Retail Management Store Operations User`s Guide V1.2

Retail Management Store Operations User`s Guide V1.2
User’s Guide
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Part number: RQMN-QC00-0000120
Publication date: June, 2003
Contents
INTRODUCTION ....................................................................................... 1
Welcome to Microsoft Retail Management System, Store Operations ..................1
GETTING STARTED ................................................................................. 2
Starting and quitting Store Operations...................................................................2
Key information......................................................................................................3
Using Microsoft Retail Management System for the first time ...........................3
Upgrading from QuickSell 2000 to Store Operations.........................................3
What's new ............................................................................................................4
SETTING UP YOUR STORE OPERATIONS DATABASE ..................... 17
Key points ............................................................................................................17
Collecting basic information.................................................................................18
MANAGER PROGRAM........................................................................... 22
Overview..............................................................................................................22
Navigating through Manager ...............................................................................23
The main Manager window..............................................................................23
Navigating tools ...............................................................................................24
Using the mouse..............................................................................................25
Setting up security structure ................................................................................26
Setting up a security level................................................................................27
Assigning security level to employee ...............................................................29
Working with your database ................................................................................30
Adding new items ............................................................................................31
Deleting items and making items inactive........................................................32
Using item assemblies.....................................................................................33
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Using item matrices .........................................................................................35
Using item lot matrices ....................................................................................37
Handling kit items ............................................................................................39
Handling serialized items.................................................................................41
Using vouchers ................................................................................................43
Editing departments and categories ................................................................45
Editing sales tax...............................................................................................46
Editing item tax ................................................................................................47
Editing tender types .........................................................................................48
Masking credit card numbers...........................................................................49
Using an alias ..................................................................................................50
Using substitute items......................................................................................50
Managing supplier information.........................................................................51
Setting up currencies .......................................................................................52
Customizing POS buttons................................................................................53
Creating reason codes.....................................................................................54
Setting Net Display channels...........................................................................55
Controlling pricing, sales, and promotions...........................................................56
Adjusting item pricing.......................................................................................56
Defining weekly sales schedules .....................................................................58
Putting items on sale .......................................................................................59
Setting up discount schedules .........................................................................61
Providing a gift with purchase..........................................................................63
Tracking inventory ...............................................................................................65
Identifying what you have in stock ...................................................................66
Purchase orders ..............................................................................................68
Inventory transfers ...........................................................................................72
Working with your offline inventory ..................................................................77
Defining shipping carriers ................................................................................79
Tracking sales......................................................................................................80
Viewing and analyzing sales data....................................................................80
Tracking quotes, orders, and layaways ...........................................................82
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Managing customers ...........................................................................................84
Setting up local customer accounts .................................................................85
Recalling a specific customer invoice ..............................................................86
Adjusting customer accounts...........................................................................87
Closing current billing cycle and printing statements .......................................88
Reprinting account statements ........................................................................89
Generating customer reports ...........................................................................90
Managing employees...........................................................................................91
Managing cashier information..........................................................................92
Sending a message .........................................................................................93
Tracking cashier attendance and payroll .........................................................94
Editing time clock entries .................................................................................94
Generating Cashier Log report ........................................................................95
Managing sales rep information.......................................................................96
Generating reports...............................................................................................98
Sorting a report ................................................................................................99
Creating filters................................................................................................101
Adjusting header and columns ......................................................................103
Adding a logo.................................................................................................104
Directly accessing database information .......................................................105
Refreshing data .............................................................................................106
Memorizing report settings ............................................................................106
Exporting a report ..........................................................................................107
Using labels .......................................................................................................108
Generating labels...........................................................................................108
Designing label templates..............................................................................110
Sample labels ................................................................................................119
Processing receipts and journals.......................................................................122
Viewing journals.............................................................................................122
Using receipts ................................................................................................123
Assigning a receipt format to the register(s) ..................................................124
Closing open and blind closed batches .........................................................125
Posting closed batches..................................................................................126
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Settling credit and debit card transactions.....................................................126
Housekeeping....................................................................................................128
Backing up your database .............................................................................128
Reference ..........................................................................................................129
File menu .......................................................................................................129
Database menu .............................................................................................152
Inventory menu ..............................................................................................249
Journal menu .................................................................................................274
Wizards menu................................................................................................279
Reports menu ................................................................................................293
Utilities menu .................................................................................................294
POINT OF SALE PROGRAM................................................................ 309
Overview............................................................................................................309
Moving around in the POS program ..................................................................310
The main POS screen ...................................................................................310
POS icons......................................................................................................312
Function keys summary.................................................................................313
Keyboard guide..............................................................................................315
Customizing the POS screen.........................................................................328
Processing daily POS activities .........................................................................329
General guidelines.........................................................................................329
Opening and closing register .........................................................................330
Performing sales transactions .......................................................................333
Canceling transactions ..................................................................................342
Printing POS reports......................................................................................344
How to................................................................................................................347
Working with your drawer ..............................................................................348
Modifying on-screen data ..............................................................................350
Discounting sale ............................................................................................355
Handling holds, deposits, and layaways........................................................357
Handling customer accounts .........................................................................362
Managing cashiers and sales reps ................................................................365
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Working with orders and quotes ....................................................................367
Using vouchers ..............................................................................................373
Using graphs and macros..............................................................................376
Working with receipts and journals ................................................................378
Using online shipping.....................................................................................379
Working with terminal offline..........................................................................383
ADMINISTRATOR PROGRAM ............................................................. 384
Overview............................................................................................................384
INTERFACING WITH ACCOUNTING ................................................... 385
Overview............................................................................................................385
Setting up the account assignment table...........................................................386
Exporting to accounting programs .....................................................................391
Exporting to Microsoft Business Solutions programs.....................................391
Exporting to Peachtree Accounting ...............................................................393
Exporting to QuickBooks ...............................................................................395
Exporting to QuickBooks directly ...................................................................397
Exporting to M.Y.O.B .....................................................................................401
VALUE ADDED TAX (VAT) .................................................................. 402
How does VAT work? ........................................................................................402
Setting up for VAT .............................................................................................402
VAT accounting integration................................................................................404
GLOSSARY OF TERMS ....................................................................... 405
INDEX.................................................................................................... 415
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Introduction
Welcome to Microsoft Retail Management System, Store Operations
Welcome to Microsoft® Retail Management System, Store Operations. Whether you
have a single store or multi-store operation, you can use Store Operations to automate all
your point-of-sale (POS) and back-office applications.
Store Operations gives you the only total software solution that handles today's POS and
management challenge...then grows as big as your goals expand. Store Operations
resolves the complexities of multi-channel retailing, providing a common system to
manage sales through physical stores, catalogs, phone orders, and the Web.
Store Operations manages every aspect of your store with complete security and absolute
control. The software flexes to the way you sell, learns how you manage, equips you
with the same tools that retail giants use, and gives detailed, blazing fast reports on
exactly what's happening in every department, for every item.
When you expand to the Web, Store Operations has already paved the road. Manage all
your sales, inventory, customers, and records in one easy package. As you expand, keep
the same database, the same interface. Both will scale up seamlessly. You and your staff
keep the same powerful Store Operations tools with no retraining.
Store Operations incorporates three separate programs:
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Store Operations Manager - Automates back-office operations, including
purchase order creation, receiving inventory and printing price tags/labels, customer
database maintenance, and report generation. Beyond basic inventory control
features, its advanced capabilities promote optimum inventory levels, control costs,
set pricing, and export to popular accounting programs.
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Store Operations POS - Provides the graphical user interface and handles all the
point-of-sale functions at the checkout terminals. The cashier can ring up sales,
perform data lookup, accept tenders, and generate work orders, back orders, and
quotes. It supports multiple POS devices (i.e., scanners, printers, pole displays, etc.)
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Store Operations Administrator - Use Administrator to connect to the database
server, create databases, import QuickSell databases, upgrade the database, back up
data, and configure your database for each of the point-of-sale registers.
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Getting started
Starting and quitting Store Operations
The following explains how to start and quit the Store Operations Manager and POS
programs.
Starting Store Operations
You can start Store Operations by running either the Manager or POS program from the
Windows Start menu. You will then be asked to log in. Use the user ID and password
provided to you by your Store Operations administrator to log in. The user ID will be
used by the system to validate the password and to determine your rights for accessing
the data stored in the database. To run the Manager program, you must log in with a user
account that has been granted manager rights.
When a Store Operations database is created, a default user account is automatically set
up to allow you to log in and perform initial database setup. This account's ID is "1" and
its password is "PASSWORD". Use this account ID and password to log in as shown as
follows. After you set up your database, you should then change the password.
Quitting Store Operations
To exit the Store Operations POS program, press the ESC key until you see a window
that asks if you really want to close Store Operations POS. Select the appropriate button.
Note: Only cashiers with the privilege to exit the point-of-sale may fully quit from Store
Operations POS.
To exit the Store Operations Manager program, go to the File menu and click Exit.
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Store Operations User’s Guide
Key information
Using Microsoft Retail Management System for the first time
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In order for Store Operations Manager and POS to function, you must install the
Store Operations software copy protection device ("dongle") either on the register's
parallel port or in a networked configuration. Install the dongle on the first POS
station that will run Store Operations POS each business day. Without this copy
protection device installed, Store Operations Manager and POS will operate in
Evaluation mode for 60 days and will limit the number of items on each sales
transaction to five.
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When installing the software, Store Operations creates a default cashier with the ID
number "1" and password "PASSWORD." Use this combination to initially log
onto Store Operations Manager. You can then change the ID number and password
as applicable.
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When Store Operations is initially installed, a sample database is provided to allow
the software to run immediately. This database contains skeletal information for a
fictitious store that you may use to learn about features in Store Operations. You
may modify this database. For instructions on how to load the sample database, see
Store Operations Online Help.
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Before you can process sales at the point-of-sale station, you need to set up and/or
modify the Store Operations database. For more information, see “Setting up Your
Store Operations Database”.
Upgrading from QuickSell 2000 to Store Operations
Note: For information about upgrading your QuickSell Commerce database, see
"Upgrading Store Operations" in Store Operations Getting Started Guide.
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Before upgrading to Store Operations, you must make sure that your existing
computer and POS devices meet the minimum requirements to run Store Operations.
You will need to obtain OPOS service objects for your existing POS devices from
the hardware manufacturers. Make sure that you back up your existing QuickSell
installation before installing the new software.
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After you install Store Operations, you need to install and set up your database(s).
You can upgrade your existing QS2000 database to work with Store Operations. For
detailed information on how to upgrade your database to Store Operations, see
“Upgrading from QS2000 database” in Store Operations Getting Started Guide.
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Because Store Operations incorporates a number of new and enhanced features, it is
a good idea to review the “What's New” section below.
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What's new
Overview
Store Operations is packed full with exciting and advanced features that revolutionize the
way you process back-office and POS activities. These include:
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Citibank credit and debit card processing – Use Citibank Electronic Draft
Capture (EDC) software to process credit and debit card transactions.
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Export financial data directly into QuickBooks 2003 – Export your accounting
data directly into the QuickBooks General Ledger and export closed POs as
QuickBooks Bills.
y
Import financial data directly from Great Plains 7.5 – If you are using Microsoft
Retail Management System Headquarters, directly import closed batches, purchase
orders, items, and suppliers (vendors) into Great Plains from the Great Plains 7.5
software.
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Advanced security features - Incorporate tight security controls and restrict
employee access to sensitive information in both the Manager and POS programs.
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New database technology - Use the latest Microsoft SQL Server technology.
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Internet applications - Incorporate a Web-browser, Internet communications
services, XML support, and virtual private networking.
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OPOS compatible - Use Store Operations with OPOS compatible hardware.
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Touchscreen capabilities - Obtain key database information literally at your
fingertips.
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Net Display channels - Display advertisements and websites on another monitor at
your point-of-sale station.
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Customizable Active Reports - Fine-tune a wide variety of consolidated reports.
Customize and sort data directly on the report preview screen. Access detailed
database information directly from the reports.
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Inventory Wizard - Change item and pricing properties in your database...all at one
time.
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Receipts with logos and graphics - Customize your point-of-sale receipts.
Store Operations User’s Guide
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Label Designer and Label Wizard - Speed up the way you process and use labels.
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Shipping and tracking - Operate mail order houses from the same store inventory.
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Customizable POS buttons - Access other software program tools and websites
without leaving the point-of-sale transaction screen.
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New Item Wizard - Quickly add items to your database. This feature is especially
useful for entering assembly, matrix, and lot matrix items.
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Retail price rounding - Round updated global prices to realistic retail price values.
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Flexible tax structures - Assign tax based on the item or the customer. This feature
enables you to handle mail order.
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Extended inventory management - Track the history of item quantity changes and
shipments, store offline inventory, and generate receiving logs.
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Customizable POS screen - Pick and choose the display features you want to show
on your point-of-sale transaction screen. Adjust the screen size and positioning.
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Aged receivables feature - Process and track customer payments by individual
invoices. In addition to setting up revolving accounts, use the aging accounts
receivable capabilities to bill payments for net terms.
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Vouchers - Offer a dynamic gift certificate or gift card to your customers.
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Detailed customer account information - Look up detailed customer account
information for each invoice, make adjustments, and print the applicable receipt.
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Master pack quantity - Define the bundle quantity for selected items, and Store
Operations will automatically use this number for purchase orders.
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Enhanced Journal Viewer - View and print any journal from any register in your
preferred format. Search journals by register, batch number, and receipt number.
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Unlimited line item entry - Ring up an unlimited number of items on the POS
transaction screen.
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Improved orders, quotes, and layaways - View and edit detailed order, quote, and
layaway information directly on the transaction screen. Assign reference numbers
and accept payment on an item-by-item basis.
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Editable time clock capabilities - View and edit time clock entries directly in the
Manager program. You can also restrict cashiers from viewing or editing these
entries.
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New assembly, matrix and lot matrix features - Organize all of your assembly
and matrix item information into a comprehensive grid. View and edit any of the
item attributes directly on the grid.
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Detailed graphs - Customize your own graphs according to various time periods,
categories, departments, registers, hourly counts, etc. See your data in numerical and
graphical formats.
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"Buy X, Get Y" discount capability - Sell a specified quantity of items at full
price and give the customers a certain number of items for free or at discount.
y
Foreign currencies - Utilize new multi-currency features to enhance global
commerce operations.
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Reason codes - Customize reasons codes to store and track information regarding
user defined transactions.
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Terminal offline - Keep your store running even if your server is offline.
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Additional reports – See your inventory and sales data in more detail.
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Enhanced inventory transfers and PO’s – Streamline ordering and purchasing
operations. For example, you can receive items from orders using Quick
Scan.
Citibank credit and debit card processing
Store Operations allows you to interface with the “Citibank Credit/Debit Card
Processing” EDC software for your customers’ credit and debit card transactions.
This new feature allows you to tender debit card sales and offer cash back to the
customer. They can be charged an additional fee for the cash back service and a
surcharge for using the debit card. These options are selected when setting up the debit
card tender in Store Operations Manager.
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Store Operations User’s Guide
Before using the debit card, you will need to configure the PIN pad as an OPOS service
object and then connect this to each register. Currently, only the Verifone PINPad 1000
model is supported.
For more details, see “Integrating Citibank” in Store Operations Getting Started Guide.
Export financial data directly into QuickBooks 2003
If QuickBooks 2003 is selected as your accounting program, you can integrate Store
Operations with QuickBooks and then post the transactions directly into QuickBooks. As
well, closed POs can be posted to QuickBooks as a bill to be paid by a QuickBooks user.
Store Operations can directly integrate with QuickBooks 2003, and supports
QuickBooks Pro, QuickBooks Premier, QuickBooks Premier: Accountant Edition,
QuickBooks Premier: Contractor Edition, QuickBooks Enterprise Edition.
For more information, see “Exporting to QuickBooks directly”.
Import financial data directly from Great Plains 7.5
With Microsoft Retail Management System Headquarters, you can directly import closed
batches, purchase orders, items, and suppliers (vendors) into Great Plains from the Great
Plains 7.5 software.
For more details, see “Importing from Great Plains 7.5” in the Headquarters User’s
Guide.
Advanced security features
Store Operations incorporates tight security controls and restricts employee access to
sensitive information. The Store Operations Manager program includes a built-in
security system with 31 security levels (security definitions or profiles).
As the administrator, you can set up each security level to grant certain access privileges.
You can assign the behavior for every screen feature, defining what fields or command
buttons can be viewed and/or edited by the employee. You can also disable entire menus
and/or menu options.
After you set up the security level, assign it to the appropriate employee(s). This way,
you dictate precisely what information that employee can view and/or change in both the
Manager and POS programs.
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New database technology
Store Operations uses Microsoft SQL Server database technology for scalability and
interoperability. SQL Server offers database size up to terabytes, provides reliable
database access, and supports data warehousing and OLAP. It lets you install, deploy,
and use the same database engine across platforms ranging from laptop computers
running Windows 98 to large, multiprocessor servers running Windows 2000.
Store Operations works with Microsoft Database Engine (MSDE) or SQL Server. MSDE
is a 100% SQL Server compatible data engine that runs on Windows 98 desktop
computers to Windows NT/2000 servers. Databases created with MSDE are totally
compatible with SQL Server and support many of the features of SQL Server. With
MSDE, the database size is limited to 2GB maximum. For larger installations, SQL
Server can be used instead of MSDE. SQL Server offers database size up to terabytes
and supports multi-processors.
Store Operations is fully scalable and can grow as your company grows. Because the
software is based on Microsoft SQL Server, you can easily use Store Operations on
stores with one checkout lane or hundreds of lanes.
Internet applications
Store Operations incorporates a Web-browser, Internet communications services, and
XML support. As a web-enabled software system, Store Operations offers:
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Management of virtual store fronts' inventory and sales orders from your brick-andmortar store
y
Support for future E-commerce and business-to-business commerce
y
E-Receipts (XML-based digital receipts)
y
Net display channels (broadcast websites and advertisements)
y
Custom POS buttons (on-screen shortcuts to websites, software packages and
application tools)
y
Electronic access via the Internet to selected shipping carriers for automated
shipping capabilities and services (i.e., partial shipping form completion)
Store Operations User’s Guide
OPOS compatible
Store Operations has incorporated OLE for Point of Sale (OPOS) standards, allowing
you to select OPOS compatible hardware or peripherals to use with the software. Store
Operations supports Windows printers and popular OPOS printers, scanners, scales, line
displays, cash drawers, as well as interfaces to signature capture devices, MICR readers,
and MSR. However, note that some printers may not be able to utilize all of the features
in Store Operations (i.e., label graphics). By supporting OPOS, Store Operations makes
it simple to interconnect POS hardware devices and lets you minimize software
maintenance and upgrade costs.
Touchscreen Capabilities
Store Operations offers customizable touchscreen features that give you key inventory,
sales, and customer information literally at your fingertips. Use the Database menu's
Keyboards option to customize the touchscreen keyboard and define the desired
function keys, captions, and colors. You can customize the touchscreen keyboards to
allow users to add item lookup by specific items, departments, categories, and/or
suppliers. At the POS, press Ctrl-F6 to display and size the touchscreen keyboard.
Net Display channels
The Net Display lets you showcase advertisements and websites on another display
monitor at your point-of-sale station. This monitor not only substitutes for the pole
display by showing customer receipts in real-time, but it also rotates through pre-selected
websites and Web pages as well as ads from your local CD-ROM or DVD. Use the Net
Display Channels feature to:
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Sell advertising time to other merchants and suppliers
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Grab customers' attention
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Show impulse items to waiting customers
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Advertise upcoming specials, packages and kits
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Form profitable partnerships
Customizable Active Reports
Store Operations adds valuable enhancements to its reporting capabilities. With pointand-click speed, you can access key information easily and quickly. The software lets
Store Operations User’s Guide
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you generate a wide variety of consolidated reports to obtain instant sales figures,
identify slow-moving items and see sales information for any day. On the report preview
screen, customize each report to quickly find the specific information you need.
Use Store Operations report options and tools to gather detailed item and sales data data you can use to grow your business. After you generate the report, custom-build and
organize your report directly on the report preview screen by:
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Adjusting header and columns
y
Sorting and filtering report data
y
Refreshing report data
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Accessing specific detailed information directly from the report
Use the advanced sorting and filtering tools to fine-tune your reports and quickly
pinpoint the exact data you need to realistically project future sales and make effective
management decisions.
Inventory Wizard
In the Store Operations Manager program, you have your own personal automated
assistant that will help you change properties in your database...all at once. Click
Inventory Wizard on the Wizards menu to update item prices, costs, reorder
information, sales tax assignment, or even put groups of selected items on promotion.
The Inventory Wizard eliminates the need to manually change each individual item. It
does most of the work for you and saves you an enormous amount of time.
Receipts with logos and graphics
Customize your point-of-sale receipts to display your company logo or graphics.
Whether you want to promote your company name or highlight a special holiday sale,
you can program the software to custom-build receipts that best relay your messages.
The software can print graphics directly on the receipts, such as barcodes, logos, or
pictures provided that your printer is capable of graphic printing. It can also include
whatever text you want in your preferred font, format and style. You can then adjust the
size and positioning of your graphics and text.
At any time, use the Journal Viewer in either the Manager or POS program to view a
graphical representation of each receipt.
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Store Operations User’s Guide
Label Designer and Label Wizard
Store Operations introduces new features that speed up the way you process and use
labels. The Label Designer lets you easily design your own label templates. In addition
to adjusting label size and position, you can add a number of different label objects to the
template, including text boxes and graphics.
Whenever you print labels, use the Label Wizard to select one of your customized
templates and specify the filter criteria. This way, you do not need to manually create
and adjust labels every time you want to print a label.
Shipping and tracking via the Internet
Store Operations offers automated shipping capabilities and services that enable you to
use selected carriers' websites to complete shipping documents and track shipments.
With an Internet connection, you can complete shipping documents using address and
information in your sales orders, track shipments, and manage your account from the
built-in browser screen.
Customizable POS buttons (shortcuts)
If you are using Store Operations with other software packages or tools, you can access
them directly from your POS transaction screen. The Manager program includes a new
menu option that lets you program command buttons on the POS that launch other
software programs or access Web pages on your computer or via the Internet. POS
buttons can trigger programs, invoke Web pages that can contain scripting code to access
data on the current transaction, or pass information to external systems.
These POS buttons normally appear on the right side of the point-of-sale transaction
screen, but you can hide or position and size them as you choose. You can access up to
ten programs, reference pages or websites and gain immediate access to worldwide
computing power, without leaving the POS screen.
For information on how to create a custom POS button, see “Customizing POS Buttons”.
New Item Wizard
Use the New Item Wizard to quickly add items to your database. The New Item Wizard
enables you to set up the item type, define assembly and matrix components, as well as
set the standard properties.
This feature is especially useful for creating Assembly, Matrix, and Lot Matrix items.
For example, rather than manually entering each component of a matrix item, use the
New Item Wizard to automatically add components to the database at the same time.
Retail price rounding
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Store Operations introduces a new global pricing feature that lets you perform retail
price rounding. When you use the Inventory Wizard to change item prices, Store
Operations includes an option that lets you round all updated prices to realistic retail
values based on the rounding rules you specify. Assume, for example, you want to
discount a certain category of items by 10%, but want the prices to be rounded up to the
nearest dollar and end with the value $0.99. Store Operations provides the flexibility that
enables you to do this type of retail rounding with ease.
Flexible tax structures
You can assign tax based on the item or the customer. Assigning tax schedules on a per
customer basis enables you to handle mail order. For example, you can charge different
types of taxes based on particular cities or states. Use the Configuration option's Sales
Tax tab to define your tax schedule.
Extended inventory management
The new inventory management features allow you to record and track the history of
item quantity changes and shipments, store offline inventory, and generate receiving
logs. For example, purchase orders and inventory transfers offer a History button that
lets you view the item lookup code, date, and quantity received for each item shipment.
Customizable POS screen
Customize your point-of-sale transaction screen with the window displays you want.
Press CTRL-F6 to pick and choose from a number of display features, including the
status bar, HTML status bar, custom buttons, totals, function keys, and net display. You
can also resize the window borders as well as adjust the size and position of the
transaction screen. Store Operations saves the screen settings.
Aged receivables feature
The Aged Receivables feature offers a variety of flexible search and payment options.
Process and track customer payments by individual invoices and statements at the pointof-sale. Store Operations lets you select the specific invoice the customer wishes to pay.
In addition to setting up revolving accounts, you can bill payments for net terms.
Vouchers
Store Operations handles different types of vouchers, including gift certificates and gift
cards. You can sell and redeem vouchers any time. The gift card holder can spend any
amount up to the card's limit, and the giver can renew the card repeatedly. Store
Operations tallies cardholder purchases against a pre-purchased amount, and then
recharges the gift card against a credit card, a store account or other tender.
Detailed customer account information
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Store Operations User’s Guide
In addition to displaying every purchased item, Store Operations lists all of the
customer's individual invoices, organizing them by original date, due date, reference
number, transaction type, original total amount, and balance due.
In the Manager program, use the Account Information tab to look up detailed
information for each invoice, make adjustments, and/or quickly print the applicable
receipt. You have complete control over the customer account information and can
adjust accounts as needed. You can also assign a specific cashier to a customer and
prevent any other cashier from viewing the customer's account information and purchase
history.
Master pack quantity for ordering
For ordering purposes, the new Master Pack Quantity (MPQ) feature enables you to
define the bundle of items you want to order from a selected supplier. Store Operations
uses this number for purchase orders.
For example, if a supplier sold bike locks in sets of 10, you could enter the number "10"
in the bike lock item's MPQ field. If you ordered this item, Store Operations
automatically sets the quantity ordered to the next set of 10.
Enhanced Journal Viewer
Store Operations enhanced journal capabilities let you view and print any journal from
any register in your preferred format. In either the Manager or POS program, you can
quickly search for the desired journal or receipt.
In the Store Operations Manager program, locate journals by going to the Journal menu
and clicking View. You will see the Journal Viewer window, which offers various
selection criteria you can use to pinpoint a specific journal.
In the Store Operations POS program, you are not limited to searching for journals just
at your own register. Instead, you can quickly view a variety of different receipts and
report journals at whatever registers you choose.
Unlimited line item entry
Whether your customer wants to buy five items or five thousand items, you can ring up
an unlimited number of items on your POS transaction screen.
Direct access to customer account details
When you select a customer, you see detailed customer information directly on the
Store Operations User’s Guide
13
transaction screen, including the billing and shipping address. You can also look up the
customer's total sales, number of visits, and the last visit date in addition to the purchase
history and detailed account information. This way, you have pertinent customer
information literally at your fingertips.
Built-In calendar
The POS transaction screen includes a built-in calendar and automatic event reminder
that help you track appointments and upcoming events. Specify the date, description,
time of event, in addition to setting the event reminder and marking it as either a public
or personal event.
Sophisticated messaging capabilities
The Message feature closely resembles your standard e-mail system, enabling you to
track and manage messages. View the list of past messages and note the date and time
they were sent.
Improved orders, quotes, and layaways
The POS program introduces new features that improve the way you create and process
work orders, sales quotes, and layaways.
View and edit detailed on-screen information - Press the function key assigned to the
type of order you want to create and immediately see its detailed information at the top
of your transaction screen. Depending on whether you process an order, quote, or
layaway, this on-screen information can include the comment, on deposit amount,
deposit payment, order balance, due date, reference number, and expiration date. Modify
this information directly from the transaction screen by pressing SHIFT-F9. Store
Operations displays a window with all the fields you can edit.
Assign a reference number - Assign a reference number to your order, quote, or
layaway. You can use this number for several purposes, including tying a sales
transaction to a purchase order for use in inventory tracking.
Accept and track payments - Rather than requiring customers to pay for all the items
on the order, Store Operations lets them pay for any combination of the items at any
time. After you recall a particular layaway, pick up a partial or the entire layaway.
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Store Operations User’s Guide
Editable time clock entries
View your employees' clock in/clock out times. On the Time Clock window, you will
see all the cashier names and their associated time in, time out, and time elapsed (hrs)
information.
Edit the time card entries (clock in/clock out dates and times) directly in the Manager
program by going to the Database menu and clicking Time Clock. This editing feature
is especially useful whenever your cashiers log in under a different name or forget to
clock in/clock out.
You can also restrict the employee's access to time clock features.
New assembly, matrix and lot matrix features
Store Operations neatly organizes all of your assembly, matrix and lot matrix item
information into a comprehensive grid. You can see your class items, the item
components, and their related attributes (i.e. color, size, and style) all at once. The
Attributes feature lets you quickly modify detailed item information for all the items
contained in a particular class. This way, you do not have to manually look up each item
and modify the information for only that specific item.
Detailed graphs
Store Operations graphs display key sales and inventory data. Press SHIFT-F6 and use the
available drop-down list boxes to generate different graphs.
Customize your own graph. For example, select different time periods and group certain
data together. Store Operations displays the information in both a numerical and
graphical format. This way, you can pinpoint the exact data you need.
"Buy X, Get Y" discount capability
Store Operations extends the sales and promotion features by incorporating the "Buy X,
Get Y" discount capability. Sell a specified quantity ("X") of items at full price and give
the customers a certain number ("Y") of items for free or at a discounted price. For
example, if customers buy three T-shirts, they can receive another T-shirt for free. Or, if
they buy four pairs of socks, they receive the next three pairs at a 50% off discount. Pick
and choose the desired discount schedules.
Store Operations User’s Guide
15
Foreign currencies
Store Operations lets you handle multiple foreign currencies and exchange rates. You
can set up each desired currency with its associated exchange rate and locale. New
features include the ability to assign specific currencies to certain suppliers for use in
handling purchase orders and inventory transfers. Use Store Operations Label Designer
to customize labels that display multiple exchange rates, even graphics of associated
International flags.
Reason codes
You can customize reason codes to store and track information regarding user defined
transactions (i.e., no sales, customer discounts, return of damaged merchandise, etc.)
This data is stored for use in tracking and reporting.
Terminal offline
Store Operations enables you to keep your store running even if your file server is
temporarily down or offline. For example, if the file server crashes during the business
day and the cashier needs to continue with sales transactions, he can simply restart the
POS program. If the terminal offline database is properly defined, Store Operations will
switch to terminal offline mode and store standard sales transactions in a backup
database. Once the file server has been restored, the cashier can restart the POS program,
return to online mode and automatically update the primary database with the backup
data.
Additional reports
In addition to offering more data columns for certain report lists, Store Operations adds
additional reports, including the Pending Shipments report, Sales Tax Analysis report,
Department Cost/Sales (Tax-Inclusive) report, and Tender Summary report.
Enhanced ordering and purchasing
Store Operations enhances purchasing and ordering operations by enabling users to
receive items from orders using Quick Scan. Additional features include the ability to
create PO's for items carried by selected primary suppliers. You can also select multiple
suppliers and then order from only the primary or the lowest cost supplier.
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Store Operations User’s Guide
Setting up your Store Operations database
Key points
y
This section assumes you have successfully created your Store Operations database
using Store Operations Administrator. For more information, see “Deployment
Guide” in Store Operations Administrator Online Help.
y
This section will show you how to set up your database with the basic inventory,
tax, cashier, payment type, and register information.
y
If you imported an existing QuickSell 2000 database or are using a sample database,
you do not need to set up the database from scratch. Just use the Manager program
to modify the existing database information as needed.
y
If you have never used the Store Operations software, you need to set up the
database from scratch. To do this, collect basic information about your store (i.e.,
items, taxes, registers, cashiers, etc.) and enter all the data into the Store Operations
database.
y
Setting up your database for the first time is probably the most time-consuming part
of using the software. However, after you set up your database, you will find that
using Store Operations is very quick, easy and efficient. For step-by-step
instructions on how to enter this information, see “Collecting Basic Information”.
Store Operations User’s Guide
17
Collecting basic information
Your Store Operations database should contain all the items in your store. The following
material represents a recommended course of actions. It does not represent the only way
to set up your database; however Microsoft's years of experience combined with
customer feedback have contributed to formulating this sequence of steps.
Step 1: Set basic store-wide parameters
1. On the File menu, click Configuration to set up the basic store-wide parameters.
Include all pertinent store information, such as the store name, address, phone
number, layaway and store account policies, inventory methods, etc.
2. Use the Store tab to enter your store name and address information.
3. If you allow layaways, work orders, back orders, and/or quotes, enter the applicable
expiration limit, minimum deposit, and due date information on the Ordering tab.
4. Store Operations will update the cost of received items and calculate the price based
on the information entered on the Inventory tab.
5. In the Customer Fields tab, enter any additional information you may wish to track.
6. Review the list of options provided on the Options tab and select the ones that
match your store policies and operating procedures. Keep in mind that the selected
options will affect all POS registers in the store.
7. Store Operations will use the information entered on the Accounts tab to process
customer statements and assign the default account type. Tip: Before you use this
tab, use the Account Types option in the Database menu to set up all the applicable
account types.
8. Use the Sales Tax tab to select the sales tax method and tax schedule basis.
Step 2: Define departments and categories
Although it is not required, we suggest using the Departments & Categories option in
the Database menu to group inventory items into departments and categories. This way,
you can use Store Operations extensive reporting features to monitor activities in the
various sections of the store, to review each department's contribution to the overall
profit, and to adjust pricing based on departmental grouping.
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Store Operations User’s Guide
Step 3: Enter supplier information
Use the Suppliers option in the Database menu to enter supplier information. Although
you can do this at any time, it is a good idea to enter the supplier information prior to
entering item information. This way, the item record contains fields for supplier
information.
Tip: If your business will accept different foreign currencies, use the Currencies menu
option to set up all your currencies and exchange rates before you enter the suppliers.
Step 4: Define sales tax
Located in the Database menu, the Sales Taxes option allows flexible schemes for
computing sales taxes. Each item in inventory may be associated with an item tax. The
item tax is computed based on one or more sales tax tables. This scheme allows Store
Operations to apply the correct tax in even the most demanding retail environments.
Because the item tax requires sales tax tables to be defined, perform this step prior to
defining the item tax.
Step 5: Define item tax
Use the Item Taxes (or Customer Taxes) option in the Database menu to gather and
sort all tax breaks (sales taxes) defined in the previous step into separate tax codes. The
tax codes created during this step are the tax definitions that are actually applied to an
item. Note: If you used the Sales Tax tab in the Configuration option to assign tax
schedules on a per customer basis (used mainly for mail order), Store Operations
automatically changes the Items Taxes option to the Customer Taxes option.
Step 6: Set up pole display messages
If a pole display is connected to a POS station, use the Pole Display Messages option in
the Database menu to configure different messages to display. The selected message
will continually display whenever a sale is not in progress and the register is idle.
Step 7: Enter receipt format information
The Receipt Formats option in the Database menu allows you to customize the
information that will print in the header of receipts. Using multiple configurations, you
can apply different header types. You can also choose (and preview) receipt templatestyles for each transaction type.
Store Operations User’s Guide
19
Step 8: Set up POS register configuration
The Database menu's Registers option informs Store Operations what types of POS
equipment are installed at each register. By using the tab method of configuration, you
can easily change the parameter of any register terminal to reflect its current
configuration.
Step 9: Enter tender types
You can probably anticipate what types of tender your customers are likely to present
and what types you want to accept. By using the Tender Types option in the Database
menu to set up the various types, such as cash, checks, credit cards, vouchers, etc., you
facilitate how the cashier will conduct each transaction at the point-of-sale.
Tip: If your business will accept different foreign currencies, use the Currencies menu
option to set up all your currencies and exchange rates before you enter the tender types.
Step 10: Set up cashiers
The Cashiers option in the Database menu enables you to specify exactly what rights
and limitations each cashier has. For example, a "head" cashier may be allowed to open
the cash drawer when there is no transaction in progress. If you plan to use Store
Operations advanced security system, it is a good idea to set up the security levels and
then assign them to the applicable cashiers. For instructions, see “Setting up Security
Structure”.
Note: In order create, modify and/or delete cashiers, you must have Administrator
Rights. The very first time you log onto the Manager program, you are given
Administrator Rights. You would then create your cashiers and assign them with the
applicable access privileges.
Step 11: Define item messages
Using the Item Messages option in the Database menu, you can display a certain
message whenever a desired item is selected for purchase at the register terminal. Use
this option to remind the cashier of important information regarding an item, such as to
check for a minimum age requirement.
Step 12: Enter each item
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Store Operations User’s Guide
When you use the Items option in the Database menu to enter items to the Store
Operations database, you should include the pertinent details for each item in the store.
This item information is readily accessible, virtually at the cashier's fingertips, at the
point-of-sale. You can also use the New Item Wizard to quickly enter items into the
database.
Tip: If you install more than one POS station, configure each one prior to entering the
items. This way you can use more than one register to enter the item information at the
same time, whereby reducing the time needed to enter all the items into the database. If
a barcode scanner is present, use it to scan the item lookup code into the database. This
way, no numbers will be missed.
Step 13: Define shipping carriers
If your store allows shipping, you can use the Shipping Carriers option in the Database
menu to set up the applicable shipping carriers (i.e. FedEx, UPS) and services (2nd Day
Air). You can then go to the File menu, click Configuration, and then click the
Shipping tab to define the default shipping carrier and service.
Step 14: Create account types
If your store allows customer charge accounts, use the Account Types option in the
Database menu to set up the applicable accounts (i.e. Revolving Charge Account). You
can then go to the File menu, click Configuration, and then click the Accounts tab to
define the default account type for new customers. By setting up the account types
before you enter customer information, you save valuable time and effort.
Step 15: Enter customer accounts
Use the Customers menu option in the Database menu to create customer accounts. Set
up the customers' billing information, shipping address, options, etc. so that this
information will be available to the cashiers at the point-of-sale.
After you enter all your inventory and/or customer account information, define all the
additional Store Operations features your store will use, such as Custom POS Buttons,
Net Display Channels, etc.
