ProShop User`s Guide

ProShop User`s Guide
Pro-Shop
User's Guide
Version 1.0
Bio-Logic, Inc.
1120-A Ballena Blvd, Suite 1, Alameda CA 94501
1-877-496-2778
www.gymassistant.com
Copyright 2008, Bio-Logic, Inc. All rights reserved.
Pro-Shop User's Guide
Page 1
Table of Contents
TABLE OF CONTENTS ..........................................................................................................................................................2
BEFORE YOU START.............................................................................................................................................................4
INTRODUCTION ........................................................................................................................................................................4
SYSTEM REQUIREMENTS .........................................................................................................................................................4
CONTACTING BIO-LOGIC .........................................................................................................................................................4
INSTALLING THE SOFTWARE ...........................................................................................................................................5
WINDOWS 95/98/NT/2000 ......................................................................................................................................................5
MACINTOSH .............................................................................................................................................................................5
STARTING PRO-SHOP FOR THE FIRST TIME................................................................................................................6
WINDOWS ................................................................................................................................................................................6
MACINTOSH .............................................................................................................................................................................6
PRO-SHOP OVERVIEW .........................................................................................................................................................8
EMPLOYEES .............................................................................................................................................................................8
CATEGORIES ............................................................................................................................................................................8
PRODUCTS ...............................................................................................................................................................................8
SALES TAX ..............................................................................................................................................................................8
TRANSACTIONS........................................................................................................................................................................8
JOURNAL ENTRIES ...................................................................................................................................................................8
INVENTORY .............................................................................................................................................................................8
PRO-SHOP QUICK START....................................................................................................................................................9
THE MAIN WINDOW ................................................................................................................................................................9
SCANNING PRODUCT UPC CODES ............................................................................................................................................9
SELECTING ITEMS USING THE QUICK BUTTONS .......................................................................................................................9
CHANGING QUANTITIES OF AN ITEM ........................................................................................................................................9
SELECTING ITEMS USING LOOKUP..........................................................................................................................................10
FINISHING A SALE ..................................................................................................................................................................11
REPORTS MENU ...................................................................................................................................................................12
SHIFT SUMMARY ...................................................................................................................................................................12
SHIFT DETAIL ........................................................................................................................................................................12
SALES SUMMARY ..................................................................................................................................................................13
SALES DETAIL .......................................................................................................................................................................14
SALES BY PRODUCT ...............................................................................................................................................................15
SALES BY EMPLOYEE .............................................................................................................................................................16
INVENTORY ...........................................................................................................................................................................16
EMPLOYEE MENU ...............................................................................................................................................................17
SIGN-IN .................................................................................................................................................................................17
SIGN-OUT ..............................................................................................................................................................................17
INVENTORY MENU..............................................................................................................................................................18
MODIFY INVENTORY .............................................................................................................................................................18
ADD TO DISPLAY ...................................................................................................................................................................19
MOVE TO DISPLAY ................................................................................................................................................................19
ADD TO STORAGE ..................................................................................................................................................................19
MOVE TO STORAGE ...............................................................................................................................................................19
SETTINGS MENU ..................................................................................................................................................................20
PRODUCTS .............................................................................................................................................................................20
CATEGORIES ..........................................................................................................................................................................21
SALES TAX RATES .................................................................................................................................................................21
QUICK BUTTONS ....................................................................................................................................................................22
EMPLOYEES ...........................................................................................................................................................................22
Pro-Shop User's Guide
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PASSWORDS ...........................................................................................................................................................................23
RECEIPT PRINTING .................................................................................................................................................................24
CASH DRAWER ......................................................................................................................................................................24
Pro-Shop User's Guide
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Before You Start
Introduction
Pro-Shop is an effective yet simple-to-use system to help the gym owner manage and maintain front-desk retail sales. Rather
than trying to be the “ultimate” point-of-sale application, Pro-Shop provides an easy-to-use solution specifically designed for
the small gym with modest requirements.
