Old stock refers to stock that has remained unsold for an extended period. This stock will hurt your business.

• Unsold stock ties up money.
• Every inch of shelf space in your store is valuable, so old stock prevents you from showcasing stock that sells.
• Items will lose value just sitting on the shelf.

The first step is to identify the old stock using your advanced point-of-sale (POS) system, as I'll show you here.

Then, we will need to manage it, as it is not going away now.

How to Identify Old Stock

You can quickly pinpoint this old stock by combining your technology.

Leverage Technology for Better Insights

Modern point-of-sale (POS) systems track and identify old stock. Here's how our POS software can help:

• Generate reports to identify items with low or no sales over specific periods.
• Flag seasonal goods that haven't sold after their peak period.
• Tell you how long each product has been sitting on your shelves.

Pro Tip

We invite you to explore our engaging training video on identifying old stock. Click here for a training video on identifying old stock.

Divide and Conquer Your Inventory Search

I suggest focusing on one department. Once that is done, proceed to the following department. Make sure you work systematically.

It avoids making you feel overwhelmed.

Look for Patterns in Your Inventory

Sometimes, the issue isn't just individual products but broader trends. Use your POS data to spot patterns such as:

• Check brands that consistently underperform
• Price points that don't sell well
• Categories with high amounts of leftover stock

These insights will help you clear out old inventory and improve your buying decisions moving forward.

What To Do Once You've Found Old Stock

Identifying old stock is only half the battle—you also need a plan to deal with it. Here are some effective strategies:

Repositioning Products

Always try this first; sometimes, all it takes is a little intelligence.

Bundling

My favourite method is to bundle unsellable stock with good-selling stock. Bundle slow-moving items with popular ones to create value packs. For example, pair unsold candles with bestselling home décor items as a gift set. Another example would be a cookbook that has not sold. Put it together with a cookbook that sells well and charges more for the bundle than the cookbook that sells well.

Clearance Sales and Discounts

The traditional method eliminates this by offering discounts to move slow-moving items quickly. A well-promoted clearance sale can attract bargain hunters while freeing your shelves for new products. It works well during the stock-taking season in July, but it's expensive.

Why Your POS System Is Key

A sound POS system doesn't just help you find old stock; it can help prevent it. Our POS software equips you with tools to manage your inventory.

Predictive AI

Why not use the AI built into our software for intelligent ordering? It's free. It does:

Demand Forecasting

Predicting future product demand based on past trends and external variables.

Optimal Reordering

Identifying the best times and quantities for replenishing stock to avoid overstocking or shortages.

Dynamic Adjustments

Continuously updating predictions based on real-time data, ensuring accuracy even in rapidly changing conditions.

Cost Optimization

Reducing holding costs and waste by maintaining just the right amount of inventory.

By leveraging these tools, you'll clear out old stock and avoid over-ordering in the future.

Final Thoughts

Old stock is an inevitable part of retail life—but it doesn't have to hold your business back. With the right strategies and tools, such as a reliable POS system, you can transform dead inventory into an opportunity for growth. Whether freeing up cash flow or creating space for new products, taking action now will set your business up for success.

Ready to manage your inventory effectively? Watch our step-by-step training video (click here) or contact us today for expert support! Don't let old stock weigh you down—start making smarter inventory decisions today!

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Easter brings sales, alright, with chocolate bunnies and festive decorations. However, once the holiday ends, retailers are often left with stock that is difficult to sell. It impacts their cash flow, and worse, it has to be stored. Your POS software can help you identify many unsellable items, allowing you to take action before they impact your profits.

Why Seasonal Stock Becomes Unsellable

Seasonal inventory is a double-edged sword. While Easter drives foot traffic, a study of 40 of our clients revealed that approximately a quarter of the seasonal stock often remains unsold after the holiday, becoming dead stock that ties up cash flow and storage space. That is why we decided to address this problem.

Here is what retailers typically do to solve this common retail challenge:

• Buy a stock for Easter, but it can be sold after Easter.
• Some can be returned to the supplier
• Retailers will typically slash prices by 50–70% to clear Easter leftovers, which erodes their profit margins.
• The rest has to be stored till next year

Fortunately, with our POS Software, retailers have a powerful tool to help them identify and sell this unsellable stock. This tool can help determine the number of items sold during Easter, but it will likely not sell after following this step-by-step procedure.

Step-by-Step Inventory Analysis

Your POS system does more than process sales—it can help identify unsellable items early, allowing you to take action before they impact your finances. Follow these steps:

Use POS Reports Effectively

Leverage Historical Data

Go to Register Reports, which is marked in green, and then select "Stock Sold During Period(a) Not Sold in Period(b)" from the in-stock section.

Now select in stock, "Stock Sold During Period(a) Not Sold in Period(b)"

Go to Register Reports > Stock Analysis > "Stock Sold During Period (a) Not Sold in Period (b)"

Run this report to pinpoint previous unsellable items:

Set Period (a) 01/03/24 – 31/03/24 (Easter)
Set Period (b) 01/04/24 – 40/04/24 (post-Easter lull).

This report will generate a list of items that sold during Easter but had no sales afterwards.

Flag products with year-on-year (YOY) sales declines. I suggest that ≥15% should be marked as high-risk for overstocking.

A Melbourne newsagency found that plush toys sold 22% slower than the previous year. They cleared 85% of their inventory early by running a pre-Easter flash sale.

Call-to-Action

Don't let unsellable Easter stock weigh down your business! You can use your POS system today to identify slow-moving items early, take decisive action, and refine your strategy for next year's holiday season.

Conclusion

You need to be able to manage their stock effectively. You should use this report to help manage your stock and maximise profits effectively.

Executive summary

> Due to stock that is only available during specific seasons, such as Easter, seasonal holidays can be particularly challenging for retailers.
> Our POS Software can assist you with tracking down unsellable stock 
> This report will provide a list of unsellable products.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

As a retail consultant, I am excited about how AI can be used to support small—and medium-sized business (SMB) retailers.

We decided to address the problem of receiving too much information today. No one has time to wade through the mountains of reports we are getting, so I decided to test which free AI solution will deliver results for your shop.

We chose free because most SMB retailers are currently experimenting with AI, and as a result, many are utilising free AI solutions. There is no point in testing something few are using.

We extensively evaluated six leading free AI tools to answer this question, testing them against real-world retail reporting scenarios. We made and rated over 200 reports in total. What we discovered might surprise you, but the results certainly did surprise me. This analysis will be helpful and save you a lot of time.

What the test is addressing

There is a significant gap between the data and the time and knowledge needed to use it effectively. A modern POS system like ours generates hundreds of reports, which require considerable time to review to identify sales patterns, inventory levels, supplier performance, and financial statements. However, finding time to extract meaningful insights from these reports is another matter.

Yet the promise is that AI tools can do this and quickly process reports, identify trends, spot anomalies, and suggest actionable improvements.

The Free AI Landscape

Like so much in the world, not all AI tools are equal; some are better than others, and each one has account limitations.

We tested six popular tools to help you navigate these options:

ChatGPT (OpenAI)

Claude (Anthropic)

DeepSeek

Google AI

Grok 3

Qwen

Evaluation Criteria for AI Tool Performance

Now, we know that all of them are good, but there is always a case where even the best six runners in the world have one who is better, and that is what we wanted to find out: the best free AI for retailers.

Each tool was evaluated on its ability to handle our tests based on these criteria:

Information Accuracy

Accuracy formed the cornerstone of our evaluation. Without accurate information, even the most sophisticated analysis becomes worthless for making informed business decisions. We meticulously verified whether each AI tool could process retail data without introducing errors or misinterpreting figures. This involved cross-checking calculations against known values and assessing whether the tools maintained data integrity throughout the analysis. In retail, where margins are often tight, minor inventory valuation or sales forecasting inaccuracies can lead to costly mistakes.

Clarity of Presentation

Accurate information is only valuable if presented in an understandable format. We assessed each tool's ability to structure information logically with clear headings, appropriate visual elements, and a coherent flow that retail managers could easily navigate. We examined whether complex data was transformed into straightforward insights that wouldn't require a data science degree to interpret. A good report should communicate the key points to a retailer without requiring them to wade through jargon.

Actionable Insights

Data without direction offers limited value to retail businesses. We evaluated each tool's ability to convert raw information into practical recommendations that retailers could implement. I am very proud that our POS system provides our customers with tools they can utilise. I want the AI report to do the same. I want to know what specific opportunities were identified in my inventory optimisation, which products are underperforming, and what concrete actions I need to take from my supplier. Good tools should describe what is happening and what should be done next.

Business Relevance

We evaluated each tool's ability to focus on issues that matter most to Australian retailers rather than generic business statistics. Did the AI for example identify seasonal trends in an Australian retail cycles, did it highlight my supplier performance to my business. Information that is not relevant creates noise rather than value.

Consistency in Analysis

Consistency in reporting is crucial for tracking performance over time and making reliable comparisons. We examined whether each AI tool maintained a consistent approach to analysis in its report and whether its outputs provided a coherent narrative. We do not want contradictory findings. Retailers need to trust that the insights they receive follow logical patterns and don't send them in conflicting directions. Inconsistent analysis can lead to confused decision-making and undermine confidence in the technology itself.

