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Microsoft Retail Management Store Operations Headquarters (HQ) is specially designed to manage multiple retail stores. It delivers enterprise-wide and store-specific visibility and control. HQ exchanges data and management directives with store-level Microsoft Retail Management Store Operations installations and hands you full control over prices, purchasing and inventory—chain-wide, by region or store.
HQ enables you to effectively manage an entire chain from the head office. It uploads stores' inventory movement, financial transactions and sales data, then organizes that information into a comprehensive all-knowing database at the head office. Then HQ downloads management directives to any mix of stores. The head office can change and download item prices. Selected items can be put on sale at specific stores or across the enterprise. Special pricing can be set up for items, categories or departments, then broadcast to stores as desired.
Installed on a computer at the head office, HQ lets that office view, analyze, control and share data with the entire enterprise. HQ sets policies and procedures for each store to follow and enforces those rules as applicable.
HQ Overview
Retail giants like Wal-Mart, The Home Depot and Target invest heavily in strategies and technologies that help them sell more, grow rapidly and cut operating expenses. Their successes show that operational efficiency dictates survival, that access to retail information monitors growth.
As the retail industry changes and competition intensifies, retailers require immediate access to the right information. They require the ability to instantly act on that changing information, either selectively by store and region, or globally. Stores' information must be easily and flexibly reportable and management decisions must be easily entered, implemented and enforced.
Information technology infrastructure must tell management what was bought, when, where, by whom and why. Retailers that survive and grow will understand the impacts of promotions and markdowns, buying trends and dynamic consumer demographics/lifestyles. Strategic decisions can then be made centrally and implemented chain-wide or at individual stores. Retailers and suppliers can work together to distribute the right merchandise mix in a timely, efficient manner.
Accordingly, retailers have struggled for years to set up information systems that integrate and connect headquarters, in-store processors and the point-of-sale. Lack of a comprehensive solution forced chains to piece together closed proprietary systems often based on disparate data models and data access techniques. The cost and complexity—and lack of certainty—in deploying such piecework solutions have slowed the growth of small and medium-sized chains.
Microsoft Retail Management Store Operations HQ is a direct response to the growing number of small to mid-sized stores/chains looking for software to grow as they grow and address immediate and future business goals. As an integrated, enterprise-wide, point-of-sale and retail management solution, HQ allows mid-sized retail chains to take advantage of price and technical innovations in commodity hardware, software and Internet-enabling technologies. Now mid-sized retail chains can exploit the same technologies that reveal the most salable mixes of merchandise and shave dollars off big chain store prices.
HQ offers retailers a feature-set designed specifically for dynamic and growing companies:
The required software components that enable you to successfully manage your multi-store operations are:
HQ Remote Client and HQ Communications Server Programs
The HQ Remote Client and HQ Communications Server programs are parts of the Microsoft Retail Management Store Operations HQ software package. HQ Client is installed at each remote store and automatically initiates a connection to the head office based on a schedule specified by the head office. The connection can be made via the Internet, virtual private network (VPN), or dial-up access to the HQ Communication Server. Once connected, HQ Client receives instructions to upload sales and inventory data or other information requested by HQ. It also updates the store's database to reflect any changes made at HQ that need to be propagated to the store.
The HQ Communications Server is installed on a machine at the head office and is responsible for exchanging data between the HQ database and remote stores. It listens for incoming messages from remote stores, processes and records the data in the HQ database, then forwards HQ's directives to remote stores as defined in HQ worksheets. Back to Overview Back to Top
At the head office, the HQ Manager program provides the user interface and management of retail information in the HQ database. Functions necessary to manage a retail chain are provided. HQ Manager lets you create new inventory items or update the data (items, suppliers, prices, costs, etc.) that keep your retail chain running smoothly. HQ Manager enables you to set policies and procedures for each store to follow, then enforces those rules applicably throughout the enterprise. Specially tailored, multi-level reports let you sort and combine business data—even drill down to modify your database directly from the reports.
HQ employs the widely understood worksheet to implement management changes. You can use a number of different HQ worksheets to plan and execute changes to the HQ database and remote store databases. Worksheets initiate and control data exchanges between the head office and stores. Through worksheets, the head office can command any store, group of stores, or all stores to perform specific tasks that affect the local database, and then to report back processing statuses. Each worksheet contains built-in mechanisms to help you properly plan desired changes, obtain approval for changes, and track actual changes for audit purposes.
