StoreTender Online  Version 8.  ©2015,  Aloha Data Systems, Inc.

Departments (Main Menu / Data / Inventory / Departments)





Departments and subdepartments are logical divisions of your inventory. Grocery, Produce, Meat, Deli, Bakery, Frozen, Dairy, Tobacco, Alcohol, Soda, Snacks, HBA and Household are all examples of departments. Each department can have up to 99 subdepartments. The department table serves as a central repository for all of your inventory departments and subdepartments.




Find - Selects and displays a department (see Find Dialog)


New - Adds a new department.


Edit - Edits the current department.


Delete - Permanently deletes the current department.


Save - Saves changes to the current department.


Cancel - Cancels the current operation.


Close - Closes the Departments form.


Keys - Displays the on-screen keyboard (see On-Screen Keyboard).


Grid (Department) - Opens the Department Data Grid (see Data Grid)


Grid (Subdepartment) - Opens the Subdepartment Data Grid (see Data Grid)


List - Displays and optionally prints a list of departments (see Department List).


Help - Displays the help menu (see Help Menu).


Tool Tips - Hover the mouse cursor over any field descriptor to display a brief description.




Department Number - Entries limited to a number between 1 and 24.





Name - Entries limited to 16 alphanumeric characters.





Minimum Age - The minimum age (if any) required to purchase items from this department. When this field has a value the buyer's age will be verified at the point of sale before a purchase can be made.



If the department was Alcohol and you wanted the system to verify the buyer's age you would enter 21 in this field.


Hash - A hash or pass-through department is a department made up of items that should not count towards sales totals.



Lottery Tickets

Postage Stamps.


Discountable - The discountable check box will control whether or not discounts can be applied to this department at the point of sale.


Check this box if the department can be discounted.


Negative - The negative check box will control whether or not all rings to this department are negative. An example of a negative department might be one used to redeem winning lottery tickets.


Check this box if the department is negative.


Loyalty Points - The Loyalty Points check box will control whether or not points are awarded for purchases made in this department.


          Check this box if the loyalty points are to be awarded.


Tier Discounts 


Tiered discounts allow for special discounting by department for customers assigned to a particular tier. Five different tiers are supported.


Discount - The discount percent a customer assigned to this tier would receive off.




New Item Defaults


New Item Default fields are used when new items are added to the database.


Tax Assignment 1-3 -While there is no limit to the number of taxes you can define for your enterprise, a total of three different taxes can be assigned to any item in your database for each of your tax zones.


Tax Zones (available in multi-store configurations) allow you to apply different taxes on an item based on location or jurisdiction. Tax Zones are defined within StoreTender Online HQ.


Margin - Margin is the percentage of the final selling price that is profit. This field can be used to automatically calculate a selling price and the markup percentage based on the margin amount entered.



To achieve a 33% profit margin enter 33.


Note regarding open rings:

When the retail price is zero the margin can be used to record a cost to your history files even when the cost is left at zero on the file.

To record a cost of 0, set the margin at 100

To record a cost of 100% (as in the case of a hash department), set the margin at 0

To record any other cost set the margin accordingly


Food Stamps (EBT) - The Food Stamp check box will control whether or not this item can be paid for by food stamps. When items are paid for by food stamps, any applicable sales tax is forgiven.



If Corn Flakes sell for $4.00 and carry a 5% tax then the total would be $4.20 if paid by cash, but only $4.00 if paid by food stamps. The term Food Stamps actually refers to a time when paper vouchers were issued to qualified participants of this program. Today, most states issue plastic cards called EBT cards. These cards work like debit cards and customers can present them at the time of purchase. These cards actually carry two balances; EBT Food and EBT Cash. Either balance can be used to pay for purchases but only EBT Food will forgive the tax.


On-The-Fly Additions - The On-The-Fly Additions check box specifies whether or not items added from the point of sale can be assigned to this department.In order to add items from the point of sale, the cashier must have permissions to add inventory and at least one department must have "On-the-fly-additions" checked.


Cashier permissions for this feature are controlled under DATA >> INVENTORY>>PRODUCTS>>ADD.


For more information see Adding items on-the-fly.


Subdepartments 1-99


Each department can have up to 99 subdepartments. Entries limited to 40 alphanumeric characters.


          Example of  a subdepartment in the Grocery Department :