This comprehensive evaluation framework enabled us to assess each AI tool beyond its surface capabilities, focusing instead on how effectively it would serve the practical needs of Australian retailers wanting to extract value from their business data.

Test 1: Long Trend Stock Report Analysis

The first test was designed to evaluate how the AI would perform if it were given a vast amount of data that retailers are receiving. If the AI cannot handle the data, it's of minor use to retailers. Retailers have lots of data today.

Now, understanding inventory performance is critical for any retailer. Seasonal trends, slow-moving items, and bestsellers all impact their bottom line, so we ran a comprehensive stock trend report spanning hundreds of pages. It's the kind of data most retailers can obtain but rarely find the time to analyse correctly. Our test data spanned 12 months and exceeded 300 pages in length.

Tool Performance

ChatGPT

Failed almost immediately, as it ran out of credits, rendering it essentially useless for comprehensive stock evaluation. Even before hitting its limits, it failed to provide actionable insights that would aid practical retail decisions. The reality is that a retailer, after running this report, would almost certainly want to rerun it to see whether anything different changes the outcome. I might have tested this year and last year, but here I get nothing. As such, we immediately dropped ChatGPT.

Claude

Initially performed better. It identified some fundamental product trends on the first run. Then it ran into credit limits. However, it did identify some fundamental product trends, but its inability to handle follow-up questions made it impractical for the iterative nature of retailers' needs. As such, we dropped it immediately.

DeepSeek

Attempted a different approach to the credit limit problem. It took only a tiny section (6%) of the information. While this allowed it to complete the task without running out of resources, it did not give much.

Google AI

The first problem was that Google required CSV files, while all the others accepted Excel format, which we preferred. However, it did identify fundamental product trends; however, we all felt it lacked the depth needed for effective inventory management. Its surface-level insights wouldn't provide much of a competitive advantage for retailers looking to optimise stock levels.

Grok 3

Boy, were we impressed with this AI. It took the entire report without issues. It then provided a detailed trend analysis that would help retailers make smarter decisions. For example, it identified some products specifically for BBQs and reported that they sold well during the summer. It also spotted anomalies that would be easy to miss in manual review, such as products that underperform only during specific weather conditions.

Qwen

It performed admirably by identifying anomalies and supplier diversity trends, though it didn't match Grok 3's depth. It correctly helped identify problematic stock items. Unfortunately, it offers fewer actionable recommendations for improvement than Grok 3.

ChatGPT failed

Test 2: Trial Balance Analysis

Accurate financial reporting is the backbone of retail success. The second test focused on a small compact trial balance dataset. What we wanted was an analysis that didn't require an accountant to understand.

Tool Performance

DeepSeek

It produced precise observations but struggled with depth when analysing discrepancies. Its summarised approach meant that nuanced financial issues, which could significantly impact a retail business, were overlooked.

Google AI

Here, we got straightforward summaries that aligned with our general ledger data but it lacked depth in identifying anomalies. We felt that although it was helpful for essential reconciliation, it wouldn't alert a retailer to subtle patterns.

Grok 3

Wow, it delivered a detailed financial summary with cross-referenced data for accuracy. It flagged discrepancies that required further investigation, allowing us to explore these issues. This capability could be invaluable for retailers without accounting expertise in maintaining the financial health of their business.

Qwen

It did a good job of highlighting significant balances and unexpected changes effectively. Again, it did not match Grok 3's level, but it did come up with much good stuff.

Test 3: Supplier Purchases Report

Managing supplier relationships is critical for maintaining healthy margins and consistent product availability. The third test examined a supplier purchases report to evaluate performance, track expenditures, and identify inefficiencies.

Tool Performance

DeepSeek

It did produce some quick overviews. It struggled with detailed metrics, such as cost per transaction or order accuracy. Its summarised approach meant it missed some critical inefficiencies; we did not think it was trivial, as these sorts of things directly impact margins.

Google AI

It did provide a structured summary but lacked in-depth spending analysis by category or supplier benchmarking. While helpful for basic understanding, we did not see key KPIs, such as identifying problematic vendors.

Grok 3

It did offer comprehensive supplier evaluations with detailed metrics. It identified inefficiencies. We thought it was suitable for managing dozens of suppliers. It was good, with its actionable tips.

Qwen

It did highlight anomalies as well as Grok 3 in the supplier but lacked actionable details.

Summary Performance 

When evaluating these tools specifically for retail applications, clear patterns emerged across all three test scenarios:

Practical Implementation for Your Retail Business

Understanding how these tools perform in controlled tests is helpful, but implementing them in your daily operations is where real value emerges. Here's a practical approach to leveraging AI for business improvement.

Start Small and Focused

Begin with a specific business challenge rather than trying to analyse everything at once. Consider identifying your slowest-moving stock items for clearance, evaluating which suppliers offer the best value for similar products, or analysing sales patterns to optimise staffing during peak hours. Starting with a focused approach allows you to see tangible benefits quickly while building your comfort with the technology.

Prepare Your Data

Export relevant reports from your POS system in a format your AI tool can process. Depending on what tool you use, you need CSV or Excel. I prefer Excel but its your call. Check first that your data is clean and good. If you feed the AI rubbish, you will get rubbish back.

Ask Specific Questions

Frame your queries in specific, actionable terms rather than general requests. Instead of asking the AI to "Analyse my stock," try something more targeted, such as "Which product categories show seasonal patterns, and when should I increase inventory for winter?" Similarly, rather than requesting the AI to "Check my finances," ask, "Are there any unusual expense patterns compared to last year, and which categories show the largest percentage increases?" Specific questions yield specific, actionable answers.

We found that general queries often provided incorrect answers, requiring multiple attempts to obtain a satisfactory response.

Implement Findings Systematically

Test your questions systematically and record the question that yields the answers you want. This systematic approach ensures that AI becomes a valuable part of your business improvement cycle rather than just an interesting experiment.

Focus on applying insights

The best analysis is useless if it is not applied. Each of your analysis sessions should end with clear action items to be implemented and tracked.

Recommendations for Australian Retailers

Based on comprehensive testing and practical retail experience, here are my specific recommendations for retailers looking to leverage free AI tools:

Use Grok 3 as your primary analysis tool. I am told it will soon be charged, but now it appears to be the best in the free AI market. We were impressed with its ability to handle complex questions and our interactive questions, which is excellent if, like me, you like following your natural curiosity.

"A good question in business does not lead to an end; a good question opens doors you never knew existed."

Consider using Qwen; it's excellent. We found it helpful as it gave a good second opinion. It can be especially valuable when making significant business decisions.

If you're currently using ChatGPT or Claude, be aware of their significant limitations for business analysis. Their credit restrictions make them impractical for the iterative analysis that delivers real value. You may find yourself frustrated when analysis suddenly stops.

Conclusion: The Future of Retail Intelligence

Retailers, rather than using intuition alone, can use the Free AI tools now available to gain insights.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

To effectively cull products, you must analyze sales data to identify underperforming items, conduct market research to grasp customer preferences, and account for factors such as shelf space, product lifecycle, and profitability. Make informed decisions based on these crucial insights. Others and I have seen how reports boost shop profits. Today, we'll explore how our modern point-of-sale (POS) software can do that.

The Power of POS Software

POS software can give you a competitive edge by allowing you to make informed decisions about your POS system.

The 80/20 Rule: A Cornerstone of Retail Strategy

Consider the 80/20 rule, the Pareto Principle, as a cornerstone of retail strategy. It asserts that approximately 80% of revenue is generated by just 20% of your product range. Understanding this principle is crucial for optimising your inventory and concentrating on high-performing products.

Here is a graph of sales in a lottery shop. Take a look at it please.

This fascinating example illustrates the Pareto Principle, I confess I was struck by how closely it followed. I used one year of a lottery shop's sales data, which reveals. I'm sharing below how to make a graph for your shop. The essential point here is that:

- 20% of product lines generated 80% of sales
- Remarkably, just 9% of items accounted for 60% of sales (see red arrow).

This distribution closely reflects the Pareto Principle and has key implications for retailers. While this example supports the principle, remember that exact percentages may vary. The principle is a guideline rather than a fixed law. This lottery shop data shows the 80/20 rule's relevance in retail, especially for our customer base.

Simplifying Product Management

Most majors, such as supermarkets, simplify their operations by reducing the number of items in each category.

Why Fewer Products Can Mean More Profit

Space Optimisation

Eliminating low-performing products has many advantages, eg freeing up valuable shelf space for stuff that does sell.

Reduced Inventory Costs

Fewer products mean less capital in stock.

Simplified Operations

With fewer items to manage, your staff can focus on providing better customer service.

Clearer Customer Choice

Too many options overwhelm customers.

Leveraging POS Software for Smart Analytics

Our POS software offers a range of features that can help retailers interested in culling their stock in real-time and user-friendly:

Go to the Register reports.

Now pick "Top N Stock Sales for a Given Period."

