Focus ERP · Full Retail SOP · Anonymized
Retail AI Journey · Standard Operating Procedures

The complete Focus ERP retail SOP

Every daily Focus ERP procedure run by a single-outlet retailer — captured input file by input file, screen by screen, and organized into sections by type of work. Each procedure carries an AI-automation feasibility rating. Fully anonymized: no company, brand, supplier, bank, payee or staff name appears anywhere; figures and references are generic by design.

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A

Setup & configuration

One-time and occasional configuration tasks performed when a new store opens or a new vendor is onboarded. These establish the structures every daily transaction later depends on.

SOP-01

New outlet creation

Stand up a new retail outlet in Focus: the outlet record, a cashier user, a POS counter, and copied billing/print formats.

Path: Focus → Home → Master → Point of Sale → Outlet
  1. Open Home → Master → Point of Sale → Outlet and click New.
  2. In Name type the outlet name; in Code type brand + branch identifier.
  3. Create the cashier user: Home → Security → Create User → click Create User.
  4. Set Login Name = "Cashier + number"; ERP Role = POS Role.
  5. Set Password Policy = Default and a standard password; complete name & login abbreviation.
  6. Set a security question & answer; Second Language = Arabic; user type = Employee.
  7. Set Timezone = (GMT+4:00) Abu Dhabi, Muscat.
  8. On the POS tab select the cashier, tick all "Approval Required" options, then Save.
  9. Create a counter: Home → Point of Sale → Counter → New — Name = branch, Code = branch + counter number.
  10. Set Outlet = branch, choose the standard template, assign cashier, manager and user group, then Save.
  11. Copy billing/print formats: Point of Sale → Utilities → Preferences → Outlet → Print Formats — pick an existing branch, tick Copy, set Copy To = new branch, Save.
  12. Repeat the copy for the Account preferences (existing branch → new branch).
  13. Grant warehouse users access to the new outlet as required.
Outlet name / codeCashier credentialsCounter definitionPrint & account format templates
Feasibility · Medium
Semi-automatable. User, counter and format creation can be scripted from a single intake form, but security roles, approvals and timezone settings benefit from a human checkpoint. Best handled as an AI-assisted wizard with a final approval gate.
SOP-01b

New supplier & subcategory onboarding

Register a new vendor account and any new product subcategory so that products, price books and goods receipts can reference them.

Path: Focus → Home → Master → Account / Item Subcategory
  1. Create the vendor account master with a generic supplier code (e.g. "Supplier A") — never a real trade name.
  2. Define the new product subcategory under the relevant parent group.
  3. Map the subcategory to the "Top / Bottom" classification used downstream in product entry.
  4. Save and confirm the new code is selectable in the product and GRN sheets.
Supplier code (generic)Subcategory nameParent group
Feasibility · High
Highly automatable. Master records can be created from a structured intake row with validation against existing codes — ideal for a one-step AI form-to-master flow.
B

Master data entry

Per-shipment data preparation. For every incoming shipment a team member fills three linked sheets from the shipment folder — Product, Seller Price Book and the GRN sheet — before anything is posted.

SOP-02

Product (item) data entry

Create each product master row from the shipment folder's product sheet and barcode master.

Source: Shipment folder → Product sheet + Barcode Master sheet
  1. Open the product sheet from the shipment folder (named by generic supplier code + shipment number).
  2. Description: enter the approved description from the shipment printout.
  3. Code: copy the barcode from the Barcode Master sheet.
  4. Product Type, Reorder Level, Valuation Method, Group: leave at default values.
  5. Parent Code: set per instruction (Girls, Boys, Mens, Infant Boys/Girls, Ladies, Accessories, Footwear).
  6. Category: choose from dropdown (Clothing, Accessories, Footwear).
  7. Style Number: copy from the Barcode Master sheet.
  8. Attribute: enter the generic supplier code + shipment number (e.g. "SUPA1").
  9. Default Sales / Base / Purchase Unit: enter "PCS".
  10. Subcategory: select per instruction; set Length / Neck / Sleeve from the printout.
  11. Season: default; Fashion: Casual / Footwear / Sportswear / Basic / Formal / Undergarments.
  12. Other: pack info if applicable (e.g. "Pack of 3").
  13. Supplier Name: enter the generic supplier code defined earlier.
  14. Subcategory2: Top or Bottom (Boys Top, Girls Bottom, etc.).
Product sheetBarcode MasterShipment printout
Feasibility · High
Highly automatable. Every field is a deterministic mapping or default. AI reads the shipment folder and emits a validated product master file with zero manual typing — the single biggest time saver in the day.
SOP-03

Seller Price Book (SPB) entry

Set the selling price for each product in the shipment's price-book sheet.