Store Operations User’s Guide
21
Manager program
Overview
The Store Operations Manager program acts as your own personal administrative
assistant. As you navigate through the Manager, use the software's built-in functions to
perform all of your back-office activities. These include the following:
22
y
Setting up security structure - Set up security levels to grant certain access
privileges for both the Manager and POS programs.
y
Managing your database - Enter and modify the data (i.e., items, suppliers, register
information) that keeps the store running smoothly.
y
Controlling pricing - Change item prices and costs, in addition to defining level
pricing and price limits.
y
Tracking inventory - Handle all aspects of the inventory, including receiving
inventory and working with purchase orders and inventory transfer orders.
y
Tracking sales - Track the goods and services you sell to your customers.
y
Managing customers - Create and maintain your customer database.
y
Shipping and tracking - Run mail order houses from the same store inventory.
y
Managing employees - Manage cashier and sales rep data, including security
controls, access privileges, cashier attendance and sales commissions.
y
Generating reports - View and print countless reports. Customize the report
directly on the print preview screen.
y
Using labels - Design your own label templates and then use the Label Wizard to
specify filter criteria.
y
Processing receipts and journals - Work with register log activity reports. Options
include the ability to view journals, create receipt formats and assign them to
registers, and post closed journals to external accounting programs.
Store Operations User’s Guide
Navigating through Manager
The main Manager window
After you log onto Store Operations Manager, the main user interface greets you.
Menu bar
The Menu bar appears directly below the title bar (Store Operations Manager) and
contains a number of menus from which you select commands to perform tasks.
The available menus will be consistent throughout Store Operations. Either clicking the
menu name with the pointing device (i.e. mouse) or using a keyboard equivalent may
open a menu.
To open a menu using the keyboard, hold down the ALT key and type the underlined
character. To close an open menu, click any area outside the menu or press the ESC key.
Store Operations User’s Guide
23
Toolbar
The Store Operations toolbar is located directly beneath the Menu bar. Each toolbar
button is a shortcut for a commonly performed task. To rearrange the toolbar, click-anddrag the toolbar to the desired position. The following describes each button.
Button:
Purpose:
Set up and configure the Store Operations database.
Define security levels to grant employees certain access privileges.
Edit item attribute information, such as barcode, price, profit margins, etc.
Create, edit, and maintain your suppliers' account information.
View and edit customer accounts.
Automatically update item prices, costs, reorder information, sales tax
assignment, and put groups of selected items on promotion.
Generate purchase orders and receive items into your database.
Add items to your database without using a purchase order.
Remove items from your inventory and record the process. This function is
used mainly for multi-store operations.
Print labels for selected items using a particular label style.
Locate and view any journal from any register in your preferred format.
Getting Started Task Pad
The Getting Started Task Pad appears directly below the toolbar in the main work area.
The Task Pad contains additional shortcuts for frequently performed tasks: Inventory,
Items, Journal, Reports, Wizards, and Help. For example, click Inventory to display
commands for Transfer Inventory In, Transfer Inventory Out, New Purchase Order, and
Edit Purchase Order.
Navigating tools
Store Operations gives you the flexibility to change and organize your on-screen data.
Store Operations dialog boxes and tabs
Store Operations presents its information (i.e., item properties, store properties) in dialog
boxes (windows). Field boxes that are shaded gray cannot be edited.
Similar to file folder labels, tabs separate sections of the dialog box into logical groups.
To access a tab, simply click its name. With the keyboard, select a tab by pressing the
ALT key and the underlined character in the tab's name.
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Store Operations User’s Guide
Resizing and sorting columns
Columns displayed in Store Operations are normally resizable. To resize a column, place
the mouse pointer on the vertical line. Once the mouse cursor changes to an arrow, clickand-drag the mouse in either direction and release the mouse button when the column is
at the appropriate size.
Most of the time, you can sort the columns of data displayed in the Store Operations list
boxes. In order to sort entries in a column, click on its heading. Repeatedly clicking on a
header will toggle between ascending and descending sorting.
Using the mouse
When you use a Windows-based program like Store Operations Manager, you will find
that using the mouse is the most efficient way to work. For example, use the mouse for
Active Reports and the Inventory Wizard Workpad. You can also use your mouse to
enlarge or reduce (zoom in/out) the print preview for journals and receipts.
On the applicable window, right-click your mouse and choose from a short list of
commands. The available commands vary depending on the window that is displayed.
Term:
Copy
Copy as
Table
Paste
Paste to All
Rows
Formula
Hide/Unhide
Columns
Insert Row
Delete Row
Import
Export
Print
Description:
Duplicates the selected text.
Copies all entries in the list to the clipboard. You can then paste that data
into any standard Windows-based program.
Inserts the copied data from the clipboard.
Pastes the data on your clipboard to all the rows in a single column. Place
your cursor on a field in the column whose rows you want to update with the
new price. Right-click your mouse and select Paste to All Rows. Store
Operations will paste the data to all the rows in the column. This allows all
the items to share the same price. By using this feature, you save time.
Performs mark-ups, mark-downs, and bulk changes to an entire column.
You can assign a mathematical formula to either a single row or all the
rows. For example, when you use the Inventory Wizard to apply prices
changes to a number of items, you can create a formula that will set the
price equal to cost + 10%.
Removes or displays the selected columns. This command is especially
useful for reports.
Adds an entry.
Removes the entry you inserted.
Takes information from a text file and puts it into the database.
Exports information to a text file for use in other applications.
Sends the selected information or window to the designated printer.
Store Operations User’s Guide
25
Setting up security structure
You can protect every field on any Manager or POS display based on the cashier's
security level. The Set Security option in the File menu enables you to switch to
Security mode. In this mode, you can define data fields as 'hidden', 'view-only', or
'editable'. This way, you define exactly what control(s) the cashier can view and/or edit.
You can also set security for entire menus (i.e., Wizards) and/or menu options (i.e.,
Label Wizard) in the Manager program.
Note: The standard shipment has all the commands and functions enabled. When you
receive the software, you need to build your security structure and set up each level. To
set up the security structure, you must have Administrator Rights.
Read the following to learn how to:
26
y
Set up a security level
y
Assign the security level to the employee(s)
Store Operations User’s Guide
Setting up a security level
As the administrator, use the following guidelines to set up your security levels for the
Manager program. If desired, set up the levels for the POS program.
After you define the security levels, you can assign them to your employees.
To set up a security level in the Manager program
1. On the File menu, click Security, and then click Set Security.
2. The Security Mode window informs you that the system is now in security mode.
Click OK. You will see the Security Mode icon on the bottom of your screen.
3. There are two slightly different ways to define security.
- To set the security for an entire menu (i.e., Journals) or menu option (i.e., Close
Billing Cycle), press CTRL-ALT-S. After Store Operations informs you that the
system is now in the menu security mode, click OK. Select the desired menu or
menu option, and then right-click your mouse to define the security behavior.
Note that after you press CTRL-ALT-S, left-clicking your mouse does not let
you drill down to specific windows. When you right-click your mouse, you can
disable the menu or menu option for the applicable security levels. When you
disable a menu option (i.e., Customers), its associated button on the main
interface's toolbar will automatically be disabled. Repeatedly pressing CTRLALT-S enables you to toggle the menu security mode.
- To set security behaviors for individual field boxes and controls, refer to the
following guidelines. Note: First ensure that the menu names are not
highlighted in blue. If they are, press CTRL-ALT-S to exit from menu security
mode.
4. Select a window whose security controls you want to define. For this example, go to
the Database menu, click Items, and then click Item Messages.
5. Press CTRL-S. Each control will be highlighted in either a blue (control currently as
no access restrictions) or red (control currently has some type of access restriction)
color. If you move the cursor over the controls, Store Operations highlights the
selected control in yellow.
Store Operations User’s Guide
27
6. If you do not want certain employees to be able to remove an item message from the
database, you could restrict access to the Delete button. To do this, click on the
Delete button. You will see the Security window.
7. In the Access Rights table, position the cursor on the applicable security level and
either select or clear the Disable Change option for the applicable security level. If
you select (check) the option, the cashier assigned to this security level will not be
able to delete an item message. In security mode, this option will be highlighted in
red showing you that the control has some type of restriction.
8. Click OK.
9. On the Item Messages window, continue to set the security access for the applicable
controls.
10. When you finish, press CTRL-S. You can then display another window and press
CTRL-S again to assign the security access privileges. Repeatedly pressing CTRL-S
enables you to switch from assigning security control behaviors to displaying other
windows.
11. After you set up your security structure, you can exit security mode by clicking Set
Security again and then clicking OK on the Security Mode window.
To set up a security level in the POS program
1. On the transaction screen, click on the blank field located to the left of the F7: Set
Customer function key. You should see the Security Mode icon displayed both on
the field that was just clicked and at the top of the transaction screen.
2. Select the window whose security controls you want to define. For this example,
press F2 to display the Items window.
3. Press CTRL-S. Each control will be highlighted in either a blue (control currently as
no access restrictions) or red (control currently has some type of access restriction)
color. If you move the cursor over the controls, Store Operations highlights the
selected control in yellow.
4. If you do not want certain cashiers to be able to delete an item at the point-of-sale,
you could restrict access to the Delete button. To do this, click on the Delete button.
You will see the Security window.
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Store Operations User’s Guide
5. In the Access Rights table, position the cursor on the applicable security level and
either select or clear the Disable Change option for the applicable security level. If
you select (check) the option, the cashier assigned to this security level will not be
able to delete an item.
6. Click OK.
7. On the Items window, you can set the security access for the applicable controls.
8. When you finish, press CTRL-S. You can then display another window and press
CTRL-S again to assign the security access privileges. Repeatedly pressing CTRL-S
enables you to switch from assigning security control behaviors to displaying other
windows.
9. After you set up your security structure, click on the Security Mode icon located on
the bottom left corner of the transaction screen to exit security mode.
Assigning security level to employee
After you set up your security level(s), you can then assign it to the appropriate
employee(s).
To assign a security level to your employee
1. On the Database menu, click Cashiers.
2. Select a cashier from the Cashiers list, and then click Properties. The Cashier
Properties window appears and displays the selected cashier's security information.
3. In the Security Level drop-down list box, select the appropriate level number.
4. Click OK.
Store Operations User’s Guide
29
Working with your database
The key to successfully managing your inventory is to maintain an up-to-date
comprehensive database. As you adjust your inventory, you should continually update
your database.
Read the following sections and learn how to:
30
y
Add and delete items and make items inactive
y
Create item assemblies, matrices, and lot matrices
y
Handle kit and serialized items
y
Use gift vouchers
y
Edit departments and categories, sales taxes, item taxes, and tender types
y
Use aliases and substitutes
y
Manage supplier information
y
Set up exchange currencies, POS buttons, reason codes and net display channels
Store Operations User’s Guide
Adding new items
Whenever you receive new inventory items, you should enter all of the item properties
into the Store Operations database. This way, you can easily change the item's barcodes,
prices, or other information. You can either manually add items to your database or use
the New Item Wizard.
The New Item Wizard is especially useful when you are creating Assembly, Matrix, or
Lot Matrix items. For example, rather than manually entering each component of a
matrix item, you can use the New Item Wizard to automatically create the components
all at once.
To create a new item
1. On the Database menu, click Items, and then click New.
2. Choose the type of item you want to create: Standard, Matrix, Lot Matrix, or
Assembly. (Choose Standard to create serialized, kit, gasoline, weighted, voucher,
or non-inventory items.)
3. Use the various tabs in the Properties window to enter all the item's properties (i.e.,
item lookup code, description, quantity, pricing).
4. When you finish entering all the item information, click OK to save the information.
To add a standard item using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties.
3. Use the Item Type drop-down list box to select 'Standard'.
4. Using the available fields, enter the item's lookup code, description, quantity, price,
cost, department, category, supplier, item tax, barcode, and bin location, and then
click Next.
5. To add this item to the database, click Finish.
Note: If you assigned the item a type other than "Standard," the guidelines and
windows may vary.
Store Operations User’s Guide
31
Deleting items and making items inactive
You can delete items from a database or make them inactive.
Note: Generally, you should not delete items after they are associated with sales
transactions, since doing so will invalidate data associated with the items.
You can make items inactive rather than deleting them. This preserves sales data
associated with the items while excluding them from the item list and reports.
Inactive items can be sold, ordered, and will appear in assembly, matrix, and lot matrix
items.
You can also prevent the sale or ordering of inactive items.
To delete an item
1. On the Database menu, click Items.
2. Select the item you want to remove, and then click Delete. Store Operations
displays a reminder that deleting the selected item can not be undone.
3. To delete the item, click Yes. To cancel and return to the Items window, click No.
To make an item inactive
1. On the Database menu, click Items.
2. Select the item you want to make inactive, and then click Properties.
3. On the Options tab, under Options, select the Item is inactive checkbox.
4. If you want to block the sale of the inactive item, select the Block the sales of this
item checkbox.
If you want to block the sale for a specific period of time or according to a schedule,
select the appropriate option.
5. If you want to prevent the ordering of this inactive item, select the May not be
placed on purchase order checkbox.
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Store Operations User’s Guide
To make an inactive item active
1. On the Wizards menu, click Inventory Wizard, and then click Next.
2. In the Inventory tasks box, click Task 200: Make Items Active, and then click
Next.
3. Select the item you want to make active, click Next, and then click Finish.
Using item assemblies
You can organize all your assembly items in the Store Operations database. There are
two ways to create them. Use the Items menu option to create and edit an assembly item.
Or, use the New Item Wizard, which eliminates a step and allows you to quickly enter
the assembly item's components and quantities.
To define an assembly item
1. On the Database menu, click Items, and then click New.
2. Click Assembly Item, and then click OK.
3. On the Item Assembly Properties window, enter the Assembly Lookup Code and
Description.
4. To define the assembly's component prices, select the Use component price option.
This option enables you to enter a price that differs from the standard item price in
the database. For example, you may want to discount the prices for the components
if the customer buys the entire assembly.
5. To add a component to this assembly item, click Add.
6. On the Items window, select the applicable item and then click OK. You will see
that item in the Components table.
7. Use the Name, Quantity, and/or Price fields to define the title of the item
component, specify how many of that particular item are included in the assembly,
and/or define the price.
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8. Continue to add all the applicable item components.
9. When you finish entering all the information for the assembly item, click OK.
To define an assembly using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties.
3. Using the available fields, define the Item Type as 'Assembly' and then enter the
item lookup code, description, and other applicable information, such as quantity,
price, cost, department, category, supplier, item tax, barcode and bin location.
4. Click Next to add the assembly's components.
5. In the Component Name field, enter the description of the assembly component
and then enter the applicable quantity in the Quantity field. When you finish
entering the components, click Next to continue.
6. In the Components table, enter the applicable description, price and quantity for
each assembly component. You can also modify the item lookup code(s).
7. Click Next to continue.
8. On the final wizard window, click Finish to add the item to the database. You can
also click Cancel to cancel the operation.
When you go to the Database menu and click Items, you should see the new item in the
Items window. Click Properties to modify this item's information. On the Properties
window, you can click Attributes to view and/or modify the attribute information for
selected individual components.
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Using item matrices
There are two ways to create a matrix item. Use the Items menu option to create and edit
the matrix item. You can also use the New Item Wizard, which eliminates a step and
allows you to enter the matrix item and all of its individual components at the same time.
It leads you through a few simple screens to define the matrix item's general properties
(i.e., item lookup code, description, price, cost), as well as the matrix dimensions and
quantities.
To define a matrix item
1. On the Database menu, click Items, and then click New.
2. Click Matrix Item, and then click OK.
3. On the Item Matrix Properties window, enter the Matrix Lookup Code and
Description.
4. Using the Dimensions drop-down list, select the number of dimensions you want to
define.
5. In the applicable Dimension fields, enter the name of the dimension (i.e., size,
color, style).
6. To add a component to this matrix item, click Add.
7. On the Items window, select the applicable item and then click OK. You will see
that item in the Components table.
8. In the Heading fields, enter the applicable headings (i.e. Small, Blue) for the item.
The number of available headings depends on the number of dimensions selected.
9. Continue to add all the applicable item components.
10. When you finish entering all the matrix information, click OK to save the
information.
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To define a matrix using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties.
3. Using the available fields, define the Item Type as "Matrix" and then enter the item
lookup code, description, and other applicable information, such as quantity, price,
cost, department, category, supplier, item tax, and bin location.
4. Click Next to create the matrix dimensions.
5. In the Title field(s), enter the applicable matrix titles (i.e., size, color, style).
6. For each title, define the applicable fields (i.e., small, medium, blue, white, etc).
7. Select or clear the 'Include matrix fields in each description' option.
8. Click Next to continue.
9. In the Components table, enter/modify the applicable item lookup code,
description, price and quantity for each matrix component. You can also define
which components you want to include within the matrix item class.
10. Click Next to continue.
11. On the final wizard window, click Finish to add the item to the database. You can
also click Cancel to cancel the operation.
When you go to the Database menu and click Items, you should see the new item listed
in the Items window. Click Properties to modify this item's information. On the
Properties window, click Attributes to view and/or modify the attribute information for
selected individual components.
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Using item lot matrices
You can organize and track your lot matrix items. There are two ways you can create a
lot matrix item. Use the Items menu option, or use the New Item Wizard, which quickly
adds the lot matrix item and all its individual components at the same time. The
following guidelines show how to define a lot matrix item and its associated components
in the Store Operations database.
To define a lot matrix item
1. On the Database menu, click Items, and then click New.
2. Click Lot Matrix Item, and then click OK.
3. On the Item Lot Matrices Properties window, enter the Lot Matrix Lookup Code
and Description (i.e., Beverage, Cola).
4. To add a component, click Add.
5. On the Items window, select the applicable item and then click OK. You will see
that item in the Components table.
6. In the Name box, enter the name of the item component (i.e., six pack).
7. Continue to add all the applicable item components.
8. When you finish entering all the lot matrix information, click OK.
To define a lot matrix using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties. Using the available fields, define the Item
Type as 'Lot Matrix' and then enter the item lookup code, description, and other
applicable information, such as quantity, price, cost, department, category, supplier,
item tax, and bin location.
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3. Click Next.
4. On the Lot Matrix Properties grid, define the applicable elements (i.e., title, lot
price, and lot quantity).
5. Click Next.
6. On the Components grid, enter/modify the item lookup code, description, price
and/or quantity for each component, and then click Next. You can also select which
components you want to include within the lot matrix item.
7. To add these items and their quantities to the database, click Finish. To modify the
information, click Back. To cancel the process, click Cancel.
8. When you click Finish, Store Operations displays a window confirming that you are
creating an item. To proceed, click Yes.
9. Store Operations will display a window to inform you that you have successfully
added the item to your database. Click OK.
When you go to the Database menu and click Items, you should see the new item listed in
the Items window. Click Properties to modify this item's information. On the Properties
window, click Attributes to view and/or modify the attribute information for selected
individual components.
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Handling kit items
A kit item (i.e., first aid kit) is an item that contains other items found in the database to
be sold as one item. When you build or break a kit item, the quantities of the kit’s
components will decrease or increase, respectively. When you sell a kit item, the number
of components will not increase or decrease; it is only the number of kit items that will.
There are a couple ways to define a kit item. You can use either the Items menu option
or the New Item Wizard. The New Item Wizard enables you to add the kit item and all
its components at the same time. After you define a kit item, you can build the kits and
Store Operations will adjust quantities for the kits and their components.
Note: You can leave a kit item’s quantity at zero and Store Operations will automatically
build the kits when they’re sold.
To define a kit item and build kits using the Items menu option
1. On the Database menu, click Items, and then click New.
2. Click Standard, click OK, and then on the General tab, enter the Item Lookup
Code.
3. In the Item Type box, select 'Kit'.
4. Enter other item information (description, barcode, etc.), and then click the Kit tab.
5. To add a component to the kit, click Add.
6. Select the item, and then click OK.
7. Enter the quantity in the Quantity box.
8. When you finish defining the kit components, click Build to build the kits.
9. In the Build box, enter the number of kits you want to build, and then click OK.
10. Use the other tabs to enter other information about the kit.
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To create a kit item using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties. Using the available fields, define the Item
Type as 'Kit' and then enter the item lookup code, description, and other applicable
information, such as quantity, price, cost, department, category, supplier, item tax,
and bin location.
3. Click Next to add the kit's components.
4. In the Component Name box, enter the description of the kit properties and then
enter the applicable kit quantity. Click Next to continue.
5. In the Components table, enter/modify the applicable item lookup code,
description, price and quantity for each kit component.
6. Click Next to continue.
7. On the final wizard window, click Finish to add the item to the database. You can
also click Cancel to cancel the operation.
To break a kit item into its components
1. On the Database menu, click Items.
2. Select the kit you want to break, and then click Properties.
3. Click the Kit tab, and then click Break.
4. In the Break box, enter the number of kits you want to break into their components,
and then click OK.
Store Operations decreases the number of kit items you specified and
increases the number of component items in the database.
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Handling serialized items
A serial number is a unique code that identifies individual units for an inventory item.
You can assign up to three serial numbers for an item.
For example, a digital cellular phone may have a serial number for the phone, a number
for the SIM identification card, and a telephone number. Store Operations can track and
maintain these serial numbers. The first serial number is the primary serial number and
should be unique. The second or third numbers are supplemental numbers.
You can create a serialized item using either the Items menu option or the New Item
Wizard.
To create a serialized item
1. On the Database menu, click Items, and then click New.
2. Click Standard, and then click OK.
3. On the Item Properties window, click the General tab and enter all the item attribute
information.
4. Using the Item Type drop-down list box, select Serialized.
5. Click the Serial tab.
6. Select the correct Serial number count (one, two, or three serial numbers), and then
click Add.
7. In the Serial Number Properties window, enter the serial numbers in the Serial
number 1, 2, or 3 boxes, and then click OK.
Tip: To quickly add multiple serial numbers, select the Automatically generate
serial numbers checkbox, and then, in the Number to create box, enter the number
of serial numbers you want to create.
You can also specify a starting serial number in the Start S/N 1 with box and a serial
number prefix in the Serial 1 Prefix box. (The Serial number 1 box changes to the
Serial 1 Prefix box when you select the Start S/N 1 with checkbox.)
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8. When you finish entering all the serial numbers, use the other available tabs to enter
all the appropriate property information.
9. Click OK to save the information.
Note: To automatically update the item's Quantity field every time a serial number is
added, confirm that the 'Synchronize quantity with serial numbers' option is selected
on the Options tab. To select this option, go to the File menu, click Configuration, click
the Options tab, and then select (check) the option.
To create a serialized item using the New Item Wizard
1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties. Using the available fields, define the Item
Type as 'Serialized' and then enter the item lookup code, description, and other
applicable information, such as quantity, price, cost, department, category, supplier,
item tax, and bin location.
3. Click Next to continue.
4. On the final wizard window, click Finish to add the item to the database. You can
also click Cancel to cancel the operation.
5. Because you are creating a serialized item, you need to assign the serial numbers.
On the Database menu, click Items.
6. Select the item you just created, and then click Properties.
7. Click the Serial tab.
8. Select the Serial Number Count.
9. Use the Add button to add the serial numbers to the Serial table.
10. Click OK to save the information.
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Using vouchers
Vouchers can include gift certificates and gift cards. A gift card acts like a debit card.
Customers can pre-pay a certain amount towards the gift card. The next time a customer
uses the gift card, the sales transaction amount is deducted from the gift card.
Customers can purchase vouchers and redeem them. The voucher holder can spend any
amount up to the voucher's limit, and the giver can renew the card repeatedly. Store
Operations tallies cardholder purchases against a pre-purchased amount, and then
recharges the voucher against a credit card, a store account or other tender. Store
Operations prints receipts that document every purchase.
Before you can use vouchers at the point-of-sale, you need to create both the voucher
item and the voucher tender type. This way, you can both sell and redeem vouchers at the
point-of-sale. In case a customer loses a particular voucher, the cashier can also transfer
credit from the existing voucher to a new voucher.
Note: To define the expiration period for vouchers, go to the Configuration option in
the File menu, click the Tender tab, and then enter the number of days the customer has
until the voucher expires.
To create a voucher item
1. Open the Manager program.
2. On the Database menu, click Items, and then click New.
3. Click Standard, and then click OK.
4. On the General tab, enter the Item Lookup Code and Description (e.g., "Gift
Card").
5. In the Item Type box, select Voucher.
6. Click the Serial tab. Use this tab to enter the voucher ID (serial) numbers.
7. Click Add. The Serial Number Properties window appears.
Tip: To quickly add multiple serial numbers all at once, select the Range option,
enter the desired serial prefix, and then, in the Count box, enter the number of serial
numbers you are creating. You can also specify in the Starting From box the
beginning number from which Store Operations will use to generate the proceeding
numbers.
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8. Enter the applicable voucher numbers, and then click OK.
9. Click the Pricing tab.
10. If you are selling vouchers that have pre-defined amounts ($25.00, $50.00), you can
enter the applicable amount in the Price field. Note: You must create a new voucher
item for each pre-defined amount.
If you are not selling vouchers with pre-defined amounts and want to enter the
applicable amount at the point-of-sale, set the Price to $0.00. Also, select the 'Must
enter price at the POS' option in the Items menu's Options tab. Store Operations
will then require the cashier to enter a price for each voucher sold.
11. Click the Inventory tab, and either confirm or modify the quantity you have in
stock.
12. Click OK.
If you want customers to redeem the voucher, you must create a Voucher tender type.
To create a voucher tender type
1. On the Database menu, click Tender Types. The Tender Types window appears.
2. Click New.
3. In the Description box, enter the name by which the tender type can be referenced
(i.e., Gift Card).
4. In the Tender type box, select Voucher.
5. In the Tender code box, enter the applicable code (i.e. GC).
6. Click OK.
You can now sell and redeem vouchers at the point-of-sale.
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Editing departments and categories
Store Operations enables you to organize your inventory into departments and
categories, which will facilitate cleaner report output. You can modify your departments
and categories on one window and see all your data right in front of you.
To add a department/category
1. On the Database menu, click Departments & Categories.
2. To add a department, click the New button under the Departments heading. To add
a category, select the applicable department and then click the New button under the
Categories heading.
3. On the Properties window, enter the appropriate information, including name and
code. If you are adding a category, select the applicable Department.
4. Click OK.
To modify a department/category
1. On the Database menu, click Departments & Categories.
2. Select the department or category whose information you would like to edit, and
click Properties (or press Enter).
3. On the Properties window, edit the appropriate information.
4. Click OK.
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Editing sales tax
You can define sales tax codes and enter details regarding any sales taxes you want to
apply at your store. After you create the sales taxes, you can then assign the appropriate
sales tax to each item tax. You can also use the Inventory Wizard to automatically assign
the sales taxes to selected items.
To add a new sales tax definition
1. On the Database menu, click Sales Taxes. The Sales Taxes window appears.
2. Click New to create a new sales tax, or select an existing entry and click Copy to
create a new entry similar to the existing one.
3. On the Sales Tax Properties window, enter the properties (i.e. description, code,
maximum taxable amount, sales tax rate, etc.), and then click OK.
Note: Once you create the sales tax definitions, you need to add or modify the item tax
definition that will use the new sales tax.
To remove an existing sales tax definition
1. On the Database menu, click Sales Taxes. You will see a list of all your existing
sales taxes.
2. Select the entry to delete, and click Delete.
3. Then modify, as applicable, the item tax definition that used the sales tax.
To modify sales tax properties
1. On the Database menu, click Sales Taxes. You will see a list of your existing sales
taxes.
2. Select the entry you wish to modify, and then click Properties.
3. Change the item properties, and then click OK.
4. Then modify, as applicable, the item tax definition that used the sales tax.
Whenever you want a quick and easy way to assign the sales tax to selected items, use
the Inventory Wizard.
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To assign sales tax to multiple items
1. On the Wizards menu, click Inventory Wizard. The Inventory Wizard appears.
2. Click Next to display the 'Select the Task to Perform' window.
3. Using the drop-down list box, click Task 170: Assign Item Sales Tax. Then click
Next.
4. Select the items whose sales tax you want to assign. Click Next.
5. If you do not want to change any of the information, click Finish to display the
Inventory Wizard Workpad.
6. If all the information is correct, click Commit to apply the changes to your
database. To cancel the changes, click Cancel.
Editing item tax
When you initially set up your database, you should define the tax that will be applied to
each item. You can add, modify, or delete an item tax at any time.
Note: If you used the Sales Tax tab in the Configuration menu option to select the
Assign tax schedules on a per customer basis option, Store Operations automatically
changes the Item Taxes menu option to the Customer Taxes option. The guidelines for
each are very similar.
To add a new tax
1. On the Database menu, click Item Taxes. The Item Taxes window appears.
2. Click New.
3. Enter the description and code by which the Item Tax is referenced.
4. Using the Sales Tax Selection drop-down list boxes, select the applicable sales tax.
5. Select or clear the Compute tax on {Price - Cost} instead of Price option.
6. Click OK.
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To edit an existing item tax
1. On the Database menu, click Item Taxes.
2. On the Item Taxes window, select the appropriate item tax, and then click
Properties.
3. Modify the properties as desired, and then click OK.
Note: For this change to take effect, you must Z-out and restart each POS station.
To delete an item tax
1. On the Database menu, click Item Taxes.
2. On the Item Taxes window, select the item tax you want to remove, and then click
Delete.
3. When you see a window reminding you that you have selected a record for deletion,
answer appropriately.
Editing tender types
You can continually modify the types of tender (i.e., cash, check, credit card) that you
will accept at your store. Some tender types include additional settings to select. You
should add/modify tender types after you have closed out all registers.
If you add a tender type while the registers are running, you must always close all POS
registers by performing a Z report and restarting each station. This way, the new tender
type will appear at all the registers.
To add a new tender type
1. On the Database menu, click Tender Types. The Tender Types window appears.
2. Click New.
3. On the General tab, type the name of the tender in the Description box, and then
continue to add all the pertinent information regarding the tender (i.e., tender code,
tender type, currency).
Tip: You can specify the order at which the tenders are displayed at the POS.
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4. Click the Verification tab and enter the applicable information.
5. Click OK to save the information.
Masking credit card numbers
You can mask credit card numbers in your database so that all but the last four digits of
the numbers appear as Xs. Microsoft highly recommends that you mask credit card
numbers. Masking will not change the data in your journals. You can also turn masking
off, so that subsequent credit card numbers in your database appear in their entirety.
Note: If you mask credit card numbers, you cannot unmask them.
To mask credit card numbers
1. On the File menu, click Configuration, and then click Options.
2. Under General options, clear the Mask credit card numbers checkbox.
3. On the Journal menu, click Mask Credit Card Numbers.
4. Click OK. To mask credit card numbers on subsequent transactions, select the
Mask credit card numbers on subsequent transactions checkbox.
Store Operations masks the credit card numbers in your database.
To turn masking off
1. On the File menu, click Configuration, and then click Options.
2. Under General options, clear the Mask credit card numbers checkbox.
Note: Each POS station must be restarted for this change to take effect.
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Using an alias
Aliases are useful when you want to ring up the item using a short or alternative item
lookup code. In a way, aliases are like nicknames. In the Manager program, you can
define or delete an alias. You can also generate an Alias report that displays all your
aliases.
To define an alias
1. On the Database menu, click Items. The Items window appears.
2. Select the item to which you want to add an alias, and then click Properties.
3. On the Item Properties window, click the Aliases tab.
4. Click Add to display the Add Alias window.
5. Enter the name of the alias, and then click OK. You will see the new alias in the
Alias box.
6. To save the information, click OK.
Using substitute items
Sometimes your store may temporarily run out of items that the customers want to
purchase. Store Operations enables you to create substitutes (alternate options) for an
item. For example, if one of your stores runs out of a particular brand, it can offer the
customer another (a substitute) brand.
In the Manager program, you can define and delete substitutes. You can also generate a
substitute report that displays all your substitute items.
To define a substitute
1. On the Database menu, click Items. The Items window appears.
2. Select the item to which you want to assign a substitute.
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3. Click Properties.
4. On the Item Properties window, click the Substitutes tab.
5. To add a substitute item, click Add to display the Items window.
6. Select an item, and then click OK. You will see the item listed on the tab.
7. Click OK to save the information.
Managing supplier information
It is important to keep your suppliers’ contact information up-to-date to help ensure that
your purchase orders arrive at the right place at the right time.
To add a supplier to the database
1. On the Database menu, click Suppliers, and then click New.
2. On the General tab, enter all the supplier information in the applicable fields.
3. Click the Items Supplied tab and use the Add button to add all the items that
pertain to the supplier. After you select the item from the Items window, click OK
to include it on the Items Supplied tab.
Tip: To quickly display detailed item information, double-click the item’s Item
Lookup Code on the Items Supplied tab.
4. If you defined custom fields for additional supplier information, click the
Additional tab and enter the information.
5. If you want to add notes about the supplier, click the Notes tab and enter them.
These notes do not appear in reports or on purchase orders.
To modify supplier information
1. On the Database menu, click Suppliers.
2. On the Suppliers window, click Properties.
3. Click the General, Additional, Items Supplied, or Notes tabs, modify the appropriate
information, and then click OK.
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To remove a supplier from the database
1. On the Database menu, click Suppliers.
2. On the Suppliers window, select the supplier you want to remove from the database,
and then click Delete.
3. Store Operations asks you to confirm the deletion.
Setting up currencies
After you set up Store Operations to use multiple foreign currencies, you can assign
them to the applicable suppliers for use in handling purchase orders and inventory
transfers, as well as selecting the desired currency to use at the point-of-sale.
To set up a foreign currency
1. On the Database menu, click Currencies.
2. Click New to display the Currency Properties window.
3. In the Description box, enter the name by which the currency can be referenced
(e.g., German Mark).
4. In the Code box, enter the ID assigned to the currency (e.g., DM).
5. In the Exchange rate box, enter the applicable rate of exchange (e.g., 1.55).
6. Use the Locale drop-down list box to select the place that uses the currency as a
standard (e.g., German - Standard).
7. Click OK to save the information.
To assign a currency to the applicable supplier(s)
1. On the Database menu, click Suppliers.
2. Select the applicable supplier, and then click Properties.
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3. On the General tab, use the Accepted Currency drop-down list box to select the
currency associated with this supplier. For example, if your supplier is in Germany,
you could select the German Mark currency.
4. Click OK to save the information. Whenever you use this supplier for ordering,
Store Operations will automatically calculate the amounts in the applicable
currency.
To assign a currency to the applicable tender type(s)
1. On the Database menu, click Tender Types.
2. Select the applicable tender type, and then click Properties.
3. On the General tab, use the Currency drop-down list box to select the applicable
currency that will be associated with this tender type.
4. Click OK to save the information.
Customizing POS buttons
You can access websites, software packages, and application tools directly from the
point-of-sale screen. Use the Custom POS Buttons menu option in the Manager
program. These buttons appear on the right side of the point-of-sale transaction screen.
To customize a POS button
1. On the Database menu, click Registers, and then click Custom POS Buttons.
2. On the Custom POS Buttons window, click New.
3. In the appropriate field boxes, enter the button's number, style, caption, command,
and description.
4. To use a specific image, click Load, and then select an image file. When you click
Open, Store Operations will display the image on the Custom Button Properties
window.
5. Click OK to save the information.
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Creating reason codes
You can define reason codes that will help you track information regarding customer
discounts, inventory manual adjustments, inventory transfers, returns, no sales, etc. You
can also specify start and end dates for a reason code to be in effect.
After you create the reason code(s), you can configure Store Operations to prompt and/or
require the employee to enter the appropriate code for the applicable action (i.e.,
performing a No Sale). See also the Options tab in the Configuration menu option.
To create a reason code
1. On the Database menu, click Reason Codes.
2. Click New. The Reason Code Properties window appears.
3. In the Code field, enter the ID by which this reason code can be referenced.
4. In the Description field, enter an explanation that describes the reason for this
reason code (i.e., Damaged).
5. Use the Type drop-down list box to select the type of reason code (i.e., customer
discount, inventory adjustment, no sale, return to main inventory, etc.)
6. If you want the reason code to be in effect for a certain amount of time, select or
clear the Start date and End Date checkboxes, and then specify the dates.
7. Click OK.
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Setting Net Display channels
Before you can use the net display at the point-of-sale, you need to set up your net
display channels in the Manager program. For detailed information about the Net
Display Channels feature, see the “Reference” section.
To set a net display channel
1. On the Database menu, click Registers, and then click Net Display Channels.
2. Click New.
3. In the Channel Name box, enter the name of the net display channel.
4. Click Add, and then enter the URL address and the time duration (in seconds). The
default time is 60 seconds.
5. When you finish defining the net display channel(s), use the Move Up and Move
Down buttons to change the position order. You can also select a channel and click
Preview to confirm the address.
6. Click OK to save the information.
After you define your net display channels, you can access them from the POS.
To use the net display channels at the POS
1. In the POS program, press CTRL-F6.
2. On the Display Properties window, select the 'Show Net Display' option.
3. Define the Position and Width for the net display.
4. In the Filename box, select the receipt template. You can reconfigure the standard
template provided with the installation by modifying the HTML file.
5. Click Windows to define the window options, and then click OK.
6. When you finish defining the net display options, click OK. You will then see the
net display channel.
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Controlling pricing, sales, and promotions
Adjusting item pricing
You may have already set up your initial pricing structure. However, as you continually
add to your inventory, you should define the item price and cost at the same time you
add the item. See also Working With Your Database.
You can adjust item pricing a couple of ways. If you want to change the pricing of one
item, you can find it in the database and manually modify its pricing properties.
Another way to change the price/cost of multiple items is to use the Inventory Wizard,
which automatically updates prices and costs of selected items all at once.
To change the cost of a single item
1. On the Database menu, click Items.
2. Select the item whose cost you want to change, and then click Properties.
3. On the Item Properties window, click the Pricing tab.
4. In the Cost box, enter the item's cost, and then click OK.
Note: If the Cost box is grayed out and you can not edit the costs, you may not have the
necessary access rights for this feature.