Now, in the form, put in the last four weeks. Pick a category. Run, and this will result in a report with your champs on top.

Putting Analytics into Action

Here's a practical example of how to use these analytics to optimise your inventory:

Run Regular Reports

Use your POS software to generate "Top N Stock Sales" reports for the past four weeks.

Analyse by Category

It is easier to work by category or department, so try looking at the performance within each product group.

Identify Winners and Losers

Your top performers will be seen on the top, while the washouts will be on the bottom.

For top performers,

Please make sure you're always well-stocked on these items.

For poor performers

Could you consider clearing out of these items to remove them from your inventory?

Other considerations

While sales volume is crucial, don't forget about other important metrics:

Profit Margins

Sometimes, lower-volume products have higher profit margins.

Seasonal Trends

These items are challenging as many products might perform poorly overall but have strong seasonal sales.

Customer Loyalty

Certain products might not be top sellers but could be crucial for retaining loyal customers.

Key Benefits of POS Analytics

Implementing POS analytics can provide significant advantages to retailers:

Improved Decision-Making

Instant real-time data enables retailers to make better decisions.

Enhanced Customer Experience

Understanding customer behavior allows retailers to personalise interactions.

Optimised Inventory Management

POS analytics helps retailers minimise stockouts and overstock. It reduces costs and so increases profitability.

Increased Sales and Revenue

POS analytics drives sales growth by identifying cross-selling opportunities.

Competitive Advantage

Data insights help retailers spot trends and adapt strategies.

Conclusion

Effective inventory management is essential, and your POS software can help.

Your profits will benefit!

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Identifying peak sales hours is crucial for proper staff scheduling. Yet, typical point-of-sale reports often miss important details. By doing this, it can significantly impact your retail operation and profitability.

Here we will discuss 

- Retail staff scheduling best practices

- Data-driven employee scheduling

- Sales forecasting for retail scheduling

- Optimising retail schedules with POS data

- Hourly sales analysis for staffing

The 50/20 Rule

When you measure shop sales by hours, which we have done, you may like us be surprised how closely most of our customers' shops followed the 50/20 rule. If you examine your shop, you will find that approximately 50% of its total and traffic sales occur during the 20 busiest hours in a week. This seems true of all shops, no matter what they do or how big or small. What we did find was that different shops recorded different peak segments. Adequately staffing these peak 20 hours is considered the most effective way to drive sales, and knowing your peak hours informs critical business decisions about staffing, inventory, and marketing.

This is why knowing them is so important. If you have not identified them, you can click here.

Our research demonstrates that our clients who increased their staffing coverage during peak hours experienced an improvement in sales. What this means for your business is compelling: without increasing your overall labor budget, you can potentially boost sales simply by addressing your peak hour coverage.

Some forward-thinking retailers leverage this data strategically by running targeted promotions during traditionally quieter periods. If you are doing loyalty marketing, it's great.

The Complexity of Retail Staffing

Retail operations encounter complex staffing challenges as each department sees distinct customer traffic patterns. Your stationery department may thrive on weekends, while the book section experiences its peak during weekday evenings. Additionally, these patterns change with the seasons—holiday shopping generates significantly different demands compared to back-to-school periods.

You need department-specific sales data broken down by hour to optimise staffing across your entire operation. The good news? Your POS system already captures this valuable information, and accessing it is simpler than you think.

Harnessing the Power of Your POS Data

Here's how to unlock this game-changing information in just 10 seconds:

1. Navigate to your POS reporting dashboard
2. Select "Cash Register Reports" from the main menu
3. Click on "Sales - Register" in the dropdown menu
4. Choose "Dissection Sales by Hour" from the available report options
5. Set your date parameters to match the equivalent period from last year (e.g., if planning for March 2026, analyse March 2025)
6. Generate the report to view department-specific hourly sales data

This report is your secret weapon for data-driven scheduling. It provides a detailed breakdown of sales by department and hour, allowing you to identify peak times for each section of your shop.

Transforming Data into Action

With this powerful report in hand, you're now equipped to:

• Identify which departments need additional staffing during specific hours
• Schedule your top performers during department-specific peak periods
• Adjust staffing levels seasonally based on historical patterns
• Reduce labour costs during consistently slow periods across departments

One of our customers told me, "The most successful retailers today are those who analyse their sales data at the department level. This scheduling report ensures you have the right people in the right place at the right time". It directly improves customer satisfaction.

The Impact on Your Bottom Line

The benefits of implementing department-specific scheduling based on hourly sales data are substantial. Retailers who adopt this strategy typically see a reduction in labour costs while maintaining or improving sales performance.

One study here found that staff schedules using POS data like here by implementing more stable scheduling practices increased sales by up to 7%. It also ensures adequate coverage during department-specific peak hours.

Putting It All Together

Would you be ready to change your scheduling approach? Here's your action plan:

1. Generate your first department-specific hourly sales report today
2. Identify at least three opportunities to optimise your staffing
3. Schedule a 15-minute team meeting to implement these insights for next week's roster
4. Monitor the impact on sales and customer satisfaction over the next month
5. Refine your approach based on the results

We want the right staff in the right place at the right time.

The Payoff

Don't let valuable insights from your POS system go to waste. You can start leveraging your sales-by-hour data today and watch as your shop turns into a model of retail efficiency. Your staff will appreciate the well-thought-out schedules, your customers will enjoy better service, and your bottom line will thank you.

Written by:

Bernard Zimmermann is the founding director at POS Solutions, a leading point-of-sale system company with 45 years of industry experience. He consults to various organisations, from small businesses to large retailers and government institutions. Bernard is passionate about helping companies optimise their operations through innovative POS technology and enabling seamless customer experiences through effective software solutions.

Suppliers tend to prioritise larger retailers because of their product stupidity (If a large retailer is not monitored, they often do stupid things), higher spending power and perceived reliability. SMB retailers face problems securing favourable terms, yet SMBs need to establish supplier relationship management despite these obstacles.

Ask your suppliers where your business fits in their priorities. Understanding your position can help you tailor your approach, such as negotiating better terms or diversifying your supplier base.

Diversify Your Supplier Base

Relying on a single supplier puts your business at considerable risk, including stock shortages or price hikes. What you should consider is diversifying your supplier base:

• You reduce dependency risks.
• You gain leverage in negotiations by having alternative options.
• You ensure consistent product availability.
• Have a better pool of products to select from.
• You're not left stranded if one supplier faces disruptions.

Actionable Step: Use your POS system to track supplier sales performance. Could you identify which suppliers are underperforming and explore alternatives to fill gaps?

Negotiate Beyond Price

Negotiation isn't just about securing the lowest price; it is about more. Often, the seller has more flexibility than initially disclosed, but you must be willing to ask first.

What to Negotiate:

• Extended payment terms (e.g., 30-day credit).
• Bulk discounts or promotional pricing.
• Marketing support
• Shipping Terms

For example, I received a huge order and told our supplier I needed a better trading term to help me get the order and fast delivery. I got both. Remember, you can negotiate improved trading terms and expedited delivery by highlighting the mutual benefits for both parties.

Pro Tip: Once you've diversified your supplier base, use their competition as leverage during negotiations.

Conduct Independent Research

Suppliers may present information that benefits their agenda but verify everything independently. Ask your customers, visit similar shops, examine the advertising, use your POS reports, and do Google searches. I find that Amazon's top-selling lists in Australia are beneficial resources. Check here.

These are some items to check:

• Compare sales data between Supplier A and Supplier B for similar products.
• Assess whether each supplier's margins meet your financial targets. Some suppliers hide their margins, which can be a problem. A typical problem is that some quote markup and some margins. Always work in margins.
• Investigate alternative suppliers offering better terms or unique products.

Offer Products at Multiple Price Points

Stocking products at different price levels allows you to cater to diverse customer segments while also strengthening supplier relationships:

• Budget-friendly options attract cost-conscious shoppers.
• Mid-range products appeal to the average buyer.
• Premium items target customers seeking quality or exclusivity.

This strategy not only broadens your market reach but also creates upselling opportunities.

Leverage Technology for Efficiency

Your POS system has an invaluable tool for managing supplier relationships and improving operational efficiency:

• Use the report "Sales Comparison by Supplier" to rate your suppliers.
• Automate reordering processes based on sales trends.
• Monitor margin creep (declining profit margins) and address it with suppliers promptly.

Use Sales Comparison by Supplier

Use the "Sales Comparison by Supplier" report in your POS System. This report will show you͏ the actual figures, and the͏ changes over time for each supplier. By ͏analysing your suppliers, you can gain valuable insights about your shop based ͏on various criteria such as the number of sales, total value of sales, average sale amounts and ͏profit. For example, it is important to determine which suppliers are unde͏rperforming or overper͏forming. Check if they are giving you enough margins to meet your needs.͏

How to Access the "Sales Comparison by Supplier" Report

To access the "Sales Comparison by Supplier" report, follow these steps:

It is in the register sales reports; find the report "Sales Comparison by Supplier."

Click on it, and you will get this screen.