This guide describes how to get started with Pro-Shop.
Important: These instructions assume that you're familiar with standard mouse techniques such as clicking and dragging
and manipulating basic window controls (menus, buttons, etc.). If you need more information about basic computer
operations, please see the documentation that came with your computer.
System Requirements
For Microsoft Windows
Windows 95/98/Me/NT/2000, 4MB RAM Available, 5MB hard disk space available
Pentium 200 recommended
For Macintosh
System 7.0 or greater, 4MB RAM Available, 5MB disk space available
PowerPC required, G3 recommended
Contacting Bio-Logic
For technical support, please contact:
Bio-Logic, Inc.
2000 Arrowhead Drive, Oakland, CA 94611
Phone: 510-339-6227 or toll-free 877-496-2778 (877-GYM-ASST)
Fax: 510-339-6151
Email: [email protected]
Web: http://www.gymassistant.com
Pro-Shop User's Guide
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Installing the Software
Windows 95/98/NT/2000
Launch the installer program “Pro-Shop Installer.exe” from the installation disk.
Open up My Computer on the Desktop, then open the Floppy (A:) drive.
Open the "Pro-Shop Installer.exe" application.
The following window appears:
Click the Next button in this window and the windows that follow. The software will be installed in a new folder on your C:
drive called “Pro-Shop”. When the installation is complete, click Finished.
Macintosh
Launch the installer program “Pro-Shop Installer” from the installation disk. The following window will appear:
Click the Desktop button. Then open your hard drive from the list by double-clicking on its name. When your hard disk
appears in the Folder: item, click the Extract button. The software will be installed in a new folder called “Pro-Shop”. When
the installation is complete the installer will quit automatically.
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Starting Pro-Shop for the first time
Windows
Click on the Start button at the left end of the Task Bar to bring up the Start Menu.
In the Start Menu, click on Pro-Shop.
Macintosh
Open the Pro-Shop folder on your hard drive. Double-click on the Pro-Shop application icon.
Pro-Shop User's Guide
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The first time that you start Pro-Shop, the program will require you to register.
Click the Register button to continue. The Software Registration window below will appear.
Enter the User Name and Registration Code that you received from Bio-Logic to activate the software.
When the Pro-Shop Welcome window below appears, press the ENTER key to continue.
The Settings Wizard window below appears next.
This window will appear each time you start Pro-Shop until you have specified all of the necessary settings. Note that one
employee (with name and login “user”) has already been defined, as well as several categories and products. Click OK to
continue.
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Pro-Shop Overview
In order to get the most out of Pro-Shop, you should first understand some of the basic concepts and terms used in the
software and throughout this User's Guide.
Employees
Pro-Shop is structured around employee shifts. Only one employee is signed in at a time, and transactions can only be
recorded while an employee is signed in.
Pro-Shop supports up to 64 different employees.
Categories
A category is used to group a set of related products. Typical categories for a small club might include: Drinks,
Supplements, Tanning, Training and clothing. A category might include many different products or it might include just one
product.
Pro-Shop supports up to 32 different categories.
Products
A product is any item with a set price. Each product, however, may have many different options as long as all the items are
the same price. For example, "Power Bar" may be a $1.50 item with four different flavor options (Chocolate, Malt Nut,
Banana and Peanut Butter).
If you are going to use a hand-held scanner to read UPC codes directly from the items then you should define a different
option for each unique UPC code. This is especially important if you are tracking inventory.
Pro-Shop supports up to 16 options per product.
Sales Tax
Sales tax can be either added to the price of an item (customer pays $1.08 for a $1 item) or included in the price of an item.
Either way, Pro-Shop will calculate both the customer sales tax due at purchase and the business tax liability for each
transaction.
For those areas with more than one sales tax rate, Pro-Shop supports up to 16 different tax rates.
