register - Free POS Software / Free Cash Register Program.

register - Free POS Software / Free Cash Register Program.
Cash Register
Version 7.1
Table of contents
Page
1. Overview of the program
4. Minimum mode
8. Enhancing the Cash Register
9. Multiple registers on 1 computer
10. Category list
11. Checks
11. Color or B&W
12. Currencies
13. Customer information
20. Date format
20. Discounts
21. Employee setup
22. Go to after sale
22. Inventory
23. Journal
24. Key press beep
24. Kitchen
28. Mall files / Backup
29. Network
34. Open cash drawer
36. Passwords & name
39. Payment options
43. Payouts
43. Pole displays
45. Printer setup
53. Program printer
53. Receipt coupons
54. Receipt header & footer
Page
55. Receipt language
56. Receiving
56. Rounding
57. Sale parking
58. Sale recording - VOIDS
59. Sales history – “Z” reading
61. Scales
62. Scanner
64. Screen saver
64. SoundScan
69. Stock table
84. Tax rate
86. Ticket sales
97. Time sales
100. Vendor list
101. Ringing up a sale
114. Reports
125. Receiving Merchandise
127. Taking an Inventory
130. Restaurant setup
135. Purchase orders
140. Price check
141. Time clock
145. Start other programs from POS
146. Receipt data file
147. Remote viewing
148. 64 bit computers
152. Frequently asked questions
The software "Cash Register” and this manual
copyright by Dale Harris, 2001 – 2011
THIS SOFTWARE IS NOT WARRANTED TO DO ANYTHING
The author of this software (Dale Harris) does not give either an implicit or implied guarantee that
this software will perform any function or be suitable to any purpose whatsoever.
The author further states that it is solely up to the user to determine if the use of this software and
the data it generates will conform to any laws or regulations of any local, state, or federal governments or
taxing bodies.
The author may not be held liable for any programming errors in the software or for nonnotification to the user of any software errors known or unknown by the author.
This software and any support for this software may be discontinued at any time without prior
notice. By using this software the user assumes all liability for the use of this software."
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DO NOT READ THIS MANUAL! If you are familiar with cash registers and computers
the software itself has enough instructions that you can figure out just about everything.
However for those of you who like to see things in ink, here is a bunch of ink.
OVERVIEW
TWO PURPOSES!
This cash register software has a split personality. It is designed to be extremely
easy to set up and ring sales, or do a heavy duty job of tracking everything that goes on
in your store. Since YOU have to enter the information about your store to track that
information, and tell the register what you want it to do, it can't be both very easy to set
up and heavy duty at the same time.
"Difficult" is a relative term. To get the most out of this software you will not have
to code anything, learn weird formats, or jump through hoops. Basically you will just
have to answer a bunch of questions and fill in a lot of information, i.e., if you are
tracking 600 different items in your store, you will have to tell the program about them.
Are you using a printer? Great, tell the program about it.
On the other hand if you just want to have a cash register for a garage sale, or a
ticket booth, etc. then load the program, fill in your tax rates (if any), and ring up sales.
How can I make it easier than that?
What this program will not do.
This program WILL NOT validate credit cards, require you to use a mouse or any
pointing device, or cost you anything, it's FREE.
============= A pathetic plea for HELP! ==============
While this program is free that does not mean that you cannot help the cause. If
you have a web site how about mentioning that you use the program and link to
http://keyhut.com/pos.htm
If you write software you may want to write a 'helper' program like those listed at
http://keyhut.com/3rdparty.htm.
If you have surplus POS hardware like receipt printers, pole displays, scanners,
cash drawers, etc. rather than throwing it away how about sending it to the address
below so I an use it for testing.
As a last resort if this software has saved your business, sanity, and hundreds or
thousands of dollars how about mailing $5.00 to…
Dale Harris, 5654 N. Olcott, Chicago, IL 60631, USA
Or you can PayPal $5.00 to [email protected]
This program will work with the following equipment.
Any IBM or compatible computer running any version of DOS or any version of
Windows. For 64 bit computers see the special instructions near the end of this manual.
The program itself will print receipts on almost any printer (computer printers and
receipt printers) that connects to the computer through the parallel printer port except
some Epson Color Stylus printers. Serial printers may work on computers running under
DOS or Windows 3.1 to Windows '98. Windows 2000, ME, XT, and NT do not generally
support DOS programs that try to use the serial port.
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If you have Windows '95 or later you may now print through Windows using the
Windows printer drivers. This means that any printer that Windows can print to, this
program can also print to. Read the instructions in "Printer setup" to use this feature.
Cash drawers connected to a receipt printer will function assuming that the
receipt printer itself functions. (See #2, above.)
SOME cash drawers attached to your computer through the serial printer port will
function.
All barcode scanners of the "keyboard wedge" type and most USB scanners will
function. Many scanners connected through the serial printer port will function.
“Logic Controls” pole displays have been tested to work with this program.
Others may also work as long as they plug into a serial port on your computer.
What this program will do.
This program will convert any IBM or compatible personal computer into a fully
functional cash register.
If you have a network this program can run multiple registers at the same time
that will share data files.
This program will print receipts on almost any printer. This includes regular
computer printers or specialized cash register printers.
If your printer is connected to the regular parallel printer port you should have no
problems.
If your printer connects through a serial port it may be possible to configure this
program to directly print on the printer. BUT SERIAL PRINTERS ARE NOT
RECOMMENDED FOR USE WITH THIS SOFTWARE.
If your printer is connected to a USB port you can print by using the APRINT
program that comes with this software.
If you are using Windows '95 or later you may configure this program to use the
Windows printer drivers to print on any printer that Windows can.
You may choose to print receipts either 40 or 80 characters wide. You may
choose to print either one or two copies of each receipt with an optional extra receipt for
credit sales.
If you can connect two printers to your computer, this program can print receipts
to one printer and reports to the other.
If you have a cash register printer and cash drawer combination or a cash drawer
connected to your computer through a serial port this program will open the cash drawer
at the end of a sale.
This program will print a header and footer on each receipt. You may program it
to print up to three coupons on receipts.
This program will optionally save the journal on disk as a text file.
This program will keep track of up to 26,000 different items. For each item it will
keep track of a 14 digit stock number, 24 character description, regular price, sale price,
tax rate, pieces sold, dollars sold, pieces in inventory, merchandise category, vendor,
model stock, warehouse pack, cost and vendor stock number. During a sale you may
look up items in the stock table using search features.
This program will keep track of the sales of up to 56 employees.
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This program will print sales reports based on total sales, employee, category,
vendor, or a combination of these factors. Reports are printed based on current sales or
sales history. Reports can be printed on a printer, saved to disk as a text file or saved to
disk as a data file that can then be loaded into your database or spreadsheet software.
This program will record up to the last 10,000 transactions and will display any of
them on screen at any time. Only sales in this record, and from the current day, may be
voided.
This program will accept customer information (name, address, phone, etc.) and
record it on disk and/or print it on receipts. You may export this information to your
printer or to a data file that you can then load into any word processing, database, or
spread sheet software.
This program will park up to 255 in-progress sales to ring up a new sale.
And of course it will ring up sales and refunds. It will allow you to include
discounts, reductions and coupons into your sales. It will print a daily sales report at the
end of the day and reset the sales figures for tomorrow.
This program will not tie up your computer. While it can be used as an "always
on" cash register you can also exit the program at any time without resetting any sales
or merchandise totals. When you restart the cash register all your sales and totals will
be right there as though you never left.
INAPPROPRIATE USES
This program has the following limitations and will be inappropriate for some business
applications.
(NOTE: if you set "rounding" to "1" then you may multiply the maximum money amounts
below by 100.)
Maximum different items in stock table = 26,000: If you use "Sales history" you should
not have more than 30,000 different items in your store in an entire year.
Maximum lines per sale = 200: If your customers regularly purchase 180 or more
different items per sale, like in a large grocery store, you would have to break up the
sale into multiple transactions. NOTE: When you create a register file it will only allow
60 lines in a sale. After you create the register file if you run the RECONVRT.EXE
program it will allow you to change the limit to 200.
Maximum items per line = 999: However if you sold 1500 of something you could ring
up 999 and 501 of them on two lines.
Maximum salespersons = 56: If you are Wal-mart, why are you looking here?
Maximum price per item = $9,999.99: If you sell yachts, this program is not for you.
Maximum price per line = $999,999.99: If you are a manufacturer who could sell 500
pieces of an $1800.00 item I think that you can afford to purchase a different cash
register program.
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Maximum sale = $9,999,999.99: See above.
MINIMUM MODE
When you first try to use this program it will do almost nothing. It will allow you to
ring up sales and refunds, calculate sales tax, and include reductions and coupons into
your sales. It will display a daily sales report at the end of the day on the screen and
reset the sales figures for tomorrow. And that is it. It will not print anything and it will not
store any information other than the day's sales. This is called the "Minimum Mode" of
this program. Do not despair, everything you need to enhance this program to full
functionality is in this program and will be explained later.
Starting the cash register.
You may receive this software as either a .EXE file or a .ZIP file. This file is
actually a compressed archive that contains many other files and must be expanded
into the component files before you can use the software. Create a new folder on your
computer and copy the file to it. If you have received this program as a .EXE file just
click on it to run it, if it is a .ZIP file you will need a program like PKZip or WINZip to
expand the file. In either case expanding the file will put many files into the folder.
One of the files that will be created will be POS.EXE, this is the cash register
program. If someone gives you an unzipped version of this program on a disk the
POS.EXE file will be on the disk you received.
Run the POS.EXE file to start the cash register program. If there are no .POS
files on your drive (and since you just put the program on your computer, there won't be)
you will be offered the options of...
1. Run POSCONFG.EXE.
2. Restart this program.
3. Exit program.
Select [1] Run POSCONFG.EXE.
After a few title screens you will now be asked to enter a file name for your
register, an access code, and a name for your register.
An access code is important. Unless he knows the access code someone cannot
use the POSCONFG.EXE program to change the .POS file and change the setting on
your cash register. Even more important is that the access code will be required to close
the register and reset the daily totals. Since in minimum mode this register will not keep
a journal of every transaction you would have no way of knowing if a sales person
closed out and reset the register during the day. This would mean that at the end of the
day you would only receive an accounting of part of that day's sales.
Access code are encrypted before being stored. However I am not the NSA, the
method of encryption is not super complex and a competent programmer with enough
time and desire could recover an access code from the file.
The Register Name is displayed behind the main menu of the main cash register
program.
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When you are finished entering data press [TAB] and you will be offered the
options of…
1. Configure this register.
2. Run this register in minimal mode.
For “minimal mode” choose option #2 and after 4 screens of general information
you will come to 2 screens of sales tax info, read them.
On the tax rate screen enter the general merchandise tax rate for your location
as tax rate #1. For example if food at your location is taxed at 2% and medicine is taxed
at 1.5% and gasoline is taxed at 8% and everything else is taxed at 5% then you will
enter 5.000% as tax rate #1. The other tax rates will be entered as rates #2 to #9.
The tax rate screen will have two columns where you can enter tax rates. Unless
your location requires two different taxes on the same item, for example a federal tax
and a provincial tax that must be tracked separately, then only fill out the LEFT column
of tax rates.
For more information on setting tax rates go to the “Tax rates” section of this
manual.
When you exit the tax data screen your cash register will start.
----The following is a paid political announcement---------KEYBOARDING
Here are some general functions of the keyboard when using this program.
If you are on a screen with many options, one will be highlighted. Use the arrow
keys to move the highlight to the option you want (or press a number key) and then
press [ENTER] to select it.
To cancel an option or get back to where you came from press [ESC]
If you are on an option that can be toggled, say between YES/NO or ON/OFF or
40/80 or anything else press [TAB] to do the toggling.
If you are entering a number press [DELETE] to erase the number or [INSERT]
to restore the number to its original value. NOTE sometimes numbers cannot be
changed until you erase them first.
If you are entering text try using [HOME], [END], or [CTRL] + arrows to see what
happens. Pressing [INSERT] will allow you to insert text instead of overwriting it.
Pressing [F2] will usually pop up a calculator on the screen. The calculator is not
available when an error screen is displayed.
To simulate the [F?] keys press [ALT] plus a number key, i.e. [ALT]+[1] = [F1]
etc. [ALT]+[-] = [F11] and [ALT]+[=] = [F12]
---We now return you to your regularly scheduled program---In addition to starting your register the above instructions have also created a
????????.POS file on your drive. If you named your register "MARTHA" the .POS file
will be named MARTHA.POS and all other files associated with this register will also be
named "MARTHA" such as MARTHA.REC, MARTHA.A15, MARTHA.JNL, and so on.
However the most important file is the .POS file, it IS your register. Later, when you run
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the POS.EXE program again it will find your MARTHA.POS (or whatever) file and it will
not ask you if you want to run POSCONFG.EXE or start a minimal register, it will just
load the .POS file you just created and start the register. Elsewhere in this manual you
will find out what will happen if you have two or more .POS files on your drive.
Ringing a sale.
Now that you have started your cash register you will now see the main menu for the
Cash Register...
1. Purchase
- Ring up a sale.
2. Return
- Ring up a refund.
3. File Maintenance
- Run POSCONFG.EXE program,
- Set tax rates,
4. No Sale-Cash in/out
- Tracks cash pulls and drops.
5. Void
- Does nothing in minimum mode.
6. Lock Register
- Lock register.
7. Close Register
- Display and reset daily sales totals.
8. Reports
- Display / print sales report.
9. Associates
- Does nothing in minimum mode.
This doesn't look promising, does it. But remember you are in "minimum mode",
it's not supposed to do much. Later when we discuss enhanced modes you will ask
yourself, "What am I supposed to do with all this?"
PURCHASE / RETURN
Following is much more information than a normal person familiar with computers
would need to use this program. Basically you read the screen to see what options you
have. Press the buttons listed to access those options. Fill in the information you are
asked for, i.e. if asked for the amount tendered type in the money that the customer
gives you and press [ENTER]. If asked for a phone number, enter a phone number. In
my store this was known as the register for the brain dead. If you could read English
you could use it with about 5 minutes of practice.
If "1. Purchase" is highlighted press [ENTER] to see the purchase screen...
You enter information at the bottom of the screen for price and quantity and the
information is listed above. At the lower right of the screen is a running total of the
purchase.
You first enter the price of the item you are ringing up. If the tax rate listed is
incorrect press [F7] until the correct rate is listed, a 0% rate is always available. Press
[ENTER] when the price and tax rate are correct. You may now enter the number of
pieces to be sold. If you are selling something by length or weight you may press [.] to
enter decimal pieces (###.###). For example, if you are selling 5 3/8 yards of something
that is sold by the yard you may enter 5.375 pieces. Press [ENTER] when the pieces
are correct or press [F11] or [ESC] to go back to the price. When the pieces are
entered, line #1 will be filled in at the top of the screen and the "Purchase" section will
be filled in. You may now enter additional items to the sale. If you enter more than 10
lines to this sale the screen will display lines 11 to 20. By pressing [PAGE UP] or [PAGE
DOWN] you may view other pages if they have merchandise listed on them. A
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maximum of 60 lines (60 pages) is possible on one transaction. (200 lines if you use the
RECONVRT.EXE program to make the change.)
PURCHASE SCREEN
If you press [F5] you may void one line of this sale or the entire sale. Pressing
[F9] will allow you to reduce the price on the last line entered or all of the lines of the
sale. You may reduce the price by a dollar amount for each item or a percentage of the
price. You may also do a coupon reduction which is a dollar reduction for the entire
sale.
Notice how any key you need to press to do anything is listed on the screen.
When you have entered the last item press [+] to total out the sale. You will now
be asked if the customer wishes to pay by cash, check, or credit.
Cash
Enter the amount of money the customer gives you or just press [ENTER] for
exact change, the change due to the customer will be displayed. If the customer gives
you a different amount, say hands you an additional 12 cents then just re-enter the
amount tendered for a new change due. If you press [ENTER] without entering a new
amount you will return to the main menu.
Check
In minimum mode you will only be asked for the amount of the check, similar to
CASH above. In enhanced modes you will be asked for customer information to be
printed on the receipt.
Credit
You will be shown the total amount to be charged to the credit card.
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RETURN
Returns work just like a purchase except that the amounts are subtracted. At the
end of the sale you are shown the amount to be returned to the customer.
CLOSE REGISTER
You will be shown the day's sales broken down into cash, check, and credit
transactions for both purchases and returns along with the transaction counts for each
type of sale. Sales tax collected is broken down by tax rate. Since in minimum mode
you have not setup the use of a printer the program cannot print a closing receipt.
"Close register" will display the current sales rung up for today. You may then
either return to the cash register, close the register and then resetting the sales totals to
zero, or exit the program without closing and leaving the sales totals intact.
Now that you know the least that this program can do in minimum mode, it is time to
start thinking of enhanced modes and what this program can really do.
SO WHAT GOOD IS MINIMUM MODE?
Well, it is very easy to set up.
It does not require any equipment other than the computer.
It does the math. Quick: What is 4 items at $1.98, plus 3 items at $5.49, plus 1
item at $9.88, plus tax? Kind of tough even with a calculator isn't it? But it is no problem
for this program.
It will tell you your daily sales at any time.
It will do the original function of a cash register. You can compare the sales on
the register to the money in the cash box.
WHAT KIND OF BUSINESSES CAN USE MINIMUM MODE?
Minimum mode is suggested for very small or temporary businesses, such as a
garage sale, newspaper stand, snack bar or ticket booth at high school sports
tournaments, library fines, school book sales, school carnivals, flea markets, towel fees.
ENHANCING YOUR CASH REGISTER
OK, now we get serious, now we see how your minimal cash register can be
converted into a real Point of Sale System. To create a POS system you will need to run
the POSCONFG.EXE program.
After a couple of screens of instructions and warranty information you will come
to a screen where you may either pick a register file or create a new one. If you created
a minimal register using the POS program, choose it. If not, then create a new file by
pressing [TAB] and entering a file name, password, and register name.
The password that you enter when creating a file is very important. It is the
master password for your register. To use the POSCONFG.EXE program to again
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access your .POS file to change the operation of your cash register you will have to
enter the master password. In addition, the master password overrides all other
passwords. For example, if you set a password to access the tax table from the POS
program you can then access the tax table by entering the tax password or the master
password. A special use for the master password involves the stock table. Some parts
of the stock table can only be changed if you access it by using the master password. If
you access the table by using the stock table password, only portions of the table can
be changed.
Passwords in this program are encrypted before being stored. However I am not
the NSA, the method of encryption is not super complex and passwords could be
recovered from the file by a competent programmer with enough time and desire.
MULTIPLE REGISTERS
If there are no .POS files on your disk drive, then when you start the POS
register program the program will offer you the options of either running the
POSCONFG.EXE program to create a .POS file or making a minimal register (which will
also create a minimal .POS file.)
If there is ONE .POS file on the disk drive the register program will load the file
and open the register. You will not be given the option of starting a new .POS file.
If there are two or more .POS files on the disk drive the register program will ask
you which register you want to load. In effect you may have multiple, different registers
on the same computer. This means TOTALLY different. Different function settings,
different stock table, different employees, different transaction numbers, different
everything. Try to remember that the computer is NOT your register, the software is.
The POS.EXE file runs your register, the .POS file (and like named files) IS your
register.
Advantages to multiple registers.
You may set up a TRAINING.POS file that mirrors your actual .POS file and is
used to train new employees. Anything done using the TRAINING.POS register would
have no effect on the real register.
If you are running a flea market each "store" could have its own register on one
computer.
If you are teaching a course in retail operations each class or each student could
have its "own" register.
If you are running a chain of stores you could set up the registers for each store
on one register and then distribute them to the individual stores.
Disadvantages to multiple registers.
If you are not in your store and a sale is rung up, was it rung up on the "real"
register or a "phantom" register? Your customer sees the sale rung up on a computer,
he gets a receipt with the correct store info on it, he would have no way of knowing that
the sale was rung up on a phony register.
If this worries you, then have only one .POS file on your computer and do not
leave the POSCONFG.EXE file on the computer. Additionally if you name your register
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file MYSTORE then the MYSTORE.POS file will automatically be loaded when the POS
program starts, all other .POS files will be ignored.
Once you create a new register or are accessing an existing one, you will be
presented with this list of features that you may enhance in your register.
If you are planning on running multiple registers in your store over a network you
may want to read the network instructions first.
Category List
Checks
Color or B & W
Currencies
Customer Info
Date Format
Discount
Employee Setup
Go to after sale
Inventory
Journal
Key Press Beep
Kitchen
Mall file / Backups
Network
Open Cash Drawer
Password & Name
Payment Options
Payouts
Pole displays
Printer Setup
Program Printer
Receipt Coupons
Receipt Head & Foot
Receipt Language
Receiving
Rounding
Sale Parking
Sale Recording-VOIDS
Sales History-Z Read
Scales
Scanner
Screen Saver
Stock Table
Tax Rates
Ticket sales
Time sales
Vendor List
As you move the lightbar over these features a short description of each feature will
appear at the bottom of the screen. When the lightbar highlights the feature you wish to
enhance press [ENTER].
CATEGORY LIST
Note: If you are going to be contributing to the Nielsen SoundScan service read
the “SoundScan” section of this user’s guide first.
(See "Stock Table") In the stock table you may assign each item to a category.
You may group all of the different types of candles you sell into the category of
"Candles" even if they are widely separated in the stock table and come from different
vendors. When you print out reports you may sort the reports by category. Sales reports
by category will give a percentage of total sales by each category.
You may assign up to 256 categories numbered from 0 to 255. It is a good idea
to leave category #0 unassigned, that is the default category for any item entered into
the stock table. That way if an item comes up with a category of " " you know that you
have not assigned it to a category.
Before you assign an item to a category the category name must be in the
category list so it will be a good idea to fill in your category list before you begin entering
items into your stock table.
The names in the category list may be in any order. However please remember
that whatever order you choose, that the categories will be sorted and printed in that
order. If you move a category name from one place to another you will have to manually
change the category assignment for EVERY item in your stock table that is linked to that
category name. Choose your order wisely! Leave blanks in the list for future additions.
Blanks are ignored unless an item in your stock table is assigned to it.
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Once you have entered your category list (and your tax and vendor list) you may
begin entering items in your stock table. When you are entering your stock items and
you reach the "Category" column the current category name will be replaced by the
position of that name in the category list. For example: if GLASSES is category #45
when you move the lightbar to GLASSES the number 45 will replace it. You may now
change the category assignment by changing the 45 to the number of another category.
To keep you from having to remember all of the category numbers the category list will
appear at the bottom of the screen. Hold down [CTRL] and press the [PAGE] keys to
page through the list.
Please remember that the items in the stock table are not linked to a particular
category name but to the position of that name in the category list.
CHECKS
This feature will allow you to display on the screen what type of checks your
associates may not accept, or do not accept any checks, you decide. You may enter up
to 69 locations, countries, states, provinces, cities, other, from which checks may be
accepted.
Associates may enter a check number, I.D. number, I.D. issuing government,
and phone number into the transaction. Each one of these data may be designated as
optional, required, or "do not ask".
PHONE MASK
A phone mask allows you to format the appearance of the phone numbers in the
POS program. If you do not enter a phone mask then all your phone numbers will be
displayed like 1234567890
To go to the phone mask entry screen when in the "checks" feature press [F8].
In the box at the bottom of the screen you may enter any text you wish as a
"phone mask". When displaying a phone number the program will replace any "#" in
your phone mask with the digits in a phone number. For example, if your mask is (###)
###-#### ex. ##### and the phone number is 1234567890 then the phone number will
be displayed as (123) 456-7890 ex.
Phone digits are filled into the "#"s from the left, you do not have to have a digit
for each "#". If you have more "#" than there are digits in the phone number then the
remaining "#" will be replaced with spaces.
If you later change your phone mask to ##-###### (##) then the same number
will be displayed as 12-345678 (90). The phone mask is stored separately from the
phone digits, changing the mask will not change the actual digits, only the way they are
formatted.
When you enter a phone number the maximum number of digits is limited to the
number of "#"s in your mask. The maximum allowable "#"s in a mask is 16."
COLOR OR B&W
This feature programs the register to display the screen in color mode, black and
white mode, or black and BRIGHT WHITE mode.
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If you choose the COLOR mode you may then choose a background color for
the POS program, the POSCONFG and RECEIVE program will not change the
background color.
The standard background color for the POS program is BLUE. You may change
this to BLACK, GREEN, CYAN, RED, PURPLE, BROWN, or GREY.
Since things that may be displayed on your new color background may be the
same color as your new background they will be changed to BLUE. For example, if you
choose RED as your new background then anything that is normally displayed in RED
will now be displayed in BLUE.
CURRENCIES
If you are using only one type of currency in your store do not enter anything in
this feature. If no currency or only one currency is entered then this feature will be
ignored.
You may set this register to accept up to 9 different currencies, for example
Dollars, Pounds, and Euros. The national currency of your location must be set as the
default currency. All calculations in the register program will be in the default currency
except taking payments and making change. Taking payments and making change will
be in the currency of your choice. For example, if your default currency is in dollars, at
the end of the sale the total will be displayed in dollars, pounds, euros, etc. at the
current exchange rate. (You enter the currencies you wish to list, up to 9.) You then
enter the amount tendered in the selected currency and the register will tell you how
much to give in change in dollars, pounds, euros, etc. You then select the 'change'
currency. In effect you could calculate your sales in DOLLARS, accept a cash payment
in POUNDS, a check in YEN, credit in PESOS and give change in EUROS, and the
register would calculate all of the different currencies at the current exchange rate.
To accomplish this you must use the "Currencies" feature to enter the different
currencies that you wish to accept. Enter the name of each currency in plural, i.e., enter
"DOLLARS" not "DOLLAR". The top currency in the list must be your default currency,
i.e. your national currency.
To the right of each currency, except the top one, you must enter the "print field"
for each currency. This formats how amounts in the currency will be displayed and
depends on what normal amounts in a currency may be. For example, if a currency
could be expected to be in the range of .01 to 9,999,999.99 you would have a print field
for that currency of "#######.##". If a currency would be in the range of 1 to
999,999,999 you would have a print field for that currency of "#########". If a currency
would be in the range of .001 to 999,999.999 you would have a print field for that
currency of "######.###". In a print field only (#)s and one (.) may be entered if needed.
(Note: the default currency "print field" is determined by what the value in the
"Rounding" feature is. If "Rounding" is set to .01 or .05 then the default currency "print
field" will equal "########.##" If "Rounding" is set to 1 then the default currency "print
field" will equal "###########")
Special consideration must be made for currency that has an extremely low
value. If a currency has a normal range from 1000 to 99,999,999,990,000, and the
lowest denomination in that currency is 1000 then you would enter a print field for that
currency of "##########" and add "/ 1000" to the currency name, i.e. "GALLEONS /
1000". This would mean that whatever was entered, printed, or displayed in that
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currency would be one thousandth of the actual amount. If you were told to give change
of "GALLEONS / 1000 235" you would actually give 235,000 galleons in change. This
method also will round out amounts to the nearest 1000 galleons.
If you set up your register to use 2 or more currencies then when you start the
POS program you will be asked to enter the exchange rate for each currency compared
to the default currency. If a currency has less value than your default currency then the
exchange rate will be LESS than 1. If a currency has more value than your default
currency then the exchange rate will be MORE than 1. If this is not true for an exchange
rate then the rate is expressed based on the other currency compared to the default. To
convert to the correct rate divide 1 by the rate. For example, 1 KNUT = 1.175
GALLEONS but GALLEONS is your default currency. Therefore 1 / 1.125 = .85106 so
the exchange rate for KNUTS is .85106 when compared to GALLEONS. In the case of
a currency of extremely low value the exchange rate must be MULTIPLIED by the
offset. For example if you are using "GALLEONS / 1000" and the exchange rate is
.000012554 then you must multiply 1000 X .000012554 = .012554.
Samples, assuming that your default currency is DOLLARS
1 DOLLAR = .963 KNUTS, EXCHANGE RATE = .963
1 DOLLAR = 25.36 SICKLES, EXCHANGE RATE = 25.36
.623 DOLLARS = 1 GALLEON, EXCHANGE RATE = 1.60513 (1 / .623)
1 DOLLAR = 256300 KNUTS, EXCHANGE RATE = 2563 "KNUTS / 100"
If your country is changing from one currency to another (for example Lira to
Euros) your country may require that the total amount of the sale will always be printed
on the receipts in both currencies. To have the program do this you must use one
currency as the default currency and the other currency must be listed as currency #2 in
the currency list of the POSCONFG.EXE program. Then to always print the total for
currency #2 on all receipts press [F1] to make the line near the bottom of the screen
read "[F1] ALWAYS print currency #2 total on all receipts." Then an additional line will
be printed under the "TOTAL" line on all receipts like this...
TOTAL
236.23
EURO
189.72
------------------------------
CUSTOMER INFO
This feature allows you to enter customer information into the register. You may
choose to ask for...
ID Number
Company Name
Customer Name
Address
City, State, Zip
Phone Number #1
Phone Number #2
Email Address
Non-taxable ID number
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For each of the above items you may choose to...
1. Not ask for the information.
2. Save the information to a customer database.
3. Print the information on the receipt.
4. Save and print the information.
When making your choices press [F6] to make the highlighted information the
default method to search for a current customer.
PHONE MASK
A phone mask allows you to format the appearance of the phone numbers in the
POS program. If you do not enter a phone mask then all your phone numbers will be
displayed like 1234567890
To go to the phone mask entry screen when in the "Customer info" feature press
[F8].
In the box at the bottom of the screen you may enter any text you wish as a
"phone mask". When displaying a phone number the program will replace any "#" in
your phone mask with the digits in a phone number. For example, if your mask is (###)
###-#### ex. ##### and the phone number is 1234567890 then the phone number will
be displayed as (123) 456-7890 ex.
Phone digits are filled into the "#"s from the left, you do not have to have a digit
for each "#". If you have more "#" than there are digits in the phone number then the
remaining "#" will be replaced with spaces.
If you later change your phone mask to ##-###### (##) then the same number
will be displayed as 12-345678 (90). The phone mask is stored separately from the
phone digits, changing the mask will not change the actual digits, only the way they are
formatted.
When you enter a phone number the maximum number of digits is limited to the
number of "#"s in your mask. The maximum allowable "#"s in a mask is 16."
If you save the customer information on disk, then at the end of a sale when you
are asked for this information you may search the file for it instead of entering it.
Press [F1] to begin a "whole field" search from the beginning of the file. In a
"whole field" search both terms must match exactly. Search for "DAVE" and only
"DAVE" can be found, "DAVE ADAMS" or "DAVE SMITH" will not be a match.
Press [F3] to begin a "partial field" search from the beginning of the file. In a
"partial field" match any match will do. Search for "FORD" and "HARRISON FORD",
"ROCKFORD", or "FORD TRUCKS" will all match.
Press [F5] to continue the current search from the present location in the file, i.e.
if the first "FORD" you find is not the one you are looking for press [F5] to find the next
one.
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MANAGING YOUR CUSTOMER DATABASE.
Taking information from your customers and putting it into a database, along with
sales information for each customer, is mostly useless if you cannot do anything with it.
To access your database you must use the "Customer info" feature in the
POSCONFG.EXE program. This feature not only lets you set up the customer database
but by pressing [F4] while there it lets you access the database.
The information on all your customers is kept in a computer disk file the name of
which ends with .CST. For example if your named your register MARTHA your
customer file will be MARTHA.CST. This file is divided into "records" with each record
being the information on one customer. Each customer record is further divided into
"fields" with each field containing a particular piece of information on that customer.
Listed below are the fields for each customer....
OPTIONAL FIELDS
ID number: You may give a customer an ID number.
Company name: Name of company.
Customer name: Customers name.
Street Address: Number and street name.
City Address: City, state, number code, etc.
Phone number #1: Home phone number?
Phone number #2: Work phone number? Cell phone?
E-mail: Online email address.
Tax Exempt ID#: If customer is exempt from sales taxes.
REQUIRED FIELDS
First sale date: Date of first sale made by customer.
Last sale date: Date of last sale made by customer.
Last sale amount: Money amount of last sale.
Total sales trans.: Number of sales by customer.
Total sales amount: Total money amount of all sales.
Last refund date: Date of last refund made by customer.
Last refund amount: Money amount of last refund.
Total refund trans.: Number of refunds by customer.
Total refund amount: Total money amount of all refunds.
Sales since: Total money of sales since a date.
Refunds since: Total money of refunds since a date.
Check approval: Is customer allowed to write checks?
Credit approval: Is customer allowed to charge items?
Current status: Is this customer record current?
Selection status: Is this customer record selected.
You choose which optional fields you wish to use to take customer information.
The sales person must enter this information at the end of a sale.
All required field information is kept on every customer and the program updates
this information at the end of each sale except for the last four fields.
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When you first enter the customer database feature you will be at the main
menu. While there you may use the up and down arrow and page keys to scroll and
page through the database or [HOME] and [END] to go to the beginning or end of the
file. On the top left of the screen will be 15 customer records shown by one of the
"optional" fields. By pressing the left or right arrow keys you may change which field is
displayed. One of the records will be highlighted. This is the current record. On the right
half of the screen will be displayed all of the information of the current record, all 24
fields.
While at the main menu you may make some changes in the currently displayed
customer record...
[F5] Will allow / disallow the acceptance of checks for that customer.
[F6] Will allow / disallow the acceptance of credit.
[F7] Will delete / undelete the customer record.
[F8] Will select / unselect the customer record.
NOTE: A deleted customer cannot be selected. If you delete a current customer he will
be unselected. If you delete a customer's record nothing will actually happen to it until
you later "remove" these deleted files. However you may not select a deleted file. Think
of it as being in the recycle bin but the bin has not been emptied.
NOTE: If you disallow a customer from using either a check or credit for a purchase
then when that customer makes a purchase the disallowed tender will not be a payment
option at the end of the sale.
NOTE: You select files in order to later do something with them like export them, print
them, etc.
Also while at the main menu you may choose to perform 6 tasks.
1. ADD / FIND / EDIT / DISPLAY SALES
From the main menu press [1] for this task.
FIND
To find a particular customer record press the up or down arrow key to chose
one of the optional fields you wish to search for. Once you have chosen the field, type in
the data you wish to search for. For example if you wish to find a customer named
"Bart" press the up or down arrow key until the "Customer name" field is displayed and
then type BART into the text box.
If you now press [F1] you will search from the beginning of the database until you
find a customer who's entire name is BART. You will not be able to find a customer
who's first name is BART and also has a last name listed, or has BART as part of his
name like DILBART. This is called an "exact match search". Also note that in an "exact
batch search" that the number of spaces between words count. DALE HARRIS
separated by one space will not match DALE HARRIS separated by two spaces.
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If, however, you press [F3] to start a search you will be doing an "any match
search" in which any occurrence of BART in the target field will be considered a match.
Spaces still count.
Searches for phone numbers are different. All phone numbers searches are "any
match searches" and the position of the digits counts. For example if you enter 423 at
the left of the text box then only phone numbers that begin with 423 will match, if 423 is
in the customer's phone number in any other position it will not match.. If you enter only
a 7 in the 4th position then all phone numbers with a 7 in the 4th position will match, if a
customer's phone number has a different number in the 4th position it will not match
even if it has a 7 in a different position.
If the program finds a match but it is not the match you are looking for (the wrong
BART) then press [1] to continue the search. Press [2] if it is the correct match or 3 to
cancel the search.
EDIT
Once you have found the correct customer record you may edit it if you wish to.
After editing you must press [TAB] to save the changes or [ESC] to cancel the changes.
ADD
This option allows you to add new customers to the database without having to
ring them up onto a sale. After typing in the customer information press [TAB] to add
them into the database and then you will be able to type in the information for another
customer. Press [ESC] to quit.
DISPLAY SALES
Once you have found the correct customer record you may display every sale or
refund ever made by that customer that is still in the .SLS file.
2. SELECT / UNSELECT FILES
When you choose this feature you will have three options. You may select all of
the records in the file (except deleted records), you may unselect all of the records in
the file, or you may scan the file.
SCAN
The basic concept of a scan is the you set up the criteria for a scan and then the
program looks through all of the records and selects (or unselects) every record that
matches that criteria.
For something simple, like looking for every customer that purchased more than
1000.00 worth of stuff, it is that easy. But if you then want to eliminate all of those
customers who had more than 100.00 in refunds and don't have a 312 area code it can
get more complicated.
First you have to decide which records you want to scan. Your choices are all of
the records, only those records that have been previously selected, or all records that
have not been selected yet. Press [F9] to toggle through the choices. Remember that
deleted records are never scanned.
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Do you want to do something if the criteria matches a field or doesn't match? For
example lets say that you want to select all of the customers that DO NOT live in
Chicago.
Well you could do multiple scans to select every city that is not Chicago or press [F3] to
change "Do if it matches" to "Do if it doesn't match".
Next decide what you want to do when you find a match (or no match). Your
options are to selected it or to unselect it if it has already been selected. Press [F8] to
toggle your choice.
Why would you want to unselect something that you already selected? Lets use
the example above. You have already scanned once and have selected all those
records where the customer lives in the 312 area code. Now you must eliminate all
those customers that have not purchased more than 1000.00 worth of stuff. So enter
"999.99 or less" and unselect all of the matches.
You may only search one field at each pass through the customer file. So if you
wish to make a complicated search like "Area code 708, but not Schaumburg, and only
those with total purchases over 5000.00 but in less than 75 transactions" you can do
this but it will take four scans to do it.
What you search for depends on which fields you are searching. If you are
searching one of the optional fields then the search works just like when you are
searching for a particular customer only you will find all of the matching records instead
of just the next one. To switch between an "exact" match or an "any" match press [F1].
Phone number scans also work the same way and all phone searches are "any."
There are three types of searches when scanning the "required" fields. To search
for a date you must enter a year AND a month AND a day. For example 2002 09 18 you
cannot enter just a year. If you want to search from the beginning of a year then enter
2002 01 01. You may search for a particular day by choosing "Equal to" or press [F1] to
choose "Equal to or before" or Equal to or after".
To search for a date you must enter a date into the text box. You may enter a
year only, or a year and month only, or a year, month and day. If you enter a month you
must also enter a year and if you enter a day then you must also enter a month and
year. You may search for a particular date by choosing "Equal to" or press [F1] to
choose "Equal to or before" or Equal to or after". If you enter only a year and search by
"Equal to" then all dates in the file with that year will match. If you enter a year and a
month then the month must match too.
To search for an amount, either a money amount or a transaction count, enter
the value and press [F1] to toggle through "Equal to", "Equal to or less" or Equal to or
more". A special note on refunds. - 50.00 is less than -25.00 however when searching
for money amounts "less than" means closer to 0.00. Therefore if you are searching for
refunds "Equal to or less" than -100.00 that will mean everything from 0.00 to - 100.00.
The last type of match is an approval match. For check or credit approval you can
match either "OK" or "DO NOT ACCEPT"
3. EXPORT FILES
You may export customer information to either your printer or to a file that can
then be loaded into either you word processing, data base, or spread sheet software.
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First you must select which fields you wish to export and the order you wish to
export them. When you enter the "export" function there will be a column in the middle
of the screen with a small box in it that you can move up and down by pressing the
arrow keys. Move the box to the first field you wish to export and press the
[SPACEBAR], a "1" will be placed there. Now move to the second field you wish to
export and press the [SPACEBAR] to print a "2". As you can guess the order the
numbers appear is the order the fields will be exported. You may press [F1] to erase the
numbers to start over.
Now you must choose which records you wish to export. Press [TAB] to toggle
between only selected records, only unselected records, or all records. (Remember that
deleted records cannot be exported.)
Press [F5] to set up to export your records as text. Text may be sent to either your
printer or a disk file. If you choose to print you may print each record (all chosen fields)
on one line like this...
Customer name Street address City address Phone #1
Customer name Street address City address Phone #1
or each field on one line with a blank line between records, like this...
Customer name
Street address
City address
Phone #1
Customer name
Street address
City address
Phone #1
If you choose to send you text to a disk file then each record will always print on
one line. Text disk files can be loaded into any word processing program.
NOTE: If you print one record per line then your printer must use a fixed width font like
Courier to have your columns line up properly.
Press [F6] to set up to export your records as data files. Data may only be sent to a
data file. Each record will be sent to one data line like this...
Customer name,Street address,City address,Phone #1
Customer name,Street address,City address,Phone #1
with a comma between each field. Quotes (") will be replaced in your text with
apostrophes ('). Data files may be loaded into any database or spreadsheet program.
Press [F7] to see a sample of your output on the screen or press [F8] to begin
exporting.
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4. REMOVE DELETED RECORDS
When you delete a customer record it is marked as deleted and nothing else
happens to it (except it will be unselected if it is already selected.) It is still there taking
up disk space and you may undelete it if you wish. This function will actually get rid of
the deleted records and free up disk space on your hard drive.
To do this it will copy your entire customer data file without copying the deleted
records, then kill your original file, then rename the new file back to the original file
name. This will require almost as much free disk space as your original file. If your
original customer file is 15 megabytes long then you must have 15 megabytes of free
disk space to use this function. When the process is over the additional needed disk
space will be returned to free disk space.
Once a customer record has been removed it is permanently gone, there is no
"undo".
5. SALES SINCE.
You give this feature a date in the past and it will find the total sales and refunds
since that date for either one customer or all customers. For example, if you have 5
years worth of sales totals for your customer but you want to find out how much a
customer has spent in the last 6 months, this feature will do that.
6. FIND NEXT...
You may use this feature to step though you customer database to find those
customers who can or cannot use checks or credit, are selected or unselected or
current or deleted. The search starts from your present location in the customer
database.
For example you can use this feature if it is your job to call those customers who
cannot write check in your store, or look at only the deleted record to make sure that
they are supposed to be deleted.
DATE FORMAT
You may choose to display dates in the following formats. All below are the same
date.
06-25-2001
25-06-2001
JUN 25, 2001
25 JUN 2001
DISCOUNT
"Discount" refers to a whole sale discount, like an employee discount or a "30%
off Everything in the Store" sale. It is always a percentage. You may use this feature to
prevent a whole sale discount or to allow up to 3 preset percentage discounts, for
example 10% off, 20% off and 50% off. Or you could allow the employee to enter the
percentage for a discount.
20
If you enter some text in the box the bottom of the screen receipts will have a
“You saved” line but using the text you typed in. This line will appear just below the list
of items you sold and will post the total of all reductions (not discounts.)
EMPLOYEE SETUP
On the first screen of "Employee Setup" you may choose to track sales by
employee, or not. If you choose to track sales by employee you may choose to allow
PIN numbers, track employee tips, and to allow a sales person to enter new employees
or delete old ones from the employee list without a password. If you choose to require a
password you may create the password.
On the second "Employee Setup" screen you may enter the names of each
employee.