How to Interpret the "Sales Comparison by Supplier" Report

You have a report of your suppliers that shows you the summary statistics for each supplier. They are based on each criterion you selected and a comparison of how you have been travelling with them. The big ones and those with significant movements in the comparison percentages are fascinating.

Look at the profit figure. Today, we are seeing significant downward margin creep. This is an excellent place to see it. There appear to be many reasons for this downward margin, and it seems to be both due to changes in customers and suppliers. I will discuss this in another article.

Now, rerun this report and compare suppliers based on those that handle similar products. Now, compare and contrast these different suppliers based on their performance over time, noting the number of sales and profit.

Build Strong Relationships

Suppliers are more inclined to give more to retailers they see as partners instead of merely vendors.

How to these relationships:

• Please make sure to let them know about your needs and concerns often.
• Pay invoices on time to build trust.

• Show loyalty by prioritising their products when possible.

• Tell them information that they may find helpful.

For example, if a supplier launches a new product line, consider promoting it immediately. This shows commitment and builds goodwill.

Take action Based on Data Insights.

How to Customise the "Sales Comparison by Supplier" Report

To customise the "Sales Comparison by Supplier" report, follow these steps:

Select a period for the report, let us keep it simple so start with the past 12 months and compare it with the previous 12 months. So leave it AS IS and run the report. Afterwards, feel free to explore more options as desired.

Screenshot of Customised Sales Comparison by Supplier Report

Using data-driven insights from tools like the "Sales Comparison by Supplier" report allows you to make informed decisions:

1. Identify underperforming suppliers. Then, address any concerns with them directly.

2. Strengthen relationships with high-performing suppliers.

3. Monitor trends such as declining margins and/or dips in sales.

Example: If Supplier A's products exhibit decreasing margins over time due to increasing costs, renegotiate the terms or consider switching to Supplier B, which has superior profitability metrics.

Challenges and Opportunities

I encourage you to contact underperforming suppliers and express your concerns. Please also inquire about how you can collaborate more effectively with well-performing suppliers and how to do more with them.

Please give it a go and see how it goes.

Valentine's Day offers retailers a chance to increase sales, but achieving understanding involves more than just figures.

It's crucial to analyse your store's performance to determine what worked well and what did not and to improve. Here’s a guide to assist you in evaluating your Valentine’s Day sales.

Last-Minute Shoppers

Many Valentine's Day purchases are impulsive, so people buy even after the holiday. Please keep displaying your themed products for a little. Also, remember that some bargain hunters are now looking.

The Importance of Measuring Sales for Businesses

Businesses need to measure during busy seasons such as Valentine's Day. These days are unusual, and what you find on them can work against you because they are uncommon. This makes it harder to make decisions. Luckily, tracking sales has become more straightforward and practical with a modern POS system.

Sales Reports

Sales reports are crucial tools for monitoring sales performance. They show your profit, bestselling products, and employee performance. Using these reports, you can identify trends and make data-driven decisions.

How to Track Sales Performance

Go to reports and click on sales.

This report will allow you to check how each department in your shop is doing compared to previous periods.

Now select the dates you are interested in, 14 February 2025 and 14 February 2024

I am ignoring all the extra options for this example. Please feel free to review this later after you work through this example.

When reviewing reports, navigate the left-hand menu to focus on the most relevant departments. It will help you pinpoint areas of success and those needing improvement.

The advantages of utilising sales reports: By analysing sales data, you can determine, in particular, the bestselling products and employee performance. Your business strategy must be to gain insights to maximise profits. If you follow what happened on those days, you can identify trends that you need to make informed decisions. It will help your businesses make data-driven decisions.

Another good way to measure sales on Valentine's Day is through employee sales analysis. It is interesting because, by analysing sales data, you can identify employees who perform well.

Top-Selling Products

Create a list of your best-selling items! Did red roses or heart-shaped chocolates fly off the shelves? Also, please remember items that didn't sell well; each has a story for me. In my experience, it's best not to fight the market if the public wants these heart-shaped chocolates from you; give them to them and do not try to do better.  

Leftover Stock

Everyone hates these items if they cannot be sold after Valentine's Day. These items highlight what did not resonate with customers, so if you're left with too many red candles or gift baskets, make a note for next year.

Sold-Out Items

Which products sold out too quickly is more important? These cost you money. For instance, if heart-shaped chocolates sold out too quickly this year, plan to increase inventory next year.

Summary

> Valentine's Day is an excellent time for businesses to boost sales, but it requires strategic planning and measuring sales.

> Measuring sales during busy seasons such as Valentine's Day is essential.

> Sales reports are great for monitoring sales performance.

> Employee sales analysis is another way to measure Valentine's Day sales. It can identify high-performing employees and those who need more training. Using this information, you can boost sales.

Businesses can use this information to boost sales and customer satisfaction.

Running a gift in your shop can be rewarding, but success hinges on understanding the financials and implementing effective strategies. Let's explore how you can boost your shop's profitability.

Location: The Foundation of Your Success

Before diving into operational strategies, it's crucial to recognise the impact of location on gifts. Gift shops in high-tourism areas often perform better due to increased foot traffic and demand for souvenirs. When looking at your location, consider:

• Proximity to tourist attractions
• Local demographic trends
• Competition in the area
• Potential foot traffic

Of course, a prime location will significantly boost your sales potential and create higher profits.

Expanding Your Gift Shop with cloths

Although not gifts, adding clothing can significantly boost your profits and attract a broader customer base. The average Australian spends about $200 a month on clothin. We are some of the top spenders on clothes in the world.

When selecting clothes for your shop, consider whether your items appeal to tourists. T-shirts with local designs or slogans work. If you are in a coastal area, look at beach cover-ups.

Jackets, hats, etc are good as you do not need a changing room.

You'll want to stock a variety of sizes to cater to different body types, so remember to adjust your inventory based on the time of year and local climate.

Consider related items, such as hats, beanies, etc.

When pricing your clothing items, aim for a markup between 2.2 and 2.5 times the cost price. It will give you a decent profit margin while being competitive. Consider offering bundle deals to encourage multiple purchases, which can increase your average transaction value.

Effective display and merchandising can significantly impact your clothing sales by creating visual interest in your shop. Grouping complementary items can encourage add-on purchases, boosting your overall sales. It's important to rotate your displays regularly to keep the shop looking fresh and exciting, enticing repeat customers to see what's new.

Phone cases

Phone Cases

Australians buy a phone on average once every four years, which is about 9 million a year. Since new phones are different sizes, almost everyone buying one needs a new case. Since cases are replaced more frequently than phones, it is reasonable to estimate that tens of millions of phone cases are sold annually in Australia.

They do not take up much room, but they do need a stand, which must be organised by type, e.g., iPhone, Samsung, and other brands.

Then, you need to sort them by model; ensure you have the latest with a range of rugged, slim, leather, or eco-friendly cases.

Look at your price points. You need to offer budget-friendly and premium options to accommodate different customer preferences.

To sell them, though, you need some product knowledge.

Understanding Gift Profit Margins

One point that I have noticed is that those who do well in gifts are people who grasp the key financial metrics and know and monitor your numbers:

Gross Profit Margin

Gifts typically achieve a gross profit margin of 40% to 51% in a successful shop.

Net Profit Margin

You need to check your expenses, as the net margin is 12% to 22% for those shops that sell gifts; the additional costs are more than the cost of the goods.

Essential Financial Metrics for Gift Success

Understanding your financials is crucial, so studying your profit and loss (P&L) statement is worth studying. Consider it your business compass as it shows the critical metrics about your expenses. Pay close attention to these key percentages:

• Cost of goods sold (COGS): Typically 48% to 56% of revenue for gift shops
• Rent: Can range from 6% to 20% of turnover
• Wages: A significant expense that needs careful management. To sell gifts, you often need staff who know the product.

Keys to Success in the Gift Shop Business

Now that we understand the profit potential let's explore the key strategies that will help you achieve and exceed these industry benchmarks.

1. Grow Your Sales

While cost-cutting can improve margins, in my experience, it's not a path to success; sustainable success comes from growing sales. Consider these strategies:

• Create a unique product stand with relevant gifts together.
• Make the stand inviting.
• It needs to be somewhere your customers can see it
• Plan your inventory around peak holiday seasons to maximise sales

2. Price Strategically

Retail pricing is often recommended with a markup strategy of 2.5 times the cost price. This allows for a healthy gross margin while remaining competitive. However, I suggest walking into a few competitors nearby and getting a feel for their price points. See what they are getting. It will tell you what people in your area will pay.

3. Improve Efficiency

Enhance your shop's efficiency to control costs and improve customer experience:

• Streamline inventory management
• Optimise shop layout for easy restocking and customer flow
• Invest in a reliable point-of-sale (POS) system for faster transactions and better inventory tracking

4. Analyse Your Product Mix

Regularly review your product performance:

• Identify high-margin items driving profitability
• Recognise popular products that attract customers
• Discontinue or discount underperforming items.
• As a rule, you need about 10 new products constantly.

Advanced Strategies for Revenue Growth

To take your gift shop to the next level, consider these advanced tactics:

1. Develop an e-commerce presence to reach customers beyond your local area
2. Implement a customer loyalty program to encourage repeat business
3. If relevant, look at unique, locally-made products

Success lies in working smarter and making informed decisions based on your business data and market trends.