HQ does just about everything for you. It caters to small and medium-sized retail chains in the hard goods, soft goods (apparel), general merchandise and convenience store industries. Its scalable SQL Server database lets you store and manage nearly unlimited transactions, customers, suppliers and inventory items.
You can track and analyze voluminous data pulled from any or all stores to produce powerful inventory, sales and customer profile reports. HQ incorporates tight security controls. It lets you restrict/allow different employees' access and changes to sensitive information. With HQ, all the important and necessary tasks that guarantee an effective management system will now become easier, faster and more efficient.
Inventory Control and Tracking
Store Operations HQ controls and tracks inventory at each store and for the enterprise. Detailed information on quantity in stock, reorder points and restock levels for each item at each store is visible at the home office. Stores may have uniform or disparate inventories. Automatic inventory replenishment can be invoked at the home office for any set of stores.
A master inventory database can be set up and downloaded to any group of stores. Information on item types, departments, categories, suppliers, substitutes, aliases, parent relationships, etc., can be replicated to stores for consistent stock identification. Sales taxes can be programmed individually by store per local regulations.
HQ promotes inventory balancing by managing stock transfers among stores. An inventory transfer log tracks stock movement. Selected stores can be designated as warehouses where inventory can be received and redistributed.
The software also offers an inter-store quantity check feature so you can check the inventory levels at all stores. Whenever stores upload their information, the quantities in HQ automatically change.
Purchase Orders
HQ's Purchase Order feature can identify what must be purchased, record all purchases, print PO's and receive orders for the enterprise or individual stores. It can automatically generate PO's for selected items, by quantity sold during a period or for items that fall below restocking levels. Inter-store inventory transfers can be initiated from the head office or at the stores.
Pricing/Sales/Promotions
The head office can change and download item prices to specified store(s). Selected items can be put on sale at specific stores or across the enterprise. Other special pricing can be set up for items, categories or departments, then broadcast as desired. Price changes can be programmed to take effect immediately or during a specified time period.
Sales Tracking
HQ maintains highly detailed data from every transaction across the chain. These include invoice number, IDs of items sold, as-sold prices, tax collected, customer, cashier and sales rep IDs, and applicable serial number or matrix type. Detailed sales and profit analyses, sales commission and tax reports are easily generated. Comprehensive data collection supports data warehousing and OLAP.
Customer Management and Marketing
HQ can keep a complete profile of every customer who ever bought from any of your stores or Web sites. This includes demographics, preferences, purchase or problem history, account balance and credit information. Chain-wide buying habits, shopping frequency and purchase amounts are readily available at the head office. HQ's customer data supports thorough and accurate database marketing and relationship selling to targeted customers. This data can be exported to sophisticated CRM and ERP applications.
Employee Management
HQ monitors sales reps, their hours and the registers they run. It can upload attendance records for computing hours and labor cost at the head office. It will centrally compute sales commissions based upon sales transactions and commission structures found in associates' profiles.
Powerful, Flexible Reports
HQ's powerful report generator offers instant, flexible access to a wealth of meaningful data. With point-and-click speed, it generates consolidated reports to show sales breakdowns, identify slow-moving items and check sales for any day—by store location, items, departments, categories, customer or taxes. Reports and graphs may be previewed on screen, printed or exported to other Windows-based software packages.
Advanced Security Features
HQ incorporates tight security to restrict employees' access and changes to sensitive information. It offers 31 security levels that protect screens and fields, report writing—every sensitive corner of your system and confidential data.
HQ operations do not require dedicated, expensive, high-bandwidth phone lines. Instead, its data communication incorporates smart algorithms to economically compress and transfer data between the head office and retail stores. These minimal bandwidth requirements let you exploit low-cost, dial-up phone lines and the Internet. You can use a virtual private network (VPN) to securely transfer data via the Internet between the head office and retail stores. This network can easily accommodate simultaneous connections to hundreds of stores.
To enable remote stores to communicate with the head office database, HQ uses two software programs: HQ Remote Client (installed at each store) and HQ Communications Server at the head office. These programs are included in HQ.
Each remote HQ Client sends information from its store's database via the Internet, virtual private network or dial-up access to the HQ Communications Server. It automatically initiates a connection to the head office per a schedule you specify. Then it updates stores' databases per your directions in HQ worksheets.
