Manage and Build Your Business more Efficiently than ever before!

How using a Deli and Bakery Management System© will improve your operation

Given the superpowers in today’s marketplace, the independent operator needs as many tools, as much knowledge and every advantage available to keep the strength of the large players at bay. Operators with a deli or bakery have the major advantage of differentiation in a value-oriented marketplace. However, with all the complexities and moving parts, they are not easy departments to manage. A common challenge among retailers is the management of numerous vendors and products. Operators without infrastructure and inventory controls wreak havoc on their profit dollars as well as their sales dollars. They need a system that allows them to respond to product trends, easily identify poor performing items and improve vendor-negotiating power. This is not something people are used to seeing in this department. The need for an operations management tool and a product management system is high. The closest thing to a golden arrow in today's world is combining these two elements into one system. Technology can provide many solutions, but the technology has to be accessible. It needs to be the right-sized wrench to ratchet down the bolts.

A Database = Information and Price Integrity

Entering the data in one place, updates ALL reports.

A management system should be the foundation of any operation or infrastructure. Beyond instilling trust and leadership in department managers, a database gives you a leading edge in retailing. The power of a database drives all retail elements - Signs, Scales, POS data, Inventory Sheets, Order Books, Product Lists, Vendor Bid Sheets, Ad Planning, Ad Signs, competitor price surveys - are being pulled from one central location, securing the integrity of your information and retails. When entering data in one place, all reports are automatically updated as well, which means the system is user friendly, and data integrity is maintained at all times. With accurate and centralized information, you will better negotiate products and services from your vendors. Only a handful of operators know they should use a database, fewer know how to make it happen. We take our deep understanding of the grocery perishable environment, the essence of category management and trim it to fit the most important element in retailing - the people (and systems) that use it! Often, POS systems are not built to equip the perishable departments. We all know the special requirements for these areas - scales, signage, random weights, host system capabilities, etc. A good database should be easy to maintain, easy to use and should not be expensive or require a computer programming degree, a thick manual or be technically cumbersome. This tool is an intuitive tool that is easy to understand, simple to use and contains all the elements necessary for improving store operations and managing products for any size company. Below are a few of the main elements of the turn-key Deli and Bakery Management System©.

• Put All the negotiating power in your hands!

• Innovate your business with total product control!

• Increase your Deli and Bakery profit, starting this month!

Vendor Bid Function

Putting this negotiating tool and strategy in your hands could be the most profitable thing you do this year. You have an incredibly easy way to consistently get the very best price and response from your vendors. Would you be able to trim a percent or 2 off your cost of goods? You bet; not to mention the increased credibility and performance when your vendors realize that your company's buying practices just got a whole lot better!

How much could this save you on your cost of goods?      You do the math.

Here is something better to be thinking about, the Vendor Bid Function is only 1 of many ways to cut costs and increase sales...please read on.

Managers Price Book click to see a sample
A key responsibility for department managers is making smart purchasing decisions across all categories. Department leaders are able to view all items authorized and will continuously ask the question...

“Am I carrying the best product mix of all my purchasing options?”

• Review categories easily for a balanced product mix
• Review Gross Margins by item and by category
• Audit signage, scale and POS information at any point in time
• Improves purchasing and merchandising decisions
• Managers will save time by having the correct retailing information at their fingertips
• Increases sales by having the right product at the right price
• Managers will have more time to focus on customer service, merchandising and leadership
• Removing “price setting” at store level will eliminate faulty retail pricing

Order Books
Order books include all retail items and ingredient items and are separated by vendor. Order books are set up to follow a PAR ordering system. The PAR system follows a traditional OTB (Open-To-Buy) plan, which by definition is a “buying plan”. The buying plan accounts for merchandise on hand, merchandising space needed and recent sales. This easy, step-by-step buying plan keeps managers from spending money on inventory until inventory is needed.