Understanding your actual profit margins is crucial for retail success. While supplier-provided figures offer a starting point, after years of experience, I can assure you that their figures are often wrong. I do not trust them, and neither should you. What you need to do is verify your actual margins. In the real world, things can be different. Here is how to do it.

The Reality of Supplier-Provided Margins

Supplier-provided gross margins often paint an overly optimistic picture that may not align with your business situation. Many factors drive margins. Salespeople are rarely the sort of people who can calculate the details. They take the figures they are given and quote them to you.

Verifying Your Actual Margins

Go to the menu

Now in sales, select  the "Discounted Item Sales Summary."

Pick a period. I suggest the last 12 months and now check; I would recommend it as a first attempt by the department.

Now you will get a detailed report of where you are discounting by quantity and price.

Actionable Insights from Margin Analysis

Understanding your actual margins can lead to valuable business decisions:

Pricing Strategy Refinement

Adjust prices on items with consistently lower margins.

Supplier Negotiations

Use actual margin data to negotiate better terms.

Inventory Management

Focus on stocking items with actual healthier margins.

Discount Strategy Review

Analyse the impact of discounts on overall profitability.

The Importance of Regular Margin Analysis

Making margin analysis a regular part of your business review process is beneficial. Who said today's price and margin are valid tomorrow? By consistently monitoring your actual margins, you can:

1. Quickly identify trends or changes in profitability.
2. Make data-driven decisions about product lines, pricing, and promotions.
3. Maintain a clear understanding of your business's financial health.

Remember, average retail profit margins can vary significantly by department.

Conclusion

While supplier-provided margin information can be a helpful starting point, your sales data will always provide the most accurate and relevant insights for your business context. Regular analysis and adjustment based on this data will help you maintain healthy margins and drive your retail business towards greater profitability.

Ready to uncover your actual profit margins? Start by diving into your POS data today and discovering the real story behind your product profitability. Remember, knowledge is power in retail, and accurate margin analysis is the key to unlocking your store's full potential.

Data is the difference between thriving and getting by in today's retail. Retailers who understand their POS System are not guessing; they're making intelligent, informed decisions, which gives them a real edge. The key to your business's success lies in taking actions that drive actual results.

Retailers leveraging descriptive analytics, such as dashboards, have reported revenue increases of 4%–10%, particularly when these tools are actively used to guide decisions on customer relationship management (CRM), personalisation, and prospecting technologies.

Your POS system has the information to help you. It's there, waiting for you to dig in. Here is how to get some insights together to use them in 2025. Use these insights to transform your business performance and set the stage for a successful 2025.

Getting Started: Your First Data Deep Dive

Here's how you can tap into this resource to gain a clear picture of your performance:

Accessing Your Sales Comparison Report

I think knowing where your business is going is essential. 

Now is an appropriate time to take a quick look at how well you did in 2024, where you are now in retail strategy and compare your performance to previous years.

Go to register reports.

Now select the item marked "Sales Comparison for a Given period".

Key Performance Metrics to Track

We'll first examine data from 2021 to 2024 to view your business movements. Here's how to do it:

Conducting a Four-Year Analysis

1. First Comparison:

   • Input the date range: 01/01/2023 to 31/12/2023 AND 01/01/2024 to 31/12/2024.
   • Run the report and note key figures

2. Second Comparison:

   • Return to the report and input: 01/01/2022 to 31/12/2022 AND 01/01/2024 to 31/12/2024.
   • Record key statistics

These data points give you a solid foundation for understanding your business's performance over the past two years.

Visualising

A simple graph of your annual turnover can provide a clear visual representation of your business's growth trajectory.

Go to the Cash register.

Then go to Sales - Register Select Dissection Monthly Sales Trend (Graph)

Now, I like to start with a long view first.

So you can choose 4 years to get a feel.

Please select the date range, in my case, 01/01/2021 to 31/12/2024

As you examine your four-year sales data, ask yourself:

• Is there a consistent upward trend in turnover?
• Are there any noticeable dips or spikes? What might have caused these?
• How does your 2024 performance compare to previous years?
• What factors might have influenced your sales performance over this period?

Now, go back and look at the past two years. Two years is good, as you can see from the seasonal variations, e.g., Easter before and the most recent.

Remember, this analysis isn't about numbers. It's about understanding the story. We are using these numbers to gain insights that will help us make a strategy for 2025 and beyond.

Leveraging Advanced POS Features

While this simple analysis provides valuable insights, your POS system offers even more advanced reporting capabilities. Use these features to uncover powerful insights that will drive your business decisions:

Looking Ahead: Your 2025 Strategy

Armed with these insights, you're well-positioned to craft a strategy for 2025. Consider:

• Setting realistic growth targets based on your historical performance.
• Identifying areas for potential expansion or improvement.
• Planning inventory based on observed trends.
• Develop marketing strategies that align with your sales patterns.
• Staying updated on QR code usage trends can also help you integrate modern, contactless customer engagement tools into your 2025 strategy, such as QR codes for promotions, feedback collection, or loyalty programs.

For instance, if your data shows a 15% growth in clothing, consider expanding this category and highlighting it in your 2025 marketing plan.

Conclusion: The Power of Data-Driven Decision Making

I want you to know that understanding your business's performance is invaluable.

I can guarantee your competitors are using these insights to get ahead of you now. 

As a programmer specialising in retail and Point of Sale (POS) systems, I recently embarked on an intriguing experiment: using ChatGPT to create a dashboard without relying on my programming skills. Much discussion has been about ChatGPT enabling non-programmers to write code, with dashboards often highlighted as a key example. I decided to test this claim, and the findings were illuminating.

What's a Dashboard, Anyway?

A dashboard is a visual display that displays important information, commonly called Key Performance Indicators (KPIs). These provide a quick visual overview of the current situation, helping us make informed decisions without the need to sift through large amounts of raw data.

For retailers, dashboards transform massive sales data into actionable insights in seconds.

The Experiment: Following a Non-Programmer's Guide

To simulate the experience of a non-programmer, I followed a YouTube tutorial that promised to teach dashboard creation using ChatGPT.

So, I selected this YouTube here. Please feel free to consider this article as my response article to it.

So, I started with data from our POS software's Sales Report, which has comprehensive insights.

The ChatGPT Experience: Not Quite as Advertised

Data Wrangling Woes

My first hurdle was getting the data into the correct format. While our POS system can export to JSON, I followed the tutorial's suggestion. Later, I found that I had made the correct decision as I would dive into Excel many times to manipulate the data. It became a recurring theme throughout the process.

Paid Account Required

Contrary to the tutorial's claims, I quickly discovered that a free ChatGPT account wouldn't cut it. The credits ran out faster than a sausage sizzle on a Saturday morning. The experiment would have ended if I had not had access to a paid account. Let me know if anyone wants a paid account, and I offer reasonable offers. So, I switched to the paid account to continue this experiment.

Dashboard Dilemmas

After multiple attempts, I managed to create a basic dashboard. However, getting it to look presentable was another story entirely. As any retailer trying to spruce up their shop window knows, making things look good is most of the work.

Real-World Retail Challenges

Then, I ran into the problem of using real-world retail data in an experiment. In business, things are not cut and dry. I would encounter these problems here.

Consignment Stock

Items on consignment threw off profit calculations, as they had no listed cost.

Gift Cards

These presented a similar challenge to consignment stock.

Payouts

While these transactions affect sales numbers, they don't contribute to profit.

I only discovered these issues through this exercise, and it took time to learn these problems each time. The solution was to return to Excel, adjust the data, and recreate the JSON file. It was like constantly restocking shelves but with numbers instead of products and then recreating the dashboard.

The Programming Plot Twist

By now, I had spent many hours. So, when trying to calculate the total profit, I hit another wall. After many attempts, I had enough, so I resolved this by going outside the tutorial's framework. I had to break character and lean on my programming expertise. I delved into the HTML code generated by ChatGPT to understand what was happening behind the scenes. Only then did I finally wrangle the dashboard into something usable!

Now I had this, I could select a department, and it would give me these figures and charts.

Now I had something, but were the figures correct? After five hours of this exercise, I did not check, so it was unusable. In programming and business, it's rarely worth it for one-off jobs. You need stuff that, once done, repeats. Here, you must massage the data extensively before using it. The Bottom Line

It was presented as a quick and easy project for someone with moderate computer skills but turned into a time-consuming ordeal that required the following:

• Over five (5) hours of work
• Extensive Excel manipulation
• The ability to read and understand HTML code
• A paid ChatGPT account

Even after all that, I hadn't yet verified the accuracy of the figures—a crucial step that would likely take many hours more if they were wrong.

Lessons 

While quickly creating custom dashboards is appealing, the reality is not yet here.

Today, retail success depends on turning sales data into actionable business insights. Follow this guide to use tools to make data-driven decisions that significantly impact retail performance using POS Systems.