Source: Shipment folder → SPB sheet (cross-referenced with GRN sheet)
  1. Open the SPB sheet from the shipment folder.
  2. Product Code and Product Name: take from the GRN sheet.
  3. Account Name: the generic supplier code from the GRN sheet.
  4. Currency: default "OMR".
  5. Starting / Ending Date: enter default values.
  6. Unit: default "PCS".
  7. Rate: enter the selling price from the shipment printout.
SPB sheetGRN sheetShipment printout (prices)
Feasibility · High
Highly automatable. Pure data join (product ↔ price). AI builds the SPB file directly from the GRN + printout; the only human step is confirming the price list.
SOP-04

Goods Receipt Note (GRN) — sheet preparation

Build the GRN data-entry sheet for the shipment, line by line, before posting.

Source: Shipment folder → GRN sheet + Product sheet + supplier invoice
  1. Open the GRN sheet from the shipment folder.
  2. DocNo: shipment number. Date: today's date (DD-MM-YYYY).
  3. Vendor Account: the generic supplier code (e.g. "Supplier A").
  4. Outlet: default warehouse outlet.
  5. DoNo / DoDate: invoice number and date from the supplier.
  6. Bill No / BillDate: invoice number and date.
  7. Product: barcode from the Product sheet. Description: from the Product sheet.
  8. Unit: default "PCS".
  9. Quantity and Rate: from the invoice sheet.
  10. Gross: formula Rate × Quantity.
GRN sheetProduct sheetSupplier invoice
Feasibility · High
Highly automatable. Line-by-line keying with a computed Gross column is exactly what AI eliminates — read the invoice, join to product barcodes, compute Gross, output the GRN file ready to post.
C

Goods receipt & stock movement

Posting the prepared sheets into Focus and moving stock between the warehouse and outlets.

SOP-04p

GRN posting

Post the prepared GRN sheet so received stock enters inventory at the warehouse.

Path: Focus → Inventory → Transactions → GRN (import / new)
  1. Log in to Focus and open the GRN transaction screen.
  2. Import or key the prepared GRN sheet (DocNo, vendor, outlet, lines).
  3. Verify quantities, rates and computed Gross against the invoice.
  4. Save / post the GRN; confirm stock is now reflected at the warehouse.
Feasibility · High
Highly automatable via the Transaction Import path (see SOP-14) — the validated GRN file is bulk-loaded with a verification check.
SOP-05

Issue of stock

Issue stock from the warehouse to an outlet.

Path: Focus → Inventory → Transactions → Stocks → Issue of Stock → New
  1. Log in to Focus POS with the assigned credentials.
  2. Open the Inventory tab → Transactions.
  3. Select Stocks → Issue of Stock, then click New.
  4. Enter Product Code, Quantity and To Outlet.
  5. Click Save.
Feasibility · High
Highly automatable. Issues can be generated in bulk from an allocation sheet and bulk-loaded through Transaction Import (SOP-14).
SOP-06

Receipt of stock

Receive, at the outlet, the stock issued from the warehouse — closing the transfer loop against the issue voucher.

Path: Focus → Inventory → Transactions → Stock → Receipt of Stock → New
  1. Open Focus and log in.
  2. Go to Inventory → Transactions → Stock → Receipt of Stock, click New.
  3. Enter Document No., select Date and Outlet, then press Ctrl + L.
  4. Search the transfer (VC) number and select it; click Select Document → OK.
  5. Verify quantity, gross, rate, date and outlet.
  6. Click Save.
Feasibility · Medium
Semi-automatable. Matching against the issue voucher can be automated, but physical receipt confirmation (did the goods actually arrive?) keeps a human in the loop as an exception check.
D

Stock counts & reconciliation

Periodic physical counts, valuation snapshots, and uploading counted quantities back into Focus.

SOP-07

Closing stock valuation

Capture the period-end balance stock value for each outlet into the closing-stock workbook.

Path: Focus → Inventory → Reports → Stock Movement Report
  1. Log in to Focus and open the Inventory → Reports tab.
  2. Open the Stock Movement Report.
  3. Tick all products; select the required stock date range.
  4. For a single branch: Filter → Outlet → OK → OK.
  5. Read the Balance Stock Value and record it in the closing-stock Excel file.
Feasibility · High
Highly automatable. Report export + value extraction into the workbook is a scheduled, unattended task.
SOP-11

Stock-take file upload

Upload a physical stock-count file and post the physical/difference reconciliation.

