UpeoRetail words and what they mean

UpeoRetail uses ordinary retail words, but not everyone has had them explained. This page says what each one means in plain language, and where you meet it in the system.

Money and the till

Shift - one person's till for one stretch of work. It has an opening float, the sales taken during it, and a counted drawer at the end. See how to open and close your shift.

Opening float - the cash you start the drawer with, so you can give change. Counted back at the end.

Expected in drawer - what UpeoRetail thinks should be there: your float, plus cash sales, less cash refunded.

Variance - the difference between what you counted and what was expected. Zero is what you want.

Tender - the way a customer paid. Cash, M-Pesa, card, bank or store credit.

Handover - passing your counted cash to a named person at the end of a shift, who counts it themselves.

Selling

Walk-in - a customer you are not recording by name. Normal for passing trade.

Credit sale - the customer takes the goods and pays later. Needs a supervisor. See how to make a credit sale.

Store credit - money the shop holds for a customer, from an overpayment or a return, which they can spend later.

Credit note - a record that you owe a customer value, usually after a return, which they can spend instead of taking cash.

Queue - a sale you have parked to serve someone else. See how to hold a sale.

Duplicate - the mark on a reprinted receipt, showing it is not the original.

Trade-in - taking a customer's old item as part payment for a new one.

Money owed to you

Receivables - everything customers owe you. Also the screen where you collect it.

Outstanding - how much is still unpaid on an invoice or a customer account.

Ageing - how long a debt has been owed, in buckets from Current · 0–30 days to Overdue · 60+ days.

Debtor - a customer who owes you money.

Stock

Item - anything you sell.

Item code - the short reference for an item. UpeoRetail builds it from the item's group.

Item group - the category an item sits in. Drives codes, filters and reports.

UOM - unit of measure. Pieces, kilograms, litres, boxes.

Warehouse - a place stock is kept. A shop may have several.

Reorder level - the quantity at which UpeoRetail warns you to buy more.

Stock take - counting what is really on the shelf and correcting the records. See how to count your stock.

Transfer - moving stock from one branch or warehouse to another. See how to move stock between branches.

Serial number - a code identifying one individual unit, so it can be traced.

Batch - a group of units made or bought together, tracked as one.

Buying

Supplier - who you buy from.

Purchase order - your written order to a supplier, before the goods arrive.

Receiving - booking delivered goods into stock. See how to receive stock from a supplier.

Cost per unit - what one unit actually cost you. What your profit is worked out from.

Profit and reporting

Gross profit - what you sold, less what those goods cost you. Not the same as cash in the till.

Money in - what was actually collected. Differs from sales whenever you sell on credit.

VAT - tax collected on behalf of KRA. Not your money.

Trading Report - the emailed report covering the period by branch and by person.

People

Branch - one shop location.

Role - what a person is allowed to do. A seller sells, a supervisor approves, a manager configures.

Approval - permission from someone more senior, needed for credit sales, large refunds and selling below cost.