The HQ Communications Server installed at the head office exchanges data between the HQ database and remote stores. It listens for incoming messages from stores, then processes and stores their data in the HQ database. Next, HQ forwards directives you have entered into HQ to the remote stores you specify. An HQ Communications Server can handle connections from multiple stores concurrently, though messages are processed sequentially to ensure data consistency. Large retail enterprises can add more HQ Communications Server machines to distribute the load.
To ensure reliability and delivery, the data transfer between the HQ Communications Server and HQ Client is message-oriented. Error detection and retry logics are built into the communication protocol, which is based on industry standard TCP/IP sockets.
Microsoft Retail Management Store Operations Headquarters System Requirements
You need stable chain-wide views of far-flung inventories to wisely balance purchasing. You must manage central and distributed purchasing. You need to see customers' records, no matter where or how they shop in your enterprise. And you need to selectively control pricing, discounts and ordering in specific stores, regions or globally. You need enterprise-wide data entry of new items, deletions of old SKUs to be done once, in one spot, and take effect exactly where you dictate.
Listed below you’ll find the minimum system requirements for Store Operations HQ that will yield a functional level of performance. Higher levels of performance can be gained with hardware upgrades.
At Each Store
Each store must be running Microsoft Retail Management Store Operations software and able to connect to Store Operations HQ via either a dial-up modem, the Internet, VPN, ISDN or WAN. You will need to install the HQ Remote Client program at each store. HQ Remote Client can run on the same computer as Microsoft Retail Management Store Operations. Typically the back office computer, equipped with a modem for communications to the head office, is used.
At the Head Office
Store Operations HQ is designed to run on any PC-compatible system under Windows 98/Me/XP, Windows NT 4.0 SP5, or Windows 2000. At the head office, you will need to install the HQ Communications Server program on a computer equipped with the proper communications gear (modem, the Internet, VPN, ISDN, WAN, etc.) to receive data from stores.
Very small chains can run Microsoft SQL Server, HQ Communications Server and HQ Manager programs on a single PC though performance may not be optimum. At minimum, a Pentium 300-MHz computer with 256MB of RAM and 8GB of hard drive is required. A faster CPU and more RAM will significantly increase the performance.
The MSDE version of SQL Server is provided with Store Operations HQ so retailers can start with a robust database engine even on desktop PCs. MSDE limits the size of the HQ database to a maximum of 2GB. As your needs grow, you can add additional PCs and upgrade to Microsoft SQL Server for increased storage and better performance.
Larger chains may elect to run SQL Server, HQ Communication Server and HQ Manager program on dedicated computers for best performance and availability. Multiple computers running the HQ Communications Server program can be used to distribute the communication load or provide backup.
The following multi-media files (AVI) provide a tour to some of HQ's features in action. These multi-media files contains HQ screens, captured in full screen resolution with voice narration, to show how a powerful and efficient software system is also simple to use. When using Windows Media Player to view the files, make sure you set it to play in full screen mode for best results.
If an AVI player is available on your system, and your browser is configured to use it, simply clicking the link from your browser should begin the automatic process of starting the AVI player and playing the file. Note that these AVI files must be downloaded to your PC before you can view them so it may take a while to display if you have a slow connection. You may want to right click on the link and use the "Save Target As ..." option to download and store the files on your computer. This way, you can play the files as many times as you like and have more control over the screen resolution and the way the videos play.
Automate Price Changes (7MB) - Speed up and automate price and cost changes with HQ's Quick Assist wizard. Update pricing and costs for any group of inventory items in just minutes. Discover how to save time by setting all your items in a department on sale - all at once!
Streamline Purchase Ordering (12MB) - Make purchase operations more efficient with item ordering levels, best-price suppliers, and automatic PO's. From headquarters, create and send PO planning information to any store or designated warehouse. This example shows how a simple wizard lets you order items for all your stores based on re-ordering information.
Check Store Inventory Levels (6MB) - Improve customer satisfaction and secure sales with HQ's store quantity check feature. Find out how you can check inventory in stock across your retail enterprise from any store.
Generate Quick, Active Reports (13MB) - Use HQ's reporting tools to show hundreds of report variations and quickly gather detailed item, customer, and sales data. In this example, see how to generate a report to identify slow-moving items and then put them on sale - all done from the report!
Protect Sensitive Management Information (12MB) - Set up security levels to grant or deny access to selected employees. Disable text fields, command buttons, even entire menus! This example shows how you can hide the item's cost and profit margin fields.