Accessing Your POS Gold Mine

Your point-of-sale (POS) system has a Gold Mine of data. Here's how to access your sales comparison reports:

1. Open your POS software and navigate to the Reports section.
2. Select the Sales option.
3. Look for the Compare feature to analyse different periods side by side.

Setting Up Your Comparison: The Foundation of Insight

When setting up your comparison, you have two main options:

1. Formal Date Ranges: Use standard periods like months or quarters for consistent reporting.

2. Custom Date Ranges: Select specific dates (e.g., 06 Nov 2024 to 05 Dec 2024) for more targeted analysis.

Pro Tip: Choose comparable periods for meaningful analysis. For example, compare:

• This year's holiday season to last year's
• This quarter to the same quarter the previous year
• Weekends vs. weekdays

By selecting similar business cycles, you'll gain the most accurate insights into your performance trends.

Analysing the Report: Your Retail Crystal Ball

Your comparison report offers a wealth of information:

Overall Performance Metrics

• Sales figures for each period
• Revenue generated
• Quantity sold

Department-Specific Insights

• Performance comparisons across departments
• Individual department deep-dives

Pro Tip: To analyse specific departments more thoroughly, click on them in the left-hand menu.

Understanding POS Data Export: Unleashing the Power of Excel

To gain additional insights, export your data to Excel. Follow these steps:

1. Click the export button in the top left corner of the report.
2. Choose Excel as your export format.
3. Open the file in Excel or OpenOffice (a free alternative).

Once you've got your data in Excel, you can dig deeper.

Actionable Insights from Reports: Beyond Sales Comparisons

Your POS system is a goldmine of retail intelligence. Beyond sales comparisons, consider exploring these powerful reports:

• Top-selling products analysis: Identify your star performers and potential areas for expansion.
• Inventory turnover tracking: Optimise stock levels and reduce carrying costs.
• Customer purchase history: Tailor your marketing and loyalty programs for maximum impact.
• Staff performance metrics: Improve scheduling and identify training opportunities.

Turning Data into Dollars: From Insight to Action

Now that you've gathered insights from your POS reports, it's time to put them into action:

Identify top performers

Optimise the placement of your best-selling products in your store layout.

Adjust inventory

Use turnover data to fine-tune stock levels, reducing overstock and stockouts.

Refine marketing

Leverage department performance comparisons to allocate your marketing budget effectively.

To consistently enhance your retail performance, regularly examine your data, experiment with new strategies, and evaluate the outcomes.

Your Next Moves: Turning Data into Profit

Start harnessing the power of your POS data today:

1. Generate a sales comparison report for the last two months.
2. Identify your top three performing products or departments.
3. Create one actionable strategy based on your findings.
4. Execute your strategy
5. Monitor the outcomes.

Your POS system can be your gateway to success in retail.

Frequently Asked Questions

Q: How do I access sales comparison reports in my POS system?

A: To access sales comparison reports:

1. Open your POS software
2. Navigate to the Reports section
3. Select the Sales option
4. Look for the Compare feature to analyze different periods side by side

Q: What types of date ranges should I use for comparisons?

A: I suggest using formal date ranges, such as monthly ones. Custom date ranges (e.g., 06 Nov 2024 to 05 Dec 2024) are for ad hoc analysis.

Q: What key information can I find in a sales comparison report?

A: Sales comparison reports typically provide:

• Overall performance metrics (sales figures, revenue, quantity sold)
• Department-specific insights
• Performance comparisons across departments

Q: How can I analyse my POS data more in-depth?

A: Export your data to Excel or a similar spreadsheet program. This allows you to perform custom calculations and create tailored data visualisations.

Q: Beyond sales comparisons, what other reports should I explore in my POS system?

A: Consider exploring reports on:

• Top-selling products
• Inventory turnover
• Customer purchase history
• Staff performance metrics

Remember, consistent analysis and action based on your POS data are key to optimizing your retail operations and boosting your bottom line.

Poor inventory management has been shown to cause retail businesses to lose up to 30% of potential sales during the Christmas rush. With only a slight delivery delay and unpredictable buying patterns, maintaining optimal stock levels becomes a challenge for retailers. Mirror marketing offers a proven solution to these challenges.

Understanding Mirror Marketing

Mirror marketing is a proven methodology for inventory management. It compares historical sales data with current inventory, which helps retailers maintain optimal stock levels. It identifies potential stock gaps before they become problems, ensuring you're well-prepared for upcoming sales periods. For example, a retailer can compare last December's hot-selling items against current stock levels to prevent shortages of popular gift items.

The foundation of mirror marketing lies in its systematic use of historical data analysis. Industry data shows retailers implementing mirror marketing achieve an average 25% reduction in stockouts during peak seasons.

The Power of Historical Comparison

Recent studies have shown that nearly half of all retailers experience significant stock shortages during Christmas. However, historical data analysis has proven to improve forecast accuracy by up to 40%. Most importantly, retailers who properly manage their inventory through mirror marketing techniques have reported increased holiday sales.

Mirror marketing helps identify items popular during previous periods but not currently selling - often because they're out of stock rather than due to decreased demand. This insight is invaluable during the holiday season when customer demand fluctuates dramatically.

Implementation Strategy

Setting Up Your Reports

Now, here is a step-by-step method for doing it.

Go to Register Reports marked in green.

Now select in stock, "Stock Sold During Period(a) Not Sold in Period(b)"

The report tells us what was sold in a previous period (a) last year but has not sold in this period. The reason often is you have run out of some stock lines.

So we put in the dates for the last seven (7) days of the previous year.
Then we put in the dates to compare with last week.

You will now be confronted by many different options, but let us keep it simple, so ignore them and run the report. Check the report showing the listed stock lines.

Monitoring and Analysis

Successful implementation requires consistent weekly inventory analyses and daily monitoring of trending items during peak seasons. Maintaining detailed historical records and acting on report insights within 24 hours of generation prove essential.

Holiday Season Strategy

The Christmas period demands increased vigilance in inventory management. Daily report checks are often necessary to capture seasonal trends effectively.

"Retailers using mirror marketing during peak seasons typically see a terrific improvement in stock availability and an increase in sales conversion rates."

Success Metrics and Implementation

Implement these mirror marketing strategies to transform your holiday inventory management today. Proper planning and systematic monitoring will help ensure a successful Christmas season.

Frequently Asked Questions About Mirror Marketing

Q: What is mirror marketing?

A: Mirror marketing is an inventory management methodology that compares historical sales data with current stock levels to optimize inventory. It helps retailers prevent stockouts by analyzing past sales patterns to predict future demand.

Q: What is the difference between Order Management Systems and inventory management?

A: Order Management Systems and Inventory Management serve different purposes:

Q: How effective is mirror marketing for retail businesses?

A: Mirror marketing has been shown to reduce stockouts by approximately 25% during peak seasons and can help prevent up to 30% loss in potential sales during Christmas.

Q: What reports do I need to run for mirror marketing?

A: To implement mirror marketing, you need to:

• Access Register Reports
• Select "Stock Sold During Period(a) Not Sold in Period(b)"
• Compare the previous year's data with the current period
• Review stock lines that show discrepancies

Q: How often should I run mirror marketing analyses?

A: For good results:

• I recommend every week over Christmas
• Review reports immediately as the information is current 

Q: Can mirror marketing improve holiday season sales?

A: Yes, retailers using mirror marketing during holiday seasons typically experience:

• Improved forecast accuracy
• Better stock availability
• Increased sales conversion rates

Q: What are the key benefits of mirror marketing?

A: The main advantages include:

• Prevention of stock shortages
• Early identification of potential inventory gaps
• Improved seasonal sales performance
• Better prediction of popular items

Q: How do I get started with mirror marketing?

A: To begin implementing mirror marketing:

1. Create regular monitoring schedules
2. Act on insights immediately

Q: Is mirror marketing suitable for all retail businesses?

A: I cannot see why not, as mirror marketing can benefit any retail business that:

• Experiences seasonal sales fluctuations
• Maintains inventory records
• Has at least one year of historical sales data
• Wants to optimise stock levels

We are all balancing inventory—excess stock ties up capital, while insufficient stock can result in lost sales opportunities.

Here is a simple key to improving your stock control that is available now, and it will boost your bottom line.

Understanding the Power of Historical Data

Big suppliers don't just guess about stock control—they rely on historical data. They compare monthly sales year over year to identify trends and patterns. They tend to use 24 months of your data, which helps them account for seasonal fluctuations and make more accurate predictions.

But with a modern POS system, you've got all the tools you need to play in the big league.

Why Your POS Data is Gold

Your POS system isn't just for processing transactions, it full of valuable information. Here's why it's better for you than your supplier's information:

Real-time sales data

Unlike your suppliers, who only see what you've ordered, your POS system shows exactly what you've sold.

Seasonal insights

By comparing data from the same months across different years, you can spot seasonal trends specific to your business.

Stock level optimisation

With accurate sales data, you can decide how much stock to hold.

How to Use Your POS Data for Better Stock Control

Let's walk through a practical example of how you can use your POS data to improve your stock control:

Access your sales report

You'll find this under 'Reports'> 'Sales'> 'Stock Sales Details 24 Month Trend'.