Purchase Needs = Sales Needs

• Perpetually updated order books
• Puts your trust in house produced order guides, rather than vendor generated order guides
• Managers no longer need to sift through vendor product lists in search of authorized items
• Increases company buying power by having all stores on the same plan
• Establish greater credibility and negotiating power with vendors
• Negotiated costs cannot be changed every time the vendor brings updated order sheets
• Managers who use the Price Book in conjunction with these order books will yield a higher profit sales mix

Counter Clerk Price Book click to see a sample

Beyond great customer service, counter clerks are the connection between the company plan and store execution. This tool gives the clerks exactly what they need to deliver greater productivity and efficiency with each customer interaction as well as the confidence they need in their company. With the company “speaking with one voice” – this will increase employee commitment and comfort level due to accurate information.

·   Counter clerks are always able to verify retails with customers

·   Clerks will be alerted to scale, pricing and sign inaccuracies when stocking or when helping customers

·   Clerks are able to correctly label product with the proper scale PLU

·   Improves headquarters’ buying strategies by using accurate movement reports

·   Increases customer service response time

·   Increases customer satisfaction with prompt, accurate service that allows clerks to move quickly to next customer

Inventory Count Sheets click to see a sample
Because everything in the database is linked, your inventory sheets will always have the most current costs. Whether inventory is taken once per month or quarterly, the Inventory count sheets list the costs for taking true cost inventories. The sheets are listed in an order that coincides an Excel® file that is automatically generated every time inventory sheets are generated. With this auto-generated file using the most current cost, you now have an easy way to punch in your physical inventory counts without the worry of making mistakes - the spreadsheet does all the math.
Because...If it can be measured with accuracy, it can be improved with accuracy.

• Return an accurate inventory result by calculating an inventory at true cost
• Save time by not having to write out each item or search for last cost
• Simplify your inventory process
• Reduce the amount of time it takes to calculate inventory value
• Get faster and more accurate gross profit results

PLU Scale Guides click to see a sample
“Quick Codes” can be posted at each service station and scale - meat case, hot case, bakery case, and pack-out areas.

• Scale PLU numbers readily available
• Improves customer service flow
• Improves production flow
• Reduces the number of communications between employees

Administrative Change Report click to see a sample
The Administrative Change Report is the perfect communication tool for delivering changes across all categories and to all stores, maintaining the highest level of data integrity. This report communicates all the necessary information to stores so they can make the proper adjustments at store level..

• Store level is in direct communication with the company plan
• A note field can give specific information and direction for each item
• Gives POS department all information to execute to POS updates
• Saves time communicating across all departments
• Will help reduce store level frustration over lack of information
• Eliminates the need for managers to set potentially faulty pricing

Vendor Notification Letter
This automated letter communicates to the vendors, any changes recently made to their specific authorized list.

• Good communication always helps build trust and strong partnerships
• Ability to have multiple vendors cross-bid improves buying and negotiating power and lowers cost of goods

Sign Program click to see a sample
Everything is connected in this database, even signs. With a sign program like this, you have a powerful way to communicate to your customers. Signs can be printed for quick delivery to your stores with this program. Your logo and company information can be on your current pre-printed stock or this system can print your logo for you. The Sign Program in this database system can be customized*.

* Additional Exclusive member benefit for CIGA members

• Retails match price book, POS and the scale systems
• Sign formats include full product description, country of origin, healthy attributes and Trust Marks and in the case of cheese, type of milk used
• A “Sign Burst” field allows for powerful customer communication such as "Customer Requested!" “Ask For A Sample”, “This weeks Special”, “Home Made” or any creative descriptor you choose
• Trust Marks! Let your customers know that you care about heart healthy, organic, kosher, low sodium, trans-fat free, whole grain items by making your signage pop using the "Healthy Attribute" statements built into the signage
• New signs are generated for items that require retail changes
• Easy to use search function lets you find and print replacement signs quickly
• Increases product and price integrity as signs are always available
• Saves sign stock by printing only the signs that are needed
• Store can easily request individual signs as they get lost or worn out
• PLU and ingredient printing for the back of the sign improves customer service
• This system works great with the “Sign Request Form”. See Tools of Our Trade©

Ad Planning Program click to see a sample
All of the elements for effectively and efficiently writing your weekly Ad are built into this system. Vendor negotiated Ad cost and rebate history can be tracked. Ad Retails are maintained without interfering with your "every day" retail pricing. After putting the Ad cost, Ad retail and Ad copy for each item on Ad, a report is generated and is ready to be distributed to your Ad Agency, POS coordinator, Vendors and department managers. Ads can be written weeks, even months in advance. The history stays with the item so you'll always know when you had it on Ad, what your Ad retail was and any notes significant to the time period the Ad was ran.