Transactions
Every Pro-Shop sales transaction includes the list of items purchased (the number of each item and sales tax due for each
item) and the method of payment (cash, check credit-card, ATM or Other). Pro-Shop shows the total amount due and
calculates change due.
Journal Entries
Every Pro-Shop sale is recorded in a transaction journal. After a transaction is recorded the only modifications that can be
made to that transaction are to VOID the sale or change the payment method.
Inventory
Pro-Shop tracks movement of inventory from long-term storage to display and eventual sale. Every time an item is sold,
that item is removed from the display inventory. Inventory numbers (for both Display and Storage) can be modified at any
time if necessary. Inventory can also be quickly moved between long-term storage and display.
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Pro-Shop Quick Start
The Main Window
The main Pro-Shop window is where all the work gets done -- this is where you will ring up transactions.
Quick Buttons
Item List
You should quickly become familiar with the following features:
•
Quick Buttons -- allow you to very quickly ring up commonly-used items.
•
Item List -- shows all items added to this transaction
•
Lookup button
•
Scan/Item text field and Sale/Scan button -- where you type in product codes
-- allows you to quickly select items from a categorized list
Scanning product UPC codes
If you are using a product scanner, just scan the product’s UPC code. The item will appear in the list. To add more of the
same item, just scan the item multiple times.
Selecting items using the Quick Buttons
At the left of the main window are ten Quick Buttons, which allow very quick entry of commonly sold items. To sell a
small water, just type "1" and press the ENTER key (or click the Scan button). A small water item will appear in the item
list, and the small water price will be added to the total amount due.
Changing quantities of an item
To increase or decrease the quantity of a selected item, press the ‘+’ or ‘-’ keys on the keyboard or click the ‘+’ or ‘-’
buttons. To remove an item completely from the items list, click the Remove button.
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Selecting items using Lookup
In the Main Window, click the Lookup button (or type "L" in the scan field and press ENTER). The Select Items window
(below left) appears:
Figure 1 - Select Items window, All categories
Figure 2 - Select Items window, Food category
Click on the Category list (which is currently showing "- All -"), and select Food from the list to show only items in the Food
category (above right).
To add an item from the list to the current transaction, select the item in the list and press the ENTER key (or click the Select
button).
Press the ESC key (or click the Close button) when you are finished selecting items to return to the main Pro-Shop window.
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Finishing a Sale
To finish a sale, press the ENTER key or click the Sale button. The Sale Tender Amount window will appear.
Figure 3 - Sale Tender Amount window
Enter the amount given by the customer. Specify the payment type if the customer pays with a credit card or check, then
press the ENTER key (or click Continue) to accept this transaction.
The Sale Change Due window will appear.
Figure 4 - Sale Change Due
Pro-Shop displays the change due back to the customer.
Check the Print Receipt checkbox if you want to print a receipt for this transaction.
Press the ENTER key (or click OK) to end the transaction.
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Reports Menu
Shift Summary
The Shift Summary report shows a summary of all sales for today by the current employee.
Figure 5 Shift Summary
Shift Detail
The Shift Detail report shows a detailed report of all sales for today by the current employee.
Figure 6 Shift Detail
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Sales Summary
The Sales Summary report shows a summary of all sales for a specified date range.
You specify the dates for the report and which employees should be included (or all) in the Transaction Report dialog below
that appears:
Figure 7 Transaction Report - Specifying dates and employee(s)
Select a specific date range from the pulldown menu (Today, Yesterday, Past Week, etc.).
Select a single employee, or All for all employees.
Figure 8 Sales Summary
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Sales Detail
The Sales Detail report shows a detailed report of all sales within the dates specified. Dates are selected the same as for the
Sales Summary above.
Figure 9 Sales Detail
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Sales by Product
The Sales by Product report shows a summary of sales for all products or categories within the dates specified. Dates are
selected the same as for the Sales Summary above.
