The system handles these fuel taxes in the general ledger and in the tax system automatically.

A program is provided that allows the operator to enter the amount of retail value counted in each convenience store's department. The system will adjust the convenience store department's inventory and charge the loss or gain out to the convenience store. Appropriate entries are made to the general ledger automatically by the system.

The convenience store non-fuel adjustment program has a provision for entering mark-ups and mark-downs to a convenience store's departments . Adjustments of this type change the department's cost/ratio which affect cost of future sales through that department.

A 'Non-Fuel Transfer' program allows bulk plant inventory to be transferred into a convenience store's non-fuel departments. At the time of the transfer, the inventory is de-unitized and converted to a retail value. The result of this cost/retail ratio re-averages the cost/ratio for that convenience store's department affected. An optional provision exists to allow the bulk plant to realize a profit on the transfer. This option prevents the convenience store from realizing all of the profit from inventory received from the bulk plant.

A program is provided which allows for the entering of manually created store reports into the system. (See ScotSystem Satellite for information about data-collection computers at convenience stores.) The system forces the operator to account for the cash, credit cards, paid outs, and over/ short on the report. Store expenses may be entered to offset the cash received. Non-fuel sales are entered and each department's cost/ratio generates cost amounts to the store and to the general ledger. Meter readings are entered and the system calculates the fuel sales. If no meters are available, you may optionally enter: 

    Meter and price
    Meter and extension
    Gallons sold and extension
    Gallons sold and price

Taxes are automatically extracted by the system and all entries to the general ledger and tax files are automatic.

A program is provided to change the names of the convenience store departments and expense centers.

A program is provided to set-up/maintain up to twenty different types of convenience store fuel accounts. Information included:

    Units sold month-to-date/year-to-date.
    Units on hand at the beginning of the month.
    Units received month-to-date.
    Number of gallons (book inventory) at the store.
    Dollar sales month-to-date/year-to-date.
    Dollar cost of sales month-to-date/year-to-date.
    Units adjusted month-to-date/year-to-date.

A program is provided to maintain the convenience store expense center's month-to-date and year-to-date data.

A program is provided to set-up and maintain each of the convenience store's non-fuel profit centers. Information maintained includes:

    Beginning of month retail value.
    Inventory received at cost month-to-date/year-to-date.
    Inventory sold at retail month-to-date/year-to-date.
    Current retail value of each department.
    Inventory received at retail month-to-date/year-to-date.
    Moving average cost/ratio of each department.
    Cost of sales month-to-date/year-to-date.
    Adjustments at retail month-to-date/year-to-date.

The 'Pump Data' program allows for the set-up and maintenance of the convenience store's pumps. Each pump may have a unique price. If used with the convenience store 'invoicing system', up to 100 pumps may be located at each store. Fuel blended at the pump is supported.

A report is provided to print convenience store expenses by convenience store, by expense center, and by convenience store, by vendor.

A 'Pump report is provided to detail the activity of each pump at each convenience store. A complete convenience store 'Profit and Loss Statement' can be printed on demand. This report summarizes fuel sales, drops, on hand gallons and profits (actual and cents-per-gallon). Included are non-fuel department sales, received at cost, mark-ups, ending retail values and profits, and each expense department in a month-to-date/year-to-date fashion. Net profit is shown both as actual dollars and as a percentage of sales.

ovshA 'Fuel report' details gallons on hand at the beginning of the month, drops, sales, adjustments and book inventory for each tank at the convenience store. Summary totals for all stores listed are provided at the end.

Convenience store purchases are sorted by convenience store/by vendor and by vendor/by convenience store. An analysis is provided using mark-up and gross profit percentages.

A program is provided to allow an operator to enter a convenience store's meter readings to create a fuel invoice or to audit an in-coming store report. Fuel sales are collected in the 'Dispatch Report' which tells the operator and/or the dispatcher how much fuel in each of the convenient store's tanks.

A convenience store 'Commission Report' prints commissions due to consignees based upon fuel sales at consignment locations. These commissions have already been calculated and posted to appropriate accounts payable accounts in the general ledger.

A report is generated which prints the retail value in each convenience store department, the cost/ratio of each and the resulting cost value.

A 'Dispatch Report' is provided for each convenience store which includes the ending fuel gallons for each tank and the drops, the sales and the adjustments for each.