Filter your data

For this exercise, we'll keep it simple:

Exclude inactive stock Filter by department or supplier

Analyse the trends

Look for patterns in your sales data. Are certain items consistently selling well? Do some products have seasonal spikes?

Evaluate stock levels

Compare your current stock levels with your average monthly sales. Do you need to be more overstocked on slow-moving items?

Case Study: Spotting Overstock Issues

Let's look at a couple of examples from our report:

Product A

Average sales: 2 per month Current stock: 6 units Stock cover: 3 months. If you can reorder this product weekly, holding three months of stock might be excessive. Consider reducing your stock levels to free up capital.

Product B

Average sales: 0.5 per month (1 every two months) Current stock: 16 units Stock cover: 32 months (nearly three years!) This is a clear case of overstocking. Unless there's a specific reason for holding so much stock (like a bulk discount or upcoming promotion), you should look at significantly reducing your inventory of this item.

Turning Insights into Action

Now that you've got this knowledge, here are some steps you can take:

Adjust your reorder points

Use your sales data to set more accurate reorder points for each product.

Negotiate with suppliers

Armed with solid data, you can better negotiate order quantities and frequencies with your suppliers. In my experience, most suppliers will listen to you if you have an issue.

Plan for seasonality

If you spot seasonal trends, plan your stock levels accordingly.

Clear out, slow movers.

Identify products that aren't selling well; now you have something to think about and what to do with them.

Focus on your winners

Make sure you're well-stocked with these winners.

The Bottom Line

Leverage your POS data; don't guess. Make informed decisions about your inventory. This approach can help you: Reduce tied-up capital Minimise storage costs Avoid stockouts of popular items With your cash flow

Your POS system is a powerful tool that gives you the information you need to compete.

Our POS software makes it easy to access and analyse sales data.

Contact us to learn how we can help you optimise your stock control and boost your profits.​

Once a fringe holiday, Halloween has now become a significant retail event in Australia.

The Rise of Halloween Down Under

Halloween has become a frighteningly big business in Australia. This year, expected: 

• A whopping 21% of Australians are expected to celebrate Halloween
• Total retail sales are forecast to reach $450 million
• The average Aussie Halloween enthusiast is set to spend $93

Who's Driving the Halloween Craze?

Interestingly, it's not just kids fuelling this trend. Adults aged 35-49 are the most enthusiastic Halloween celebrators, with 40% planning to join the fun—a 3% increase from last year!

Top-Selling Halloween Categories

The retail industry expects these categories to sell, so look for top Halloween products here:

What sells in your shop

Go to your POS system into Register Reports

Select "Top N Stock Sales for a Given Period"

In the form, put in the following dates: 25/10/22 to 31/10/22. A report will come out with what is sold over that week. 

As time is running out, could you do it now?

This data-driven approach has helped you avoid overstock nightmares and check that you have the products sold in your shop on Halloween.

Here are some more ideas to consider.

Devilish Decorations

The trend is now that Aussies are getting more creative with their Halloween decor each year, turning their homes into haunted houses.

How about considering:

• Halloween paper plates, cups, and napkins
• Spooky banners
• Balloons
• Creepy cocktail accessories (skull ice moulds, witch's brew punch)

Trick-or-Treating Essentials

The tradition of trick-or-treating has taken off in Australia, so you may want to consider:

• Plastic pumpkin buckets for collecting treats
• Glow sticks and light-up accessories for safety
• Halloween-themed bags and baskets
• Face paint and temporary tattoos for quick costume touch-ups

Navigating the Challenges of Halloween Retail

In retailing, Halloween can be challenging. Here is what I've learned over the years:

Start Now

There is a limited amount of time to begin planning your Halloween stock. Look for something original.

Manage Stock Carefully

Many Halloween items have a short shelf life. You do not want to be stuck with difficult-to-sell Halloween-specific items after October 31st. The odds are you have to put them in storage for next year or sell them at a discount.

Advertise

Put up signs or stands in front of the shop. If you have an Instagram or Facebook page, use it to show your Halloween products and create buzz.

Conclusion: Embracing the Halloween Spirit

Halloween is worth looking into.

FAQs about Halloween in Australia

Q: How big is Halloween in Australia?

A: Halloween is growing in popularity across Australia. Over 5 million Aussies, or about 1 in 5 people, celebrated Halloween this year. Social media and fun family activities fuel interest, so we can expect the numbers to keep rising.

Q: How big are Halloween sales?

A: Halloween spending totaled $430 million in 2022 and jumped to $490 million in 2023. Early estimates for 2024 put spending around $450 million.

Q: How much money do Australians spend on Halloween?

A: Halloween retail trends are up. Today's average spending for a person celebrating Halloween is expected to be $93, an increase of $7 (8.1%) from last year.

Q: What sells the most for Halloween?

A: Halloween sales Australia, top Halloween categories that Australians spend on include:

1. Trick or treating (45%)
2. Treats for trick-or-treaters (38%)
3. Halloween costumes (37%)
4. Home decorations (32%)
5. Attending or hosting events (18%)

Q: Which product category has the most sales for Halloween?

A: The top-selling product category is trick-or-treating gear, with 45% planning to buy these supplies.

Q: What age group spends the most money on Halloween?

A: Australians aged 35-49 comprise the biggest spending age group at 40%, followed by those under 35 at 25%.

Q: Is Halloween getting more popular in Australia?

A: Yes. This year, 300,000 more Australians will celebrate than last year, and it is showing steady growth in popularity.

Father's Day is almost here. I hope you are prepared as it retails a golden opportunity, so please do not waste it. Let's dive into how you can use your point of sale (POS) software to maximise your sales.

Background this Father's Day

According to recent data, Australians are set to spend a lot. $820 million on their dads this year. That's a lot of potential sales to go around! Here's what people are buying now:

1. Alcohol and food (34%)
2. Clothing, shoes, and sleepwear (15%)
3. Books, games, and music (15%)

While that's exciting news, the figure itself is slightly down last year, with the average person shelling out $101 instead of $112, but last year's figure was outstanding, so don't worry. 

Insights from the GiftFair

At the GiftFair in Melbourne. Suppliers seemed to be pushing items for Father's Day, these items:

• Beer steins and unique drinkware: Perfect for dad's favourite brew!
• Quirky socks: Because who doesn't love fun feet?
• Male grooming items: Help Dad look his best. I do not know how it will go in Australia, but retail publications in the UK are now saying they are doing well in retail shops.

Using Your POS System to Boost Sales

Check What Worked Last Year

The fact is that we are creatures of habit. What worked well last year often works this year. Do you remember last Father's Day? What sold well but didn't work? Your POS Software does! Use the "Top N Stock Sales for a Given Period" report to see last year's sales. 
 

Go to Register Reports.

Now pick "Top N Stock Sales for a Given Period."

In the form, put in today's and day-a-week's search and check it out. That will give you what worked last year. Make sure that these items are noticeable in your shop now.

Create Irresistible Bundles

Use your POS to create and track gift bundles. Maybe a "Beer Lover's Bundle" with a fantastic Stein and local brews? 

Offer Early Bird Specials

Did you know that 10% of shoppers have already bought?  The odds are now people are buying for Father's Day.

Making Shopping a Breeze

Remember, stressed-out gift buyers are your friends. Make their lives more accessible, and they'll love you for it. So, set up a "Father's Day Favourites" stand in your store and

• Put your good sellers on the stand from your POS System data
• Create staff picks based on sales data

Wrap It Up

Father's Day might be a short season, but it can significantly impact your bottom line. By using your POS system smartly and focusing on what shoppers want, you can turn this day into a real winner for your store.

This is one of the most used KPIs is labour cost with our restaurant clients yet it can be used for any modern business. In my years of experience working with point-of-sale systems, I've seen many retail shops firsthand how proper labour cost management can make or break a small business. 

Labour costs

The labour costs encompass all expenses related to your employees. This includes:

• Wages and salaries
• Overtime pay
• Superannuation contributions
• Payroll taxes if applicable
• Employee benefits 
• Paid time off (holidays and sick leave)

You probably have this figure in our profit and loss accountant, which the accountant prepared for you for the ATO. So, these calculations should only take you a few minutes to complete.

Revenue-based Labour Cost KPI

The labour cost ratio is a critical metric that measures the proportion of your revenue spent on labour expenses. It's calculated using this formula:

Labour Cost Ratio = (Total labour cost / Total revenue) x 100

If your shop's total labour costs for the year were $100,000. If your revenue is $500,000, then your labour cost ratio would be:

($100,000 yearly labour costs/ $500,000 yearly revenue) x 100 = 20%

So here it means you're spending 20% of your yearly revenue on labour costs.

Time-Based Labour Hour KPI

Although not part of the typical Labour Cost KPI, I suggest calculating it by week.

Labour cost a week = (Total labour cost / Number of weeks) 

If, for example, using the above, we say it is open 52 weeks a year

Labour cost a week = ($100,000 yearly labour costs/ 52 weeks )  = $1923 a week we need for labour costs in a typical week.