WARNING!!! If you choose to track sales by employee you MUST have at least
one employee name in the file or you will not be able to ring a sale.
PIN numbers may not be entered using the POSCONFG.EXE program. However
you may delete any existing PIN numbers. To delete a PIN, when the name is
highlighted press [TAB] and the asterisk [*] by his name will be erased this means that
that employee's PIN has also been erased.
If you allow employee tracking the in the POS program an employee must
choose her position in the employee list (employee #5 for example) before she may
enter certain functions on the POS program such as PURCHASE, RETURN, NO SALE,
etc. If PIN numbers have also been allowed then instead of entering her position in the
employee list she must enter her PIN number. When PIN numbers are allowed almost
every function will require a PIN number before it can be accessed.
One of those functions is opening the register. Since PINs are authorized using
the POSCONFG.EXE program but are entered using the POS program this means that
you should not be able to open the POS program when you first allow PINs because no
PINs have been entered. To avoid this problem you may open the register when PINs
have been allowed without entering a PIN if no PINs exist. However if even one
employee has a PIN number then that PIN must be entered to open the register.
If an employee is fired, quits, or forgets his PIN number you may use the
POSCONFG.EXE program to erase it. There is NO WAY to look up a PIN number. PIN
numbers are never printed on the screen when typed. Only the person who typed in the
original PIN number will ever know what it is.
If you choose to track employee tips the register will prompt you for the amount
of the tip at the end of each sale. When starting a sale you must use the employee
number of the employee receiving the tip not the employee who is actually ringing the
register. You want the person who waited on the customer to receive credit for the sale
and the tip, not the cashier. If you print sales checks and track tips there will be a line on
the sales check for the customer to write in the amount of the tip. If you track tips the
amount of each employee's tips will be printed on the closing receipt. (See "Sales
Check" under "Printer Setup")
This program does not know your employees, it only knows that some sales were
rung by employee #1 and her name is Amy. If Amy leaves your employ and is replaced
by Barb, and you make Barb employee #1 then any sales recorded by Amy will now be
21
credited to Barb. Do not re-use employee slots for new employees until after the next
time you reset the merchandise file.
GO TO AFTER SALE
You may use this feature to determine where you go after a purchase, return, or
payout has been completed.
You may choose to go to the main menu. From there you may then choose
which feature of the program you wish to use next.
You may also choose to go to the start of the next purchase. However if you
choose this option it will bypass asking for the sales person to enter an employee
number (it will use the same employee number as the last sale) or PIN number even if
that has been enabled. If the register is not used long enough for the screen saver to
kick in, and the current sale has nothing yet rung up, then when you press a key to turn
off the screen saver you will be returned to the main menu.
If you choose the “next sale” option then when you finish a return or a payout you
will also go to the next purchase. It is assumed that you will have many more sales than
returns or payouts during a day. From all other features (no sale, void, reports, etc. you
will always return to the main menu.
To return to the main menu from a purchase you must void out the current sale.
INVENTORY
(To use "Inventory" you must be keeping track of your inventory in the stock
table.)
(When using the “Reports” feature from the POS.EXE program you can make an
inventory report. To also print the value of your inventory you must choose here to print
either a “cost” value for your inventory (what you paid for your merchandise) or a “sell”
value (what you will receive when you sell your merchandise.))
This function will actually run another program that will allow you to enter your
mid-year or year-end inventory into a file. From the POS program you may then use
"File maintenance" to load this file. When an inventory file is loaded your current
inventory will be erased from your stock table and replaced with the inventory in the
inventory file.
To use this program a copy of your stock table must be in the same directory as
this program even though the stock table will not be changed until the resulting file is
loaded by the POS program. The inventory program uses the stock table only to verify
that the correct stock numbers and descriptions are being used by the inventory
program.
The inventory program does not have to be run on the same computer as the
cash register program is on. The inventory program will copy the inventory file to a
floppy disk and the POS program will read the inventory file from the floppy.
You do not have to enter the items into the inventory program in any order nor do
you have to group all of the same items together. For example if you enter 12 of item
number 555 and then enter fifty other items, and then add 7 more 555's, and then sixtytwo other items, and then 4 more 555's, the program will know that you entered 23
555's. At the end of this manual are complete instructions for taking an inventory.
22
JOURNAL
The journal is a record of every transaction (including opening, voids, no sales,
closing, etc.) made on your cash register. You may be legally required to make and
store a journal of your register transactions. In addition it is a really good idea. The
journal is your record of what was going on in your store. Was your register closed out
at mid-day? Was that large void total from one transaction or many? How about all
those refunds? Your journal will give you those answers.
There are several strategies for making a journal with this program. The best and
simplest is if your printer has 2 or 3 ply paper. The back copy is your journal, stick it in a
file. It is possible that in your location that this is also the only legal strategy.
You can set this program to print out two copies of every sale or return receipt.
Keep a bin next to the register. Toss in every opening, no sale, void, and closing receipt
and the second copy of every sale and return receipt. Each receipt will have a
transaction number on it that you can compare to tell if a receipt is missing. But if a
receipt is missing you will have no idea what it was for. To set the register to print two
receipts see the "Printer Setup" instructions.
The second best way to keep a journal is to write the journal to a disk file. At the
end of the day you may choose to print out the journal on your printer or to save the disk
file.
If you choose to print out the journal at the end of the day make sure that there is
enough paper in your printer. While a lot of unneeded information, like headers, footers,
coupons, etc. that is printed on your receipts will not be in the journal file, it will still print
out every transaction from that day, it could take a lot of paper. This may also be a legal
strategy for your journal, governments love things on paper.
If you decide to keep the journal file on disk it has to be moved. Whenever you
open your register it will compare the date on the journal file to today's date. This is a
good reason to keep the date and time on your computer correct. If the dates are the
same then all transactions will be tacked on to the end of the journal. If the dates do not
match, and the last previous transaction was a "close", then the register will ask you if
you wish to delete the current journal and start a new one. You may automate the
deletion of yesterday's journal by using the "Journal" function in the POSCONFG.EXE
program or you may have the register ask the salesperson opening the register if the
journal should be deleted.
Your journal file will have the extension of .JNL If you named your register file
MARTHA then the journal file for your register will be MARTHA.JNL
There are two places where your may move your journal file. At the end of the
day you can copy it to a floppy disk. When closing the register your will be asked if you
want to save the journal to a floppy. Insert the floppy into the drive, type in the drive
letter (A: for example) and press [ENTER]. The journal will be copied to the floppy.
Make sure that your sales people have a floppy.
You can also save the journal on your hard drive in an archive, this option will be
presented to you when you close the register. The archive is actually a separate journal
file for each day of the year. The file name for each journal begins with the file name of
your register followed by .D followed by a date code. If you named your register
MARTHA then the Jan. 1st journal archive would be MARTHA.DAA the Jan. 14th file
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would be MARTHA.DAN The journal function of POSCONFG.EXE will convert between
any date and journal date code and display it on the screen.
Note that there is no place in the date code for the year. After a year the new
journals will overwrite the old journals in the archive. If the date in your computer is
wrong then the journal will be given the wrong date code and may overwrite a journal
from this year.
When you close your register you may print, save, or archive your journal, any
two options or all three. From the "Journal" function in POSCONFG.EXE you may
automate the handling of the journal file. First of course, you must turn on the journal file
function (you can also do this from the "Printer Setup" function). Then select to
automate the function, pick which options you want and if you choose to save to a
floppy you must enter the drive letter and file name you wish to use.
So now that you have saved your journal file what can you do with it? Even
though the journal files do not have a .TXT .DOC or .WRI extension they are still text
files, any word processing program can read them. Print it out, rename it, do whatever
you want with it.
The “Journal” feature of the POSCONFG.EXE will display or print out any journal
file. When in the “Journal” feature press [F5] and you will be offered the option to load
“1. Current journal” that is being updated when a new transaction happens, “2. The
journal file named ???????.TXT”, assuming that you copy the journal to a text file when
you close out the register, or “3. Archived journal” assuming that that you archive the
journal when you close out the register. If you want to load the archived journal you will
be asked for the month and day of the archive you want.
Once the journal is loaded you may scroll through it on the screen or search it for
a sample “search” text you may enter. You may also print out the entire journal or print
only the portion of the journal displayed on the screen.
KEY PRESS BEEP
This function makes the cash register beep whenever a key is pressed on the
keyboard. If you find that annoying, it also turns it off.
Note: On some computers the key press beep will be very long and delay the
program. In this case you must turn the key press beep off.
KITCHEN FEATURE
Depending on your business it may be required that you send the details of your
transactions to an off-site location. If you have a restaurant you may need the food
orders to be sent to the kitchen. This is what the KITCHEN.EXE program will do.
To run KITCHEN.EXE your registers must be networked together. The basic
concept is that each register will transmit the details of a sale to the server. The
KITCHEN.EXE program will run on another networked computer in the kitchen and will
collect the individual transactions from the server and display them on the screen, you
can also print the order from the screen. Another option is to not display the order at all
and just have the program print them.
However if you only have one computer, two printers, and a long printer cable
you can set up the one computer with both a LOCAL and a GLOBAL folder (see the
“Network” section of this user’s guide.). You can then set up the KITCHEN.EXE
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program to only print receipts and then print the orders on the printer in the kitchen. The
KITCHEN.EXE program must be run from the GLOBAL folder.
The POS program puts the sales information into a temporary communication file
that is then read by the KITCHEN program. The KITCHEN program then erases the
communication file. For those users that do not use the KITCHEN program this means
that the communication file would grow without limit. To keep this from happening there
is a 1000 line limit on the communication file. If you start up the registers before the
KITCHEN program or if the KITCHEN program goes down, all receipts over the 1000
line limit will be lost.
SETUP
Before you can use KITCHEN.EXE you must first set it up in two places. It is very
possible that not all items sold in a store / restaurant need to go to the kitchen. For
example drinks may be prepared by the waitress. Or this may be a restaurant / souvenir
tourist post. You don't want the sales from the souvenir counter to go to the kitchen.
Therefore you will be able to specify which categories of merchandise will go to
the kitchen. In the "Kitchen" feature of the POSCONFG.EXE program you will be able to
enter the range of categories that will be sent to the kitchen. For example if categories 1
- 5 are drinks, 6 - 15 are food, and 16 - 52 are knickknacks then you would send
categories 6 - 15 to the kitchen. You can also set up another kitchen register in the bar
and have food go to the kitchen and drinks go to the bar.
If your merchandise does not have categories (all lines in the stock table have
the category all set to zero) and you do not set the range of categories to be sent to the
kitchen ( 0 to 0 ) then everything will be sent to the kitchen because the category on
everything (zero) is in the range of ( 0 to 0 ), what fun! You can prevent this by setting
the range from 1 to 1.
Now you have to setup the actual KITCHEN.EXE program. Run it and at the
“Welcome to Kitchen Viewer” screen you can press [F1] to enter the setup screen.
There will be several parameters to enter.
F:\POS\NETWORK
KEYSHOP
YES
NO
PAGE
0
0
60
0
YES
80
NO
NO
COLOR
#1
Network PATH
Register file name.
Print receipts on a printer.
Only print receipts on printer.
Print on a page printer or print continuously.
Number of blank lines between receipts. (Continuous) 0 - 20
Number of top margin lines. (Page) 0 - 5
Number of printed lines per page. (Page) 50 - 99
Number of bottom margin lines. (Page) 0 - 5
Use form feed at end of page. (Page)
Print 40 or 80 characters wide.
Forced line feed.
Print blank line between items.
Color or black and white display.
Is this Kitchen #1 or Kitchen #2
While these parameters are mostly just like the ones in the main POS software
they are not shared with the POS software. For example if you print 40 character wide
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receipts on the main POS.EXE program you can set the KITCHEN.EXE program to
print 80 character wide receipts. This means that setting these parameters in the main
POS.EXE program will not also set them for the KITCHEN.EXE program.
Since most of these parameters are the same as those in the main program I will
not explain them again here, I will only explain the new ones.
PATH
The PATH tells the program where on the network is located the GLOBAL folder
that contains all of the information that is shared by all the registers. The PATH you
enter here must be EXACTLY THE SAME as the PATH you entered on all of your
registers. See the “Network” section of this user’s guide.
NOTE: If you do not set a PATH and try to run the POS.EXE program and the
KITCHEN.EXE program from a stand-alone computer using the same folder on the
same drive the program may appear to function. But eventually the POS.EXE program
and the KITCHEN.EXE program will try to access the same data file at the same time
and both programs will die.
REGISTER FILE NAME
When you created your register you gave it a filename. If you have forgotten the
name you gave to your register files then run the POSCONFG.EXE program. At the top
of the main menu it will say something like "File name = THESTORE.POS" In this
example the file name you need is THESTORE, “.POS” is not part of the file name you
use for the KITCHEN program.
PRINT RECEIPTS ON PRINTER
You must set this parameter to YES if you wish to be able to print receipts in the
kitchen.
ONLY PRINT RECEIPTS ON PRINTER
If this parameter is set to “NO” then the screen is the main way to view receipts in
the kitchen, however by pressing [TAB] you can also print out the current receipt. If this
is set to “YES” then the screen will not display receipts, all receipts will be printed to the
printer and then erased from the file.
IS THIS KITCHEN #1 OR KITCHEN #2
This program needs to know if it should read the data for Kitchen #1or Kitchen
#2. If you are sending food to one kitchen computer and drinks to the other, which on is
this one?
Look in the “Printer setup” section of this user’s guide for details on the
following…
PRINT ON PAGE PRINTER OR PRINT CONTINUOUSLY
NUMBER OF BLANK LINES BETWEEN RECEIPTS
NUMBER OF TOP MARGIN LINES
NUMBER OF LINES PRINTED PER PAGE
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NUMBER OF BOTTOM MARGIN LINES
USE FORM FEED AT END OF PAGE
CUTTER BAR
SET PRINTER PORT?
NOTE: If you run this program and the POS.EXE program from the same computer,
then if you set the printer port to a different port from that which the POS program uses
to print receipts, you can then print receipts at the register and orders in the kitchen.
This assumes that you have set the KITCHEN.EXE program to “Only print receipts.”
DISPLAYING ORDERS
As you ring up orders the KITCHEN.EXE program will capture them and place
them in a file. You can then display the orders on the screen. This assumes that “Only
print receipts on printer” is set to “NO”
The POS.EXE program sends orders to the KITCHEN.EXE program whenever
you park a sale or complete a sale. If you park a sale and then unpark it and add more
lines to it, only the new lines will be sent when the sale is either parked again or the sale
is completed.
KITCHEN.EXE screen
You can display 2 orders on the screen at a time although the file can hold up to
160 orders. The top two lines of the screen are a “location bar” which tells you where
you are in the file. The colored length (cyan / purple) of location bar will give you an idea
of how many orders are in the queue, the width of the screen will take 80 orders to fill.
The location bar is color coded. A cyan location is an order that still has items that need
to be filled, purple locations are completed orders, and blue locations are blank. The
upper left corner of the screen is the order that has been in the queue the longest. The
two asterisks tell you which two orders in the file are currently being displayed. If you
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press the left or right arrow keys you will move through the queue. [CTRL] + [HOME] will
send you to the oldest order, [CTRL] + [END] will send you to the newest order.
The order displayed on the left is the active order that you can manipulate, the
order on the right is the next order and to manipulate it you must press the right arrow
key to move it to the left and make it the “active” order.
The scroll bar on the left shows you which line in the active order you can mark
or unmark. The center and right scroll bars show you where the display window is for
the order to the scroll bar’s left. While an order may have up to 200 lines you can only
display 19 lines at a time. To more up or down the active order you may use the up and
down arrow keys, [PAGE UP], [PAGE DOWN], [HOME], or [END] keys. The scroll bars
for a particular order will not reset if you move to display other orders, when you return
to the original order the scroll bars for that order will be in the same place.
Each order header will display the transaction number if the order was
transmitted by completing the sale. If will have a parking code if the order was ever
parked. The header will display the employee’s name. The “Time in” is the time the
KITCHEN program logged in the order; not the time the POS program sent the order.
However if the POS program and the KITCHEN program are both running at the same
time the time difference between sending and receiving the order should be negligible.
When you fill an item in an order you can mark it by moving to that line in the
order and pressing the [SPACEBAR], the line will then be dimmed. If you press the
[SPACEBAR] again the line will be unmarked. When all the lines on an order have been
marked the location of that order on the “location bar” will turn purple. If the space is still
cyan then there are still items in the order that need to be filled, don’t delete it.
To actually remove an order from the file you must make it the active order and
then press [DELETE]. That order will then be removed from the file and all the following
orders will be moved up in the queue. It is important to remove filled orders because
once you have 160 orders in the queue new orders will be lost.
If you wish to print an order (assuming that you have set up this program to print
orders) press [TAB] to print the active order. Marked lines will be preceded by ( * ).
If you press [ESC] you will then be asked if you want to restart the program or to
quit the program. Quitting the program will not erase the file. If you quit, or for some
reason the program or the computer dies, all data and changes to the file will remain.
The only way to erase the file is to kill the orders one by one.
MALL FILE / BACKUPS
MALLFILE
If your store is in a mall, at the end of the day your mall may want your register to
transmit the store’s sales to the mall’s computer.
This program can be made to do that. In this feature there are several
preprogrammed methods of transmitting sales to the mall computer. If one of them
works at your mall that’s great, use it.
However if none of them work for your mall then the only way to add your mall’s
format is if I add programming code to this program to do this. This is the only thing here
that IS NOT FREE. Since it is very likely that this will be a feature that is written for you
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only, and no one else will be able to use it, and you probably need it right away, then I
am going to have to stop everything else I am doing to do it for you. Therefore there will
be a $25.00 programming fee for this service. And before you ask, yes, your mall’s
method will go into the next general release of the program and the next store from your
mall will get to use it for free. Sometimes life is harsh.
To access this feature use the “Mall file” feature of the POSCONFG.EXE
program. You can select to not use this feature or select from several preprogrammed
methods. When you select a method you will be asked to provide information provided
by your mall, such as an ID number for your store. The program will then show you a
sample filename, a text of a sample file, and the name of the folder that the file will be
placed in. If this matches what your mall needs then you are home free.
Your mall will setup hardware and provide software to transmit the file to their
computer, usually.
Now when you close out the register using option “2. Close / Print / Erase” this
program will create the mall file in the proper folder.
BACKUPS
By entering a drive letter into this feature you will set this register to backup all
files to that drive when the register is closed out. If you enter no drive letter then there
will be no backup.
All files will be saved including program files and data files. All files from the
folder that contains the POS program files and the sub folder for your register will be
backed up. For example: if your POS folder is at C:\PROGRAMS\POS and your register
name is KEYSHOP the both the folders C:\PROGRAMS\POS and
C:\PROGRAMS\POS\KEYSHOP will be backed up. This could take a while.
You should not attempt to do a backup on a drive with less than 100 megabytes
of free space and possibly larger. This means a ZIP drive, RAM drive or a CD-RW drive
that has been formatted to work as a standard data disk. There is NO WAY a backup
will fit on any floppy disk.
When the register is closed the clerk will be offered the option of skipping the
backup. At that time the drive letter cannot be changed.
To restore the files from the backup you can use the Windows feature “My
Computer” to copy the POS folder (and sub-folders) from the backup disk or you can
run the POS program from the back up disk, change the drive letter in the
POSCONFG.EXE to C: (or whatever drive you normally use) and then close out the
register. The backup feature will then backup from the backup disk to the main disk.
Remember after doing this you will have to change the drive letter in the
POSCONFG.EXE to back to the backup drive.
This is a local feature and must be set for each register.
NETWORKING THE CASH REGISTER
IMPORTANT! If you are running this program over a network, then at the
beginning of each day you must run the POS.EXE program from the GLOBAL folder
before starting the POS.EXE program from any of the LOCAL folders. Only the
GLOBAL copy of the program will update data files on a particular date. Once the
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program displays the main menu all files will have been updated and the POS.EXE
program in the GLOBAL folder can be closed.
This program can be used as a "stand-alone" register or it can be reconfigured to
run over a network. A "stand-alone" register is where there is only one register in the
store. All sales must therefore be rung on this one register because it is the only one.
This makes for a very simple system in that there is only one set of data files and only
one way to access them, which is through the one register.
But what if your store is so busy that one register will not handle the customer
traffic? You could run two copies of this software on two stand-alone registers but this
leads to problems. If you are using a stock table, what is sold on one register will not be
noticed by the other register. If you have two identical inventories (one in the stock table
of each register) then when an item is sold from one register it will be subtracted from
the inventory of that register but not from the other register. So to function properly you
will need to have the registers linked together over a network so that they can share
data files.
Of course to run the registers over a network the first thing you will need is two or
more computers linked over a network. I am sorry but deciding on what kind of network
you should have, what hardware you should use, and how to set up the network is up to
you. If you consult with someone else or some company to help you with these
decisions tell them that you are trying to network DOS software that is network
compatible. Have them read the next section of this users guide and make sure that
they tell you what PATH you must enter to the “Global” folder.
However here is some basic network information you will need to setup a
network for DOS software like this program.
There are two ways to set up a network. One way allows any computer on the
network to refer to any other computer by the other computer’s name. A PATH to a
folder on another computer would look like this \\DAVESCOMPUTER\POS
The other way has a drive (either a physical or a virtual drive) that is
designated as the "server" for the network. The server will have a special
drive letter like H: All computers on the network will use the C: drive to
store local data and the H: drive will store files that that are shared by
all the computers. A PATH from a local computer to a folder on the server drive would
look like this H:\POS To use the POS program the network has to be of the H:\POS
path type.
The server folder must not be the root folder so a PATH of H:\ would not
work but a PATH of H:\GLOBAL would be fine.
No segment of the PATH may be longer than 8 characters. For example the
PATH of H:POS\NETWORKING\GLOBAL would be invalid because NETWORKING
has more than 8 characters.
SETTING UP COMPUTERS TO RUN "CASH REGISTER" OVER A NETWORK
To setup this program to be used on a network you must have some basic
knowledge of how files are saved on a computer disk in “folders” and what a “path” is to
access those folders. If you do not have this knowledge it is best to seek some help
from someone who does.
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When used over a network various "folders" must be set up on each computer
being used as a cash register. First, each register must have what is called a "Local"
folder. This folder will keep all of the program files and data files that are used by that
register. These are called, of course, your "local" files. While you can name this folder
anything you wish and place it anywhere you want on the hard drive, to keep it simple
please name this folder POS and place it at this PATH - C:\POS
You must create this C:\POS folder on each computer on your network that is
being used as a cash register and place into that folder all of the program files from the
Cash register program. If in the future you wish to upgrade the Cash Register program
to a newer version you will have to load the new version into each C:\POS folder on
every computer that is being used as a cash register. You may now place the icon from
the POS.EXE program on your computer screen's desktop to be used to start the Cash
Register program. Remember that your "Local" folder is located at C:\POS on each
cash register computer.
Now you must create one "Global" folder. The global folder will hold all of the
data files that are shared by all registers. This folder is only created on ONE of the
networked computers. This folder should be created on the most used cash register
computer because if your network goes down only the computer with BOTH a "Local"
folder AND the "Global" folder will be able to ring up sales until the network comes back
up.
While you can name the "Global" folder anything you wish and place it anywhere
you want on the server, to keep it simple please name this folder GLOBAL and place it
at this PATH (assuming that your server hard drive is F: ) F:\GLOBAL
You must also place all of the Cash Register program files into the "Global"
folder" and of course if you wish later to upgrade the Cash Register program to a newer
version you will have to copy the new version program files to the "Global" folder also.
SETTING UP THE PROGRAM TO WORK OVER A NETWORK
The stand-alone version of the Cash Register program and the network version
of the Cash Register program are the EXACT SAME PROGRAM FILES. To convert
POS into POSnet all you will have to do is to enter a network PATH into the
POSCONFG.EXE program, give each register a register letter, A-Z, and declare one of
the folders to be "Global" while the other folders are "Local".
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If you are converting from a "Stand-alone" setup to a network setup (meaning
that you have been using the cash register program for a while on one computer that
has not been used over a network and you now want to use the program over a network
using the same computer plus others connected to the network) then first create the
local folders on the other computers and the global folder on ONE of the computers.
Now over the network copy ALL of the files from the existing local folder to ALL of the
other local folders AND the global folder.
If you are new to the Cash Register program then create a local folder on each of
the computers to be used as a register and the global folder on ONE of the register
computers. Now copy all of the program files to each of the local folders AND the global
folder. IMPORTANT NOTE: When you start this program for the first time you will be
asked to give your register a file name. You must use the SAME FILE NAME for your
register data files on the global folder and each local folder.
Now it is time to setup the Cash Register program to function over the network.
Go to the LOCAL folder on one of the computers and run the POSCONFG.EXE
program and go to the "Network" feature. First enter the PATH to the global folder.
Assuming that the server drive is F: and you created the global folder on the server
drive at \GLOBAL then the PATH you would enter would be F:\GLOBAL You now must
give this register a "register letter" from A to Z. When using the program later, under
some conditions, it will be very important to know from which register a transaction was
rung. The "register letter" will be printed after every transaction number on every
receipt, i.e. 1234A, so you must give each register a different "register letter." This
software will NOT check to make sure that each register has a different "register letter"
YOU must make sure that each one is different on each register. On the lower right of
the screen you must make sure that this folder is set up as a LOCAL folder, press [TAB]
to change it if you need to. When everything is correct press [ESC] to return to the main
POSCONFG.EXE menu.
Now repeat the above process for each of the other registers.
Now you must go to the GLOBAL folder and do the same thing. Even though the
program will be running in the global folder you must still enter the PATH. You must still
enter the "register letter" because while the POS.EXE program in the global folder will
not allow you to ring up transactions it will allow you to open and close the program
thereby printing opening and closing receipts. Since the closing receipt from the global
folder will give you the sales from the entire store it would be very helpful if you knew
which one it is. And this time you must set the folder as the GLOBAL folder. This is
important because it will prevent the program from doing things in the global folder that
it should not do and allow the program to do things that the copies of the program in the
local folders cannot do.
Remember that the PATH to the global folder MUST be the same in the global
folder and each of the local folders. If you entered F:\GLOBAL as the PATH in one
folder then you must enter F:\GLOBAL as the PATH in all of the other folders.
When the program is set to be used over a network (i.e. the network PATH is not
blank) the main menu screen of both the POS.EXE program and the POSCONFG.EXE
program will display the word “NETWORK” followed by the network letter for that
register. If “NETWORK” is not displayed then that register is not part of the network
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(even if the computer it is on is on the network) and data from that register is not being
shared with the other registers.
So why are there local data files and global data files? Global data is shared by
all of the registers, things like the stock table, tax rates, customer info, sales history,
employees, receipt headers and footers, coupons, passwords, etc. This data can be
accessed and changed by any register and the changes will then apply to all of the
registers.
Local data applies to only the register it is entered on, for example hardware
issues. It is possible that each register was cobbled together from different parts at
different times as new registers were needed. Different registers could be run on
different computers running different versions of Windows (or DOS) attached to different
receipt printers and different cash drawers. Therefore settings for things like printer
setup, printer programming, color or B&W, keyboard beep, open cash drawer settings,
etc. are all local.
To find out if something is "local" and must be set on each register or "global"
and can be set from one register and will then apply to all registers use the
POSCONFG.EXE program to access the feature you are interested in. If this symbol (L)
is near where you enter the data or setting then it is local, if the symbol is not there then
it is global.
Two of the things that are local are the journal and the record of past sales. This
is why the receipts have the register letter following the transaction number. If you need
to void a sale you must do it from the register that originally rang up the sale, it is the
only one that will have the record of that particular sale in it's .REC file so that you can
void it.
The journal being local allows you to deal with just one register when trying to
make sure that no sales have gone "missing." If you print your journal you do not have
to compare the transaction numbers from each printed journal roll to make sure that the
transaction numbers are sequential. For example, transaction number 2568 is on
journal E and then 2569 is on A and 2570 is on journal C. Each register journal is
separate and has its own sequential transaction numbers.
DIFFERENCES BETWEEN "STAND-ALONE" AND NETWORK OPERATION.
Sale parking.
Sales can be parked from any register and can then be picked up from any other
register. However if one register is parking or picking up a sale the other registers will
not be able to access sale parking until the first register is finished or has waited to get
into this feature for 3 minutes. This is because if two registers access the parking
feature at the same time it is possible to give two different sales the same parking ID or
to park the two sales in the same slot thereby losing one of the parked sales.
Stock table.
It is not a good idea to make structural changes in the stock table while sales are
being made on other registers. Do not delete current items and moving current items
around in the stock table is a REALLY BAD IDEA. When a sale begins the POS.EXE
33
program locates where every item is in the stock table. If that item moves while the sale
is being processed then the item cannot be found.
Changing prices, tax rates, or other information is OK but if the item has already
been rung into the sale on another register those changes will not be reflected in that
one sale.
Closing the registers.
The only noticeable change in closing an individual register is that you will not be
able to reset the merchandise data from the register. The closing receipt will only report
sales from that one register. All of the figures on the closing report (except "tips") are
also from only that register. You MUST close every register before you close the
"Global" register.
After all of the registers have been closed you must run the POS.EXE program
from the GLOBAL folder. Closing out this global register will print on the closing report
the sales from the whole store, all of the figures on the global closing receipt are a total
of all of the registers added together. Only when you close the global register will you be
offered the option to reset the merchandise data. The global register cannot ring sales,
returns, no sales, or voids.
Reports.
While closing on a register is local, making a report (option #8) is global. So if
you press [7] to see the closing screen it may tell you that the local sales for that
register are 345.67 but if you press [8] to make a sales report it may tell you that the
sales are 1234.56 for all of the registers.
INVENTORY AND RECEIVING
On a "back room" computer you can run only the RECEIVE.EXE and
INVENTOR.BAT programs if you wish. You will also have to run the POSCONFG.EXE
program once to configure the folder as a "local" folder and enter the PATH to the global
folder. This assumes that the back room computer is also on the network and you can
actually run several back room networked computers if you wish to.
When run over the network you will not need to, or be able to, copy files from one
drive to another as all of the data files will actually be kept in the global folder.
After you have entered your received merchandise or your inventory into the data
storage file you will still need to load that file into the stock table, however only the copy
of the POS.EXE program in the global folder will be able to load the file.
If you do not wish the registers to be able to receive merchandise or enter
inventory then remove the RECEIVE.EXE and INVENTOR.BAT from those local
folders. Note: taking inventory requires both the RECEIVE.EXE and INVENTOR.BAT
files.
OPEN CASH DRAWER
If you have a cash drawer attached to a receipt printer you may use this function
to program the register to open the cash drawer.
It may also be possible for this program to open a cash drawer attached to your
computer through the serial port. See below.
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When you use the "Open cash drawer" feature in the POSCONFG.EXE program
you will be asked if you want to open the cash drawer through the PRINTER or COM:
(serial port.)
PRINTER
A "printer" cash drawer will have a little cable, that usually looks like a short
telephone cord, that plugs into a port in the back of a receipt printer. If you have a cash
drawer that does not have this cable or the cable will not plug into the port on the back
of the printer then the register may not be able to open the cash drawer.
It is possible that you may have a cash drawer that may share the printer port
with the printer or use the computer's serial port or plug into a USB port or who knows?
It may be possible for this program to be reconfigured to open those cash drawers. My
email is [email protected] Write me, I'll write back.
A receipt printer is a specialized printer for cash registers. One of the features it
has is that it has a port to plug in a cable from a cash drawer. A regular computer printer
will not have this port. A receipt printer is also programmed so that when it receives a
"control code" from the computer it will send a signal to the cash drawer to open the
drawer. A regular computer printer will not do this even if it has the port.
Very few receipt printers will require that the printer driver be modified before
they will open the cash drawer attached to it. After modification some will open the cash
drawer whenever they print anything and you will have to do nothing here. In other
cases you will still have to enter a control code here for your printer to open the drawer.
After installing the printer driver for your receipt printer in the Window's 'Printer &
Faxes' folder right click on the icon for your printer. Now click on [Properties]. In many
cases a window with several tabs will open up. Click on the tabs one at a time to see if
they will refer to opening the cash drawer. If they, do you will have to refer to your
printer's manual and enter the proper settings / data for your printer to open the cash
drawer.
If the printer can be set to open the drawer whenever it prints then on this feature
leave the setting to [Printer] and on the following screen leave the codes all set to zeros.
To be able to have this program send the proper code to the printer to have the
printer open the cash drawer you must tell this program what the code is. To do that,
you will have to find the code either in the printer’s manual, contact the printer
manufacturer, or see if your printer is listed on my webpage here
http://keyhut.com/popopen.htm
Use the "Open Cash Drawer" function in the POSCONFG.EXE program to enter
the control code that opens the cash drawer into the register.
Just to annoy everyone printer manufacturers may give you the control code in
one of three different formats.
Decimal. In other words, regular numbers like 27, 45, 181. This would be great because
decimal is how you have to enter the code into this program. The first decimal in a
control code is almost always 27, so if the control code in your manual starts with a 27
you can be confidant that it is a decimal code, just type it in.
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Hexadecimal. These numbers are set to a base of 16 instead of 10. They are usually
printed in two character groups and will have the letters A - F added to the numbers like
1B, 23, 51, A3. Hexadecimal control codes will usually begin with the number 1B, since
1B equals 27 in decimal. You cannot enter hexadecimal numbers into this software.
Fortunately this program will convert hexadecimal numbers into decimal for you. At the
bottom of the screen where you enter the control codes you will find a place labeled
"Convert hexadecimal". Enter your "Hex" numbers there and press [TAB] to be shown
the decimal equivalents. Enter the decimal numbers into the control codes.
Letters. In computers every symbol that can be printed has a numeric equivalent. A =
65, a = 97, + = 43. Codes also have numeric equivalents, [ESC] = 27. If your manual
tells you that the control code to open a cash drawer is something like [ESC], H, e, 4, or
[ESC]He4 then you must convert these characters to decimal equivalents. Fortunately
this program will convert letter codes into decimal for you. At the bottom of the screen
where you enter the control codes you will find a place labeled "Convert letters". Enter
letters there (remember that uppercase letters have different codes than lowercase
letters) and press [TAB] to be shown the decimal equivalents. Enter the decimal
numbers into the control codes. Remember that [ESC] = 27
You may enter up to 6 decimal numbers into your control code, you do not have
to use all 6. After you have entered your control codes, and if you have your printer &
drawer hooked up to your computer, you may press [F4] to test opening the cash
drawer.
COM:
If you choose to open the cash drawer through the COM: serial port then you
must have a cash drawer that plugs into your computer through the computer's serial
port.
After choosing COM: you will be asked to choose which .BAT file you will be
using to actually pop open the cash drawer, 3 for the COM1: port and 3 for the COM2:
port. Highlight them one at a time and then press [F4] to test it. If it works press
[ENTER] to make your choice permanent. For SERIAL3 or SERIAL6 to work the
APRINT6.EXE program must be running. To actually open a serial cash drawer the files
SERIAL1.BAT to SERIAL6.BAT files must be in the folder on your computer drive that
has the POS program.
PASSWORDS & NAME
Use this function to change the master password and the register's name.
A register's name is only displayed at the main menu of the cash
register program. If you are running multiple registers on the same computer displaying
the register's name would be helpful. If you enter your company's name as the register
name then that will be displayed on the main menu.
Passwords are use to restrict access to various portions of the Cash
Register program.
SHOULD YOU HAVE PASSWORDS?
Just because you CAN have a password for a feature it does not mean
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that you SHOULD. If you password every possible feature it will mean that a supervisor
will almost always have to be near the register to do almost anything.
However two important passwords to have are the 'MASTER' password
to prevent employees from using this program to change the configuration
of your register and, if your register does not generate a journal, the "CLOSE" password
to keep employees from closing the register at mid-day, and then reopening the register
and telling you that a partial day's sales were the entire day's sales.
PASSWORD RULES
The master password overrides all other passwords and can be used in place of
any other password.
Each password has a function number associated with it. For the feature to
require a password to use it the function number must be "1" or higher.
If the function is not '0' but no feature password or master password exists then
that feature will not require a password."
If the function is not '0' but the feature password does not exist then only the
master password will allow access to the feature.
If the function is not '0' but the master password does not exist then only the
feature password will allow access to the feature.
MASTER PASSWORD
The master password overrides all other passwords and can be used in place of
any other password.
The master password is needed to access your .POS file using the
POSCONFG.EXE program. The master password is required to be able to change
pieces and dollars sold in the stock table. If your master password is blank then no
password will be required to access your .POS file and most other passwords may be
bypassed just by pressing [ENTER].
Entering a master password is a REAL GOOD IDEA!
REDUCTION / DISCOUNT PASSWORD
Password will be required to give a discount or allow a reduction / coupon in a
sale.
RETURN PASSWORD
Password will be required to ring up return / refund transaction.
FILE MAINENANCE PASSWORD
Password will be required to enter “file maintenance” which takes you to this
program, stock table, tax rates, time, etc.
STOCK TABLE PASSWORD
Password will be required to go to the stock table. However you must use the
Master password to enter the stock table if you wish to change 'pieces sold', 'amount
sold', and 'inventory' in the stock table.
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NO SALE PASSWORD
Password will be required to open cash drawer without a "sale" or "return"
transaction.
VOIDS PASSWORD
This password has two different functions. If the function number is "1" then the
password will be required to enter the "Voids" function to view previous sales and void
out a sale. If the function number is "2" then you will be allowed to enter the "Voids"
function to view previous sales without needing the password but you will have to use
the password to actually void out a sale.
When the lightbar is here you can also press [F1] to set “Need password in sale”
to “YES”. Then even if the “void” password function is set to “0” you will still need the
void password to void an incomplete sale or a line in the sale.
LOCK REGISTER PASSWORD
This password has three different functions. If the function number is "1" or
higher you will be able to lock the register from the main menu using the password. In
addition if the function number is "2" the register will automatically lock when you close
out the register, or if the function number is "3" you will be offered an option to lock the
register when it is closed out.
CLOSE REGISTER PASSWORD
This password has two different functions. If the function number is "1" then the
password will be required to enter the "Close" function to view the day's total sales and
optionally to close out the register. If the function number is "2" then you will be allowed
to enter the "Close" function to view day's total sales without needing the password but
you will have to use the password to actually close out the register.
NOTE: If your register is not keeping a printed or disk file journal then it is
important to use the "Close" password. If you do not, then associates could close the
register at mid-day and then restart it. It would then appear that the sales total for the
restarted register is for the whole day and not for only part of a day.
REPORTS PASSWORD
Password will be required to enter 'Reports' function.
EMPLOYEE PASSWORD
Password will be required to enter 'Associates' function."
CUSTOMER LIMITS
Not currently used.
In the future this program will allow customers to purchase merchandise and
instead of paying for it to put the purchase on a "tab". This password is for setting the
limits of that "tab"
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TAX PASSWORD
There are 5 possible functions for the tax password. If the function number is
zero then the tax password is not used. If the function number is not zero then the tax
password will be required to change any tax information from the POS.EXE program. If
the function number is set to 2 or 4 then the password will be required to access the tax
chart and to be able to change the tax rate on an item being rung up in a sale. If the
function number is set to 3 or 4 then the password will be required to access the tax
chart and to make a sale tax exempt.
PAYMENT OPTIONS
This register accepts six payment options, cash, checks, credit, debit, gift cards
and “user defined”. Your store may not. Use this feature to turn any of these payment
options to YES or NO. If the option is set to NO the sales person will not be offered the
choice of that payment option.
You may also turn the option of "multiple form of payment on the same sale" to
YES or NO. If NO each sale must be paid in total by one payment option, i.e. she must
pay in only cash OR check OR credit. If this option is set to YES then she may pay
using cash AND check AND credit. NOTE: Even if “multiple form of payment” is set to
“NO” if a customer pays by gift card, and the card will not cover the amount of the sale,
then you may use one additional form of payment to cover the remaining amount.
NOTE: You cannot pay part of the sale in credit and part of the sale in debit even
if you have set “multiple form of payment” to “YES.”
CASH BACK
You may also allow “cash backs” in credit and / or debit payments. “Cash back”
will be a line item in the closing screen and closing receipt. The “cash back” total on the
closing screen and receipt is the total for both credit and debit cash backs.
(See Checks)
GIFT CARDS
To sell gift cards, or use them to purchase merchandise, you must first allow gift
cards to be used in your store by going to the “Payment options” feature of the
POSCONFG.EXE program. Once there you must set “Accept gift cards.” to “YES”. Just
as important while you are in this feature you must also press [F1] to configure gift
cards. You will have 3 options.
1. Do not sell gift cards.
2. Gift card number is typed, scanned, or swiped.
3. Randomly generated gift card numbers.
If you choose option 1 you will not be able to sell or use gift cards in your store. If
you choose option 2 then to sell a gift card you must either type in the gift card number,
scan the barcode on the gift card, or use a card reader to read the magnetic stripe on
the gift card. These last two options would require that you have obtained actual gift
cards to use in your store with either, or both, magnetic stripes or barcodes on them.
Option 3 will generate a random number for each gift card however when you are asked
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to enter the value of the card you may press [ESC] to go back and type in a number.
Gift card numbers must be at least 6 characters long and up to 20 characters.
There are three options you may choose to utilize...
1. “Allow payouts to cash out the gift cards.” If this is set to “YES” and payouts
are also set to “YES” (from the main POSCONFG.EXE program menu) then from the
POS.EXE program you can choose option “2. Returns – Payouts” then from the sale
screen press [F10]. You may now choose to return to the customer the remaining value
(or partial value) of the gift card as any form of payment. Normally this feature is only
used when gift cards are used as “Prepaid Accounts” to return unused value at the end
of the season / year. NOTE: If you do not setup “Payout” stock numbers in the stock
table then you will only be able to use “Payouts” to cashout gift cards.
2. “Allow zero value gift cards” If this is set to “YES” then you may create gift
cards with a 0.00 initial value. This is used if you want to issue gift cards instead of cash
when there is a return, make some up and keep them handy. It can also be used to preregister “Pre-paid Accounts” Another use is to give store credit like in a game cartridge
swap store.
3. “Allow money to be added to an existing gift card.” This also should be allowed
if you are using gift cards for “Pre-paid accounts.” NOTE: You can always added value
to a card on a “Return”
The next set of gift card options are...
1. Print a certificate to use as a gift card.
2. Do not print a certificate to use as a gift card.
If you have obtained actual gift cards to use in your store then you would not
want to print out a certificate to use as a gift card. If you have no actual gift cards then
you must print a certificate to use as a gift card. If you choose to print a certificate to use
as a gift card you will be able to enter up to 10 lines of text to print on your gift card
certificates, or the text will be printed on the receipt issued when the gift cards are
purchased if certificates are not printed. This text may be used to explain any conditions
on the use of the gift cards. While typing the text you may also use the up or down
arrow keys to move to the labels GIFT CARD, NUMBER #, ADDED VALUE, and
CURRENT VALUE,. If you type in new labels they will be used on certificates and
receipts. In addition if you change the “GIFT CARD” label it will be used in many other
parts of the program.