Path: Focus → Inventory → Transactions → Stock Reconciliation → Outlet
  1. Open Inventory → Transactions → Stock Reconciliation and enter the outlet.
  2. Prepare the stock-take Excel in the required format: Item Code (barcode) · Quantity (physical count) · Outlet Code · Unit (PCS).
  3. Select the stock-take Excel file.
  4. Map columns (Item Code, Quantity) to the file path, then click Refresh.
  5. Choose the posting voucher: Excess in Stock or Shortages in Stock.
  6. Post the reconciliation.
Feasibility · High
Highly automatable. File formatting, column mapping and excess/shortage classification are deterministic; AI prepares the upload and flags large variances for review.
E

Pricing & promotions

Price changes and scheme (discount) activation — the only routine tasks that retain a deliberate human approval gate.

SOP-12

Selling price reduction

Apply a new (reduced) selling price to items in the Seller Price Book.

Path: Focus → Home → Master → Item → Seller Price Book
  1. Log in and open Home → Master → Item → Seller Price Book.
  2. Select the price-book name and click Load.
  3. Go to the last page and insert rows as required.
  4. Enter the Barcode in the Item column with Starting and Ending Date.
  5. Currency: OMR / AED / SAR / USD as applicable; Unit: PCS.
  6. Enter the new Rate and click Save.
Control: Obtain price-change approval from the responsible managers on the approval sheet and file it before applying any change.
Feasibility · Medium
Automatable with a human gate. AI can stage the exact price-book changes, but the change is held for explicit human approval before it is written — the safe gate is retained by design.
SOP-13

Schemes (discount) activation

Define and activate a promotional scheme across outlets.

Path: Focus → Home → Masters → Schemes → Schemes
  1. Sign in (admin) → Home → Masters → Schemes → Schemes.
  2. Enter Scheme Name; Type = On Item; set From / To Date.
  3. Set From Time 06:00, To Time 23:59; select outlets; select days of week.
  4. Open Criteria Definition → allow combine with other schemes; tick Min Qty; set Min & Max quantity.
  5. Set Discount Amount; click Show Items; search and tick by code (or import barcodes from Excel).
  6. Tick the selected items → Add → tick Combine → Save.
Sync note: Schemes activate from the warehouse and must be synced to all outlets, otherwise each outlet server must repeat the same activation locally.
Feasibility · Medium
Automatable with a human gate. The item list and scheme parameters can be assembled by AI from a campaign brief; activation stays a reviewed action because it directly changes prices customers pay.
F

Reporting

Daily/periodic report extraction. Same pattern across reports: open the report, set a date range, optionally filter by outlet, export.

SOP-08

Stock movement report extraction

Export stock movement for a period and (optionally) a single outlet.

Path: Focus → Inventory → Reports → Stock Movement Report
  1. Log in → Inventory → Reports → Stock Movement Report.
  2. Tick the required products / brand line; set the stock date range.
  3. For one branch: Filter → Outlet → OK → OK.
  4. Click Export; the report opens as an Excel file.
Feasibility · High
Highly automatable. Scheduled export + an auto-generated one-paragraph digest, delivered without anyone opening Focus.
SOP-09

POS sales report extraction

Export retail sales analysis for a period and (optionally) a single outlet.

Path: Focus → Point of Sale → POS Report → Retail Sales Report → Retail Sales Analysis
  1. Log in → Point of Sale tab.
  2. POS Report → Retail Sales Report → Retail Sales Analysis.
  3. Set the date range; optionally Filter → Outlet → OK → OK.
  4. Click Export; the sales report opens as an Excel file.
Feasibility · High
Highly automatable. Daily sales digest with trend callouts can be generated and pushed automatically each morning.
SOP-15

GP% (gross profit) report

Produce the gross-profit-percentage report for an outlet and date range.

Path: Focus → Inventory → ExtReport
  1. Sign in → Inventory → ExtReport.
  2. Select Outlet, From Date and To Date.
  3. Click Show, then Export PDF.
Feasibility · High
Highly automatable. Scheduled GP% export with margin-alert thresholds.
G

Backup & synchronization

Daily data protection and keeping outlet servers consistent with the head office.

SOP-10 / 16

Focus backup (incl. daily backup)

Back up the Focus database to external storage. The daily backup (SOP-16) follows the same steps on a fixed schedule.

