How the Alphabet Soft Accounting System Works

The Alphabet shoe network is proud of its accounting system, designed specifically for the needs of the company. This system simplifies many processes, saves employees from unnecessary paper routine and helps the buyer find exactly the product that he needs. Together with representatives of Alphabet company, Shoes Report magazine followed the main stages of working with the product in order to see with its own eyes how modern technologies help make the business more efficient.

The accounting system "Alfavit-Soft" is based on the "1C" database, but is constantly being refined and adjusted by corporate programmers to the needs of the shoe network. It contains several elements that greatly facilitate the work of Alphabet managers and allow not to waste time on unnecessary paperwork. One such add-on is the poetically named "Blue Scroll", which consists of a variety of reports - from analysis of supplier rejects to sales reports. Their main feature is that all reports are generated automatically and, if necessary, are sent to suppliers in the same automatic mode on a certain day of the week.

The Alfavit-Soft system covers all the vital processes of a shoe company: ordering goods from suppliers, receiving them at the logistics center and the subordinate division office, distributing goods to shops, taking inventory and selling them to the end customer. Details on all these processes can be viewed at any time in the system and in the corporate chat, which is also a part of "Alphabet-Soft". Such a large-scale and not time-consuming control became possible thanks to the automation of processes, which has its own characteristics in the Alphabet network. Together with the general director of the chain, Andrey Shirokov, we followed the main stages of working with the goods and understood exactly how modern technologies make it possible to facilitate accounting in a large company.

Stage one: goods acceptance. Suppliers' products first arrive at the company's branch office.

"Alphabet". And since the company cooperates with a total of 50 partners, the delivery of goods to the logistics center "Alphabet" occurs by agreement and in a planned manner, which helps to avoid rush jobs. When accepting the goods, the person on duty at the division office not only draws up the necessary documents, but also notes in the company's service chat and in the Alphabet-Soft system, what time and when the supplier arrived, how many pairs he brought and which employee will be engaged in the division of the goods. whether the delivery time is overdue, whether

prices, and determines from the photo whether this is the model that the company ordered. In the event of any discrepancies, the duty officer contacts the manager leading the supplier, and further clarification of the circumstances falls on the shoulders of the employee responsible for the company. If all the terms of delivery are met, the information is entered into the "Alphabet-Soft" system and then gets into the corresponding report, which is compiled in this system automatically.

Step two: barcoding. After verifying that the item matches the order, the inventory manager assigns it a special code, which encodes not only the item number, but also the color and, most importantly, the size. The barcode label also includes the personal identification number of the employee who will be applying it.

labels on boxes, and the symbol of the store to which the steam will go is applied. Based on this information, the manager compiles a product card for the Alphabet-Soft database. The barcodes are printed on a high-speed printer and handed over to warehouse staff, who will label shoe boxes.

Step three: photography for the online store. After entering the model's details into the database and printing bands with unique barcodes, the manager takes the half-parka to the photo studio located right there in the division's office. There, they photograph the model in 3D format to upload the images to the Alphabet online store website.

Stage four: preparing the goods for distribution to stores. After checking at the distribution office, the goods and their associated barcodes are sent to one of three labelers working in the warehouse. The labelers, using the managers' notes in the Alphabet-Soft database, open the boxes and divide them to send the exact required quantity of goods to each store. They also apply a barcode label to each shoe box.

Applying stickers to boxes is not an easy job that requires special skill and skill, since each label is unique and corresponds to a particular pair of shoes of a certain size. The gluer not only cannot confuse the labels, but must also glue them exactly, without overlapping the manufacturer's stickers and other designations on the box with a pair of shoes. Already experienced gluers easily and very quickly cope with their task, and together they can process up to 8 thousand pairs a day. In February 2013, employees in the division's office set a record: they processed 27 pairs a week.

Stage Five: Distribution of the stores in the network. The boxes re-filled with already marked shoes are sent to the chain stores, but a certain stock of shoes remains in the logistics center: it will be easy to sort it into the store as soon as the required size of a particular model runs out. Office employees control the situation with the help of a special report of the Alphabet-Soft system, which shows where it is necessary to transfer shoes of the required size. The report itself is compiled every Monday automatically at the request of the operator from the sales department.

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The store manager accepts the goods in the internal warehouse and, using a sensor, reads barcodes and unique labels on the boxes with models pasted on shoe boxes. In addition to cases when the store receives goods, such a warehouse inventory takes place every two weeks - when the store manager hands over the shift to another manager. Photos "Receiving goods" and "Scanning"

Speaking of inventory, goods are scanned in the sales area 2 times a week, and their data are sent to the Alphabet-Soft system. As a result of scanning shop windows, it becomes clear to sellers how many models, as a result of the daily bustle, were not displayed in the hall, and company executives can see in which stores the most attentive employees work, and in what percentage of filling the windows leaves much to be desired.

Stage six: the product's "life" in the sales area. One copy of each model brought from the logistics center takes its place on the display case in the sales area. A price tag is attached to it: in addition to the barcode and price, the price tag also indicates the price for bonus card holders, which is significantly lower than the standard price. Everything else is stored in the store's warehouse: each size is brought out at the seller's request by the employee responsible for stocking the product.

For three years now, information kiosks have been operating in every store of the Alphabet chain. With their help, customers can not only easily select a model according to the parameters that are important to them, but also find out the availability of the required size of one of the pairs presented in the showcase. To do this, the buyer simply needs to scan the barcode on the price tag, holding it to the window of the information kiosk.

The program built into the information kiosk will show in what dimensions the model that the customer liked is presented in the store's warehouse. This significantly saves the time of the seller, who does not have to look for the size in the warehouse "blindly", and relieves the buyer from the painful waiting for the coveted couple in the hall.

If the model of the required size is not in the warehouse of this store, the program in the information kiosk will not only show which store "Alphabet" has it, but even build a list of stores by distance and issue a map with detailed instructions on how to get to the desired outlet.

Step seven: purchasing the item. If the customer is interested in the item in stock, the salesperson will help them complete the purchase through the same information kiosk. The program requires the user ID of the manager who processed the sale, the ID of the employee who picked up the item from the warehouse, the discount card number, and the size of the pair sold. The size information is crucial, as it allows the item to be immediately written off from the store's inventory and indicated in the Alfavit-Soft system that pairs of the same size should be delivered to the store from the logistics center.

As a result of working with the information kiosk, the buyer receives the purchase number and goes to the cashier to pay for his purchase with him. The seller, meanwhile, can see his place in the ranking of all sellers of the store. The rating is compiled in real time and shows what place each salesperson occupies, how much steam he has sold, and what bonus he will receive for the work done.

Step Eight: Sales Analysis. All information about the performance of all chain salespeople and the number of pairs sold is collected from the point-of-sale computers of all stores and collected into the Alfavit-Soft system and displayed in the corporate chat. Any manager or other interested employee can stay informed about the company's performance, no matter where they are. For each store, the monthly sales plan, daily plan, percentage completion, and remaining work are displayed. Additionally, the corporate chat displays the daily ranking of all Alfavit salespeople: the top 15 receive a daily bonus of 500 rubles. Store managers won't have to waste time identifying the most active salespeople, as the system does this for them daily.

Thus, the Alfavit-Soft system enmeshes all the processes taking place in the company like a network, making them transparent and allowing prompt decision-making. Having invested money in the work of programmers, the company "Alphabet" was able to save money by allocating time for its employees to work with customers and goods, and not pieces of paper.