BarStock is a stocktaking system designed specifically for the Licensed Trade.

This section covers basic operation of the tool and includes:

Starting Up – this section describes Installation, setting the License Key and Logging on.
PC Main Form – this describes the operation of the main PC form.
Start Page - shown at startup to provide links to help and news.
View Options - allows you to change how you view Bar-Stock data.

Other sections include:

Data Collection – this describes creation and editing of stock data.
Data Analysis – this describes viewing and editing of results and basic reporting.
Reporting – this describes the creation, browsing and exporting of special reports.
Product Settings – this describes how to view and edit product data.
Administration – this describes basic administration tasks.
Integration Guide – covers how to install and set up the system and includes a Troubleshooting guide.

Starting Up

Installation

There is a separate Integration Guide which covers advanced installation and integration topics and provides more information for troubleshooting.

If provided on a disk, the installation program should start automatically when you insert the disk.

If downloaded or if the installation fails to start, double click on Setup.exe to begin.

Follow the on screen instructions to install the BarStock software and refer to the Integration Guide for more information or for Troubleshooting.

Enter Your License Key

You must enter your registered name and your licence key when you first run BarStock, during installation or if upgrading or extending your system:

License Form

Enter the Licensee name and the full 13 character License Key on the form. This normally is printed on the CD label or sent to you in your registration e-mail.

Logging On

Starting the application normally shows the Logon window:

Logon Form

Select the user from the drop down list and type in the PIN number.

Passwords can include characters but we recommend the use of PIN numbers for ease of use with Mobile devices which have numeric keys.

If running for the first time or if your PIN has been reset “<set new pin>” will be shown:

Set New PIN

Enter PIN and click Logon to load Bar Stock.

Click “Log me on automatically next time” to bypass the Logon form.

If you do not know the PIN number you can click reset PIN and re-enter your system license key to reset.

PC Main Form

The main PC form is a standard Document View which provides access to all BarStock functionality through the Toolbar and Menus and status information in the Status Bar, Info View and Start Page.

Main PC Form

Toolbar

The Toolbar controls are as follows:

Toolbar Button	Name	Description
	Data Analysis	Opens the Data Analysis view which allows you to browse and edit stock results and readings and generate reports.
	Data Collection	Opens a Stock Browser used to browse and edit stock data. This includes opening & closing stock, deliveries, transfers and wastage.
	Product Details	Shows a list of all the locally used products and allows you to edit details (e.g. Cost and Sales price) and select new products.
	Product Organiser	Shows the Bar Setup Tool which allows you to easily set up new products, new bar-coded items and set local item details.
	Information Panel	Shows or hides the information panel which shows details of mobile devices or other system data.
	Help Index	Shows the main help screen.

Status Bar

The status bar contains the following sections:

	Demo Label	Shows if the version running is a demo version. Visit barstock.GeckoFoot.com/shop to buy a full version.
	User	Shows the currently logged on user.
	Licensed To	Shows name of the company the software is licensed to.
	Status	Shows the latest status message.
	Date	Shows today’s date.

Menus

These include the File, View, Configuration, Tools, Window and Help menus.

File Menu

The File menu shows the main controls used on a day to day basis:

File Menu

	Data Analysis	Opens the Stock Analysis screen for viewing or editing stock results.
	Data Collection	Opens the data collection to used to input stock data.
	Report Generator	Opens the Report Generator used to generate reports accross periods.
	Till Readings	Allows you to view, edit and import till readings into the system.
	Standby	Hides the BarStock main window and runs in the background.
	Log off <user>…	Logs off the current user and allows log on against a different user account.
	Exit	Exits the application.

View Menu

The View menu allows you to toggle on an off the Toolbar, Status Bar or the Information Panel:

View Menu

Toolbar	Uncheck this to hide the toolbar.
Status Bar	Uncheck this to hide the status bar.
Information Panel	Check this to show the Information Panel.
Start Page	Click this to show the Start Page.
Options	Click this show the View Options window.

The toolbar and status bar are described above and the Information Panel is described later in this section.

Settings Menu

The Settings menu allows you access product details as follows:

Configuration Menu

	Product Details	Shows a list of all the locally used products and allows you to edit details (e.g. Cost and Sales prices) and select or create new products.
	Product Organiser	Shows the Product Organiser which allows you to create or edit products and groups and move products between groups.
	Price Look-Up Table	Shows the Price Look-Up table which shows all sales items and allows you to edit recipes for the items sold.
	Business Price List (if available)	For multiple venue licenses, allows you to save and load cost and sales prices for different venues.
	Master List	Shows the master list of products.
	Product Selection	Allows you to browse supported barcoded items and add them to the local list if required.

Tools Menu

The tools menu allows access to admin and other tools if available:

Tools Menu

	Live Update…	Shows the Live Update form which will contact the central BarStock database over your internet connection and update Product data or Software if available.
	Install/Upgrade WinMobile…	Shows the install tool for setting up your Windows Mobile device.
	Administration	Allows access to the Admin window for creating users or changing the License Key.

Window Menu

The window menu allows you to select which Window to view or to arrange all windows:

Window Menu

Help Menu

The help menu allows you to browse and search the Bar Stock help pages:

Help Menu

Info Panel

The Info Panel is shown by clicking on in the toolbar or by selecting Information Panel from the View menu.

Info Panel

The Info Panel docks on the right hand side of the main view and includes:

BarStock Information - the software and database versions.
System Data - local machine and licensing information.
Product Data - shows information about the products which are used.
Mobile Data - shows the status of any GF BarStock mobile device attached. Click the button to show the Windows CE installation tool.
Status Messages - lists all status messages since the application started.

Start Page

The start window is shown on start-up by default:

Start Page

This provides a quick introduction and links to help pages.
Deselect Show on start-up to provent the page being shown next time the application starts.

View Options

As there are a number of different ways people collect and analyse their stock data there are a lot of features in BarStock that you may not need.
For example, some people register wastage or complimentary drinks on a product by product basis - some allocate an overall acceptable amount for the venue - some may do a bit of both.

Consequently, we have introduced View Options which allows you to turn on only the parts you are interested in - making BarStock much simpler to use:

View Options

All the options available are listed below:

Till Readings - allows you to enter or import Actual Sales from your EPOS system and compare actual sales against stock consumption for each product.
Credits / Transfers Out - allows for credits/returns or transfers to other locations to be entered and displayed on views and in reports.
Wastage or Complimentary Drinks by Product - allows you to account for Wastage or Complimentary drinks by the individual product.
Receipts/Allowances - allows you to enter period receipts and allowances to compare with overall stock consumption.
Price Adjustments - allows entry of price adjustments to alter total expected sales to handle happy hour or late night prices when comparing with Receipts.
Different VAT Rates - allows you to account for different VAT or Sales Tax rates (e.g. for take-away food) for different types of products or receipts.
Include Labour Costs - allows you to calculate labour costs and include them in the period summary.