If you sell more than one gift card in a single transaction then a certificate to use
as a gift card will print out for each gift card. You can sell up to 30 gift cards in a single
transaction.
OTHER USES FOR GIFT CARDS
PREPAID ACCOUNTS
Gift cards can also be used as prepaid accounts. For example, let’s say you run
a cafeteria or day camp and you want the kids to be able to purchase stuff but not have
to carry cash. You can have their parents open a prepaid account by purchasing a gift
card for each child. Since the gift card number may be up to 20 of any keyboard
40
character you can use the child’s name as the gift card number. If you use their student
ID number as the gift card ID number then their student ID card can serve as their gift
card. You can add additional money to the card at any time.
STORE CREDIT
You can use gift cards for an “exchange” type of business. For example if your
store allows customers to bring in old game cartridges for credit to use the credit to
purchase new or additional used game cartridges, you can buy back the old game
cartridges by putting the value that was credited to a gift card. Then the money can only
be used in your store. Redeeming merchandise from a customer is handled as a “2.
Return.” NOTE: To use store credit for a new returnees you must have previously
created some zero value cards to be kept by the register. Old returnees can use their
current gift cards.
SELLING GIFT CARDS
Once you have set up gift cards you can sell them by going to a “Purchase”
transaction and pressing [F10]. This will allow you to sell up to 30 gift cards in one
transaction. Gift cards are not taxed and cannot be discounted or reduced.
When you sell a gift card you are not actually selling anything. A gift card is
actually an interest free loan from your customer to you. If the card is lost or otherwise
unredeemable then the gift card is a tax-free gift to you. (Not really, you still owe the
money to the customer, he just has no way to ever collect it.) Therefore if after you sell
a gift card and then check your sales on the closing screen you will notice that you have
not sold anything in your net or gross sales. Your payment method sales will increase
because the program has to account for money in the register but your actual sales will
be unchanged. This also means that the “Z” reading for your register will also be
unchanged. On the closing screen will be the total number of gift cards sold and their
value.
INCREDABLY IMPORTANT
The current value of each gift card is not kept in the card, it is kept in your
computer. There is a master index file for all cards on your hard drive and also a file for
each card. This means that if anything happens to these files, or your computer, that the
value of all outstanding gift cards will revert to NOTHING! Your customers will be VERY
unhappy! Backups of your gift card files are essential. When you close the register at
night you must backup your gift card files. This will probably require a high volume
storage device such as a CD or RAM drive. To backup your gift card files you must
make a copy of the subfolder that has the same name as your register files. For
example, if you named your register data files MYSTORE then in the folder you keep
your POS program files there will be a sub folder named MYSTORE, this is the folder
you must back up. If you are using this software over a network then the subfolder will
be on the server drive only.
Since the card value of each card is stored in the register that sold it (or the store
network) this also means that if you have two or more stores, that a gift card can only be
used in the store that issued the card unless you have somehow networked together the
computers in multiple stores.
41
The program keeps a transaction file of each gift card. These files can be
accessed through the “Reports” feature of the POS.EXE program. You select the gift
card you want by entering the gift card ID and the report will display a list of every
transaction made with that card.
GIFT CARD NUMBER 26512254844
BALANCE
79.31
TRANS TYP
DATE
TIME
2563A + CASH 08-24-2006 12:21:02
1547C SALE
08-31-2006 16:12:15
2837A SALE
09-01-2006 08:42:03
8517B SALE
09-01-2006 12:02:34
1785C SALE
09-01-2006 15:52:41
3011A SALE
09-02-2006 08:21:17
8678C + CASH 09-02-2006 10:52:12
3112A RETURN 09-02-2006 12:04:43
AMOUNT
+50.00
-5.36
-.82
-6.87
-18.85
-8.25
+75.00
5.36
BALANCE
50.00
44.46
43.64
36.77
17.92
9.67
84.67
79.31
While this report will not tell you what was purchased with each transaction you
can use the transaction number to go to the register that rang up the transaction and
look up the details of the transaction either in the file of past transactions or the journal.
This is assuming that you enabled those features.
When purchasing, you can use gift cards as a payment option (if you have
allowed gift cards.) When paying by gift card you will be asked for the gift card number.
You will not be allowed to enter an amount. The program will charge the remainder of
the amount due to the gift card. So if you wish to charge only part of the sale to the gift
card you must enter the other forms of payment first. If the gift card does not hold
enough value to cover the sale the gift card will be cleared out and the value subtracted
from the amount due. You will then be asked for an additional form of payment even if
you have not allowed multiple forms of payments for a single sale. If you have zeroed
out a gift card by tendering it for a sale and the amount on the gift card did not cover the
total of the sale you can use up to two additional gift cards (3 total) to try to cover the
amount of the sale.
VOIDING GIFT CARDS
If for some reason you have sold gift cards in error and completed the sale, you
cannot void the transaction. The only way to void a gift card is to use “Payouts” to cash
out the individual cards one at a time.
USER DEFINED
The sixth form of payment is “User defined.” Some stores take “who knows what”
as a form of payment, such as food stamps, EFT, etc. In the “Payment options” feature
for the POSCONFG.EXE program you can use the up or down arrow keys to eventually
get to the “USER DEFINE” label and change it to anything you want. The you can ring
“who knows what” as the sixth payment option.
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PAYOUTS
This feature allows you to make cash payouts from your cash drawer to pay
vendors, cash pay checks, petty cash, or other reasons.
To do this you must have the payment options you wish to use in your stock
table. You may create any stock number or description you wish however the price must
be set to 0.00, the tax rate set to rate #0, i.e. 0.000% and the category must be set to
255. (It is also a good idea to label slot #255 in the category list "PAYOUTS".) For
example you may have the following lines in your stock table...
STOCK NUMBER
9991
9992
9993
DESCRIPTION
CASH PAY CHECK
RECEIVE C.O.D.
PETTY CASH
PRICE
0.00
0.00
0.00
TAX
0
0
0
CAT
255
255
255
Needless to say but you cannot use the payout feature if your register does not
use a stock table.
You must also use the "Payout" feature in the POSCONFG.EXE program to turn
"Payouts" on.
If this feature is active, then when you choose to ring up a Return you will be
asked to choose if it is a Return or Payout. Payouts will require a master or return
password if those passwords have been set up for Returns.
Payout receipts should be signed by the person receiving the payment and
should be kept by you as a record that the payout was received.
Payouts will subtract from your 'Cash in reg.' but not from you daily sales. Also if
you make a merchandise report using the "Report" feature the payouts will not be
added into the sales total at the bottom of the report because a payout is not a sale.
Only cash payouts may be made.
POLE DISPLAYS
If the monitor on you computer cannot be seen by your customers you may want
to connect a pole display to your register.
A pole display is a device that usually displays two lines of 20 characters and
faces your customers so that they can see what is being rung up on the cash register.
Pole displays are serial devices and plug into the serial port of your computer,
this means that you must configure your serial port to the settings that your pole display
needs to read the data from the port.
You will find the serial port settings for your pole display in the manual for your
pole display or contact your pole display’s manufacturer.
The first setting you will need is PORT, i.e. to which serial port you have attached
your pole display. Serial ports are numbered COM1:, COM2:, etc. Other settings are
SPEED or BAUD, DATA BITS, STOP BITS, and PARITY. These settings are entered
into the “Pole display” feature of the POSCONFG.EXE program.
To actually send the data to the serial port (and thus to your pole display) you
must run the program POLE.EXE if your computer runs a version of Windows or you
can use “direct access” if you computer runs DOS or Windows ’98 or earlier. If you
43
choose to use POLE.EXE it must be started before the POS.EXE program is started
and must be left running while the POS.EXE program is running.
IMPORTANT: If you change the settings for your pole display using the
POSCONFG.EXE program and POLE.EXE is currently running, you must exit and
restart POLE.EXE for the new settings to be used.
IMPORTANT: If you set up the program to use “direct access” and the settings
are incorrect or you do not have a pole display attached to the selected serial port the
POS.EXE program will run extremely slowly or will lock up completely.
The settings for the pole display are shared by all register files that are in the
same folder on the same computer.
NOTE: So far this feature has only been tested with the “Logic Controls” brand of
pole displays but it will probably work with others also. The settings for Logic Controls
pole displays are SPEED = 9600, DATA BITS = 8, STOP BITS = 1, PARITY = NONE
PERTELIAN X2040 DISPLAY
A much cheaper, easier to set up, and just flat out better alternative to a
traditional pole display is the Pertelian X2040 display which will require Windows ‘98
2000, or XP. And it should work under Windows ME and Vista. While it’s small 3 inch by
1 inch screen would seem to be a drawback the fact that it can be mounted on the back
or top of the register monitor (facing backwards) or just about anywhere, easily
compensates for its size. In addition the X2040 will display 4 lines instead of just two.
This allows the display to show not only the current item being run up but also a running
total of the tax and sale total, like this…
COLOR KEY ONE SIDED
5 X 2.49 = 12.45
TOTAL TAX
5.03
TOTAL
35.42
To setup the display all you have to do is download the install software and run it.
Then run the resulting PERTPOLE.EXE program while the POS.EXE program is also
running. More detailed descriptions, instructions, and the download link can be found at
http://keyhut.com/pertelia.htm
MONITOR POLE DISPLAY
If you do not have a pole display it may be possible to show the pole display
output on a regular computer monitor. To be able to do this you must have a computer
that can drive two separate monitors. Windows XP computers can do this and many
laptop computers also have this ability even if they run a version of Windows earlier
than XP. You can also use a second computer to show the pole display output as long
as it is networked to the computer that is running the cash register software.
To actually show the pole display output on a monitor you must run a separate
program file BIGPOLE.EXE. This program must be run from the same folder from which
you are running the POS.EXE program (unless you are using two computers connected
to a network to run POS.EXE on one computer and BIGPOLE.EXE on the second
computer.) If you are running both programs from the same computer start
BIGPOLE.EXE first. At the first screen, move the output to the second monitor, then
continue. After the program description you will be offered 3 display options.
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1. 20 character screen width, cannot be displayed in a window.
2. 40 character screen width, can be displayed in a window.
3. 40 character screen width with scrolling.
Option #1 displays in the largest font. However it cannot be displayed in a
screen window and must be displayed using a full screen display. If you attempt to
display 20 characters wide in a window the program will crash. This is why you must
move the program display to the second monitor and begin using a full screen before it
switches to 20 character mode. Even then the program may die when 20 character
mode begins.
Option #2 will use a smaller font but can be displayed in either a window or full
screen.
Both options 1 and 2 will act like a regular pole display and will only show the
current pole display data.
Option #3 will use the same font as option #2 so it can be displayed in a
window or full screen. However it will show the last 23 sets of pole display data that will
scroll up from near the bottom of the screen. The bottom line of the screen will show a
running total for the sub total, total tax, and total of the sale. The screen will clear at the
beginning of the next sale.
After choosing the option you want you will be asked to enter a PATH. If you
are using one computer, and both the POS.EXE and BIGPOLE.EXE programs are
running from the same folder then leave the PATH blank. If you are using two
computers over a network then you must enter the PATH from the computer running
BIGPOLE.EXE to the computer and folder that is running the POS.EXE program.
PRINTER SETUP
The most important feature to enhance is the printer. If your register is not setup
to use a printer then no receipts or reports can be printed from your register.
YES Print receipts on a printer.
PAGE Print on a page printer or print continuously.
0
Number of blank lines between receipts. (Cont.) 0 - 20
0
Number of top margin lines. (Page) 0 - 5
60
Number of printed lines per page. (Page) 50 - 99
0
Number of bottom margin lines. (Page) 0 - 5
YES Use form feed at end of page. (Page)
80
Print 40 or 80 characters wide.
1
Print 1 or 2 receipts per transactions.
NO
Print an extra receipt for credit or debit sales.
YES Save journal info to a text file to print later.
YES Ask before printing sales receipt.
YES Ask before printing opening receipt.
NO
Allow printing of sales checks.
NO
Forced line feed.
YES Pause before printing second receipt.
NO
Print blank line between items.
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YES
4
YES
Print additional alternate transaction numbers.
Number of digits in receipt transaction numbers.
On 40 character wide receipts remove stock numbers and tax.
Printing Parameters
Printers
Every cash register should print receipts. This, of course, will require a printer.
Most POS software will print only on specialized receipt printers. This program will print
on both receipt printers and regular computer printers.
Serial printers may work on computers running under DOS or Windows 3.1 to
Windows '98. Windows 2000, ME, and NT do not generally support DOS programs that
try to use the serial port. Serial printing has not been tested under Windows XP.
If you have Windows '95 or later you may now print through Windows using the
Windows printer drivers. This means that any printer that Windows can print to, this
program can also print to.
If your printer, like most printers, is connected to the regular parallel printer port
you should have no problems.
Dual Printers
Every POS system should also print reports. As a first option this program will
print reports on the printer that is used to print receipts. However if you attach a second
printer to your computer you can use the first printer to print receipts and the second
printer to print reports. Normally the first printer would be a 40 character wide printer
that prints on a roll of paper and the second printer would be an 80 character wide
computer page printer that prints on sheets of paper.
You would have to attach each printer to a different port on your computer like,
LPT1: / LPT2: or LPT1: / USB or two different USB ports. Theoretically you could use a
serial port but serial printers are not recommended, will not work under Windows
versions after ’98, and may not work anyway.
To use the receipt printer as the report printer you need to do nothing other than
set up the receipt printer using the parameter settings above.
To use a second printer to print reports from the main POS.EXE menu you must
go to the “8. Reports” feature. From the “Reports” menu press [F5] and another print
parameter screen will appear like this…
YES Print reports on a second printer.
PAGE Print on a page printer or print continuously.
0
Number of blank lines between receipts. (Cont.) 0 - 20
0
Number of top margin lines. (Page) 0 - 5
60
Number of printed lines per page. (Page) 50 - 99
0
Number of bottom margin lines. (Page) 0 - 5
YES Use form feed at end of page. (Page)
80
Print 40 or 80 characters wide.
NO
Forced line feed.
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There are fewer options because when you print reports you will not print second
copies, save to the journal, print sales checks, etc.
If “Print reports on a second printer.” Is set to “NO” then reports will be printed on
printer #1, the receipt printer. If “Print receipts on a printer.” from the main print menu is
also set to “NO” then neither receipts or reports will be printed.
If “Print reports on a second printer.” Is set to “YES” and “Print receipts on a
printer.” from the main print menu is set to “NO” then receipts will not be printed but
reports will be printed on printer #2.
For 2nd printer printing, from this screen, you will also have to select the printer
port, set the cutter bar (if your printer has one) and program the printer error trap.
NOTE: If you set up a second printer it will be used to print all reports not just
reports from the “Reports” feature. This includes time clock reports, printing out the
stock table, etc. With a second printer set only receipts will print on printer #1.
Printer drivers
To run any printer, Windows requires that you load printer drivers for that printer.
This includes printers that do not really require printer drivers like most receipt printers.
Therefore what you must do for most receipt printers is to load the printer driver that
comes with that printer or to load the "Generic" printer driver. Whatever printer driver
you do load you must make it the Windows default driver.
To load the “Generic” printer driver for a receipt printer, from the Windows screen
click on [Start] then [Settings] then [Printers]. Now click on [Add a printer] and continue
until you get to a window that lists different printer manufacturers, on of the
"manufacturers" will be "Generic", choose that one and click on [Next]. Now all you have
to do is to follow the instructions on the screen. Just make sure that you make the
"Generic" printer your default printer.
Generic printer driver problems
There are problems with using the generic printer driver. The generic printer
driver is used when you must use the APRINT program to print and you do not have the
printer driver for your specific printer. This will usually only occur if you are using the
DOSBox software to run this program on 64 bit computers. Normally the best option for
a printer attached to the parallel printer port is to send the print stream directly to the
LPT1: port or to use the printer driver for your printer.
If you must use the generic printer driver it will only print 66 lines on the printer if
in the “Printer setup” feature of the POSCONFG.EXE program you set “Print on a page
printer or print continuously.” to “CONT.” This means that if you print a receipt or report
longer than 66 lines that only 66 lines will be printed. This also applies if you print 2 or
more receipts, a maximum of 66 lines will be printed.
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A partial but ugly solution is to use the following settings…
PAGE Print on a page printer or print continuously.
0
Number of blank lines between receipts. (Cont.) 0 - 20
0
Number of top margin lines. (Page) 0 - 5
60
Number of printed lines per page. (Page) 50 - 99
0
Number of bottom margin lines. (Page) 0 - 5
YES Use form feed at end of page. (Page)
This will print all the lines you need but on a receipt printer will print receipts as
“pages” meaning that long receipts will print be broken up into two sections. Also all
receipts will be followed by blank lines to fill out the “page” to 60 lines.
Printer port – APRINT6.EXE - USB Printing
There are many possible ports on the back of your computer to which your
printer may be attached. You may have up to two parallel printer ports, LPT1 or LPT2.
You may have up to two serial ports, COM1 or COM2. You may have many USB ports.
This program has no support for USB ports however the following for a solution.
You may also print to the port FILE. This will allow you to send your print job to
your printer through your Windows printer drivers, in effect this program will print to any
printer that Windows can.
To select a printer port use the "printer setup" feature in the POSCONFG.EXE
program. The default printer port is LPT1 so you do not have to do anything if your
printer is connected to the LPT1 port as most printers are.
From "printer setup" press [F5] to select the port. If you choose LPT1 or LPT2
you are done and need to do nothing else except to try to print a sample receipt.
NOTE! Support for COM1 or COM2 is still under development and not complete.
There is no error trapping currently for serial printers. If your serial printer is not working
properly this program will not stop until the printer is fixed but will continue to send data
to the printer even though nothing is actually being printed. Windows versions after
Windows ’98 will not allow DOS software to access the COM ports.
If you choose COM1 or COM2 you will have to select various settings to
configure the port to match the settings on your printer. To find the correct settings for
your printer you will have to either look them up in your printer's manual or contact the
printer's manufacturer. One special setting is MODE. If you get the printer to operate but
the text does not line up properly set MODE = ASC.
If you choose the port FILE: then something completely different will happen. The
printer data will be sent to the disk file instead of your printer. To get the data to your
printer another program must be running while this cash register program is also
running.
The program APRINT6.EXE is one of the files that you downloaded with this
program. It will look for printer data in the FILE: and when it finds it the data will be sent
to your printer using your Windows printer drivers. For this to happen APRINT6.EXE
must be running while any other Cash Register program file is running, and it must be
running in the same folder.
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The first time you start APRINT6.EXE there will be two buttons at the top of the
window labeled “Set receipt printer” and “Set report printer.” To the right of each button
it will say “No printer selected”, you will have to select a printer. When you click a button
a list of printers will be shown, pick the printer you want. Next you will be shown a list of
fixed-width fonts. Pick the font you want and the size you want to print. If you are using
an actual receipt printer the font and font size you pick may have no effect, the printer
will use its own font and size.
However if you are printing to a normal computer printer you will get what you
pick. The size is important, if you pick too large a size your receipts may not fit on a
page. If you have picked the wrong printer, font, or size just press the button to pick
again. Now to the right of the button it will list the printer, font, and size you picked. You
may also pick “bold” or “italic” but they will not be listed.
Normally receipts and reports are printed to the same printer so you will not need
to click the “Set report printer” button. However if you have a second printer attached to
this computer and you go to the “Reports” feature of this program you can set up this
program to print to two different printers. You will then have to press the “Set report
printer” button.
NOTE: Any printer that prints directly to a parallel printer port or a serial port does
not have to be setup in the APRINT6 program.
For APRINT6 to work you must start it before you start any of the other Cash
Register programs. it must still be running while the other Cash Register programs are
running. You must choose the correct printer and that printer must be ready to print. The
Cash Register program must be set to send printer data the FILE port, and you cannot
close APRINT6 until after you have closed the Cash Register program. To close the
APRINT6.EXE program, return to the APRINT6.EXE and press [X]. This version of
APRINT will print to network printers.
APRINT6.EXE was conceived and created by Jonathan Simpson. I would like to
express my sincere gratitude for his Contribution to Cash Register.
Receipt printers.
In general a receipt printer will print on a long roll of paper. This is called printing
continuously because the paper stock is one long continuous piece of paper. This
makes it very easy for the POS software because it does not have to worry about
printing receipts that are too long or too short. When the printer stops printing you just
tear off the receipt no matter how long or short it is.
The things that you have to think about with a receipt printer are how many blank
lines need to be printed at the end of each receipt to get the last printed line out of the
printer before the receipt is torn off, the fact that receipt printers print only 40 characters
per line, and how many plies are on the paper roll, i.e., how many copies of the receipt
are printed on one pass.
To set up a receipt printer run the POSCONFG.EXE program and select "Printer
Setup." Set "Print receipts on printer" to "YES". Set "Print on a page printer or print
continuously" to "CONT." Enter a number into "Number of blank lines between receipts."
Set "Print 40 or 80 characters wide." to "40."
If your printer uses a cutter to cut the receipt off the roll you must set this
program to activate the cutter. Press [F1] to enter the code to make the printer cut the
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receipt. Entering this code is similar to entering the code to open a cash drawer
attached to the printer, see the instructions for opening the cash drawer to learn how to
enter the code to activate the cutter.
If you now press [F4], and your printer is set up and attached to your computer,
the program will print out a sample receipt.
NOTE: if you are using a computer printer that has a tear bar on it to tear off the
page when it stops printing then you may consider setting it up as a receipt printer
following the above instructions. The only change you may want to make is to set the
width to "80."
Computer printers.
Computer printers usually print pages, normally 11 inches long. This is much
tougher that setting up a continuous printer. No matter how short a receipt may be you
will want it to finish off the page it is printing on and get ready for the next page. If a
receipt is very long then you will want to print it on two pages, and then finish off the last
page. This is called pagination, every receipt will start off at the top of a new page.
To use page printing set "Print receipts on printer" to "YES". Set "Print on a page
printer or print continuously" to "PAGE"
Form feed.
The easiest way to set up pagination is to use the "Number of printed lines per
page" and "Use form feed at the end of the page." Most computer printers will print 60
lines per page. Laser and inkjet printers will print 60 lines and automatically provide a
1/2" top and bottom margin on each page. Line or dot matrix printers will print 60 lines
but ask the computer to print top and bottom margins. In either case set "Number of
printed lines per page" to "60" and "Use form feed at the end of the page." to "YES".
Now press [F4] and print out a sample receipt, press [F4] again to print out a second
receipt.
Both receipts should start at the same distance from the top of the page. If the
second receipt starts at the middle of the first page then your printer may not use the
"form feed" command, see "Line counting" below. If the second receipt starts lower on
the page than the first page then try setting "Number of printed lines per page" to less
than 60. If a blank page is printed between the two receipts then also try setting
"Number of printed lines per page" to less than 60. (If your printer prints EXACTLY 60
lines per page then it will paginate after the 60th line is printed, when it then receives
the form feed command it will then send out another blank page.) If needed, you may
also try experimenting with the top and bottom margin settings.
Line counting.
If "form feed" does not work on your printer, or you get weird results, then you
must use line counting. This is simply having the computer count the lines it prints to
calculate when a page ends.
To do this set "Use form feed at the end of the page." to "NO". Now adjust the top
and bottom margin settings and the "Number of printed lines per page" until you get two
sample receipts to begin printing the same distance from the top of the page.
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Receipt copies.
Now that you have your receipts printing correctly you will want to think of how
many of each receipt you want to print.
A journal receipt is the copy of the receipt that is kept in your store. It is your
record of every transaction that is rung on your register. You may be legally required to
keep a journal of your transactions. If you are using two or three ply paper in your
printer then the top copy will be your customer's receipt and the bottom will be the
journal. If you are using single ply paper you may print two copies of each receipt, one
for the customer, one for the journal. To set the number of copies, set "Print one or two
receipts per transaction" to "1" or "2".
Another option is to save the journal as a computer file. See the section "Journal"
in this manual.
You may also want an extra copy of any credit receipts, one for the customer, one for
the journal, one to attach to the credit slip. To do this set "Print an extra receipt for credit
sales" to "YES". This extra receipt will only print for a credit transaction.
Ask before printing sales receipt.
This setting allows you to not print a receipt for a sale, return, void, or no-sale. At
the end of the transaction you will be allowed to choose between "1. Print receipt" or "2.
Do not print receipt". This assumes that you have set up the POS program to print
receipts.
If you choose to not print a receipt then no receipt will be printed. However
everything else will still happen. The cash drawer will open, the sale will be written to
the journal file, a transaction number will be used up. Be warned! If your printer prints on
multiple ply paper and you are using the second sheet as your journal, you will not have
a printout of the transaction on your journal. This may not be legal! You will however be
able to tell that a transaction is missing because the transaction numbers will not be
sequential.
Ask before printing opening receipt.
This setting allows you to not print an opening receipt when you start the cash
register. This assumes that you have set up the POS program to print receipts.
If you choose not to print the opening receipt the cash drawer will still pop open
but there will be no transaction and therefore no entry will be made into either the sales
record file or the journal file.
This is an absolutely terrible idea. The purpose of the opening receipt is to make
certain that the register sales totals were reset when the register was closed, and if not,
to tell you how much is being added to today's sales that should not be there. If you do
not print an opening receipt when you start the cash register then the next thing you
should do is to go to the "close" screen to make sure that all of the totals are actually
zero.
Sales Check
If you allow the printing of sales checks then at the end of each sale you will be
offered the option of parking the sale and printing a sales check or finishing the sale and
printing the receipt. It is assumed that you wish to give the sales check to the customer
51
who will pay later when you then will recall the parked sale. Of course to be able to park
a sale you must enable sale parking.
A sales check will look just like a receipt except that only the first line of the
header will be printed followed by "SALES CHECK", of course there will be no payment
information (change, cashpay, etc.) because the customer has not yet tendered
payment. The "PARKED" code will also be at the top of the sales check.
If you use the "employee setup" feature to allow the tracking of tips then the
sales check will have a line for the customer to enter the amount of the tip. (See "Sale
parking" and "Employee setup / Tips")
Forced line feed
This is mainly for serial printer users. If your serial printer will not feed the paper
while printing setting this feature to "YES" may fix it. If your printer is already feeding
paper then setting this to "YES" will double space your receipts.
Pause before printing second receipt
This will halt printing between multiple copies of the same receipt until you press
any key.
Print blank line between items
This will print a blank line between the merchandise items on receipts. This only
functions on 40 wide printing where each item sold uses two lines. so you will print two
lines for the first item, then a blank line, then two lines for the next item, then a blank
line, etc.
Print additional alternate transaction numbers.
Some countries require a two part transaction number. The actual transaction
number is reset to zero when the register is closed and starts the next day at "1". The
second part of the transaction number counts the number of times the register has been
closed. So today the transaction numbers may be 2687-1, 2687-2, 2687-3, 2687-4...
and tomorrow the transaction numbers will be 2688-1, 2688-2, 2688-3, 2688-4...
This program will now do this. Use "Printer setup" setup feature of the
POSCONFG.EXE program to turn on the printing of these new transaction numbers on
your receipts. These new transaction numbers are in addition to the old transaction
numbers and if you choose to print them both the old and the new transaction numbers
will be printed. The new numbers will be printed on the left side of the dashed line that is
printed after the header. The new numbers will also be printed in the journal file.
Both numbers will reset to 0 after they reach 30,000 so if you have more than
30,000 sales on ONE register in a single day or use this register for more than 82 years,
assuming that you close out the register only once a day, this could be a problem.
Number of digits in receipt transaction numbers.
Some countries now require 6 digit transaction numbers, i.e., 000000 to 999999.
If you set this feature to allow 6 digit transaction numbers then they will be printed only
on the receipts and in the journal. All other parts of this program will use the last 4 digits
of the transaction number.
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For example, if you wish use the “Void” function to lookup transaction number
256987 you would have to lookup transaction 6987. Since the sales record file only
stores a maximum of the last 10,000 transactions there is no possibility of there being
two number 6987 transactions in the file.
On 40 character wide receipts remove stock numbers and tax.
This feature is used mostly by restaurants. Usually the item lines on a receipt are
printed like this…
26558255321 FOREIGN RUBBER HEAD KEY
TX1
2
at
4.59 ea.
9.18
But if you set this parameter to “YES” it will print like this…
FOREIGN RUBBER HEAD KEY
2
at
4.59 ea.
9.18
Additionally if the quantity is 1 to 9 and the price is zero (or the quantity is 1 with any
price) the second line will not print at all. This is real handy for “modifiers.”
DELUXE BACON CHEESEBURGER
2
at
4.59 ea.
NO ONIONS
1
ADD TOMATOES
1
LARGE COKE
1
9.18
1.50
Prints weird.
If you are running this program from DOS you will have almost no printer
problems if your printer is set up to print in a data processing mode. For most DOS
printers that is the only mode they have so "No problem."
About the only problem you will have when printing from DOS is if the columns
do not line up. Using a font that is not fixed width causes this. A "W" is wider than an "I".
Changing your printer to a data processing mode or the default font to "Courier" or other
fixed width font will solve this.
Windows
There are a lot of printers out there. Windows has many different printer drivers
and controls. Here are some problems that may occur.
Prints nothing! Well first of all have you set up the cash register to print receipts?
If not, it will not print anything else either. Some printers / Windows combinations need
to be specifically told that you will be printing from DOS. See your printer manual. If you
are running this program from windows '95 or later then even though you are running a
DOS program, Windows takes over controlling the printing and many DOS printer
features are over-ridden even if you are running this program from the DOS prompt. But
since it is a DOS program then Windows wants to send printing to DOS controls even
though it has over-ridden them. Isn't this FUN?
53
Columns don't line up. Using a font that is not fixed width causes this. A "W" is
wider than an "I". Changing your printer to a data processing mode or the default font to
"Courier" or other fixed width font may solve this. Another solution is to set up the
"Generic Printer" as your Windows default printer. Are you sure that you want to mess
with your Windows settings? Think again?
PROGRAM PRINTER
When your computer wants to send out some data to be printed is asks the
printer if it is ready. If it is ready it sends back a number, usually 223. If it is not ready,
out of paper, not on line, turned off, something else, it will send back another number or
no number. Some computer / printer combinations will use a different number for
"Ready". If yours does then you will see the "Printer Error" screen even though there is
no error. This gets real annoying, real quick.
You may use the "Program Printer" function in POSCONFG.EXE to reprogram
the "Ready" code that the cash register will accept.
RECEIPT COUPONS
You may print up to three 10 line coupons on your receipts. These coupons can
be for anything you want to offer that you can explain in 10 lines.
Here are some suggestion of things that should be in your coupons...
Your business name and address. You don't want them to take the coupon
elsewhere, do you?
An expiration date. If you are offering a $5.00 thing for $4.50 you don't want them
coming back 5 years from now when it is selling for $12.00 and give it to them for $4.50.
Also many people procrastinate until just before the coupon expires, if it never expires
they will never bring it in.
Value = 1/20 Cents. Trust me, this is a legal thing, just put it somewhere on your
coupon.
Other legal stuff. "Void where prohibited, licensed, or taxed." "Some restrictions may
apply." "Cannot be combined with any other offer, discount, or promotion." "Must be
over 18 / 21." Coupon must be presented / surrendered at time of purchase."
The width of your coupon depends on the width of your receipts. Use "printer
setup" to set your width first because if you change it later you will have to retype your
coupons.
There are two variables to set for each coupon. First is "how often", with a range
of 0 to 9,999. This tells the register how frequently each coupon will be printed. A setting
of 0 would mean never. 1 would mean 1 out of 1 or every receipt would have a coupon.
A setting of 2 would mean 1 out of 2, 50 would mean 1 out of 50 and so on.
The "Evenly" or "Random" setting determines which receipts will have the
coupons. If the coupon frequency is divided "Evenly" among the receipts then the
spacing between receipts that have the coupon will be the same. For example, if the
frequency of a coupon is set to 18 and they are to be printed "Evenly" then every receipt
that has a transaction number that is evenly divided by 18 will have the coupon printed
on it. If the transaction that is divisible by 18 is not a sale, (opening, closing, no sale),
then that receipt will be skipped. "Random" means that every receipt would have the
54
same chance of having the coupon printed on it. If the frequency of a coupon is set to
18 and they are to be printed at "Random" then every receipt would have a 1 in 18
chance of having the coupon printed on it. Theoretically 3 receipts in a row could have
the coupon printed on it or you could go 100 receipts with no coupon. But in the long run
the ratio would be 1 receipt out of 18 will have the coupon.
RECEIPT HEADER & FOOTER
You will probably want your receipts to have a header (the same text on each
receipt above the sale) and a footer (the same text on each receipt below the sale.)
For a header you will want to have your store's name, address, and phone
number. Also some text stating that keeping the receipt would be a good idea. "Retain
this receipt to compare with your monthly statement or for return or exchange." or "No
cash refunds without this receipt!"
A footer usually has a motto or slogan. "Keys made right." or "Satisfaction
guaranteed"
The width of your header and footer depends on the width of your receipts. Use
"printer setup" to set your width first because if you change it later you will have to
retype your header and footer.
RECEIPT LANGUAGE
While this program itself will be persistently in English it is possible to change the
labels on the receipts (ASSOCIATE, DESCRIPTION, PRICE, TOTAL, AMOUNT
TENDERED, etc.) to anything or any language you want assuming that it will fit in the
allowable space, use either the Latin or Greek character set, and your printer will
properly print those characters.
To do this, use the "Receipt Language" function. This will show you the current
labels (or allow your to reset them to the default labels) and then type in the new labels
that you want.
Since it is possible that another language will use different characters, such as
those with accents, additional alternate characters can be displayed by pressing [F3].
These are 80 selected characters from the upper half of the ASCII character list of 128.
The remaining 48 are either graphics characters or just plain weird, but you may also
enter them even though they are not displayed if you know the code. To the left of each
displayed alternate character will be a three digit code.
To actually enter an alternate character into a label hold down the [ALT] key, type
in the 3 digit code using the numeric key pad to the right of your keyboard (NOT the row
of number keys above the "QWERTY" keys), and then release the [ALT] key. You must
hold down the [ALT] key while you are typing in the 3 digit code.
Four special labels in the receipt are the ones used for "reductions". They
included a "field" for printing numbers in the label. The field consists of pound signs
(####). It is very important that you DO NOT change the print field in any way. You may
move the field to the left by having less preceding text or to the right by having more
preceding text, but you may not change the number of pound signs or the decimal point
if it contains one. In addition you may not have the following Characters in these
labels... exclamation (!), back slash (\), dollar sign ($), additional pound signs not part of
the print field (#).
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NOTE: at the current time printing a sample receipt from the POSCONFG.EXE
program will print only the default labels. Your labels will only be printed when printing
an actual receipt from POS.EXE
RECEIVING
(To use "receiving" you must be keeping track of your inventory in the stock table.)
This function will actually run another program that will allow you to enter
merchandise received into your store into a file. From the POS program you may then
use "File maintenance" to load this file. When a receiving file is loaded your current
inventory will NOT be erased from your stock table, the receiving file will be ADDED to
your inventory.
To use this program a copy of your stock table must be in the same directory as
this program even though the stock table will not be changed until the POS program
loads the resulting file. The receiving program uses the stock table only to verify that the
receiving program is using the correct stock numbers and descriptions.
The receiving program does not have to be run on the same computer as the
cash register program is on. The receiving program will copy the receiving file to a
floppy disk and the POS program will read the receiving file from the floppy.
You do not have to enter the items into the receiving program in any order nor do
you have to group all of the same items together. For example if you enter 12 of item
number 555 and then enter five other items, and then add 7 more 555's, and then six
other items, and then 4 more 555's, the program will know that you entered 23 555's.
Instructions on the receiving program are near the end of this manual.
ROUNDING
There are eight choices for rounding currency amounts."
".01" Will round all money amounts to the nearest .01
".05" Will round all money amounts to the nearest .01 but will allow the sales person at
the end of the sale to press [F8] to round out the total of the purchase to the nearest
.05. With this feature set to ".05", when you press [+] to total a sale and are then able to
choose the payment method (cash, check, charge) you may press [F8] to round out the
sale to the nearest .05. Pressing [F8] again will restore the sale to the original amount.
It does this by adding or subtracting a few cents from the first item in the sale. If
the new price puts the sale in a different tax amount the tax will not change but will
remain the tax on the total original amount.
".10" Will do the same thing as “.05” except that it will round to the nearest .10 when
you press [F8] at the end of the sale.
" 1 " Will round all money amounts to the nearest 1 (NO DECIMALS) and will allow
money amounts 100 times the usual limits. For example the maximum price for an item
will be 999999 instead of 9999.99
" 10" Will round all money amounts to the nearest 1 (NO DECIMALS) and will allow
money amounts 100 times the usual limits. However only on the sales screen and on
the receipts an extra “0” will follow every currency amount. In effect, on the sales screen
and the receipts all values will be displayed 10 times their actual amounts.
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" 100" Will round all money amounts to the nearest 1 (NO DECIMALS) and will allow
money amounts 100 times the usual limits. However only on the sales screen and on
the receipts an extra “00” will follow every currency amount. In effect, on the sales
screen and the receipts all values will be displayed 100 times their actual amounts.
" 1000" Will round all money amounts to the nearest 1 (NO DECIMALS) and will allow
money amounts 1000 times the usual limits. However only on the sales screen and on
the receipts an extra “000” will follow every currency amount. In effect, on the sales
screen and the receipts all values will be displayed 1000 times their actual amounts.
" 10000" Will round all money amounts to the nearest 1 (NO DECIMALS) and will allow
money amounts 10000 times the usual limits. However only on the sales screen and on
the receipts an extra “0000” will follow every currency amount. In effect, on the sales
screen and the receipts all values will be displayed 10000 times their actual amounts.
On the settings 1 to 10000 what is going on? The program will allow a price on
items from .01 to 9999.99. For countries that have a currency that is small, or tiny, the
upper limit of 9999.99 may be inadequate. If you need a larger total price then by setting
the rounding factor to 1 you can then set a price for your items from 0 to 999999. The
increase of 100 times will apply to all currency amounts in all parts of the program. This
does however drop decimal places from the currency amounts.
But even that may not be enough. If a loaf of bread in your country costs
52630000 then even using the rounding factor of 1 will not be adequate. Unfortunately
there is no room on most screens or on reports to print an endless number of zeros. A
rounding factor of 1 will be the limit. This means that if you are using a rounding factor
of 1000 that on most screens the currency amounts will be 1/1000 of the actual value.
For example you would enter your “bread” price as 5263 and in most parts of the
program 5263 is what will be displayed and you will have to remember that it really
represents 52630000. This also applies to all other currency amounts. If the program
tells you that your daily sales were 2563998 that means you actually sold 25639980000
and that is what you report to your local tax buddies.
While you and your government will get the concept of extra, implied, zeros, most
of your customers and many of your employees will not. For this reason there are the
rounding factors from 10 to 10000. If you use one of them, then only on the sales
screen and the receipts will the price of bread actually be displayed as 52630000.
NOTE: I have added as much space as possible to the sales screen and receipts
to print the additional zeros when using the rounding factors of 10 to 10000. However
there is only so much space available. When using the rounding factors of 1000 or
10000 it is possible that you may have currency amounts that just cannot be printed. In
that case one or two of the trailing zeros may be omitted. If this becomes an issue then I
am sorry but there is just no more room to print more zeros.
SALE PARKING
Ever come to the end of a sale and when you tell your customer the total she
decides that then is a good time to start looking for her check book, or the customer has
left his wallet in the car and will be, "Right back", or the credit card machine has
determined that your customer is from Mars and needs to check a database on Vulcan
before it will validate his card? Well, bunky, until those other people get it together,
YOUR STORE IS CLOSED! Unless you have another register in your store you could
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not ring up another sale until the first one was completed. (Or your voided it out and had
to start over.) You have six other customers in line but can't ring up any of them.
Bummer.
Well with this program you can park up to 255 pending sales and ring up those
six other customer's. Use the "Sale parking" feature in POSCONFG.EXE to allow 0 to
255 sales to be parked. It's almost like having a second register.
Sale Parking can also be used to run a "tab" in a bar or restaurant. As
consumables are delivered to the customer you recall their parked sale and add to their
transaction. When the customer wishes to pay his check, you recall his parked sale,
give him his total, and finish ringing his sale.
To actually park a sale, or retrieve a previously parked sale, press [F6] from any
current sale transaction. (Returns may not be parked.)
There are 3 options...
You may park the current sale in progress and begin a new sale.
You may park the current sale in progress and retrieve a previously parked sale.
You may void (erase) the current sale in progress and retrieve a previously
parked sale.
To park a sale you must give it a 4 character code. In a restaurant you would
probably enter the sales person's number and the table number. 0425 would be for
sales person #4 on table #25. If you are more interested in the table than the sales
person then enter the table number first, i.e. 2504. Your code may contain letters or
punctuation.
When you wish to retrieve a parked sale the parking codes will be sorted and
displayed. This is why you always enter the sales person's or table number as two
digits, "04" not just "4". The program uses an alphabetical sort, not a numeric sort. In a
alphabetical sort 23, 15, 2, 18, 1 would be sorted as 1, 15, 18, 2, 23. But 23, 15, 02, 18,
01 would be sorted as 01, 02, 15, 18, 23. To retrieve the sale, enter one of the codes
listed and press [ENTER].
Parked sales are written to your drive. Parked sales will not be lost if there is a
power loss, or if you turn the register off, or even if you close out the register. To clear a
sale out of the parking lot you must retrieve it and then either finish the sale or void it
out.
SALE RECORDING-VOIDS
You may have the register record 0, 10, 100, 1000, or 10,000 of your last sales.
After recording the maximum number of sales new sales will overwrite the beginning of
the file. For example if you are recording 100 sales the 101st sale will overwrite sale #1.
Actually, all transactions are recorded including opening, closing, no sales, and
voids. From the "Void" function of the register you may call up and view any transaction,
even the non-sale transactions. You may page through the transactions by pressing
only one key. It is sort of like being able to view your journal on the screen.
Your sales record file will have the extension of .REC If you named your register
file MARTHA then the sales record file for your register will be MARTHA.REC Please
be aware that a sales record file can be very large, one with 10,000 transactions will be
over 42,000,000 bytes if you have 60 lines maximum per sale. Or if you used the
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RECONVRT.EXE program to change the maximum number of lines in a sale to 200
lines then 10,000 transactions will require over 120,000,000 bytes.
WARNING! If you want to reset the program to change the maximum number of
lines in a sale and reset the number of transactions recorded, you MUST use the
RECONVRT.EXE program to reset the maximum number of lines first!