• Significantly reduces time and the margin of error in the communications channel - Ad agency, POS and the Office-to-Store communications
• Track and Control gross margin dollars
• Increases ad performance by personalizing signage and circular Ad copy
• Track vendor participation and support
• Eliminates over-running ad items

Ad Signage click to see a sample
After planning your Ad using the integrated ad planner, Select the report "Ad signage". All the items that are on Ad are pulled up and ready to print. There is also a second sign field that is designed for making special and unique comments about the Ad item. Or perhaps you want to let the customer know about a complimenting bottle of wine on aisle 2 that is also on ad... or anything creative you can think of. Have you ever heard of such an integrated Ad sign system! You can really have fun with simple to use system.

• Sign layout can be easily changed to fit your printing and layout preferences
• Maintains integrity for Ad retails and UOM
• Your logo can be used & printed from this system or use pre-printed stock

Export Scale and POS files*
All information that is maintained in your database is automatically exported into an Excel®. This file may be used to import into your scale system and POS system to synchronize all your data.

• A 3rd party will not be needed to build a scale database
• With a simple import, your front-end system will synchronize with your database

• POS systems with good integrity will increase sales

* Dependant on your systems ability to import an Excel® file.

Recipe Book
A recipe book can be generated for all In-House produced items. As recipes change and items are added, updated books can be easily reproduced.

• Develops consistency for all stores
• Eliminates store level frustration by giving clear direction on how items are made and garnished
• Specifications for all pack-out production items
• Specifications for Catering menu
• Increase sales and gross profit by eliminating barriers with producing house made items

Additional Features

Production Planning Tool - For all your production items i.e. breads, baked goods, salads, entrees, will now go into a production planning form. Once the items are set as a "production item", with a simple "switch", the items will always be marked for production. To take it off the list, simply unflag the item. The planner is now ready to use at store level.

Price Survey - A great new tool! By flagging an item as market, price or commodity sensitive, a report will be generated so you can do quick competitor price checks. Each time the report is run, your current sell price, sell size and brand are listed making sure the comparisons are apple to apple.

Retail Helper - By plugging in a "What If" margin, the system will tell you the retail instantly. The Ad Planner also has this function for planning your ad retails.

Retail Matrix - Using this report will help determine if you are carrying the correct balance of items in specific price categories. The report can be run be total retail items and by product categories. A buyer can refer to this while making buying and merchandising decisions.

Vendor Bid Sheet - Vendor lists are easy to print for cross-bidding or for giving to the vendor for information verification. You get to choose the type of report to send to a vendor—printed with or without the cost showing.

Printing for your pricebook - This one step function combines all the needed reports to 'close-out' the file and distribute to the folks that need the information. For example, a back-up file is automatically created, an administrative change report is printed, new pricebooks are printed, vendor notification letter is printed, signs for the changed items will be printed. Your file is updated and ready for new changes. All of this is done automatically!

Operating Manual - All elements of this management system are covered in this integrated manual with instructions  on how to best use each area of the database for increased efficiency, margins and sales.

Timeline
The DBMS© project can take 4-8 weeks.

Pricing
A database project cost is based on the number of stores, integrity, completeness and size of your existing vendor item file, POS data or other data faculties you use. We are happy to discuss the estimated cost. Discussing the estimated cost puts you under no obligation to buy. Price will vary based on number of items and condition of existing files and information. Call to find out how easy it is to get your departments started –

Call Patricia at (415) 259-0896 or John at (541) 488-8939

Making it Simple

This is an outline of what will happen when we get started on your database...notice the “What You Do” is the easiest part. We require very little company time and resources - something we know to be incredibly valuable to each operator.

This program will change the way you think about your perishable departments and will give you a leading edge against your competition.

Call 415-259-0896 to get your project on our calendar.

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