To change the price of a single item
1. On the Database menu, click Items.
2. Select the item whose price you want to change, and then click Properties.
3. On the Item Properties window, click the Pricing tab.
4. In the Price box, enter the item's price, and then click OK.
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To change the prices of multiple items
1. On the Wizards menu, click Inventory Wizard. The Inventory Wizard appears.
2. Click Next to display the 'Select the Task to Perform' window.
3. Use the drop-down list box to select the task you want to perform. To change the
item prices, select Task 110: Change Item Prices. Then click Next.
4. Select the items you want to update. For example, you can update items by
departments, categories, or suppliers. Or, you can add the items manually. Click
Next.
5. Select the item price change method (i.e., discount from regular cost, markup from
cost), the price to be changed (i.e., Regular, Level A), enter the desired percentage,
and then click Next.
Note: If you selected the Add Items Manually option, some of the fields on this
window may be grayed out (not editable).
6. To round your updated prices to retail values, select the Perform Price Rounding
option, and then select the applicable Rounding Method option. If you have never
defined the rounding rules, click Rules to set up the rounding structure. To continue
to the next wizard screen, click Next.
If you do not wish to perform price rounding, click Next to continue.
7. If you do not want to change any of the information, click Finish to display the
Inventory Wizard Workpad.
8. If all the information is correct, click Commit to apply the changes to your
database. If you selected the Add Items Manually option, you need to enter the
applicable items before you can commit them. If you edit the information, either
enter the data in the appropriate entry box or right-click your mouse to use the
additional commands. To cancel all the changes, click Cancel.
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Defining weekly sales schedules
You can set up weekly schedules for sales prices to be effective for desired items. You
can also create a schedule that would block the sale of items for specific days or times.
Note: After you create a weekly schedule, use the Pricing tab and/or Options tab in the
Items menu option to assign the schedule to the applicable item(s).
To define a weekly schedule
1. On the Database menu, click Schedules. The Weekly Schedules window appears.
2. Click New.
3. In the Description field, enter the name by which this schedule can be referenced
(i.e., "Happy Hour"; Lunch Special, etc.)
4. In the Time Increments field, use the available drop-down list box to select the
time increment of 15 minutes, 30 minutes, or 1 hour. The grid will vary depending
on the specified time period.
5. On the grid schedule, click on the desired time box for when you want the sales
price / blocked sales to be in effect. For example, if you wanted an item's sales price
to be in effect from 12:00 p.m. to 1:00 p.m., click the 12:00 pm -1:00 pm box for the
applicable day(s). To highlight multiple time periods, drag your mouse over the
applicable boxes.
6. After you click the desired time box, click Set. Store Operations will highlight the
field(s) in red showing that each time period was added to the weekly schedule.
7. When you finish defining the weekly schedule, click OK to save the changes.
8. Use the Items menu option's Pricing tab or Options tab to assign this schedule to
the applicable item(s). For detailed instructions, see “Putting Items on Sale”.
Tip: To select all the field boxes for an entire column or row, click the column or row
header, and then click Set.
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Putting items on sale
You may be getting ready to promote your grand opening or holiday sale, and you want
to set up all your sale prices days in advance. When you put your item(s) on sale, you
should specify the sale start date and end date. The sale prices take effect at the
designated time period. When customers purchase an item on sale, they pay the sale
price unless they have a discount that specifies a lower price. After the end date, the sale
price returns back to the normal price.
You can change the price at the point-of-sale, provided that your user ID has access
rights to override the price. To ensure that the cashier does not sell an item below its
lowest price, you can define a price range for the item. Store Operations displays a
message when the cashier changes the item price to below its lowest allowable price.
To put multiple items on sale, use the Inventory Wizard to save effort and time.
To put a single item on sale
1. On the Database menu, click Items.
2. Select the item whose sale price you want to define. Then click Properties.
3. On the Item Properties window, click the Pricing tab.
4. Under the Sale Pricing heading, select the This item is on sale option.
5. In the Sale Price field, enter the applicable sale price.
6. Select either the This sale is in effect for a specific period option or the This sale
is in effect according to a schedule option.
7. Use the associated drop-down list box to select the applicable dates or weekly
schedule. Note that you can use the Schedules menu option to define weekly
schedules.
8. Click OK to save the information.
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To automatically put multiple items on sale
1. On the Wizards menu, click Inventory Wizard. The Inventory Wizard appears.
2. Click Next to display the 'Select the Task to Perform' window.
3. Using the drop-down list box, click Task 110: Change Item Prices. Then click
Next.
4. Select the items you want to put on sale. Click Next.
5. Select the price change method and price to be changed. In the Date Range box,
type or select the part of the date you want to change. Click Next.
Note: If you selected the Add Items Manually option, some of the fields on this
window may be grayed out (not editable).
6. To round your updated prices to retail values, select the Perform Price Rounding
option, and then select the applicable Rounding Method option. If you have never
defined the rounding rules, click Rules to set up the rounding structure. To continue
to the next wizard screen, click Next.
If you do not wish to perform price rounding, click Next to continue.
7. If you do not want to change any of the information, click Finish to display the
Inventory Wizard Workpad.
8. If all the information is correct, click Commit to apply the changes to your
database. If you selected the Add Items Manually option, enter the applicable items
before you commit them. To cancel the changes, click Cancel.
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Setting up discount schedules
Define the mix and match category for selected items or set up various "Buy X, Get Y"
discounts. Mix and match items are items that can be bought in quantity with other
similar mix and match items for a discounted price. For example, assume that candy bars
A and B are each normally sold for $0.40, and their mix and match pricing structure
prices three candy bars for $0.99. Any combination of candy bars A and B that add up to
a quantity of three will result in a total charge of $0.99, instead of $1.20. All items in the
mix and match scheme will be the same price.
The "Buy X, Get Y" discount feature lets you sell a specified quantity ("X") of items at
full price and give the customers a certain number ("Y") of items for free or at a
discounted price. For example, if customers buy three T-shirts, they can receive another
T-shirt for free. Pick and choose the desired discount schedules.
To define a mix and match category
1. On the Database menu, click Discounts.
2. Click New.
3. In the Description field, enter a name by which this mix and match category can be
referenced.
4. Select the Mix and Match pricing option.
5. Set up the pricing schedule by entering the applicable quantities and their associated
extended prices.
6. Select or clear the Discount Odd Items option.
7. Click OK to save the information.
8. Use the Items menu option's Discounts tab to assign the mix and match pricing
structure to the applicable item(s).
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To set up a "Buy X, Get Y" discount
1. On the Database menu, click Discounts.
2. Click New.
3. In the Description field, enter a name by which this discount can be referenced.
4. Select the Buy X and Get Y for Z option.
5. In the Quantity to Buy at Full Price box, enter the quantity the customers need to
buy before they can receive the discount on additional items. This is your "X" value.
6. In the Quantity to Get at Discount box, enter the quantity the customers receive at
discount. This is your "Y" value.
7. In the Discount Price box, enter the price at which the discounted items will be
sold. If the customers receive these items for free, enter the number "0" (zero). This
is your "Z" value.
8. Click OK.
Note: Assuming you wanted to create a "Buy 2 items, get the 3rd item for free"
structure, you would enter the number "2" in the Quantity to Buy at Full Price box and
the number "1" in the Quantity to Get at Discount box. Because you are giving the
third item for free, you would enter the price $0.00 in the Discount Price box.
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Providing a gift with purchase
You can assign a promotional/gift item to certain items in your database. This way, when
customers purchase a particular item, Store Operations automatically includes the gift
item in the sale. You can also designate the quantity of the gift item you want to give
away with the purchase.
Before you can provide a gift with purchase, you must first create the gift item and then
assign it as a Tag Along Item for the desired items in your database.
To create a gift/promotional item
1. On the Database menu, click Items.
2. Click New, click Standard, and then click OK.
3. On the General tab, enter the applicable item information, including the item
lookup code, description, and/or department and category.
4. Use the Item Type drop-down list to select the applicable item type. If you want to
track this promotional item, select Standard. If, however, you do not want to track
the item, select Non-Inventory.
5. Use the available tabs on the Item Properties window to enter all the necessary
information concerning the item.
6. Click the Pricing tab.
7. Because you plan to give away this item at no cost to the customer, confirm that
there is a zero balance ($0.00) in the Price field.
8. Click OK to save the information.
After you create this item, you need to assign it to the applicable items. For example,
assume that you want to give away a football whenever a customer purchases an item
that costs more than $50.00. You would then need to assign the football as a tagalong
item for each item whose cost is higher than $50.00.
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To assign the gift to an item
1. On the Database menu, click Items.
2. Select the applicable item (e.g., helmet), and then click Properties.
3. Click the Special tab.
button to select the gift item
4. In the Tag Along Item field, click the Browse
(e.g., football) from the database. Store Operations will display the gift item's
lookup code in the field.
5. In the Quantity field, enter the number of gift items you want to include with the
item.
6. Click OK to save the information.
Every time the customer purchases the particular item, Store Operations automatically
includes the gift item in the sale. For example, when customers purchase the helmet,
Store Operations automatically includes the football in the sale. If desired, the cashier
can delete the gift item at the POS.
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Tracking inventory
You can manage and track your inventory by continually recording changes to increases
or decreases in your on-hand quantities. You can perform physical counts in your store,
compare the counts to the Store Operations database, and then update the database. You
can also generate purchase orders and inventory transfers, track offline inventory (items
not for sale), and process online shipping.
Read the following sections and learn how to:
y
Identify what you have in stock
y
Generate and process purchase orders
y
Use inventory transfer in and transfer out orders for single store and multi-store
operations
y
Work with your offline inventory
y
Define shipping carriers and services
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Identifying what you have in stock
You can track your item quantities a couple ways. You can either locate the item(s)
directly in the Store Operations database or generate a report that displays all your
quantity information.
You can perform a physical inventory in your store, compare the count to the Store
Operations database, create a report on the differences, and update the Store Operations
database. You can perform a physical inventory with a hand-held device that can export
a text file, and then import that file into Store Operations.
Note: You can also track inventory offline. For more details, see “Working with your
Offline Inventory”.
To look up item quantities
1. On the Database menu, click Items. The Items window appears, which organizes
items according to item lookup code, item type, description, available quantity, and
price.
2. Using the Up/Down-Arrow keys, select the appropriate item. To see that item's
quantity levels, look at the number in the Available Qty box.
3. Click Properties and then click the Inventory tab to view the selected item's
detailed quantity information. This way, you can identify your on-hand quantity,
committed quantity, reorder point, and restock level. You will also know the date
that you last received the item and the last date the item was sold.
You can also identify what you have in stock by generating an Item Quantity List report,
which displays detailed quantity information for all your items.
To generate an Item Quantity List Report
1. On the Reports menu, click Items, and then click Quantity List.
2. Specify the filter criteria as desired, and then click OK. You will see your entire
item list with all the available quantities.
3. If desired, sort the data.
Tip: To quickly display the properties for a specific item, double-click on the Item Lookup
Code field directly on the report preview screen.
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To perform a physical inventory
1. On the Inventory menu, click Physical Inventory.
2. Click New.
3. Select Create a new blank physical inventory count for manual entry, and then
click OK.
4. Enter a Reference number and Description for your physical inventory, and then
do one of the following to create a list of items to count.
Click Add to manually add items.
Click Quick Scan to scan barcode items.
Click Import to import a text or XML file with inventory information from a
hand-held device or another program.
5. Enter the quantity for each item.
Tip: Click Print to display a list of the items to count, and then click the Print icon
in the toolbar to print the list to use it for a manual count.
6. Click Calculate to compare the physical inventory to the Store Operations database.
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Purchase orders
Use the Purchase Orders menu option to generate, edit, delete, print, receive, and report
the status of purchase orders to your suppliers. By generating organized purchase orders,
you can better determine what is ordered and what is received.
The Purchase Orders feature enables you to perform two main jobs:
y
Creating purchase orders
y
Receiving items from purchase orders
Whenever you need to order items, you can create a purchase order, edit it, print it out,
and send it to the selected supplier(s). Then, when you receive the shipment, you will use
this option again to enter the quantities you received and add them to your database.
Generating a purchase order
Whenever you want to order items from your supplier(s), generate a purchase order.
To generate a new purchase order
1. On the Inventory menu, click Purchase Orders.
2. On the Purchase Orders window, click New to create a new purchase order.
3. Under the Generation Selection heading, select the criteria Store Operations will
use to order the items. This criteria includes generating new purchase orders based
on manual entry, items in a selected group, re-order information, and items sold.
4. Under the Group Selection heading, select the grouping method by which you will
add the items.
5. Under the Supplier Selection heading, select the applicable supplier option.
6. Click OK.
7. If you selected the 'Create a new blank purchase order for manual entry' option,
you can edit the order by selecting the items to add to the purchase order. If you
selected one of the other options, you will see a window that tells you how many
purchase orders Store Operations created based on the selected criteria. When this
window appears, click OK.
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After you create a purchase order, you can edit it at any time, and then issue it by
emailing it to your supplier or by printing it and sending it by fax or mail. When your
shipment arrives, use the Purchase Orders menu option again to receive the order and
commit the inventory to your database.
Editing a purchase order
Sometimes you will need to modify information on your purchase order before it is sent
to your supplier. For example, you may need to add items or change the quantity you
ordered.
To edit a purchase order
1. On the Inventory menu, click Purchase Orders. The Purchase Orders window
appears.
2. Select the purchase order whose information you want to enter or modify, and then
click Edit.
3. On the Edit window, enter or modify the necessary information, such as PO number,
shipment, and title on the Header tab.
4. Click the Contents tab, and then modify as applicable the content details, such as
item description, order number, and quantity ordered.
5. If you need to add an item to the order, click Add Item and then select the item
from the list. You can also click Quick Scan and scan in the applicable items.
6. If you’re ready to issue the purchase order, select Order has been placed, in the
Placement status box.
7. When you finish modifying the purchase order information, click OK.
Tip: As you move the mouse over the Edit window, you will sometimes see a magnifying
glass appear in place of the cursor, which means that you can view or edit that individual
item. Double-click your mouse to display the detailed item information.
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Receiving a purchase order
Whenever you receive your purchase order shipment, you can record the items and add
them to your database.
To receive a purchase order
1. On the Inventory menu, click Purchase Orders.
2. On the Purchase Orders window, select the desired purchase order, and then click
Receive.
3. Click the Contents tab.
4. In the Qty Rcv box, enter the quantity amount you received for each item. If you
received the entire purchase order, click Receive All, which will automatically set
the quantity received to the quantity ordered.
Note: If you are receiving serialized items, place your cursor in the Qty Rcv box,
and then click the Details
button. On the Serialized Item Detail window, click
Add to enter the applicable serial number(s).
5. After you enter the quantities received, click Commit to add the actual quantities to
your database. This button enables you to update the database and add the item
quantities to the current in-stock quantities.
Note: To keep all the item quantities in the Receive Inventory Item List without
affecting the database, click OK instead of Commit.
6. When you see a window asking if you want to continue, click Yes.
7. If you only partially received the items, Store Operations will display a window that
asks if you want to close the purchase order. If you click Yes, Store Operations will
set the Quantity Ordered equal to the Quantity Received to Date. If you click No,
the purchase order will remain "open" until you receive all the items or close the
order.
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Printing a purchase order
After you create your purchase order, you can print it out to send to your supplier(s). To
print a purchase order, go to the Inventory menu, click Purchase Orders, open the
desired purchase order, and then click Print.
Although you would usually print the purchase order to a printer, you can also use the
Print function to export the "printed" purchase order to a mail message. You must,
however, make sure that the computer is properly configured for Microsoft Mail
services, or you need to directly export it to a specifically formatted file.
It is the file attached to the mail message that would normally be printed to a printer.
This way, you could send a purchase order to another person to review without printing
out a hard copy. Also, the exported file is directly formatted for the file format chosen so
that a file format compatible application may open the "printed" purchase order. For
example, if you select Word for Windows as the format, you can then use Microsoft
Word to open the exported file.
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Inventory transfers
Whenever you need to add items to your inventory without actually transferring money,
use Store Operations Transfer Inventory In and Transfer Inventory Out menu
options. This way, you can add items to your database and record the progress.
y
Transfer Inventory In - Enter items received from your suppliers (or items
transferred from other stores) without generating a purchase order. The Transfer
Inventory In option helps you add items to your database without affecting your
costs. The process for receiving transfer inventory orders is very similar to that of
purchase orders. Whether you have a single store or multi-store operation, you can
use this option to receive items into your inventory database.
y
Transfer Inventory Out - Transfer items to other stores or remove items from your
inventory, and also record the process. This option is used mainly for enterprise
operations, but you can use it to record items taken out from your inventory that do
not affect your overall costs.
Single store operation - Transfer inventory in
As you operate your single store, there may be times when you receive items from a
company (i.e., your supplier) that do not involve the transfer of money. For example,
whenever you send an item to the supplier for repairs, you need to account for the
temporary change in inventory. The following example explains how to add and remove
items to and from your inventory.
To generate a transfer inventory in order
Assume that you returned three bikes to your supplier to have defective brake pads
replaced. Your supplier just called and let you know that they will be shipping the
repaired bikes back to you. Use the Inventory Transfer In menu option to account for
these items when they come in.
1. On the Inventory menu, click Transfer Inventory In.
If you have used this option before, you may see completed or in-progress transfer
orders already listed on this window. If you have never used this option, the window
will be blank.
Because you are expecting three bikes, you need to log the transfer inventory in
request so when the order arrives, you can quickly add the items to your database.
2. On the Transfer Inventory In window, click New. The Create Inventory Transfer
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In Orders window appears, which lets you select the criteria Store Operations will
use to generate the transfer order. This criteria includes generating new inventory
transfers based on manual entry, items in selected groups, re-order information, and
items sold.
3. Under the Generation Selection heading, select the grouping method by which you
will add the items. For example, you can generate a new inventory transfer in order
based on all the items sold within a specified time period.
4. Depending on the option you choose, you may need to select an option under the
Group Selection heading. For example, you can generate transfer orders for items
in selected departments and categories.
5. Click OK.
6. If you selected the 'Create a new blank inventory transfer in order for manual
entry' option, you can edit the order by entering information regarding the order in
the Header and Contents tabs. If you selected one of the other options, you will see
a window that tells you how many transfer in orders Store Operations created based
on the selected criteria. When this window appears, click OK.
7. After you generate your inventory transfer in order(s), you can modify the
information by clicking Edit on the Transfer Inventory In window.
8. Click the Header tab and enter/modify the applicable information, including
inventory transfer Number, Title, Transfer From, etc. When you’re ready to issue
the inventory transfer in order, select Order has been placed, in the Placement
status box.
9. Click the Contents tab. If you want to add items to the order, click Add Item and
select the applicable item from the list. You can also click Quick Scan to quickly
scan/enter the item lookup code or item alias. Select or clear the Use Supplier MPQ
(Master Pack Quantity) option.
10. Once you select the item, click OK.
11. In the Qty Ord field, enter the amount you expect to receive. For example, if you
expect to receive three bikes, enter number "3".
12. After you finish entering the information, click OK.
To receive items into the database
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Assume that it is now the following day and you received the shipment. You discover
that your supplier sent you two out of the three bikes. You can go ahead add these items
to your database.
1. On the Inventory menu, click Transfer Inventory In.
2. Select the applicable transfer in order (the one you previously created) and then
click Receive.
3. Click the Contents tab.
4. If you received all the items, click Receive All. If, however, you received a partial
amount, enter the amount(s) in the Qty Rcv box. Because these bikes are serialized
items, you need to specify which serial numbers you are receiving. Place your
cursor in the Qty Rcv field, and then click the Details button.
5. On the Serialized Item Detail window, click Add to enter the serial number of the
bike you received. In the Serial Number field, enter the applicable serial number.
6. Because you received two out of the three expected items, click Add again to enter
the second serial number.
7. Click OK. You will then see the number "2" in the Qty Rcv field.
8. When the items have been correctly received, you must click Commit to apply the
changes to the database.
9. When you see a window box asking if you want to add the quantities to your
database, click Yes.
10. If you only partially received the items, Store Operations displays a window that
asks if you want to close the transfer order. If you click Yes, Store Operations will
set the Quantity Ordered equal to the Quantity Received-to-Date. If you click No,
the transfer order remains "open" and allows you to update the order until you
receive all the items or close the order.
The Transfer Inventory In window displays the status of the order. If you received the
entire order, there will be a yellow worksheet to the left of the item description,
indicating that all items have been received. If you did not receive the entire order (using
our example, we need one more), you will see a red exclamation mark on a white
worksheet. If and when you receive the other bike, use the Transfer Inventory In menu
option to receive the shipment.
Click Print to generate an inventory transfer report for your records.
Single store operation - Transfer inventory out
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Whenever you need to transfer items out of your store that do not affect your overall
costs, use the Transfer Inventory Out menu option. This option enables you to record
the decrease in inventory. There are many different reasons why you would transfer out
items. For example, you may need to return items to your supplier for repair. Or, if Store
A needed a particular item, you could use this option to send the requested item from
Store B to Store A.
To generate a transfer inventory out order
Assume you need to return five road safety kits to your supplier for repair. Use the
Inventory Transfer Out function to process this transfer.
1. On the Inventory menu, click Transfer Inventory Out.
If you have used this option before, you may see completed or in-progress transfer
out orders already listed on this window. If you have never used this option, the
window will be blank.
2. On the Transfer Inventory Out window, click New. A new order will be created and
you will see the Edit - Inventory Transfer Order window. (To change an existing
order, click Edit.)
3. On the Header tab, enter the applicable information, including inventory transfer
Number, Title, Ship To, etc.
4. Click the Contents tab.
5. Because you want to add the road safety kit item to the order, click Add Item and
select the applicable item from the list. You can also click Quick Scan to quickly
scan/enter the item lookup code or item alias. Select or clear the Use Supplier MPQ
(Master Pack Quantity) option.
6. Once you select the road safety kit item, click OK. You will see the item in the
Inventory Transfer Out Contents list.
Tip: To quickly look up information for the specific item, position the cursor over
the Item Lookup Code field until the cursor changes to a magnifying glass. Doubleclick your mouse to display the Item Properties window for the selected item. This
way, you can find the item's detailed information.
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7. The Qty OH field displays the on-hand quantity for that specific item. In the Qty
Ord field, enter the number of road safety kits you want to transfer out of your
store.
8. Click OK to return to the Transfer Inventory Out window. If you use the Filter
drop-down list and select Show Open, you will see the order you just created.
9. On the Transfer Inventory Out window, select the order you just created, and then
click Issue.
10. Click the Contents tab. To send the entire order, click Issue All. If you can only
send a partial amount, enter that number in the Qty Iss box.
11. Click Commit to subtract the quantities from the item database.
12. Store Operations displays a window confirming that you want to add the items to the
database. Click Yes to continue.
13. If you only partially received the items, Store Operations displays a window that
asks if you want to close the transfer order. If you click Yes, Store Operations will
set the Quantity Ordered equal to the Quantity Received-to-Date. If you click No,
the transfer order remains "open" until you receive all the items or close the order.
14. On the Transfer Inventory Out window, use the Filter drop-down list to select what
type of transfer out orders you want to see. Store Operations lists the applicable
orders with their present status. If you shipped the entire order, you will see a yellow
worksheet to the left of the order indicating that all items have been issued. If you
shipped only a partial amount, you will see a red exclamation mark on a white
worksheet.
You can then print a copy of the order for your records or as shipping paper.
Note: The procedures for transferring serialized items vary slightly.
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Working with your offline inventory
Store Operations enables you to store and track inventory offline (items not for sale).
This feature is especially useful for managing items that are damaged and have been
returned, as well as items that you do not yet stock on shelves, plan to transfer out, or
want to keep separate from your main inventory.
After you add the item to your offline inventory, you can either leave it offline or process
one of the following functions:
y
Send item to inventory transfer out order
y
Transfer item to main inventory
To add an item to offline inventory
1. On the Inventory menu, click Manage Offline Inventory.
2. Click Add.
3. On the Items window, select the item you want to add to the offline inventory, and
then click OK. The New Offline Inventory Entry window appears.
button or press F2 to display a list
4. In the Reason Code field, click the Browse
of the applicable reason codes. If your store does not use reason codes, you can
leave this field blank. Select the appropriate reason code, and then click OK.
5. In the Comment field, you can enter an explanation why the item will be a part of
the offline inventory.
6. In the Quantity field, enter the number of items to move to the offline inventory.
For example, if 12 out of 35 bicycle helmets were damaged, you could enter the
number '12' in this field.
Note: If you are adding a serialized item, the Quantity field will be disabled. Click
Add on the New Offline Inventory Entry window to select the applicable serial
number(s). On the Serial Number Selection window, either drag your mouse over
the desired serial numbers or click on the appropriate serial number. When you click
OK, Store Operations will automatically update the Quantity field and display the
specified serial number(s).
7. On the New Offline Inventory Entry window, click OK. In this example, Store
Operations would subtract 12 helmets from your on-hand quantity for your main
inventory, and then display the number '12' in the Offline Qty field on the Offline
Inventory window.
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To transfer out item from offline inventory
From your offline inventory, you can transfer out selected items. For example, you can
transfer all the damaged item(s) to the manufacturer for repair.
1. On the Inventory menu, click Manage Offline Inventory.
2. On the Offline Inventory window, select the item you want to transfer out, and then
click Transfer Out.
3. Store Operations will automatically transfer the number of items as displayed in the
Offline Qty field, and place them in the Contents tab of the Inventory Transfer Out
order.
4. Complete the transfer order as necessary. For detailed instructions, see “Transfer
Inventory Out” in the Inventory Transfers section.
5. On the Offline Inventory window, Store Operations will place the order number in
the Transfer # field. You can double-click this field to display the transfer order.
Note: You can transfer out all the items in the list by clicking the Select All button and
then right-clicking your mouse to select the Transfer Out option.
To transfer item to main inventory
You can transfer items from your offline inventory to your main inventory.
1. On the Inventory menu, click Manage Offline Inventory.
2. On the Offline Inventory window, select the item you want to send to the main
inventory, and then click the To Main button.
3. Store Operations will automatically send the number of items as displayed in the
Offline Qty field to the main inventory.
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Defining shipping carriers
With an Internet connection, Store Operations can use UPS and FedEx Websites to fill in
shipping manifest, generate shipping labels, and track deliveries. Customers can track
shipments on-line at UPS or FedEx Web sites.
After you define your shipping carriers and services, use the Registers>Register list
menu option to set up your default shipping carrier and/or service for each register. This
is especially useful if you dedicate one register to do your shipping.
To define shipping carriers and services
1. On the Database menu, click Shipping Carriers. The Shipping Carriers window
appears.
2. Click New.
3. On the General tab, enter the name of the applicable shipping carrier (e.g., Federal
Express).
4. Under the Internet Addresses heading, enter the shipping carrier's URL addresses
for the home page, shipping page, and tracking page.
5. To add the shipping carrier services your company will use, click the Services tab.
6. Click the Add button.
7. In the Server name box, enter the name of the service (Priority Overnight).
8. Under the Schedule of Charges heading, specify the method by which Store
Operations will calculate the shipping charge.
9. In the available grid, enter the applicable denominations. For example, if you
selected the Weight option, you could enter the number '100' in the Weight field
and the price '$10.00' in the Charge field.
10. Select or clear the Interpolate Schedule option.
11. Click OK to save the information.
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Tracking sales
Viewing and analyzing sales data
To help you keep on top of all your sales figures and inventory needs, Store Operations
tracks the goods and services you sell to your customers. One of the best ways to view
and analyze your data is to use Store Operations Active Reports. Generate any of these
reports by going to the Reports menu and clicking on the desired report. There are a
number of reports you can use to view your sales data. On the report preview screen, sort
and filter the report data as desired.
Note: After you click on the desired report from the Reports menu, you may see the
Report Filter window, which enables you to specify the necessary filter criteria. To
generate the report, click OK.
80
y
Summary Sales (Daily) reports - To see a quick summary of your daily sales, go to
the Reports menu, click Sales, and click Summary Sales (Daily), and then select
the type of sales report that will give you the desired information. View sales data
by sales rep, cashier, supplier, register, category, and department for the current
date, week-to-date, month-to-date, and/or year-to-date.
y
Summary Tax Collected (Daily) report - To quickly calculate how much tax you
need to pay, generate the Summary Tax Collected (Daily) report. This way, you can
see the sales tax rate (%) for each type of tax (i.e., county tax, local tax, partial
dollar). You can also view the sales tax total for the current date, week-to-date,
month-to-date, and year-to-date. To generate this report, go to the Reports menu,
click Sales, and then click Summary Tax Collected (Daily).
y
Detailed Sales report - To see all your pertinent sales information, generate the
Detailed Sales report. The report displays everything from supplier and item
information to quantity and price levels. To generate this report, go to the Reports
menu, click Sales, and then click Detailed Sales.
y
Detailed Tax Collected report - Generate the Detailed Tax Collected report to
view and calculate your sales taxes. This way, you can analyze all your key sales tax
information, including tax description, sales tax rate (%), batch and register
numbers, opening and closing dates, and total tax collected. To generate this report,
go to the Reports menu, click Sales, and then click Detailed Tax Collected.
y
Top Performers reports - To immediately know who or what is performing the
Store Operations User’s Guide
best in your store, generate the Top Performers report. When you go to the Reports
menu, click Sales, and then click Top Performers, you can choose from a number
of different reports that show you the top performers in a particular category. For
example, use the Top Items report to quickly identify your fastest moving items. Or,
use the Top Cashiers report to know which cashiers are selling the most items
during a particular time period.
y
Regional Sales report - Use the Regional Sales report to track customer
demographics. Store Operations organizes the sales data by customers' zip codes.
The report also displays the city, state, date, sales, and profit margin information,
enabling you to identify which zip codes (regions) are the strongest and weakest.
This way, you can adjust your advertising and marketing efforts to focus on those
specific regions that will improve your overall sales totals. To generate this report,
go to the Reports menu, click Sales, and then click Regional Sales.
y
Department Cost/Sales report - If you organized your items into departments
and/or categories, you can generate the Department Sales Report to view the total
sales, cost, and profit margin information for each department. To generate this
report, go to the Reports menu, click Sales, and then click Department Cost/Sales.
y
Sales Commission report - The Sales Commission Report enables you to see the
commission totals for each sales representative. To generate this report, go to the
Reports menu, click Sales, and then click Commission.
Remember - After you generate a report, you can access detailed information directly
from the report preview screen. Move your mouse cursor over the report, and whenever
you see a "magnifying glass," double-click your mouse. You will then see that selected
entry's specific data.
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Tracking quotes, orders, and layaways
Generating Store Operations reports gives you an overall view of your sales information.
Once you generate a report, sort and filter the report data as desired. You can also access
detailed database information directly from the report preview screen. Just move your
mouse cursor over the report until it displays a magnifying glass. Then double-click your
mouse to display the detailed information.
Sales quotes reports
To generate one of the sales quotes reports, go to the Reports menu and click
Quotes/Orders. Then select either Quotes-Detailed or Quotes-Summary.
y
Quotes Detailed report - List sales quotes and their associated customer account,
reference number, generation date, and price information.
y
Quotes Summary report - Summarizes the sales quotes to provide invoice number,
date, customer account information, total amount, and deposit.
Back order reports
To generate one of the back order reports, go to the Reports menu and click
Quotes/Orders. Then select either Backorders-Detailed or Backorders-Summary.
y
Back Orders Detailed report - Lists items on each back order that matches the
selection criteria.
y
Back Orders Summary report - Provides a summary of back orders that match
selection criteria.
Work order reports
To generate one of these reports, go to the Reports menu and click Quotes/Orders.
Then select either Work Orders-Detailed or Work Orders-Summary.
y
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Work Orders Detailed report - Displays past work orders and their associated
customer accounts, reference numbers, dates, item information, quantities, and
prices.
Store Operations User’s Guide
y
Work Orders Summary report - Summarizes past work orders and their
associated reference numbers, dates, cashier information, item comments, sales
totals, and deposit amounts.
Layaway reports
Use Store Operations Active Reports to view and analyze all the information that
pertains to layaways. Generate either layaway report by going to the Reports menu,
clicking Layaway, and then clicking either Layaways Summary or Layaways
Detailed. On the report preview screen, sort and filter the data as desired.
y
Layaways Summary report - Lists layaways and their associated status. Provides
summary information, including customer accounts, expiration date, sub-total, tax,
order total, deposit amount, and reference number.
y
Layaways Detailed report - Lists layaways and their associated detailed
information, including customer name and account number, expiration date, item
lookup code and description, quantity ordered, pricing information, quantity
received, quantity on layaway, etc.
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Managing customers
Store Operations enables you to create and maintain a detailed database for your
customers. To add to or modify your customer database, go to the Database menu and
click Customers. You will see a list of all your customers.
Whenever you create a local customer account, you can track the customer's detailed
information, including billing and credit information, shipping address, purchase history,
and account record. If you have several stores using Store Operations, a customer can
have an account at each location; however, Store Operations will not consolidate
purchases and payments from all the stores.
Read the following sections and learn how to:
84
y
Set up local customer accounts
y
Recall a specific customer invoice
y
Adjust customer accounts
y
Close current billing cycle and print statements
y
Reprint account statements
y
Generate customer reports
Store Operations User’s Guide
Setting up local customer accounts
Store Operations helps you to view, create, and maintain a detailed up-to-date customer
list that you can eventually use as a foundation for mass mailings and for gathering
useful information at the point-of-sale. If you use store-credit accounts, you will use
customer information frequently. If you have the necessary access privileges, you can
create and edit customer information either in the Manager program or at the POS
screen.
To look up customer information
1. On the Database menu, click Customers. The Customers window appears.
2. Select the applicable customer, and then click Properties. You will see the
Customer Properties window, which displays the customer billing information,
purchase history, account history, shipping address, and other information.
To add a customer to the database
1. On the Database menu, click Customers.
2. On the Customers window, click New. You can also click Copy to copy values from
an existing record.
3. To automatically generate the customer account number, click Auto.
4. Use the tabs on the Customer Properties window to enter the appropriate customer
information.
5. Click OK.
To modify customer information
1. On the Database menu, click Customers.
2. On the Customers window, select the applicable customer, and then click
Properties. You will see the Customer Properties window.
3. Edit the appropriate information, and then click OK.
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To remove a customer from the database
1. On the Database menu, click Customers.
2. On the Customers window, select the applicable customer, and then click Delete.
3. Store Operations displays a window warning you that once you delete a customer,
you can not undo the operation. If you want to permanently delete the customer
from the database, click Yes. To cancel the operation and return to the Customers
window, click No.
Recalling a specific customer invoice
For various reasons (e.g., settling a payment dispute), you may need to recall a receipt
regarding a particular customer invoice.
To recall a specific invoice
1. On the Database menu, click Customers.
2. Select the applicable customer account, and then click Properties.
3. Click the Account Information tab. You will see the customer's detailed account
information, including account type, existing balance, and available credit.
4. Click the Activity/Receivables button to display either the customer's account
history and running balance or the individual account receivables and the balance
due for each invoice.
5. Select the applicable account receivable/invoice, and then click Receipt. To view
the payment history for the invoice, click Details.
6. When you click Receipt, you can identify the register, batch, and receipt numbers as
well as the cashier, date, and time.
7. To print the receipt, click Print. To print the word "DUPLICATE" on the receipt,
select the Mark as duplicate receipt checkbox.
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Adjusting customer accounts
In addition to viewing a selected customer's individual invoices, you can adjust the
customer's account information by modifying the debit or credit transaction amounts.
Note: The adjustments are permanent and cannot be undone. The only way to cancel an
adjustment is to make another adjustment. Also note that whenever you make an
adjustment to the account, the adjustment will not transfer through the General Ledger to
accounting.
To adjust a customer's account
1. On the Database menu, click Customers.
2. Select the applicable customer account, and then click Properties.
3. On the Customer Properties window, click the Account Information tab.
4. Select the applicable invoice, and then click Adjust.
5. On the Adjust Customer Account window, modify the appropriate information, and
then click OK.
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Closing current billing cycle and printing statements
Before you can print customer account statements in Store Operations, you must first
close the billing cycle. Closing the billing cycle calculates all the purchases on account,
payments, account adjustments, and finance charges between the last closing date and
the current closing date. At the same time you close the billing cycle, you can print
statements to send to your customers.
Use the Close Billing Cycle option only if you have configured both customer charge
accounts and finance charges for your store.
To set your closing date
1. On the File menu, click Configuration.
2. On the Configuration window, click the Accounts tab.
3. Enter the day of the month that accounts will be closed on. For example, if you want
your billing cycle to end on the last day of the month, enter "31", and Store
Operations will use the last day regardless of the number of days in the month.
4. Click OK.
To close the billing cycle
You can close your billing cycle any day AFTER your Monthly Closing Date.
1. On the Journal menu, click Close Billing Cycle.
2. Under the Options heading, select the Close billing cycle for all customers option.
3. Select or clear the Print statements option.
4. Select or clear the Print statements with a balance of $0.00 and no activity
option.
5. Under the Period heading, confirm the Closing Date.
6. Click the Generate button.
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Reprinting account statements
You can reprint statements for all your customers with charge accounts or for a selected
customer. The customer statements display detailed account information, including the
payment due date, balance, minimum payment, credit limit, credit available, previous
balance, and new charges. When you reprint statements, use the opening and closing date
fields to specify the time period.
To reprint an account statement
1. On the Journal menu, click Close Billing Cycle.
2. Select the Reprint a customer statement option.
3. You can either accept the <all customers> default, or click the Browse
to select the applicable customer account.
button
4. Select or clear the Print statements with a balance of $0.00 and no activity
option. If you want to print statements for only those accounts that have an actual
balance, leave this checkbox blank.