You can use the RECONVRT.EXE program to switch back and forth between a
maximum of 60 and 200 lines. However if you switch from 200 to 60 obviously any sale
with data in lines 61 to 200 will lose the data in those lines. Not a problem if no sale
went over 60 lines. When going from 200 to 60 while some line data may be lost the
totals for the sale, taxes, etc. will still be correct.
View transactions / Print past transactions.
The VOID feature can be used to view all past transactions that are still in your
sales record file including opening, closing, and no sales transactions. Opening, closing,
and no sales transactions can always be reprinted from the VOID feature but you must
use the “Sales recording – VOIDS” feature in the POSCONFG.EXE program to turn on
the ability to reprint other types of transactions.
VOIDS
Only sales in your sales record file (not refunds or anything else) may be voided
and then only if they are from the same day. You may also require a password before a
sale may be voided.
A voided sale will be totally erased from the register. The sales will be removed
from the sales totals, the pieces will be returned to the inventory, even the transaction
count will be reduced by 1. The transaction type in the sales record will be changed
from "SALE" to "VOIDED SALE". However the amount of all of the voids and the
number of voids will be recorded in the daily sales report as a separate number, i.e. not
added into the daily sales.
SALES HISTORY – “Z” READING
To use "Sales History" your cash register must have a stock table and you must
be keeping track of your inventory in the stock table.
Use the POSCONFG.EXE program to turn "Sales History" to ON. A history file is
over 600,000 bytes. Consider this fact before deciding to turn "History" on.
Sales History is updated at the end of each sale so it is always current unless
turned off using the POSCONFG.EXE program.
From the 'Reports' feature in the POS program 'Sales History' will tell you how
many pieces of, and the dollar amount, you have sold for any item for up to one year.
You may specify 1 to 12 months of history. You may show one item or all items sorted
by stock number, category, or vendor. The history rolls over after 12 months, i.e. the
13th month will overwrite the first month.
Displaying the History file from the POSCONFG.EXE program will only show the
raw data in the file. Use the POS program to display a more usable format.
When using the "Reports" feature in the POS program, month #1 is the current
month. If it is the 3rd of the month a “one month” history will show only the sold amounts
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for the 3 days of the month so far. A “two month” history will show you the sales for all of
last month and for the 3 days of this month so far.
“Z” readings
A "Z" reading is a tally of your sales from the first sale ever rung up on the
register when it was just taken out of the box. It cannot be reset. They are usually used
in malls to keep track of the sales of their cart and kiosk vendors.
The point of this is that the mall can take a "Z" reading from each of the cart
registers once a week, or once a month. Then they subtract the previous "Z" reading
and they will then know what the cart sold in the time period without having to worry
about how many times the daily sales were reset.
The “Z” reading works like an odometer. When it reaches its maximum it will "turn
over" to zero. For the POS program the maximum is 999999999999.99 and if you add
10¢ to that you will get 000000000000.09. Got the concept? It is not likely that you are
going to reach 999999999999.99 in sales too often and this point will probably not come
up in your lifetime.
The "Z" reading is displayed in the upper left corner of the "Close" screen of the
POS.EXE program only if the display of the "Z" reading has been turned on. You turn it
on using the "Sales history – “Z” reading" feature of the POSCONFG.EXE program. The
POS program will update of the value of the "Z" reading even if the "Z" reading is not
displayed.
When the “Z” reading is displayed on the screen and if your register prints
receipts, you can print out the “Z” reading by pressing [F1]. Printing out the “Z” reading
will also give you additional “Z” readings for total returns and total voids. While sales
add to the regular “Z” reading, returns and voids will of course subtract from the “Z”
reading. The mall management can use the return and void “Z” readings to see if the
volume of returns or voids are way out of line.
So what if a user has two (or more) register files on his computer. They could be
identical except for the file name. On the first half of the month the user could use one
of the files and on the second half of the month the user could use the other file. Since
they look and work the same the mall would have no idea that different files were being
used at different times of the month. When the mall takes the "Z" reading only the sales
from the register file currently being used would be included. The sales from the other
register file would not be in the “Z” reading that was just taken by the mall. The mall is
being cheated.
To prevent this from occurring all register files on the same computer use the
same "Z" reading. This means that all register files, in any folder, on any drive, on the
same computer will share the same "Z" reading. If you have register files for
"JEWELER" and "KEYSHOP" on the same computer then a sale rung using the
JEWELER register file will increase the "Z" reading for both the JEWELER and the
KEYSHOP registers. So it would make no difference how many register files the user
used to ring up sales for the month, the "Z" reading would be increased on every sale.
The downside of this is that if you do use the "Z" reading then once a computer
becomes an actual register in a real store you cannot use the other register files to
"play" with or for other vendors, or for other purposes. However if you do not use the "Z"
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reading (meaning that you do not keep track of it, the register always keeps track of it)
then this will not apply.
Remember that if you turn the display of the "Z" reading off, the register file will
still update the "Z" reading on every transaction, only the display of the "Z" reading has
been turned off.
Deleting and reinstalling the POS software on a computer will not affect the
current “Z” reading. Wiping the hard drive and then reinstalling the operating system
and POS software will reset the “Z” reading to zero. Replacing the computer with a new
one will reset the “Z” reading to zero even if the current POS files are copied to the new
computer. Resetting the “Z” reading to zero will cause the mall to ask you some
interesting questions, you would probably want their representative to be there when
you do it.
SCALES
This program will support scales that produce a barcode label that contains the
stock number and the price in the barcode. The POS program will then read the
barcode and separate the barcode number back into the stock number and price. This
program will not support scales that weigh the item at the checkout counter and then
transmit the information directly into the POS system.
Many scales will produce a barcode label to attach to a package that contains the
stock number for the item and the price for the package (price per unit weight times the
weight, i.e. 1.30 per pound at 4.5 pounds = 5.85. The price for the package printed on
the label will be 5.85.) If the stock number for the item was 75698 then the barcode
printed on the label may have this number encoded 275698405853. As you can see the
digits 2 - 6 are the stock number and digits 7 - 11 is the price.
Scale barcodes must contain 3 things, a 'flag' to tell the POS program that this is
a scale barcode (which is the same on every scale barcode,) the actual stock number
for the item, and the total price for the package.
Use the "Scale" feature in the POSCONFG.EXE program and enter a sample
barcode number printed by your scale. If the stock number is less than 14 digits long
then enter leading zeros to make it 14 digits long. If you compare several barcodes
printed by your scale you will see that they all begin with the same digits or at least will
have the same 1 - 3 digits printed in the same place on each label. For example you
may have scale numbers like 234242111422, 216985412578, 269856475124, each one
of these numbers begins with the digit "2." And, importantly, no other 12 digit stock
numbers in your stock table will begin with "2." Now from left to right, under the stock
number, place "F" under the part of the stock number that holds the scale flag (including
any leading zeros) or just those digits that are the same on every "scale" barcode but
different on all non-scale barcodes.
To mark the location of the stock number, place the letter "S" under the stock
number digits. To mark the price, place the letter "P" under the digits representing the
price. Be careful, one or more of the digits in barcode will be used for a parity check or
other purpose and not be part of the flag, stock number, or price. Do not place any
letters under them.
For example if flag is '2', the stock number is 56987, and the price is 23.56 then
you should enter...
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00256987223561
FFFSSSSS PPPP
Once you have filled in a sample scale barcode number and identified the parts
by placing the letters underneath press [TAB] to set the flag in the program. This is
important; the flag will not be set unless you press [TAB]
Pressing [TAB] will also show you the stock number that you must use to enter
the stock number for this item into the stock table. This will usually consist of the flag
plus the stock number followed by trailing zeros. In the sample above the stock number
for that item would be 256987000000. When you enter the item into the stock table you
must enter the price per unit weight as the price. For example if the price were 2.98 per
pound then you would enter 2.98 as the price. If the price were 8.45 per kilogram then
the price entered in the stock table would be 8.45.
Now when you scan a scale barcode into a sale it will recognize that the item is
from the scale. It will look up the item in the stock table by 256987000000 (NOT
00256987223561), and use the description entered for that item. The POS program will
use the price in the stock table for the price, and calculate the weight of the package as
the pieces. For example if the price in the stock table is 4.30 and the price on the scale
barcode is 12.36 then the weight (pieces) must be 2.874. NOTE: I do the best that I can
but your scale and the POS program may round off differently and there may be a
rounding error of .001 on the weight (pieces) or .01 on the price.
For this feature to work properly it is absolutely required that the scale and the
POS program have the same price (per unit weight) for the same item. If they are not
the same, then you will have to ring up the package by entering (for example) the
256987000000 number as the stock number. Then manually enter the price and weight
(pieces) so that the total price for that item comes out to the same price that is on the
scale label.
SCANNER
You may use a “keyboard wedge” or most scanners that plug into the computer's
USB port to read bar code stock numbers into sales. Serial scanners MAY function, see
below.
“Keyboard wedge” and USB scanners fool the computer into thinking that the
stock numbers being read by the scanner from the barcode are coming from the
keyboard.
If you enter a stock number into a sale using the keyboard the program will then
ask you for the price and the number of pieces that are being sold. If you scan the stock
number from a barcode the program will fill in the price from the stock table for that item,
use '1' as the pieces, and ask you to scan the next item. So the program needs a way to
tell if the stock number came from a scanner or the keyboard.
There are three options for the program to determine if a stock number has been
keyed in or scanned. You must choose one.
1. Stock numbers greater than 99999 entered in less than 1 second were
scanned all others were keyed.
2. All stock numbers are assumed to have been keyed.
3. All stock numbers are assumed to have been scanned.
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Normally the computer will beep when a barcode is scanned into a sale. Pressing
[TAB] here will turn off the BEEP.
[F8]
When ringing up a sale there are times, when this feature is set to assume that
all stock numbers are typed, that you may want to make the program think the next item
was scanned so that you can skip typing in the price and quantity. Or the reverse, that
the program is set to assume all items are scanned and you want to make the program
think the next item was typed so that you can change the price or quantity. This can be
accomplished by typing in the stock number and then pressing [F8] instead of [ENTER].
Here are the rules…
If the above is set to 1 or 2 then if you press [F8] after typing in the stock number
the program will act as if the stock number was scanned.
If the above is set to 3 then if you press [F8] after typing in the stock number then
the program will act as if the stock number was typed.
Termination character.
When the scanner scans the barcode it will send the resultant digits to the POS
program. However the scanner must also tell the program when the last digit has been
sent. It does this by sending a “termination character.” The POS program requires that
[ENTER] be used as the scanner termination character. This means that after scanning
the barcode that either you must press [ENTER] on the keyboard or it is possible to
program the scanner itself to send [ENTER] to the program.
The manual that comes with the scanner will tell you how to do this, usually by
scanning a special barcode printed in the manual or through the software that came
with the scanner.
The scanner manual will list several options for the termination character. The
one that you must use is [ENTER] however the manual may identify [ENTER] as
[RETURN], LF, LF/CR, CR, 13, or ASCII 13. These are all different ways of saying
[ENTER] and you may use any one of them.
Serial scanner setup.
If your computer is running Windows versions ’95 or after you may be able to set
it up to be able to take input from a serial scanner. You will need Windows Accessibility
Options installed (See below on how to install them if they are not.)
From the Windows desktop screen click on [Start] then [Settings] then [Control
Panel]. Now click on [Accessibility Options], then the [General] tab. Now click on
[Support SerialKey devices] and then [Settings]. Select the serial port to which you have
connected the barcode scanner and set the "Baud rate" to 9600, or whatever your
scanner outputs as (Usually 9600). Now click on [OK] then [Apply] then [Ok]. You may
need to reboot your computer to have it take effect.
This may allow any barcode scanned using a serial scanner to go directly to the
application running just as if you had typed it in via the keyboard.
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Installing Accessibility Options
If the “Accessibility Options” are not in your “Control panel” you may install them
if you have the “Windows” CD. Put the Windows CD in the drive and then from the
Windows desktop screen click on [Start] then [Settings] then [Control Panel].Click
[Add/Remove programs]. Choose the "Windows Setup" tab at the top, tick
"Accessibility", click [OK].
It will then copy files from the CD (or the hard disk!)
Testing the scanner
Scanner problems? Is it the scanner or the software? To find out, load your word
processing program and scan the same barcode 3 times into the software.
If nothing displays then the problem is the scanner.
If the wrong digits appear then the problem is the scanner.
If the 3 set barcode digits appear on one line like this
036000291650036000291650036000291650
then the termination character is not set to [ENTER] and when used with the POS
program you will have to press [ENTER] after scanning the barcode.
If the 3 set barcode digits appear on three line like this
036000291650
036000291650
036000291650
then the scanner is working properly.
SCREEN SAVER
You may enter 2 lines of text that will bounce around the screen as a screen
saver for the register. You may also set the time delay in minutes before the screen
saver kicks in. If you are running Windows and are using the Windows screen saver, it
will over-ride the screen saver of this program.
SOUNDSCAN
If you sell music CDs, cassette tapes, VHS tapes or DVDs you may want to
participate in the Nielsen SoundScan rating service http://www.soundscan.com/ This
service tabulates the number of CDs that are sold. For example when you hear that a
particular CD has sold 2 millions copies that information comes from Nielsen
SoundScan.
To participate in the Nielsen SoundScan you will need a POS program that
records each CD, cassette tape, VHS tape or DVD as it is sold, which my POS program
will do. It must also produce a weekly file of only the CDs sold in the past week in a very
specific format. That is what my new program SoundScan Filer will do. You will also
need any commonly available FTP (File Transfer Protocol) software to actually transmit
the CD/tape file to Nielsen SoundScan.
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If you wish to submit your sales to Nielsen SoundScan the first thing you must do
is to contact them at http://www.soundscan.com/ to register. They will give you
information that you will need. Make sure that you get...
1. Chain number.
2. Store number.
3. File name. (The name of the file you will be transmitting.)
4. FTP site address.
5. User name or ID
6. Password.
You may also obtain free FTP software (FTP Commander) from
http://www.vista.ru/2inter.htm, there are instructions on using this software at the end of
this section. Of course you may also use any FTP software that you already have.
SoundScan Filer (SONDSCAN.EXE)
This program comes with my POS software version 6.05 or later. The purpose of
this program is to take the sales data of the CDs, cassette tapes, VHS tapes and DVDs
that you have sold in the last week and transmit that information to Nielsen SoundScan.
To do this you will need a computer with an internet connection and an FTP
program that will actually transmit the file created by this program over the internet to
the Nielsen SoundScan FTP site. Since this program will save the file to a floppy drive
your internet connection does not have to be on the same computer as your cash
register.
How SoundScan Filer works.
This program requires that you are using the Dale Harris Cash Register software
version 6.05 or later. In that program you must be using the stock table to track the
sales of each item that you are selling and you must be using the UPC barcode number
printed on each tape or CD as your stock number for each item.
If used on a network this program must be run only from the cash register's
GLOBAL folder.
Since only the sales of CDs, cassette tapes, VHS tapes and DVDs are to be
transmitted to Nielsen SoundScan there must be a way for this program to tell if an item
sold is a CD, cassette tape, VHS tape, DVD or something else. It does that by using the
'category number' that you assign to each item. For example let's assume that in the
Cash Register program that you use the following categories for your merchandise.
1. ROCK CD
2. COUNTRY CD
3. RAP CD
4. ROCK CASSETTE
5. COUNTRY CASSETTE
6. RAP CASSETTE
7. VHS TAPES
8. DVD'S
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50. CANDY
51. SODA
52. CD PLAYERS
53. HEADPHONES
54. CELL PHONES
55. PHONE CARDS
Obviously only those items that are in categories 1 to 8 should be transmitted to
Nielsen SoundScan. This program will ask you which categories from #1 to #??? you
wish to transmit. Using the above example you would fill in '8' into the field.
This means that while you can place the CDs, cassette tapes, VHS tapes and
DVDs anywhere you want in the actual stock table, the categories for those items
MUST be the first several items in the 'Category list.' Notice in the example that while
those items use the first 7 slots in the category list (except for slot #0 which should
always remain blank) that there is a big gap from slot 8 to 49 before the non-tape/CD
categories are entered. This allows new tape/CD categories to be entered later. So
using the above example you could actually fill in '49' for the cutoff where tape/CD
categories end. It is up to you to decide where non-tape/CD categories will begin.
IMPORTANT: Since this program uses the category number to report sales to
Nielsen SoundScan, if when entering a new item into your stock table you omit entering
the category number, or enter the category incorrectly, then while you will be able to
ring up sales of that item, the sales of that item WILL NOT be reported to Nielsen
SoundScan.
On the main screen of this program there are several things that you will have to fill in.
1. Automatically load this program when the cash register closes.
If you enter 'YES' then when the POS program closes instead of asking you if
you wish to 'Reset the merchandise data' it will start this program. You do not want the
POS program to reset the merchandise data because if it does then that data will not be
transmitted to Nielsen SoundScan. After this program creates the file to transmit to
Nielsen SoundScan it will automatically reset the sales merchandise data in the stock
table.
It is also possible to manually run this program no matter if you have set this
feature to 'YES' or 'NO' And of course you will have to manually run this program the
first time to set this feature to 'YES'
2. Sales of all items in categories 1 to ___ will be included
The categories of the items that you wish to transmit to Nielsen SoundScan.
3. Register file name.
When you created your cash register using the POS software you had to give
your register files a file name, that name is what is displayed here. If this program is
automatically loaded when the POS program closes then the file name will be filled in
for you. If you have run this program directly then you must select the file name from the
list of register files on the disk. You cannot change the filename here.
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4. SoundScan file name.
This is the file name you must use when this program creates the file to transmit
to Nielsen SoundScan. This filename is issued by Nielsen SoundScan for your store to
use. The file name will always end with the extension '.TXT' You may also enter a drive
letter if you wish to create the file on a floppy or other removable media drive to take the
file to another computer to transmit it.
5. Chain number.
This number is issued by Nielsen SoundScan and is part of the file that is
transmitted to them. Make sure that it is correct.
6. Store number.
This number is issued by Nielsen SoundScan and is part of the file that is
transmitted to them. Make sure that it is correct.
7. Date.
This is the date that the file to be transmitted to Nielsen SoundScan is created,
usually a Saturday. When this program is run it will fill in today's date. Change it if it is
not the date you wish to use. The date must be in this format YYMMDD so May 8th
2004 would be entered as 040508.
8. Password.
This is where you enter the password for this program. If a password is set then
you will need it to access this program even if it is set to load automatically. The 'master'
password from the POS program will not override this password. If the correct password
is not entered when this program is run then it will simply close.
9. PATH and name of FTP software.
It may be possible for this program to load and run your FTP software when you
exit this program. You must fill in the file name of your FTP software and if it is not in the
same folder as this program you must also enter the PATH to the folder that it is in.
NOTE: When this program runs your FTP software this program will not close, you will
have to return to this program to close it.
Once the data above has all been entered there are several things that you may
do.
[F1] Help.
Show these instructions on the screen.
[F2] Calculator.
I have no idea why you would need a calculator to use this program but here it is
anyway.
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[F3] Display categories.
This feature will display the categories of your cash register to help you fill in #2
above.
[F4] Load settings.
When you run this program it will automatically load the settings used by this
program. However if you make changes in the settings, and you do not wish to use the
changes, you may press [F4] to reload the original settings. NOTE: This program's
settings are saved whenever this program is closed.
[F5] Create Nielsen SoundScan file and then erase sales data from the stock table.
If you do one of these functions you must do the other also. Make sure that your
parameters are correct because you can only do it once.
[F6] Run FTP software.
After you have created the Nielsen SoundScan file you may run your FTP
software to transmit it. If you choose to run your FTP software without creating a new
Nielsen SoundScan file then it will transmit the old Nielsen SoundScan file that you
created last week. Not a good idea.
[ESC] Exit.
Quit this program.
FTP Commander software.
FTP (File Transfer Protocol) software and an internet connection is required to
actually transmit the file created by SoundScan Filer to the Nielsen SoundScan FTP
site. You may use FTP software you already have to do this or you may obtain FTP
software. Free FTP software (FTP Commander) may be downloaded from
http://www.vista.ru/2inter.htm
Download the file ftpcommander.exe to the same folder in which you have the
POS program. Double click on the ftpcommander.exe to run it and it will install in the
POS folder. A new icon will appear "Ftpcomm.exe" which is the actual FTP program
and is the icon you click on to run FTP Commander. The path and FTP program name
that you will enter into the SoundScan Filer program will be ftpcomm.exe You will not
need a PATH because it will be in the same folder as your other POS programs and do
not forget to add the .exe extension to the file name.
It is a good idea to setup FTP Commander before you will be using it the first
time to transmit a file. Run the program. Click on [New server]. Fill in the following
information.
Name = SoundScan
FTP Server = The FTP site address you received from Nielsen SoundScan.
FTP Port = 21 or whatever is filled in for you.
User ID = The User name or ID you received from Nielsen SoundScan.
Password = The password you received from Nielsen SoundScan.
Note: the password is case sensitive, "Hi There" does not equal "hi there"
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Response Type = Default
Now click on [Save] (To test your connection, you must be connected to the internet.)
In the FTP Servers list find SoundScan and click on it ONCE. Now click on
[Connect] The FTP Servers list should be replaced with a list of file names or a blank
square. If this happens you have connected to the Nielsen FTP site, congratulations. If it
does not happen make sure that you have correctly entered your information. Click on
[Exit] to close FTP Commander.
To actually transmit the file created by SoundScan Helper connect to the internet
then run the FTP Commander program and connect to the SoundScan FTP site. Use
the "Local computer" side of the screen to find the POS folder and click on it. Now find
the file created by SoundScan Helper and click on it. At the middle of the screen there
will be an arrow button pointing to the right, when you click on it the file will be
transmitted and the file name will appear in the file list on the right of the screen. Click
on [Exit] to close FTP Commander.
STOCK TABLE
This is the heart of your cash register. By using a stock table you enable a host
of other features in this program.
A stock table is simply a list of all of the items that you sell in your store, the
maximum is 26,000 different items. For each item it will keep track of a 14 digit stock
number, 24 character description, regular price, sale price, tax rate, pieces sold, dollars
sold, pieces in inventory, merchandise category, vendor, model stock, warehouse pack,
cost and vendor stock number.
But it is more than just a simple list. When you use a stock table the person
ringing up an item must enter a valid stock number for each item being rung up. In other
words a stock number that is in the table. When the register then looks up the item up it
will display that item's description, price, tax rate, and quantity in stock. Therefore the
employee can verify that he is ringing up the correct item at the correct price, for the
correct tax, and that the item is in stock.
The stock table keeps track of the items that you have sold. By using the
register's "Reports" feature you can find out how many of an item you have sold and
how much money was paid for those items, either in the current sales period or a sales
history. Find out what are your good sellers and the bad sellers. Sales reports can also
be grouped by merchandise, category, or vendor.
Stock table setup
Since the stock table will link items in the table to your tax rate chart, category
list, and vendor list it is important to fill those out before you begin entering items into
your stock table.
To set up a stock table for your register use the "Stock table" function in the
POSCONFG.EXE program.
To allow the use of a stock table, set “Maximum number of different items 0 –
26,000” to a number other than zero, zero means that this register will not be using a
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stock table. To change the number of items in the stock table type in the number of lines
you want. You can only type to the left of the comma so you can only choose in
increments of 1000. Smaller stock tables will allow the program to run faster, larger
stock tables will hold more items.
Changing Descriptions
If you are using a stock table the program will look up the description for each
item you sell. If you are not using a stock table the description for every item you sell will
be "MERCHANDISE".
Normally the POS program will not allow you to change the description for an
item while you are ringing up a sale. However if you set "Should you be able to edit an
item's description when ringing a sale?" to "YES" you will be able to change the
description. This new description will print on receipts and if you look up the sale in the
“5. Voids” feature the description you typed in will be listed for that item. However the
description in the stock table will not be changed to the description you typed in.
Changing Prices
If you are using a stock table, then the register will look up the price for an item.
Normally you may change or "over ride" this price. However when setting up your
register you may set "Prevent price changes during a sale when using a stock table" to
"YES". Now you must use the stock table price when ringing up an item, you may not
change it if it is incorrect unless the stock table price is 0.00 or you exit the sale and
change it in the stock table. You may still use "reductions" or "discounts" in the sale.
Inventory
If you want to track inventory in your stock table and track what is sold for each item
then you must set “Do you wish to track your inventory in your stock table?” to “YES.”
Items are removed from the stock table inventory as they are rung into a sale, not
at the end of the sale. If the sale is voided before completed the items are replaced into
inventory. The reverse happens when a “return” is being rung up. This means that if you
are running networked registers that if one register has the last of an item in a sale the
other registers will be told that it is out of stock. While a sale is parked the merchandise
is not returned to inventory.
There are two stock table settings that will affect the accuracy of your inventory.
“Allow negative inventory amounts in the stock table”
If you have zero of something in your stock table inventory and a customer finds
one and has you ring it up, does that mean that you now have –1 of them? If you set
this parameter to “NO” then the program will leave the inventory at zero. But this could
lead to problems. If the sale is not completed (because you really do not have it?) and
the sale is voided the item will be put back into the stock table inventory and the new
count will be “one” even though you still do not have any. Think about this for a while
before you make this parameter setting.
“For lines 0 to ????? display warning (or refuse to sell) if the inventory is zero.”
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If you try to sell something you are out of (or more than you have) then you can
set up this parameter to either give a warning or refuse to sell the item. However some
items that you sell will always have an inventory of zero, like services. If you do repairs
of something then you never have any stock of “Repairs” but you are always able to sell
them. This program allows you to set aside 0 to ?????? lines of the stock table for
items you want to warn about (or refuse to sell) if you are out of stock and the rest of the
stock table lines will not be affected.
Password
You may edit the stock table from the register program without a password, if you
wish to prevent this, set "Should a sales person be allowed to change the stock table
without using a password." to "NO" and enter a password.
You may now press [F4] to begin entering your stock table. (Can't find CF2.EXE?
See "Starting the cash register" under "MINIMUM MODE" at the beginning of this
document.)
Your stock table will consist of two files that will have the extension of .IDX (stock
numbers) and .TBL (everything else.) If you named your register file MARTHA then the
stock table files for your register will be MARTHA.IDX and MARTHA.TBL
Stock Numbers
You may enter a 1 to 14 digit stock number for each item. Each stock number
MUST be unique, no two items may have the same number.
Barcodes.
Almost any product you will sell in a retail environment will have a barcode on it.
Underneath each barcode will be a printed number, which is the equivalent of the
barcode. The simplest solution to what to use as a stock number for an item is to just
use the barcode number as your stock number. After all, the barcode number is already
on probably everything that you will be selling.
One big drawback to using the preprinted barcodes as your stock number is that
they will be 12 to 14 digits long, which is swell if you have a barcode scanner, but a real
pain if you do not and have to type in a 14 digit number for everything that you will be
selling.
Alternatives to barcodes.
You do not have to use barcode numbers as your stock numbers. You can make
up any numbers you want to as long as they are 1 to 14 digits long, all numbers, and no
two items have the same stock number.
If you have very few items to sell you can either print out a list of your items and
tape it to your cash register, or when ringing up a sale you can press [F1] to display the
stock table on the screen at 20 items per screen page.
If you have many items (hundreds?, thousands?) and do not want to use the
barcode numbers you can purchase a pricing gun to label each item in your store with
the correct made up stock number. This is a good idea because you may have to
purchase a pricing gun anyway just to put your price on each item.
You may also use a "Vendor stock number" which is the number that you use to
order merchandise from your vendor to ring up items. Vendor stock numbers to not
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have to be all numbers and may be up to 30 characters long, they are usually printed
somewhere on the box. However they will not replace regular stock numbers. If you use
vendor stock numbers to ring up items then each item MUST also have a regular stock
number. Only regular stock numbers will be used by other parts of the program to refer
to each item. Think of vendor stock numbers as only an alternate method to look up a
regular stock number.
Since vendor stock numbers can be anything up to 30 characters you can also
make up your own, such as a description like "COLA, LARGE", or "SOCKS, RED, SIZE
10." Vendor stock numbers are looked up during a sale using an "INKEY" search
meaning the all you have to do is type in part of the vendor stock number and it will find
every vendor stock number that contains that part. For example type in only "RED" and
it will find the first item that has a vendor stock number that contains "RED", to find the
next one press [2], continue until you find the one you want. However if you use made
up vendor numbers to ring sales then you will not be able to use them to reorder
merchandise from your vendor. See "Vendor list" to find out how to activate the use of
vendor stock numbers to ring up items during a sale.
Miscellaneous
If you are using a stock table you cannot ring up any item that does not have
stock number in the table. It is up to you if you wish to add a "miscellaneous" number to
the stock table so that items not in the table can be rung up. To do this, enter a made up
stock number, type in a description of "Miscellaneous", leave the price equal to $0.00,
and assign tax rate #1.
Order
In what order should you enter items in the stock table? The stock table does not
care. It does not care if there are gaps. You could fill in the stock table from the end and
use only every 12th line if you want to. When it prints out reports it sorts the items by
stock number or by category / vendor then stock number, so you do not even have to
put items in the same category together.
However when the stock table is searched or displayed it starts from the
beginning of the table so I place my best sellers at the beginning of the list.
Note, the stock table is always accessed by the program through the stock
numbers, so if you move an item in the list there will be no problem as long as the stock
number remains the same. Conversely, once you give a stock number to an item you
must NEVER change it unless it is a duplicate, and then you must change it. If you
discontinue an item do not give a new item its number because the sales history will be
credited to the new item. Do not remove a discontinued item from the list until one year
after you have sold the last one.
(See "Editing & Exporting" below to see about moving items around in the stock
table.)
Entering items into a sale
There are four ways to enter items into a purchase or return if you are using a
stock table..
The default method is to either type in a stock number or to use a scanner to
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read the stock number from a barcode.
The second method is to use the “Vendor stock number.” To allow this you must
go to the “Vendor list” feature of the POSCONFG.EXE program. The first thing you will
be asked for is “Search first ???? lines.” This is the number of lines at the beginning of
the stock table that you want to be able to use the vendor stock number to ring up an
item. For example, if you set 200 in the “Search first” then only items on stock table
lines 1 to 200 can be entered into a sale using the vendor stock number. If you try to
use a vendor stock number to enter the item on line 201 into a sale the item will not be
found. The reason for this is that looking up vendor stock numbers is slower than
looking up regular stock numbers so you want to make the possible search as small as
possible. If “Search first” is set to 0 then you will not be able to use the “Vendor stock
numbers” to ring up items into a sale.
The advantage to using “vendor stock numbers” is that a “vendor stock number”
can contain any letter / number / symbol that you can type on a keyboard, up to 30
characters. You can make the “vendor stock number” “WHITE SHIRT, SIZE 18R” if you
want to.
To type in a “vendor stock number” when the purchase screen is asking you for a
regular stock number, press the asterisk [*] key.
Not a "Touch Screen"
When the program looks for a “vendor stock number” it does what is called an
instring search. This means that if you type in only a portion of the “vendor stock
number” the program will find the first “vendor stock number” that contains what you
entered. For example if you just type in “SHIRT” then it will find “WHITE SHIRT, SIZE
18R.” If it does not find the correct item press [2] to continue looking or [1] or [ENTER] if
the correct item has been found.
SALE SCREEN SHOWING STOCK TABLE
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The third way to enter an item into a sale is to use the stock table itself. When the
purchase screen is asking you for a stock number press [F1] instead. A window will pop
up with the first 20 lines of the stock table displayed. You will have 4 options. You can
type in the stock number and then press [ENTER]. You can use the arrow keys to scan
down the list to the item you want and then press [ENTER]. (Press [PAGE UP] or
[PAGE DOWN] to display additional stock table pages.) You can press [TAB] to search
the stock table by stock number, description, price, category, or vendor. Or you can
press the letter key displayed to the right of the stock number. (Note, even if the stock
table is not displayed, and you are being asked for the stock number, pressing the letter
key A-T will ring up the item associated with that letter from the first page of the stock
table into the sale.)
If you have very few different items in your store you can even make the stock
table screen the default method of entering an item into a sale. This is particularly useful
for shops like concession stands. To do this go to the stock table (where you can enter
new items into the table) and press “[F6] Groups” and then select “[F9] Use stock table
as default.”
Now when the purchase screen comes up the stock table window will
automatically pop up over it and all you will have to do is pick the items from the stock
table to enter them into the sale. From the stock table window you can press [ESC] to
close the window and return to the regular purchase screen or you can press [+] to total
the sale. From the purchase screen you can press [F1] to return to the stock table
display.
The fourth method to enter items into a sale is to use the “Groups” feature. The
stock table method is really useful if you only have 20 – 40 items in your stock table, but
what if you have dozens or hundreds?
When you press [F1] in a sale to display the stock table is it possible to first
display a "menu" of similar items and then choose which section of the stock table you
want to display next. To set this up go to the stock table (where you can enter new
items into the table) and press “[F6] Groups” and then select either…
[F5] Do not use groups.
[F6] Use groups as an option.
[F7] Groups default, menu default.
[F8] Use groups as the default.
[F9] Use stock table as default.
The “[F6] Use groups as an option” means that when you press [F1] from the
purchase screen to display the stock table the “groups” menu will display first.
“Default” means that you do not have to press [F1], the “groups” menu window
will automatically pop up when you enter a purchase. With the [F7] option you will return
to the same stock table page after picking an item from the stock table. (Press [ESC] to
return to the groups menu.) The [F8] option will return to the groups menu after picking
an item from the stock table. From a stock table page press [ESC] to return to the group
menu or press [+] to total the sale.
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By using the GROUPS feature you can have the program display a menu of up
to 20'groups' like....
A. BREAKFAST ENTREE
B. LUNCH ENTREE
C. DINNER ENTREE
D. DRINKS
E. DESSERTS
If you then press 'D' a list of drinks will appear...
A. LARGE COLA
B. MEDIUM COLA
C. SMALL COLA
D. LARGE DIET COLA
E. MEDIUM DIET COLA
If you then press 'C' a SMALL COLA will be rung into the sale. If the item you
want is not on the displayed page you can [PAGE DOWN] through DRINKS until you
find the one you want. Up to 20 items per page.
Using “groups” means that you can find and enter hundreds of different items into
a sale by pressing only 2 keys on the keyboard, the first key to select the group and the
second key to select the item. (This assumes that you are using the letter keys to
choose from the menus.)
For the program to actually use “groups” you MUST arrange your stock table with
all of the items from the same group together. For example you would list all
BREAKFAST ENTREES on lines 1 to 100, all LUNCH ENTREES on lines 101 to 200,
etc. You can use any line to start a group that you want to. However during a sale the
program will always begin displaying a group with a line that follows this formula "n X 20
+ 1" in other words, lines 1, 21, 41, 61, 81, etc. would be at the top of the screen. If you
have many items in your groups it is best to spread the start lines out like 1, 81, 161,
241 etc. Put the most popular items in a group at the beginning of the group, or use
alphabetical order, or any order that makes sense to you.
A couple of enhancements to “Groups” or “Stock table is default.” If you go to the
“Stock table” feature of the POSCONFG.EXE program and set “Prevent price changes
during a sale when using a stock table” to “YES” then the program will not ask you for a
price when you enter the item. However if you go to the “Scanner” feature of the
POSGONFG.EXE program and set it to “All stock numbers are assumed to be scanned”
then even if you type in the stock number the program will skip asking you for a price or
the quantity. (It will use the price in the stock table and a quantity of “1”.) This means
that if you use groups or the stock table as the default all you have to do to ring up 3 of
the same item is to select it and press [ENTER] 3 times or press the letter associated
with the item 3 times. If you are auto scanning and wish to change the price or quantity
of the last item entered, press [ESC] to return to the purchase menu and then “Press
[TAB] to modify the last line.”
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Description
If you do not use a stock table the description for every item will be
MISCELLANEOUS. In the "Stock table" function of the POSCONFG.EXE" program, if
you set "Should you be able to edit an item's description when ringing a sale?" to "Yes"
you may then edit the description of each item as you ring it up even if you do not use a
stock table.
Every item in the stock table may have a 24 letter description. When you ring an
item up the description will be displayed on the screen and printed on the receipt. When
you print reports the description will also be printed for each item.
Your customers will really appreciate a detailed description. When I shop
elsewhere and then look at my receipt I usually have a hard time remembering what a
"2SD ORG KY" could possible be. But when I sell my customers a "2 SIDED ORIGNAL
KEY" they know what it is and I know what it is if they bring it back.
Your employees will appreciate a detailed description also. If they punch in an
incorrect stock number during a sale, or when receiving or inventorying merchandise,
they will be able to tell that it is wrong.
You can make an item “restricted” by pressing [F9]. At the right of the description
an “=” sign will identify restricted items. Then in a sale the first time you ring up a
"restricted" item a window will pop up saying...
RESTRICTED
MERCHANDISE
CHECK ID
[F1] ID PASS
[F4] ID FAIL
If you press [F1] then you will be able to sell the item and the program will not ask you
again if you sell another restricted item for this sale. If you press [F4] then you will not
be able sell this item and you will be asked again if another restricted item is rung up.
Prices
The price is pretty obvious, for each item in the stock table enter the correct
regular price for one piece. If your location uses “added” tax then the price will not
include the tax. If your location uses “included” tax then the price will include the tax.
When entering a price (if rounding is set to less than 1), if you press [F7] you will
toggle between 2 decimal pricing (23.49) and 3 decimal pricing (2.349). Note: the digits
in the number will not change, only the position of the decimal point. This is handy if you
are selling gasoline.
Sale / Alternate prices
Enter a sale price and it will over-ride the regular price. This is true even if the
"sale price" is higher than the regular price. When the sale is over all you have to do is
to delete the sale price and the regular price will be reinstated, you do not have to reenter the regular price.
You can also use the sale prices for something else. If on the setup screen for
the stock table you set “Use SALE PRICE as ALTERNATE PRICE” to “YES” then you
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can use the sale price as a second price for each item. Now when you are ringing up a
sale, at the center left of the screen will be a color strip that will either say “[F4]
REGULAR PRICES” or “[F4] ALTERNATE PRICES”, press [F4] to toggle between the
two. When the strip says REGULAR then the program will charge the regular price.
When the strip says ALTERNATE you will charge the sale (alternate) price. This allows
you to have one set of prices for regular customers and special prices for other
customers.
You can press [F4] as many times as you wish during a sale so that you can
decide to charge the regular or sale price for individual items in the same sale. The [F4]
setting will stick until you press it again so make sure at the beginning of the next sale
that it is set to what you want.
For both sale prices or alternate prices if the price is 0.00 then the regular price
will be charged. This means that if the regular price and the sale / alternate price are the
same you can leave the sale / alternate price set to 0.00.
There is more. You can make price changes now and store them as files to be
used later. To do this first backup your current prices (regular prices and sale prices are
saved as separate files.) Now make any changes in the prices you want to use later and
save them as files. Reload the current price list. Important note: if you are doing this on
networked computers you must do it when the store is closed. If you change prices
while other registers are active then the other registers will use whatever prices are in
the stock table while you are making changes.
You can use the saved sale price lists to "build a sale." Assume that you have
sales on different items that start and end on different days. For example....
PRODUCT LINE
CROSS PENS
MUSIC BOXES
DESK SETS
KEYS
KWIKSET LOCKS
SALE STARTS
5-16-2004
5-2-2004
5-14-2004
5-9-2004
5-21-2004
SALE ENDS
6-30-2004
8-14-2004
5-21-2004
7-12-2004
6-15-2004
To "build a sale" for 5-14-2004 you would first backup the current sale prices,
then erase sale prices from the stock table. The program will erase an entire price list
from the stock table for you. Assuming that at a previous time that you had saved a sale
price list for each of the sales listed above, all you have to do now is load the sale price
lists for CROSS PENS, MUSIC BOXES, DESK SETS, and KEYS but not KWIKSET
LOCKS because they will not be on sale until 5-21. Now save the file using the "date"
filename 20040514. Don't forget to reload the price list that you backed up.
Note that loading a new price list will not erase the current prices, it will only
change the prices that are in the new list. BTW, when you save a price list any item that
has a price of 0.00 will not be saved, therefore you cannot change any price to 0.00 by
loading a price list.
If an item is on sale in two different price lists, the price loaded last will be in
effect. For example if a clock is listed as 23.85 in the "Bulova" sale price file and the
same clock is listed as 25.78 in the "Clock" sale price file then the sale price that will be
used on that clock will be 23.85 if the "Bulova" sale file was loaded last but 25.78 if the
"Clock" sale was loaded last.
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The reason that you want to save a price list using a "date" file name is that when
you start the POS.EXE program it will look for a price change that begins on today's
date. If it finds one it will automatically load the new price list. This will work for both
regular and sale prices, however having the POS.EXE program load a regular price list
will not erase all current regular prices first, loading a sale price list WILL erase all sale
prices first.
A "date" file name must be in this format YYYYMMDD where YYYY is a four digit
year (2004), MM is a two digit month (03 not just 3), and DD is a two digit day (08 not
just 8). Therefore a "date" filename for January, 8th, 2004 would be 20040108. Make
sure that "0" are zeros and not capital letter "O".
Tax rate
See the function "Tax Rate." After you have entered a tax rate chart you must
assign a tax rate to each item in the stock table. When you are in the tax rate column of
the stock table the tax rate table will appear at the bottom of the screen with each tax
rate labeled 0 to 9. For each item enter the tax rate label 0 - 9. For example, if an item
has a tax rate of 5.25% and the tax rates are 0 = 0.000, 1 = 3.875, 2 = 5.250, 3 = 2.000,
with the rest equaling "0" then you would enter "2" as the tax rate for that item.
The reason that you do not enter the actual tax rate of 5.250 is that if a tax rate
changes you will not have to change 500 tax rates in your stock table, you would only
have to change the one tax rate in the tax table.
If you have two different types of things that have the same tax rate, you may
want to enter the same rate twice into the tax table in case only one of them changes.
For example if both alcohol and tobacco are taxed at 9.000%, and the tax on only
tobacco is increased to 10.000%, if you had set tax rate 3 = 9.000 (for alcohol) and tax
rate 4 = 9.000 (for tobacco), then you would only have to change rate #4 in the tax
table. If you had both alcohol and tobacco set to tax rate 3 then when the tax on
tobacco changed you would have had to create a new tax rate of 10.000% in the tax
table and then change every tobacco item in your stock table to the new rate.
A unit tax is a sales tax that is charged per item. For example if you sell a bottle
of wine there could be a 1.50 per bottle tax. You can press [F7] to enter a unit tax for
that item. Then when you sell the item the unit tax will be charged for each one of that
item you sell. Any item may have both a percentage tax and a unit tax.
Pieces sold, Dollars sold, Inventory
These columns are filled in by the cash register as sales are made. As each item
is sold the "Pieces sold" and "Dollars sold" are increased, "Inventory" is decreased.