Figure 10 Sales by Product - Categories only
Figure 11 Sales by Product - All products
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Sales by Employee
The Sales by Employee report shows a summary of sales for each employee within the dates specified.
Figure 12 Sales by Employee
Inventory
The Inventory report shows a listing of inventory.
Figure 13 Inventory Report
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Employee Menu
Sign-In
To sign in as the current employee, elect Sign-In from the Employees menu (or hit CTRL+I). Then enter your employee
login and press the ENTER key.
Figure 14 - Employee Sign-In window
Employees can be created and modified by selecting Employees from the Settings menu.
Sign-Out
To sign out as the current employee, select Sign-Out from the Employees menu (or hit CTRL+O).
Note: Pro-Shop will automatically sign out the current employee if the mouse or keyboard are not used for an extended
period of time. The timeout interval can be specified by selecting Preferences from the Settings menu.
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Inventory Menu
Pro-Shop tracks movement of inventory from long-term storage to display and eventual sale. Every time an item is sold,
that item is removed from the display inventory. Inventory numbers (for both display and storage) can be modified at any
time if necessary. Inventory can also be quickly moved between long-term storage and display.
Modify Inventory
To directly adjust the number of items in Display and Storage select Modify from the Inventory menu. The Adjust Inventory
window appears:
Click on an item to select it, then click the
Adjust button (or press CTRL+A). The
Inventory Adjustment window appears.
Enter the number of items in Display and in
Storage, then click OK.
Click on an item to select it, then click the Adjust button (or press CTRL+A). The Inventory Adjustment window appears.
Enter the number of items in Display and in Storage, then click OK.
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Add to Display
To add items to the Display inventory, select Add to Display from the Inventory menu. The Add Inventory to Display
window (identical to the Adjust Inventory window above) appears. Click on an item to select it, and then click the Add
button (or press CTRL+A). When the Inventory Adjustment window appears, enter the number of units that you are adding
to the Display.
Move to Display
To move items from Storage to Display inventory select Move to Display from the Inventory menu. The Move Inventory to
Display window (identical to the Adjust Inventory window above) appears. Click on an item to select it, and then click the
Move button (or press CTRL+M). When the Inventory Adjustment window appears, enter the number of units that you are
moving to the Display.
Add to Storage
To add items to the Storage inventory select Add to Storage from the Inventory menu. The Add Inventory to Storage
window (identical to the Adjust Inventory window above) appears. Click on an item to select it and click the Add button (or
press CTRL+A). When the Inventory Adjustment window appears, enter the number of units that you are adding to the
Storage.
Move to Storage
To move items from Storage to Storage inventory select Move to Storage from the Inventory menu. The Move Inventory to
Storage window (identical to the Adjust Inventory window above) appears. Click on an item to select it and click the Move
button (or press CTRL+M). When the Inventory Adjustment window appears, enter the number of units that you are moving
to the Storage.
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Settings Menu
Products
To add or remove products, select Products from the Settings menu. The Product List window (below) will appear.
Figure 15 Product List window
Figure 16 - Edit Product window
To add a new item, click the Add Item button.
To edit an existing item, click that item in the list to select it then click the Edit Item button.
To remove an existing item, click that item in the list to select it then click the Remove Item button.
If you Add or Edit an item, the Edit Product window will appear.
Enter a Name for the product and select a category for the product.
Enter a Price for the product.
Specify a Tax Rate for the product from the pull down list.
If the price for the product includes the necessary sales tax, then check the Price Includes Tax checkbox.
If you want to track inventory for this item, then check the Inventory Item checkbox.
If you are using a UPC scanner and want to automatically enter the product’s code, click the Scan button, then scan
the product code.
If you are using your own product codes, then enter the code for this item in the UPC Code text box.
If you will be defining more than one option for this item, then enter the name for the first option and click the Add
button in the Option List.
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Categories
To edit the Category list, select Categories from the Settings menu. The Category List window will appear.