5. Under the Period heading, use the Opening Date and Closing Date drop-down list
boxes to define the time period for which you want to generate the statement(s).
6. Click Generate.
7. When Store Operations displays a window confirming that you want to continue,
click Yes.
Note: If Store Operations cannot print statements based on the selection criteria you
specified, you will see the Reprint Statements window notifying you that "no
statements were found matching this criteria."
8. After Store Operations has printed the statement(s), it will tell you how many
statements, if any, were generated. Click OK.
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Generating customer reports
With Store Operations report engine, you can generate a number of useful customer
reports. Creating and maintaining detailed customer reports enables you to use the data
as a foundation for mass-mailings, in addition to gathering and reporting information at
the point-of-sale. For detailed instructions on how to sort, filter, and export report data,
see “Generating Reports”.
Customer List
Store Operations can provide a detailed list of your customers that you can use to
develop your mailing list. Generate the Customer List report by going to the Reports
menu, clicking Customer, and then clicking List. After you specify the filter criteria,
you will soon see a list of all your customers and their detailed account information,
including account number, company, phone and fax numbers, credit limit, etc. On the
report preview screen, double-click any of the account numbers to display the selected
customer's detailed information. Tip: You can use the Crystal Reports menu option to
generate customer mailing labels and customer lists.
Accounts Receivable Report
Generate either the Accounts Receivable Summary or Account Receivable Detailed
report by going to the Reports menu, clicking Customer, and then clicking the desired
report. After you specify the filter criteria, you will see a complete list of all your
customers and their account numbers as well as their detailed account information,
including activity (i.e., charge), invoice number and date, and total balance owed. Sort
and filter the report data as desired. If you want to view a particular customer's detailed
account information (i.e., purchase history, double-click on the account number to
display the customer record.
Top Customers Report
Use the Top Customers report to see which customers are bringing in the most sales. To
generate this report, go to the Reports menu, click Sales, click Top Performers, and
then click Top Customers. The report includes information such as quantity sold per
customer; total sales per customer; and total profit per customer.
Regional Sales Report
The Regional Sales report is a useful way to track customer demographics. For example,
when you generate the report, Store Operations organizes the sales data by customers' zip
codes. The report also displays the city, state, date, sales, and profit margin information,
enabling you to identify your strongest and weakest demographics. You can then adjust
your advertising efforts (i.e., direct mail) to focus on selected regions. To generate this
report, go to the Reports menu, click Sales, and then click Regional Sales.
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Managing employees
After you set up the basic employee information (i.e., cashiers, sales reps, etc.), you can
continue to modify the data as needed. You can also assign each employee certain access
privileges and control what they view or change in the Manager program.
Read the following section and learn how to:
y
Manage cashier information
y
Send a message to cashiers
y
Track cashier attendance
y
Edit the time card
y
Generate Cashier Log report
y
Manage sales rep information
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Managing cashier information
In the Manager program, you can add, modify, and delete cashier names and
information, in addition to assigning their access privileges. You can also generate
different reports that display pertinent information about your employees' performance.
Note: In order create, modify and/or delete cashiers, you must have Administrator
Rights. The very first time you log onto the Manager program, you are given
Administrator Rights. You could then create your cashiers and assign them with the
applicable access privileges.
To add a cashier to the database
1. On the Database menu, click Cashiers. The Cashiers window appears.
2. Click New. You can also click Copy to copy values from an existing record.
3. In the Cashier Properties fields, enter the applicable contact information.
4. In the Register Properties fields, enter the applicable register information.
5. In the Security List box, select or clear the appropriate cashier rights. If you do not
want the cashier to have Manager Rights or Administrator Rights, make sure those
options are cleared (not checked).
6. In the Over/Short Limits fields, define the over/short error limit amount or percent
allowed for the cashier when the batch is closed.
7. If you have defined your security levels, select the applicable level number in the
Security Level drop-down list box.
8. Click OK. You will see the new cashier listed in the Cashiers window.
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To modify cashier information
1. On the Database menu, click Cashiers.
2. On the Cashiers window, select the applicable cashier, and then click Properties.
You will see the Cashier Properties window.
3. Edit the appropriate information, and then click OK.
To remove a cashier from the database
1. On the Database menu, click Cashiers.
2. On the Cashiers window, select the applicable cashier, and then click Delete.
3. Store Operations displays a window warning you that once you delete a cashier, you
can not undo the operation. If you want to permanently delete the cashier from the
database, click Yes. To cancel the operation and return to the Cashiers window,
click No.
Sending a message
At any time, use the Manager program to send a message to one or more of your
cashiers. If the cashier is currently logged on at a register, the message will appear on the
POS screen shortly after sending. If the cashier is not logged on, the message will appear
after the cashier logs on at any register.
To send a message
1. On the Utilities menu, click Messages.
2. To create a message, click New.
3. Click the To box to select the cashier who will receive the message. When you have
entered the appropriate cashier, press the Tab key.
4. In the Subject box, enter the appropriate subject heading.
5. In the Message box, enter the applicable text.
6. Click Send. The message notice will appear at the bottom of the screen when the
cashier logs onto the system.
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Tracking cashier attendance and payroll
Store Operations enables you to track cashiers' attendance. This way, you can identify
how many hours each cashier worked. Whenever you want to track cashier attendance,
generate the Time Card report.
If you want this report to display the correct data, make sure your employees are using
Store Operations to punch in and punch out. Each cashier needs to use the CTRL-SHIFTF4 function key in the POS program to accurately log their hours.
To generate the time card report
1. On the Utilities menu, click Crystal Reports.
2. On the Report Selection window, double-click on the Crystal Reports folder. You
will see a list of reports in the Reports box on the rightmost part of the window.
3. Select the Timecard Report, and then click OK. You will see a window that
enables you to sort and filter report data.
4. On the Sort By tab, select the desired sort level (i.e., Cashier ID, Cashier Name).
5. On the Additional Details tab, select or clear the 'List Timecard Activities' option.
6. On the Criteria tab, select the filtering criteria.
7. Click Generate.
Editing time clock entries
You can edit time clock entries directly in the Manager program. The Time Clock
window provides detailed information about your employees' attendance, including the
date and clock in/clock out entry times. The editing feature is especially useful whenever
your cashiers log in under a different name or forget to clock in/clock out.
Tip: To generate the Timecard Report, use the Crystal Reports option in the Utilities
menu. You will find the Timecard Report file listed in the CrystalReports folder.
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To edit a time clock entry
1. On the Database menu, click Time Clock.
2. Select the cashier whose entry who you like to modify, and then click Properties.
3. Using the available drop-down list boxes, modify the date and/or time information
as necessary.
4. Click OK.
Note: You cannot change the cashier name.
If you do not want a particular employee to edit clock in/clock out entries, you can easily
restrict the employee's access to the time clock.
To restrict employee access to time clock
1. On the Database menu, click Cashiers.
2. Select the cashier whose access privilege you want to define, and then click
Properties.
3. On the Cashier Properties window, select or clear the 'Allowed to edit Time Clock
entries' and 'Allowed to view others' Time Clock entries' options, and then click
OK.
Generating Cashier Log report
To quickly see your cashiers' activity, generate the Cashier Log report. This report
displays the cashier number and name, register, log in / out times, and activity hours.
To generate the Cashier Log report
1. On the Reports menu, click Miscellaneous, and then click Cashier Log.
2. Sort and filter the data as desired.
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Managing sales rep information
In the Manager program, you can continually modify your sales representatives'
information, in addition to setting up their commission structure. You can also generate
different reports that display pertinent information about your sales reps' performance.
To add a sales representative to the database
1. On the Database menu, click Sales Reps. The Sales Reps window appears.
2. Click New.
3. In the appropriate boxes, enter the sales rep's name, ID number, and phone number.
4. Under the Commission heading, enter the Fixed Amount, Percent of Sale, and/or
Percent of Profit amounts.
5. Click OK to save the information.
To modify sales rep information
1. On the Database menu, click Sales Reps.
2. On the Sales Reps window, select the applicable sales rep, and then click
Properties. The Sales Representative Properties window appears.
3. Modify the appropriate information.
4. Click OK to save the information.
To delete a sales rep from the database
1. On the Database menu, click Sales Reps.
2. On the Sales Reps window, select the applicable sales rep, and then click Delete.
3. Store Operations displays a window warning you that once you delete a sales rep,
you can not undo the operation. If you want to permanently delete the sales rep from
the database, click Yes. To cancel the operation and return to the Sales Reps
window, click No.
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To track sales commissions
After you define the sales reps' commission structure, you can track their sales
commissions.
1. On the Reports menu, click Sales, and then click Commission. The Commission
report displays detailed information, including sales rep name and account number;
the date the items were purchased; item pricing and quantity information; and the
commission total for each item.
2. On the report preview screen, sort and filter the data as desired.
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Generating reports
Store Operations enables you to generate active reports to display any type of
information you need. The Manager program groups reports under specific categories,
each containing additional reports. Using the report sorting and filtering tools, you can
create virtually hundreds of custom reports.
To create a report
1. On the Reports menu, click the desired report category (i.e., Customer, Sales,
Items), and then click the specific report.
2. The Report Filter window appears and enables you to define the filter criteria. Be
sure to click Add after each selected filter.
3.
To generate the report, click OK.
4. You will soon see the report preview screen. Sort the report data as desired.
The following material provides in-depth instructions on how to:
98
y
Sort report data
y
Filter data attribute information
y
Adjust the header and columns
y
Add company logo
y
Access detailed information directly from report preview screen
y
Refresh data
y
Memorize report settings
y
Export report data
Store Operations User’s Guide
Sorting a report
After you generate a report, you can sort the data directly on the report preview screen.
Dragging columns
Use your mouse to adjust the columns. For example, assume you just generated the
Customer List report. On the report preview screen, you see that the report is sorted by
customer account number. However, you want the report organized by customer name,
not account number.
You can organize the report by customer name. Just click-and-drag the mouse from the
Name column to the Account # column. When you release the mouse button, the Name
column should be comfortably resting in the first column position.
Grouping data
You can also group the report data in any way you want. After you generate the report,
click the Select Columns to Group
button on the Store Operations Report
toolbar. Use the drop-down list box to specify the columns whose data you want to
group. Choose from grouping no data to grouping several columns.
Expanding or collapsing data
Store Operations includes an additional sorting tool that lets you customize your report.
For example, you may not want to see all the categories for a particular department.
However, you may still want that same report to display specific information for another
department. With its advanced report tools, Store Operations enables you to pick and
choose whatever data you want your reports to show.
There are two ways you can expand (show) or collapse (hide) report data:
y
Using the toolbar - Use the toolbar buttons to quickly expand/collapse all the report
data at once. Click the Expand All
the Collapse All
y
button to display all the report data, or click
button to hide detailed report data.
Individually adjusting each group of items - Expand/collapse individual
components. Each column contains a series of groupings. In the front of each group
of data is a plus sign (+). To expand the group and see the data, click the plus sign
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(+). If you want to contract the grouping, click the minus sign (-).
Changing data order
With a click of your mouse, you can change the sort order. When you sort by text fields
(i.e., customer, items, etc.), entries are displayed in alphabetical order (A-Z or Z-A)
based on the contents of the selected field. Likewise, value fields (i.e., total sales,
number of visits, etc.) are sorted into numeric order (0-100 or 0-100) and date fields are
sorted into chronological order (1/1/00-12/31/00 or 12/31/00-1/1/00).
In order to sort entries in a column, click on its heading. Repeatedly clicking on the
header will toggle between ascending and descending sorting.
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Creating filters
Use the filtering tools to quickly display specific information. A filter screens out any
data that does not meet specific criteria (conditions). The report includes only those
entries that match the set criteria. For example, you can generate a Customer List report
and use the filtering tools to display only those customers that live within a certain zip
code.
You can set multiple criteria. For example, you can generate a report that includes
customers that live in a certain city and who have purchased an item since a certain date.
To specify the filter criteria, click the Filter Report Data
button on the Store
Operations Report tool bar. The Report Filter window appears.
Field: Use the list box to select a field. The fields vary according to the type of report
you generate.
Operator: Use the drop-down list box to select the conditional operator:
Equal =
Not Equal < >
Greater than (after) >
Less than (before) <
Greater than or equal to > =
Less than or equal to < =
Filter Value: Use this field to enter the text, number, or date that the information in the
selected field must be compared to, according to the chosen comparison operator.
For example, assume you just generated an Item Price List report, and you want to filter
the data to display only those item prices for a particular supplier. To display this
information, use filter criteria similar to the following:
Field: Supplier
Operator: Equal (=)
Filter Value: (Name of Supplier)
Click Add to enter these criteria in the Selected Filters box. Then click OK to generate
the report. Note that the report criteria are case-sensitive.
Add button: Click Add to enter a new criterion, including the first one. After you click
this button, Store Operations inserts that criterion into the Selected Filters box. The listed
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criteria form a brief but logical sentence describing its function. For example, assume
you just generated a Customer List report, and you want to filter the report data to
display only those customers that have visited your store less than 10 times. You enter
the following settings:
Field: Total Visits
Operator: Less than (<)
Filter Value: 10
After you click Add, you will see the filter criteria in the Selected Filters box, similar to
the following:
Total Visits < 10
You can continue to add filter criteria by defining the field, operator, and filter value.
Every time you click Add, Store Operations lists the additional criteria one after another
in the Selected Filters box. When you finish selecting the filter criteria, click OK. You
will see your new report in seconds.
Remove button: Click Remove to delete a criteria in the Selected Filters box. To use
this button, you must first select a criterion. If you want to delete all the filter criteria in
the Selected Filters box, click Remove All.
OK button: Click OK to generate the report using all the current settings. You will see
the report, as it will be printed, on the screen where you can then sort the report data as
desired.
To set a filter criteria
1. Click the Filter Report Data
button on the Store Operations Report tool bar.
2. In the Field box, select a field name.
3. In the Operator list box, select the operator.
4. In the Filter Value box, enter the desired text or value.
5. Click Add.
6. After you specify the filter criteria, click OK to generate the report.
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Adjusting header and columns
Store Operations gives you the flexibility to organize your data directly on the print
preview screen. After you generate a report, you can adjust the header. To hide/unhide
the header, go to the Store Operations Report toolbar and click the Hide/Unhide Report
Header
button.
You can adjust your report's columns in a couple ways. First, choose what columns you
want to display or hide. Assume, for example, that you do not want your customers'
phone numbers displayed on the Customer List report. After you generate this report,
right-click your mouse and select Hide/Unhide Columns.
You will then see the Options window where you can select or clear the appropriate
column checkboxes. Using our example, clear the Phone # checkbox and then click OK.
By displaying and hiding columns, you have complete control over what you and your
employees can view on the reports.
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Adding a logo
Add your company logo or other graphic files to your reports. You will see the graphic
on both your receipts and reports, provided that your printer is capable of printing
graphics.
Note: Use the Store Operations Administrator program to add the logo to your reports.
To incorporate your company logo
1. Open the Store Operations Administrator program.
2. On the File menu, click Configuration.
3. On the Store Operations Configuration window, click the Register tab.
4. In the Number box, enter the applicable register number.
5. In the Store Logo Filename box, enter the graphic file location.
6. Click OK.
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Directly accessing database information
Store Operations introduces a handy tool that lets you access detailed database
information directly from the report preview. This allows you to quickly look up or edit
specific data without leaving the report screen.
For example, assume you just generated an Item Price List report. On the report preview
screen, you notice that the report is organized by department, category, item lookup
code, description, etc. You decide you want to view and possibly edit a particular item.
next to the
As you move the mouse over the report, you will see a magnifying glass
cursor. The magnifying glass means that you can view or edit that individual report
entry.
Once you find the item whose information you want to edit, double-click your mouse to
display the item's detailed information. For example, if you double-click on an item
lookup code, you will see the Item Properties window for that item. Modify the data as
necessary and then click OK. On the report preview screen, refresh the data to reflect
recent changes.
You can also use Store Operations reports to drill-down to more detailed reports. For
example, assume you just generated the Work Order (Summary) Report. If you want to
see specific details regarding a particular order, double-click your mouse on the Order #
field. You will soon see the Work Order (Detailed) Report for the selected work order.
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Refreshing data
As you generate reports, you may need to quickly reset your screen to incorporate
continual changes and updates. Assume, for example, that you just generated a Customer
List report. On the print preview screen, you notice that you need to update a particular
customer's address. Double-click your mouse on the Account # box to pull up that
customer's account information. You can then update the address and return to the
Customer List report.
At this point, the report still displays the old data. Refresh the screen to reflect your
recent changes. On the Store Operations Report toolbar, click the Refresh Report Data
button to reset the screen. You will soon see the updated list.
By using the report's refresh tool, you do not have to generate the same report twice.
With one mouse click, Store Operations does everything for you.
Memorizing report settings
Store Operations lets you memorize (save) your report settings so that you can quickly
generate the same report with the same exact settings. The memorized report(s) option
will not appear in the Reports menu until you have memorized at least one report format.
Once you memorize a report, you can locate it in the Reports menu.
To memorize the selected report
1. On the report preview screen, click the Memorize
button.
2. On the Memorize Report window, enter the report name by which the report may be
recalled. Click Memorize.
3. When you see a window that tells you the report has been memorized, click OK.
Tip: To generate the memorized report, go to the Reports menu, click Memorized, and
then click the desired report.
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Exporting a report
After you generate an active report, you can export the report data into one of its
supported formats, such as HTML, Tab delimited, Comma delimited, and XML. For
example, you can export data into Microsoft Excel in order to add to or change the report
information for a particular client or company.
To export a report
1. On the Report Preview window, right-click your mouse and select Export. The
Export window appears.
2. In the Destination box, select the method by which you will export data. You can
select from e-mail, application, or file.
3. In the File Format box, select the type of text file to which you will export data. For
example, to export the data into Excel, you can select the Comma delimited option.
4. Click OK.
5. If you selected "application" or "file", you will see the Save As window where you
can enter the file name, and then click Save. When Store Operations displays the
Export window notifying you of the number of rows that were exported, click OK.
If you selected "e-mail", Store Operations will automatically open your e-mail
program and generate an e-mail message with the attachment of the report in the
format you specified.
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Using labels
Use the Label Wizard menu option in the Wizards menu to print your labels. The Label
Wizard guides you quickly through the label printing process.
Additionally, you can use the Label Designer menu option in the Utilities menu to
design label templates. The Label Designer offers various tools that allow you to edit
existing label styles or create the templates from scratch. After you save the customized
label template, use the Label Wizard to select the template that Store Operations will use
to generate the label(s).
Read the following and learn how to:
y
Generate Labels
y
Design Label Templates
To gain a better idea about the types of labels you can design, review the Sample Labels
topic.
Generating labels
Use the Label Wizard whenever you want to generate labels for selected items. If you
used the Label Designer to create/edit label templates, you can use the Label Wizard to
specify the desired template.
To generate labels
1. On the Wizards menu, click Label Wizard.
Note: You can also access the Label Wizard by clicking the Labels button on the
applicable windows (e.g., the Item Properties window for a selected item). When
you click this button, you will see a window that lets you define additional filter
options.
2. In the Select Item Range window, select the type of items for which you want to
generate labels. For example, choose items from a particular department/category by
selecting the Print labels for items belonging to a Department and Category
button, selecting the applicable
option, clicking the Browse
department/category, and then clicking OK.
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3. Under Selection Options, select or clear the appropriate options, and then click
Next to continue.
4. Specify which items to generate labels. To copy (add) all the items from the
Selection List to the Print List, click Add All. To add selected items, click on the
applicable item in the Selection List, and then click Add. Store Operations will add
the items to the Print List.
Tip: To quickly add multiple items to the Print List, press and hold the Control key
and use the mouse to select the applicable items.
5. Select the method by which the Label Wizard will determine the number of labels to
print for each item, and then click Set Quantity. For example, if you want to print
12 labels for each item, select the Fixed Quantity option and enter the number "12"
in the box, and then click Set Quantity.
6. Click Next to continue.
If you chose I want to print labels by scanning an item in the Select Item Range
window, the Scan Items window will appear and you can scan the items you want
to generate labels for and choose the number of labels.
7. The next window enables you to select the label format you want to use to generate
the labels. If you used the Label Designer to create/edit a particular label template,
select the template from the Label Format list. Note that you will not be able to
view the Barcode Blaster labels.
8. Click Print.
9. When Store Operations displays the Creating Print Preview window, click OK.
10. You will see the print preview of the labels. To define the page setup options, click
the Page Setup icon on the toolbar, modify the applicable settings, and then click
OK.
11. To confirm or edit the print options, click the Print Setup icon on the toolbar,
modify the applicable settings, and then click OK.
12. To generate the labels, click the Print icon on the toolbar.
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Designing label templates
The Label Designer enables you to design your own label templates. A template is
essentially a format Store Operations will use to arrange fields of information (e.g., item
description, barcode, and price) on a label.
You can also modify the label properties, such as label height, width, and number of
rows/columns. This way, you can define how many labels you want to print on a page.
Each field of information on a label template is an "object". Whenever you design or edit
label templates, modify these objects using the object property boxes and/or your mouse.
There are two ways to create a label template. You can either create a label from scratch
or use a sample label style that contains the format you want to reuse. We recommend
that unless you are very experienced with designing labels you start with a sample label
file. This way, you can quickly modify and fine-tune the template.
Read the following and learn how to:
110
y
Define the label format properties (e.g., height, width)
y
Insert label objects (e.g., graphic, barcode, text)
y
Adjust the size and positioning of label objects
y
Create a label template from scratch (a tutorial)
Store Operations User’s Guide
Defining the label format
Sometimes, individual printer drivers may interpret the label format slightly different
than other printers. Whenever you want to adjust the alignment format for printing
labels, use the Label Designer. The label properties, such as height, width, and row
space, determine the label format.
To define the label format
1. On the Utilities menu, click Label Designer.
button on the Label Designer
2. To open a sample label style, click the Open
toolbar. The sample label files included with Store Operations are in C:\Program
Files\Microsoft Retail Management System\Store Operations\LABELS.
3. Specify the file name (i.e., 12-295.lbl), and then click Open. The label file should
have .LBL as the extension. The Label Designer window will then display the label
properties for the template you selected.
4. For the Units heading, select the unit of measure (twips, inches, or cm) you want to
use.
5. For the Description heading, use the available entry fields to adjust the properties.
Whenever you adjust the Label Height or Label Width, you will see the updated
template.
6. If you want to save the format, click the Save
button.
7. On the Save As window, enter the description in the File name box. Or, you can
accept the existing name.
8. Click Save. You can then insert and/or edit label objects.
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Inserting label objects
Whether you create your label from scratch or modify a sample label template, you can
add different types of objects, such as text, fields, barcodes, boxes, lines, and pictures.
Although the following example shows you how to add a picture to the label template,
the standard procedures for inserting an object (e.g., object, text, or box) are similar.
Tip: Use your mouse to quickly resize your label objects. Whenever you add objects to
your labels, right-click your mouse on the desired object. As you hold down the mouse
button, move your mouse to resize the object.
To add a graphic file to the label template
1. On the Utilities menu, click Label Designer.
2. To open a sample label style, click the Open
button on the Label Designer
toolbar. The sample label files included with Store Operations are in C:\Program
Files\Microsoft Retail Management System\Store Operations\LABELS.
3. Specify the file name (e.g., 12-295.lbl), and then click Open. The label file should
have .LBL as the extension. The Label Designer window will then display the
label's description (e.g., Avery Label 12-295), property information, and graphical
layout. The following sample label displays some of the standard label objects.
4. Click the Insert Object
button on the Label Designer toolbar. Store Operations
inserts the Caption field on the label template.
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5. Click on the Caption field. At this point, you can use the Type drop-down list box
on the Label Designer window to assign the object property (e.g., Text, Barcode).
Because you want to add a graphic file, use the Type field to select Picture.
6. To select the graphic file, click the Browse
list box.
button in the Caption drop-down
7. On the Open window, specify the file name, and then click Open. You will see the
graphic on the label template.
8. Under the Object Properties heading, use the Top, Left, Height, and/or Width
fields to position and size the graphic. You can also use the mouse and click-anddrag the object to the desired position.
Note: Depending on where you want to place the graphic, you may have to use the
Object Properties fields to adjust the position and size of the other objects.
9. To save the format, click the Save
button.
10. On the Save As window, enter the description in the File name box. Or, you can
accept the existing name.
11. Click Save.
Note: Your printer may not be able to use label graphics. Refer to your printer's manual
for more information.
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Adjusting size and position of label objects
One of the ways you can edit a label style is to adjust the size and positioning of the label
objects. You may want to resize the text box so that your printer does not chop off the
first line of text. Or, you might want to decrease the size of the barcode and enlarge your
store name field. Use the Label Designer to modify the object properties.
To adjust the object size and position
1. On the Utilities menu, click Label Designer.
button on the Label Designer
2. To open a sample label style, click the Open
toolbar. The sample label files included with Store Operations are in C:\Program
Files\Microsoft Retail Management System\Store Operations\LABELS.
3. Specify the file name (e.g., 5161.lbl), and then click Open. The label file should
have .LBL as the extension. The Label Designer window will then display the
label's description (e.g., Avery Label 5161), property information, and graphical
layout. The following sample label displays some of the standard label objects.
4. Click on the object (e.g., Barcode, Price Field) whose properties you want to
modify. For this example, click the Barcode on the label layout.
5. Under the Object Properties heading on the Label Designer window, modify the
applicable Top, Left, Height, and/or Width fields. Once you adjust the number(s),
you will see the updated graphical layout. You can also use your mouse to adjust the
positioning of the objects. Just click-and-drag the object to the desired position.
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6. If you modified the label and want to save the format, click the Save
button.
7. On the Save As window, enter the description in the File name box. Or, you can
accept the existing name.
8. Click Save.
Creating label template from scratch
You can create a label template without using an existing label style. We recommend,
however, that you first practice using the sample label styles included with Store
Operations in C:\Program Files\Microsoft Retail Management System\Store
Operations\LABELS.
Use the following tutorial to learn about all the label objects and their associated
functions.
To create a new label template
1. On the Utilities menu, click Label Designer.
2. On the Label Editor window, click the New
button.
3. In the Description field, enter the name by which the label template will be
referenced.
4. For the Units heading, select the applicable unit of measurement (Twips, Inches,
Cm).
5. Use the Label Properties fields (e.g., Label Height, Label Width, Rows) to define
the label format used for printing. When you enter the Label Height/Width, you will
see the layout on the right side of the Label Designer window.
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6. On the Label Designer toolbar, click the Insert Object
Caption box appear on the label layout.
button. You will see a
7. Click on the Caption field you just inserted onto the layout. You can then edit the
Object Properties.
8. In the Name field, enter the name (e.g., Barcode) by which the object can be
referenced.
9. Using the Type drop-down list box, select the type of object you are creating. For
this example, select Barcode.
10. On the layout screen, use your mouse to click-and-drag the barcode object to the
desired position.
11. In the Label Height and Label Width fields, enter the applicable measurement.
12. To add another object, click the Insert Object
Caption box appear on the label layout.
button again. You will see a
13. Click on the Caption field you just inserted onto the layout.
14. In the Name field, enter the name (e.g., ItemLookupCode) by which this object can
be referenced.
15. Use the Type drop-down list to select Field.
16. Use the Caption drop-down list to select Item LookUpCode.
17. On the layout screen, use your mouse to click-and-drag the Item LookupCode object
to the desired position.
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18. Under the Object Properties heading, use the applicable fields to adjust the object's
height and width.
19. Click the Font
button to define/modify the font name, style, color, and style.
20. Use the alignment buttons to align the text.
21. To add another object, click the Insert Object
20 to create a Price object.
button again, and follow steps 13-
22. To add another object, click the Insert Object
button again.
23. Click on the Caption field you just inserted onto the layout.
24. In the Name field, enter the name (e.g., Text) by which this object can be
referenced.
25. Use the Type drop-down list to select Text.
26. Use the Caption field, type the text as it will appear on the label (e.g., "Always the
Best Price!").
Tip: Ensure that your Text field is slightly larger than the selected font size;
otherwise, the text will not print.
27. On the layout screen, use your mouse to click-and-drag the Text object to the
desired position.
28. Under the Object Properties heading, use the applicable fields or your mouse to
adjust the object's height and width.
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29. Click the Font
button to adjust the font name, style, and size. You can also use
the alignment buttons to position the text. Note that your text field should be slightly
larger than the font size; otherwise, the text will not print correctly.
30. To add another object, click the Insert Object
button again, and follow steps 1320 to create both a Store Name object and Description object. Make sure to select
the Type and Caption fields that are applicable to the object you are creating.
31. To add a picture to the label, click the Insert Object
button again.
32. Click on the Caption field you just inserted onto the layout.
33. In the Name field, enter the name (e.g., Picture) by which this object can be
referenced.
34. Use the Type drop-down list to select Picture.
35. In the Caption field, click the Browse
button.
36. On the Open window, specify the applicable graphic File name, and then click
Open.
37. On the layout screen, use your mouse to click-and-drag the graphic object to the
desired position.
38. Under the Object Properties heading, use the applicable fields to adjust the object's
height and width.
39. To add a picture to the label, click the Insert Object
button again.
40. Click on the Caption field you just inserted onto the layout.
41. In the Name field, enter the name (e.g., Box) by which this object can be referenced.
42. Use the Type drop-down list to select Box.
43. On the layout screen, use your mouse to click-and-drag the graphic object to the
desired position.
44. Under the Object Properties heading, use the applicable fields to adjust the object's
height and width.
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45. To save this label template, click the Save
button on the Label Designer toolbar.
46. On the Save As window, enter the description in the File name box. You must save
this label file in C:\Program Files\Microsoft Retail Management System\Store
Operations\LABELS.
47. Click Save.
You can now use this template in the Label Wizard to generate labels.
Sample labels
The following are just a few of the many ways you can customize your labels. Note that
some of these graphic labels may not be printed depending on your printer capabilities.
Use only the barcode and item lookup code
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Display a picture of the item
Display your company logo
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Display sale prices and text messages
Include detailed item information, such as the serial number
Display all the currency rates for a selected item
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Processing receipts and journals
Viewing journals
The journal contains all the transactions that have occurred on the current register since
the last Z report was processed.
To view journals
1. On the Journal menu, click View.
2. Use the available drop-down list boxes on the Journal Viewer window to search for
the desired receipt journal. You can search by register, batch number, and/or receipt.
3. You can also click Lookup to specify the range of dates, and then scroll through all
the receipt journals. Select the applicable receipt, and then press Enter.
4. On the receipt print preview screen, click Print to generate the receipt or click
Close to exit.
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Using receipts
You can select the receipt format that will be used for various transaction types. Create
as many receipt formats as you would like. The Receipt Formats menu option enables
you to print different receipt headers and formats on different registers.
Note: You can not use existing receipts from QuickSell 2000. You can only use XML
receipts.
To create a receipt format
1.
On the Database menu, click Registers, and then click Receipt Formats.
2. Click New. You can also click Copy to copy values from an existing record.
3. In the Title box, enter the name of the receipt format (e.g., "Basic Receipt - 40").
4. In the Description box, enter the applicable description (e.g., "Standard Receipt - 40
col").
5. Define the receipt template-styles (e.g., Style B -- 40 col) for each transaction type.
To load a receipt, click the Browse
button and select the applicable receipt
template. Note that the receipt template file must have the .xml extension. Store
Operations will not accept receipts with the .rct file extension.
6. Click Properties to set up or modify the receipt attributes. Store Operations allows
you great flexibility for customizing your receipts. For example, you can create
desired text lines (e.g., "Thank You For Shopping At Village Sports") that will
appear on the receipt. The Receipt Preview will show a graphical representation of
the receipt so that you can quickly make the appropriate edits.
7. Click OK to save the information. Store Operations will store both the original
receipt template and modified copy. To save this template as a separate file, click
the Save As button, enter the applicable filename, and then click Save.
8. When you have finished creating your receipt(s), click OK to save the information.
You can then assign the receipt format to the applicable register(s).
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Assigning a receipt format to the register(s)
After you create the receipt formats, you can assign them to the applicable register(s).
To assign a receipt format to a register
1. On the Database menu, click Registers, and then click Register List.
2. Select the register to which you want to assign the receipt format, and then click
Properties.
3. Depending on which receipt printer you want to use the receipt, click either the
Receipt Printer 1 or Receipt Printer 2 tab.
4. Under the Receipt Printing heading, select whether you want the receipt to print
automatically after each transaction or if you want Store Operations to ask the
cashier whether or not to print a receipt after each transaction.
5. Select (check) the 'Journal receipts from this printer' option.
6. In the Receipt Format box, enter the name of the receipt you want to print for this
button to display the Receipt Formats window from
register. Click the Browse
which you can select the desired receipt format.
7. Click OK to save the information.
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Closing open and blind closed batches
After you perform a blind closeout from the point-of-sale, you can use the Manager
program to enter closing amounts and/or generate X and Z reports. This way, you do not
have to count your drawer in front of the public.
To close a batch
1. On the Journal menu, click the Update Batch Info option.
2. Specify the applicable filter criteria, and then click OK. The Open and Blind
Closed Batches report appears.
3. Move your mouse over the entries in the Batch column until the cursor changes to a
magnifying glass.
4. Select the batch you want to close, and then double-click your mouse. The Batch
Number window appears.
5. Using your arrow keys, select the desired task (e.g., Enter Opening Amount; Enter
Closing Amount; Generate X Report; Generate Z Report), and then click OK.
6. If you selected the Enter Opening Amount or Enter Closing Amount option,
enter the register amount in the applicable tender(s), and then click OK. Tip: To
update the Open and Blind Closed Batches report, click the Refresh
button.
7. If you selected the Generate X Report or Generate Z Report option, Store
Operations will print the applicable report.
After you close your batch, you can go to the Reports menu, click Miscellaneous, and
then click Batch List to view all your open and closed batches.
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Posting closed batches
After you assign your GL Accounts, you can post the closed batches. When you use the
Post Closed Batches menu option, you export the register batches into a designated
accounting software format.
Before posting closed batches, the accounting software needs to be selected. Click
Configuration on the File menu and then click the Accounting tab. Use the selected
accounting software or select a new program.
To post closed batches
1. On the Journal menu, click Post Closed Batches. The Post Closed Batches dialog
box opens.
2. Click Dates to select a starting and ending date. All batches closed within this date
range are listed.
3. Select the closed batches you want to post.
4. In the File Name box, select or enter a file name and location for the exported data.
If you are exporting directly to QuickBooks 2003, the File Name box will not be
displayed.
5. Click Post to export the data.
Settling credit and debit card transactions
When you tender a credit or debit card sale and receive authorization, the authorization
simply means the customer’s account has enough available credit at that time to cover
the sale. No funds are transferred until you settle the transaction.
Important: To avoid the possibility of double settlements, make sure you settle the
transactions from a single register.
To settle credit and debit card transactions
1. In Store Operations Manager, click Settle EDC Batches on the Utilities menu.
Store Operations displays the Settle EDC Batch window with a list of all pending
credit and debit card transactions. To see details of a particular transaction, select
the transaction and click View. When you finish, click Close.
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2. Click Settle, and then click Yes to settle the transactions or click No to cancel.
Store Operations sends the transactions to payment provider. When all the
transactions have been settled, Store Operations displays a confirmation that the
transactions settled.
3. Click OK.
Notes:
y
Locations using dial-up connections should perform settlements during off-peak
hours.
y
To view a report of all authorized credit and debit card transactions, including
returns and voids, click Miscellaneous on the Reports menu, and then click
Electronic Draft Capture Detail. For more information about reports, see
“Generating Reports”.
y
If there is an interruption in the settlement process, such as a connection failure with
your Internet service, Store Operations displays an error message telling how many
transactions were settled before the interruption. You should settle the remaining
transactions when service is restored.
y
If any transactions contain errors, Store Operations settles all the other transactions
and then displays an error message. Click OK to display the Report Filter dialog and
then click OK to display a list of the transactions with errors.
To check a transaction’s receipt for errors, double-click its Transaction Number.
Press CTRL+LEFT or RIGHT ARROW to see both pages of the receipt.
You must call the payment provider (i.e., Citibank) to inquire about these
transactions and arrange for payment. See your welcome letter for the appropriate
phone number.
y
If there is an error in any of the configuration settings, none of the transactions settle
and Store Operations displays an error message. You should close Manager, start
Administrator, check and correct the settings according to the setup and
configuration instructions in the Getting Started Guide, and then restart Manager.
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Housekeeping
Backing up your database
You should back up your Store Operations database regularly. It's very important to do
this because in case you experience a system failure or natural disaster, you can retrieve
the backup copy and restore your data. You should back up your database onto a device
(hard disk or tape) that is different from the one you are using.
You can back up your database in either the Administrator or Manager program.
To back up the Store Operations database
1. Start the Manager program.
2. On the Utilities menu, click Backup Database.
3. On the Save As window, select the drive and folder on which you want to save the
backup file.
4. In the File name box, enter the name of the file by which this backup file can be
referenced.
5. In the Save as type box, select the Backup files (*.bck) type.
6. Click Save. The Backup/Restore window appears and displays the backup progress.
7. If you saved the database successfully, you will see a window that notifies you that
"Backup is complete." Click OK.
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Reference
As you use Store Operations, you may want to look up a particular menu command or
feature description. The following sections navigate you through all the Manager
screens, explaining each menu option, command, window, and feature.
y
File menu
y
Database menu
y
Inventory menu
y
Journal menu
y
Wizards menu
y
Reports menu
y
Utilities menu
File menu
The commands in the File menu help you to set up and configure your database. They
also let you define your security structure and restrict cashiers' access to the Manager
program.