Since these numbers reflect your sales and stock you would not want them to be
changed by unauthorized people. Therefore even if the stock table is accessed using
the stock table password, these three columns cannot be changed. Only if you access
the stock table by using the master password may you change these numbers.
Of course the inventory is also changed by using the "inventory" and "receiving"
programs. (See "Category List") (See "Vendor List")
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Cost, Model, Pack, Vendor stock number
These columns are used by the PURCHASE.EXE program to create automatic
purchase orders to restock your store. "Cost" is your cost (wholesale) for an item.
"Model" is how many of an item is normally stocked in your store, if your inventory is
LESS than this number they should be ordered. "Pack" is the amount that an item must
be ordered by, for example if the item comes in boxes of a dozen then you must order in
multiples of 12, you can order 12 or 24 or 36 of that item but you cannot order 30 of
them, therefore the "pack" on that item would be 12. "Vendor stock number" is the
number you use to order that item from the vendor. If an item in your shop has a stock
number of 256951 but you must order it from the XYZ Corp. as MFDF118KA then
MFDF118KA is the "vendor stock number". NOTE: When ringing up a sale you may use
either your stock number or the vendor stock number to ring up an item.
(See Vendor to allow this function.)
Moving & Exporting & Importing stock table lines
WARNING: DO NOT CHANGE THE ORDER OF THE STOCK TABLE WHILE
OTHER COMPUTERS ARE USING THE STOCK TABLE OVER A NETWORK!
To move lines in the stock table press [F5] for "Move / Export lines." You will now
be offered the option to "Backup the stock table." This is a truly wonderful idea. When
making wholesale changes in the order of your stock table it will be quite easy to screw
up your stock table beyond all comprehension. Then the only way to have a stock table
again will be either to restore it from the backup or type in the entire stock table again
from nothing. Trust me, restoring from a backup is the easier of the two options.
1. Select/Unselect lines
2. Add blank lines here
3. Delete selected lines
4. Sort stock table
5. Copy to clipboard.
[CTRL]+[^] Move up
6. Paste from clipboard. [CTRL]+[v] Move down
7. Export to printer/database/spread sheet.
[SPACEBAR] Select/Unselect this line only.
"Move/Export" menu options
When the menu above is at the bottom of the screen you can use the following
options.
If you hold down the [CTRL] key and then press either the up or down arrow keys
the current line will move up or down in the stock table.
Press the [SPACEBAR] to select the current line or unselect it if it is already
selected.
Press [1] to select lines just by using the up and down arrow keys. You can also
enter "search" terms and all lines in the stock table that match will be selected. Note
when searching for descriptions or vendor stock numbers any partial match will be
selected. For example if you are searching for "RING" then "DIAMOND RING", PISTON
RINGS", "LORD OF THE RINGS", "KEYRING", will all be selected.
Press [DELETE] and all selected lines will be unselected.
Press [2] to add blank lines at your current location in the stock table. Lines after
your current location will be moved back. Warning; if there are not enough blank lines at
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the end of the stock table (equal to or more than the numbers of lines you are adding)
then the program will not add lines and this procedure will be canceled.
Press [3] to delete selected items from your stock table. You may choose to just
remove the lines leaving blank lines in their place or to move up the following lines to fill
in.
Press [4] to sort the stock table. You may choose to sort the entire stock table or
you may enter a range of lines and only the lines between the "begin" line number and
the "end" line number will be sorted. All other lines will remain in their current location.
WARNING; when the program sorts lines, all lines in between "begin" and "end" with a
stock number of zero will be erased.
You may sort by any field in the stock table like stock number, description, price,
tax rate, inventory, anything. Sorting by either description or vendor stock number is not
case sensitive, i.e. "a" = "A". You may sort in either increasing order (A --> Z, 1 --> 9) or
decreasing order (Z --> A, 9 - -> 1). If items in your sort field are the same (for example
you are sorting by price and many items have the same price) then like items will be
further sorted by stock number.
Press [5] to move all selected lines into the clipboard. You may either make a
new clipboard or copy to the end of the current clipboard. After you copy to the
clipboard you will be offered the option of deleting the selected lines from the stock
table. This is a good idea. If you do not delete and then later copy the clipboard to the
stock table then you will have multiple twins of lines in the stock table. The POS
program will not allow you to leave the "Move / Export lines" function if you have
multiple lines with the same stock number. You will have to search each twin one at a
time and either delete it or change the stock number or restore your stock table from the
backup. It will be much easier to delete the selected lines now. This is also a problem if
you copy the same lines twice into the clipboard and then paste the clipboard into the
stock table. Once again you will have twins in the stock table.
Press [6] to paste the clipboard to your current location in the stock table. You
may either overwrite the current lines with the clipboard or move back the current lines
of the stock table to make room for the clipboard contents. Warning; if you choose to
move lines back and there are not enough blank lines at the end of the stock table
(equal to or more than the numbers of lines you are pasting) then the program will not
paste lines and this procedure will be canceled.
Press [7] to export lines from your stock table to either a printer, a text file that
can be loaded into any word processing program, or a data file that can then be loaded
into any spreadsheet or database program.
When exporting you may export all lines, all selected lines, or all lines with nonzero stock numbers. You may choose only those fields you wish to export and the order
in which you wish to export them. You may choose to export information on your
merchandise as LINES or SHELF TAGS. "Lines" will export the fields for each item on
one line.
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If you choose to export "shelf tags" you will have several options. "Custom" will
print each field on a separate line in the order you have chosen. A label will proceed the
data on each line except for the "stock number", "description", and "vendor stock
number" lines.
3713541354121
IMPORT RUBBER GRIP KEY
PRICE: 4.29
INVENTORY: 236
COST: .89
XFG4154141HDSDH41
Sample custom tag.
"Price" tags will print only the stock number, description and price on a tag no
matter what fields you have chosen.
IMPORT RUBBER GRIP KEY
3713541354121 REG. 4.29
Sample price tag.
"Sale" tags will print only the stock number, description, regular price and sale
price on a tag no matter what fields you have chosen. However if the item has a sale
price of 0.00 then a "price" will be printed instead of a "sale" tag even though you have
selected to print "sale" tags.
IMPORT RUBBER GRIP KEY
3713541354121
REG. 4.29
Sale 3.99
Sample sale tag.
There are several format options for shelf tags...
"## Lines from the top of one tag to the top of the next tag." You must set this
correctly to start printing at the top of each tag on the sheet. You must make sure that
you have set the number of lines to equal or greater than the number of lines on a tag.
"# Tags per row. (How many across?)" If your sheets of tags are placed 2 across
on the sheet then you will probably want to print 2 across tags.
"## Tag width. (In characters.)" From the left edge of one tag to the left edge of
the tag next to it how many characters must you print?
"## Left margin. (In characters.)" This shifts tags to the right.
"# Top margin. (In lines.)" This will shift tags down the page.
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"## Printed lines per page" (If zero, printing will be continuous,) No "page feed" if
zero.
"# Bottom margin. (In lines.) Blank lines at the bottom of the page.
"Justification." You may choose to justify your tags to the LEFT, CENTER, or
RIGHT.
Since shelf tags have many settings you will probably want to "[F7] See sample
output" before you actually begin exporting tags. Be careful, this program assumes that
you know what you want to do and if you select to print 78 tags wide with 81 characters
to the next tag and 64 lines per tag then the program will actually try to do this. The
results will not be pretty and will use up a whole forest of paper. Or the program will just
die.
You may export as TEXT or DATA. TEXT may be sent to the printer or as a disk
file that can be loaded into any word processing file. After loading a TEXT file into your
word processing program make sure that you change the font to COURIER (in your
word processing software) otherwise the columns will not line up. DATA files are saved
as "comma delimited" files and may be loaded into any spreadsheet or database
software. NOTE: in DATA files, quotes (") in "descriptions" and "vendor stock numbers"
will be changed into double apostrophes (' ').
Importing
It is possible, although difficult, to import a stock list into your stock table from
either a word processing, spreadsheet, or database program.
The data from one of these programs must be saved as a plain text, comma
delimited document with the extension of .TXT, for example DOCUMENT.TXT.
Here is a sample file as it would appear in a word processing program...
22532,"ROCKS ", 23.21,1, 23.00, 2563.21, 252, 1, 20
96585222,"STONES ", 52.21,2, 5.20, 12,00, 16, 18, 52
84,"BRICKS ",,,18.20,5,91.00
There are a LOT of rules.
The data on each line must be in this order...
1. Stock number (14 digit maximum, numbers only)
2. Description (24 characters max.)
3. Regular price (9999.99 max.)
4. Sale price (9999.99 max.)
5. Tax chart (0 - 9 only)
6. Pieces sold (99999.99 max.)
7. Dollars sold (9999999.99 max.)
8. Inventory (99999.99 max.)
9. Category (0 - 255 only)
10. Vendor (0 - 255 only)
11. Cost (9999.99 max.)
12. Model stock (99999 max.)
13. Pack (9999 max.)
14. Vendor stock number (30 characters max.)
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You do not have to have all 14 fields but they MUST be in the proper order and
you may not skip any. For example if you want to enter only the first 7 fields you MUST
enter all fields from 1 to 7, you CANNOT skip field 5 (or any other field from 1 to 7) and
only enter fields 1, 2, 3, 4, 6, & 7.
Fields MUST be separated by a comma (,).
If the description contains a comma (,) it must start and end with a quote (") AND
the right quote MUST be immediately followed by a comma (",). For example "PAIR OF
SOCKS, RED ",
Excel
If you have MS Excel there is an Excel spreadsheet STOCKTABLE.XLS that
comes with this program. It is a blank formatted stock table that you can use to create a
text file that can be loaded into the stock table. It would be a good idea to make a copy
of this spreadsheet before you make any changes in it. Fill in the data into the Excel file
and then save it as a "CSV (comma delimited)" type file.
The descriptor on the second row of each column tells you about the data that
goes in each column. If you have a descriptor of 000.00 then you may enter a number in
that column from .00 to 999.99. Remember that the leftmost column has to be numbers
only even though it is a text column. The rightmost column may have any characters.
DO NOT ENTER COMMAS IN TEXT CELLS UNLESS YOU ENCLOSE THE
CELL IN QUOTES!!!
You do not have to fill in every column, columns not filled in will be either blank or
zeros when this file is loaded into the stock table. Rows that do not have a valid stock
number greater than zero in the leftmost column will not load into the stock table.
Remember that this spreadsheet will NOT be your actual stock table, it is only a way to
load data into your stock table.
You may also copy & paste data into this file from another spreadsheet that you
may already have however you must copy only one column at a time if the columns in
the other spread sheet are not in the correct order. If you copy the data you must make
sure that data type has not changed. To check if it has select one of the column entries,
on the tool bar near the top of the Excel screen click on [Format] then [Cells] then
[Number]. All columns that do not have a decimal point in the descriptor on the second
row must be of the "Text" data type. For columns that need a decimal point click on
[Custom] and the data type must be "0.00". If the data type has changed select the
entire column and the repeat the steps above to select either "text" or "0.00".
Loading the file
You must close your word processing program before you can load the saved
text file into the stock table.
You enter your file into the stock table by first loading it into the clipboard. From
the stock table press [F5] (Manipulate / Export lines) (at this point you may make a
backup of your current stock table, a WONDERFUL idea!), then [1] (Continue), then [5]
(Copy selected lines into the clipboard), then [4] (Erase current clipboard and copy from
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text file to make new clipboard.) Now enter the disk drive that the file is on and the
name of the file and press [ENTER] to load the file. You will now be required to view the
contents of the clipboard. THIS IS IMPORTANT! Make sure that all of the data from
your text file has loaded correctly into the clipboard. Check every line and both pages. If
the data was improperly loaded or corrupted in the clipboard then when you load the
clipboard into the stock table it could corrupt the existing stock table making it totally
unreadable by the POS software. Do you want to retype you entire stock table over
again?
After you have finished checking the contents of the clipboard press [ESC] twice
and you may now move the cursor to where you wish to load the clipboard into your
stock table and then press [6] (Paste lines here from clipboard.)
It is a REALLY GOOD IDEA to make several dry runs of this feature into a new,
empty stock table before attempting this on the stock table you are using.
The most common errors in importing a file are if the file has an extra or missing
comma (,) then the data that is supposed to be in one field will show up in a different
field or if the value is out of the allowable range the value will be zero, all of the following
fields on that line will also be shifted to another field. The other common error is if the
"description" field contains a comma (,) and is not contained in quotes (") or the right
quote is not immediately followed by a comma, i.e. there is a space between the right
quote and the following comma.
If you save your data file from your word processing software in a format other
than plain text or "DOS text" or from your spreadsheet or database program in a format
other than comma delimited, then a lot of formatting data will proceed the actual stock
data and the import function of the POS program will not be able to find the actual stock
data.
TAX RATES
To set up a tax table for your register use the "Tax rates" function in the
POSCONFG.EXE program. You may also edit the tax table from the register program
without a password, if you wish to prevent this, set "Should a sales person be allowed to
change the tax rates without using a password." to "NO" and enter a password.
You may enter the tax rates into two columns. If your location has only one tax
for each separate item then only fill in the LEFT column. If your location has two tax
rates for each separate item, for example a federal tax and a local tax, and the different
taxes must be tracked separately, then you must fill in both columns. Fill in the LEFT
column for the federal tax and the RIGHT column for the local tax.
To change the text on the receipt from "TOTAL TAX" to something else like
"TOTAL PST COMPONENT" you must enter the new text at the top of the proper
column on the tax table.
TOTAL TAX
1 8.750
2 2.000
3 5.500
4 0.000
5 0.000
TOTAL PST COMPONENT <-- Print on receipt
1 5.000 <-- General merchandise tax rate
2 2.000
3 4.750
4 0.000
5 0.000
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6 0.000
7 0.000
8 0.000
9 0.000
(Tax column 1)
6 0.000
7 0.000
8 0.000
9 0.000
(Tax column 2)
The "tax total" section of a single tax receipt will look like this...
SUB TOTAL
19.55
TAX1 at 8.750%
1.23
TAX2 at 2.000%
.01
TOTAL TAX
1.24
TOTAL
20.79
The "tax total" section of a double tax receipt will look like this...
TAX1A
TAX2A
TAX1B
TAX2B
TOTAL
TOTAL
at
at
at
at
GST
PST
SUB TOTAL
8.750%
2.000%
7.000%
1.000%
COMPONENT
COMPONENT
TOTAL
36.40
1.22
0.45
0.98
0.22
1.67
1.20
39.27
In the tax rate table enter the general merchandise tax rate for your location as
tax rate #1. (In one or both columns.) For example if food at your location is taxed at 2%
and medicine is taxed at 1.5% and gasoline is taxed at 8% and everything else is taxed
at 5% then you will enter 5.000% as tax rate #1. The other tax rates will be entered as
rates #2 to #9.
If you run this program without a stock table, tax rate #1 is the default rate that
will be used when you ring up an item on the register, You would want the most
common rate to be the default.
You may change the settings above from the POS.EXE program. However if you
use the “Tax rates” feature in the POSCONFG.EXE program you will have several
additional functions to set.
TAX TYPE
There are two ways to display tax in a sale. Tax ADDED displays the price on each line
on the receipt without tax. Tax INCLUDED displays the price on each line on the receipt
with tax.
Tax ADDED at end of sale
Tax INCLUDED on each line
ZODIAC KEY CHAIN
BRASS KEY ONE SIDE
SUB TOTAL
TAX
TOTAL
10.00
2.00
12.00
1.20
13.20
ZODIAC KEY CHAIN
BRASS KEY ONE SIDE
SUB TOTAL
INCLUDES TAX OF
TOTAL
85
11.00
2.20
12.00
1.20
13.20
Why is the tax sometimes off a penny when using “INCLUDED” tax?
Actually either the tax or sometimes the totals may be off a penny. When you use
ADDED tax, and an item is priced at 5.00, then the price is exactly 5.00. However when
you use INCLUDED tax the real price of an item is 5.00 minus the tax. For example, if
the tax rate is 8.75%, then a 5.00 item is really 4.5977011 plus a tax of .4022989.
The program however only keeps track of the price to .00001 so the last
.0000011 is not tracked. If you sell many items, or in some cases only a few, this
rounding error can pop up.
TAX ON TAX
If you have two tax rates on each item does tax #1 tax only the merchandise or
the merchandise + the tax #2 on the merchandise? For example if the item is 10.00 and
each tax is 10%, how is the tax calculated?
(10.00 X 10% = 1.00) + (10.00 X 10% = 1.00)=10.00 + 1.00 + 1.00=12.00
Or
(10.00 X 10% = 1.00) + (11.00 X 10% = 1.10)=10.00 + 1.00 + 1.10 = 12.10
The second example is tax on tax. You may have either tax put tax on the other
tax, or neither, but not both.
FRACTION OF A PENNY ROUND UP.
Tax on a sale is not usually an even amount. For example if you have a 1.00
item with a tax rate of 8.75 then the total sale amount is 1.09. However that is not the
real amount.
The tax is actually .0875 cents and the total is really 1.0875. Since most
countries do not have a coin that is less than a cent this is rounded to 1.09.
Most places use 4/5 rounding meaning that if the fraction of a penny is .00 of a
penny to .49 then the extra is dropped. If the fraction of a penny is .50 of a penny to .99
then the tax is rounded up to the next penny.
To set this program for 4/5 rounding set "Fraction of a penny." to ".50". To
round up any fraction of a penny to the next penny set "Fraction of a penny." to ".01",
etc. (See "Stock Table")
UNIT TAX
A unit tax is a sales tax that is charged per item. For example if you sell a bottle
of wine there could be a 1.50 per bottle tax. When you are in the “Tax” column of the
stock table you can press [F7] to enter a unit tax for that item. Then when you sell the
item the unit tax will be charged for each one of that item you sell. Any item may have
both a percentage tax and a unit tax.
TICKET SALES
This program will sell tickets to just about anything, stage shows, movies, airline,
train, stadium, theme park, etc. Tickets can be for something today or dated tickets for
something in the future. Tickets can be sold as general admission (you have 100 seats,
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sell 100 tickets, and everyone finds their own seat) or you can sell individual seats
(Main floor, Row G, Seat 8).
This feature was originally written for selling theater tickets. If you are selling
tickets for something else you can probably make the adjustments. A “venue” can be a
theater, stadium, aircraft, train car, boat, etc. An “event” can be a performance, flight,
departure, etc.
You can sell tickets for different things using the same setup, meaning that can
sell airline tickets in one transaction and theater tickets in the next transaction. However
the venues must be yours. You can sell tickets to Bob’s Airlines (because you are Bob)
but you will not be able to sell tickets to United Airlines because they have their own
ticketing system.
There is no limit on the number of different venues that you may have. The same
venue may have multiple seating / pricing layouts. The same venue may sell admission
by individual seats or general admission depending on the particular event.
The program will keep track of which seats are sold and unsold.
However there are limits. If you sell individual seats your seating plan must fit into
a grid of 78 X 100 seats. If you sell seating by section (different prices by section) you
cannot have more than 9 sections. If you sell tickets by type (regular admission, child,
senior, discount, whatever) you cannot have more than 5 different types. If you sell
seats by general admission each section can have a maximum of 10,000 seats.
The program will print receipts and tickets on the same printer or you can print
receipts on one printer and tickets on another.
Note: to sell tickets, the main POS program must be set to use a stock table and
the stock numbers used for tickets must be in the stock table.
SETUP
As you can see the list of ways you can sell tickets is very flexible. But this does
mean that you are going to have to do some setup to get it to work the way you want.
To setup ticketing go to the “Ticket sales” feature of the POSCONFG.EXE
program. You will see this menu…
1. Create an event
2. Layout venue seating
3. Printer setup
4. Unlock all venue files
5. Delete an event
6. Ticket sales reports
The first thing you must do is press [TAB] until the line under the menu reads
“[TAB] Allow ticket sales.” If the line reads “[TAB] No ticket sales.” then you will not be
able to sell tickets even if you have done everything else to set up ticket sales.
PRINTER SETUP
Just to get it out of the way choose “Printer setup” first. You may choose to use
your receipt printer to print tickets or to print tickets on a separate printer attached to
your computer. Even if you are using the same printer as the one you use to print
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receipts you must set up printing for the tickets. It is basically the same setup as for
printing receipts so view those instructions. However, even if you are going to use the
exact same setup on the same printer to print both receipts and tickets you must do the
“printer setup” for the “Tickets” feature.
SELLING TICKETS
The way the program works is that you describe the venue to the program (a
seating layout) then you create events for that venue. An event will have the date / time
of the event and the different prices for admission. An event can also be a flight on an
airplane or a sporting event or just about anything. You can use the same seating layout
for an unlimited number of events, after all you do not want to make up a seating grid for
each event.
Once you have created a seating grid and matched it to an event with all the
pricing information, you can then begin selling tickets to that event.
LAYOUT VENUE SEATING
Using the option “Layout venue seating” will allow you will create a seating chart
for your venue. You may create several venues for use so you must name each venue
file. You can also have different seating plans in the same venue. For example for some
events you may not allow seating in the balcony, or set up chairs on the stage, or have
all seats the same price. To do this you must save the same venue as separate venue
files like BIJOU1.THR, BIJOU2.THR, BIJOU3.THR, etc. However for the same seating
plan in the same venue you will only have to create one file even though you may have
several different events in that venue with that seating plan.
There are two ways you can sell seats. You can sell seats as “general seating”
meaning that if your venue has 200 seats you can sell 200 tickets and the patrons find
their own seats when they enter the venue. The other way is “assigned seating” where
the patron is sold a particular seat in the venue.
When you start “Layout venue seating” to create a seating plan you will be asked
to choose an existing venue or press [TAB] to create a new venue. Choosing an
existing venue will allow you to update the venue seating (have you have added a row
of seats to the venue?) or to create and alternate seating plan for the venue (the
balcony is closed) without having to start from scratch.
INCREADABLY IMPORTANT! If you alter a venue plan that has already been
used to sell seats to an event then the seats sold may no longer be valid or it may be
possible to sell the same seats again. Instead create a new venue file with a new file
name.
GENERAL SEATING
When you begin to set up a venue you will be asked how many seats are in the
venue. If you NEVER sell seats by “general seating” you will not have to fill this in. You
may divide your venue in up to 9 different sections (main floor, mezzanine, balcony,
etc.) and enter the number of seats for each section. That way while the event is
“general seating” a patron must sit in the correct section. Of course when you set up an
event you may price each section differently.
The next screen will allow you to enter several lines of text that will be printed on
all tickets printed when using this seating chart. The lines are…
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Venue name
Street address
City, State, Zip
Phone number
Fax number
Email address
Website address
Any lines you do not fill in will not be printed on the tickets.
The next screen will allow you to rename the file you are working on. If you
loaded the BIJOU.THR file but want to save the changes you will be making to the
seating as the BIJOU2.THR file, this is where you change the filename. If you do not
change the file name then any changes made to the seating will be saved to the existing
file. NOT A GOOD IDEA!
The above screen is where you can set the seats in your venue.
ASSIGNED SEATING
The top of the screen will be where the stage is located. Use the arrow keys,
[PAGE UP], [PAGE DOWN], [HOME] and [END] to move through the venue. To place a
seat press one of the number keys 1-9, to remove a seat press the [SPACEBAR]. You
may place seats in rows of up to 78 seats with up to 100 rows. Try to layout your seats
in a way that you can visualize your actual venue from the number blocks you place.
Include the aisles and leave a blank row between the main floor and each balcony.
Include box seats to the sides of the main floor rows.
The two screen columns on the left are to be use to mark the label rows in the
seating chart. To insert or delete rows in the row labels the cursor must be in the left two
columns of seating chart.
By pressing the letter keys you can put labels in the seating chart (BALCONY)
but of course your labels cannot contain numbers.
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The number you press to create the seat is important. It is the price group for the seat.
Later when you create a 'Event' you will be able to price each seat group. For example
all seats numbered 1 will sell for 89.00, all seats numbered 2 will sell for 65.00, etc.
When you create an event you may set seats with different numbers to the same price if
you wish.
When you move the cursor over a seat you will be able to give the seat a location
label like, 'ROW 4, SEAT 22' or 'BOX 2, SEAT 5'. These locations are the ones that will
print on the tickets. Each seat label may be up to 20 characters long. It will be a good
idea to place the seats BEFORE labeling them because if you wish to delete the seats
to move them elsewhere the labels will not move with them.
To type in a seat label press [F1] and from that point forward you will only be able
to type seat labels. Press [F1] again to return to placing seats. When you are typing
seat labels pressing [F3] will toggle seat memory on and off (and place an 'X' in the top,
right of the screen when it is on). When seat memory is on it will copy the text from the
previous seat to the next seat if the next seat is blank. That way you will not have to
keep typing “ROW” “SEAT” over and over again but just change the numbers. A seat
label will not be saved if the actual seat has not been numbered.
There are several things you can do to the seating chart by pressing Function
keys
[Arrows] Move in the grid.
[PAGE UP] [PAGE DOWN] Move up or down a page at a time.
[HOME] Go to the top of the seating chart.
[END] Go to the bottom of the seating chart.
[INSERT] Move all seats to the right of the cursor one space to the right.
[DELETE] Move all seats to the right of the cursor one space to the left.
[CTRL] + [INSERT] Move all lines from the cursor down.
[CTRL] + [DELETE] Delete current line and move all lines below up one.
[F1] Switch between placing seats and entering seat labels.
[Letters] Label the seating chart.
[Numbers] Place seats.
[SPACEBAR] Remove at cursor.
Note: When typing seat labels you will not be able to move seats using [INSERT]
or [DELETE] and to move the current seat position in the seating chart you will have to
hold down [CTRL] and press arrow keys, [PAGE UP], [PAGE DOWN], [HOME] and
[END].
Once you have the seating chart the way you want it press [ESC] to save it. You
will now be offered the option of printing the seating chart or saving it to a text file.
To delete a venue or move it to a new location on your hard drive you only need
to delete or move the ??????.THR file.
CREATING AN EVENT
Using the option “Create an event” will do just that. On the first screen you will
have the option of “1. Create a new event” or “2. Load an existing event.” Option 2 will
allow you to change the pricing in an existing event or more important to allow you to
90
copy the data in an existing event to create a new event for a different date or time.
If you loaded an existing event file and make any changes in the header, then
when you save this file you will be offered the option to save as the SAME event or as a
NEW event. You save as the SAME event only if you are correcting something, like a
typo in the event name or an incorrect date or time. If you save as the SAME event the
corrections will be made and any seats sold to this event will be preserved. If you save
as a NEW event then the old event will remain unchanged. A NEW event will be created
and all seats in the NEW event will be unsold even if they had been sold in the old
event. This is how you copy the data from an existing event to create a new event
without having to type in the pricing data all over again.
From anywhere on this screen you can press [F4] to toggle the event between
“general seating” or “assigned seating.”
Press [TAB] to go to the “Ticket type” section. The program will allow you to sell
seats to up to 5 different types of customers, for example GENERAL, CHILD, SENIOR,
STUDENT, DISCOUNT. Each type will have its own pricing list. Here you will be able to
type in the label for each type of ticket. Of course you do not have to use all 5 types, but
you must enter at least one. By pressing [ENTER] you will be able to toggle between
entering the labels or the stock numbers.
Since this program is used in conjunction with the POS software the POS
software will have to know what stock number to use to ring up each type of ticket. You
cannot sell tickets if the POS program is not set to use a stock table. Be careful,
entering an incorrect stock number, or one that is not in the stock table, will prevent you
from ringing up the ticket sale. If a stock number for a ticket cannot be found in the stock
table the program will refuse to ring up the sale. You may use the same stock number
for all the different ticket types if you wish. When entering the ticket types in the stock
table do not enter the price of the tickets. The price of each ticket is set here, a regular
price or a sale price in the stock table will be ignored. However you must set the tax rate
91
for your tickets in the stock table, if any. You can set up a percentage tax and a unit tax
just like any other item in the stock table.
Press [TAB] again to go to the pricing grid. When you laid out the venue seating
you placed each seat by pressing a number (or for “general seating” you assigned
sections of the venue). That number will affect the price of that seat. Here in the pricing
grid you enter the price for each seat depending on the seat number and the “ticket
type” that may be sold. For example a ticket sold for GENERAL ADMISSION for a seat
numbered [2] (or section #2) may have a totally different price than a ticket sold for
SENIOR ADMISSION for a seat numbered 5. Of course you may charge the same price
for all seats no matter what the ticket type or seat number if you wish. You must make
sure that you fill in prices for all possible ticket type / seat number combinations.
From anywhere on the screen you may press [PG DN] to continue or [ESC] to
quit.
The next screen will show you a sample printed ticket…
ADMIT ONE TO
THE ODD COUPLE
ON SATURDAY FEB. 19, 2008 AT 4:30 P.M.
AT THE MAJESTIC VENUE
4730 W, Irving Park Road
Chicago, IL 60641
PHONE: (773) 555-5555
FAX: (773) 555-5556
EMAIL: [email protected]
WEB: HTTP://PORTAGE.ORG
SENIOR ADMISSION = 60.00
*********** ROW XX, SEAT XX ************
The ticket stub will not be shown but will comprise the following lines
THE ODD COUPLE
ON SATURDAY FEB. 19, 2008 AT 4:30 P.M.
SENIOR ADMISSION = 60.00
*********** ROW XX, SEAT XX ************
Under the ticket displayed on the screen will be 10 lines. You can fill in these
lines with text that you want printed on the tickets for this event. You can use these lines
to state your return policy, legal stuff, or anything else you wish. Blank lines from the
bottom will not be printed. So a printed ticket could look like this…
ADMIT ONE TO
THE ODD COUPLE
ON SATURDAY FEB. 19, 2008 AT 4:30 P.M.
AT THE MAJESTIC VENUE
4730 W, Irving Park Road
Chicago, IL 60641
92
PHONE:
FAX:
EMAIL:
WEB:
(773) 555-5555
(773) 555-5556
[email protected]
HTTP://PORTAGE.ORG
SENIOR ADMISSION = 60.00
*********** ROW D, SEAT 25 ************
Outside food not permitted.
All ticket sales are final.
Prices include 10% entertainment tax.
-
- - - - - - - - - - - - - - - - - - - -
THE ODD COUPLE
ON SATURDAY FEB. 19, 2008 AT 4:30 P.M.
SENIOR ADMISSION = 60.00
*********** ROW D, SEAT 25 ************
The total number of events that can be saved is 100,000,000 or disk storage,
after that you cannot add additional events.
You can copy events with different dates / times. This means that to add an
event you do not have to type in all of the pricing and other information again. Just load
a current event, change the date / time (event name or venue) and it will be saved as a
new event file. After saving an event the program will ask you if you want to do it again
with different data or a different header to make a new event.
Delete an event
To delete an event you must us option “6. Delete an event” Events are registered
into an index file and then given a numeric file name so it would be difficult to find the
actual file to manually delete to remove the event. Plus manually deleting the event file
would trash the index file.
Deleting an event will erase all information about the event including all financial
data and information on which seats have been sold or remain unsold. Deleting an
event cannot be undone.
Ticket sales reports
To make a ticket sales report select option #6 from the menu. You may now
select either one event by pressing [ENTER] to make a report or by scrolling the list of
events you can press [INSERT] to select many events to be in the report. When you
press [INSERT] to select and event an [X] will appear to the right of the event name. To
unselect an event press [DELETE] and the [X] will vanish. If you select one event and
press [ENTER] from a different event the selected event will be used.
If you have selected more than one event you will be offered these options…
1. Create each report
2. Create each report and totals
3. Create totals report only
4. Cancel
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Options 1 or 2 will create a document that contains a report for all selected
events. Options 2 or 3 will include a total report in the document that adds up the figures
from each report.
============================================================
2008-01-16 08:00 THE ODD COUPLE
MAJESTIC.THR
============================================================
THIS REPORT PRINTED ON 09-20-2008
1|
2|
3|
4|
5|
6|
7|
8|
9|
TT|
# OF TICKETS SOLD
REGULAR |CHILD 12|SENIOR |STUDENT |DISCOUNT|TOT SOLD|TOT SEAT|
33|
6|
4|
0|
0|
44|
102|
10|
1|
1|
0|
0|
12|
100|
0|
0|
0|
0|
0|
0|
104|
0|
0|
0|
0|
0|
0|
140|
0|
0|
0|
0|
0|
0|
184|
0|
0|
0|
0|
0|
0|
140|
0|
0|
0|
0|
0|
0|
88|
0|
0|
0|
0|
0|
0|
96|
9|
2|
1|
0|
0|
12|
36|
52|
9|
6|
0|
0|
84|
990|
1|
2|
3|
4|
5|
6|
7|
8|
9|
TT|
MONEY RECEIVED FOR TICKETS SOLD
REGULAR
|CHILD 12 &|SENIOR
|STUDENT
|DISCOUNT |TOTAL SOLD|
4125.00|
375.00|
400.00|
0.00|
0.00|
4900.00|
1000.00|
50.00|
80.00|
0.00|
0.00|
1130.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
0.00|
225.00|
25.00|
20.00|
0.00|
0.00|
270.00|
5350.00|
450.00|
500.00|
0.00|
0.00|
6300.00|
1|
2|
3|
4|
5|
6|
7|
8|
9|
1.
2.
3.
4.
5.
CURRENT PRICE PER TICKET
REGULAR
|CHILD 12 &|SENIOR
|STUDENT
|DISCOUNT |
125.00|
62.50|
100.00|
115.00|
90.00|
100.00|
50.00|
80.00|
90.00|
70.00|
85.00|
42.50|
60.00|
75.00|
55.00|
60.00|
30.00|
50.00|
50.00|
45.00|
50.00|
25.00|
40.00|
40.00|
35.00|
40.00|
20.00|
35.00|
30.00|
25.00|
35.00|
17.50|
30.00|
25.00|
20.00|
30.00|
15.00|
25.00|
20.00|
17.50|
25.00|
12.50|
20.00|
15.00|
10.00|
REGULAR
CHILD 12 & UNDER
SENIOR
STUDENT
DISCOUNT
SAMPLE TICKET SALES REPORT
94
The numbers on the left (1 – 9) refers to the section of the venue for which the
tickets were sold. A “Totals” report will not include prices.
A ticket report will show you the number tickets sold and the money received for
all tickets for the event for each type of ticket for each section of the venue. The money
received is the actual amount paid even if the prices of the tickets was changed over
time.
After the report is created it will be displayed on the screen. You may then press
[TAB] to either print the report or save it as a text file.
Ticket reports use the “receipt” printer and the “receipt printer” settings from the
“Printer setup” feature of the POSCONFG.EXE program. Ticket reports are always 80
characters wide even if you have set receipts to print 40 characters wide. So a ticket
report will come out looking really weird if you print it on a 40 character wide receipt
printer. Each report in the document will be the length you have set for “Number of
printed lines per page” so it you choose to print the document the beginning of each
report will begin at the top of the page.
Sell tickets
Now that you have setup your venue seating and your events it is time to start
selling seats. From the “1. Purchase” screen in the POS.EXE program press
“[CTRL]+[END] Tickets.”
You will now be at a screen where you can select an event. You will return to this
screen when you have sold a set of tickets or voided out a ticket sale. This means that
you will remain in the ticket selling part of the program until you press [ESC] from this
screen to return to the main POS program.
At the top of the screen where you can select an event will be today’s date. You
can change the date if needed. If you press [TAB] you will see a list of all the events on
the date shown, or if you press [F1] you will see a list of all events on all dates. Use the
arrow keys to highlight the event you want and press [ENTER]. If you press [TAB]
instead you will be able to type in a different date.
Once you have selected the event you want if you are selling seats as “general
seating” a chart will appear like this…
|GENERAL
|
|CHILD
|
|
|SENIOR
|
|
|
|STUDENT
|
|
|
|
|DISCOUNT
|
|
|
|
|
|
|
|
|
|
|UNSOLD|SEATS IN VENUE
MAIN FLOOR| 1 | 2 | 0 | 0 | 0 | 128 | 250
MEZZANINE| 0 | 0 | 0 | 0 | 0 | 68 |
70
BALCONY| 0 | 0 | 0 | 0 | 0 | 98 | 125
SEATS RESERVED:
3|COST:
18.00
GENERAL
|
CHILD
| SENIOR |
STUDENT
|
DISCOUNT
[A1]
8.00|[B2]
5.00|[C3] 6.00|[D4]
5.50|[E5]
3.00
[^][v] [TAB] = Clear all [+] = Sell [F5] = Prices [ESC] = Cancel
95
Use the up and down arrow keys to move the light bar to the section you want to
sell the seats from. As you move the lightbar the possible prices for the seats in that
section of the venue will appear near the bottom of the screen. Press the letter key [A] –
[E] or number key [1] – [5] to sell a ticket depending on the ticket type. You must press
the key for each ticket you want to sell. In this example you would have to press the [2]
key (or [B] key) 3 times to sell 3 “child” admissions.
[TAB] will clear all the seats from this sale. [F5] will display the price grid for all
seats. [ESC] will cancel the sale. Press [+] to ring up the sale.
However if you are selling seats as “assigned seating” a venue map will appear
on the screen. Move the cursor to the seat you wish to sell. Seats with white letters on a
black background are already sold and you cannot sell them again. As you move the
cursor over a seat the possible prices for that seat will appear near the bottom of the
screen depending on the number (or letter) of the seat. If the seat has already been sold
the “This seat” price of the seat will be filled in. This is the actual price paid for that seat
even if the prices have changed since the seat was sold.
To actually sell a seat, determine the type of seat to be sold (General, Child,
Senior, etc.) and press the corresponding number or letter for that seat type. The
number of the seat will change to a letter and the background will change to green. To
unsell a green seat press [TAB]. NOTE: If you first enter this screen and there are some
green seats this means that another computer on the network is selling them. DO NOT
[TAB] them out. However if the reason that the seats are green is because the computer
crashed while a ticket sale was in progress then you must [TAB] them out from the
same computer that crashed.
The screen will display a running total of the number of seats sold and the total
price of all the seats marked.
96
[F5] will display the price grid for all seats. [ESC] will cancel the sale. Press [+] to
ring up the sale.
RINGING UP TICKETS
When you press [+] to ring up the sale you will see a screen very similar to the
regular “Purchase” screen. However there will be differences. There are several things
you will not be able to do.
You will not be able to ring up other merchandise.
You will not be able to view the stock table.
You will not be able to give discounts.
You will not be able to park the sale.
You will not be able to do reductions.
Also the main POS menu functions cannot be performed from the ticket program
such as closing the register, no sales, reports, etc. For those features you will have to
return to the main POS.EXE program.
You will be able to press [F7] for tax exempt sales, [F8] to round the sale to the
nearest .05 or .10. If you press [F5] you will be able to “1. Return to picking tickets” to
add or remove tickets to the sale or “2. Void entire sale.” to cancel all tickets and return
to the screen where you can pick an event.
Of course this is also where you can pay for the tickets, complete the sale, print a
receipt, and print the tickets. After completing the sale you will return to the screen
where you can pick an event. Remember, to return to the main POS program you must
press [ESC] from this screen.
NO VOIDED TICKET SALES
One last point. Once you have printed out tickets you have created a product. A
set of tickets can be worth hundreds or thousands of dollars. There is no way to return
tickets. Oh, I imagine that you could go to the main POS program and do a normal
return but that would not return the tickets to the program. You could not sell them again
through the ticket feature. The only way to resell the tickets would be to keep the actual
printed tickets and sell them again as a normal sale, not through the ticket feature. This
also means that if from the main POS program you use “5. Void” you can not void a
completed ticket sale.
TIME SALES
When you are in the main menu of the POS program, or in a sale, you can hold
down [CTRL] and then press [TAB] to enter the “timer” feature. This will allow you to
start or stop timers allowing you to sell time. Time can be sold for things like using
computers in a cyber café, paintball arena, parking, etc. Timers can only be used for 24
hours; they cannot time things over a span of days.
If you are using a network, timers operate over the network. A timer started on
one register on the network can be stopped from any other register on the network.
There are two modes for timing. If you set from 1 to 51 timers they will be
displayed on the screen. Start time and elapsed time will be displayed. Use the arrow
97
keys to move the lightbar to the desired timer and press [TAB] to start the timer or
[DELETE] to stop the timer.
If you set zero timers then no timers will be displayed. Pressing [TAB] will print a
“start time” receipt. Pressing [DELETE] will allow you to enter the time stamp from the
start receipt and then will calculate the elapsed time. You may choose to print time
receipts whenever you start or end timing.
Time is sold in “time units.” Allowable time units are 1 minute, 5 minutes, 10
minutes, 15 minutes, 20 minutes, 30 minutes, or 1 hour. For example if you are selling
15 minutes on a computer for 1.00 then your time unit will be 15 minutes. Well why not
just sell 1 hour for 4.00? Well you may want to round out the time to the nearest 15
minutes. This will be possible in the program if your time unit is 15 minutes but not if
your time unit is 1 hour. If you choose a time unit of 1 minute you cannot sell more than
999.999 time units because that is the maximum number of “pieces” allowed in the POS
program. However 999.999 minutes is 16.66 hours so this may not be a problem in your
store.
To actually ring up time in a sale you will have to enter an item in your stock table
to use to ring up time. The price for the item must be for the chosen time unit. For
example if you are charging 1.00 for 15 minutes then your item could be entered in the
stock table like this…
STOCK# DESCRIPTION
PRICE
123456 15 MINUTES ON INTERNET 1.00
Once you have entered a “time” item in the stock table you can then configure
the timer feature. First set the number of timers from 0 to 51. Next set the minimum time
allowed. This will be the minimum time that someone can be charged for. This is not
dependent on the “time unit” that you will be using. For example you can use a time unit
of 15 minutes but set the minimum time to 20 minutes.
Next set the time unit that you will be using followed by the rounding factor.
There are 3 rounding factors that you may choose. “1. No rounding” which will charge
for the exact time used to within 1/1000th of your chosen time unit. For example if your
time unit is 15 minutes and the customer uses 34:13 minutes then he will be charged for
2.281 time units. “2. 4/5 rounding” will round up or down to the nearest full time unit. “3.
Round up” will always round up to the next full time unit. Of course if the rounded time is
less than the minimum time then the minimum time will be used.
You may also set “FIRST ?? MINUTES FREE.” If your customers require a setup
time (put on shoes, change clothes, bathe before entering the pool) you may give them
a reasonable amount of time to prepare before their time begins. “Free” time would also
include time at the end of the session that would be needed to change back so that they
could come to the register. If the time used is less than the free time then no time will be
charged even if you have set a minimum time.
If you stop two or more timers, the information from all the timers that you
stopped (added together) will be entered into the sale.
98
Below is a sample start receipt and a sample stop receipt.