Why the Labour Cost Ratio Matters

Understanding your labour cost ratio is crucial because it:

1. It helps you evaluate how efficiently you're using your staff
2. Shows the impact of labour costs on your overall profitability
3. Allows you to compare your performance with industry benchmarks

Industry Benchmarks

In the retail industry, labour cost ratios typically range from 15% to 20%. However, because all shops are unique, they have different benchmarks. It's essential to research specific benchmarks for a shop similar to yours in your area. Many labour costs by industry are listed here, unfortunately not all, so what people often do is look for some industries that are close to theirs and see what those industries offer.

Tips to Optimise Labour Costs

Based on my experience working with various retailers, here are some effective strategies to manage your labour costs:

Use a Modern POS System

Your point of sale system has plenty of items that can do tasks that use labour, e.g. AI stock ordering management features. Use it to monitor your labour costs:

• It can also do rostering, allowing you to track your employee hours accurately
• Generate reports labour
• Allow you to forecast your staffing needs based on historical sales data
• Identify peak hours and adjust staffing accordingly
• Reduce overstaffing during slow periods

Employee Management

For example teaching your staff multiple skills, you can reduce the need for specialised roles to create a more flexible workforce. If you can reduce the need for someone extra to come to do a task, well that is a saving.

Monitor and Adjust Regularly

Keep a close eye on your labour cost ratio and adjust as needed. If it's creeping up, look for ways to increase efficiency or reduce costs.

Conclusion

Are you ready to take control of your labour costs? Start by calculating your current labour cost ratio and see where you stand. With the right strategies and tools, you can master labour costs and set your shop up for long-term success.

Economic Order Quantity(EOQ): A Deep Dive into the Science of Inventory Management

Over many years, I've seen firsthand how crucial effective inventory management can be. One tool that started the science of modern inventory management is the Economic Order Quantity (EOQ) formula. Since I received an enquiry about it last week, I thought I would explore the concept and show how it can benefit retailers.

The Origins of EOQ

A bit of history: in 1913, a mathematician named Ford W. Harris was pondering a theoretical shop stock control. He wasn't thinking about colourful products or bustling aisles. Instead, Harris was fixated on a more fundamental question: How often should a shop order its stock to keep costs down and do inventory optimization?

He derived his formula called EOQ, and modern inventory management was born.

Breaking Down the EOQ Formula

The formula he derived is this:

EOQ = Sqr(2 x D x K / h)

Where:

• D = is how much you sell in a period.
• K = Cost per order
• h = Holding cost per unit (how much it costs you to have the stock sit in your shop for a period)

Generally, it's over a year, so let's break this down with a real-world example and see what it can tell us.

A Real-World Example: The Stationery Shop

So I took a stationery shop that uses our POS System. Here's how we would use the EOQ formula to find how many times we should order to give us the best profit.

Annual Demand (D)

It sold 60,575 items last year in the shop. That's a lot of pens and paper!

Cost per Order (K)

I asked the woman who was in charge of the stationery order, and she told me that each order there was about

• 3 hours to place an order @ $25/hour
• 4 hours to pick up the order @ $25/hour
• $10 for petrol
• $20 for delivery fees

Total: $205 per order

Annual Holding Cost per Unit (h)

This is where things got eye-opening. We included:

• Bank fees and overdraft: 2.5%
• Shrinkage (a polite way of saying 'theft'): 1.5%
• Portion of rent: $15,000 a year
• Other costs from profit and loss: $10,000

When we crunched the numbers, it came to $1.08 per item per year. That's a lot if you think about it.

Let us do the calculation.

Now we have the figures, let us calculate the following:

EOQ = √[(2 x 60,575 x 205) / 1.08]

Let's break down the calculation step by step:

1. First, multiply 2 x 60,575 x 205 = 24,835,750
2. Then, divide this by 1.08: 24,835,750 / 1.08 = 23,014,583.33
3. Finally, take the square root: √23,014,583.33 = 4,797.35

Rounding to the nearest whole number, we get 4,797. That is a lot of ordering. 

Interpreting the Results

When we plugged all this into our EOQ formula, it suggested ordering 4,779 times a year. That's many times every day!

I don't know about you, but I've never met a retailer who wants to place orders daily. It's just not practical.

Practical Tips from EOQ

While the EOQ formula does not here give you a perfect ordering schedule, it does highlight some crucial points:

1. Holding stock is expensive: $1.08 per item per year adds up quickly. Our total inventory of 60,575 items is $65,421 annually, just in holding costs!

2. Frequent, smaller orders can be cost-effective. This approach aligns with many successful retailers' formula of order to do its' "little and often" philosophy. 

3. One size doesn't fit all: What works for our stationery shop might not work for a pet shop or a newsagency. 

How do you derive your figures using POS Solutions?

Calculating a simple EOQ requires three variables, which I will discuss point by point, quoting two departments as an example for you to work with as an example of stationery that I used above.

The demand quantity (D)

This is the quantity of goods moved.

There are two ways of doing this: the top sales report will give you this figure.

Cost of ordering (K)

I just asked about the procedure used in the shop and then costed it.

Holding costs (h)

Your profit and loss will help you here. If you are doing it by department, take a reasonable percentage of the total costs. 

I got the average stock holding to calculate my holding costs. So I went to the stock turn report in the stock reports. 

The Bottom Line

Executive summary

Here are some practical tips:

1. Calculate your holding costs: You might be surprised at what you find. Include all inventory costs, such as warehouse space, insurance, and potential depreciation. Your profit and loss will tell you most of this.

2. Review your ordering process: Write a typical order scenario in your shop. While doing so, I suggest you streamline this process to reduce costs. Maybe bulk ordering certain items could lead to discounts that offset increased holding costs. 

3. Consider a mix of strategies: Perhaps you should place frequent orders for fast-moving items and less frequent orders for others. Use EOQ as a starting point, but adjust based on your business's unique needs.

4. Use technology to your advantage: Our POS system can help you track inventory and make smarter ordering decisions frequently and accurately.

EOQ does not offer a flawless ordering plan. It indeed confirms certain crucial aspects of inventory management. 

Over the years in retail, I've seen that the most prosperous retailers use data and their gut feelings. So, while you should crunch the numbers, don't discount the value of your gut feelings.

Frequently Asked Questions (FAQ)

What is Economic Order Quantity (EOQ)?

Economic Order Quantity is an analytics formula for determining the optimal number of times to order stock to maximize profit.

How is EOQ calculated?

The EOQ formula is: EOQ = √[(2 x D x S) / H], where D is annual demand, S is setup cost per order, and H is holding cost per unit per year.

What are the benefits of using EOQ?

EOQ is a theoretical construction that helps balance ordering and holding costs, minimise total inventory costs, and optimize stock levels.

Can EOQ be used with seasonal products?

Probably not. EOQ becomes less effective if, over some time, you have fluctuating demand.

What's the difference between EOQ and reorder point?

EOQ determines the best number of times to order, while the reorder point is an inventory management system that concerns inventory levels. The EOQ may help you to derive this reorder point.

How can I implement EOQ in my business?

Your profit and loss statement and your POS System will give you the information you need to calculate your shop's EOQ. If you do so, please let me know what you get.
 

Here is how you can calculate your stock shrinkage in just a few minutes. You do have the information now.

The Importance of Calculating Stock Shrinkage

Regular stock shrinkage calculations are essential for the following:

1. Identifying inventory loss trends
2. Implementing effective inventory control techniques
3. Optimising your retail operations
4. Improving your overall profit margins

How to Calculate Stock Shrinkage

Follow these steps.

Using the figures for the 2023/24 year:

1. Determine your recorded inventory value: According to your records, this is the total value of stock. Your accountant should know this now.

2. Conduct a physical inventory count: You should know this from your stocktake.

3. Calculate the shrinkage rate:

   The Shrinkage Rate formula = (Recorded Inventory Value - Actual Inventory Value) / Recorded Inventory Value x 100

    

For example, if your recorded inventory value is $100,000 and your actual inventory value is $97,000, you have lost $3,000 of stock.

However, as stock shrinkage is commonly expressed in percentages, let's calculate this figure.

Shrinkage Rate = ($100,000 - $97,000) / $100,000 x 100 = 3%

Common Causes of Inventory Shrinkage

Understanding the reasons behind shrinkage is crucial for implementing effective inventory loss prevention strategies. These are the common reasons:

1. Shoplifting
2. Employee theft
3. Administrative errors
4. Supplier fraud
5. Damage or spoilage

   When I did it for a client, I used departments, and we came up with this chart, which looks about right.

   

The Role of Technology in Small Business Inventory Tracking

Investing in the right technology can significantly improve your inventory management:

1. POS systems: Offer real-time inventory tracking and sales data.
2. Camera: This is one of the few items that courts do accept.
3. Security system: You do not need everything, just a sample, to significantly affect shoplifting.

Conclusion

Mastering stock shrinkage calculation and implementing effective inventory reduction strategies are crucial for optimising retail profit. By utilizing the right tools, such as a robust POS system for businesses and implementing vital inventory control techniques, you can minimize losses and maximize profitability in your brick-and-mortar store.