In the File menu, you will find the following menu options:
y
Configuration - Defines the store's contact information and other parameters,
including layaway options, store credit account options, tax methods, accounting
programs, and custom fields. You should set the menu option parameters according
to your store policies and operating procedures. There are separate tabs for each
logical grouping of information.
y
Security - Limits cashiers' access privileges to the Manager and POS programs
y
Exit - Closes Store Operations
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Configuration option
Captions button
In addition to standard customer, supplier, and item information, Store Operations
provides up to 15 user-defined fields that you can use to store additional information.
Use these data fields to store customer information that is unique to your store.
You can assign field names and then enter the data in Manager or POS. Store Operations
displays the custom fields on the Additional tab in the Customer Properties and Supplier
Properties windows and on the General tab of the Item Properties window.
The field names can be used as criteria for your report selections in Crystal Reports. For
example, set up a date field to track the birthdays or anniversaries of your customers.
Text Fields: Enter a name in each box for user-defined text fields for customers and
suppliers. These names can be changed any time.
Numeric Fields: Enter a name in each box for user-defined numeric fields for customers
and suppliers. These names can be changed any time.
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Date Fields: Enter a name in each box for user-defined date fields for customers and
suppliers. These names can be changed any time.
Sub Description 1, 2, & 3 (Item tab): Enter a name in each box for user-defined text
fields for items. These names can be changed any time.
Store tab
Use the Store tab to enter or view the store name, address, and phone numbers. The
information provided here will be used on purchase orders, reports, and labels.
Name: The name of your store.
Address: Your store's street address. Use the second line for more information.
City: The city in which your store is located.
State: The state in which your store is located.
Zip: The zip (postal) code for your store.
Country: The country where your store is located.
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Phone: The main telephone number for your store.
Fax: The fax-line phone number for your store.
E-mail Address: Your store's general e-mail address.
Ordering tab
Before you process layaways, work orders, back orders, or quotes at the point-of-sale,
you must define the expiration period and the minimum deposit. If the layaways and
orders features are not used, the information displayed in this tab is ignored.
Layaway:
Expiration: The maximum number of days customers have before they must pay the
total layaway amount, including the day when the item is placed on layaway.
Deposit: If you plan to require deposits on layaways, enter the minimum percentage of
the sale the customer must pay as a deposit when the item is initially placed on layaway.
The deposit must be in the form of something other than the layaway tender (e.g., cash,
check, or credit card).
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Work Order:
Due Days: The default number of days from when the work order is created until it is
ready. Store Operations computes the due date and displays it in the work order header at
the point-of-sale. This saves the cashier time in entering the work order comment.
Deposit: The minimum percentage of the sale the customer must pay as a deposit when
the work order is initially created.
Back Order:
Expiration: The maximum number of days after the initial back order that the expiration
occurs.
Quote:
Expiration: The maximum number of days customers have before the sales quote is no
longer valid.
Inventory tab
Use this tab to specify the way in which Store Operations will update costs of inventory
received and determine which item price to display at the point-of-sale.
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Cost Update Method:
Store Operations can automatically update the cost of each item received through
purchase orders and inventory transfers. Specify which cost update method Store
Operations should use when items are received.
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y
None: Select this method if you do not want to change existing item costs when
purchased items are received.
y
Last Cost: Select this method if you want to replace existing item costs with
received costs shown on purchase orders. For example, assume that you have in
stock 20 hammers that cost $10.00 each. You then order 10 more hammers that cost
$12.00 each. If the last cost method is selected, Store Operations automatically
changes the cost for the hammers to $12.00 when the 10 hammers are received.
y
Weighted Average: Select this method if you want Store Operations to update the
item cost based on an average cost of all units of that item. When you receive new
items, Store Operations adds the total cost of the unit received to the total cost of the
existing units. This total cost is then divided by the total number of units on hand.
For example, assume you have in stock 20 hammers that cost $10.00 each. You then
order 10 more hammers that cost $12.00 each. If the weighted average cost method
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is selected, Store Operations automatically changes the cost to $10.67 when the 10
hammers are received. Look at the following computation:
Total cost = 20 hammers @ $10.00 each + 10 hammers @ $12.00 each = $320.00
Weighted average cost = $320.00 / (20 hammers + 10 hammers) = $10.67
Price Calculation:
The method Store Operations will use to determine which item price to ring up on the
POS transaction screen.
y
Use Minimum Price: Considers the Quantity Discount, Level, Sale, and Buydown
prices, and then calculates the price that is the lowest.
y
Use Level if it exists; otherwise, use minimum: Calculates the price based on the
defined price level for the item. If the price level does not exist, Store Operations
will use the Minimum price.
y
Prioritize in order of: quantity discount, level, sale, then buydown: Store
Operations uses the quantity discount price. If no quantity discount exists, Store
Operations uses the price level. If no price level exists, Store Operations uses the
sale price. If no sale price exists, Store Operations uses the Buydown price.
Options tab
The options provided in this tab allow you to configure Store Operations to implement
your store policies and operating procedures. Be careful when you select these options
because they will affect all cashiers and POS stations. Use the scroll bar to review the list
of options and double-click on the check box to select or clear each option.
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Customer options
Allow new customers at POS: Allows cashiers to create new customer accounts and set
up all related information, such as credit limit, discount, price level, and tax exempt, at
the POS station.
Always display 'Find' window for Customers: If selected, the 'Find' window will
always be displayed instead of the standard Customers list. This setting is especially
useful for a very large customer database. The Find window enables you to search for
customers that contain a specific word, phrase, or category (i.e., account number, last
name, company, city, phone number, etc.).
Connect to HQ to get a customer’s open ARs: If selected, Store Operations will
connect to Headquarters and retrieve all the open accounts receivable for a global
customer each time you open the Properties window or the Receive Payment window for
that customer.
Note: You must have Microsoft Retail Management System Headquarters and an
Internet connection to use this option. Your stores must connect to Headquarters
regularly for their accounts receivables to be available.
Enable global customers for multi-store: Configures the system to use global
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customers in a multi-store environment. This option should only be used with the
Headquarters software.
New customers default as global customers: Defaults all new customers to global
customers. Use only with Headquarters software.
Prompt for customer selection: Prompts the cashier to select a customer account after
logging on, completing a sale, or canceling a sale.
Require customer selection for orders: Requires the cashier to select a customer
account before generating a work order.
Require customer selection for quotes: Requires the cashier to select a customer
account before generating a quote.
Require customer selection for sales: Requires the cashier to select a customer account
before processing any tender amount for every sale. A reminder message will be
displayed if the tender key (F12) is pressed while there is no selected customer.
General options
Don’t remember list sorts: If selected, Store Operations will always display the Item
and Customer lists sorted by the first column in ascending order. Otherwise, Store
Operations will display the Item and Customer lists in the order they were last sorted.
Enable RMS Network Service: Enables you to connect to the RMS Network (a private
network) in order to retrieve orders from Web stores and to publish data via the Internet
regarding in-store inventory, quantity, and pricing in real-time. An Internet connection
and a subscription to the RMS Network is required.
Force open/close amounts: Forces the cashier to enter opening and closing amounts
before a close-out (i.e. performing a Z report).
Mask credit card numbers: Tells Store Operations to mask all but the last four digits of
credit card numbers.
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Require decimal entry: Requires the cashier to enter a decimal point in all numbers to
indicate a fraction of the currency. If this option is cleared, a two-digit decimal place
value is assumed. For example, entering "1000" will be interpreted as $10.00 (U.S.
dollars).
Suppress backup reminder: Does not display the backup reminder message when
exiting the Manager program.
Item options
Always display 'Find' window for Items: If selected, the 'Find' window will always be
displayed instead of the standard Items list. This setting is especially useful for databases
with a very large number of items. The Find window enables you to search for items that
contain a specific word, phrase, or category (i.e., lookup code, description, department
name, notes, etc.).
Calculate cost of kits: Automatically calculates the cost of a kit item from the costs of
the items contained in the kit.
Display out of stock: Displays a warning message when the cashier attempts to sell
more than the in-stock quantity of the item. This option is useful in mail order
operations.
Display unknown item screen: When the cashier rings up an unknown item, Store
Operations displays a message requiring the cashier to press the ESC key to continue.
Do not allow sale of items when out of stock: Does not allow the cashier to sell items
that are out of stock (quantity available is less than or equal to 0).
Look up unknown items: Displays the Items window screen at the point-of-sale
whenever an entered item lookup code does not match any item lookup code in the
database. The Items window will display the items that match the code entered.
Otherwise, if this option is not selected, Store Operations will not do anything with the
entered lookup code.
Mark journal receipts as duplicates: Store Operations prints each page of journal
receipts with the watermark “DUPLICATE.”
Show Item Extended Description: If selected, the information displayed in the
Extended Description field on the Item menu option's General tab will also be
displayed in the line item entry on the POS transaction screen. The item's extended
description can include any additional detailed information that describes the item.
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Show Item Notes: If selected, the information displayed in the Item menu option's
Notes field will also be displayed in the line item entry on the POS transaction screen.
The item notes field can contain any comments that pertain to the particular item/feature.
Show Item SubDescriptions: If selected, the information displayed in the Sub
Description 1, 2 or 3 fields on the Item menu option's General tab will also be
displayed in the line item entry on the POS transaction screen. The subdescription fields
can contain additional item attribute information.
Show previously defined Item SubDescriptions: If selected, Store Operations will add
drop-down list boxes to an item's Sub Description fields, which list all the previously
defined sub descriptions. For example, assume you plan to use the Sub Description fields
to categorize items into several different sub categories. Rather than manually entering
the category/description information for each item, you would enter the information once
on the item's General tab. Store Operations will save all the defined sub descriptions.
The next time you create or edit an item, you can simply choose from a list of all of
them.
Update supplier cost from Purchase Order: When an item is received either from a
purchase order or inventory transfer order, Store Operations will automatically update
the item's supplier cost to the last cost of the item. Similar to the 'Last Cost' option on the
Inventory tab, this option will only update the cost for the supplier from whom the order
was received.
POS options
Automatic shipping: Automatically adds the default shipping carrier and service (as
defined on the Configuration option's Shipping tab) to every new transaction. If
necessary, you can change this information at the point-of-sale by pressing Shift-F1.
Don’t round food stamps: Store Operations will not round food stamp transactions up
to the nearest dollar.
Enable back orders: Creates a back order when the cashier attempts to sell more than
the in-stock quantity of the item. If this option is cleared, the on-hand item quantity will
be displayed as a negative value in the database. For the back order function to work
correctly, a customer account must be selected for the transaction.
Force logon each sale: Displays a logon screen and requires the cashier to enter a user
name and password after each sales transaction.
Print no sale receipt: Prints a receipt when a "no sale" action is performed.
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Prompt for details on transactions: Prompts the cashier to enter the details (e.g.,
reference number, comment) for every transaction. The Transaction Information window
will appear at the beginning of each sales transaction. If desired, the cashier can later
modify this information during the transaction by pressing SHIFT-F9.
Prompt for sales representative: Prompts the cashier to select a Sales Rep at the
beginning of each sale.
Record item comments: Stores any item comments that are entered or modified at the
point-of-sale in the transaction's history when the transaction is completed. This will
cause the database to grow in size and should only be used if the item comments need to
be tracked.
Require full deposit on back orders: Requires the cashier to collect 100% deposit from
the customer for a backordered item. Select this option if you want your customers to
pay for an item that you will make available to them later.
Require sales representative: Requires the cashier to select a sales representative
before processing any tender amount for every sale. A reminder message will be
displayed if the tender key (F12) is pressed while there is no selected sales rep.
Return local currency: Displays change in local currency. Otherwise, it will display the
change in the foreign currency tendered.
Save tender information with quotes: Saves all the tender information with a sales
quote, for example, totals, taxes, and credit card information.
Share the OPOS printer with other applications: Select this option if the Manager
and POS programs are running on the same machine and you want them to share the
OPOS printer. Note that if you share the printer with the Manager program or any other
application and also use graphic logos, the printer will take a longer time to print
receipts.
Show bin location on pole display: If you have specified a bin location for an item,
Store Operations will display the bin location rather than the item’s description on the
pole display during a transaction. You can specify a bin location in the item’s Properties
window.
Use change calculator: Presents a change calculator to assist the cashier in counting
back foreign currency changes.
Utilize random weight EAN codes: Uses random weight EAN codes.
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Utilize random weight UPC codes: Enables price embedded bar codes.
Purchase order options
Allow edit of closed purchase orders: Allows the editing of closed purchase orders.
Caution: Editing closed purchase orders can cause problems when integrating with
accounting programs.
Reason code options
Prompt for reason code on account adjustments: If selected, Store Operations will
display a window prompting the user to enter a reason code for any change made to a
customer's account.
Prompt for reason code on discounts: If selected, Store Operations will display a
window prompting the cashier to enter a reason code for any customer discount.
Prompt for reason code on manual inventory adjustments: If selected, Store
Operations will display a window prompting the cashier to enter a reason code whenever
he adjusts the inventory. For example, if the cashier changes the On-Hand quantity of an
item, Store Operations displays the Reason Codes window.
Prompt for reason code on no sales: If selected, Store Operations will display a
window prompting the cashier to enter a reason code for any No Sale transaction.
Prompt for reason code on returns: If selected, Store Operations will display a
window prompting the cashier to enter a reason code during any return transaction.
Prompt for reason code on tax changes: If selected, Store Operations will display a
window prompting the cashier to enter a reason code during any change of tax.
Reason code required on account adjustments: If selected, the user must enter a
reason code for using the Customer menu option's Account Information tab to make an
adjustment to a customer's account.
Reason code required on discounts: If selected, the cashier must enter reason codes for
all customer discounts.
Reason code required on drops: Requires the cashier to enter a reason code when
performing any kind of cash drop.
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Reason code required on manual inventory adjustments: If selected, the cashier must
enter reason codes on any manual quantity adjustment of inventory. The reason code(s)
will appear whenever the item quantity is changed using the Items menu option or the
Quick Assist Wizard.
Reason code required on no sales: If selected, the cashier must enter reason codes for
any No Sale transaction.
Reason code required on payouts: Requires the cashier to enter a reason code when
performing any kind of payout.
Reason code required on returns: If selected, the cashier must enter reason codes for
all returns.
Reason code required on physical inventory adjustments: Store Operations will
prompt for a reason code when making physical inventory adjustments.
Reason code required on tax changes: If selected, the cashier must enter a reason code
for any changes made to the tax.
Serial number options
Allow POS serial number creation: Allows the cashier to create new serial numbers at
the point-of-sale terminal.
Enforce unique serial numbers: Forces the cashier to select unique serial numbers for
each time. No duplicates will be allowed.
Require serial number at the POS: Requires the cashier to enter the serial number for
each serialized item sold.
Require serial number when receiving inventory: Store Operations will prompt for a
reason code when receiving inventory against a purchase order.
Synchronize quantity with serial numbers: Updates the item's quantity whenever a
new serial number is added for either a serialized or voucher item.
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Multi-Store tab
You will use the options in this tab only when there are multiple stores in your retail
chain and you are using Headquarters.
In a multi-store installation, Headquarters administrator assigns the Store ID a unique
number. Once your store is on-line and you have synchronized its database with the head
office database, you cannot change this number.
For a single store, this number is always set to 0.
Accounts tab
This tab enables you to specify the date of the month on which accounts will be closed
and to also set the default account type. If your store does not use in-house charge
accounts, you can ignore the information on this tab.
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Day of the month that accounts will be closed on: The date of the month on which
Store Operations will close the billing cycle for all accounts. For each customer charge
account, Store Operations determines if any items were purchased using the customer
account within the closed billing cycle. The date shown represents the beginning and
ending dates. Any items purchased or returned within this period will affect the
customer's account balance. This date also determines when a finance charge will be
assessed, if necessary.
Default account type for new customers: If you specify an account type in this field, it
will automatically default as the account type for each customer that is created in your
database. To set up your account types, go to the Database menu and click Account
Types. After you define the accounts, you can then use this option to select one as the
default type. To manually change the account type for a specific customer, go to the
Database menu and click Customers. After you select the customer account and click
Properties, click the Account Information tab and manually change the Account Type
field.
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Sales Tax tab
Use this tab to specify which method of taxation should be applied to all items in the
store. The tax exclusive system is used in the United States. In this tax system, the item
price (as shown on its label) is the price before tax. The applicable tax is computed and
then paid by the customer when the item is sold. In some foreign countries, value added
tax (VAT) is used. In this tax system, the applicable tax is included in the item price (tax
inclusive).
Method of Taxation:
Tax-Exclusive: Select this method if your store is located in the United States, or if the
tax exclusive system is used.
VAT / Tax-Inclusive: Select this method if VAT tax is applicable. If VAT tax is used,
the VAT Registration Number is usually required and should be entered. This number
will appear on VAT tax-related printouts, such as receipts and tax reports.
Tax Schedule Basis:
Store Operations multi--channel features enable you to apply tax based on the item sold
or where the customer is located. For example, the destination address where the items
will be shipped to.
Assign tax schedules on a per item basis: Store Operations applies the tax schedule
that is assigned to the particular item. Select this option if you do not have a Web store
or will not sell through catalog/mail order.
Assign tax schedules on a per customer basis: Select this option if you have a Web
store or plan to use Store Operations for catalog/mail order. For each customer, Store
Operations applies the tax schedule based on the information defined in the next two
field boxes. For example, you might charge different types of taxes based on the city or
state where the goods will be shipped to. When you select this option, the Item Taxes
menu option changes to the Customer Taxes option.
Assume, for example, you have a Web store. You would most likely have customers
from states where different sales tax rates will apply. You would not want to assign tax
schedules on a per item basis because every customer would be charged the same sales
tax no matter where they lived. By assigning the tax schedules based on the customer,
you can charge the correct sales tax for each region.
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Customer field for tax matching:
You can base the sales tax on the customer's country, state, city or zip code. For
example, assume you wanted to charge the sales tax based on the customer's state.
Because each state charges different sales taxes, you need to set up each state's sales tax.
To do this, first select the Assign tax schedules on a per customer basis option. Then
use the Customer field for tax matching drop-down list box to select State. Click OK
to save the information.
Next, use the Database menu's Sales Taxes option to set up your tax tables (e.g.,
California County Tax, California Local Tax, etc.). Then use the Database menu's
Customer Taxes option to set up the tax that will be applied to each customer. A
customer tax may consist of up to ten sales tax codes. Using the example of assigning tax
schedules based on the customer's state, you would define the customer tax for
California, New York, Colorado, Texas, Washington, etc.
It is extremely important to set up a convention that sets the customer tax Code equal to
the customer's state. For example, when you set up your customer accounts, pay
attention to how you enter the customer's billing address. If you plan to assign taxes
based on the customer's state, determine if you will use the abbreviation (i.e., CA) or will
spell out the entire state name (i.e., California). Whatever way you chose, you must use
the same convention for defining the customer's tax code.
For example, assume you entered only the state's abbreviation for every customer's
billing address. After you click Customer Taxes from the Database menu, click New.
In the Description field, enter the name of the customer tax (i.e., California Sales Tax).
In the Code field, make sure that the code follows the same convention for the
customer's state. Because you abbreviate the state for each customer account, enter the
state's abbreviation in the Code field.
This way, whenever a customer purchases an item and the letters 'CA' are in his
account's State field, Store Operations will charge the tax whose code is 'CA'.
Walk-in customer tax group:
If you assigned the tax schedule based on the customer, you can also set up a tax for a
"walk-in" customer - a customer that pays for and picks up the goods at your store. This
feature is especially useful if you primarily sell through catalog/mail order but also allow
local customers to come in and buy at your store. For example, if your store is located in
California, you can charge California State Tax to customers that literally walk in to your
store and buy your products.
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Tender tab
Use this tab to specify the default tender change and the voucher expiration.
Default Change Tender: If you have already set up your store's tender types, you can
select one as your default for issuing change. For example, if you accept debit cards and
give cash back with purchases, you must have “Cash” chosen as the default change
tender.
Note: Before you can select a default change tender, use the Tender Types menu option
to set up all the different tenders your store will use.
Voucher Expiration: The maximum number of days customers have before the voucher
(gift certificate/card) is no longer valid. You must use the Tender Types menu option to
create a Voucher tender. This allows your customers to redeem vouchers at the POS.
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Accounting tab
You can export information from Store Operations to several popular accounting
programs. Use this tab to specify which accounting software you use.
Accounting software: Choose which accounting software you use.
Company File: If QuickBooks 2003 is selected, the company file is retrieved to allow
Store Operations direct connection with QuickBooks. For more information, see
“Exporting to QuickBooks directly”.
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Security option
Set Security
The Set Security menu option allows you to work in security mode. In this mode, you
can assign access privileges for every control (field, menu entry, selection box, button,
etc.) in the Manager program. When you click Set Security from the File menu, you will
see the Security Mode window, which informs you that the system is now in security
mode.
In Security mode, you can select any menu or window and define the security privileges.
Setting Security for Entire Menu
To set the security for the applicable menu(s), enter Security Mode, and then click
CTRL-ALT-S. When Store Operations informs you that the system is now in menu
security mode, click OK. Select the desired menu or menu option, and then right-click
your mouse to define the security behavior.
Note: If you disable a menu option (i.e., Quick Assist), Store Operations will
automatically disable the associated button on the main interface's toolbar.
Setting Security for Individual Window Controls
Similarly, to define security behaviors for individual field boxes or controls on any given
window, select the window, press CTRL-S, and then click on the applicable field to
display the Security window.
For detailed instructions on how to set up a security level, see “Setting Up a Security
Level”.
Depending on which window is displayed, Store Operations will highlight each control
with the applicable color. The colors are as follows:
Blue = Control can be both viewed and modified.
Red = Control has some type of access restriction.
Yellow = Control is currently selected by the cursor.
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After you assign the access privilege to a particular control, you will see the control type
listed in the Security Manager window. You can access the Security Manager by going
to the File menu, clicking Security, and then clicking View.
Note: If you do not have Administrator Rights, you cannot set up security levels.
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Security Manager
To access the Security Manager window, click View from the Security menu option.
After you assign the access privilege to a particular control, you will see the control type
listed in the Security Manager window. If you have not defined any security features,
the Security Manager window may be blank. For information on how to define your
security level and assign it to the applicable employees, see “Setting up security
structure”.
Whenever you assign access privileges to a particular control, the Security Manager will
list the control type along with its corresponding form name, class name, control index,
and behavior (i.e., viewable, changeable, or hidden). This way, you can use this one
window to edit an entire security level.
To quickly modify the privilege assigned to a control, click the applicable field in the
Behavior column and use the drop-down list box to select the applicable behavior.
Note: The standard shipment has all the commands and functions enabled. When you
receive the software, you need to build your security structure and set up each level. To
do this, use the Set Security command to enter security mode. Then press CTRL-S on
any screen to set the security for the applicable controls. To save the security controls,
press CTRL-S again. You can also press CTRL-ALT-S to set the security for menu
options. You will then see the control(s) listed in the Security Manager.
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Database menu
The Database menu enables you to view, enter, and modify any information in your
Store Operations database.
In the Database menu, you will find the following menu options:
152
y
Items - Define, view, and edit detailed information for all your inventory items.
y
Item Messages - Include special notes or comments about a particular item
y
Departments and Categories - Organize your items into logical divisions
y
Item Taxes - Define multiple tax schedules and tax computations
y
Sales Taxes - Define sales tax codes
y
Currencies - Define the properties for the local currencies
y
Tender Types - Specify the types of tender you will accept at your store
y
Cashiers - Set up and manage cashier accounts and access privileges
y
Sales Reps - Set up and manage sales rep accounts and commission schedules
y
Time Clock - View and edit the time card entries
y
Customers - Enter and maintain information on your customers
y
Checks - List the checks that follow your positive or negative check verification
scheme
y
Account Types - Define the types of accounts your store(s) will use
y
Suppliers - Enter and maintain information on your suppliers
y
Shipping Carriers - Specify the applicable shipping carriers and services
y
Limit Purchases - Control how much your customers are allowed to buy over a
specified time period
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Discounts - Set up your mix and match pricing or "Buy X, Get Y Discount"
structure
y
Schedules - Set up weekly schedules for sales prices or blocked sales to be effective
y
Reason Codes - Customize reason codes that store and track information regarding
user defined transactions
y
Registers - Register List - Define the characteristics of the POS devices connected
to each register
y
Registers - Pole Display Messages - Create messages that will show on the pole
display
y
Registers - Net Display Channels - Define the advertisements that will display on
the monitor
y
Registers - Custom POS Buttons - Customize the POS buttons (shortcuts) to
access other program applications
y
Registers - Keyboards - Customize the touch screen keyboard
y
Registers - Receipt Formats - Create and select receipt formats to be used for
various transaction types
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Items option
Store Operations lets you track thousands of items of different types. These types include
the following: Standard; Assembly (bill of material); Matrix (apparel); Lot Matrix;
Serialized (up to 3 serial numbers); Kit; Weight (tare, actual); Non-Inventory; Gasoline;
and Voucher (gift card/certificate).
Use the Items menu option to create and update your inventory items. When you click
Items, you see a list of all the items in your database. Click New to add an item; click
Properties to edit the selected item; click Copy to copy values from an existing item;
click Delete to delete the selected item; or click Find to search for an item.
When you click New, you see a list of four types of items: Standard, Matrix, Lot
Matrix, and Assembly. Choose an item type and Store Operations displays the
appropriate Properties window. (Choose Standard for all item types other than Matrix,
Lot Matrix, and Assembly.)
Use the available tabs to enter and organize your entire inventory. Depending on how
you define the item type, some tabs may be inactive (grayed out).
Tip: It will be much easier to add new inventory items if you collect your inventory
information before you start to enter them. It is also a good idea to review all the
associated tabs and features before you enter the items.
Note: If you are using Headquarters, you will see an additional button on the Items
window. The Check Stores button enables you to check the item quantities across the
store enterprise. When you click Check Stores, Store Operations contacts Headquarters
and then lists all the stores and their available quantities. You can then click Details to
see a particular store's detailed information, including address and pricing information.
Tip: Use the New Item Wizard to quickly create new items. For more information, see
“New Item Wizard”.
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Standard Item - General tab
The General tab contains the minimum required information for the selected item.
Item lookup code: Enter a unique code (set of alphanumeric characters) for the item.
This is generally the UPC item code (the barcode generated from the code).
Item type: Use the Item Type drop-down list to define the item type. You can choose
from a number of different item types, including:
y
Standard - An item that does not have special attributes attached.
y
Serialized - An item that is associated with a unique serial number. Store Operations
can track the purchase of a serialized item by its serial number.
y
Kit - An item file (e.g., First Aid Kit) that contains other items found in the database
to be sold as one item.
y
Gasoline - An item whose quantity is re-calculated when a new extended price is
entered.
y
Weighed - An item that requires you to enter the weight whenever this item is
entered during a sale. You can enter the item's weight either manually or through an
electronic scale. You can also associate the item with a tare weight.
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y
Non-Inventory - An item you would not track (e.g., shipping charges, labor hours).
y
Voucher - An item that acts as a gift certificate or gift card.
Description: Enter a description for the item. The description is limited to 30 characters.
Member of: If the item is a component of a matrix, lot matrix, or assembly item, its
class lookup code will appear in this field. For example, if you select a small, blue, wool
sweater, its type might be "M" for matrix and the class lookup code could be "100021".
Extended description: Enter any additional detailed information that describes the item.
To display this information on the POS transaction screen, select the Show Item
Extended Description option on the Options tab in the Configuration menu option.
Department: The department by which the item is associated. To define the
departments, use the Departments & Categories menu option.
Category: The department category by which the item is associated. To define the
categories, use the Departments & Categories menu option.
Item tax: Specify the tax code that is applied to the item when it is sold at the point-ofsale. To define these tax codes, use the Item Taxes menu option.
Sub description 1, 2 or 3: Fields that contain additional item attribute information. To
display this information on the POS transaction screen, select the Show Item
SubDescriptions option on the Options tab in the Configuration menu option.
Barcode: Use the Barcode box to define the item's barcode type. When Store Operations
generates labels, it uses the item's barcode type format. The UPC Barcode Format is the
standard for items that are sold to the public, encoding items with a 12 digit number. The
first number is the number system character, the next five are the manufacturer number,
the next five are the product number, and the last digit is the checksum character. This
Barcode Format only encodes numeric information and must have exactly 12 characters.
Price: The regular selling price of the item.
Cost: The cost for the store to purchase one of the particular item.
Profit margin: Displays the item's profit margin, which is calculated as follows: [(Price
- Cost) / Price] x 100
Labels button: Whenever you want to enter the current item into the Label Wizard,
click Labels. When the Label Wizard window appears, the item is automatically entered
and ready to have a label printed for it.
Movement button: Use this button to launch the Item Movement Report with
predefined selection criteria.
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Standard Item - Inventory tab
The Inventory tab enables you to enter the available quantity and ordering information
for each item. Store Operations will use this data to generate purchase orders.
On hand: The current quantity in stock. This quantity decrements when the item is sold
and may be negative or positive. For a Non-Inventory item, this number is zero.
Committed: Displays the number of items that have been committed to the customer(s).
This includes items on back orders, work orders, and layaways.
Available: Displays the number of items in stock that you can sell. This number is equal
to On Hand minus Committed.
On order: The total number of the particular item you have on order (purchase orders
and inventory transfers).
Transfer out: The total number of the particular item that is included on inventory
transfer out orders that have not yet been issued.
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Unit of measure: Represents how the item is counted or measured. For example, if your
store sold fabric, the unit of measure would be yards. Other examples include cartons,
packs, lbs., etc.
Date created: Displays the date this item was created. You can use this to filter reports.
This field cannot be edited.
Last received: Displays the last time this item was received into the database. This field
cannot be edited.
Last ordered: Displays the last time this item was ordered.
Last sold: Displays the last date the item was sold. This field cannot be edited.
Last cost: Displays the last cost at which the item was sold.
Replacement cost: The amount the replacement item will cost.
Reorder point: Displays the minimum number the items can fall to before you should
issue a purchase order.
Restock level: Displays the minimum quantity you would like to have in stock when
you order the item. Store Operations uses this information to compute the quantity to be
ordered when it generates purchase orders for the item. For example, if the quantity on
hand is 12, the reorder point is 15, and the restock level is 20. When Store Operations
generates a purchase order for this item, it will place a reorder quantity of 8 for this item.
Offline: Displays the total of all the entries for the item stored in the offline inventory.
Use this field for quick reference.
View offline: Click this button to view the detailed information (i.e., reason code,
quantity per entry, etc.) for the item that is stored in the offline inventory. For example,
assume you stocked 18 bicycle helmets on your shelves. You then discover that one of
the helmets is damaged. You move that item to the offline inventory so that you can
eventually transfer it out for repairs. At this point, your On Hand quantity for the helmets
would be 17. If you clicked the View Offline button, you would see one helmet item
stored in the offline inventory.
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Standard Item - Pricing tab
Use the Pricing tab to set up the pricing information for each item. Store Operations
enables you to offer a broad array of prices for each item. You can base pricing levels on
customer, items, and special sales. For each point-of-sale transaction, Store Operations
always finds the lowest current price for the item.
Store Operations supports four price levels: Regular, Level A, Level B, and Level C.
You do not have to use all four levels. The regular price is normally the list price that
you sell to a customer.
You can use other price levels to give your preferred customers price breaks based on
their status. For example, you can group the customers that frequently visit your store
into Bronze, Silver, and Gold designations, and then associate their classifications with
Level A, B, and C, respectively. When the item is sold to a customer in the Silver group,
the Level B price would be charged instead of the regular price.
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Additionally, you can set up the item for promotional sales. Sale prices can have time
spans after which the price returns back to the normal price. When a customer purchases
an item that is on sale, Store Operations uses the sale price unless the customer's discount
already specifies a lower price.
To override the price at the point-of-sale, your user ID must have the necessary access
rights. To ensure that the item does not sell below its lowest price, you can define a price
range for the item. The monitor screen displays a message when the item is priced below
the lowest or over the highest allowable price.
Price: Displays the regular price. This field is the same as the Price field on the General
tab.
Cost: The cost for the store to purchase one of the item.
Profit margin: Displays the profit margin that is achieved for the item. The profit
margin is calculated as follows: [(Price - Cost) / Price] x 100
Price level (A, B, C): These fields display the selling price for each of the available
price levels. If an item does not have an entry for a chosen level, the Regular Price will
be applied.
MSRP: You can track the manufacturer’s suggested retail price (MSRP) for each item.
You can choose to include this on receipts and in reports.
Lower bound, Upper bound: These fields safeguard a cashier against selling an item
below its lowest allowable price. The prices entered in these fields represent the
recommended lowest and highest selling price of the item. Store Operations will display
a warning message when the item is sold under the lowest price.
Sale pricing: The sale price that will be in effect during the specified sales/promotion
dates or schedule. This price should be less than the regular price.
This sale is in effect for a specific period: If selected, the item's Sale Price will be in
effect from the beginning start date to the expiration/end date. Use the drop-down boxes
to define the date(s).
This sale is in effect according to a schedule: If selected, the item's sale price will be in
effect according to the specified weekly schedule. For example, you could put the item
on sale every Friday, Saturday, and Sunday. To define weekly schedule(s), use the
Schedules menu option located in the Database menu.
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Buydown price: Displays the price to charge for each qualifying buydown item. For
example, assume the Buydown Price is $0.50, the Buydown Quantity is 5, and the
regular item price is $1.00. If a customer purchased two of the items, the amount due
would be $1.00 (i.e., 2 x $0.50). The next three purchases would also be charged at $0.50
each. Once the Buydown Qty has been reached, every subsequent purchase is at the
regular price. Therefore, in this example, the sixth, seventh, eighth, etc. purchase of this
item would be sold at $1.00.
Buydown quantity: Displays the item quantity that is available at the Buydown Price. If
the line item quantity is greater than the remaining buydown quantity, the entire line item
quantity will be priced at the buydown price. Subsequent quantities will be priced at the
normal price.
Standard Item - Aliases tab
Use the Aliases tab to set up all the aliases for the item. They are easier to remember and
ring up than a long manufacturer code or UPC. In a way, aliases are like nicknames.
The alias table lists all the alternate item lookup codes that can be used for the item.
Store Operations will search these alternate lookup tables when it cannot find the item
using the item lookup code. Use the Add or Delete buttons to add or remove aliases.
Two items may not share the same alias. Each alias can contain up to 25 characters. See
also Using an Alias.
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Standard Item - Discounts tab
The Discounts tab enables you to grant price breaks based on the quantity a customer is
buying. The schedule provides up to four different quantity levels. You can combine
price levels with quantity breaks to offer a pricing scheme based on customer status level
and still reward customers for buying in high volume.
There is no discount scheme for this item: If selected, no discount schedule will be
applied.
Use a Mix and Match discount scheme: If selected, you can use the Discount Scheme
drop-down list box to select the applicable mix and match schedule for the item. Mix and
Match items are items that can be sold in quantity with other similar mix and match
items at a discounted price. For details, see the Discounts option located in the Database
menu.
Use a 'Buy X, Get Y' discount scheme: If selected, you can use the Discount Scheme
drop-down list box to select the applicable discount pricing schedule for the item. The
Buy X, Get Y feature allows you to sell a specified quantity ("X") of items at full price
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and give the customers a certain number ("Y") of items for free or at a discounted price.
For details, see the Discounts option located in the Database menu.
Use a quantity discount pricing table: Use this discount table to establish quantity
discount prices for the item. The first column represents the quantity levels that must be
purchased to get the applicable quantity discount prices indicated in the next four
columns.
Discount odd items: If selected, odd items will also be charged at the quantity discount
price. Odd items are defined as items that do not fit exactly into a quantity level in the
Quantity Discount Table. For example, assume the regular price of an item is $1.25. If a
customer buys five (5) of this item, the quantity discount price is $1.00. However, if a
customer purchased seven pieces, at what price should the 6th and 7th pieces be
charged? If the Discount Odd Items box is not checked, these items will be priced at the
regular price of $1.25 each. If this box is checked, the items will be priced at $1.00, the
quantity discount price.
Standard Item - Commission tab
Store Operations provides flexible commission management capabilities that enable you
to set up the commission schedule based on a sales representative or on an item sold.
This option allows you to define how commission is to be paid to your salespeople for
the sale of an item.
You can disallow commission for this item. You can also compute the commission based
on the schedule assigned to the sales person or the schedule specified for this particular
item. When you define the item's commission schedule, leave any entry that is not
applicable blank.
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Commission basis:
y
Do not allow commission for this item: The current item is not calculated towards
the sales rep's commission amount.
y
Base this item's commission on the schedule defined for the sales rep: The
commission schedule defined for the sales rep is used to determine the commission
amount the current item contributes.
y
Base this item's commission the schedule defined below: See Commission
Schedule.
Commission schedule:
Fixed amount: Displays a fixed commission amount that the item contributes.
Percent of sale (%): Displays the percentage of the sale the item contributes to the sales
reps' commission amount.
Percent of profit (%): Displays the percentage of the profit the item contributes to the
sales reps' commission amount.
Maximum commission: Displays the maximum commission amount the item may
contribute to the sales reps' commission amount.
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Standard Item - Suppliers tab
Whenever you generate purchase orders, you will need to specify the supplier. Use the
Suppliers tab to enter supplier-ordering information for the current item. See also
Managing Supplier Information.
Primary?: Signifies whether the current supplier is the primary supplier for this item.
There may be only one primary supplier per item.
Supplier name: Displays the supplier's name.
Reorder number: Enter the supplier's product code or ordering number. This may be
different than the item lookup code.
Minimum order: Enter the minimum number to reorder.
MPQ: Enter the master pack quantity (MPQ) you want to order from the supplier. For
example, if you order a particular item in packs of 24, you would enter the number "24"
in the field. Then, whenever you generate a purchase order, Store Operations will
automatically order the specified pack quantity. If the quantity ordered is more than a
multiple of the MPQ, Store Operations automatically rounds up to the next MPQ.
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Cost: Enter the cost for the item from the supplier
Add button: Click Add to assign a particular supplier to the item.