DALE’S CYBER CAFÉ
- - - - - - - - - - - - - - - - - - Your start time for unit #1 is
10-12-2005
15:14:17
Your time is measured from this
time until this receipt is turned in.
You can now enter the stock number for selling time that has been entered into
your stock table. If you enter the proper stock number then after you stop a timer and
return to the main POS.EXE program the information from the timer will be
automatically rung into a sale. A stock number will also allow the timer feature to look up
the price for a unit of time and print it on the “start time” receipt. If you do not enter any
stock number here then the timer info will not be automatically transferred to a sale
when you return to POS.EXE. If you enter an incorrect stock number then you will
receive an “INVALID STOCK NUMBER” error when you return to POS.EXE.
Time is charged in units of
15 minutes at 1.50 per unit.
The minimum time allowed is 15 minutes.
Time is not rounded.
DALE’S CYBER CAFÉ
- - - - - - - - - - - - - - - - - - START TIME FOR UNIT #1 15:13:10
STOP TIME 15:23:22
ELAPSED TIME 00:10:12
MINIMUM TIME ALLOWED 00:15:00
TIME IS NOT ROUNDED.
TIME UNITS = 1.000
10-12-2005
To print “time receipts” your register must be set up to print regular sales
receipts. The parameters set for regular sales receipts are used to print time receipts.
There are 4 options for printing time receipts and they can be set differently for
start receipts and stop receipts. “1. Always print” will always print a time receipt. “2. Ask
DEFAULT = YES” and “3. Ask DEFAULT = NO” will ask you if you want to print the time
receipt. “4. Never print” will not allow time receipts to be printed.
99
Notes: Closing the register at night will not turn off timers that are running. When
you open the register in the morning you should check to see that the timers are all off.
After stopping a timer the time in time units will be printed at the top of the screen.
VENDOR LIST
(See "Stock Table") In the stock table you may enter a vendor's stock number for
each item. When ringing up a sale you may alternately use the vendor stock number to
ring up an item (the stock number is the primary method). However before you may use
this feature you must turn it on here. When you choose Vendor List in the
POSCONFG.EXE program you will first be asked how many (out of the total 26,000) of
the vendor's stock numbers you wish to search for a match when ringing up an item
using the vendor's stock number. Looking up an item takes a lot longer using the
vendor's stock number than the stock number so you don't want to search all 26,000
lines in the stock table if only the first 800 lines are filled in. If you enter 500 then only
lines 1 to 500 in the stock table will be searched. If you enter 0 then you will not be able
to look up an item using the vendor's stock number when ringing up a sale.
At this point press [TAB] to make the vendor stock number the default method of
entering an item into a sale. If you do this, then when you are in a sale you will have to
press [ESC] to enter a regular stock number to enter an item or use the function keys
for “park”, “void”, “discount” etc. or to press [+] to total the sale. Press [*] to return to
using the vendor stock number as the default.
In the stock table you may assign each item to a category. You may group all of
the different items sold to you by the XYZ company into the vendor of "XYZ Co." even if
they are widely separated in the stock table and different categories of merchandise.
When you print out reports you may sort the reports by vendor. Sales reports by vendor
will give a percentage of total sales by each vendor.
You may assign up to 256 vendors numbered from 0 to 255. It is a good idea to
leave vendor 0 unassigned, that is the default vendor for any item entered into the stock
table. That way if an item comes up with a vendor of " " you know that you have not
assigned it to a vendor.
Before you assign an item to a vendor the vendor name must be in the vendor
list so it will be a good idea to fill in your vendor list before you begin entering items into
your stock table.
The names in the vendor list may be in any order. However please remember
that whatever order you choose, that the vendors will be sorted and printed in that
order. If you move a vendor name from one place to another you will have to manually
change the vendor assignment for EVERY item in your stock table that is linked to that
vendor name. Choose your order wisely! Leave blanks in the list for future additions.
Blanks are ignored unless an item in your stock table is assigned to it.
Once you have entered your vendor list (and your tax and category list) you may
begin entering items in your stock table. When you are entering your stock items and
you reach the "Vendor" column the current vendor name will be replaced by the position
of that name in the vendor list. For example: if the XYZ Co. is vendor #45 when you
move the lightbar to "XYZ CO." the number 45 will replace it. You may now change the
vendor assignment by changing the 45 to the number of another vendor. To keep you
from having to remember all of the vendor numbers the vendor list will appear at the
100
bottom of the screen. Hold down [CTRL] and press the [PAGE] keys to page through
the list.
Please remember that the items in the stock table are not linked to a particular
vendor name but to the position of that name in the vendor list.
RINGING UP A SALE
When the register starts you will see the main menu...
1. Purchase
- Ring up a sale
2. Return
- Ring up a refund
3. File Maintenance
- Access and change .POS file.
4. No Sale - Cash in/out - Opens drawer, accounts for cash pulls / drops.
5. Void
- Cancels a sale / view-reprint transactions.
6. Lock Register
- Locks program.
7. Close Register
- Display and reset daily sales totals.
8. Reports
- Information about your sales.
9. Associates
- Enter / delete salespersons.
SALE SCREEN
1. Purchase / Return
A return is exactly the same as a purchase except items and dollars are subtracted
instead of added and you have to tell the program if a returned item is being returned to
inventory or being disposed of.
If you are using a scanner to enter the stock number then you will not need to
enter the price or quantity for an item. The program will look up the price and tax rate for
that item (just as if you had typed it) and make the quantity = "1", it will enter all this to
the list and then be ready to scan the next stock number. In effect all you have to do to
101
ring up a bunch of merchandise is to scan the barcodes, you don't have to touch the
keyboard at all until you press [+] to total the sale.
From the main menu, if you select option "1. Purchase" (or "2. Return"), and if
you have enhanced "Employees" you will be required enter an employee number from
the employee list (or PIN number). You may not choose an employee number that is
blank so make sure that you have filled in at least one employee name in the list.
But what if you need to change the price, tax rate, quantity, or description for a
scanned item? No problem, after you scan an item just press [TAB] to make those
changes.
If this is a "Return" you will be asked for both the person ringing up the return and
the person who rang up the original sale. This way the return amounts will be subtracted
from the sales totals of the person who sold the merchandise.
You ring sales up by entering amounts in the three boxes at the bottom of the
screen.
If your register uses a stock table you will be required to enter a valid stock
number for the item you are selling. A valid stock number is one that is listed in the
stock table. An item not listed in the stock table cannot be rung up.
If you do not know the stock number for an item you may access the stock table
by pressing [F1] and the screen below will appear.
SALE SCREEN SHOWING STOCK TABLE
The top stock number will be highlighted. Use the arrow keys to scan up and
down the page. When the correct stock number is highlighted press [ENTER] to return
to your sale and the stock number will be entered for you. Or just press the letter key (AT) listed in the second column. (You may also use the A – T keys to ring up items from
the first stock table page even when the stock table is not displayed, i.e. when at the
main sale screen you are supposed to enter a stock number press A-T instead.) When
in the stock table you may use the [PAGE UP] and [PAGE DOWN] keys to turn pages
and then scan to the one you want or press A-T.
102
In the stock table press [TAB] to search the stock table. You may search by stock
number, description, price, category, or vendor. If the item found is not correct press
[F1] to continue the search for the next match. Note: a search by stock number will
always find the first match, but then no two items may have the same stock number.
If you search by description you may enter a partial description for the search.
For example if you search for "BLUE" then the search will find all of the items that have
"BLUE" in the description, i.e. "BLUE NAME BADGE", "ZIPPO LIGHTER / BLUE", "SET
OF 4 BLUE TUMBLERS", all would be found. This is another reason to use detailed
descriptions in the stock table.
If you entered a vendor's stock number for each of your items you may use the
vendor number to ring up the item. When this program asks for the stock number press
[*] (the asterisk key), you may now enter the vendor's stock number. This program will
look for a match, or partial match, between the number you entered and the vendor's
stock numbers in the stock table. This means that if you entered "APPLE" that the
program will match "APPLE", "APPLES", "PINEAPPLES", "ROAD APPLES" or any
vendor stock number that contains "APPLE" in it. If the program finds the wrong
"APPLE" simply press [2] to continue looking. Press [1] or [ENTER] if the correct item is
found, [ESC] to quit, or [F1] to display the stock table with the vendor's stock numbers
shown. (See "Vendor" to see how to turn this feature on.)
When you enter the stock number in the sale, the register will look up that item's
price, description, and how many you have in stock and display it on the screen. You
will now be in the "Enter Price:" box. If the description of the item does not match the
one you are ringing up you may press [F11] or [ESC] to return to the "Enter stock
number:" box.
While in the "Enter Price:" box, if the price is wrong, you may enter a new price.
A price of $0.00 is acceptable. Only while you are in the "Enter Price:" box may you
press [F7] to modify the tax rate for this item. When you press [F7] you will flip through
the tax rates in the tax table one at a time. Stop when you get to the one you want. This
means that you can only charge tax rates that are in the tax table, make sure that it is
complete.
After entering the price you will be in the "Enter Quantity:" box. This box will use
a quantity of "1" as the default. If you are selling more than one, enter the correct
quantity. If you are selling something by length or weight you may press [ . ] to enter
decimal pieces (###.###). For example, if you are selling 5 3/8 yards of something that
is sold by the yard you may enter 5.375 pieces.
When in the "Enter Quantity:" box you can press [F12] and you will then be able
to enter the total price for the line. The program will then calculate the number of items
needed to account for that price. For example if you had a 5.00 coil of wire that sells for
0.29 per meter the program would calculate that there must be 17.241 meters of wire in
the coil. Pressing [F7] will switch the currency amount you are entering from “with tax” to
“without tax.”
The register will now post this item at the top of the screen and return you to the
"Enter stock number:" box for the next item.
103
Function keys.
Listed at the bottom of the sales screen are various functions and the [F?] keys
you need to press invoke those functions. If a function is not listed, you have not
enhanced that feature or that function is not available during this part of a sale.
[F1] Stock table. This has already been explained above.
[F2] Calculator. This function is not listed at the bottom of the screen, and actually you
can access this function from all parts of the program by pressing [F2]. When you press
[F2] a 5 function calculator will pop up on the screen. It works just like any pocket
calculator using the numeric keypad and some other keys including [BACKSPACE].
Press [F9] to see exactly what other keys when the calculator is “full screen”. Press [F2]
again to toggle between a full screen calculator and just a small display at the bottom of
the screen. Press [ESC] to remove the calculator.
[F3] Discount. This is a whole sale discount, like an employee discount or a "30% off
everything" sale. If you have enhanced this feature to "PRESET" then pressing [F3] will
toggle you through the percentages that you have preset. If you have enhanced this
feature to "EMPLOYEE SET" then when you press [F3] the associate will be allowed to
type in the percentage of the discount. In both of the above cases pressing [F3] will also
turn off the discount.
[F5] Void. This will allow you to erase the entire sale or any one line of the sale. You
may erase any line even if it is not currently visible on the screen (you have more than
12 lines and it is on another page.) However if you cannot see it, do you know what line
it is on? Use [PAGE UP] and [PAGE DOWN] to view the proper page. After pressing
[F5] select to void "One line only" or "The entire sale." If you choose to void one line,
enter in the line number, the item will be voided and you will be returned to the sale. If
you void the entire sale you will be returned to the main menu, this sale never
happened.
[F6] Park. If you enhanced this feature then you may park the current sale and then
start a new sale or recall another parked sale. You may park up to 76
sales. If you try to park more sales than allowed you will receive the message, "The
parking lot is full." and will not be allowed to park that sale.
[F7] Modify tax. This function can be accessed only when you are entering the price of
an item. Press [F7] to change the tax on an item by flipping through the tax rate chart
until the correct rate comes up. A zero ( 0 ) rate is always available.
[F9] Reduction. This function will allow you to reduce either all of the lines or just the
last line entered. You may reduce by a dollar amount from each piece sold or by a
percentage. You may also reduce the entire sale by entering coupons.
Normally when you sell an item the price of the item times the quantity is added
to the $ SOLD column of the stock table. However if a line has been reduced, the
reduced price is added. This means that if you add up all of the items in the stock table
104
the total price will equal your net sales in the sales report. This also applies to discounts
because discounts are actually a type of reduction. This also means that if you have
sold 48 pieces of something priced at $1.00 each you may only have listed sales in the
stock table of $46.35 for that item. Some of them were sold at a reduced price.
Coupons are not associated with any particular item if you ring them up as
"Coupons". Therefore they will not reduce the price of any item. If you then add up the
sales in the stock table you must subtract the "Coupon" from the sales report to equal
the net sales.
If you reduce by a dollar amount, and the amount is more than the price of the
item (or if it has already been reduced and the dollar amount is more than the reduced
price) then the price of the item will be reduced to $0.00 and only the former price will
be reduced. For example if you sold one item for $1.00 and another for $25.00, and
then did a item reduction on all items for $2.00, then you will take $2 off the $25 item but
you can only take off $1 from the $1 item so your total reduction will be $3.00.
[F11] Back. Pressing [F11] (or [ESC]) may cancel what you are doing, erase the current
number, or send you back to where you came from. Some times several of these things
will happen if you press [F11] more than once. For example the first time you press
[F11] it will clear the number (set to 0) the current number and if you press [F11] again
you will go back to the previous number.
The following are not listed at the bottom of the sales screen.
Think of them as secret features.
[F12] Lock. Pressing [F12] will allow you to lock the register. When you unlock the
register you will be back at the sale.
[CTRL] + [F12] Notes. If you hold down [CTRL] and press [F12] you will be able to type
a note into your sale. The note will take the place of 1 to 7 descriptions in your sale. A
note can be up to 210 characters long. Type in your note and press [ENTER] to insert
the note or [ESC] cancel.
After typing the text and while still in the entry box if you hold down [ALT] and
press a function key from [F1] to [F10] you will save the note with that [F?] key. When
you return to the entry box you can retrieve the note by holding down [CTRL] and
pressing the same [F?] key so you can save and retrieve up to 10 notes.
In fact if you hold down [CTRL] and press [F1] to [F10] from the sales screen you
can retrieve a note and put it directly into a sale.
=====================================
STOCK NUMBER DESCTIPTION
PRICE
60000 COLOR KEY ONE SIDED
T1
1
at
2.99ea
2.99
60017 IMPORT RUBBER GRIP KEY
T1
2
at
4.59ea
9.18
62761 KEY PAL PULL APART RING
T1
1
at
3.00ea
3.00
105
***THE FOLLOWING ITEMS
WILL BE DELIVERED ON
5-21-11***
60084 KNOB LOCK – TITAN
T1
1
at
34.00ea
34.00
68952 1 CYL DEADBOLT LOCK
T1
1
at
29.00ea
29.00
=====================================
6
=====================================
SUB TOTAL
78.17
TAX1 at 9.750%
7.62
SALES TAX
7.62
TOTAL
85.79
=====================================
Receipt with note
Maximum number of lines.
The maximum number of lines in any one sale is 60. Each reduction or coupon is
included in calculating the number of lines. Once you reach 60 lines the register will only
allow you to total the sale, void the sale, or void a line. Any sale that exceeds 60 lines
will have to be rung as two transactions. (NOTE: If you use the RECONVRT.EXE
program you can change the maximum number of lines in a sale to 200.)
Finishing a sale.
When you have finished ringing everything up in your sale including coupons,
reductions, and a discount, (if any) press [+] to complete the sale. On a laptop you may
also press [=] to total a sale. Once the sale is completed you may return to the sale by
pressing [F11] or [ESC] to "Go back".
You will now be asked for customer information that you set up using
POSCONFG.EXE. Depending on how you set it up this information will be saved into a
customer database and/or printed on the receipt.
If you save the information on disk, then at the end of a sale when you are asked
for this information you may search the file for it instead of entering it. You may search
for any portion of any field. For example you could search the "Customer Name" field for
"DAVE" (even though the field contains first and last names) and then continue the
search until you find the "DAVE" that you want.
Once you have entered the customer information (or read the information from
the database) press [TAB] to continue. If you entered the information or changed what
was in the file, you will be asked to save the new information as either the old customer
or as a new customer.
This version of the program only allows you to enter and search the customer
database. Future versions will have additional features.
106
Payment.
You must now choose between a cash, check, or credit payment. You may use
POSCONFG.EXE to set which forms of payment are acceptable and if you wish to allow
multiple forms of payment on the same sale.
Cash
Enter the amount of money the customer gives you or just press [ENTER] for
exact change, the change due to the customer will be displayed. If the customer gives
you a different amount, say hands you an additional 12 cents then just re-enter the
amount tendered for a new change due. If you press [ENTER] without entering a new
amount you will return to the main menu.
Check
You will be asked for the information that you requested to be asked, then you
set up the "checks" function using the POSCONFG.EXE program. This information will
be printed on the receipt, journal, and in the recorded sales record file. The salesperson
will be told to write the transaction number on the back of the check. If the check is
returned by the bank you can find the customer's information by looking on the journal
or using the register's "Void" option to display the sale on the screen.
Credit / Debit
You will be shown the total amount to be charged to the credit card. If you have
enabled both CREDIT and DEBIT you will have to chose which one to use, you cannot
use both a credit card and a debit card in one sale.
Gift card
When you enter a gift card the program will ask you to for the card ID. It will not
ask you the amount you want to use from the card. Instead it will take enough money
from the card to pay off the sale. Therefore if you want to use multiple forms of payment
for the sale you must enter the gift card LAST. If there is not enough money in the card
to pay off the sale you may use up to 2 additional gift cards (3 maximum) to attempt to
pay off the sale. If the gift cards cannot cover the sale then you will be able to use an
additional payment method even if you set “multiple forms of payment” to “NO”
User defined
This payment method will only ask for the amount you wish to use to put on the
sale. It will not ask for any additional information.
Multiple tenders
If you have chosen to allow multiple forms of payment on a single sale, then if
you enter less than the total amount of the sale for one form of payment, you will be
requested to choose additional forms of payment until the total payment equals or
exceeds the total amount of the sale.
107
Here is a sample receipt printer receipt....
DALE'S KEY SHOP
1234 IRVING PARK ROAD
CHICAGO, IL 12345
(123) 555-1234
KEYS FOR ANYTHING
RETAIN THIS RECEIPT FOR ANY RETURN
OR EXCHANGE, OR FOR COMPARISON WITH
YOUR MONTHLY STATEMENT
--------------------------------------TRAN ASSOCIATE
TIME
2154 1 DALE H
10:57
--------------------------------------STOCK# DESCRIPTION
PRICE
52489 PEPPERMENT LIFESAVERS
TAX2
1 at
.50 ea.....
.50
13 SINGLE SIDED COLOR KEY TAX1
2 at
2.49 ea.....
4.98
55 SINGLE SIDED BRASS KEY TAX1
3 at
2.19 ea.....
6.57
958211 LOCKWORK
TAX0
1 at
5.00 ea.....
5.00
6936 KEY PAL KEY CHAIN
TAX1
1 at
2.50 ea.....
2.50
SUB TOTAL
19.55
TAX1 at 8.750%
1.23
TAX2 at 2.000%
.01
TOTAL TAX
1.24
TOTAL
20.79
--------------------------------------CASH TENDERED
5.00
CHECK TENDERED
10.00
CREDIT TENDERED
10.00
TOTAL TENDERED
25.00
CHANGE DUE
4.21
CUSTOMER SATISFACTION GUARENTEED!
02-25-2001
***************************************
*
COUPON
*
*
*
108
*
BRING IN THIS COUPON FOR
*
*
10% OFF!!!
*
*
ON YOUR NEXT KEY PURCHASE
*
*
*
*
DALE'S KEY SHOP
*
*
EXPIRES 03-31-01
*
***************************************
File Maintenance
File maintenance will offer several options.
1. Run POSCONFG.EXE.
2. Stock table.
3. Tax rate list.
4. Category list.
5. Vendor list.
6. Set date / time.
7. Copy files.
8. Read receiving file.
9. Read inventory file.
1. Run POSCONFG.EXE.
This option will run the POSCONFG.EXE program for only THIS register. You will
have to enter the master password.
2. Stock table.
This option will allow you to edit the stock table. If you required it you will have to
enter the "stock table" password to enter. However only if you enter the "master
password" will you be allowed to edit "pieces sold", "dollars sold", or the inventory
counts.
3. Tax rate list.
This option will allow you to edit the tax rates. If you required it you will have to
enter the "tax" password or "master" password to enter.
4. Category list.
This option will allow you to edit the category list.
5. Vendor list.
This option will allow you to edit the vendor list.
6. Set date / time.
It is very important that the date and time on your computer be correct. Use
Windows on your computer to reset the date and time.
Note: If your store stays open after midnight your closing sales will be recorded
on the day the register is closed. If you are open all day on the 16th but close up at
109
1:00am then your sales will be recorded on the 17th. When you open at 9:00am on the
17th the journal will think that it is the same sales day.
7. Copy files.
This function will copy the stock table, RECEIVE.EXE, and INVENTOR.BAT to
another disk drive. This will allow you to enter your inventory or receiving file on a
different computer to be read by this computer later. NOTE, if your stock table is too
large your will have to copy the program files to one disk and the stock table to another.
If your stock table is set to more than 11,000 lines it will be too large to copy to a floppy.
8. Read receiving file.
This will read the file created by the "Receiving" program from either the hard
drive or a floppy drive. This will add counts to the existing inventory in the stock table.
The "Receiving" file may only be read once because it will be erased after being read.
9. Read inventory file.
This will read the file created by the "Inventory" program from either the hard
drive or a floppy drive. Before this "Inventory" file is read the current inventory in the
stock table will be ERASED. The stock table inventory will be replaced by the counts in
the "Inventory" file.
No sale
There are three options to a “No sale”
1. No sale
2. Cash pull
3. Cash drop
4. Cancel
“1. No sale” just pops open the cash drawer and prints a receipt.
“2. Cash pull” pulls money from the cash room to your register. Use this feature
when you need have insufficient cash in your drawer and need to take money from the
cash room to put in the drawer.
“3. Cash drop” drops money to the cash room from your register. Use this feature
when you have too much cash in your drawer and you need to take cash from your
drawer to deposit in the cash room.
If you choose options 2 or 3 you will be asked for the amount. Two receipts will
print, one for the register and one for the cash office, each of which will have the
amount printed on them.
No sales, cash pulls, and cash drops will be counted as transactions and will be
placed in the journal file and transaction record so they can be displayed using the “5.
Void” feature.
110
On the closing screen and receipt there will be a listing for “Cash drops / pulls”
which will be the total for both, with cash drops being subtracted of course. Cash drops /
pulls will be calculated into the "Cash in reg." figure.
Since no sales, cash drops, and cash pulls all open the cash drawer they are all
included in the “No sale” transaction count.
Voids
This function will display any transaction in the sales record on the screen
including non-sales like opening, closing, voided sales, returns, no sales.
Only sales in your sales record file (not refunds or anything else) may be voided
and then only if they are from the same day. You may also require a password before a
sale may be voided.
If you are tracking sales by sales person the void amounts will be subtracted
from the sales totals of the person who rang up the original sale that is being voided.
A voided sale will be totally erased from the register. The sales will be removed
from the sales totals, the pieces will be returned to the inventory, even the transaction
count will be reduced by 1. The transaction type in the sales record will be changed
from "SALE" to "VOIDED SALE". However the amount of all of the voids and the
number of voids will be recorded in the daily sales report as a separate number, i.e. not
added into the daily sales.
Lock register.
To lock the register you will have to enter the "lock register" password (or the
master password.) When the register is locked the program is frozen on the "lock"
screen. To unlock the register you must enter this password (or the master) again.
The .POS file is also set to "lock" so even if you reboot the computer, if you try to
run the POS program, when it loads the .POS file you will still be frozen on the "lock"
screen.
Close register.
This option will either print a closing sales report and clear the register before
exiting the program, or just exit the program.
If you choose to close the register it will print out a daily sales closing receipt and
then erase the daily sales. Do this only if it is the end of the sales day. After erasing the
daily sales it will ask you if you wish to erase the merchandise sales data, this is WHAT
you have sold. DO NOT erase the merchandise sales data unless you have first used
the "Reports" function to first print out the merchandise sales report. (See "Journal")
Some stores want to know what they sell on a daily basis, some weekly, and
some monthly. If you want to know what you sell monthly but printout and clear the
merchandise totals daily then you have a lot of adding to do at the end of the month.
Only when you are on the last day of your accounting period should you clear the
merchandise sales data. (But make sure that you print out the data first!) Make sure that
the person who closes out your register knows when, and when not, to clear the
merchandise sales data.
If you choose to exit the register without closing then nothing will be printed or
erased. When you reopen the register later an opening receipt will be printed but
111
otherwise it will be just as you left it. All your sales and everything else will be there as if
you had never left the program.
This is a major feature! This means that your computer has to be a cash register
only when you need to ring something up. If you are working in an office or school and
only need to account for a sale 1 to 12 times a day, then when someone comes to you
to pay a fee, pay a fine, or purchase a knickknack, pause your word processing
software (or whatever), load the register software, ring up the sale, exit the register
software, and go back to word processing. If you are using Windows you can run your
WP software and the register software in separate windows, just click over. At the end
of the day run the register software a final time to print & close.
Sample closing receipt....
DALE'S KEY SHOP
1234 STATE STREET
CHICAGO, IL 60600
(312) 555-1234
-----------------------------------TRAN ASSOCIATE
TIME
1234 0
21:02
-----------------------------------CLOSE CLOSE
CLOSE
CLOSE
CLOSE
-----------------------------------TX1 8.750%
70.31 0.000%
0.00
TX2 2.000%
3.08 0.000%
0.00
TOTAL
73.39 TOTAL
0.00
UNIT TAX
0.00
TOTAL TAX
73.39
-----------------------------------CASH SALES:
700.20
49
CHECK SALES:
40.41
3
CREDIT SALES:
293.02
18
DEBIT SALES:
0.00
0
GIFT CARD SALES:
0.00
0
USER DEFINE SALE:
0.00
0
CASH RETURN:
-52.29
4
CHECK RETURN:
-13.47
1
CREDIT RETURN:
-20.00
2
DEBIT RETURN:
0.00
0
GIFT CARD RETURN:
0.00
0
USER DEF. RETURN:
0.00
0
NET SALES:
947.87
TOTAL TAX:
73.39
GROSS SALES: 1021.26
TIPS:
0.00
CASH BACK:
0.00
SUB REG CASH:
649.91
112
CASH DROPS/PULLS:
0.00
0
+ CASH FUND:
125.00
CASH IN REG:
772.91
CHECKS IN REG:
29.30
CREDIT IN REG:
273.02
DEBIT IN REG:
0.00
USER DEF IN REG:
0.00
TOTAL PAYOUTS:
0.00
0
TOTAL DISCOUNTS:
-67.34
4
TOTAL REDUCTIONS:
-72.85
11
TOTAL COUPONS:
0.00
0
TOTAL VOIDS:
-22.58
1
TOTAL GIFT CARDS:
0.00
0
SALES TRANSACTIONS:
70
RETURN TRANSACTIONS:
7
PAYOUT TRANSACTIONS:
0
NO SALE TRANSACTIONS:
7
GIFT CARD TRANSACTIONS:
0
TOTAL TRANSACTIONS:
77
-----------------------------------WE MAKE KEYS RIGHT
07-02-2001
Balancing your register.
To balance you register a closing report will have five important numbers. The
"Cash in reg:", "Checks in reg.", “Credit in reg.”, Debit in reg,” and “User define in reg.”
The “Cash in reg.” figure includes the opening cash fund that you enter when you
start this program, plus the sum of cash pulls minus cash drops, plus tips, minus cash
backs, plus cash sales minus cash returns, minus payouts. In other words the “Cash in
reg.” Should exactly equal the cash that is actually in your cash drawer.
If you add up all of the checks in the register, plus any that were put "in the safe"
during the day, then the total should equal the "Checks in reg:" There are two important
things about checks and refunds. You can give a check refund only if you return the
customer's actual check to him or if you write out a store check (and then put the stub
into the drawer to subtract from the check total), otherwise the checks that you add up
at the end of the day will not equal "Checks in reg:"
If a customer paid with a check but you give him a cash refund then at the end of
the return transaction you must choose "cash" as the method of payment.
Likewise the credit slips in your register should add up the “Credit in reg.” Figure
and the debit slips in your register should add up the “Debit in reg.” And the “User
define” should add up to the User define in reg.”
NOTES ON SALES REPORTS:
If you allow multiple forms of payment on one sale, then each form of payment
used will count as one sale. For example, if a customer pays by check and cash for one
sale then that will increase the number of cash sales by one and the number of check
sales by one, however the total sales will increase by only one because there was
113
actually only one sale. This means that at the end of the day you could have 45 cash
sales, 23 check sales, 22 credit sales, but only 76 total sales. This also applies to
returns.
Also, if you allow multiple forms of payment on one sale the dollar amount
credited to each form of payment will be proportional to the amount tendered. If you
have a 10% tax rate, and the customer pays $10 in cash and $50 in credit for a $55
sale, then the net sale is $49.50 (less tax) and .166667% will be credited to a cash sale,
or $8.25 and .833333% will be credited to a credit sale, or $41.25.
REPORTS
If from the register you select the "Reports" feature you will see the following
"Reports" menu...
(Can't find FILEINFO.EXE? See "Starting the cash register" under "MINIMUM
MODE" at the beginning of this document.)
SALES REPORTS
A. Total by Sales
B. Employee Sales
C. Hourly Readings
D. Gift Cards
MERCHANDISE REPORTS
E. Total by Stock
F. Total by Category
G. Total by Vendor
H. Employee by Stock
I. Employee by Category
J. Employee by Vendor
K. History by Stock
L. History by Category
M. History by Vendor
N. Inventory by Stock
O. Inventory by Category
P. Inventory by Vendor
Q. Profit
R. Inventory value
When you select a "Report" it will be calculated and displayed on the screen.
While on the screen you may print it on your printer or save it as a text file that can be
loaded into any word processing program. You may also save it as a data file that can
be loaded into any spreadsheet program. Saved files can be saved either to the current
drive or you may select a drive.
SALES REPORTS
A "total" Sales report is exactly like the receipt that you get when you close out
the register. An "Employee" sales report is the same thing except it is only one
employee's sales.
114
When you use the “Reports” feature in the POS.EXE program to make a “Total
sales” report you will have several options.
But first a few words about closing receipts.
When you close out the register and print a closing receipt the information on the
closing receipt is also saved to a file. This allows a “Total sales” report to not only report
the sales in the current register session but for any closing report that has been
recorded in the file. By specifying “Start date” and “End date” you may also total up all of
the sales figures from those days.
If you total figures from a range remember that if you specify a “Start date” from
before you began using a version of the POS program that would record closing data
then there is no data to read for those dates. For example if you enter a “start date” of
11-20-03 but did not install version 6.22 (or later) in your computer until 1-1-05 then no
sales from before 1-1-05 will be added into your totals.
Also remember that the POS program saves closing data to the file depending on
the date / time of when you closed the register. If your bar / restaurant opens at 9:00 am
on 2-3-05 and then closes at 2:00 am the next morning then the sales for that day will
be recorded under 2-4-05.
If for some reason the date / time in your computer’s system clock is inaccurate
this will also save closing figures to the wrong date. If you are adding sales within a
range and one or more of the sales records in the file that should be within the range
has an inaccurate date outside of the range then those figures will not be included in the
totals for the range. You are responsible for making sure that the date / time of the
closing of the register is accurate.
Since incorrect dating of the closing receipts is possible, or you may not have
even closed the register properly on the correct day, you may not consider adding sales
figures on a “Sales report” over a range of days to be a substitute for adding up the
actual closing receipts for those days. While this program will accurately total up the
closing receipts that have been saved to the file it has no way of knowing that you have
accurately saved all of the closing receipt data to the file.
When you create a “Total sales” report you will be asked for a “Start date” and
“End date.” At the bottom of the screen will be displayed the date of the “First receipt in
the sales record.” It is pointless and misleading to specify a “Start date” earlier than the
“First receipt” date.
From the “date” screen if you press [+] then a sales report will be created that
contains only the sales held in the current session of the active cash register. If your
register was closed out earlier in the same day those sales are not “current” and will not
be included.
From the “date” screen if you press [TAB] then a “Total sales” report will be
created that will total up all of the closing reports in the date range. If the current date is
in the range then the sales from the current register session will be included.
From the “date” screen if you press [F1] then you will receive the same report as
pressing [TAB] plus a sales report for each closing receipt in the range. This is a way to
make sure none of the closing receipts are missing and a way to use up a huge amount
of paper if you actually decide to print them out.
115
TRANSACTION NUMBERS
A print out of a closing receipt will have the original transaction number. The
current sales will have a transaction number of “CRRNT.” The total for all receipts will
have a transaction number of “TOTAL.” Associate sales will have a transaction number
of “ASSOC.”
TAXES
Even though the current tax rates are displayed on all sales reports, the
monetary amounts are the actual tax amounts collected when the register was closed.
TIPS
Tips are only reported if you are recording tips. (How else?) In addition tips are
only reported on non-networked registers or from the GLOBAL folder of networked
computers. Networked local registers will not report individual tips.
IMPORTANT: Tips apply to each slot in the “tips” file, Employee #1, Employee
#2, Employee #3, etc. If you print each closing receipt then they will have the names of
the employees at the time the register was closed. However the “total” receipt will have
the names of the current employees. If over the range of dates two or more employees
used the same slot, then the program will have no way of knowing this. The names
printed in the tips section of the “total” report are the current holders of those slots. For
example, if “AMY” was employee #4 from 1-1-05 to 1-15-05 and “ANNA” was employee
#4 from 1-16-05 to 2-25-05 and you create a sales report from 1-1-05 to 1-31-05, then
the tips for slot #4 will include the tips earned for Amy and Anna. However if the current
holder of slot #4 is “BOB” then “BOB” will be printed on the “total” report for slot #4. To
find the actual tips for Amy and Anna you would have to print out each of the closing
receipts in the range. There should be a long time before you assign a new employee to
a slot used by a previous employee.
SUB REG CASH
CASH FUND
CASH IN REG
For historical purposes these fields will be printed as they were saved for
individual reports however for the total report the CASH IN REG will not include cash
fund and SUB REG CASH and CASH FUND will be set to zero. This is because the
CASH FUND is not something earned on each day and does not reflect actual sales or
taxes.
NETWORKS
A sales report is the sales from that register only. If your register is on a network
then only the sales from that register will be reported even if you specify a range of
dates. To create a sales report for the entire network you must create the report from
the GLOBAL folder.
116
HOURLY REPORT
An hourly report will print the total sales and total transactions for each hour of
the specified day. Also for each hour it will calculate the sales per transaction.
When you have a sales, return, or void transaction the date/time and net sales
for that transaction are recorded in a ??????.HR file. This is a permanent file and will
grow without limit. This means that at any time you can make an hourly report for any
day that is in the file no matter how far in the past. Since this file date/times each entry
from the system clock it is again very important that your computer always has the
correct date / time. If your clock is incorrect and a transaction is saved it will then be
recorded in the day / time from the clock even though this may be hours, days, or years
from where it is supposed to be.
In the sample print out you will notice that there are no figures for any hour that
did not have sales. This means that there will be no lines for early in the morning or late
at night when your store is not open. Also if there are no sales during an hour when the
store is open there will be no line displayed.
Since returns and voids count as negative sales and negative transactions it is
possible to have an hourly reading with negative sales and/or negative transactions. It
may also be possible for the sales or transactions to cancel out so you could have sales
but no transactions or transactions but no sales.
The time stamp at the left of a line indicates when the time period began. So the
line for 09:00 records the sales from 09:00:00 to 09:59:59.
Actually you can set this feature to show time readings for several time intervals.
An interval of 60, 30, 20, 15, 10, or 5 minutes may be selected.
TIME
09:00
10:00
11:00
12:00
13:00
14:00
15:00
16:00
17:00
18:00
19:00
20:00
TOTAL
SALES
410.56
878.78
420.15
490.48
388.47
501.76
276.64
278.09
272.79
239.43
377.21
208.01
4742.38
TRANS SALES/TRANS
8
51.32
10
87.88
9
46.68
8
61.31
9
43.16
8
62.72
8
34.58
7
39.73
9
30.31
9
26.60
7
53.89
7
29.72
99
47.90
Hourly Report
GIFT CARD REPORT
The program keeps a transaction file of each gift card. These files can be
accessed through the “Gift card” reports. You select the gift card you want by entering
the gift card ID and the report will display a list of every transaction made with that card.
117
GIFT CARD NUMBER 26512254844
BALANCE
79.31
TRANS
2563A
1547C
2837A
8517B
1785C
3011A
8678C
3112A
TYP
+ CASH
SALE
SALE
SALE
SALE
SALE
+ CASH
RETURN
DATE
08-24-2006
08-31-2006
09-01-2006
09-01-2006
09-01-2006
09-02-2006
09-02-2006
09-02-2006
TIME
12:21:02
16:12:15
08:42:03
12:02:34
15:52:41
08:21:17
10:52:12
12:04:43
AMOUNT
+50.00
-5.36
-.82
-6.87
-18.85
-8.25
+75.00
5.36
BALANCE
50.00
44.46
43.64
36.77
17.92
9.67
84.67
79.31
While this report will not tell you what was purchased with each transaction you
can use the transaction number to go to the register that rang up the transaction and
look up the details of the transaction either in the file of past transactions or the journal.
This is assuming that you enabled those features.
MERCHANDISE REPORTS
Merchandise reports are WHAT you sold. Find out what in your store is selling
and what is not. Find out how many you have. You can print out total merchandise
reports or reports by employee. Each report can be sorted by stock number, or by
merchandise category, or by vendor. If you choose to print by either category or vendor
you may choose to print every item or only the category or vendor totals.
HISTORY
History must be turned on using POSCONFG.EXE, you must be using a stock
table and be keeping track of inventory.
A sales history is the record of which merchandise you have sold by stock
number, pieces and dollars. From "today" you may go back 1 to 12 months. 1 month is
the current month so if it is the 5th of the month the history will only be for 5 days.
History always starts the 1st of the beginning month. History is updated at the end of
every transaction so it is always current.
The sales history file is 1.6 megabytes long, consider this before turning "history"
on. History rolls over after 12 months, i.e. month 13 will overwrite month 1.
INVENTORY
An inventory merchandise report prints quantities on hand.
If you set it up using the “Inventory” feature in the POSCONFG.EXE program an
inventory report can also print the monetary value of your inventory. You can print either
the “cost” value for your inventory (what you paid for your merchandise) or a “sell” value
(what you will receive when you sell your merchandise.)
If an item in the report has no value (either the “Price” or “Cost” respectively is
zero) then the stock number for that item will be followed by a pound sign, i.e.12345#.
This will warn you that the value of those items will not be included in the value of the
inventory.
118
For an inventory report you may select to include or exclude those items of which
you have zero in stock. If from the “Inventory” column in the stock table you pressed
[F7] to “Do not keep inventory on this item” then those items will not be included in the
inventory report even if you select to include items with a zero inventory.
A sample merchandise report is below.
DALE'S KEY SHOP
1234 STATE STREET
CHICAGO, IL 60600
(312) 555-1234
------------------------------------------------TRAN
ASSOCIATE
TIME
1317 0
21:39
------------------------------------------------07-02-2001
PIECES
SALES
55 SINGLE SIDED BRASS KEY
53
91.98
110 FOREIGN CAR KEY
1
3.49
165 FREE BRASS KEY
2
.00
BRASS KEYS
4.97%
56
95.47
------------------------------------------------13 SINGLE SIDED COLOR KEY
334
819.58
68 DOUBLE SIDED COLOR KEY
5
12.45
181 FREE COLOR KEY
0
.50
COLOR KEYS 43.31%
339
832.53
------------------------------------------------26 IMPORT CREDIT CARD KEY
1
.49
C CARD KEYS
.03%
1
.49
------------------------------------------------246 MEDECO KEY
1
6.99
MEDECO KEYS
.36%
1
6.99
------------------------------------------------460666 ORIGINAL CAR KEY
116
338.45
ORIGINAL KEYS 17.61%
116
338.45
------------------------------------------------221096 VATS / TRANSPONDER KEY
3
75.00
ELECTONIC KEYS
3.90%
3
75.00
------------------------------------------------152 RUBBER GRIP CAR KEY
68
204.48
RUBBERGRIP KEY 10.64%
68
204.48
------------------------------------------------6936 KEY PAL KEY CHAIN
10
25.00
182070 MAGNETIC SECRET KEY BOX
2
4.00
425818 3/4" SPLIT KEY RING
1
.25
425834 1 INCH SPLIT KEY RING
3
.75
KEY CHAINS
1.56%
16
30.00
119
------------------------------------------------423030 FD-PUMPKINJAR
2
70.00
FOOD
3.64%
2
70.00
------------------------------------------------686 GF-EXECPCKTKN
1
15.00
767 FD-ORIGINALPW
6
59.94
1326 GF-BRTCHROMER
1
17.00
1339 GF-STNCHROMER
1
17.00
281104 KR-PEW ANGEL
1
6.00
281544 FD-16 OZ ASSO
11
154.00
GIFTS 13.99%
21
268.94
------------------------------------------------TOTAL 100.00%
623
1922.35
Profit report.
For each line in your stock table a profit report will multiply the pieces sold times
your current cost for each item. It will then subtract that from the “Value sold” for that
line to calculate the profit for that line. It will not take into account that the cost for an
item may have changed over time, it will only use the current cost for each line. The
Value Sold figure takes into account price changes, discounts, and reductions.
Returns will count as negative sales, which means that for individual lines you
may have negative values or values of zero if sales and returns cancel out. Only lines
that have a non-zero value for Value Sold and / or Pieces sold will be on the report.
The “Value sold” and “Pieces sold” amounts are the values currently in the stock
table. These values are reset to zero when you close out the cash register and choose
to “Reset the merchandise data.” This means that a profit report can only be generated
as far back as the last time you reset the merchandise data. If you reset it daily then you
can only generate daily profit reports, if you reset weekly then you can only generate
weekly profit reports, etc.
Each column (except “Unit cost”) will be totaled and a total profit figure will be
provided.
|
|
STOCK NUMBER|DESCRIPTION |
657135|COLOR KEY ONE|
2416541644|PERSONALI KEY|
TOTAL PROFIT|
|
VALUE | PIECES |
SOLD | SOLD |
454.48| 152
|
117.49|
31
|
571.97| 183
|
UNIT |TOTAL |
COST | COST |
.19| 28.88|
.31| 9.61|
| 38.49|
PROFIT
425.60
107.88
533.48
Sample Profit Report
Inventory value report.
This report will give the total value of your inventory. It does this by taking the
number of pieces of each line in the stock table and multiplying that by the “R PRICE”
for the “Total inventory at price.” It also multiplies the inventory times the “COST” to give
you a “Total inventory at cost.” Whenever you create this report it will give you both
figures.