An interface is provided to allow personal computers running ScotSystem Satellite in convenience stores to transfer data into ScotSys/2000 for processing.

A program is provided for tank chart tables.

 A program is provided for the entering of stick readings, producing an on-going "Ground Water Protection Transaction" database, showing the beginning stickings, beginning gallons, gallons received, gallons sold, ending stickings, ending gallons, book inventory and the over and short for that day. A Ground Water Protection Form Report can be queried over any time period for purposes of fuel adjustments, and inventory tracking.

The following is a sample convenience store report that is available daily

 

---------------------------- For the Current Month ------------------------------------------

For the Current Year

FUEL

BOM

DROPS

SOLD

END

$ SALES

$ COST

$ GROSS PROFIT

$ CENTS PER GALLON

$ SALES

$ COST

$ GROSS PROFIT

SUPER

2624

4678

4952

2350

4986.77

3953.78

1032.99

20.86

25299.55

20155.28

5144.27

NOLEAD

6801

22066

22151

6716

17867.67

15115.57

2752.10

12.42

86724.11

75738.98

10985.13

PLUS

3358

8375

8046

3687

7295.54

5909.28

1386.26

17.23

37857.94

31024.20

6833.74

 

12783

35119

35149

12753

30149.98

24978.63

5171.35

14.71

149881.60

126918.46

22963.13

---------------------------- For the Current Month ------------------------------------------

For the Current Year

DEPARTMENTS

BOM RETAIL

$ REC COST

$ MARKUP

$ SOLD RET

$ COST

$ GROSS PFT

PFT%

END RETAIL

$ SALES

$ COST

$GROSS PFT

Groceries

14804.94

4196.15

2198.01

6714.72

4647.62

2067.10

31

13999.25

32266.73

21678.56

10588.17

Cigarettes

8715.48

7651.93

668.57

7138.42

6548.97

589.45

8

10016.64

36872.80

31842.46

5030.54

Beverage

1290.16

220.88

88.00

282.25

185.87

96.38

34

1339.12

1572.01

694.82

877.19

Misc Income

.00

.00

.00

30.81

.00

30.81

100

.00

104.39

.00

104.39

Deli

.00

465.79

208.20

122.95

154.89

31.94-

26-

449.87

122.95

154.89

31.94-

Drinks

6978.69

2709.92

1675.73

4522.09

3025.66

1496.43

33

6579.04

21440.64

14052.45

7388.19

 

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-----------

----------

----------

------

-----------

 

-----------

--------

------

-----------

 

31789.27

15244.67

4838.51

18811.24

14563.01

4248.23

23

32383.92

92379.52

68423.18

23956.34

Total Sales

48961.22

Total Cost of Sales

39541.64

 

-------------

Gross Profit

9419.58

Expense Class

Expense MTD

MTD % of Sales

YTD % of Sales

Expense YTD

01

Cash Over/Short

41.38-

.09-

.01

25.85

02

Salaries

4608.28

9.41

8.15

19731.29

03

Payroll Tax Expense

352.55

.72

.59

1420.44

04

Repair & Maintenance

.00

.00

.00

10.23

05

Utilities

70.15

.14

1.57

3790.36

06

Misc Repair

1877.31

3.83

1.32

3187.02

07

Rent Expense

102.50

.21

.17

410.00

09

Inventory Expense

100.00

.20

.17

400.00

10

Insurance

387.00

.79

.63

1533.00

11

Supplies

124.83

.26

.29

711.25

12

Janitorial Expense

50.12

.10

.16

384.40

13

Advertising

.00

.00

.03

73.00

14

Taxes License & Fees

.00

.00

.08

200.00

16

Service Charges

107.73

.22

.29

697.47

18

Administrative

3500.00

7.15

5.78

14000.00

19

Depreciation

.00

.00

.05

2260.50

20

Returned Checks

11.56

.02

.05

110.69

 

 

--------

 

 

--------

 

Totals

11250.65

22.98

20.20

48945.50

 

 

 

 

 

 

 

Net Profit

1831.07-

3.74-

.84-

2026.02-

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205 David Sherman Rd. Newhebron, MS 39140 Voice (601) 847-6209 Fax (443) 343-0766 Cell (601)-842-4669
 

For more information contact BillScott@StoreReport.net
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