Primary button: Use this button to designate the selected supplier as the primary
supplier.
Standard Item - Special tab
The Special tab enables you to define additional features for a specific item. Use the
Browse
button to locate a particular item, message, and/or picture.
Tag along item: Displays the item lookup code of the item that is automatically included
in the sale whenever this item is sold. The quantity of the item to tag along is displayed
in the Quantity field.
Quantity: The number of tag along items that will be sold when the original item is sold.
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Parent item: Displays the item lookup code of the parent of this item. A parent item is
defined as an item that contains a set quantity of a single item. When the on-hand
quantity for the single item is depleted, the parent item is "opened up" so that the total
number of single items it contains is now seen as the on-hand quantity for the single
item. This option is also know as "breaking" and is useful in extracting single units from
carton or case inventories. The total number of single items the parent contains is
displayed in the Child Quantity field.
Child quantity: The number of child items contained within a parent item. For example,
it would be the number of packages within a certain carton.
Item message: Displays the name of the reminder message that will be displayed at the
point-of-sale when the item is sold.
Weight: The weight of the item. If you use the automatic shipping features, Store
Operations will use the amount entered in this field to help calculate the shipping charge.
Tare weight: If the item is defined as Weighed type, this field displays the known
weight to subtract from the weight of the item when it is sold. Such tare weights include
the weights of crates, boxes, or other packaging material that should not be counted as
the actual weight of the product.
The second Tare Weight field (%) displays a percentage of the measured weight to
subtract as the tare weight. If the first Tare Weight field contains a value, that value is
subtracted from the weight of the item first, then the percentage value is subtracted next.
Bin location: Displays the location in the store where the item is kept.
Picture: Displays the name of the graphic file associated with the item. Store Operations
supports pictures in the .BMP, .JPG., and/or .GIF formats. If the graphic file is in the
proper format and located in the correct directory, it will be displayed in the adjacent
box. You can also use HTML web pages and video clips.
Notes: Enables you to add any comments that pertain to this particular item/feature. To
display this information on the POS transaction screen, select the Show Item Notes
option on the Options tab in the Configuration menu option.
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Standard Item - Substitutes tab
Use the Substitutes tab to specify equivalent items that the cashier can suggest to a
customer when this item is temporary out of stock. A substitute item is an item that has
the same (similar) characteristics of another item.
You can use the Add or Delete button to add or remove Substitutes. See also the Using
Substitute Items topic in the Working With Your Database section.
Standard Item - Serial tab
You can use the Serial tab only if the item is defined as the Serialized or Voucher type.
A serialized item is an item that has an associated unique series of numbers. For
example, you may want to enter the serial numbers for the bicycles you have in stock.
Or, you might want to track vouchers by their applicable serial numbers.
Store Operations enables you to assign up to three serial numbers to an item. The first
serial number (S/N 1) is the primary serial number and should be unique. The second or
third numbers are supplemental numbers. Use the Serial number count buttons to
assign how many serial numbers are to be used for this item.
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The serial number table displays all current serial numbers for the item stored in the
database. The Status column is automatically updated whenever the serial number item
is sold, returned, transferred out of the store, or stored in offline inventory. Use the Add
and Delete buttons to add or remove individual serial numbers. See also Handling
Serialized Items in the Working With Your Database section.
When you click Add, you can enter up to three serial numbers for each item. You can
also save time by specifying a range of serial numbers.
For example, you could create 15 serial numbers with the prefix 'TRE' that begin from
the number 767. Use the Serial Number Properties window to enter this information.
Store Operations will quickly create the following serial numbers: TRE767, TRE768,
TRE769, TRE770, etc.
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Serial number 1, 2, and 3: Enter numbers or letters for each serial number.
Serial 1 Prefix: When you select the Automatically generate serial numbers checkbox
and select the Start S/N 1 with checkbox, the Serial number 1 box changes to the
Serial 1 Prefix box. Enter the numbers or letters that each serial number will start with.
Mark as sold: Select this checkbox if the serial numbered items have already been sold.
Automatically generate serial numbers: Select this checkbox to create a range of serial
numbers.
Number to create: Enter the number of serial numbers you want to create.
Start S/N 1 with: Enter the starting number for the range of serial numbers you want to
create.
Tip: If you want Store Operations to automatically update the item's quantity level every
time a new serial number is created, make sure that you have the Synchronize quantity
with serial numbers option selected. To select this option, go to the File menu, click
Configuration, and then click the Options tab, and then click Serial Number options.
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Standard Item - Kit tab
You can use the Kit tab only if the item is defined as Kit type. A kit item (i.e., first aid
kit) consists of existing inventory items bundled into one package and sold under a
separate item lookup code. When you build or break a kit item, the quantities of the kit’s
components will decrease or increase, respectively. When the kit item is sold or returned,
the number of its individual components will not increase or decrease; only the number
of kits will.
You can use the Add or Delete buttons to define the components that make up the Kit
item. You can also specify the required quantity for each component in the Quantity
column.
Build: Builds the number of kits that you specify.
Breakout: Breaks the number of kits you specify into their component items.
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Standard Item - Options tab
Use the Options tab to select options for enabling / disabling certain functions at the
POS, including required price entry, acceptance of food stamps, and the prevention of
quantity entry and/or item discounts. You can also use this tab to block the sale of certain
items for a particular time period or according to a specified schedule.
Must enter price at the POS: If selected, Store Operations will prompt the cashier to
enter the price of an item before the item can be fully entered on the transaction screen.
Accept food stamps for this item: If selected, a customer may purchase an item using
food stamps.
Quantity entry at POS not allowed: If selected, cashiers will not be able to enter this
item's quantities at the point-of-sale.
Item is not discountable at the POS: If selected, the sale price cannot be marked down
due to customer discounts.
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Item is available on the website: If you are using Store Operations for your Web store,
you can designate this item to be made available for Internet sales and transactions.
Item is inactive: If selected, this item will not appear in the item list or reports.
However, it will still appear in assembly, matrix, and lot matrix items.
May not be placed on purchase order: This option prohibits the item being placed on
purchase orders.
Block sales: If selected, the cashier can not sell this particular item at the point-of-sale.
You can enter an explanation as to why the customer cannot buy this item, as well as
specify the dates or weekly schedule during which the cashier(s) cannot sell the item.
The Blocking Sales feature is especially useful if your company sells some items only
for certain times, days, or seasons. Use the Schedules option located in the Database
menu to set up specific days and times cashiers cannot sell the item(s).
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Matrix Item
You can organize all your matrix items in such a way that you can accurately track and
modify various item attributes, such as color, size and style. Matrix items are items that
have the same item lookup code, description, and price, but differ only by their attributes
(size, color, length, etc.)
If you scan the matrix class lookup code at the point-of-sale, Store Operations displays
the Matrix Selection window, from which you can select the item with the applicable
attributes.
Tip: Use the New Item Wizard to quickly create new matrix items. For more
information, see “New Item Wizard”.
Class lookup code: The unique code (set of alphanumeric characters) by which the
matrix class is referenced. A class contains all the associated individual components.
Description: A name by which the matrix class can be referenced.
If you choose Matrix Item, the Item Matrix Properties window appears.
Note: You cannot edit the gray-shaded fields.
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Dimensions (1, 2 and 3): The Dimensions drop-down list box enables you to specify the
number of dimensions you want to define. For example, if you sell apparel and organize
the clothing items by size and color, you can select "2 Dimensions" in the Dimensions
field. You would then see two editable dimensions (Dimension 1 and Dimension 2) for
which you can define the applicable specifications (i.e., Size, Color, etc.).
Item lookup code: The unique code by which the individual matrix component is
referenced.
Description: The name (i.e. Shirt-Jersey, Racing - Small) associated with the individual
matrix component.
Heading fields: Displays the applicable attribute for the item component. For example,
if you entered "size" in the Dimension 1 field, the word "size" would replace the
Heading 1 name. You could then enter the applicable size (i.e. small, medium, large) for
each matrix component.
Add button: Enables you to add an item from the database to the matrix item. When you
click Add, you will see the Items window, from which you can select the applicable
item.
Remove button: Removes the selected item component from the matrix class. When
you click Remove, you will see the Remove Item window. To remove the item, click
Yes. Although the item is no longer a component of the matrix class, it remains in the
Store Operations database.
Attributes button: Displays all the detailed item information for the components
contained in the matrix item class. The Attributes feature enables you to quickly modify
detailed item information on one grid. This way, you do not have to manually look up
each item and modify the information for only that specific item.
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When you click Attributes, you will see the applicable items along with their quantity,
pricing, item type, bin location, department/category, item tax, reorder, supplier,
commission, barcode, picture filename, and sales information.
Use the window's available drop-down list boxes to define the type of matrix
components you want to view and/or modify. For example, to change the price of all
matrix components that are size "Small", select Small from the Size field. Store
Operations would then display only those components that are size small. This way, you
can quickly identify the items you need to update.
Use the arrow buttons at the bottom of the Item Class Member Properties window to
view/modify the item property information. You can edit all the fields that are not
shaded in gray. After you edit the applicable fields, Store Operations enables you to save
the changes.
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Lot Matrix Item
Lot items are items that are packaged in different quantities and have different prices
based on the quantity purchased. An example of a lot item is soda, which may be sold in
single, six, twelve, or twenty-four item quantities. See also Using Item Lot Matrices.
If you scan the lot matrix class lookup code at the point-of-sale, Store Operations
displays the Lot Matrix Selection window, from which you can select the item with the
applicable attributes.
Tip: Use the New Item Wizard to quickly create new lot matrix items. For more
information, see “New Item Wizard”.
Class lookup code: The unique code (set of alphanumeric characters) by which the lot
matrix class is referenced. A class contains all the associated individual components.
Description: The brief explanation associated with the lot matrix class.
If you click Lot Matrix Item, you will see the Lot Matrix Properties window.
Note: You cannot edit the gray-shaded fields.
Item lookup code: The unique code (set of alphanumeric characters) by which the
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individual lot matrix component is referenced.
Description: The name (i.e. Beverage, Pepsi) by which the individual component is
referenced.
Name: The name of the item component. For example, you can use this field to
designate whether the item is a single can, six pack, twelve pack, or case.
Add button: Enables you to add an item from the database to the lot matrix item class.
When you click Add, you will see the Items window, from which you can select the
applicable item.
Remove button: Removes the selected item component from the lot matrix item class.
When you click Remove, you will see the Remove Item window. To remove the item,
click Yes. Although the item is no longer a component of the lot matrix item class, it
remains in the Store Operations database.
Attributes button: Displays all the detailed item information for the components
contained in the lot matrix item. The Attributes feature enables you to quickly modify
detailed item information on one grid. This way, you do not have to manually look up
each item and modify the information for only that specific item.
When you click Attributes, you will see the applicable items along with their quantity,
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pricing, item type, bin location, department/category, item tax, reorder, supplier,
commission, barcode, picture filename, and sales information. Use the arrow buttons at
the bottom of the Item Class Member Properties window to view/modify the item
property information. You can edit all the fields that are not shaded in gray. After you
edit the applicable fields, Store Operations enables you to save the changes.
Assembly Item
An assembly item is essentially a bill of material that consists of existing inventory items
bundled into one package and sold under a separate item lookup code. For example,
assume you sold computers. One of your assembly items could consist of a monitor, a
CPU, and a keyboard. Another assembly item could include a monitor, keyboard,
scanner, and printer.
There are two main differences between a kit item and an assembly item. When a
customer purchases or returns a kit (i.e. First Aid Kit) item, the individual components
do not increment or decrement. However, when a customer purchases an assembly item,
Store Operations updates the sales and in-stock quantity of all the items contained in the
assembly item. For example, if you sold a computer assembly item, the quantities for
each individual component (monitor, keyboard, scanner, and printer) would decrement.
The second difference is that when cashiers ring up an assembly item, they can modify
the quantity, price, and/or tax status for each item component. If the customer wanted to
purchase the assembly item but did not want to buy one of the components (i.e. printer),
you could delete the printer item on the transaction screen. Store Operations would then
adjust the sales total.
There are two ways to create an assembly item. You can use the Items menu option, or
you can use the New Item Wizard, which eliminates a step and allows you to quickly
enter the assembly item's components and quantities. For more information, see “New
Item Wizard”. For instructions on how to create an assembly item, see “Using Item
Assemblies” in the Working with your Database section.
Class lookup code: The unique code (set of alphanumeric characters) by which the
assembly item class is referenced. A class contains all the associated individual
components.
Description: The name (e.g., Ski Package A) by which the assembly item class is
referenced.
If you choose Assembly Item, the Item Assembly Properties window appears.
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Note: You cannot edit the gray-shaded fields.
Item lookup code: The unique code (set of alphanumeric characters) by which the
individual assembly component is referenced.
Description: The name (e.g., Snow Ski, Racing) by which the individual component is
referenced.
Use component price: If selected, Store Operations displays the Price field for each
item component. You can define a price that differs from the standard item price in the
database. For example, you may want to discount the prices for the components if the
customer buys the entire assembly rather than just the individual item.
Name: The title of the item component. For example, if the assembly item contained two
pole display components with different brand names (e.g., "Epson VW Pole Display"
and "Sure 1 Pole Display"), you could define the Component Name for each item as
"Pole Display". This enables you to quickly recognize all the pole displays in the
assembly item.
Quantity: The quantity of the individual component contained in the assembly kit. The
default quantity is 1.
Add button: Enables you to add an item from the database to the assembly item class.
When you click Add, you will see the Items window, from which you can select the
applicable item.
Remove button: Removes the selected item component from the assembly item class.
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When you click Remove, you will see the Remove Item window. To remove the item,
click Yes. Although the item is no longer a component of the assembly item class, it
remains in the Store Operations database.
Attributes button: Displays all the detailed item information for the components
contained in the assembly item class. The Attributes feature enables you to quickly
modify detailed item information on one grid. This way, you do not have to manually
look up each item and modify the information for only that specific item.
When you click Attributes, you will see the applicable items along with their quantity,
pricing, item type, bin location, department/category, item tax, reorder, supplier,
commission, barcode, picture filename, and sales information. Use the arrow buttons at
the bottom of the Item Class Member Properties window to view/modify the item
property information. You can edit all the fields that are not shaded in gray. After you
edit the applicable fields, Store Operations enables you to save the changes.
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Item Messages option
The Item Messages menu option enables you to define reminders that your cashiers will
see on the POS transaction screen when certain items are purchased. You can have as
many item messages as you like. After you create the item messages, use the Special tab
in the Items menu option to assign a message to a particular item.
When you click Item Messages, you will see a list of all your item messages. Click New
to create a new item message; click Delete to delete the selected item message; click
Properties to modify the selected item message; or click Copy to copy properties from
the selected item message.
When you click New or Properties, you will see the Item Message Properties window.
Title: The name by which the message will be referenced.
Age limit (years): Use this field to verify a birth date. For example, if you entered "21"
in the Age Limit field and placed the characters [DATE] in the message text, Store
Operations will calculate 21 years back from the current date and display that date
wherever [DATE] appears in the message. Note: The characters "[DATE]" (excluding
the quotation marks) must appear in the message wherever the date is to appear.
Message: This field contains the message text that will appear at the point-of-sale when
the item associated with this message is purchased. If more than one of the same item is
entered on the transaction screen, the associated message will display only for the first
item. This way, the cashier saves valuable time at the point-of-sale.
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Departments and Categories option
By organizing your items into departments and categories, you can gain valuable insight
into where your biggest (and smallest) profits are. The more you organize your items
into logical divisions, the easier it will be to fine-tune your decision-making tools.
Once you organize your items, you can view, add, modify, and delete them at any time.
You can also generate a report that displays all your departments and categories. See also
Editing Departments and Categories.
Note: You can associate a department with one or more categories. However, you can
only associate a category with a single department.
Properties button: Enables you to modify the selected department or category.
To add a department, click New under the Departments heading.
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Name: The department name. The name may include up to thirty characters in length.
Code: The number by which the department is referenced. The department codes are
useful for accounting purposes.
To add a category, click New under the Categories heading.
Name: The category name. The name may include up to thirty characters in length.
Code: The number by which the category is referenced.
Department: Use the Browse button to select the applicable department.
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Item/Customer Taxes option
The Item/Customer Taxes menu option enables you to define the tax that will be
applied to each item/customer. Depending on what type of tax schedule you set up in the
Configuration option's Sales Tax tab, you will see either the Item Taxes menu option
or the Customer Taxes option. Use the Customer Taxes feature for mail order.
Store Operations supports multiple tax schedules and provides a flexible scheme to
accommodate virtually all types of tax computations. An item tax may consist of up to
ten sales tax codes. The tax to be applied to the item is the sum of all taxes calculated
based on the specified sales taxes. For this reason, you must define the sales tax codes
before you define item taxes. By defining sales tax codes and grouping them to create
item taxes, you can accommodate any tax combinations imaginable.
You can also specify whether the tax amount for each sales tax type is to be printed on
the customer receipt. The order of the tax codes is important if the tax computations
include any previous taxes. This order would also be the order of presentation on
receipts.
When you click Item Taxes/Customer Taxes, you will see a list of all your related
taxes. Click New to create a new tax; click Delete to delete the selected tax; click
Properties to modify the selected tax; or click Copy to copy properties from the selected
tax.
When you click New or Properties, you will see the Item Tax/Customer Tax
Properties window.
Description: The name by which the Item Tax/Customer Tax is referenced. The name
may be up to twenty characters in length.
Code: The number by which the tax is referenced.
Compute tax on [Price - Cost] instead of price: Enables you to compute the tax based
on item price and cost data.
Sales tax selection: Displays the chosen sales tax code to compute when the tax is
applied.
On receipt: If selected, the tax value obtained for the corresponding sales tax will be
printed on the receipt.
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Sales Taxes option
Use the Sales Taxes menu option to define sales tax codes and to enter details regarding
any sales taxes you may wish to apply at your store. You can specify each sales tax as a
percentage of the purchased amount or, when using partial dollar tax, you can specify the
tax brackets to tax the amount less than one dollar.
You can also specify if tax amounts from other sales tax codes should be included in the
tax computation. Some locations have a maximum amount on which tax may be assessed
on a particular item. If this is the case, you should enter the maximum tax amount in the
Maximum Taxable Amount field.
Whenever you define a sales tax code, Store Operations automatically creates a variable
that can be assigned a G/L account number for posting to external accounting programs.
The tax collected for each sales tax is also tracked and available for reporting.
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When you click Sales Taxes, you will see a list of all your sales taxes. Click New to
create a new tax; click Delete to delete the selected tax; click Properties to modify the
selected tax; or click Copy to copy properties from the selected tax.
When you click New or Properties, you will see the Sales Tax Properties window.
Description: The name assigned to the Sales Tax (tax code). It can include up to 25
characters in length.
Code: The number by which the sales tax can be referenced.
Minimum taxable amount: If there is a minimum limit on the tax amount applied to an
item, enter the limit in this field. You can use this field to implement a luxury tax. For
example, assume that if a customer bought an apparel item that was under a certain
dollar amount (e.g., $100), he would not have to pay any tax. However, if he bought an
apparel item that exceeded $100, he would pay the tax.
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Maximum taxable amount: If there is a maximum limit on the tax amount applied to an
item, enter the limit in this field.
Sales tax rate (%): If the sales tax is computed as a percentage of the selling price, enter
the percent tax in this field.
Fixed amount: If the tax is a fixed amount regardless of the purchase amount, enter the
tax amount in this field.
Note: Store Operations enables you to add the Sales Tax Rate to the Fixed Amount to
provide more flexibility in setting up the sales taxes.
Only apply tax to portion over minimum taxable amount: If selected, the customer
would pay the tax only on the amount that exceeded the minimum taxable amount. For
example, assume your minimum taxable amount was $100 and your customer bought an
item for $110. If this option was selected, he would pay tax only on the $10. If this
option was cleared, he would pay tax on the entire $110.
Include previous sales taxes in calculation: If selected, the tax amount for this sales tax
is computed based on the item price and taxes resulting from previous sales tax codes.
The sales tax order is determined in the Item Taxes menu option.
Use partial dollar method in sales tax calculation: If selected, the sales tax amount is
computed using the Partial Dollar Table. Check local/state tax laws to determine if the
partial dollar tax method is applicable to your store.
Partial dollar table: This table contains the schedule for partial dollar tax. You can use
this table only if you have selected the 'Use partial dollar method in sales tax calculation'
option. The Sales Tax column represents parts of a dollar (i.e., 1 cent, 2 cents, 3 cents,
etc.). The Upper Bracket column is used to specify the breaks in the dollar where the
desired tax amount is to be used.
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Currencies option
If your business handles international currency, use the Currencies menu option to
define the properties for each currency: conversion rate, exchange rate, and locale. Use
the Tender Types option to assign the currency to the applicable tender types. If no
currency is defined, Store Operations will use the default currency defined in your
Windows settings.
When you click Currencies, you will see a list of all your defined currencies. Click New
to create a new currency; click Delete to delete the selected currency; click Properties to
modify the selected currency; or click Copy to copy properties from the selected
currency.
When you click New or Properties, you will see the Currency Properties window.
Whenever you modify data in this window, Store Operations displays a sample of how
the currency will be displayed.
Description: Enter a name by which the currency can be referenced. For example,
"German Mark".
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Code: Enter an ID associated with the currency.
Conversion rate: Enter the applicable conversion rate of the currency.
Exchange rate: Enter the applicable exchange rate of the currency. This option is
especially relevant if your store accepts foreign currencies. The specified exchange rate
is used to convert the tendered amount in foreign currency to local currency.
Locale: Select the place that uses the currency as a standard. For example, if you created
a currency for the Dollar, you could select English - United States.
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Tender Types option
Use the Tender Types menu option to define the types of tender you will accept at your
store. Some tender types include additional settings to select. Whenever you add or
modify tender types, generate a Z report so that the new tender types will appear at all
the registers.
When you click Tender Types, you will see a list of all your tender types (e.g., Cash,
Check, MasterCard, etc). Click New to create a new tender type; click Delete to delete
the selected tender type; click Properties to modify the selected tender type; or click
Copy to copy properties from the selected tender type. For more information, see
“Editing Tender Types”.
For each tender type that you define, Store Operations automatically creates a variable
that may be assigned a G/L account number for posting to an external accounting
program. The amount collected for each tender type will also be tracked and available
for reporting.
When you click New or Properties, use the General tab and Verification tab to enter
the applicable information for the tender type.
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General tab
Use the General tab to enter the general tender type settings.
Description: The name by which the tender type is referenced.
Tender code: The identification code by which the tender can be referenced.
Tender type: Use the drop-down list box to select the type of tender (i.e., cash, check).
Currency: Select the applicable currency. To use the currency defined in your Windows
setting, select Default Currency. Use the Currencies option to set up your currencies.
Display order: Specify the order by which the tender types are displayed at the POS.
Scan code: The keyboard macro code used to directly advance to the tender type during
a POS transaction (only if the keyboard has macro definition capabilities). For example,
assume you have a programmable keyboard and want to program a code for the Cash
tender type. In the Scan Code box, enter the keyboard hex value for the desired letter key
(i.e., “C”). At the POS, the cashier would scan in the items, press F12 to tender the sale,
and then press the “C” key. This action would quickly place the emphasis on the Cash
tender type where the cashier would enter the price. Refer to the keyboard manual for
more information about macros. The number zero (0) is used when no scan is available.
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Round to value: Define the amount to which you want Store Operations to round the
value. This is for locations where the smallest currency increment is not used. For
example, if your state did not use pennies, you would set the Round To Value amount to
0.05 so that the Amount Due and change are calculated in increments of nickels.
Prevent cashier overtendering: If selected, the cashier cannot tender an amount that is
higher than the transaction total. This option is automatically selected for credit card
tenders since overtendering on credit cards is not allowed.
Pop cash drawer: If selected, Store Operations will open the cash drawer every time
this tender is used.
Require signature: If you have a signature capture device defined for the register and
this option is selected, Store Operations will prompt the cashier to have the customer
sign the signature pad. If you do not have a signature capture device configured, Store
Operations will enable the credit card signature line to be on the receipt.
Allow multiple entries: Allows cashiers to accept split payments of the same tender
type, for example, when a customer wants to split payment across two VISA cards. Extra
lines will be added automatically at the POS when a partial payment is entered.
Denominations: Enables you to use the change calculator at the point-of-sale. For
example, assume you assigned the tender denominations for the Cash tender type. At the
point-of-sale, cashiers could then click Calculator on the Tender window and use the
currency calculator to enter the quantities for each tender they receive. Store Operations
will automatically calculate the value for each tender.
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Verification tab
Use this tab to enter the verification information for the selected tender type. Depending
on the tender type you create, some fields on this tab may be disabled.
Validation text:
Print the following lines of text on tendered currency: If selected, the text entered in
the three Validation Line fields will be printed before the actual receipt. Use these fields
when you have a printer that supports check validation and want to print banking
information (i.e., endorsement) onto the back of a check. The following are sample
Validation Lines:
Validation Line 1: For Deposit Only
Validation Line 2: 1st National Bank
Validation Line 3: Acct. 1234-567890-98
Check verification:
The check verification options are applicable to the Check tender type and allow you to
select the method by which Store Operations will verify customer checks. If you select
the 'Do not perform verification of account information' option, Store Operations will
not use the check verification feature. If you want to set up a check verification scheme,
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use the Checks menu option in the Database menu to set up your account names and
check properties. If you then select the Open: Accept checks not listed in the database
option, Store Operations will allow any checks from people whose names are not listed
in the check file. Conversely, if you select the Closed: Only accept checks listed in the
database option, Store Operations will not accept any checks from people whose
accounts are not listed in the check file. Store Operations will check the account number
entered by the cashier against the account numbers contained in your check file to
determine if the check can be accepted.
Tender verification:
You can define the properties that Store Operations will use to determine when the
tender is valid at the point-of-sale.
Validation mask: This field is applicable to the Credit Card tender type(s) and enables
you to mask a specified credit card digit. For example, assume that your cashiers
sometimes select the MasterCard tender type, but enter a Visa account number. This
would impact your reports. However, you can safeguard this situation by entering a
validation mask. If you created a MasterCard tender, you could enter a "5*" (without the
quotes) in the Validation Mask field. This way, if cashiers tried to enter a Visa account
number in the MasterCard tender, Store Operations would identify that the first digit was
not a five (5) and would thereby not accept the number.
Maximum amount: This field applies to any tender type and allows you to specify
maximum amount at which the tender is no longer valid. For example, if your store does
not accept checks with amounts of $100 or higher, you could enter the number 100 in
this field to prevent the cashier from tendering the sale. To specify no limit, enter 0.
Debit Surcharge: For debit card transactions, an additional fee can be charged to the
customer for using the debit card. This fee is added to the total amount due on the debit
card transaction.
Support Cash Back: If selected for a debit card tender type, cashiers can offer the
customer cash back during a debit card transaction. Cash Back Limit sets the maximum
amount of cash that can be offered on the debit transaction. Cash Back Fee adds a flat
fee for the cash back service. This fee is added to the total amount due on the debit card
transaction.
Note: Entering zero (0) as the ‘Cash Back Limit’ allows the cashier to offer an unlimited
amount of cash back to the customer on a debit card transaction. To limit this amount,
enter a number greater than zero.
Electronic draft capture: If you select the 'Perform verification via EDC' option,
Store Operations will use an Electronic Draft Capture program (available from thirdparty software companies) to verify/obtain payment authorization.
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Cashiers option
Use the Cashiers menu option to view, add, and modify cashiers' accounts and access
privileges. In order to create, modify and/or delete cashiers, you must have
Administrator Rights.
The very first time you log onto the Manager program, you are given Administrator
Rights. You can then create your cashiers and define their access privileges. For security
purposes, cashiers that do not have Administrator Rights will not be allowed to change
cashier properties or security features.
There is essentially a three-tier security structure: Administrator Rights, Manager Rights,
and Cashiers.
Administrator Rights - A user with Administrator Rights can:
1. Create, modify, and delete cashiers and their associated register and security
properties.
2. Set up and view security levels for both the Manager and POS programs.
Manager Rights - The user that does not have Administrator Rights (as defined in the
Cashier Properties window), but does have Manager Rights is allowed to log on to the
Manager program, but can not modify cashier information or view/edit security levels.
Cashier Rights - Cashiers without Manager or Administrator Rights cannot log onto the
Manager program.
To assign Administrator Rights, select the applicable user account, click Properties, and
select (check) the Administrator Rights option in the Cashier Rights list box.
Note: Store Operations requires that at least one user account in the Cashiers list have
Administrator Rights. Exercise caution if you clear (uncheck) the Administrator Rights
option for a selected user account because the next time that user logs in, he/she will not
be able to set up cashier information or security levels. Similarly, if you clear the
Manager Rights option for a selected user account, that user will not be able to log on to
the Manager program.
When you click Cashiers, you will see a list of all your cashiers. Click New to create a
new cashier; click Delete to delete the selected cashier; click Properties to modify the
selected cashier; or click Copy to copy properties from the selected cashier. See also
Managing Cashier Information.
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When you click New or Properties, you will see the Cashier Properties window.
Cashier properties:
Number: The unique ID number the cashier will use, along with a password, to log onto
Store Operations.
Name: The name of the cashier.
Telephone: The cashier's phone number.
E-mail address: The cashier's e-mail address. To access Microsoft Outlook, click the
button. You can then compose and send the e-mail to the cashier.
mail
Password: Contains the cashier's encrypted password. Because the password is not
shown for security reasons, you will see the an "x" for each character. The password may
include up to 12 characters in length.
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Register properties:
Cash drawer #: If your store is configured for multiple cash drawers, the number you
enter here will be the only cash drawer this cashier is permitted to access.
Floor limit: The largest non-cash sale amount the cashier is allowed to complete.
Return limit: The largest return transaction the cashier may process.
Security: You can assign certain rights (privileges) to control what the cashier can do for
each POS function. Select or clear the check box for each cashier right. If you select
Administrator Rights, the cashier will be allowed to perform all available functions.
Security level: If you had used the Security menu option in the File menu to define your
security level(s), you can then assign the appropriate level to each employee. This way,
you can control what the employee(s) can view and/or edit in both the Manager and POS
programs.
Note: If the cashier tries to log on to Store Operations with an incorrect ID or password,
Store Operations counts the number of incorrect logon attempts. When the next
successful logon occurs, Store Operations displays the number of failed logon attempts
and then resets the number.
Over/Short limits:
For security purposes, you can define the over/short limit error amount or percent
allowed for the cashier when the batch is closed. This way, you can possibly correct
cashier mistakes before the Z or ZZ report is generated.
No limit: If selected, the cashier can close the batch (generate the Z or ZZ report)
regardless of the over/short cash drawer amounts.
Limit amount: Enter the amount at which the cashier can be over/short. For example, if
you enter the amount $20.00, the cashier is allowed to close the batch if the cash in the
drawer is within the $20.00 limit (i.e., $15.00). However, if the cashier was $25.00
over/short the amount that should be in the drawer, Store Operations will display a
window notifying the cashier that the batch cannot be closed.
Limit percent: Enter the percentage at which the cashier can be over/short. For
example, if you entered 10% and the batch total was $1,000.00, the cashier would not be
able to close the batch if the cash in the drawer was $100.00 over/short.
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Sales Reps option
If your business uses sales people, use the Sales Reps menu option to calculate their
commission pay. You can assign each sales representative a sales commission based on a
combination of percent of sale (before tax), percent of profit, or a fixed amount. This
commission may be suppressed by the commission associated with the item being sold.
When you click Sales Reps, you will see a list of all your sales reps. Click New to create
a new sales rep; click Delete to delete the selected sales rep; click Properties to modify
the selected sales rep; or click Copy to copy properties from the selected sales rep. See
also Managing Sales Rep Information.
If you click New or Properties, the Sales Rep. Properties window appears.
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Sales representative:
Name: The sales person’s name. The name may include up to 30 characters in length.
ID number: The number by which the sales rep is referenced.
Telephone: The sales person's phone number.
E-mail address: The sales person's e-mail address.
Commission:
Fixed amount: To use a fixed amount commission, enter the amount the sales person
will receive for each unit sold. Otherwise, if you do not want to use this option, enter a
zero.
Percent of sale (%): To use the percent of sale commission option, enter the percent
commission the sales person will receive for every item sold. Otherwise, if you do not
want to use this option, enter a zero.
Percent of profit (%): To use the percent of profit commission option, enter the percent
commission the sales person will receive for every item sold. Otherwise, enter a zero.
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Time Clock option
The Time Clock menu option enables you to edit the time card directly in the Manager
program by going to the Database menu and clicking Time Clock.
As the administrator, you may want to view a particular employee's attendance. After
you select the cashier whose time card you would like to view/edit, click Properties.
Cashier name: The name of the cashier. You cannot edit this field.
Time elapsed (hrs): The difference computed in hours between the Time In and Time
Out times.
In date: Displays the date when the cashier punched in at the POS transaction screen.
Use the Date drop-down list to modify this date. When you edit this field, Store
Operations will adjust the Time Elapsed field accordingly.
In time: Displays the exact time the cashier punched in at the POS transaction screen.
Either manually type in the numbers or use the field's up/down arrow keys to edit the
time. When you edit this field, Store Operations will adjust the Time Elapsed field
accordingly.
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Out date: Displays the date on which the cashier punched out. Use the field's drop down
list box to edit the date. If you clear the checkbox in the Date field, the Time Clock will
show that the cashier punched in, but did not punch out. When you edit this field, Store
Operations will adjust the Time Elapsed field accordingly.
Out time: Displays the exact time the cashier punched out. Either manually type in the
numbers or use the field's up/down arrow keys to edit the time. When you edit this field,
Store Operations will adjust the Time Elapsed field accordingly.
Note: You can control who views/edits the time card. If you go to the Database menu
and click Cashiers, you can easily restrict the employee's access to the time card. Select
the applicable cashier, and then click Properties to display the detailed employee
information. You can use the options in the Cashier Rights list to restrict the employee
from viewing and/or editing other employees' time clock entries.
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Customers option
When you click Customers, you will see a list of all your customers. Click Find to
search for a customer, click New to create a new customer; click Delete to delete the
selected customer; click Properties to modify the selected customer; or click Copy to
copy properties from the selected customer.
When you click New or Properties, you will see the Customer Properties window:
Billing Information tab
Use the Billing Information tab to enter customers' contact information and billing
address. There can be only one billing address per customer.
Account number: The number by which the customer is referenced. You can manually
enter an account number or click Auto. See also Auto Button.
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Auto button: If you click Auto, Store Operations will automatically generate a customer
account number. If there is a defined account number in the field, this button will be
disabled.
Last name: The customer's last name.
First name: The customer's first name.
Title: If desired, enter the customer's title (i.e., Mr., Mrs., Ms.).
Customer tax: The tax assigned to the selected customer. Use the Sales Tax tab on the
Configuration window to set up the tax schedule on a per customer basis. Store
Operations will then assign the applicable tax to each customer. For example, when you
enter the customer's state in the State box, Store Operations automatically enters the
associated tax in the Customer Tax field. If you used the Configuration option to set up
the tax schedule based on individual items, this field will not appear.
Company: The customer's company name. The name's length may include up to 30
characters.
Address: The street address of the billing location.
City: The city in which the billing location is located.
State: The state in which the billing location is located.
Zip: The zip (postal) code for the billing location.
Country: The country where the billing address is located.
Telephone: The billing location's main telephone number.
Fax number: The billing location's fax-line phone number.
E-mail address: The customer's e-mail address.
Shipping Address tab
Use this tab to enter the customer's shipping information. Each customer can have more
than one shipping address. When you click the Shipping Address tab, you will see a list
of your customer's existing addresses.
After you click New, Store Operations will ask if you want to use the existing Billing
Address. If you click Yes, Store Operations automatically inserts the address information
onto the tab. If you click No, you will see the Shipping Address Information window that
lets you manually enter the address. Click Properties to edit the selected address, or
click Remove to remove the selected address from the database.
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Note: The same field parameters that apply for the customer's billing address apply for
this tab. See also Billing Information tab.
Set Primary: If the customer has multiple shipping locations, you can designate the
primary address by clicking Set Primary for the selected address. When cashiers select
the customer account at the point-of-sale, they will see the primary shipping address on
the transaction screen. If cashiers wanted to select another shipping address, they would
press CTRL-F7. The Ship To Addresses window would show all the addresses that were
defined for the customer.
Customer Options tab
Use the Customer Options tab to view and update customer account information. You
can also include customer pictures or websites.
Customer is exempt from taxes: The customer will not be charged any taxes on all
sales.
Customer is an employee: The customer has an employee account, which does not have
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any store credit. You would normally use an employee account to either give your
employees a discount or limit what they can buy at discounted prices.
Enforce purchase limits for this customer: The purchase limit settings will be
enforced for the customer.
Customer is a global/enterprise customer: Select this option if you are also using
Headquarters for multi-store operations. For single store operations, this field is disabled.
Local customer accounts are created and maintained by each store. You can, however,
create global customer accounts at either the store or the head office. You would then use
Headquarters to download this data to all your stores. Information on global customer
credit limits, balance and payment is available to all stores.
Price level: If you use item price levels to give discounts to your best customers, assign
the price level (i.e., Standard, Price A, Price B, or Price C) you want to grant this
customer.
Discount (%): The percent discount that you want to give to this customer.
Tax ID number: If desired, you can assign a unique tax code to the customer account.
For example, you can use this number for selling to customers for resale purposes.
Primary Sales Rep: You can assign a sales rep to a customer. When the customer
makes a purchase, the POS automatically associates the transaction with the customer’s
primary sales rep.