Figure 17 - Category List window
Click the Add button to add another category name.
Click the Edit button to edit the selected category name.
Click the Remove button to remove the selected category. Note: You will not be allowed to remove a category if that
category is referenced by any current product.
Sales Tax Rates
To edit the list of sales tax rates select Sales Tax Rates from the Settings menu. The Sales Tax Rates window will appear.
Figure 18 - Sales Tax Rates list window
Click the Add button to add a new sales tax rate.
Click the Edit button to edit the selected sales tax rate.
Click the Remove button to remove the selected sales tax rate. Note: You will not be allowed to remove a sales tax rate if
that tax rate is referenced by any current product.
Click the Make Default button to make the selected tax rate the default for new products.
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Quick Buttons
To modify the Quick Buttons that appear to the left of the Product Selection window, select Quick Buttons from the Settings
menu. The Quick Buttons list window (below) will appear.
Figure 19 - Quick Buttons list window
Figure 20 - Quick Button Edit window
To edit a selected Quick Button, click the Edit button. The Quick Button Edit window (above) will appear.
To select the item for this Quick Button, click the Set Item button.
To change the label for this Quick Button, edit the Button Label text.
To clear and disable this Quick Button, click the Clear button.
Employees
To edit employees, select Employees from the Settings menu. The Employee List window (below) will appear.
Figure 21 - Employee List window
Figure 22 - Edit Employee window
To add a new employee, click the Add button.
To edit the selected employee, click the Edit button.
To remove the selected employee, click the Remove button.
When editing an employee in the Edit Employee window (above), the following fields should be specified:
Full Name
the employee’s name
Alias
the name that appears on printed receipts and in reports
Code
a unique 4-character code to identify the employee internally. This code should never be changed.
Login
a unique code that the employee will enter to sign in as the current employee. Only the employee
should know his/her login id.
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Passwords
The following functions require an Admin password:
Reports (except for Shift reports)
Inventory
Cash Drawer settings
The following functions require a Master password:
Settings: Categories, Products, Quick Buttons, Sales Tax Rates, Employees
Note: The Master password also provides access to all Admin functions.
To change the Pro-Shop passwords, select Passwords from the Settings menu. The Passwords window will appear.
Figure 23 - Passwords window
Be sure to remember the passwords you set! If you forget your passwords, you can call Bio-Logic for access.
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Receipt Printing
Pro-Shop will interface with any standard serial receipt printer. To modify the receipt printing options, select Receipt
Printing from the Settings menu. The Receipt Settings window will appear.
Figure 24 - Receipt Settings window
Check the Always Print Receipt checkbox if you want to print a receipt for each transaction. Regardless of this setting,
receipt printing can be selected at the time of the transaction.
Click the Edit Header Text button to edit the text that appears at the top of receipts.
Click the Edit Footer Text button to edit the text that appears at the bottom of receipts.
Set the Print Receipts To item to Default Printer to print receipts to the currently selected default Windows print, such as a
laser printer or inkjet printer. Note: This option will disable the Receipt Printer Settings controls referred to below.
Set the Print Receipts To item to Receipt Printer if you are using a serial receipt printer, such as Star Micronics or Epson
printers. Select the Serial Port and Baud Rate for your particular printer. Also set the number of lines to advance the paper
after printing the receipt, which will position the printing correctly for tearing off the receipt.
Cash Drawer
Pro-Shop will interface with any standard serial cash drawer. To modify the cash drawer options, select Cash Drawer from
the Settings menu. The Cash Drawer Settings window will appear.
Figure 25 - Cash Drawer Settings window
Select the Serial Port and Baud Rate for your particular cash drawer. Note that many cash drawers actually interface
through a receipt printer, in which case the serial port and baud rate should be set to the same values as for the receipt printer.
Set the character code to open the cash drawer. This should be set to 7 for most printers. If this value does not work, then
please refer to the documentation for your equipment.
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