120
For this report to give you accurate figures you must correctly fill in the “R
PRICE” and “COST columns for every item in your stock table. The report has no way
of telling if an “R PRICE” or “COST” is incorrect. It will not tell you if an item is missing
either of these figures because some items, like services, may not require an “R PRICE”
or “COST.”
Printing / Saving reports.
After you create a report it will be displayed on the screen, you can scroll up and
down to display the entire report. While viewing the report if you press [TAB] you be
offered the options to print out the report on your printer or save the report as either a
text file or data file. A text file will save the report exactly as it is on the screen it and can
read into any word processing software. A data file will save the report in a comma
delimited format that can be read into either spreadsheet or database software.
Automatic reports
Afraid that your employees will forget to make a report before closing out the
register for the night and then resetting the data? It is possible to set up "automatic
reports" that will execute whenever the register is closed with option "2 Close register
/print / erase / exit." You can even have the auto reports printed or saved to a file on the
computer or transmitted by email or FTP over the internet to another computer.
To do this, from the main menu of the Cash Register program go to the "Reports"
feature and press [F1] to read the instructions for this feature. If you have entered and
activated a "master" password you will be required to enter it before you can see the
instruction screen. If you then press [F1] again the program will return you to the
Reports menu and you can start creating your automatic reports. As you create one
report after another, including printing and saving the reports into a computer file, the
program will save each key press into a "keystroke" file. When the Cash Register
program is closed out it will look for this keystroke file and if it is found, it will return to
the "Reports" feature and execute the keystroke file recreating the reports you are
programming now, and then finish closing out the register.
While you are programming the automatic reports the program will not actually
print or save the reports although it will allow you to set them up to do so. When you
reach a point when you have told the program to print or save it will do nothing.
Automatic employee reports will make a report for every employee that has data,
not any specific employee. This allows you to only program one employee report (for
each type of employee report) instead of having to do so for each employee. The
program does this by putting the "employee report" keystrokes into a loop. The
maximum number of keystrokes in a loop is 100.
If you save automatic reports to a file they will use the following type of filename,
example BT122306.TXT, where the first letter is the report type as selected in the
"Reports" menu, the second letter tells you if the report is (T)ext or (D)ata, and the
following 6 digits are the date in MMDDYY format. Automatic report files are appended
to any existing report file with the same file name so if you close out the register several
times in the same day the saved report will contain all of the reports from each close-out
for that day.
121
Automatic reports saved to a file will be saved to a sub-folder with the same
name as your register file. For example if your POS files are in the folder C:\POS and
your register file name is KEYSHOP then the automatic report files will be saved in the
folder C:\POS\KEYSHOP. If you are saving the file to another drive, like A:, then the
files will be saved to the folder A:\KEYSHOP
When you have finished programming the creating/printing/saving of all the
reports you want, and you are at the main "Reports" menu, press [F1] to save the
keystroke file and return to the instruction screen. At this point you can press [ESC] to
return to the main menu, [F4] to delete the keystroke file you just created, or [F3] to test
your new reports.
If you choose to test your reports the keystroke file will be opened and one
keystroke at a time will be read and executed. Press any key to read the next keystroke
or hold a key down to auto-read keystrokes. When testing the file the program will
actually print out and save your reports. When the last keystroke in the file has been
executed you will be returned to the instruction screen.
When testing or actually using the automatic reports feature you will be warned
to have plenty of paper in your printer and have the disk drives and other storage
devices ready, i.e. stick a disk in them, plug in the RAM drive, etc.
On networked computers the only report than can made automatic on a LOCAL
register is the "A. Total Sales" report. All other automatic reports must be programmed
on the GLOBAL register. The keystroke file is LOCAL and must be programmed on
each register.
The automatic "A. Total Sales" report is limited to the current values only, which
will make it identical to the closing receipt. However unlike the closing receipt an "A.
Total Sales" report can be saved as a file.
Any report saved by “Automatic Reports” (except Gift Cards) can be transmitted
by email or FTP when the register is closed. This will require that your computer runs a
version of Windows ’95 or higher. You may select which reports to send and you may
select to delete a report after it has been transmitted. If your registers are networked
you can only transmit files from the GLOBAL register.
After you have setup the Automatic Reports you will be asked if you want to
setup the program to transmit the reports. If you do, press [TAB]. On the following
screen you must enter the data needed to transmit the files. (If you wish to later change
your transmit settings enter Automatic Reports by pressing [F1] then exit by pressing
[ESC].)
Enter the shop ID, which must be different for each shop sending data. If you
want to email the files enter the email information. If you want to FTP the files enter the
FTP information. Here is the list of parameters you will need.
SHOP ID
SENDER EMAIL
SENDER USERNAME
EMAIL PASSWORD
SMTP SERVER
RECEIVER EMAIL
FTP PORT
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FTP USERNAME
FTP PASSWORD
FTP DIRECTORY
FTP SERVER
The SENDER EMAIL address, SENDER USERNAME, EMAIL PASSWORD and
SMTP SERVER are needed to log on to the email software. If you use “Outlook” you
can find many of these parameters by starting Outlook (or Outlook Express) and clicking
on the [Tools] tab. Then click [Accounts], select an account if you have more than one,
then click [Properties]. Under the [General] tab you will find your email address and
name. Under the [Servers] tab you will find your SMTP SERVER listed as “Outgoing
mail (SMTP). The RECEIVER EMAIL address is where you want to send the email.
Likewise the FTP parameters are needed to send the files to the receiving
computer by FTP. Since in each case the data required is dependent on the software on
your computer and the receiving computer I cannot give you that information.
On the next screen select which files you want to transmit. Remember that if you
did not setup Automatic Reports to create the file then do not select to transmit it. Note
that a “D. Gift Card” report cannot be transmitted.
TEXT FILE |DATA FILE
SALES REPORTS
SEND DEL |SEND DEL
A. Total Sales
[X] [ ] | [ ] [ ]
B. Employee Sales
[ ] [ ] | [ ] [ ]
C. Hourly Readings
[ ] [ ] | [ ] [ ]
D. Gift Card
|
MERCHANDISE REPORTS
|
E. Total by Stock #
[ ] [ ] | [ ] [ ]
F. Total by Category
[ ] [ ] | [ ] [ ]
G. Total by Vendor
[ ] [ ] | [ ] [ ]
H. Employee by Stock #
[ ] [ ] | [ ] [ ]
I. Employee by Category
[ ] [ ] | [ ] [ ]
J. Employee by Vendor
[ ] [ ] | [ ] [ ]
K. History by Stock #
[ ] [ ] | [ ] [ ]
L. History by Category
[ ] [ ] | [ ] [ ]
M. History by Vendor
[ ] [ ] | [ ] [ ]
N. Inventory by Stock #
[ ] [ ] | [X] [X]
O. Inventory by Category
[ ] [ ] | [ ] [ ]
P. Inventory by Vendor
[ ] [ ] | [ ] [ ]
Q. Profit
[ ] [ ] | [ ] [ ]
[TAB] = Toggle [X]
[ESC] = Finished
In the above example the “A. Total Sales” text report will be transmitted but not
deleted and the “N. Inventory by Stock #” data report will be transmitted then deleted.
Remember that reports are stored in a sub-folder from the POS program folder.
For example if your program folder is C:\POS and your register filename is KEYSHOP
then the reports are stored in the C:\POS\KEYSHOP folder. Files to be transmitted will
be copied to a C:\POS\SEND folder and anything in that folder will be transmitted. (So if
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you have a file of your own that you want transmitted for your own nefarious needs, stuff
it in there before you close the register and it will make the trip.) After transmission the
files in the \SEND will be moved to a sub-folder \SEND\BACKUP. It would be a very
good idea to occasionally empty the SEND\BACKUP folder once you know that the files
have been received.
So, does that mean all the original reports are deleted? Nope, they are still in the
C:\POS\KEYSHOP folder. However if you use the above screen to mark the file for
deletion then it will be deleted from the C:\POS\KEYSHOP folder also.
Even though the reports are appended every time you close the register on the
same day the files will be transmitted each time the register is closed. However if you
select to delete a report after it is transmitted the report will then not be appended if the
register is closed out on the same day. For example if you close out the register 3 times
in a day you will transmit the report 3 times. (The sequence number in the file name will
be different but the rest of the filename will be the same.) If you did not delete the file
after transmitting, the 1st report transmitted will only contain information from the 1st
close out, the 2nd report will contain information from 1st and 2nd close outs, and the
3rd report will contain information from all 3 close outs. NOTE: The data is not added
together, you will get 3 reports in the same file. However if you choose to delete the file
then each report will contain information only from that close out. So the easiest solution
is to close out the register only once a day or if you are running on a network close out
the GLOBAL register only once a day. Remember that the GLOBAL register must be
closed out last.
Of course a file can only be sent if you have setup “Automatic Reports” to create
it and if your computer is connected to the internet.
If you enter email information the files will be emailed. If you enter FTP
information the files will be sent by FTP. If you enter both email information and FTP
information the files will be sent both ways. If you do not enter anything no files will be
sent. (Actually the program only checks the RECEIVER EMAIL and the FTP SERVER
NAME to determine if the files are to be transmitted.)
The file name of the transmitted files will have an added prefix consisting of a
shop ID, a sequence number, and the date in YYYYMMDD order. For example if the
shop ID is “21125” and the last file sent was “256” and the date is 3-25-2009 then the
automatic report “DT052309.TXT” will be sent as
“0002112525720090325DT052309.TXT” Leading zeros are added to make the shop ID
eight characters long. Make sure all characters in the shop ID can be part of a filename.
For example, no slashes. It is best to stick to letters and numbers in a store ID if you are
not sure which characters cannot be used. Each file type will have it’s own sequence.
The sequence number will roll over from 999 to 000.
What you do when you receive the file is up to you. You can load the files into
either a word processing or spreadsheet program and print it out if you wish. Or you can
create your own software that will read from the files to automatically input into your
accounting software or merchandise handling software. For example you can use an
inventory report to generate shipments to restock your stores.
And where do you get this software? You will have to hire someone to do it. I
have no idea what software you are using at your main office. Even if I did I have no
access to it. To create the software to read the transmitted files and load the data into
124
your accounting / merchandising / payroll / other software a programmer will have to
study several transmitted files to learn how to get his software to read them. Then he
will have to convert the data into a form that can be read by your accounting /
merchandising / payroll / other software. To do this he will have to be familiar with your
systems and have access to them. I cannot do from it here, sorry.
Here is some information about transmitted file names that your programmer can
use.
SAMPLE FILE NAME
11111111112222
12345678901234567890123
| |
|
|
00128635274FD020409.TXT
Characters 1 - 8 = Shop ID
Characters 9 – 11 = Sequence number. Every file has a different sequence.
Character 12 = Report type (See report list above.)
Character 13 = File type T= Text D = Data (.CSV)
Characters 14 – 19 = Date in MMDDYY order.
Characters 20 – 23 = Always “.TXT”
ASSOCIATES
This function allows you to enter the names of the employees that are working in
your store. If you have selected to track sales by employee then when you begin a sale
you must choose one of the employee names from this list. If there are no names in this
list then you cannot ring up a sale.
It is not a good idea to give your customers both the first and last name of your
employees, there are a lot of nuts out there with phone books. Since the name entered
here will be printed on each employee's receipts enter only a first name and possibly a
last initial if you have two "Amy’s” working in your store.
Please remember that this program does not really know who your employees
are. The program only knows them as employee #1 or as employee #2 and then
assigns a name to that employee from this list. The important thing about this is that
employee data files are saved by the employee's number, not the employee's name.
This means that if Amy quits and then you assign her number to Donna, when you do a
sales history for Donna, Amy's sales will be credited to Donna.
If possible do not reassign an employee number to a new employee until after
you reset the merchandise file.
RECEIVING
If you are keeping track of inventory in your stock table you will have to update
your inventory whenever merchandise shipments arrive. To do this run the
RECEIVE.EXE program. This program allows you to create a file of the received
merchandise that can then be added into your POS stock table. NOTE: If you are
entering your initial shop's inventory use the INVENTOR.BAT program described below.
RECEIVE.EXE does not have to be run on the same computer as the POS
program. You may run the RECEIVE.EXE program from a "back room" computer and
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then only when you bring the received merchandise to the sales floor or stock room,
load the receiving file into the cash register.
This program assumes that the merchandise that is being received in your store
is coming in packing cases that are accompanied by packing slips. In other words you
have a piece of paper (or several) that has a list of what is being received into your
store. This program allows you to enter the pieces of merchandise that is on that piece
of paper.
If the merchandise being received in your store does not have a packing slip, just
make one up. A packing slip is just a list of items that are being received and how may
of each one you are receiving.
"Why not just punch it into the computer and skip the paper", you ask? Because
at some point you may wonder if the numbers you have punched in are correct. If you
have placed the items in stock, or just moved them around, and don't have that piece of
paper you will not later be able to verify the counts. Plus a piece of paper is much easier
to carry around when unpacking the boxes than a computer.
When you enter a page into this program you will be asked for the vendor's
name, invoice number, and page number, (page 4 of invoice 256854 from XYZ Corp.).
These three things plus the date and time will make up the "Page name" of the page
you are entering. If later you need to correct the counts for a page you will be able to
find the correct page by this name. You may skip entering a "Page name" for a page by
just pressing [TAB] when asked for this information but why would you want to? How
are you going to find that page again? You cannot use the date / time because if you
correct a page the date / time will be changed to the time of the correction.
The maximum number of lines on one packing slip page is 60.
The first thing you must do with the packing slip is make sure that the
merchandise listed on it is actually in the packing cases. Are you receiving what you are
supposed to, is all that stuff REALLY in those boxes?
Once you have confirmed the counts you must write your store's stock number
for each item on the packing slip. It does not help to have the vendor's stock number of
DFG9800KA42 on the packing slip if the stock number for that item in your register is
425892. You may use the "Search stock table" option in this program to help you find
the correct stock number for an item.
Now that you have a packing list with the correct stock numbers for each item,
with the correct pieces of each item, with a document name for each page, you may
enter the data into this program.
To enter items into this program the stock table from your cash register must be
accessible to this program. If you are running this program on the same computer as
your cash register then there will be no problem. If you are running it on a different
computer then you may use the cash register's "File maintenance" / "Copy files" feature
to copy the stock table to a floppy disk. This program will then read / write data to the
floppy. Or copy the stock table to that computer's hard drive. NOTE: if you are using
different computers then whenever new items are added or deleted from the stock table
you MUST copy the stock table to the computer running this program.
From the main menu press [3] to enter your packing slip page into the file. First
enter the document name. Now begin entering the items on the page by entering the
stock number for the first item. If the program can find the stock number listed in the
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stock table, it will print a description of the item on the screen. If the description matches
the actual item, enter the pieces, if the description does not match, press [left arrow] to
return to enter the correct stock number. When you have finished entering a page press
[F3] to save the information into the file. You may now enter another page.
If a correct stock number cannot be found for an item, or the correct stock
number is not in the stock table, then you cannot enter the item into this file. To enter an
item into the cash register program that cannot be entered into this program (because
there is no valid stock number for that item), you must run the cash register program (or
POSCONFG.EXE), and use the "Stock table" function to create a new item, and then
manually enter the inventory pieces. Circle any item without a valid stock number on the
packing list so that you will know that it has to be entered manually.
If you have the same merchandise on different pages, or even the same page,
do not add it together, enter each line separately. For example, if you entered 24 of item
123456 and then later have 16 more of 123456, DO NOT enter 40, just enter the 16
more. The cash register program will add them when the file is read. Remember, you
want the computer file to match the paper document as closely as possible.
If you believe that you have entered the counts from a page incorrectly or have
found additional merchandise, you may press [3] from the main menu to call up an
existing page to correct it.
Once you have entered all of the pages from all of the invoices into this program
you must load the file created by this program into the cash register program to update
the cash register's inventory. Just entering the items into this program WILL NOT
update your store's inventory.
If you are running this program from the same computer as the cash register
program just run the cash register program and from "File maintenance" choose "Read
receiving file." If you set a stock table password you must enter it before reading the
receiving file.
If you are running this program from a different computer than the cash register
program is running on, then you must copy the file to a floppy disk, if it is not already
there, and then insert the floppy into the computer running the cash register program.
Then from "File maintenance" / "Read receiving file" choose the floppy drive.
AFTER READING THE FILE INTO THE CASH REGISTER PROGRAM YOU
MUST ERASE IT FROM THE FLOPPY DRIVE AND THE COMPUTER RUNNING THIS
PROGRAM SO THAT THE DATA ON IT CANNOT BE ENTERED INTO THE CASH
REGISTER PROGRAM AGAIN!
ORGANIZING YOUR INVENTORY
What could be simpler than taking an inventory? Count it up, write it down, your
done. If you believe this, you are very wrong. There are graduate level college courses
in inventory science. The problem with inventory is not with counting everything, but
being able to verify that everything has been counted. Here are some horror stories.
After inventory is done an employee finds some merchandise in a little used
stock room. Has it been counted? If you add it to your inventory will you have counted it
twice?
After inventory one employee says that he counted rack X, another says that he
counted rack X too. Did they both count rack X? Did anyone count rack X?
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You counted everything yourself and it took you 2 days to do it. As you leave for
home you spy the display next to the cash register and say to yourself, "As I was going
to count that I had a phone call, did I count that or not?"
As you can see, the secret to inventory is verification. If there is any question,
you must be able to pick up a particular piece of paper that will tell you if you inventoried
that particular location and if the counts are correct. The secret to verification is
preparation.
You will need to make up two forms, count slips and count slip logs. Both of
these forms come with this program. They are in two text files, COUNTSLP.TXT and
COUNTLOG.TXT. These files can be loaded into any word processing program and
printed out. Please do so now. If these files are missing you may download them from
my website at http://keyhut.com/pos.htm
When doing an inventory you do not count by merchandise. In other words you
do not take the first item on your stock list and then try to find every piece in your store
and then repeat the process for the next item, and so on. Instead you count locations.
Once you are sure that every item in every location in your store has been counted you
may be sure that everything has been counted. So, you end up with the same item from
different locations on different count slips, how do you add them up? Simple, you punch
each count slip into this program and it will add them up for you.
Step #1. Label every location in your store. I write on masking tape and stick to the area
to do this. Don't just label each counter or rack. Label every drawer, every shelf, every
bin, every box. For example; "cabinet #4, drawer #2".
Step #2. Place a count slip in every labeled area. A count slip has 60 lines, if your area
has more that 60 different items in it, the area is too big. Break it down into smaller parts
and assign more slips. All count slips must have a unique number (1 to 910). On each
slip write the assigned location (from the label in step #1) of the slip in case it gets
moved.
Step#3. As you place each count slip write its number and location on the count slip log.
At the end of the inventory if you have 125 count slips, but the log has 126 slips
assigned, you can easily find out where the missing slip was from. Assign a new slip
with the old number, and recount the location. If you have two count slips #89, you know
to only enter one of them.
Step#4. Count each area and write it on the assigned count slip. You do not have to
group things. If you have some of your 2565's on one slip and some more 2565's on
another slip that's fine. You may even have two lines on the same slip with the same
stock number. Just make sure that you didn't count the same pieces twice.
Step#5. Using the count slip log, retrieve each slip in the order they are on the log.
Check them off on the log as you collect them. Keep the slips in numerical order so that
you can easily tell if one is missing or you have two with the same number.
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Step#6. Check the log and your store to make sure that you have collected every slip
and that no area was uncounted.
Step#7. Add up the page total for each count slip.
Step#8. You are now ready to enter your inventory into this program. Read 'Entering
your inventory.'
ENTERING YOUR INVENTORY
If you are keeping track of inventory in your stock you will have to enter your
initial inventory into the stock table. Also at least every year you will have to do another
inventory and enter that into the stock table. To do this run the INVENTOR.BAT
program. This program allows you to create a file of the merchandise in your store that
can then be entered into your POS stock table.
INVENTOR.BAT does not have to be run on the same computer as the POS
program. You may run the INVENTOR.BAT program from a "back room" computer and
then later load the inventory file into the cash register.
NOTE: INVENTOR.BAT works in conjunction with the RECEIVE.EXE program
and requires that the RECEIVE.EXE file be available on the drive.
If you have not read "Organizing your inventory" do so now.
You now have a pile of count slips that you need to enter into this program. If you
are running this program from the same computer as your register you are already. To
run this program from a different computer you must have a current copy of the stock
table and the inventory software on the other computer. From the POS program use the
'File maintenance' option to copy the files to a floppy. Then copy the files to the other
computer's hard drive or run the program from the floppy.
To run the inventory software you run the file INVENTOR.BAT (Note:
RECEIVE.EXE must also be on the disk.)
If there is already an inventory file on the computer you must erase it before
entering this inventory.
When you run the inventory program select the option 'Enter pieces into file.' You
will now see a large, light blue square. This is a map of all 910 possible count slips that
you can enter. When you enter data from a count slip the small area that represents that
count slip will turn purple. This way you can see at a glance if you have not entered a
count slip. Use the arrow keys to scan through the large square and the count slip page
number will change under the square. When you see the slip number you want press
[ENTER]
You may now enter the stock numbers and pieces for each line on your count
slip. Any stock number that is not in the stock table CANNOT be entered into the
inventory file. You must circle any item that cannot be entered so that it can later be
manually entered into the stock table from the POS program after inventory.
Press [F4] to get a page total of the pieces. If the page total does not match the
one on the count slip you have either entered something wrong or the count slip is
added wrong, find out which. Press [F3] to write the information to the file. You may now
select and enter another slip.
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You may return to view or correct any count slip at any time.
If a count slip has no pieces on it, it will not be counted as having been entered
and it's location on the big square will remain blue.
When you have entered all of the count slips you are not done. Until you load the
inventory file into the POS program you actual inventory will not change.
If you are using a different computer to enter your inventory you may use the
inventory program to copy the inventory file to a floppy to carry it to your POS computer.
IMPORTANT! When loading the inventory file the first thing the POS program will
do is to TOTALLY ERASE the current inventory. You may want to back up your .TBL file
first. This also means that you cannot do a partial inventory because not only are the
new items that you counted erased but the count on EVERY item is erased.
To load the inventory file into the POS program load the POS program and from
"File maintenance" select "Read inventory file." If you set a stock table password you
must enter it before reading the receiving file. Now select the drive that the inventory file
is on and load the file.
Since the current counts are erased every time an inventory file is loaded by the
POS program you may load it multiple times.
SETTING UP THE PROGRAM TO WORK IN RESTAURANTS
Restaurants have special needs that regular retail stores do not. In a restaurant
you may want to keep track of employee tips paid at the register, run a “tab” until the
customer is ready to leave, not have to enter stock numbers for the food you sell,
transmit the food orders to the kitchen, etc. Setting up all of this uses settings from
many different features of the program so I am going to consolidate all of them here.
RECEIPTS
To print receipts without stock numbers, tax rates, etc. on each line, in the
“Printer setup” feature set “On 40 character wide receipts remove stock numbers and
tax” to “YES.”
TIPS
To track tips you must go to the “Employee setup” feature of the
POSCONFG.EXE program and enter the employee names. Also select to use the
employee list and to keep track of tips. Now when you total a sale by pressing [+] and
just before the payment options are selected the program will ask you for the amount of
the tip. Please note: the tip amount will go to the person ringing up the sale. This means
that if one person waited on the customer, but a cashier is ringing up the sale, that the
cashier must begin the sale by entering the employee number of the wait person, not
her own number.
TABS
To have the register store orders until the customer is ready to pay go to the
“Sale parking” feature of the POSCONFG.EXE and select the maximum number of
tabs that can be parked, up to 255.
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Now when you are at the screen where you can ring up a sale you may press
[F6] to either park a sale or unpark a sale previously parked. Parked sales are given a 4
character identifier. It is up to you to come up with a system to identify parked sales. For
example you can use the wait person’s employee number and the table number (letter)
and have an identifier of “05J”
Parked sales will stay in the parking lot until they are unparked. This is true even
of there is a power failure or the register is closed out for the day. It is always a good
idea to check the parking lot when you open the register in morning.
SALES CHECKS
To print sales checks that can be given to a customer at the end of the meal, so
that he can pay the tab at either the table or bring the sales check to the register to pay,
go to “Printer setup” feature of the POSCONFG.EXE and set “Print sales checks” to
“YES”
Now when you press [+] to total the sale you will be asked if you want to print a
sales check / return to sale, or print receipt / complete sale. If you select to print a sales
check it will print. Then if you enabled sale parking the sale will park. You will now be
returned to the sale. You may press [F5] to void the current sale to start another one.
ENTER ITEMS INTO A SALE
I am assuming that you want to enter all of your menu items into the stock table.
This will allow you to have the description print on the receipt, look up the price of the
item when ringing it up, keep track of your inventory, etc.
The problem lies in the fact that if you have this program setup as a retail store
that you ring up items by their stock number. This is not convenient for a restaurant
because it is really difficult to put a barcode label on scrambled eggs.
So how about if your menu is on the screen and all you have to do is pick the
items from the screen? That sounds pretty good but it is going to take some work to get
it done.
The first challenge is to enter your menu into the stock table. To do this you must
go to the “Stock table” feature of the POSCONFG.EXE program. There is a whole
section of this manual about doing this and it is pointless to repeat it here. But before
you go read the “Stock table” section of the manual continue reading this which will
save you from doing it for a retail store and then having to do it over for a restaurant.
The stock table is basically a list of all the things you have for sale. For each item
you can enter a stock number, description, price, and many other things. But now we
are going to concern ourselves with just the stock number, description, price.
To a restaurant a stock number for each food item is pretty useless. However this
program is designed to use a stock number for every item in the stock table. So you will
be required to invent a stock number for each item in your menu. You can use any
number you like and the only restriction is that every item has a different number. Since
you probably do not care the simplest thing to do is to just use the line number as the
stock number. For example line #1 has stock number 1, line #2 has stock number 2,
etc.
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If you are a snack bar, hot dog stand, etc. and you have a small number of items,
say 40 or less, then you can just enter your menu into the stock table on the first 40
lines.
However if you have dozens or hundreds of items then you will want to organize
your menu into “groups.” Groups are things like Beverages, Breakfasts, Sandwiches,
From the Grill, or anything you want. You may divide your menu into up to 20 groups.
There is no limit on the items in a group as long as the total number of items in all
groups is less than 26,000. But it is best to have more groups with fewer items in each
group.
Let’s talk about what should be in your stock table. First of all every item in your
menu should be there. If one item has options then each option must be in the stock
table. For example if you sell Cokes then Coke large, Coke medium, Coke small, should
all be in the stock table. You will also need to enter things that have an extra charge like
if tomatoes on a sandwich will be 50¢ more.
When you take the customer’s order, if you are going to hand write the order and
carry it to the kitchen, that should be enough. However if you are going to enter the
order into the register then either print out the order for the kitchen or use the
KITCHEN.EXE program to transmit the order to the kitchen then you will need to do
more.
Remember that on a printed / transmitted order to the kitchen you cannot write
anything. This means that all options must be in the stock table. Will you sell steak? Will
it be rare, medium, or well? Will the steak have mushrooms or onions added? Will a
salad have French, Italian, Thousand island, Caesar, or other dressing? Will the
dressing be on the side? So a sample group for Steaks may look like this in the stock
table…
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STOCK NUMBER DESCRIPTION TAX PRICE
161
162
163
163
164
165
166
167
168
169
170
T-BONE
SERLOIN
NEW YORK STRIP
SALSBURY
RARE
MEDIUM RARE
MEDIUM
MEDIUM WELL
WELL DONE
MUSROOMS
ONIONS
1
1
1
1
0
0
0
0
0
1
1
18.95
16.95
14.95
12.95
0.00
0.00
0.00
0.00
0.00
1.50
0.75
Note the descriptions of the modifiers have been indented. Now you can send this to the
kitchen….
161
166
169
203
225
189
89
95
65
163
165
169
170
73
206
192
T-BONE
MEDIUM
MUSROOMS
MASHED POTATO
EX. BUTTER
CORN ON COB
TOSSED SALAD
FRENCH
ON THE SIDE
NEW YORK STRIP
MEDIUM RARE
MUSROOMS
ONIONS
CAESAR SALAD
BAKED POTATO
MIX VEGATABLE
1
0
1
0
0
0
1
0
0
1
0
1
1
1
0
0
18.95
0.00
1.50
0.00
0.00
0.00
4.00
0.00
0.00
14.95
0.00
1.50
0.75
4.50
0.00
0.00
and there will be no confusion over the order. Just remember that the maximum number
of lines in one order is 60 lines.
It is possible that some modifiers may be shared by different groups. For
example you can put tomatoes on cold sandwiches or hot dogs / polish. You may either
put the same modifiers in multiple groups or have a separate group with just modifiers in
it.
Now you need to layout how you will place the different groups in the stock table.
Each group must occupy a section of the stock table that is a multiple of 20 lines. For
example the first group can be in the first 20, 40, 60, etc. lines. The next group can take
the next 20, 40, 60, etc. lines. Groups do not have to be the same size. You can have a
group of 40 followed by a group of 20 followed by a group of 60. You can have blank
lines in a group to fill out the group.
The first line of each group must be a multiple of 20 plus 1. So you can begin
entering a group on lines 1, 21, 41, 61, 81, 101, 121, etc. When you display the stock
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table from the sales screen this will allow the first item in the group to be at the top of
the screen. It is a good idea to write down the name of each group and the line it starts
on.
When entering the items in the stock table there is also another column labeled
Category. An item’s category is totally independent from what group it is in. There can
be 254 different categories. So for example you can have a Group of “Dinner entrees”
and they can be further divided into categories of steaks, chicken. pork, etc. But the
important thing about categories is that if you are going to be using the KITCHEN.EXE
program to transmit order to the kitchen it will only transmit the items from the
categories you set. For example you can go to the “Kitchen" feature of the
POSCONFG.EXE program and set it up to send only items sold from categories 5 – 35
to the kitchen. This means that food items are transmitted to the kitchen because they
are in categories 5 – 35 but drinks from categories 1 – 4 and souvenirs from categories
36 – 50 will not be transmitted.
So it is a good idea to enter your different categories into the “Category list”
feature of the POSCONFG.EXE program before you begin entering the actual items into
the stock table. Do not enter anything into category #0. You can skip lines in the
category list. For example you can have food from categories 1- 22, then blank
categories from 23 to 50, then other stuff from 51 on. If you enter 1 – 50 into the
“Kitchen” feature of the POSCONFG.EXE program then you will have room to add
additional categories of food later.
Another good idea is before you begin entering items into the stock table to enter
your different tax rates into the “Tax rates” feature of the POSCONFG.EXE program.
NOW IS A GOOD TIME TO READ THE “STOCK TABLE” PART OF THIS
MANUAL AND ENTER YOUR ITEMS INTO THE STOCK TABLE.
Welcome back.
There are two things left to do before you can start ringing sales. Go to the
“Scanner” feature of the POSCONFG.EXE program and set it to “All are scanned.” (Do
this even though you do not have a scanner.)This will allow you to enter an item into a
sale by sometimes pressing only one key. If you want two of the same item in the sale
press the same key twice. NOTE: If you do this, to enter an item and be able to change
the price and quantity (which you will almost never have to do) you then press [ESC]
until the menus clear and you can see the main sale screen. Now type in the stock
number and press [F8] (not [ENTER] ) and you will be able to type in a price and
quantity for that item. Now press [F1] if you have to return to the menus.
Now go to where you can enter items into the stock table and press [F6] to bring
up the “Groups” screen. If you are not dividing your stock table into groups (you have
less that 40 items in your menu) then you do not have to enter anything into the list.
Otherwise enter the name of each group you have and the start line for that group.
Now you have to decide what method you want to use to enter items into a sale.
If you choose “[F6] Do not use groups” then when you enter the sales screen in
the POS.EXE program you will see the normal sales screen. If you press [F1] you will
see the stock table from the beginning. (20 items per page, use [PG UP] and [PG DN] to
view other pages.) After you select an item you will return to the normal sales screen.
If you choose “[F6] Use groups as an option” then when you enter the sales
screen you will see the normal sales screen. If you press [F1] you will see the list of all
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the groups. When you select a group you will then see a list of all the items in that
group. After you choose the item you want you will be returned to the regular sales
screen.
If you choose “[F7] Group default, menu default” then when you enter the sales
screen in the POS.EXE program you will see list of all the groups. When you select a
group you will then see a list of all the items in that group. After you choose the item you
want you will stay on that page to choose other items. To return to the “Groups” page
press [ESC].
If you choose “[F8] Use groups as the default” then when you enter the sales
screen you will see list of all the groups. When you select a group you will then see a list
of all the items in that group. After you choose the item you want you will return to the
“Groups” page.
If you choose “[F9] Use stock table as the default” then when you enter the sales
screen you will see the stock table from the beginning. After you select an item you will
stay in the stock table.
For restaurants that use “groups” the options [F7] or [F8] are best. If you have
less than 40 items and do not use groups then option [F9] is best.
To return to the normal sales screen to use the functions that are there (discount,
void, park, coupons, etc.) press [ESC] until you are there. From any screen press [+] to
total the sale.
If you are in the normal sales screen and want to return to the groups or menu
press “[F1] Stock table.”
To choose a group from the group list you may either use the arrow keys to scroll
to the one you want and press [ENTER] or you will notice that the 20 groups are lettered
[A] to [T], just press the letter. From the menu screen you can use the same two
methods or type in the stock number and press [ENTER].
If you use either the group methods [F7] or [F9] then after selecting an item from
the menu the item will remain highlighted, to sell another of the same item just press
[ENTER] or the letter key for that line.
KITCHEN PROGRAM
As pointed out above the KITCHEN.EXE program will transmit the food orders
from the register to the kitchen. Go to the “Kitchen” section of this manual to learn all
about it.
PURCHASE ORDERS
The program PURCHASE.EXE will print out, or save to a text or data file, the
stock items in your stock table with inventories so low that they should be reordered. It
does this by comparing the value in the INVENTORY column of the stock table to the
value in the MODEL column. Stock items with a lower INVENTORY than MODEL will be
printed out.
EXTREMEY IMPORTANT! Once you assign a vendor to a slot in the vendor list this
program will then file information to that vendor by the position in the list. For example if
vendor #12 is Acme Industries then all purchase order information for Acme Industries
will be stored by the number 12. If you later switch the slots 12 and 34 then all the
purchases previously made from Acme Industries will now be assigned to the new
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occupant of slot 12 which could be Bebo Incorporated. Always assign new vendors to
currently empty slots. It is a good idea to not assign anyone to slot zero.
For the purchase program to function each item in the stock table (that you want
to use this program to order for your store) you must fill in the following columns.
STOCK NUMBER
DESCRIPTION
INVENTORY
COST (What you pay to obtain the item)
MODEL (How many you have when fully stocked)
PACK (The minimum you can order)
VENDOR STOCK NUMBER (If you want it printed on the PO)
When you start the PURCHASE.EXE program you will see a couple of screens
of instructions and then come to this main menu.
1.
2.
3.
4.
5.
Enter header data
Create proof sheets
Create purchase orders
Open purchase order file
Quit
Main menu
Enter header data
If you wish to print actual purchase orders you will have to enter a purchase
order “header” for each vendor. To help you the program has this sample header
template that you can edit.
BILLING: XYZ CORPORATION
ATTN: DALE HARRIS
1234 N. MAIN ST.
ANYWHERE, IL 60000
PHONE (773) 555-5555
FAX (773) 555-5556
TO: ABC COMPANY
5678 S. MAIN ST.
SOMEWHERE, IL 69999
PHONE (773) 555-5557
FAX (773) 555-5558
SHIPPING: THE KEY HUT
9012 E. MAIN ST.
OVERTHERE, IL 66666
PHONE (773) 555-5559
FAX (773) 555-5550
TERMS: SHIPMENT MUST BE SENT TO
SHIPPING ADDRESS ONLY AND MUST
INCLUDE A PACKING SLIP WITH THE
PURCHASE ORDER NUMBER ON THIS
FORM.
INVOICES MUST BE MAILED TO THE
BILLING ADDRESS AND THE PURCHASE
ORDER NUMBER ON THIS FORM MUST
BE INCLUDED ON THE INVOICE.
The template and headers are 78 characters wide and up to 18 lines. Only lines
from the top to the last non-blank line will be printed. The first step is to edit the template
to what you want printed at the top of the first page of each purchase order. If you are
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using window envelopes you will want the vendor’s name and address placed in the
header so that it is behind the window when the purchase order is placed in the
envelope.
Once you have the template the way you want it you can then select your
vendors one by one and press [F1] to drop the template into each vendor’s header. You
can then edit the template for that vendor by changing the address for the vendor. Of
course you can have totally different headers with different terms and instructions of you
wish.
Create proof sheets
Proof sheets are to check your inventory against the model stock list before you
decide if you actually want to make purchase orders. Proof sheets will not print the
headers and will comprise the following columns; stock number, vendor stock number,
description, inventory, model stock, order quantity, unit cost, cost all. You can create a
proof sheet for all items sorted by vendor or you can choose to create a proof sheet for
a specific vendor. Proof sheets will be created at 40 or 80 characters wide depending
on how you have set that register on printing receipts. They can be printed on the
printer.
Create purchase orders
Purchase orders are created to actually order merchandise from your vendors.
You can put them in an envelope, fax them, or email them to have your vendor send
you merchandise.
Purchase orders will have the header at the top of the first page. A purchase
order number and the order date will be printed under the header and on the top of all
following pages. Purchase orders are created only at 80 characters wide and will use
the PAGE settings of the “Printer setup” for that computer even if the computer is set up
for CONT. printing. If you cannot print the purchase order on this computer then you
must save it to a floppy (or other storage device) to print out on a different computer.
Purchase order numbers are 7 digits long. This means that there will be 10
million of them before they roll over to 0000000.
When you create a purchase order it will print on the printer and be saved in a
disk file. Each purchase order will use the next sequential purchase order number.
You may select to print one or two copies of each purchase order. If you are
mailing the purchase orders to the vendor then you should print two copies so that you
have one to file. Yes, paper files are a good idea. Even though this program will
electronically file and store each purchase order you should keep a paper record.
Purchase orders kept as computer files can be deleted or a file crash can erase them
all. (Remember to backup your files frequently.)
Purchase orders will comprise the following columns; stock number, description,
order quantity, unit cost, cost all. You may also select to have the vendor stock number
printed for each item.
If you choose to use only the stock then each item will be listed on one line. If
you choose to add vendor stock number then each item will be listed on 2 lines.
The quantity ordered will be in the units that you sell them. If you sell wire by the
meter then you will be told how many meters that you should order, NOT coils of wire.
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For example if wire comes in 250 meter coils (PACK = 250), and you normally should
stock 3 coils (MODEL = 750) then if you have 350 meters of wire in stock you need 400
more meters of wire. However the PACK is 250 so you cannot order 400 meters of wire.
The program will round up to the next PACK over 400, which is 500 meters or 2 coils of
wire. If your vendor sells wire by the coil (even though you sell it by the meter) then you
must make sure that you do not tell him that you want 500 or he will send you 500 coils
(or 125,000 meters), way too much. This also applies to things sold to you by weight,
case, box, etc. If you order 12 of something will your vendor think that you are ordering
12 pieces or 12 cases?
Rounding up is based on half a PACK. For example if a PACK is 10, MODEL is
40 and you have 36 or more, none will be ordered. If you have 26 to 35 then 10 will be
ordered. If you have 16 to 25 then 20 will be ordered. If you have 6 to 15 then 30 will
be ordered. If you have 0 to 5 then 40 will be ordered. Assuming you sell none before
your shipment arrives you will be with in a half a pack (plus or minus) of your model
stock when it does arrive.
Remember that INVENTORY, MODEL, PACK, and ORDER are in the units that
you sell them. COST is the price for one unit in the units that you sell them, for example
12.95 is the cost for one piece, not one case, even if they are sold to you by the case
(this assumes that you sell them by the piece.)
INVENTORY = How many you have in stock now.
MODEL = The minimum number of this item that you want in your store.
PACK = The minimum number that can be ordered, i.e. must a case of 12 be ordered in
multiples of 12?
COST = How much it costs you to purchase this item from your vendor.
Open purchase order file
This feature will allow you to view, print, delete, void, or update your purchase
orders in the file. You may retrieve a specific purchase order by the purchase order
number. You may retrieve all the purchase orders sent to a specific vendor with a
maximum of the last 1000. You may retrieve the last 1000 purchase orders placed to all
vendors.
Display
1. Enter PO #
2. Pick vendor
3. Unpaid orders
4. All purchase orders
5. Quit
From the menu you may call up a specific PO, all the PO’s from a specific vendor
or all the PO’s in the file.
When you are at this screen you can do several things once you highlight the
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purchase order you want.
If you press [TAB] you can put the full purchase order up on the screen. From
there you can reprint the PO or save it as another text file that can be loaded in to any
word processing program.
Pressing [DELETE] will allow you to delete the purchase order after a prompt. Pressing
[CTRL]+[DELETE] will immediately delete the PO. Deleting PO’s is a good idea. As the
number of PO’s in the file increases the program will take longer and longer to perform
various functions. And of course all those PO’s will take up space on your disk drive. I
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really cannot see any reason to keep them for years.
If you press [F1] this window will appear this will allow you to add the listed
information to the purchase order. This information will also appear on the top of
purchase order reprints.
PRICE CHECK
If you are running networked cash registers you can place additional computers
out on your sales floor that customers may use to check prices and quantities in stock
on items you stock
To do this, connect additional computers to your network and run the program file
LOOKUP.EXE. You must enter into the program the network PATH to the global folder
on your server that holds your shared data files. It will be the exact same PATH that you
entered into the “Network” feature of the POSCONFG.EXE program to set up each
register to run over the network.
When you created your register you had to give your register a filename. You
must also enter this filename into the LOOKUP.EXE program.
If you enter a password then the customers will not be able to exit this program
or access its settings. When the program is actually looking up items press [ESC] to go
to the program’s menu. If you have entered a password then you will have to enter it
before you can leave the “Price check” screen.
You may enter up to 3 pages of instructions for your customers to follow to use
this program to look up items. I do not know what computer equipment you will be
providing so it is up to you to write the instructions. Will you be running this on a laptop
or desktop computer? Will you be providing a scanner? Make sure you tell them to
press [ENTER] after typing in a stock number. Tell them how to find the stock number
on your items. Are you using price stickers with the stock numbers on them or are you
using the barcode numbers as you stock numbers?