Primary cashier: If desired, you can assign a specific cashier to a customer who will be
the only person who can view the customer's property information (e.g., account
information, purchase history, etc). Other cashiers can ring up transactions on the
customer's account, but Store Operations will display the Permission not granted
window and prevent them from viewing the detailed customer information. If you assign
a cashier to the customer, ensure that the Allowed to view and edit all customers option
is cleared in the Cashier Properties window for every cashier that you do not want to
view the customer's information.
Picture: Displays the name of the graphic file associated with the customer account. If
the graphic file is in the proper format and located in the correct directory, it will be
displayed in the adjacent box. You can also use the customer's HTML web pages and
video clips.
Shipping carrier: If applicable, you can view the shipping carrier the customer last
used.
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Shipping service: If applicable, you can view the shipping service the customer last
used.
Purchase History tab
The Purchase History tab displays information about the customer's purchases.
Tip: Move your mouse over the list of purchases to drill-down to detailed information.
For example, double-click your mouse on an entry in the Transaction # column to
display the receipt for that particular purchase.
Last visit: Displays the date of the customer's last transaction.
Total visits: Displays the customer's total number of visits.
Total sales: Displays the total amount of all the customer's transactions.
Savings: Displays the customer's total savings from all transactions.
Purchase information table: Displays each individual item purchased or returned by
the customer. Each item entry includes the purchase/return date, transaction number, the
reference ID, item lookup code, item description, item unit price, and quantity
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purchased/returned. A negative quantity denotes a returned item. Note that this table will
only display the last thousand purchases for a customer.
Account Information tab
The Account Information tab displays all the account information and payments to the
customer's account.
Click the Details button to view the specific information (i.e. payment type; comment)
for a selected invoice. Click the Receipt button to display the receipt for that invoice.
Click the Adjust button to make any adjustments to the customer's account.
Account type: Specifies the type of account (i.e., Revolving Charge Account; Preferred
Customer, etc.) the customer will use. Use the Account Types menu option to define
your store's account types. If desired, you can create a default account type for new
customers by going to the File menu, clicking Configuration, clicking the Accounts
tab, and selecting the default account type.
Account opened: Displays the date when the customer account was created.
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Credit limit: The maximum amount the customer may charge on the credit account. If
the new charge amount causes the customer to exceed this limit, Store Operations will
display a warning at the POS.
Balance: Displays the current account balance.
Available credit: Displays the customer's available credit. It is the difference between
the Credit Limit and Balance.
Assess finance charges: If selected, Store Operations will calculate finance charges for
the customer's account.
Closing date: Displays the date that the billing cycle was last closed.
Closing balance: The customer's balance at the time the billing cycle was closed.
Activity/Receivables button: Click Activity to display the customer's account history
and running balance. Click Receivables to display the customer's account receivables
and the balance due for each invoice. These are available at all stores, regardless of
where the transactions occurred.
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Additional tab
You can use the Additional tab to enter any miscellaneous information regarding the
customer's account. Using this tab is completely optional. Unlike user-defined data fields
that can be used for reporting purposes, the information you enter on this tab is for
reference only and does not affect any functions regarding the customer.
You can define the customer fields (i.e., DOB, Credit Card Number, Driver's License).
On the File menu, click Configuration, click Captions, and then click the Customer
tab.
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Checks option
The Checks menu option is designed for those businesses that are not using an outside
service for check verification. Store Operations can provide a positive or negative check
verification scheme.
To define which method to use, go to the Database menu, click Tender Types, select
the Check tender, click Properties, click the Verification tab, and then select the
applicable option under the Check Verification heading.
When you click Checks, you will see a list of check accounts. You can click New to add
a check account; click Properties to revise the selected check account; click Delete to
remove the selected check account from the database; or click Copy to copy values from
an existing record.
A positive check file holds the names of those people whose checks may be accepted,
unless otherwise noted. A negative check file holds the names of those people whose
checks are not to be accepted. Store Operations will check the account number entered
by the cashier against the account numbers contained in the check file to determine if the
check can be accepted.
In most cases, negative check verification is used. Using this method, all checks will be
accepted at the point-of-sale for the first time. Later, if a check bounces, you can use the
Checks menu option to enter the appropriate status. When the customer attempts to pass
a check a second time, the cashier will instantly see that there is a problem.
When you click New or Properties, you can define/modify the check properties.
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Account number: The checking account number. This number may include up to 30
characters.
Account name: The name of the check holder. This account name account name may
include up to 30 characters, and is optional.
Status codes: When Store Operations encounters a check that matches the specified
account number, it will display a message containing the status code to the cashier. You
can use the status codes 4 to 8 for in-store security codes. For example, status code 5
may signify a hidden "Call Police" code.
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Account Types option
Use the Account Types menu option to define the types of accounts your store(s) will
use. When you create the account type, you specify how Store Operations will handle
finance charges on Customer Account Statements. You can also use the Accounts tab in
the Configuration menu option to define the default account type for new customers.
When you click Account Types, you will see a list of all your account types. Click New
to create a new account type; click Delete to delete the selected account type; click
Properties to modify the selected account type; or click Copy to copy properties from
the selected account type.
When you click New or Properties, you will see the Account Type window:
Account type description: The name (e.g., Revolving Charge Account; House Credit;
Preferred Customer) by which the account type will be referenced.
Minimum payment: The lowest amount the customer should pay towards the account.
This amount is displayed on the statements. The Minimum Payment field serves only to
advise the cashier/customer about the minimum amount. The customer may pay an
amount that is less than the defined minimum payment.
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Due dates:
y
Due after closing date plus __ days: The number of days after the closing date (as
defined in the Accounts tab of the Configuration menu option) a customer with an
account balance is given to pay off the entire balance before a finance charge is
assessed.
y
Due after invoice date plus __ days: If you bill your customers for net terms, you
can specify the number of days the customers have to pay the account balance. For
example, if one of your account types allowed customers to pay within 30 days, you
could enter the number "30" in this field.
Finance charges:
y
Apply charges on finance charges: If selected, Store Operations will include any
previously unpaid finance charges, along with the current outstanding balance, when
calculating the current billing cycle's finance charge. Note that in some states, it is
unlawful to include any previously unpaid finance charges when calculating a new
finance charge. Check with your state laws to determine the exact policy.
y
Minimum finance charge: The minimum dollar amount a customer must pay if
there is an outstanding account balance. Store Operations will compare this amount
with the computed finance charge for the current billing cycle and apply the higher
amount as the finance charge to be paid by the customer.
y
Annual interest rate: The annual finance rate for the charge account. Store
Operations determines any applicable finance charge per billing cycle for each
account with a balance. The finance charge is computed as follows:
The total finance charge is the sum of the finance charges on all account receivables. The
finance charge on each account receivable (AR) is calculated by:
(Daily interest rate) * (Days overdue) * (Chargeable balance)
Where:
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y
Daily interest rate = (Annual interest rate / 100) / 365
y
Days overdue = The number of days overdue on the AR or the number of days
since the last closing of the billing cycle. Store Operations will use the number that
is smaller.
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y
Chargeable balance is calculated as follows: If paid in full before grace period, the
chargeable balance = 0. Otherwise, the chargeable balance = the average daily
balance of the AR during the billing cycle.
Example
For example, assume your customer is charged an 18% annual interest rate on his
account. He has two open account receivables.
Account Receivable #1 (AR1):
Balance = $140
Overdue = 15 days
Account Receivable #2 (AR2):
Balance = $352
Overdue = 45 days
Daily Interest Rate = (18% / 100) / 365 = .000493.
AR1's finance charge = (0.000493*15*140) = 1.035.
AR2's finance charge = (0.000493*30*352) = 5.206 (Note that the billing cycle was
closed on the 30th day)
Total finance charge = 1.035 + 5.206 = 6.241 = 6.24
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Suppliers option
Use the Suppliers menu option to maintain your suppliers database. You can view, add,
delete, or edit your suppliers' names and contact information.
When you click Suppliers, you will see a list of all your suppliers. Click New to create a
new supplier; click Delete to delete the selected supplier; click Properties to modify the
selected supplier; or click Copy to copy properties from the selected supplier. See also
Managing Supplier Information.
If you click New or Properties, you will see the Supplier Properties window, which
includes the General tab, Additional tab, Items Supplied tab, and Notes tab.
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General tab
Use the General tab to enter the supplier's contact information.
Name: The company’s name. The name may include up to 30 characters in length.
Code: The number by which the supplier is referenced.
Terms: The supplier’s payment terms. If the terms have been imported from
QuickBooks 2003, you can select a payment term from the list.
Address: The supplier's street address.
City: The name of the city in which the supplier is located.
State: The state in which the supplier is located.
Zip: The zip (postal) code for the supplier.
Country: The country in which the supplier is located.
Account number: Your account number with the supplier.
Tax number: Use this field if your state/country requires a supplier tax number. This
field is used mainly for countries outside of the U.S.
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Accepted currency: Use the drop-down list box to select the supplier's applicable
currency (i.e., Dollar, Euro, etc.). The Default Currency uses your Windows settings.
Contact: The person who is your main liaison between the supplier and your store.
Telephone: The supplier's main telephone number
Fax number: The supplier's fax-line phone number
E-mail: The supplier's e-mail address.
Web page: The supplier's web site address.
Additional tab
If you defined custom fields for additional supplier information, you can enter the
information here.
Items Supplied tab
The Items Supplied tab displays all the items in your database that the particular
supplier carries. Whenever you use the Suppliers tab on the Items menu option to define
the supplier for an item, Store Operations will automatically include that item on the
Items Supplied tab for the applicable supplier.
If you have not defined the supplier for an item, that item will not appear on this tab. To
add an item to the Items Supplied tab, click the Add button. On the Items window,
select the applicable item, and then click OK.
Tip: To drill-down to detailed item information from the Items Supplied tab, move your
mouse over the fields in the Item Lookup Code column and then double-click.
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Notes tab
You can enter notes about the supplier on this tab. These notes do not appear in reports
or on purchase orders.
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Shipping Carriers option
You can define shipping carriers and the shipping services that Store Operations will use
to automatically tally exact shipping charges for each sales transaction. With an Internet
connection, Store Operations can automatically generate UPS and FedEx shipping labels
you can print from your own printer. You can maintain shipping documents, track
shipments, and manage your account from the built-in browser screen.
On the Shipping Carriers window, click New to add a carrier; click Properties to edit the
selected carrier; click Delete to remove the selected carrier from the database; or click
Copy to copy values from an existing record. When you click New or Properties, you
can use the General tab and Services tab to enter the shipping carrier's applicable
Internet addresses and available shipping services.
General tab
Use the General tab to define the shipping carriers and their associated web pages. This
way, you can access their websites via the Internet directly from the POS. Store
Operations will automatically complete most of the shipping form.
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Name: The name of the shipping carrier. For example, Federal Express or UPS.
Internet addresses: The URLs of the carrier's relevant Web pages. You are not required
to enter these website addresses. However, entering the carrier's exact shipping and
tracking addresses facilitates faster shipping automation at the point-of-sale. For
example, when you press SHIFT-F1 at the POS, you see the Shipping Information
window with the pre-defined websites. To verify the URL, simply click Browse and
directly connect to the specified Web page.
Services tab
Use the Services tab to specify the types of services the selected shipping carrier offers.
Click Add or Properties to enter/modify the applicable shipping service information.
Service name: The name by which the shipping service is referenced. For example,
"Priority Overnight" or "Next Day Air".
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Schedule of charges: Select the method Store Operations will use to tally the shipping
charges. Then enter the denominations in the available grid. For example, if you select
the Weight (up to) option, enter the weight increments and the associated charges.
Assume you entered the following weight increments: 1, 2, and 3. You then assigned the
associated charges as $1.00, $2.00, and $3.00, respectively. Then, the following
conditions would be true:
y
From 0 to 1 pound, Store Operations would charge $1.00.
y
From 1.01 to 2 pounds, Store Operations would charge $2.00.
y
From 2.01 to 3 pounds, Store Operations would charge $3.00.
Therefore, using this scenario, if the total weight was 2 ½ pounds, Store Operations
would charge $3.00.
Interpolate schedule: If selected, Store Operations calculates the shipping charges
based on the exact Weight/Total values, regardless of whether these values are
specifically entered in the grid. For example, assume you entered the Weight/Total
increments of 10, 100, and 1000 and defined the associated charges as $1.00, $10.00, and
$20.00, respectively. If a customer's package was 50 lbs. (and you selected the
Interpolate Schedule box), Store Operations will tally the shipping charges to be exactly
$5.00.
Tip: To insert a value between two defined values, click in the first empty field in the
Weight column, enter the value, and then press Enter. Store Operations will
automatically insert the value in the appropriate place. To remove a value, click in the
applicable field and then press the Delete key.
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Limit Purchases option
The Limit Purchases menu option enables you to control how much your employees
and/or customers are allowed to buy over a specified time period. You can place a limit
on the total purchase amount or the total points. In a point value system, you assign a
point value to each item that you want to place a limit on. When your customers
purchase the items, Store Operations accumulates the points over the specified time
period. If the accumulated point value exceeds the total points allowed, a warning
message will be displayed to the cashier.
Store Operations allows you to select which customers and items will be subjected to the
purchase limit. You use this command to define the items. Then, when you set up a
customer account, you specify whether the customer is subjected to the purchase limit by
selecting the Enforce purchase limits for this customer option on the Customer
Options tab.
Limit conditions:
No limit: Store Operations will not apply any limits on the items sold.
Limit total amount of purchases to: If selected, the purchase limit applies only to the
total purchase amounts and not to the total points. The value shown represents the
maximum total amount of all purchases during the enforcement period the affected
customer may accumulate.
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Limit total number of units to: If selected, the purchase limit is placed on the total
units the affected customer accumulates during the enforcement period. The maximum
number of units is shown.
Limit total of points to: If selected, the purchase limit is placed on the total points the
affected customer accumulates during the enforcement period. The maximum number of
points is shown.
Enforce the limit per: Displays the purchase limit enforcement period. The purchase
limit is reset for each customer at the beginning of each new period. Available periods
are Day, Week, Month, and Year.
y
Day: The period between 12:00 AM through 11:59:59 PM for a single day.
y
Week: The period between Sunday, 12:00 AM through Saturday, 11:59:59 PM for a
single week of seven days.
y
Month: The period between 12:00 AM through 11:59:59 PM for the first and last
days, respectively, of a single month.
y
Year: The period between 12:00 AM through 11:59:59 PM for the first and last
days, respectively, of a single year.
Limit item table:
This table is active only when the Limit Total Points To option is selected. Use the Add
button to insert an item into the table. Each item is given a default point value of zero.
You can increase the value to have the item "counted" more than the normal value. If a
listed item is purchased by a purchase limit customer, then the point value for the item is
put into the customer's limit purchase accumulator. Once the accumulator has a value
greater than or equal to the purchase limit unit value, the customer may not purchase any
more items from the table until the next enforcement period.
For example, assume there are three items in this table: a TV set with a point value of 6,
a CD player with a point value of 2, and an alarm clock with a point value of 1. The total
points limit is set at 10. If a purchase limit customer were to buy a TV set, the available
points for the remainder of the enforcement period for the customer is 4 (i.e., 10 - 6).
Now, say the customer were to try to purchase a TV set again within the same
enforcement period, a message will be displayed informing the cashier that the
customer's purchase limit has been exceeded. However, the customer can buy two CD
players, or four alarm clocks, or any combination of CD players and alarm clocks with a
combined point value less than or equal to four.
Add button: Inserts an item into the Items to Limit table.
Remove button: Deletes an item from the Items to Limit table.
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Discounts option
Use the Discounts menu option to either define the mix and match category for selected
items or set up the "Buy X, Get Y for Z" capability.
Mix and Match items are items that can be sold in quantity with other similar mix and
match items at a discounted price. After you create the mix and match category, you can
assign it to a particular item by using the Discounts tab in the Items menu option.
For example, candy bars A and B are each normally sold at $0.40 each, and their Mix
and Match pricing structure sets the price for three candy bars at $0.33 each. This way, if
a customer buys any combination of the candy bars A and B that result in a quantity
divisible by three (3, 6, 9, etc), the customer will be charged $0.33 per candy bar instead
of $0.40. You can specify whether the remainders (odd items) should be sold at the
regular or discounted price. Conversely, if the customer bought only two candy bars, the
customer would have to pay $0.40 per candy bar.
When you click Discounts, you will see a list of all your quantity discounts. Click New
to create a new discount; click Delete to delete the selected discount; click Properties to
modify the selected discount; or click Copy to copy properties from the selected
discount.
When you click New or Properties, you will see the Discount window. Depending on
the discount type you select, the window fields will vary. For example, if you select the
Buy X and get Y for Z option, you will see a window similar to the following:
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Description: The name by which the discount type will be referenced. The description
can include up to thirty characters.
Type: Select either the Mix and Match option or the Buy X and get Y for Z option.
Depending on the type you select, the window fields will vary.
Quantity to Buy at full price: Enter the number of the particular item the customer
needs to buy before receiving the discount.
Quantity to Get at discount: Enter the number of the particular item the customer will
receive at a discount.
Discount price: Enter the price at which the discounted items will sell. For example, if
you set up a Buy 2 Items, Get 3rd Item for Free structure, you would enter the number
$0.00 in the field.
If you select the Mix and Match option under the Type heading, you will see a window
similar to the following:
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Pricing schedule: Use this table to set up the mix and match pricing structure. The
Quantity column contains the item quantity levels, and the Extended Price column
displays the total price charged for the specified quantity of items.
Discount odd Items: If selected, odd items are charged at the discounted price. For
example, assume the regular price of a candy bar was $1.40. Now, assume you have set
the extended price for 3 candy bars at $3.75 ($1.25 per bar). If customers bought 6 candy
bars, they could pay $3.45 ($1.15 per bar). If the 'Discount Odd Items' option was not
selected and the customer bought 4 candy bars, the customer would pay $3.75 for the
first 3 candy bars and $1.40 for the 4th one. If, however, the 'Discount Odd Items' option
was selected (checked), the customer would pay $1.25 for each of the 4 candy bars.
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Schedules option
Use the Schedules menu option to set up weekly schedules for sales prices. You can also
use this option to block the sale of items for specific days or times. For example, assume
you own a delicatessen where every Monday, Wednesday, and Friday you have a lunch
special between 11:00 a.m. to 1:00 p.m. You could define a schedule that would let Store
Operations automatically discount specified items during these time periods.
Similarly, you could create a schedule that would prevent certain items from being sold
during specific time periods. For example, assume you owned a liquor store and could
not sell alcoholic beverages on certain days (i.e., Sunday). You could define a weekly
schedule that would prohibit the sale of these items for any days of the week.
After you define a schedule, use the Items menu option's Pricing tab to assign the sales
schedule to the applicable item(s). To assign a schedule that would block the sale of an
item, use the Items menu option's Options tab.
When you click Schedules, you will see a list of all your weekly schedules. Click New
to create a new schedule; click Delete to delete the selected schedule; click Properties to
modify the selected schedule; or click Copy to copy properties from the selected
schedule.
When you click New or Properties, you will see the Schedule window.
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Description: The name by which the schedule can be referenced. For example, "Lunch
Special."
Time increments: The time intervals the grid will display. For example, to schedule sale
prices to be effective on an hourly basis, select the "1 hour" option. The grid would
display time periods of 1:00 - 2:00, 2:00 - 3:00, etc. To base sale prices or blocked sales
on shorter time periods, you could specify 15 minute increments. Store Operations would
then adjust the grid to display time periods of 1:00 - 1:15, 1:15 - 1:30, etc.
Grid: The grid schedule is similar to Microsoft Excel in that it is organized by columns
and rows. You can click in individual field boxes. Or, you can select the entire
column/row by clicking on its appropriate header. Store Operations will highlight all the
fields in the applicable column/row. Click Set after each selection to schedule the time
period(s).
Set button: After you select the desired time field, click this button to schedule this day
and time when the sale price or blocked sales will be in effect.
Clear button: After you select the applicable time field, click this button to cancel the
time when the sale price or blocked sales will be in effect.
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Reason Codes option
A reason code is an identification method used to explain a specific action. Use the
Reason Codes menu option to describe reason codes that store and track information
regarding user defined actions (i.e., no sales, customer discounts, return of damaged
merchandise, etc.) This data is stored for use in tracking and reporting.
When you click Reason Codes, you will see a list of all your reason codes. Click New to
create a new reason code; click Delete to delete the selected reason code; click
Properties to modify the selected reason code; or click Copy to copy properties from the
selected reason code.
When you click New or Properties, the Reason Code Properties window appears.
Code: Enter a unique set of alphanumeric characters by which the reason code can be
referenced.
Description: Enter an explanation that describes the reason for this reason code (i.e.,
Damaged; Cashier Mistake; Monthly Adjustment).
Type: Use the drop-down list box to select the type of operation associated with the
reason code (i.e., discount, inventory adjustment, no sale, etc.)
Start date and End date: Select the checkboxes and enter a start date and end date for
the reason code to be in effect. Clear the checkboxes if you don’t want to specify start
and end dates.
After you create the reason code(s), you have the option to have Store Operations prompt
and/or require employees to enter reason codes for specific types of actions, such as no
sales, discounts, and inventory adjustments. For details, see the Options tab in the
Configuration menu.
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Registers - Register List option
You can use the Register List menu option to define the POS devices connected to each
register. You may have the same settings for all your registers in your store, or they can
all be different.
On the Registers window, you can click New to add a register; click Properties to revise
the selected register; click Delete to remove the selected register from the database; or
click Copy to copy values from an existing record. The Registers window lists all the
defined registers and uses checkboxes to show if the registers are connected to Printer 1,
Printer 2, Scanner, Pole Display, Cash Drawer 1, Cash Drawer 2, and/or Weight Scale. A
check mark indicates that the device is connected to the register.
When you click New or Properties, you will see the Register Properties window. You
will use the tabs to configure each register.
Note: Store Operations has incorporated OLE for Point of Sale (OPOS), allowing you to
select OPOS compatible hardware or peripherals to use with the software. Store
Operations supports Windows printers and popular OPOS printers, scanners, scales, line
displays, and cash drawers, however some printers may not be able to utilize all of the
features in Store Operations (i.e., label graphics). By supporting OPOS, Store Operations
makes it simple to interconnect POS hardware devices and lets you minimize software
maintenance and upgrade costs. You should obtain the OPOS drivers from your
hardware's manufacturer and install them on each POS station. Use the Registers menu
option to configure Store Operations accordingly.
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General tab
The General tab displays the basic summary information for the selected cash-register.
Register number: The number by which the register is referenced. This number is
especially important for the Store Operations Configuration utility.
Description: The name by which the register is referenced (i.e. "Register 1").
Default price level: The price level Store Operations will use for every item that is rung
up at the transaction screen. For example, if you want a particular register to always use
the Price Level A for items, use the drop-down list box to select Price A. In this case, if
the cashier rings up an item that does not have a defined Price Level A, Store Operations
will use the item's Standard (Regular) price. To change the price level used for a
particular transaction, press SHIFT-F3 to display the Set Discount/Price Level window.
Default Shipping Information: You can specify the default shipping carrier and
services for use at each register. Store Operations will automatically calculate the
shipping charges for a sales transaction based on the information specified on this tab.
Cashiers can use the SHIFT-F1 function key to change the shipping carrier or services as
needed.
Before you can select your default shipping information, use the Shipping Carriers
option to set up all the applicable shipping carriers and services.
Default Carrier: Displays the default shipping carrier for the register at the POS, for
example, FedEx.
nd
Default Service: Displays the default shipping service at the POS, for example, 2 Day
Air.
Note: For every customer, Store Operations remembers the last shipping carrier/service
used, which is especially useful for mail order. Assume, for example, that you use your
default carrier and service, UPS Ground, for most transactions. However, some of your
frequent customers may continually use a shipping carrier and service that is not defined
as your defaults. Using Store Operations, you can select the applicable carrier/service for
a particular customer and process the transaction. When you select this customer account
the next time, Store Operations automatically uses the shipping carrier/service the
customer used for his last purchase. This saves time at the POS. To use this shipping
feature, click the Options tab from the Configuration option, and then select the
Automatic Shipping option.
Receipt Printer 1 tab
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The Receipt Printer 1 tab specifies how the receipt printer is connected to the register
and enables you to assign a receipt format for receipt printing functions.
Receipt printing: Specify if and when the printer will generate receipts.
Do not print receipts: Store Operations will not print receipts from this register for any
transaction.
Print receipts automatically after each transaction: If selected, Store Operations will
print a receipt for every tendered transaction.
Print receipts only after asking the cashier: If selected, Store Operations will display a
window that lets the cashier decide (for each transaction) whether to print a receipt of
not. For example, the cashier may not want to print a receipt for a cancelled transaction.
Printer type: Select whether you want to use a Windows printer or OPOS compatible
printer. Then specify in the Windows/OPOS device name field the name of the printer to
which the receipt will print.
Journal receipts from this printer: You can specify if you want Store Operations to
record receipts in the database. For example, if you select this option, Store Operations
will save the receipts in the database and allow you to view them in a graphical format
through the Journal Viewer. However, if you do not select this option, Store Operations
will still print the receipts, but will not store them in the software. You may want to clear
this option if you don't want to retain an electronic copy of each receipt or if your printer
is capable of journal printing. Journaling receipts will increase the space used by your
Store Operations database.
Receipt format: Use the Browse
button to select the receipt format (i.e. 40 col) the
printer will use. Use the Receipt Formats option to define the available receipt formats.
Receipt Printer 2 tab
The Receipt Printer 2 tab specifies how a second receipt printer is connected to the
register and enables you to assign a receipt format for receipt printing functions. A
second printer may be desirable if you need to print receipts on different paper sizes or
formats. For example, print a receipt on a 40-column printer and a packing slip on a laser
printer. If you have both Receipt Printer 1 and Receipt Printer 2 enabled for the register,
Store Operations will display windows at the point-of-sale asking to which receipt
printer you want to print the receipt. Working with two receipt printers, you can use
different receipt formats.
Receipt printing: Specify if and when the printer will generate receipts.
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Do not print receipts: If selected, Store Operations will not print receipts from this
register for any transaction.
Print receipts automatically after each transaction: If selected, Store Operations will
print a receipt for every tendered transaction.
Print receipts only after asking the cashier: If selected, Store Operations will display a
window that lets the cashier decide (for each transaction) whether to print a receipt of
not. For example, the cashier may not want to print a receipt for a cancelled transaction.
Printer type: Select whether you want to use a Windows printer or OPOS compatible
printer. Then specify in the Windows/OPOS device name field the name of the printer to
which the receipt will print.
Journal receipts from this printer: You can specify if you want Store Operations to
record receipts in the database. For example, if you select this option, Store Operations
will save the receipts in the database and allow you to view them in a graphical format
through the Journal Viewer. However, if you do not select this option, Store Operations
will still print the receipts, but will not store them in the software. You may want to clear
this option if you have an additional printer that only prints receipt duplicates.
Receipt format: Use the Browse
button to select the receipt format (i.e. 40 col) the
printer will use. You can use the Receipt Formats menu option to define the available
receipt formats.
Pole Display tab
Use this tab to specify how the pole display is connected to the register.
Pole display is enabled for this register: Select (check) this option to enable the pole
display for the register. On the Registers window, you will then see a checkmark in the
Pole Display box for this register. If you disable (clear) this option, you will not be able
to edit the fields on this tab.
OPOS device name: Specify the name of the OPOS compatible pole display. If you do
not have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Pole display message: Select the desired message you want to showcase on the display.
To create these messages, use the Pole Display Messages menu option.
Cash Drawers tab
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Use this tab to specify how the cash drawer is connected to the register. You can
configure one or two cash drawers.
Cash drawer is enabled for this register: Select (check) this option to enable the cash
drawer for the register. On the Registers window, you will then see a checkmark in the
Cash Drawer 1 or 2 box for this register. If you disable (clear) this option, you will not
be able to edit the fields on this tab.
OPOS device name: Specify the name of the OPOS compatible cash drawer. If you do
not have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Wait for drawer close: If selected, the cashier will not be able to tender another
transaction until the cash drawer is closed.
Time out (seconds): Designates the allowable time period the cash drawer can remain
open until Store Operations sounds the alarm (repeating beep). Close the drawer to turn
off the alarm.
Scale tab
If you use an electronic scale, you need to specify how it is connected to the register.
Scale is enabled for this register: Select (check) this option to enable the scale for the
register. On the Registers window, you will then see a checkmark in the Weight Scale
box for this register. If you disable (clear) this option, you will not be able to edit the
fields on this tab.
OPOS device name: Specify the name of the OPOS compatible scale. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Time out (seconds): Specify the maximum time limit that the Scale has to send the
weight back to Commerce.
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MICR tab
Store Operations interfaces to MICR (Magnetic Ink Character Recognition) readers that
enables you to read the information on checks. Use this tab to specify how the MICR
reader is connected to the register.
MICR is enabled for this register: Select (check) this option to enable the MICR
reader for the register. If you disable (clear) this option, you will not be able to edit the
fields on this tab.
OPOS device name: Specify the name of the OPOS compatible scanner. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
MSR tab
Use this tab to specify how the MSR is connected to the register.
Magnetic stripe reader is enabled for this register: Select (check) this option to
enable the MSR for the register. If you disable (clear) this option, you will not be able to
edit the fields on this tab.
OPOS device name: Specify the name of the OPOS compatible scanner. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Note: If you are using a keyboard wedge, it might not require OPOS drivers and might
not have to be configured with Store Operations.
Signature Capture tab
If you have a signature capture terminal and process credit card transactions, you can
electronically capture the customer signature in the database. Use this tab to specify how
the signature capture terminal is connected to the register.
Signature capture is enabled for this register: Select (check) this option to enable the
signature capture terminal for the register. If you disable (clear) this option, you will not
be able to edit the fields on this tab.
OPOS device name: Specify the name of the OPOS compatible scanner. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Form name: This information is required for OPOS.
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Scanner tab
Use this tab to specify how the scanner is connected to the register.
Scanner is enabled for this register: Select (check) this option to enable the scanner for
the register. On the Registers window, you will then see a checkmark in the Scanner box
for this register. If you disable (clear) this option, you will not be able to edit the fields
on this tab.
OPOS device name: Specify the name of the OPOS compatible scanner. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Net Display tab
Use this tab to specify whether you want the selected register to use the Net Display
feature. If the 'Net Display is enabled for this register' option is selected (checked), the
register will be able to use the defined net channels. If this option is cleared, the register
will not be able to use the Net Display feature.
If the Net Display is enabled for the register, you can decide if and when to use the Net
Display at the point-of-sale. Whenever you want to display the net
channels/advertisements, press CTRL-F6, click the Net Display tab, select the Show Net
Display option, adjust the positioning, and then press Enter. Your customers will be
able to view the net display channels/advertisements.
If the Net Display is not enabled for the register, you will see only a blank screen.
Note: You can define these channels by using the Net Display Channels menu option
from the Database menu.
Options: Enables you to select the Net Display Channel you want to use. Each channel
can include multiple URL addresses. To select the channel, click the Browse
and select from the Net Display Channels list.
button
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Touchscreen tab
Use this tab to specify how the touchscreen is connected to the register.
Touch screen is enabled for this register: Select (check) this option to enable the
touchscreen for the register. If you disable (clear) this option, you will not be able to edit
the fields on this tab.
Keyboard configuration: Select which keyboard you want to display at the POS. Use the
Database menu's Keyboards option to customize the touchscreen keyboard and define
the desired function keys, captions, and colors. At the POS, press Ctrl-F6 to display and
size the touchscreen keyboard.
PIN Pad tab
Use this tab to specify how the PIN pad is connected to the register. PIN pads are
required for debit card transactions.
PIN Pad is enabled for this register: Select this option to enable the PIN pad for the
register. On the Registers window, you will then see a checkmark in the PIN pad box for
this register. If you clear this option, you will not be able to edit the fields on this tab.
OPOS device name: Specify the name of the OPOS compatible PIN pad. If you do not
have OPOS compatible drivers, you will not be able to use any peripherals. For more
information, contact your hardware's manufacturer.
Note: Currently, only the Verifone PINPad 1000 model is supported.
Registers - Pole Display Messages option
You can use the Pole Display Messages menu option to define messages that will show
on the pole display when the register is idle. Once defined, you can use the Registers
menu option to select which message will display on each register.
When you click Pole Display Messages, you will see a list of all your pole display
messages. Click New to create a new pole display message; click Delete to delete the
selected pole display message; click Properties to modify the selected pole display
message; or click Copy to copy properties from the selected pole display message.
When you click New or Properties, you will see the Pole Display Message Properties
window.
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You can use up to two lines of text (pole display dependent) with a variety of display
options. If the pole display is not capable of showing two simultaneous lines, the text on
Line 2 will be ignored.
On the right is a pole display preview.
Message description: The message name. The name may be up to twenty-five
characters.
Message: The content of the message. You can specify a text message to be displayed or
the current date and time. When the Format as Date/Time box is selected, Store
Operations will interpret the text message as the date and time format specification. The
day/time format and the resulting display are shown below:
Format:
Display:
d - Date (day of the month):
(ex: 7)
dd - Date:
(ex: 07)
ddd - Day:
(ex: Wed)
dddd - Day:
(ex: Wednesday)
ddddd - Date:
(ex: 2/7/99)
dddddd - Day, Date:
(ex: Wednesday, February 7, 1999)
h:mm:ss - Time:
(ex: 14:00:00)
h:mm:ss AM/PM - Time:
(ex: 2:00:00 PM)
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You can use any combination. If an illegal entry is used, "Format Error" is displayed on
the simulated pole display.
Note: Leaving the message field blank with the Format as Date/Time box selected will
default to the following format: ddddd, h:mm:ss am/pm.
Timing: You can specify how fast the message will blink or scroll by setting the timing
value. The lower the number, the faster the message will scroll or blink.
Effect: Determines the special effect (blinking or horizontal scrolling) that is applied to
the message. Only one effect may be set for a given message. If the None option is
selected, the message will be stationary on the pole display and if the message extends
beyond the pole display limit, it will be truncated.
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Registers - Net Display Channels option
The Net Display Channels feature lets you showcase advertisements and websites on
another display monitor at your point-of-sale station. This monitor not only substitutes
for the pole display by showing customer receipts in real-time, but it also rotates through
pre-selected websites and Web pages, and ads from your local CD-ROM or DVD.
There are many ways you can use the Net Display feature. Because the Net Display
supports multimedia (i.e., sound and action clips), you can program personal greetings
and reminders that would motivate (and entertain) your customers as they wait in line.
You could also generate revenue by displaying ads for other businesses. Or, you may
want to display information about your store and the types of products you sell. For
example, if your company sells ski equipment, you could show hourly ski reports or
display product pictures.
To use the Net Display Channels feature, you need to satisfy the following requirements:
y
Running Windows 98 or Windows 2000 and configured to run multiple displays
y
Two monitors at the point-of-sale station
y
Access to the Internet if the display contents are to be downloaded from the Internet
At the point-of-sale, you can enable/disable the net display and adjust its size and
position. You can also choose whether to display the receipt in real-time on the net
display. This would allow your customers to watch their receipts as they form. For
instructions on how to set up a net display channel and use it at the point-of-sale, see
“Setting Net Display Channels” in the “Working With Your Database” section.
When you click Net Display Channels, you will see a list of all your net display
channels. Click New to create a new net display channel; click Delete to delete the
selected net display channel; click Properties to modify the selected net display channel;
or click Copy to copy properties from the selected net display channel.
When you click New or Properties, you will see the Net Display Channel Properties
window on which you can define URL addresses and display times.
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Channel name: The name by which the net display channel is referenced. For example,
you could define the Channel Name as "News Reports" and then include all the websites
that pertain to the news (i.e., national news, local news, traffic reports).
Pos: The position of the URL. Store Operations will rotate through the websites or
advertisements beginning with the URL that is in the first (1) position. You cannot edit
the Pos. fields. Use the Move Up and Move Down buttons to adjust the URL positions.
Seconds: The amount of time in seconds that the advertisement will display on the
screen before the next URL is displayed. The default time is 60 seconds (1 minute).
Move Up/Move Down button: Adjusts the position of the URLs. For example, if you
select the first URL and click Move Down, that URL would move down to the second
position. The URL that was in the second position would move to the first position.
Add/Delete button: Adds/Removes a URL to/from the net display channel.
Preview button: After you define the URL, click Preview to see the ad/website as it
would display on the monitor. This way, you confirm that you entered the correct URL
address and that the monitor will display the appropriate information.
Display each item's picture as it is rung up: If selected, Store Operations will display
on the net display monitor the picture of the item as the item is rung up on the transaction
screen. When no transaction is active, the display channels will still be displayed.
Registers - Custom POS Buttons option
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Use the Custom POS Buttons feature to create customized shortcuts from the point-ofsale transaction screen to other software program tools. The POS transaction screens
displays these customized shortcuts, letting you directly access them without leaving the
transaction screen.
At the point-of-sale station, you can display these buttons by pressing the CTRL-F6
function key. Store Operations POS will display the Display Properties window,
allowing you to select the Display custom buttons on right side box. You can also
specify the width of the buttons. These buttons can be activated by a mouse click or by
pressing both the CTRL key and the associated number from 0 to 9.
When you click Custom POS Buttons from the Database menu, you will see a list of
all your existing custom buttons. You can click New to define a new button; click
Properties to edit the selected button; click Delete to remove the selected button; or
click Copy to copy values from an existing record.
When you click New or Properties, the Custom Button Properties window appears.
Number: The number by which the custom button is referenced.
Style: Specifies what action will be taken when the button is pressed. You can select
from the following:
y Disabled: The button is inactive and will not show up on the display.