Path: Focus → Data Management → Backup
  1. Confirm the external hard-disk drive is connected.
  2. Log in to Focus POS.
  3. Open Data Management → Backup.
  4. In File Name set the backup destination path; click Backup.
  5. Verify the backup file appears on the drive.
Feasibility · High
Highly automatable. Runs unattended on a schedule with a verify-and-confirm check; an alert fires only if a backup is missing or fails.
SOP-17

Store → head office synchronization

Synchronize an outlet's data with the head-office server.

Path: Focus → Company → Synchronization → Synchronization Definition
  1. Open Focus and log in.
  2. On the Company tab → Synchronization → Synchronization Definition.
  3. Select the sync name (server) and click Sync.
Feasibility · High
Highly automatable. Scheduled sync with a completion check; exceptions are surfaced rather than waited on.
H

Finance reconciliation

Period-end matching of the internal cheque/payment register against the bank statement. (Procedure described generically — no account, payee, bank or amount data is reproduced.)

SOP-18

Bank statement difference reconciliation

Compare each register entry to the bank statement and classify every line as matched, mismatched, or outstanding.

  1. Lay the internal register (cheque no., date, payee, amount) beside the bank statement (date, description, amount).
  2. Match line by line on cheque/reference and amount.
  3. Classify each line: Matched (difference = 0), Amount Mismatch (record the difference), or Outstanding (issued, not yet encashed).
  4. Total each group and confirm the register total reconciles to the bank total plus outstanding items.
  5. Add a remark explaining every non-zero difference (e.g. cheque encashed in a later period, or not yet reflected).
Feasibility · High
Highly automatable. Exact-amount and reference matching, difference calculation, and grouping into matched / mismatch / outstanding are deterministic. AI produces the reconciliation and surfaces only the exceptions for a human to explain — the accountant reviews instead of re-keying.
∑

Automation feasibility summary

Every procedure rated. "High" = AI runs it end-to-end with a verification check. "Medium" = AI prepares it, a human approves before it commits (price/value-sensitive or physical-confirmation steps).

#ProcedureSectionFeasibilityAutomation pattern
01New outlet creationSetupMediumForm-driven wizard + approval gate
01bNew supplier / subcategorySetupHighIntake row → master record
02Product (item) data entryMaster dataHighShipment folder → validated product file
03Seller Price Book entryMaster dataHighProduct ↔ price join
04GRN sheet preparationMaster dataHighInvoice read + Gross compute
04pGRN postingGoods receiptHighBulk Transaction Import
05Issue of stockStock movementHighAllocation sheet → bulk import
06Receipt of stockStock movementMediumVoucher match + physical confirm
07Closing stock valuationCountsHighScheduled export → workbook
11Stock-take file uploadCountsHighFormat + map + excess/shortage
12Selling price reductionPricingMediumStaged change + human approval
13Schemes activationPricingMediumBrief → scheme + reviewed activate
08Stock movement reportReportingHighScheduled export + digest
09POS sales reportReportingHighDaily sales digest
14Transaction importReporting/opsHighThe bulk-load backbone itself
15GP% reportReportingHighScheduled export + margin alerts
10/16Focus backup (+ daily)BackupHighUnattended + verify check
17Store → HO syncSyncHighScheduled sync + completion check
18Bank statement reconciliationFinanceHighMatch + classify + exceptions only

Cross-cutting enabler · Transaction import (SOP-14)

  • Path: Focus → Utilities → Transaction Import — set voucher type (e.g. "Issue of Stock"), pick the Excel file path, tag the transaction to code, click Import.
  • This single feature is what makes the "High" ratings real: GRNs, issues and other vouchers prepared by AI are bulk-loaded with zero manual keying.

Verdict

  • 14 of 19 procedures are fully automatable end-to-end (High).
  • 5 retain a deliberate human gate (Medium): outlet creation, stock receipt confirmation, price reduction, scheme activation — the steps that touch money or physical reality.
  • The realistic outcome is ~12 hours/day of manual ERP work reduced to about 1 hour/day of supervised review. See the Cost & ROI one-pager for the money math.
Anonymization & scope. This SOP is a fully anonymized, illustrative reference for a single-outlet retailer running Focus ERP. All real company, brand, supplier, vendor, bank, payee and staff names — and all real financial figures and account references — have been removed or replaced with generic placeholders ("Supplier A", "the outlet", "the responsible managers"). Navigation paths, field names and step sequences reflect the standard Focus ERP interface. The finance reconciliation procedure (SOP-18) is described as a method only; no register or statement data is reproduced.