You may use the 3 pages of instructions to write really long detailed instructions
or you can use each page to write instructions in different languages. For example use
page #1 for instructions in English, page #2 for instructions in Spanish, and page #3 for
instructions in Polish. Make sure that you tell the customers to press either [PAGE UP]
or [PAGE DOWN] to access other pages. Of course if the other pages have instructions
in different languages you would want to post that information on the current page in the
language of the other pages like from the English page you would print…
[PAGE UP] = Instrucciones en Español [PAGE DOWN] = Instrukcja po Polsku
When entering instructions you can enter accented characters by first pressing
[F3] to display the “Alternate character set.” Each character will have a 3 digit number to
its left. To actually type in an alternate character hold down [ALT], use the numeric
keypad on the right of your keyboard to type in the 3 digit code, and then when you
release the [ALT] key the alternate character will appear in your text.
Once you have entered the required information you may select to “1. Go to the
lookup screen.” Now customers can type in stock numbers to check on prices and
quantities in stock.
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You may set up the program to lookup either regular stock numbers, vendor
stock numbers, or both. If the program can check for both, it will lookup regular stock
numbers first. If it finds a match it will then ask if you want to also look in the vendor
stock numbers.
When checking vendor stock numbers you do not have to enter the entire stock
number. If you enter just part of a vendor number the program will find the first vendor
stock number that contains that part and then ask you if you want to continue to search.
TIME CLOCK
If the file TIMECLOK.EXE is in the folder with the other POS program files you
may press [F5] from the main menu of the POS.EXE program to access the time clock.
If you remove the TIMECLOK.EXE file from the folder then pressing [F5] will do nothing
and you will not be able to use the time clock feature. The time clock will run over a
network and all registers on the network will access the same time clock. If you are
using this program over a network the program file TIMECLOK.EXE will still have to be
on any register from which you wish to use the time clock. The time clock uses the
system clock of whatever register is being used to access the time clock feature. Make
sure that all registers on the network have the system clock set to the correct time.
When you enter the time clock program it will ask you for your PIN number. Even
if you do not use PIN numbers when running the register the time clock will require a
PIN number for each employee. The purpose of PIN numbers is to make sure that only
the employee can punch the time on his time card. After entering the proper PIN
number the program will go to that employee’s time card.
Note: All 56 possible employees will have their time card stored in the same file.
The first time someone tries to access a time card in a new week the program will
create a new file. This is automatic and you will not have to create this file. The filename
for the file will consist of Saturday’s date (or Sunday’s date if you select to make Sunday
the last day of the week) in YYYYMMDD format followed by “.CLK”. For example if
someone tries to punch in on Monday, March 9th, 2009 and no file exists the program
will create the file 20090314.CLK. This file is stored in a sub-folder with the same name
as the register file. For example if you store your POS program files in the folder
C:\POS and your register’s file name is KEYSHOP then the time clock files will be
stored in the folder C:\POS\KEYSHOP. If you run the POS program over a network the
time clock files will be in a sub-folder to the GLOBAL folder on the server.
When a new time clock file is created the current employees names and ID
numbers will be added to the file. If during the week new employees are added their
names and IDs must be manually added to the time card file using option “3.
Associates” from the time clock program’s supervisor menu.
Time cards run from Sunday to Saturday or Monday to Sunday. When the
employee opens his time card he will be restricted to only the current day. He may use
the left and right arrow keys to choose which column to punch in the current time. When
the light bar is in the correct place, punch the time by holding down the [CTRL] key and
pressing [F1]. Once a time has been punched it may not be changed.
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While viewing the time card it may be printed out by pressing [TAB] assuming
that the register has been setup to print receipts. You can press [+] to display the daily
total hours and the total for the week.
SUPERVISORS
Supervisors will have access to additional features of the time clock. When the
time clock is first used no one is a supervisor. This will allow anyone to have supervisor
access so the first thing you will want to do is press [F8] from a time card to access the
Supervisor Menu.
1.
2.
3.
4.
5.
6.
7.
Supervisor menu
Correct time punch
View time cards
Associates
Transmit time cards
Delete time card
Store # / Time display
Quit
By choosing option 3 you will see a list of employees. To make an employee a
supervisor highlight the name and press [TAB]. Supervisors will have an asterisk placed
to the left of their names. Once one or more employees have been made supervisors,
only those employees will be able to access the supervisor menu.
Correct time punch.
This feature allows a supervisor to over-ride a time punch that may be incorrect
or missed. When this feature is entered you must select the time clock file you wish to
alter. Only the last two files may be selected. You then choose the employee time card
you wish to access. While you may not change the actual time punch you will be able to
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enter a new time under the punch that will over-ride the actual punch. Under the
correction the supervisor’s number will be printed.
Time punch 12:23
Corrected to 12:28
Corrected by 4
When time worked is calculated normally the time punch will be used. However if
there is a correction then the correction will be used.
By pressing [TAB] you will be able to enter the reason that the time was
corrected. This also allows the supervisor to enter time for sick pay or vacation time, or
any other reason. For example if an employee is due a day of vacation then a
supervisor can enter the first time in as 09:00 and the following time out as 15:00 (8
hours) and enter the reason as “VACATION”. If you print a time card at 40 characters
per line the “reasons” will be printed on one line at the bottom of the card. In this case
only the first 4 characters of the reason will be printed.
View time cards
This feature will allow a supervisor to load any time clock file and view any time
card in the file. By pressing [TAB] you may print the displayed time card, save the card
as a text file, or save the card as a comma delimited file that can be loaded into a
spread sheet program like Excel. You may also select to automatically print or save all
cards that have data on them. If all cards are printed or saved at once they will be saved
into one file. However only cards that have data will be printed or saved, blank cards will
be ignored.
If you save cards as a file you can save them to another drive by changing the
drive letter or if you do not change the drive letter they will be saved to the folder that
stores the time card files.
Save file as…
YYMMDD
C:09032801.TXT
[TAB] = Change drive
[ENTER]=Save [ESC]=Cancel
The standard file name used will be the Saturday date for the week followed by
the card number (or AL if all cards are being saved) followed by the extension of .TMT
for a text file or .TMD for a data file. However you may type in a different file name if you
wish except for the extension. A sample file name would be 09032801.TMT for the first
card in the 20090328.CLK file.
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Associates
This feature will allow you to add or correct an associate’s name, ID number, and
if the associate is a time card supervisor. When a time card file is created this
information will be added to the new file. However if an employee is added during the
week the new information will not be imported to an existing file. You must use this
feature to add new employees to an existing time card file. Adding a new employee to
the time card file will not add that employee to the main POS program. You must add
him in both files and you must make sure that the new employee is added to the same
line number in both files. PIN numbers can only be added in the POS.EXE program.
You can only use the “Associates” feature in the time card program to enter the
employees’ ID and make the person a time card supervisor.
It is important that you do not add a new employee to the same line in the
employee list that was used by a previous employee until the previous employee has
been gone for at least 2 months.
Transmit time cards
This feature will create a text file or data file of your time cards that can then be
sent over the internet by either email or FTP file transfer to any destination you wish.
ALL non-blank cards will be the file.
The file will be placed in a \SEND folder that will be a sub-folder to the folder that
holds your 'Cash Register' program files. For example if your 'Cash Register' program
files are in the folder C:\POS then the files to be transmitted will be in the folder
C:\POS\SEND. If you also use the feature that transmits the 'Automatic Reports', all the
files in the \SEND folder will be transmitted when the register is closed.
Unlike the automatic reports you must come here to create a file of time cards to
transmit every time you wish to transmit cards.
The file name used for the transmit file will consist of the store ID, followed by the
date of the file, followed by either .TXT or .CSV depending on the file type. If the store
ID was 0000088-2138 and the time card file you wish to send was 20090328 then the
file will be saved in the /SEND folder as either 0000088-213820090328.TXT (a text file)
or 0000088-213820090328.CSV a comma delimited data file.
If you are not using the “Automatic Reports” transmit feature then you will have to
transmit the files manually as an attachment to an email or using your own FTP
software.
Delete time card
This feature will delete entire time card files. However you cannot delete the
current file.
To delete a file highlight the file you want from the list and press [DELETE]. Then
press [F1] to actually remove the file or [ESC] to cancel. Deleted files cannot be
recovered.
NOTE: This program can only store 525 (10 years worth) of time card files. If you
try to store more than that the program will crash.
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Store # / Time display
In this feature you may enter a store ID for your store. This is useful if your store
is part of a chain and you need to send the time cards or time clock file to your home
office. By entering a store ID they can tell which is yours. Since the store ID will become
part of the file name do not use characters in your store ID that cannot be used as part
of a file name.
Store ID’s are always 12 characters long. If you enter a store ID shorter than 12
characters then the will be preceded by the number of zeros required to make them 12
characters long.
By pressing [TAB] you can toggle between printing / saving to file the time
stamps in a HOURS:MINUTES format (09:50 = 9 hours and 50 minutes) or a DECIMAL
TIME format (09.50 = 9.5 hours).
If printing is set to 40 characters per line the time stamps will be printed without
the “.” or “:” separators to allow 8 of them to fit on one line. This means that 1252 could
mean 12 hours and 52 minutes or 12.52 hours depending on how you set up displaying
printed time stamps.
Here is where you may select Saturday or Sunday as the last day of the week.
This should be the very first thing you do when using the “Time Clock” feature for the
first time and then leave it alone if you can. Since the file name for each time clock file is
derived from the last day of the week changing it will create a new file. For example if
you were using Saturday as the last day of the week and the current file is
20090613.CLK and you change to Sunday, the current file will become 20090614.CLK,
a totally different file. When the 20090614.CLK file is created data from the
20090613.CLK file will not be transferred over to the new file. This is one reason that
when you change the “end of week” that you will automatically be returned to the “Cash
Register” program and must re-enter the “Time Clock” program.
Start other programs from POS
It is possible from the main menu of the POS.EXE program to press [F4] to exit
the POS program, run the other program, then return to the main menu of the POS.EXE
program. This can be used to accomplish some task that the POS program will not do.
The other software file must be in the POS folder with the POS program files.
However only other programs written for this procedure will perform it. The other
software to be run must be DOS software. Trying to run non-DOS software using the
[F4] method will usually exit the POS program but not start the program you are trying to
run. In effect the POS program will just quit with no error.
All DOS software will start, however when you exit the other software you will not
be returned to the POS program at all, the other program will just quit. To return to the
POS program the other program must terminate by calling the POS program using the
command RUN “POS” This is completely unlikely for software not written specifically to
be used with my POS software. This means that either I will have to write the software
for you, you will have to write it yourself, or a 3rd party will have to create it. Currently
there are two program files that will work with the [F4] key. TEXTREAD.EXE allows you
to open any text report in the folder, and then read, print, copy, or delete it. It will not
allow you to edit the report. CLOSECNT.EXE will help you add up the cash drawer
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when you close the register and print. These files comes with the rest of the POS
software and will be in your POS software folder
If you have an application in mind, and you cannot write it, and know no one to
write it for you, then you can ask me to create it. If the application is something that I
believe a large proportion of users would want then you may be in luck and I will do it as
soon as I have time, and do it for free. If it is something that I think only you would want
then you can make me an offer. However if I do write the program for you, you will have
to pay for it. The program will be uploaded onto the “3rd party” page of my website and
anyone will be able to download it for free.
To setup the POS program to use the [F4] key to run other software there are
two methods. You can create a NEXTFILE.DAT file in the POS folder that only contains
the name of the program you want to run. When [F4] is pressed from the POS menu the
program will search for the file name in NEXTFILE.DAT and then run the program.
NOTE: do not include the extension .EXE in the file name contained in NEXTFILE.DAT.
NEXTFILE.DAT must be a plain text file.
Well that is fine but what if you have two or more programs that you want to run?
In that case start the PROGRAMS.EXE program. This program will allow you to enter
the file names and program names / descriptions for up to 9 different programs. It will
also write the NEXTFILE.DAT file for you with the filename of PROGRAMS. Now when
you press [F4] from the POS menu the PROGRAMS program will start. NOTE:
Whenever you want to edit the program names and descriptions that have previously
been entered, or enter new ones, you must run the PROGRAMS program directly, not
by using the [F4] key.
When you press the [F4] key from the main POS menu if you have entered no
filenames PROGRAMS will return you to the POS menu. If you have entered only one
filename PROGRAMS will run that program. If you have entered 2 or more filenames
PROGRAMS will let you pick the program you want to run or press [ESC] to return to
the POS menu.
NOTE: If you are running multiple register files you can use PROGRAMS to
setup a different set of programs to run for each register file. However if you put the
name of the program you want to run into the NEXTFILE.DAT file then all register files
will share that program.
Receipt data file
Many folks have asked if there is a way that the data from transactions can be
accessed so that they can write their own software to manipulate the data, make their
own reports, etc.
To do this you can run the REC2CSV.EXE program file. This program will read
transactions from the file of past transactions (the ones you can access from the '5.
Voids' feature of the main Cash Register program - the .REC file) and will write them to
a .CSV data file that you can then load into any spreadsheet. NOTE: To create the
.REC file use the "Sale recording - VOIDS" feature of the POSCONFG.EXE program.
Only those transactions that are still in the file (if you are saving a file) will be
written. So if you are only storing 100 transactions then this program can only write the
last 100 transactions to the .CSV file. ALL transactions will be written in the range you
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choose, including OPEN, CLOSE, and NO SALE. Most all information in each
transaction will be written.
Why would you want to do this? Well loading it into a spreadsheet program is not
really that useful. However it will give you access to the data if you wish to write your
own software to handle the data for whatever nefarious purpose you have in mind. This
will require that you can write software or know someone that can. Some labels will be
included in the file to help you parse the information.
You can write all transactions currently in the file, or you can choose to write only
part of the file using the following options…
1. You can write only from the last transaction rung up to a previous date.
2. You can write only from the last transaction rung up to a particular transaction
number.
3. You can write only those transactions that occurred on a specific date.
4. You can write only a specific transaction.
Just remember that you cannot write transactions that are no longer in the file. If
you are saving only 100 transactions, and the last transaction rung up was 5000, then
transaction 4898 is not in the .REC file and cannot be written to the .CSV file.
Text data may not contain quote marks ("). Before being written to the .CSV file
all quotes will be changed to an apostrophe. Text data may contain commas.
This program is [F4] compliant. This means that if you know how you can
program the main POS program to launch this program from the main menu of the POS
program by pressing [F4]. Then when this program is finished you will be returned to the
main menu of the POS program.
Remote viewing
The REMOTE.EXE program is used by managers to allow someone in the
office to view the sales being rung up on up to 6 networked registers on the screen in
real time. It allows managers to watch while the sales clerks ring up items, discounts,
reductions, price changes, etc.
The program screen has 6 windows. You set a PATH from this program to any
networked register for each window. Then when using the program you will see the
transactions being run up on up to 6 registers in real time.
The program does this by capturing the pole display data being created by each
register. This works even if the registers to not have a pole display, the data is created
anyway.
While at any one time you can only see the data from 6 registers you can store
up to 15 PATHs and then assign any path to one of the 6 windows with a few
keystrokes. When watching the windows if you press [ESC] you can reassign a window
from the list of PATHs without quitting the program.
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64 BIT COMPUTERS
Do you have a 64 bit computer or have you installed the 64 bit version of
Windows Vista or Windows 7 on your computer. Well congratulations: you have done a
wonderful job of making your computer incompatible with DOS and 8 bit Windows
software. There is now a lot of great software that will not run on your computer. This is
a good thing?
Well let’s see if we can get the Cash Register program to work on it anyway. First
you must properly download the Cash Register program using the instructions near the
beginning of this manual.
Since DOS software will not run on your computer you will have to run a 32 bit
program on your computer that will run DOS software. This program is called DOSBox
and can be obtained for free from here http://www.dosbox.com/ You will find instructions
there on how to download the program and start it up.
I will wait here until you do so.
Now that you have the Cash Register program on your computer and you are
running DOSBox we can get started.
First you must tell DOSBox where the Cash Register program is located.
Assuming that the Cash Register program is located on a folder named C:\POS type
this into the DOSBox window (Press [ENTER] after each command)
MOUNT C C:\POS
Now this
C:
Now this
POS
The Cash Register program will now start. However during the starting process
while going from screen to screen the program will sometimes stall for up to 15
seconds, wait it out. The stall only happens when the program starts or when you are
switching from one program file to another. This stall does not happen when you are
using the Cash Register program on a non-64 bit computer without DOSBox.
By holding down [ALT] and pressing [ENTER] you can toggle between displaying
the program in a window or full screen. If you exit the program when it is run full screen
press [ALT] + [ENTER] then click the [X] on the top, right corner of the window to close
DOSBox or from full screen type EXIT and press [ENTER].
AUTOSTART
You can automate the start of the Cash Register program when you start the
DOSBox software.
Using the Windows “My Computer” program locate the file…
C:\Program Files\DOSBox-????\ dosbox.conf
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In the path above replace ???? with the version number you have of DOSBox,
example…
C:\Program Files\DOSBox-0.72\ dosbox.conf
When you double click on the icon you will be asked which program to use to
open the file. Select a word processing program like MS Word. You can also type in the
entire path into MS Word to load the file. Just make sure that you have the version
number of DOSBox correct.
Assuming that your Cash Register program files are on your hard drive at
C:\POS change the end of the file to…
# Lines in this section will be run at startup.
Mount c c:\pos
c:
pos
Note: the last line is the command to start the POS program. If you have the
program files located somewhere else than C:\POS then type in the correct PATH on
the “mount” line but do not change the last line.
If you wish the POS program to start up in full screen find and change the
following line…
fullscreen=false
to
fullscreen=true
Save the file as a plain text file. Now when you launch the DOSBox software it
will automatically run the Cash Register program.
PRINTING
DOSBox does not recognize printers. This means that you will have to use the
APRINT6 program to send the print stream to the printer, even if you are using a
parallel port printer. Read about setting up APRINT6 in the “Printer setup” section of this
manual.
If you are using a parallel port printer and you do not have the printer driver for
that printer you will have to install the “Generic” driver from Windows. From the
Windows [Start] button go to [Settings] then [Control panel]. Click on the [Printers &
Faxes] icon. When the window opens from the menu bar click on [File] then [Add
printer]. Follow the prompts until a list of Manufacturers and Printers appears. Select the
“Generic” manufacturer and the “Generic / Text only” printer. Click [Next] and follow the
prompts until the driver is installed. NOTE: There are problems with using the generic
printer driver. See the “Printer driver” part of the “Printer setup” section of this manual.
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AFTER you have installed either the printer’s driver or the generic driver then
start the APRINT6 program. Select the proper driver and font size which you only have
to do the first time you start APRINT. Remember that APRINT6 must always be started
before the Cash Register program and be left running while the Cash Register is
running.
CASH DRAWERS
Since cash drawers that are connected to the printer run through the printer
driver no changes have to be made when using DOSBox.
However SERIAL CASH DRAWERS WILL NOT FUNCTION.
SCANNERS
Keyboard wedge (PS/2 port) scanners and USB scanners (Windows 2000 or
later) will function.
However SERIAL SCANNERS WILL NOT FUNCTION.
POLE DISPLAYS
Serial pole displays using POLE.EXE will function but not if you try the “Direct
access” method.
The Pertelian X2040 program uses the PERTPOLE.EXE program so it will
function.
NETWORKS
Special consideration has to be used when using multiple registers over a
network. Tyler Reynolds has posted the following.
=================
First, make a directory on the computer you wish to be running as your server.
Using a directory on the root of the drive is recommended. For example, I'm going to set
up a "POS" folder inside of my C: Drive.
Inside that C:\POS folder, make another folder called POS.
Inside the C:\POS\POS folder, make yet another folder called POS. No, I'm not
kidding, you have to make 3 folders, one inside of the next. The reason being, because
DOSBox has to have a directory to use, then the share has to have a directory, and
then DPOS has to have a directory. It may sound weird right now, but it will work, trust
me.
Inside the final POS folder, C:\POS\POS\POS, extract the POS program files,
and set it up how you normally would for a network server. Configure all your settings,
etc.
Then, set up a network share to share the main POS folder, the C:\POS folder.
Set the network share up so that you can change files, if you are using an XP
professional computer, set permissions accordingly. For the purpose of this
demonstration, I will name my network share "POS"
On the Remote computer running a 64 bit OS, map the network drive of the computer.
So, since my computer's name is "THECOMPUTER", I will go to start, run, then type
\\thecomputer. Wait a moment for windows to bring up the networked computer's
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drives/printers. If it asks for a username/password, you probably have XP Pro on the
server computer. Not to worry, just type in the username/password that you usually use
to login to the computer. After that comes up, you should see an icon that looks similar
to the folder, which is named whatever you named your network share. Since I named
my network share POS, My icon will be labeled POS.
Next, right click on the folder, and click on "Map network drive". Choose a drive
letter, for mine, I'm going to choose J:. Go thorough the rest of the wizard and just keep
clicking next.
In DOSBox, when it first starts, type the following
--------------------------------------mount J J:\POS
mount C C:\POS
--------------------------------------Assuming that you mapped your network drive to J, and that your local file
system is located on drive C, and that POS on that system is located in C:\POS. Modify
this to suit your needs.
Then, type "C:" into DOSBox
Type "POSCONFG.exe"
It will take you to the POS Configuration screen. Note that it is posCONFG, not
POSConfig. I made this mistake a few times.
Under network, set the path to "J:\POS" assuming that you mapped your network
drive to J.
Save, then press F1 to exit. Press 3 to start the POS program.
After all that work, POS should finally work over a network. If it's not working, you
probably screwed something up. In which case, don't be afraid to ask for help. Don't try
to "Fix" it and end up screwing it up even more.
Tyler
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FREQUENTLY ASKED QUESTIONS
Topics
26,000 ITEM LIMIT: Why a 26,000 line limit in the stock table?
CUSTOMER ACCOUNTS: Where is this feature?
FILENAMES: What are my register data file filenames?
FREE: Why is this free?
FOREIGN LANGUAGE: Can I change the language on the screen?
FULL SCREEN: Can this program be displayed in full screen?
HARDWARE: What printer, cash drawer, scanner, etc. should I use?
INCREASING MONEY AMOUNTS: I need item values up to 999999.
MALL VENDOR SALES: Can this be used for 1 register and many vendors?
SERIAL PRINTERS: Are serial printers a death sentence?
SLOWS OTHER PROGRAMS: Why do the programs run slow?
SOURCE CODE: Can I get the program source code?
TRANSACTION NUMBERS: Can I reset the transaction numbers to zero?
UNCOMPACTING THE FILE: How do I unzip the download file?
VENDOR STOCK NUMBERS: How do I put letters into my stock numbers?
WINDOWS VERSION: Where is the Windows version of this program?
26,000 ITEM LIMIT
You may have noticed that it requires almost zero time to find any item in the
stock table by the stock number. This is because all of the stock numbers are indexed
and held in memory by the program. Unfortunately there is limited memory in DOS
software to do this. The theoretical maximum would be 32,000 items but since some
memory must also be used for other purposes the program becomes unstable with
more than 26,000 items.
The other consideration is that one of the reasons that this program is free is to
help the small to medium business compete with the Wal-Marts of this world. With some
exceptions once a retail business grows large enough to carry more than 26,000
different items then it is a Wal-Mart type large business and should be able to afford
commercially produced POS software.
CUSTOMER ACCOUNTS
Eventually I am going to be adding a "Customer accounts" feature to the POS
program. This will allow you to bill customers later for the merchandise that they
purchase today.It will also allow lay-aways and other similar transactions.
This is going to be a huge project and will require a long time to complete once I
have started it, and I have not started it yet. I hope to have it finished some time
eventually.
FILENAMES
The data generated by the POS software is saved to your hard drive usually in
the same folder that holds the POS program files. When you first start the POS
software, or create a new register on your computer, the program will ask you to enter a
file name, for example MYSTORE. The software will then create many data files that
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begin with that file name but have different extensions for different types of data, for
example MYSTORE.POS, MYSTORE.TBL, MYSTORE.IDX, MYSTORE.REC,
MYSTORE.PS1, etc.
If you have forgotten the name you gave to your register files then run the
POSCONFG.EXE program. At the top of the main menu it will say something like "File
name = THESTORE.POS" In this example the file name is THESTORE
If you contact me with a problem I may ask you to send one or more of your data
files to me by attaching them to an email. Since I have no idea what name you gave to
your register files I cannot give you the exact name of the file you need to send to me.
Instead I will ask you to send to me something like the ????????.POS file. You must
replace the ???????? with the name you gave to your register files. If you named your
register files MYSTORE then you would send the file MYSTORE.POS to me. If you
named your files HARDWARE and I asked you to send your ???????.TBL file then you
would send the HARDWARE.TBL file.
If you wish to backup your register data files then you would backup all the files
with names that begin with the name you gave to your register files. IMPORTANT:
Some data files will be stored in a sub folder that will have the same folder name as the
name you gave to your register files. So if your register file name is THESTORE you
would not only have to backup all of the files that begin with the file name THESTORE
but also the entire sub-folder THESTORE.
FREE
Writing software is my hobby, it is something that I like to do and would continue
to do it even if no one else ever saw it. Originally I gave my software away to friends
and relatives then the internet happened and I posted my programs there. Originally
they were only the educational programs because my wife and most of our friends are
teachers.
One day one of the users of the programs suggested that I sell them so I
contacted 7 educational software publishers. The results were 3 no reply, 3 not
interested, and one threatened to sue me.
Then it was suggested that I try to distribute my programs a shareware, ie. that I
give away copies but if the users like the program they are supposed to send $5 to $20
to me. The result was that I had thousands of downloads and every month maybe $5
would come in. On the other hand my email about the programs dropped down to
almost nothing. I guess that people thought that if they sent me email but they had not
paid for the programs that I would somehow track them down in Siberia, or wherever,
and try to collect the $5. And lastly, these are DOS programs and who is going to pay
for that.
Now that I give my programs away I am out maybe $35 a year but I get some
really interesting email, endlessly entertaining. And I am also asking for a $5 donation if
you really like the Cash Register program. Surprisingly, every once in a great while
someone actually sends in $5. How weird is that?
FOREIGN LANGUAGE
Currently the POS program is only available in English. The program does have
a feature whereby the language printed on the receipts can be changed. Use the
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"Receipt language" feature in the POSCONFG.EXE program to change the language of
the receipts.
Eventually the "Receipt language" feature will be expanded to allow the language
of the entire program to be changed. However this will be a hugely difficult feature to
implement because it will require rewriting the entire program. Every label, instruction,
and anything else that is presented in text in the entire program will have to be
converted into variables and each variable will be a different length than the static text
that is there now. And since I am not perfect, every change will introduce the possibility
of a bug being added to the program. I estimate that doing the program rewrite will take
6 months to a year assuming that I do nothing else.
And this is only to allow users to translate the program into different languages, I
will not be doing the translating because the only language I speak is English. Who
knows when someone will translate this into some of the less popular languages that
are out there.
Unfortunately I have not even started because there are other, much quicker
features, that people really need. I have no idea of when I will be able to even start this.
Changing the language in the source code of the program is not an option. I tried
this once with a Spanish language version and it was a nightmare. It took two months to
do it an d then for the next several months I tried to maintain two separate version of the
program, one in English and the other in Spanish. Everytime I made a change in the
English version I had to add it to the Spanish version and then debug both. In the
Spanish version I could never tell where I was in the source code because every string
was in Spanish. Eventually I just gave up.
FULL SCREEN
To get POS to start up in full screen try this. RIGHT click on the icon you use to
start the POS program. Now left click on [Properties] then the [Screen] tab. Click on the
"Full screen" button then [Apply]. Now close everything you just opened. Now when you
click on the icon to start POS it should come up full screen. If it does not come up full
screen then after starting one of the POS programs hold down the [Alt] key and tap
[Enter]. You will have to do [ALT] + [ENTER] every time you start one of the POS
programs.
Windows XP / Vista
When this program runs on some XP computers in full screen it will die when the
program calls another file. For example when you are in the POS.EXE program and you
want to go to the "reports" feature or the POSCONFG.EXE feature. If your computer
exhibits this problem then you can still run this program in a larger window (see below).
It has been reported that Vista computers will not run this program full screen at all but it
will still run in a window.
Using the "right click on icon + properties, etc" thing does not set the program to
always open full screen under Windows XP (ya gotta love XP.) When you open the
POS program under XP and it is in a window, in the upper left corner of the window will
be a button that says [ C:\], when you click on this button a menu will come up, click on
[Properties]. Under "Display options" choose "Full screen" and click [OK] on the bottom
of the window. On the next window that pops up click [OK], the POS program should
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now be in full screen. I could not find a way in XP for the POS program to automatically
come up in full screen when you start it. But [ALT] + [ENTER] is working fine here.
Here is something else you can try with XP / Vista to get the program to display
in a larger window.
Try this. When you open the program into a window, in the upper left corner of
the window, to the left of the program name, will be a [C:\] icon. Click on the this icon
and choose [Properties] then [Font]
Select the "Lucida Console" font and then pick a font size. Click [Ok] and then on
the next screen select "Save properties for future windows with the same title" and then
click [OK].
You may have to click and drag the edge of the window to make it larger.
DOSBox (see the “64 bit” section of this manual) will also run the program in full
screen on Windows XP, Vista, and 7 systems even if those systems are not 64 bit.
HARDWARE
Since the POS program is free there is no money coming in to purchase
hardware to test with the POS program so I really cannot recommend any.
However many POS users over the years have told me what types of hardware
they use and what works best for them. Therefore I can give you general guidelines on
what will work best with the POS program.
Receipt printers
Most important, the receipt printer you choose MUST connect to your computer
through the parallel printer port and NOT through the serial port. The printer must be
able to print 40 characters per line as most do. Do not spend extra for special features
like printing in colors, italics, bold, different fonts, graphics, etc. as the POS program
does not support these features.
The cash drawer will attach to the printer and then the printer will pop open the
drawer. This means that you will have to know the control code for the printer you
purchase to get it to open the drawer. Here is a list of printers for which I know the
codes http:// keyhut.com /popopen.htm It would be a good idea to select one of these.
There are two basic types of receipt printers, impact and thermal. Impact printers
cost less, are slower, use cheaper paper rolls, require ink ribbons, and the print does
not fade over time. Thermal printers cost more, are quicker, use more expensive paper
rolls, do not require ink, but the print fades over time.
Cash drawer.
Make sure that you get the type of cash drawer that connects to the receipt
printer and NOT one that connects to the serial port.
Scanner.
All "keyboard wedge" scanners that connect to the PS/2 keyboard port on your
computer will work. The vast majority of USB scanners will work. Most serial scanners
will work but you will have to make some changes to your Windows setup to get it to
work.
After the scanner scans a barcode it will send a "termination character" to the
155
computer to let the computer know that it is finished. The termination character that the
POS program requires is [ENTER], [RETURN], CR, CR-LF, or ASCII-13 which are
actually all the same thing. You will have to program your scanner to send this character
after reading the barcode so make sure that you get a manual with your scanner to tell
you how to do it.
Pole Display.
Only Logic Control brand pole displays have been tested. However since this is a
serial device getting to work may be iffy. Make sure you do not get the "By-pass" type.
However a much better solution to a traditional pole display is the Pertelian
X2040 display. It costs ¼ as much, has a 4 line display (compared to 2 lines), is much
easier to setup, and will positively work. Why would anyone get a traditional pole
display? For more details look here http://keyhut.com/pertelia.htm
INCREASING MONEY AMOUNTS
If you go to the "Rounding" feature of the POSCONFG.EXE program and change
the "rounding" factor to "1" all decimals will be dropped from money amounts and the
maximum money amounts will be increased by a factor of 100. For example the limits
on the price of any item will change from .01 - 9999.99 to 0 - 999999.
If you set a rounding factor from "10" to "10000" then currency values throughout
the program will be rounded to "1", however only on receipts and the sales screen will
extra zeros will follow all currency amounts to make the values appear to be larger. For
example if you set rounding to 1000 and have a price for something of 257 then
everywhere in the program except the receipts and sales screen the price will be listed
as 257, on the receipts and sales screen the price will be listed as 257000.
So how does that help? In most parts of the program there is no place to display
and endless number of zeros. So if the value of the currency in your country is so small
that a loaf of bread costs 2570000 then the program just cannot handle numbers that
large. In that case what you have to do is to just drop the 4 zeros (and use a rounding
factor of "10000") and list the price in the stock table as 257. In fact all the currency
values in the program will have to be divided by 10000. You (and your local government
buddies) will just have to understand that, and understand that currency values in the
program are actually 1/10000 of the actual value, and to obtain the actual value the
printed value must be multiplied by 10000. For example if the program tells you that the
tax collected at the end of the day is 6539 then the actual tax collected was 65390000.
Well this is easy for you to understand and you should have to explain it to your
tax buddies only once, but you sure do not want to have to explain it to every customer
you have. So only on the sales screen and the receipts (what the customers can see)
will the extra zeros follow every currency value.
MALL VENDOR SALES
Occasionally this program is used in a "mall" situation like a antiques mall or flea
market where several vendors rent booths to sell their wares. However there is only one
cash register and each vendor's merchandise must all be rung up on the same register.
The problem is at the end of the day to provide each vendor with the information
on what merchandise was sold for his booth and the total sales and taxes were
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collected for each vendor.
The easiest way is to consider each vendor to be an "employee". The program
will allow you to ring up sales by employee, up to 56 of them. If you go to the "Employee
setup" feature of the POSCONFG.EXE program you will be able to set "Do you wish to
use an employee list for this cash register" to "YES" Then press [F4] to enter the
employee names. For this purpose you will want to enter the names of the vendors as
the employees. Now when you are ringing up a sale the first thing that will happen is
that you will be asked for the employee number 1 to 56 (the names will be displayed for
you to choose.) Pick the vendor you want to credit for the sale to as the "employee" and
ring up the sale. At the end of the day, and BEFORE you close out the cash register
from the main POS.EXE cash register program go to the "Reports" feature and print out
an "Employee sales" report for each vendor. This will give you the same information as
the register's closing receipt except it will be for each vendor separately. This however
will not work if you have more than 56 vendors or if it would be possible to ring up the
merchandise from more than one vendor in the same sale.
More flexible but more complicated to set up will be to use the stock table split
the sales by vendor. Go to the "Stock table" feature of the POSCONFG.EXE program
and press [TAB] to set the "Maximum number of different items" to something other
than zero. Now press [F4] to enter the actual stock table. It is assumed that before you
do this that you have already entered the vendor names into the "Vendor list" of the
POSCONFG.EXE program and have set up your tax rates (if any) also in the
POSCONFG.EXE program. The number of possible different vendors is now limited to
the number of slots in the vendor list which is 256.
The simplest way to set up the stock table is to set up one line for each vendor.
All of the vendor's merchandise will be rung up using the stock number on that line. For
the stock numbers the easiest thing to do is to use the position of the vendor in the
vendor list as the stock number. For example the vendor in slot #1 of the vendor list will
ring up all of his stuff as stock number 1. Vendor #34 in the vendor list will ring up all of
his stuff as stock number 34. You can then put the name of the vendor in the
"Description" column of the stock table. Also remember to set the tax rate for each
vendor and to assign the vendor number in the "Vendor column" of the stock table. Here
is a sample stock table...
STOCK #
1
2
3
4
5
6
DESCRIPTION
ACME CORP
TOM'S WIDGITS
JANE'S FRUITCAKE
WICKER WORLD
TOYS AND STUFF
JACK'S JUNK
TX
1
1
1
1
1
1
R PRICE S PRICE CATEGORY VENDOR
0.00
0.00
0
1
0.00
0.00
0
2
0.00
0.00
0
3
0.00
0.00
0
4
0.00
0.00
0
5
0.00
0.00
0
6
Now when you ring up a sale the program will ask you for the stock number for
each thing being sold. Therefore you must make sure that each item being sold not only
has the price for that item stuck on it but also the vendor's number. This method will
allow you to ring up items from several different vendors in the same sale.
At the end of the day, BEFORE you close out the register go to the "Reports"
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feature of the main POS.EXE cash register program and print out a "MERCHANDISE
REPORT - E. Total by vendor." This will give you a total of the net sales for each
vendor. If a vendor has not sold anything it will not be in the report.
Remember that when you do close out the register for the day that when it asks
you if you want to "Reset the merchandise data" to answer "YES" so that everything is
reset to zero for the next time you use this program.
To make the program even more useful you can assign a group of stock
numbers to each vendor. To do this you make the first 3 digits of the stock number set
to the vendor's position in the vendor list and then let him assign the last 4 digits (this
assumes that you are using 7 digit stock numbers. For example vendor #1could use
stock numbers from 10000 to 19999, vendor 38 could use stock numbers from 380000
to 389999, and vendor #185 could use stock numbers from 1850000 to 1859999. This
prevents two different vendors from using the same stock number. No vendor has to
use all 10,000 stock numbers assigned to him and remember that the maximum total of
different stock numbers that the program will track is 26,000 for all vendors combined.
While the POS program will not require that all of a vendor's items be grouped together
in the stock table it will make maintaining the stock table easier. Doing it this way will
allow each vendor to list a description and a price for each item he is selling and
different tax rates if required. Here is a sample stock table using this method....
STOCK #
10001
10002
10003
10014
420526
421528
0
18542
1243652
DESCRIPTION
GIRL'S PANTS
REBEL CAP
CANDLE HOLDER
ENGRAVING / LETTER
ANVIL / SMALL
IMPACT HAMMER
TRINKET BOX
SPRITE / 12 OZ.
TX
1
1
1
0
1
1
0
1
2
R PRICE S PRICE CATEGORY VENDOR
14.99
0.00
0
1
9.99
0.00
0
1
5.00
0.00
0
1
0.25
0.00
0
1
12.00
0.00
0
42
24.49
0.00
0
42
0.00
0.00
0
0
9.99
0.00
0
1
1.29
0.00
0
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Now at the end of the day when you do a "MERCHANDISE REPORT - E. Total
by vendor." report it will sort the items sold by vendor and then by stock number. Each
vendor will not only get a report of how much he sold but also how much of what was
sold.
It is possible and recommended that if you have 56 or less vendors that you use
both the "Employee" and the "Vendor list" methods. That way you can provide both a
sales report and a merchandise report to each vendor.
Needless to say, whatever method you choose you should try it out before
actually implementing this with sample data and sales to make sure that you understand
what is going on and that you have got it correct.
SERIAL PRINTERS
Serial printers are the bane of all human existence, will probably not work at all,
will not work at all under versions of Windows after Windows '98, will require a huge
amount if time and effort to get it to work under DOS or versions of Windows from 3.1 to
'98 assuming that you can get it to work at all which is doubtful, will require you to know
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the SPEED, PARITY, DATA BITS, STOP BITS and MODE for your printer. Serial
printers are a really bad, terrible, thoughtless, horrible, depressing, lame, useless,
agonizing, painful, pointless idea!!!!
Please, PLEASE, PLEASE do not try to use a serial printer with this POS
software!
RUNS SLOW OR SLOWS OTHER SOFTWARE WHEN POS IS RUNNING
"Cash Register" is DOS software and expects to use all of your processor's
cycles when it is running. This will slow down the operation of any other software that
you have running in other windows. To fix this problem right click on the icon you use to
start any of the POS programs then click on [Properties]. Now click the [Misc.] tab.
Move the "Idle" indicator toward "High" and then click [Apply] and [OK] and close the
Properties window. You will have to do this for each POS program file.
SOURCE CODE
Sorry, but I do not release the source code for any of my software. This is
particularly true for the Cash Register program.
The Cash Register program. has many things that must be hidden like the
passwords and PIN numbers. It also has things that users must not be able to change
like sales and tax amounts and transaction numbers. These things could easily be
changed by anyone who has the source code and anyone with the source code could
write a program that would change the hidden things and then release it on the internet
making my program useless.
TRANSACTION NUMBERS
One of the main purposes of a POS system is to ensure that all transactions are
accounted for. The way that this is done is by giving each transaction a sequential
transaction number. Some of many ways to commit register fraud is to close out a
register and then reopen it and then "lose" all the transactions from this period, or you
can ring up a void or refund and lose those single transactions. Then the only way to
know that something is amiss is that this would leave a hole in the sequential
transaction numbers.
For this reason there is no way on any POS system to be able to reset or change
the transaction numbers other than by ringing up another transaction and incrementing
the count by one. The only exception to this is that once the transaction counter reaches
its maximum (usually 9999) then next transaction will be 0000.
UNCOMPACTING THE FILE
The POS????.EX file that you download is actually a compilation of several files
that have then been compressed. To be able to run the program you must uncompress
the files and split it back into its component files.
You must create a new folder on your hard drive. One named C:\POS would be a
swell idea.
159
To create a new folder...
1 Using the Windows feature "My Computer" open the folder in which you want to
create a new folder. If you just double click on the "C: drive" icon you will be able to
open the new folder in the root directory of the C: drive, a good idea.
2 At the upper left of the "My Computer" window click on [File], then [New], and then
[Folder]. The new folder will appear somewhere in the box below with a temporary
name, usually "New Folder."
3. Find the "New Folder" icon and right click on it. Now click on [Rename] and type in
the new name for the folder, the name POS would be a good choice, press [ENTER].
Now download the POS????.EX file to your new folder. The file is self extracting
but you must change the extension of the file from .EX to .EXE first. Now run the
POS????.EXE file and the other files will pop out of it into the folder.
To start the program, run the POS.EXE program file.
VENDOR STOCK NUMBERS
Regular stock numbers must be all numbers because the program treats them as
numbers, i.e. they are stored in a numeric compressed format so the program can hold
up to 26,000 of them in memory allowing the POS program to very quickly find any item
in the stock table. This would be completely impossible if the stock numbers contained
non-numeric characters and had to be stored as 26,000 thirty character strings.
However you can use the vendor stock numbers to ring up items in a sale and
vendor stock numbers can use any character. Go to the "Vendor list" feature in the
POSCONFG.EXE program and the first thing it will ask you is if you want to "Search first
????? lines" This allows the Cash Register program to search the first ????? lines of
the stock table for a matching vendor stock number. Remember that searching for a
vendor stock number is much slower than finding a matching regular stock number so
this setting allows you to limit the search. This means that items that you want to ring up
by vendor stock number should be at the beginning of the stock table. Remember that if
you set this limit to 1000 and the item you are searching for is in line 1023 that the Cash
Register program will not be able to find it.
If you set "Search first ????? lines" to a number larger than zero then when you
are ringing up an item into a sale you may press the asterisk [*] and the Cash Register
program will allow you to enter a vendor stock number to ring up the item.
However all items must still have a regular all number stock number because all
other parts of the program will refer to each item only by the regular all number stock
number.
WINDOWS VERSION
There is no Windows version of POS mainly because I cannot think of a reason
to have a Windows version. And to create a Windows version would mean that I would
have to stop working on the DOS version to write it and I still have many new features to
add to the DOS version of POS.
A Windows version would do the exact same things that the DOS version does
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except that it would not run on many computers, it would have a much larger file size,
and run slower. What would be the point?
Working on a Windows version would take up all of my time and therefore no
new features would be added to the DOS version. The Windows version would take me
1 to 2 years to rewrite the 50,000 lines of code in the POS program.
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