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y
External Program: When clicked, Store Operations will launch the specified external
program and continue with its operations.
y
External Program (Wait): When clicked, Store Operations will launch the specified
external program and wait for the external program to finish before continuing its
operations.
y
HTML Window: When clicked, Store Operations will display the Web page on the
POS transaction screen. The user will not be able to navigate to URLs other than
those links provided on the Web page.
y
Internal HTML Window: When clicked, Store Operations will display the Web page
on the POS transaction screen in a browser that will allow the user to navigate to
other URLs and auto fill input entries.
y
Internal Command: When clicked, Store Operations will process the specified
internal command. Store Operations has a set of internal commands in the form of
object methods invoked through the command buttons or an HTML page. For
example, you can print the last receipt by invoking the PRINTLASTRECEIPT
command. Because incorrect command sequences can potentially damage or destroy
information in the database, the internal commands should only be used by people
with an in-depth knowledge of Store Operations programming.
Note: At the POS, you can press the ESC key to exit from the custom button's display
window and return to the transaction screen.
Caption: The name (i.e., S.C. Ski Reports) by which the custom button is referenced.
This name will be displayed on the custom button.
Command: The location of the applicable website, external program, or internal
command you want to access. For example, if you wanted the button to display a
particular website, you would enter the URL for the HTML file in this field.
Description: Enter the relevant information that pertains to the custom button.
Image: Displays the defined graphic on the custom button. See also Load button.
Load button: Enables you to select the desired graphic/picture. When you click Load,
you will see the Select Image File window from which you can locate the desired picture
file. The selected graphic file will be displayed on the POS button.
Use Mask Color: If you are using GIF files, you can select a color that matches your
mask color for the transparent GIF image. This way, the image will have a transparent
background on the custom button at the POS.
Registers - Keyboards option
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If you have a touchscreen monitor, you can obtain key inventory, sales, and customer
information literally at your fingertips. Use the Database menu's Keyboards option to
customize the touchscreen keyboard and define the desired function keys, captions, and
colors that will be displayed at the POS. You can define function keys as well as buttons
that point to specific items, departments, categories, and suppliers.
After you define your keyboard configuration(s), be sure to enable the touchscreen for
the applicable register(s). To do this, click the Register List option from the Database
menu, click the Touch Screen tab, and then select the Touch screen is enabled for this
register option. You can then define which keyboard configuration to use at the register.
At the POS, press Ctrl-F6 to display and size the touchscreen keyboard.
When you click Keyboards, you will see a list of all your keyboard configurations.
Click New to create a new configuration; click Delete to delete the selected
configuration; click Properties to modify the selected configuration; or click Copy to
copy properties from the selected configuration.
When you click New or Properties, you will see the TouchScreen Keyboard
Properties window.
Move Up/Move Down button: Adjusts the position of the keys. For example, if you
select the key in the first position and then click the Move Down button, that key would
move down to the second position. The key that was initially in the second position
would move to the first position.
Add button: Adds a key to the keyboard configuration.
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When you click Add or Properties, you can define the selected key's attributes.
Style: The function key, item, department, category, and/or supplier as it is referenced in
the POS program. For example, the option 'Lookup' refers to the F2: Lookup function
key at the POS. Use the drop-down list box to select a function key. You can then use the
Caption field to rename this key. After you select the desired style, the Keyboard Key
Properties window will adjust accordingly. For example, if you select Item in the Style
field, you will see an Item field that lets you choose the particular item.
Caption: You can rename the function key you selected in the Style field. Changing the
caption on the function key does not change its function. For example, assume you
wanted the 'Lookup' function to be the first key on your touchscreen keyboard and also
wanted to give it a more descriptive name. You could rename it by entering something
that is easier for your cashiers to remember, such as 'Find'.
Color: The color of the key when it is not pressed.
Down color: The color of the key when it is pressed.
Functions button: Use this button as a starting point for customizing your touchscreen
keyboard. You can then modify the desired keys by clicking on the particular style and
then clicking Properties.
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Registers - Receipt Formats option
Create as many receipt headers and formats as desired, and then select which one(s) to
use when you perform sales transactions. For example, you can create a shipping label
template to print shipping labels at the point-of-sale.
Note: Because Store Operations can not use receipts that have the .rct file extension, the
software will not accept existing receipts from QuickSell 2000. You can only use receipt
templates that have the .xml file extension.
When you click Receipt Formats, you will see a list of all your receipt formats. Click
New to create a new receipt format; click Delete to delete the selected receipt format;
click Properties to modify the selected receipt format; or click Copy to copy properties
from the selected receipt format.
When you click New or Properties, you will see the Receipt Format Properties
window.
Title: The name by which the receipt format is referenced (e.g., "Basic Receipt").
Description: An explanation about the receipt's purpose (e.g., “Normal Operations").
Receipt and report templates: Assign different templates to different types of
transactions. Store Operations will use these templates to format the receipt. Store
Operations includes a Receipt Templates folder that lets you choose from a selection of
40 and 80 column receipts, preprinted forms, and separate store and customer copies in
the XML format. You select a receipt template and assign it to a transaction type. Note:
If a transaction does not have an assigned receipt template, it will not be printed at the
POS or be recorded in the register journal.
Properties: To customize the receipt, click Properties for the applicable transaction.
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Customize your receipts
Depending on the type of receipt template you select, you can customize the associated
receipt attributes by clicking the Properties button for the desired transaction type.
Some receipt templates enable you to define the types of information you want to display
(i.e., store logo, customer address, barcode, discounts) as well as create desired text lines,
adjust font attributes, set margins, and change paper dimensions. Whenever you edit a
field, Store Operations displays the updated graphical receipt, which serves as a useful
print preview.
The Attributes column lists all the available receipt attributes whose values can be
edited. To change an attribute, enter or modify the data in the field(s) located in the
Value column. Note that the available attributes depend on the template you choose.
There are many ways you can customize the receipt template. For example, assume you
wanted to insert the text line "Thank you for shopping with us!" In the Attribute
column, locate the Footer Line 1 field. In the corresponding Value field, enter the text,
"Thank you for shopping with us!" (include the quotation marks). Then click Refresh.
You will see the updated graphical receipt in the Preview window.
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Inventory menu
Store Operations enables you to efficiently track and control your inventory.
In the Inventory menu, you will find the following menu options:
y
Transfer Inventory In - Enter items received from suppliers or other stores without
generating a purchase order. Enables you to add to your inventory and record the
process.
y
Transfer Inventory Out - Remove items from your inventory or transfer items to
other stores and record the process. Used mostly for multi-store operations.
y
Purchase Orders - Generate and modify purchase orders to track what is ordered
and what is received.
y
Manage Offline Inventory - Store and record inventory offline (items not for sale).
y
Physical Inventory - Perform physical inventory counts in your store, compare the
counts to the Store Operations database, and update the database.
Inventory Transfer In option
Whenever you want to add items to your database without a purchase order, you can use
the Transfer Inventory In option. For information on how and when to use inventory
transfers, see “Inventory Transfers” in the “Tracking Inventory” section.
When you click the Transfer Inventory In option from the Inventory menu, you will
see a window that lists your transfer inventory in orders. If there are no transfer orders in
the database, this window may be blank.
The Transfer Inventory In window organizes the transfer in orders according to the
selected filter.
Filter: Use the Filter drop-down list box to select the type(s) of transfer inventory in
orders you want to display. For example, if you select Show Open, Store Operations will
list all the transfer in orders that have not yet received any items. If you select Show
Closed, you will see the transfer in orders that have all the items received.
Dates: Use the Dates field to select a range of dates by which to filter the transfer orders.
To define the Start and End dates, click in the Dates field and then press F2.
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Status: The processing status of the transfer inventory in order is represented by certain
status symbols.
(white page) = Represents a transfer inventory in order with no items received
(i.e. "open")
(white page with red !) = Represents a transfer inventory in order with only some
of the items received (i.e. "partial")
(yellow page) = Represents a transfer inventory in order with all the items
received (i.e. "closed")
On the Transfer Inventory In window, you will see the following command buttons:
New button: Enables you to generate a new transfer inventory in order.
Delete button: Removes the selected inventory transfer order.
Edit button: Enables you to modify information on the selected order.
Receive button: Enables you to receive the item(s) contained in the transfer inventory in
order.
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Create New Inventory Transfer In Order
When you click New, you will see the Create Transfer Inventory In Orders window,
which enables you to specify the criteria Store Operations will use to generate the
transfer inventory in order.
Generation selection:
y
Create a new blank inventory transfer in order for manual entry - Generates a
blank inventory transfer form. All other options on the New Inventory Transfer In
Orders window will not be accessible. Because this option requires an in-depth
knowledge of how transfer orders are defined, we do not recommend this option for
first-time users. If you select this option and then click OK, you will see the Edit
window, on which you will need to manually add the items to transfer in.
y
Generate for all items in the selected group - If selected, Store Operations will
generate an inventory transfer for the items selected under the Group Selection
heading. For example, if you select the Only items in selected departments option
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and then choose the applicable department, Store Operations would generate the
transfer order for all items contained in that department.
y
Generate based on re-order information - If selected, an item is only included in
an inventory transfer if its current in-stock quantity is below its defined reorder
level.
y
Generate based on items sold between the following dates - If selected, an item is
only included in a transfer in order if its current in-stock quantity is below its
defined reorder level and it was purchased within the Start Date and End Date.
Group selection:
y
Only items in selected departments - If selected, only those items that are in the
departments selected are available for inclusion in transfer inventory in orders.
y
Only items in selected categories - If selected, only those items that are in the
categories selected are available for inclusion in transfer inventory in orders.
y
All items - If selected, all items defined in the item database are available for
inclusion in transfer inventory in orders.
You may need to modify information on your inventory transfer in orders before you
receive the items. For example, you might have to add an item to the order or change the
quantity you expect to receive. Use the Edit command to enter or change inventory
transfer information.
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Transfer Inventory In - Header tab
After you generate a transfer in order, you can click Edit and use the Header tab to enter
or modify the necessary information regarding the order number, title, and shipping
(supplier address, tax rate, etc.).
Number: The number by which the transfer inventory in order is referenced.
Status: The processing status of the transfer inventory in order. The order can be open,
partially open/closed, or closed.
Inventory location: The location in which the transferred inventory will be placed. You
can transfer the items to either the main inventory or the offline inventory. Use the
Options tab located in the Configuration menu option to select the default location.
Title: The name by which the transfer order is referenced.
Placement status: Choose whether the inventory transfer in order has been issued or
not.
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Date placed: The date the inventory transfer in order was issued.
Transfer from: Enter the shipping information for the location/company that is shipping
the order to you.
Ship to: The store's address information specified in the Configuration menu option is
automatically copied to this field. You can edit the field if so desired.
Requisitioner: If applicable, enter the name of the person who requisitioned or
requested the transfer order.
Confirming to: Enter the name of the person who is responsible for filing this transfer
order.
Freight: Enter any additional information about the shipping method.
Ship via: Enter the method by which the order is to be shipped.
F.O.B. point: Enter the location to which the person assumes shipping and handling
expenses.
Terms: Enter the terms of the shipment.
Date required: Enter the date on which you are requesting delivery of the items in this
transfer order. The default date is the current system date.
Date: Displays the date when the transfer inventory in order was created. The default
date is the current system date.
Tax rate: The tax that applies to the transfer order.
Remarks: Enter any remarks relating to the transfer order. The comment may be up to
thirty characters in length.
History button: Displays the date, item lookup code, description, and quantity received
for the item(s) on the order. This feature allows you to track the progress of ordered
items.
Print button: Allows you to print the selected transfer inventory in order.
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Transfer Inventory In - Contents tab
If you click the Contents tab, you can add (or delete) items to the transfer order, enter
the order number, define the quantity ordered, and edit the item costs.
When you click Add Item, you will see the Items window from which you can select the
applicable item. You can also click Quick Scan to quickly enter items, either using a
barcode scanner or simply typing in the item lookup codes.
Type: The item type (i.e. Serialized, Kit) assigned to the particular item. You cannot edit
this field.
Lookup code: The code by which the item is referenced. You cannot edit this field.
Order number: The vendor's reorder number.
Description: The name by which the item is referenced.
Qty OH: The quantity of the item you currently have in-stock. You cannot edit this
field.
Qty Com: The number of items committed to customers.
Qty Ord: Enter the quantity of the item you expect to receive.
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Cost: The amount that your store pays for the item.
Extended: The total dollar amount for the item. (This is the quantity ordered multiplied
by the item cost.)
Tax rate: The applicable tax rate or percentage that applies to the item. After you enter
the desired tax rate, Store Operations updates both the Tax field and the Sales Tax field.
Tax: The computed tax amount for the item. To modify this field, you must enter a
percentage number in the Tax Rate field.
Add Item button: This button is used to add an item to the current transfer order.
Delete button: This button is used to remove the selected item from the transfer order.
Quick Scan: This feature enables you to directly scan in or enter the item lookup code.
Formula button: This button enables you to set the column values based on a define
formula.
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Receive Inventory
Whenever you receive your shipment, use the Receive button on the Transfer Inventory
In window to record the items. You will use this command whenever you want to receive
and/or commit the transfer order items to the database.
When you click Receive, you will see the Receive - Inventory Transfer Order Number
window. Click the Contents tab to enter the quantities received. If you received all the
items, click Receive All. If you only received a partial order, enter the applicable
quantity in the Qty Rcv field for each item.
After you enter the quantities received, click Commit to add the items to your database.
Receive All button: If you click Receive All, Store Operations will automatically set the
quantity received to the quantity ordered. Then you just have to commit the items to your
database.
Commit button: After you have used the Receive button to record the actual quantities
you received, you can commit those items to your database. Use the Commit button to
update the database with the information and add the item's quantity to the current instock quantity.
Note: Click OK instead of Commit to keep all item quantities in the Contents list
without affecting the database item quantities.
Labels button: Use this button to print labels for the items in the transfer order.
Qty Ord: Displays the quantity ordered for the item
Qty RTD: This field displays the quantity received to date.
Qty Rcv: This field displays the current quantity you received for the item.
Add Item button: This button is used to add an item to the current transfer order.
Delete button: This button lets you remove the selected item from the transfer order.
Quick Scan: This feature lets you directly scan in or enter the item lookup code.
Formula button: This button lets you set the column values based on a define formula.
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Inventory Transfer Out option
Whenever you want to remove items from your database (i.e., for repairs, inter-store
transfers) and track the progress, you can use the Transfer Inventory Out menu option.
For information on how and when to use inventory transfers, see “Inventory Transfers”
in the “Tracking Inventory” section.
When you click Transfer Inventory Out from the Inventory menu, you will see a
window that lists your transfer inventory out orders. If there are no transfer orders in the
database, this window may be blank. The Transfer Inventory Out window organizes the
transfer in orders according to the selected filter.
Filter: Use the Filter box to select the type(s) of transfer inventory out orders you want
to display. For example, if you select Show Open, Store Operations will list all the
transfer out orders that have not yet issued any items. If you select Show Closed, you
will see the transfer out orders that have issued (transferred out) the items on the order.
Dates: Use the Dates field to select a range of dates by which to filter the transfer orders.
To define the Start and End dates, click in the Dates field and then press F2.
Status: The processing status of the transfer inventory out order is represented by certain
status symbols.
(white page) = Represents a transfer inventory out order with no items issued
(i.e. "open")
(white page with red !) = Represents a transfer inventory out order with only
some of the items issued (i.e. "partial")
(yellow page) = Represents a transfer inventory our order that has issued all the
items (i.e. "closed")
On the Transfer Inventory Out window, use the Header tab and/or Contents tab to edit
the Inventory Transfer Order:
New button: Generate a new transfer inventory out order.
Delete button: Remove the selected inventory transfer order.
Edit button: Modify information on the selected order.
Issue button: Issue (transfer out) the items contained in the transfer inventory out order.
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Transfer Inventory Out - Header tab
After you click New or Edit, you will see the Header tab on which you can enter or
modify the necessary information regarding order number, title, and shipping
information (supplier address, tax rate, etc.).
Number: The number by which the transfer inventory out order is referenced.
Status: The processing status of the transfer inventory out order. The order can be open,
partially open/closed, or closed.
Inventory Location: The location from which the inventory will be transferred out. You
can transfer the items from either the main inventory or the offline inventory. Use the
Options tab located in the Configuration menu option to select the default location.
Title: The name by which the transfer out order is referenced.
Transfer from: The store's address information specified in the Configuration menu
option is automatically copied to this field. You can edit the field it if so desired.
Ship to: Enter the shipping information for the location that will receive the shipment.
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Transfer type: Use the drop-down list box to select the type of transfer out order. For
example, if you want to send the inventory to a desired location, you could select
Standard and then enter the address information in the Ship to box. Or, if you wanted to
transfer the items out to a designated supplier, you could select Supplier, which enables
the Look Up button under the Ship to box. When you click Look Up, you would then
select from the list of suppliers you defined using the Suppliers menu option. Note that
if you are using the Headquarters software, you will see the Inter-Store option, which
lets you select the store that will receive the shipment.
Requisitioner: If applicable, enter the name of the person who requisitioned or
requested the transfer order.
Confirming to: Enter the name of the person who is responsible for filing this transfer
order.
Freight: Enter any additional information about the shipping method.
Ship via: Enter the method by which the order is to be shipped.
F.O.B. point: Enter the location to which the person assumes shipping expenses.
Terms: Enter the terms of the shipment.
Date required: Enter the date on which you are requesting delivery of the items in this
transfer order. The default date is the current system date.
Date: Displays the date when the transfer inventory out order was created. The default
date is the current system date.
Tax rate: The tax that applies to the transfer order.
Remarks: Enter any remarks relating to the transfer order. The comment may be up to
thirty characters in length.
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Transfer Inventory Out - Contents tab
If you click the Contents tab, you can add (or delete) items to the transfer order, enter
the order number, and define the quantity requested.
When you click Add Item, you will see the Items window from which you can select the
applicable item. You can also click Quick Scan to quickly enter items, either using a
barcode scanner or simply typing in the item lookup codes.
Type: The item type (i.e. Serialized) assigned to the item. You cannot edit this field.
Item lookup code: The code by which the item is referenced. You cannot edit this field.
Order number: The vendor's reorder number.
Description: The name by which the item is referenced.
Qty OH: The item quantity you currently have in-stock. You cannot edit this field.
Qty Com: The number of items committed to customers.
Qty Ord: Enter the quantity of the item you expect to transfer out.
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Cost: The amount that your store pays for the item.
Extended: The total dollar amount for the item. (This is the quantity ordered multiplied
by the item cost.)
Tax rate: The applicable tax rate or percentage that applies to the item. After you enter
the desired tax rate, Store Operations updates both the Tax field and the Sales Tax field.
Tax: The computed tax amount for the item. To modify this field, you must enter a
percentage number in the Tax Rate field.
History button: Displays the date, item lookup code, description, and quantity received
for the item(s) on the order. This allows you to track the progress of ordered items.
Print button: Print the selected transfer inventory out order
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Issue Inventory
Whenever you transfer out the item(s) in the inventory transfer out order, use the Issue
button on the Transfer Inventory Out window to record the items. You will use this
command whenever you want to transfer out (remove) inventory from the database.
When you click Issue, you will see the Issue - Inventory Transfer Order Number
window. Click the Contents tab to enter the quantities that will be issued. If you can
issue all the items, click Issue All. If you can issue only a partial order, enter the
applicable quantity in the Qty Iss field for each item.
After you enter the quantities, click Commit to remove the items from your database.
Issue All button: If you click Issue All, Store Operations will automatically set the
quantity issued to the quantity ordered. Then you just have to commit the items.
Commit button: After you use the Issue button to record the actual quantities you will
be issuing, commit those items and remove them from your database.
Note: Click OK instead of Commit to keep all item quantities in the Contents list
without affecting the database item quantities.
Labels button: Use this button to print labels for the items in the transfer order.
Qty Ord: Displays the quantity ordered for the item
Qty RTD: This field displays the quantity issued to date.
Qty Iss: This field displays the quantity for the item you will be issuing.
Add Item button: This button is used to add an item to the current transfer order.
Delete button: This button is used to remove the selected item from the transfer order.
Quick Scan: This feature enables you to directly scan in or enter the item lookup code.
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Purchase Orders option
Purchase orders enable you to effectively track and control your inventory. A purchase
order is a document that contains a list of items or services you want to buy from a
vendor. It provides details on the quantity ordered and cost, letting you track items you
have ordered, but not yet received. This way, you can track the goods you order for your
company. For instructions on how to create, edit, receive and/or print a purchase order,
see “Purchase Orders” in the Tracking Inventory section.
Using the Purchase Orders feature, you will perform two main jobs:
y
Creating Purchase Orders
y
Receiving Items from Purchase Orders
If you click the Purchase Orders option in the Inventory menu (or click the Purchase
Order button on the toolbar), you will see a list of your purchase orders. If you have
never used this option, this window may be blank.
Filter: Use the Filter drop-down list box to select the type(s) of purchase orders you
want to display. For example, if you select Show Open, Store Operations will list all the
purchase orders that have not yet received any items. If you select Show Closed, you
will see the purchase orders that have all the items received.
Dates: Use the Dates field to select a range of dates by which to filter the purchase
orders. To define the Start and End dates, click in the Dates field and then press F2.
Status: The purchase order’s processing status is represented by certain status symbols.
(white page) = Represents a PO with no items received (i.e. "open")
(white page with red !) = Represents a PO with some items received (i.e. "partial")
(yellow page) = Represents a PO with all the items received (i.e. "closed")
On the Purchase Orders window, you will see the following command buttons:
New button: Generate a new purchase order.
Delete button: Remove the selected purchase order from the Purchase Orders list.
Edit button: Modify information on the selected purchase order.
Receive button: Receive the item(s) contained in the purchase order.
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Create New Purchase Order
When you click New, you will see the Create New Purchase Orders window. The
Create New Purchase Order window enables you to specify the criteria Store Operations
will use to generate the purchase order.
Generation Selection:
y
Create a new blank purchase order for manual entry - Generates a blank
purchase order form. All other options are not accessible. Because this option
requires an in-depth knowledge of how purchase orders are defined, we do not
recommend this option for first-time users. If you select this option and then click
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OK, you will see the Edit window, on which you will need to manually add the
items to order.
y
Generate for all items in the selected group - If selected, Store Operations will
generate a purchase order for the items selected under the Group Selection heading.
For example, if you select the Only items in selected departments option and then
choose the applicable department, Store Operations would generate the purchase
order(s) for all items contained in that department.
y
Generate based on re-order information - If selected, an item is only included in
a purchase order if its current in-stock quantity is below its defined reorder level.
y
Generate based on items sold between the following dates - If selected, Store
Operations will include the number of items purchased within the Start Date and
End Date.
Group Selection:
y
Only items in selected departments - If selected, only those items that are in the
specified departments are available for inclusion in purchase orders.
y
Only items in selected categories - If selected, only those items that are in the
specified categories are available for inclusion in purchase orders.
y
Only items from selected suppliers - If selected, only the items supplied by the
specified suppliers are available for inclusion in purchase orders.
y
Only items from selected primary suppliers - If selected, only the items supplied
by the primary supplier are available for inclusion in purchase orders. To define a
primary supplier for an item, click Items from the Database menu, select an item,
and then click Properties. Use the Suppliers tab to designate the primary supplier.
y
All items - If selected, all items defined in the item database are available for
inclusion in purchase orders.
Supplier Selection:
y
266
Order from the primary supplier - If selected, an item that meets the purchase
order criteria is placed on a purchase order generated for its primary supplier.
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Order from the supplier with the lowest cost - If selected, an item that meets the
purchase order criteria is placed on a purchase order generated for its supplier with
the lowest cost.
Frequently you will need to modify information on your purchase orders before they are
sent to your suppliers. For example, you may need to add an item to the order or change
the quantity you ordered. Use the Edit command to enter or change purchasing
information.
Header tab
After you click Edit, you will see the Header tab where you can enter or modify the
necessary information regarding shipping (supplier address, tax rate, etc.).
PO number: The number by which the purchase order is referenced (i.e., PO# 1234). If
you leave this field blank, Store Operations will ask if you want to automatically
generate an Order Number when you save this entry. You can change this number later.
Status: The processing status of the purchase order. The order can be open, partially
open/closed, or closed.
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Inventory location: The location in which the received inventory will be placed. You
can receive items to either the main inventory or the offline inventory. Use the Options
tab located in the Configuration menu option to select the default location.
Title: The name by which the purchase order is referenced.
Placement status: Whether the purchase order has been issued or not.
Date placed: The date the purchase order was issued.
To: Displays information regarding the supplier the purchase order is made for. All the
information listed is imported from the Suppliers menu option. To select from the list of
suppliers, click Lookup.
Ship to: The store's address information specified in the Configuration menu option is
automatically copied to this field. You can edit the field it if so desired.
Requisitioner: If applicable, enter the name of the person who requisitioned or
requested the purchase order.
Confirming to: Enter the name of the person who is responsible for filing this purchase
order.
Freight: Enter any additional information about the shipping method.
Ship via: Enter the method by which the order is to be shipped.
F.O.B. point: Enter the location to which the supplier assumes shipping and handling
expenses. The default should be "Origin." Refer to the supplier's guidelines on
shipments.
Terms: Enter the terms of the shipment. If the terms have been imported from
QuickBooks 2003, you can select a payment term from the list. The supplier’s default
payment term is automatically selected.
Date required: Enter the date on which you are requesting delivery of the items in this
purchase order. The default date is the current system date.
P.O. date: Displays the date when the purchase order was created. The default date is
the current system date.
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Tax rate: The tax that applies to the purchase order (i.e., that tax rate charged by the
supplier).
Remarks: Enter any remarks relating to the purchase order. For example, "Please Rush."
The comment may be up to thirty characters in length.
Shipping: Total shipping charge for the PO.
History button: Displays the date, item lookup code, description, and quantity received
for the item(s) on the order. This feature allows you to track the progress of ordered
items.
Print button: Print the purchase order.
Contents tab
If you click the Contents tab, you can add (or delete) items to the purchase order, enter
the order number, define the quantity ordered, and edit the item costs.
When you click Add Item, you will see the Items window where you can select the
applicable item. You can also click Quick Scan to quickly enter items, either using a
barcode scanner or simply typing in the item lookup codes.
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Type: The item type (i.e., Serialized, Kit) assigned to the particular item. You cannot
edit this field.
Item lookup code: The code by which the item is referenced. You cannot edit this field.
Order number: The vendor's reorder number.
Description: The name by which the item is referenced.
Qty OH: The quantity you currently have in-stock. You cannot edit this field.
Qty Com: The number of items committed to customers.
Qty Ord: The number of items you want to order.
Cost: The amount the supplier charges for the item.
Extended: The total dollar amount for the item. (This is the quantity ordered multiplied
by the item cost.)
Tax rate: The applicable tax rate or percentage that applies to the item. After you enter
the desired tax rate, Store Operations updates both the Tax field and the Sales Tax field.
Tax: The computed tax amount for the item. To modify this field, you must enter a
percentage number in the Tax Rate field.
Receive Purchase Order Items
Whenever you receive your purchase order shipment, use the Receive button to record
the items. You will use this command whenever you want to receive and/or commit the
purchase order items to the database.
When you click Receive, you will see the Receive - Purchase Order Number window. To
enter the quantities received, click the Contents tab. If you received all the items, click
Receive All. If you only received a partial order, enter the applicable quantity in the Qty
Rcv field for each item.
After you enter the quantities received on the Receive - Purchase Order Number
window, click Commit to add the items to your database.
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Receive All button: If you click Receive All, Store Operations will automatically set the
quantity received to the quantity ordered. Then you commit the items to your database.
Commit button: After you use the Receive button to record the quantities you received
for your purchase order, commit those items to your database. Use the Commit button to
update the database and add the item's quantity to the current in-stock quantity.
Note: Click OK instead of Commit to keep all item quantities in the Contents list
without affecting the database item quantities.
Labels button: Use this button to print labels for the items in the purchase order.
Qty Ord: Displays the quantity ordered for the item
Qty RTD: Displays the quantity received to date.
Qty Rcv: Displays the current quantity you received for the item.
Add Item button: Adds an item to the current purchase order.
Delete button: Removes the selected item from the purchase order.
Quick Scan: This feature enables you to directly scan in or enter the item lookup code.
Managing Offline Inventory option
You can store and record inventory offline (items not for sale). This feature is especially
useful for managing items that you do not yet stock on shelves or do not want in your
main item database. For example, you can control and track returned damaged
merchandise in your offline inventory where it is separate from your main inventory.
When you click the Manage Offline Inventory option, you will see a list of all your
existing offline items. If you have never used this option, this list will be blank. On the
Offline Inventory window, you will see the following fields and commands:
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Add button: Click Add to add an item from the main Items window to the Offline
Inventory. For example, if you discovered that two bicycle helmets on your store shelves
were damaged, you could use the Add button to pull these bicycle helmets from the main
Items list and store them in the offline inventory. This way, at a later time, you can
quickly locate these items and transfer these items out of your store for repairs.
Properties button: Click Properties to display the lookup code, description, reason
code, comment and quantity for the selected item. Note that gray fields cannot be edited.
To Main button: Click To Main to send the item from your offline inventory to your
main inventory.
Transfer Out button: Click Transfer Out to send the offline item to an inventory
transfer out order. After you complete the transfer order, you will see the order's transfer
number listed in the Transfer # field for the applicable item. Tip: Double-click on the
Transfer # field to display the transfer out order.
Select All button: Click Select All to highlight all the items contained in the offline
inventory. After you click this button, select whether you will leave the items offline,
send them to the main inventory, or transfer them out of your store. Note that once you
select the desired action, Store Operations automatically sends the quantity specified in
the Offline Quantity (Qty.) field to the designated destination.
Offline Qty: The number of the item that is stored in the offline inventory. When an
item is offline, the quantity will not be reflected in the On Hand or available quantities
for an item in the main inventory.
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Reason code: An identification method used to explain a specific action. Use the
Database menu's Reason Codes option to define your reason code(s). For example,
reason code 05 could show that the item was damaged. Note that assigning an offline
return reason code to an item at the time of return will cause it to automatically be placed
in the offline inventory
Transfer #: The number by which the transfer inventory out order is referenced.
Double-click on this field to display the associated transfer order.
Physical Inventory option
You can perform a physical inventory in your store, compare the count to the Store
Operations database, create a report on the differences, and update the database. For
accuracy, it’s generally recommended that you perform a physical inventory while the
store is closed.
When you click the Physical Inventory option, you will see a list of your existing
physical inventories. If you have never used this option, this list will be blank. When you
click New, Store Operations displays the Create Physical Inventory Count window,
where you choose what kind of physical inventory count you want to perform. After you
make your choice and click OK, you will see the Physical Inventory Properties
window, with the following fields and commands:
Add button: Click Add to add an item from the Store Operations database to the list of
item you want to count.
Delete button: Click Delete to delete an item from the list.
Quick Scan button: Click Quick Scan to scan barcode items to add them to the list.
Import button: Click Import to import a text or XML file that contains items you want
to add to the list.
Set Date button: Click Set Date to set the Count Date for all the items to today’s date.
Calculate button: Once you’ve performed the physical inventory count, click
Calculate to compare the count to the Store Operations database.
Print button: Click Print to display a list of the items to count, and then click the
Print icon in the toolbar to print the list to use it for a manual count.
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Journal menu
View option
When you click View on the Journal menu, you will see the Journal Viewer, which you
can use to easily view and print any journal from any register in your preferred format.
You can search for journals by register, batch number, and receipt. Once you select the
journal, you will see its cashier name, date/time, customer, and transaction type.
You can also see a list of your receipts. Click Lookup on the Journal Viewer and then
specify a range of dates to see a complete list of your receipts. The Receipt Journals
window displays your register number, journal type, batch number, reference ID, subreference ID, and the date of each receipt. Double-click any receipt to view its detailed
information. Click Batch to quickly locate a particular batch. For any receipt you select,
you will also see its print preview in the rightmost section of the Journal Viewer.
You can adjust the print preview directly on-screen. For example, the Journal Viewer
includes both Page Setup and Print buttons. If you click Page Setup, you can adjust the
paper size, orientation, and margins. Also, you can use the Print button to set up or
modify printing properties.
Tip: Press the minus (-) key on your keyboard (or double right-click your mouse) to
zoom in to the journal; or you can press the plus (+) key (or double-left click your
mouse) to zoom out.
Update Batch Info option
Store Operations enables you to perform a blind closeout at the point-of-sale and then
close or update the batches in the Manager program. The Update Batch Info option lets
you enter opening/closing amount as well as generate X and Z reports. For instructions
on how to close your batch(s) using Store Operations Manager, see “Closing Open and
Blind Closed Batches”.
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Assign GL Accounts option
Use the Assign GL Accounts menu option to set up your GL account assignment table
to export closed batches to external accounting programs, such as Microsoft Small
Business Manager, Peachtree Accounting, QuickBooks, etc. A General Ledger is a book
of final entry summarizing all of a company's financial transactions, through offsetting
debit and credit accounts. To access this option, go to the Journal menu and click
Assign GL Accounts.
If you want to share accounting information with another program, you must employ a
numbering scheme for both programs. If the numbers on both programs do not match,
the information from Store Operations will be misrepresented in the accounting program.
Microsoft strongly recommends that a qualified professional helps you set up your
account assignment table.
The table tells Store Operations which debit and credit account will be used when
exporting the account data. For more information, see “Setting up the account
assignment table”.
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Post Closed Batches option
The Post Closed Batches menu option enables you to export the closed register batches
into a designated accounting software format. The accounting software is selected from
the Accounting tab in the Configuration menu option. To fully integrate Store
Operations with the available external accounting software, use this option in
conjunction with the Assign GL Accounts menu option, and then post the closed
batches.
Batch Information: A list of closed batches with information about their status, batch
numbers, opening and closing dates, and register numbers. The batches to be posted can
be selected individually. Click All to select all batches. Click None to clear all
selections.
Dates: Click this button to select the Start Date and End Date batch range. All batches
closed within this date range, including previously posted batches, are listed in the Batch
Information.
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File name: The name of the file that is generated by this option. Use the Browse
button to search the file directory on your system. If you are exporting directly to
QuickBooks 2003, the File Name box will not be displayed.
Include Purchase Orders: Select this check box to post closed purchase orders included
in the selected batches. This option is only displayed when posting to QuickBooks 2003.
Post: Click this button to export the selected batches to the designated file name and file
format. You can not use this button until you have specified the file name. If you click
this button without specifying the file name, you will see a window that reminds you that
the file name cannot be blank.
Close Billing Cycle option
Use this menu option to end the current billing cycle. A billing cycle is the period
(usually a month) between billings for products and services. Once you close the billing
cycle, Store Operations calculates and applies any applicable finance charges on the
customer charge accounts. Use this option only if you have configured customer charge
accounts and finance charges for your store.
Note: You can print customer statements at the same time you close the billing cycle.
Click Close Billing Cycle and choose from the available options.
Options:
Close billing cycle for all customers: Closes the billing cycle for every customer that
has a charge account.
y
Print statements: If selected, Store Operations prints a billing statement for each
customer with a charge account.
Reprint a customer statement: If selected, you can print a billing statement for all
customers with charge accounts or a specific customer. Use the Browse
specify a customer account.
button to
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Print statements with a balance of $0.00 and no activity: If selected, Store Operations
will print a billing statement for every customer with a charge account, regardless of
whether certain customers have purchased items from your store. If you want to print
billing statements for only those customers that have purchased items since the time
when the billing cycle was last closed, leave this box unchecked.
Period: Store Operations will close the billing cycle for the dates specified in the
Opening Date and Closing Date boxes. If the Close billing cycle for all customers
option is selected, you can only modify the Closing Date. If, however, the Reprint a
customer statement option is selected, you can edit both date fields.
Status: Displays the billing cycle progress.
Error log: Identifies any problems that have occurred during the close billing cycle or
reprinting customer statements process.
Printer setup: Allows you to define the printer and paper options.
Generate button: Click Generate to close the billing cycle and/or print customer
statements. If you selected the Close billing cycle for all customers option and selected
the Print statements box, Store Operations will automatically print statements after you
click Generate. In the Close Billing Cycle window's preview area, Store Operations
displays the Account Statement as it will appear when printed.
Mask Credit Card Numbers option
Use this menu option to mask credit card numbers in your database. When you mask
credit card numbers, all but the last four digits of the numbers appear as Xs. Masking
credit card numbers will not change the data in your journals.
Note: If you mask credit card numbers, you cannot unmask them.
This menu option appears on the Journal menu when masking credit card numbers is
turned off (File menu, Configuration option, Options tab).
Mask credit card numbers on subsequent transactions: Select this checkbox to mask
credit card numbers in subsequent transactions.
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Wizards menu
Inventory Wizard
The Inventory Wizard enables you to change item properties in your database all at once.
Use this wizard to automatically update item prices, change item price limits, update
costs, modify reorder and quantity information, and assign item sales tax. This way, you
do not have to waste time by manually changing/updating each individual item.
When you click Inventory Wizard from the Wizards menu, you will see the "Welcome
to the Inventory Wizard!" window, which briefly introduces the wizard.
When you click Next, you will see the "Select Inventory Task" window. Use the dropdown list to select the applicable task (i.e., Task 110: Change Item Prices; Task 120:
Change Item Price Limits).
Note: Each task involves varied fields. The following information pertains to the Task
110: Change Item Prices selection, which uses additional wizard screens.
After you select Task 110: Change Item Prices, click Next. You will see the "Change
Item Prices" window. On this window, you can change (update) items in selected
departments, categories, or suppliers. Or, you can choose to manually add the items.
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Select items to update:
Items in these departments: If selected, the Inventory Wizard will update only those
items that are in the specified department(s). Use the available list box to select the
applicable department(s). At least one department must be selected. If you select the
<Not Assigned> option, the Inventory Wizard will update those items that are not
assigned to a particular department.
Items in these categories: If selected, the Inventory Wizard will update only those items
in the specified categories. Use the available list box to select the categories. At least one
category must be selected. If you select the <Not Assigned> option, the Inventory
Wizard will update those items that are not assigned to a particular category.
Items from these suppliers: If selected, the Inventory Wizard will update only those
items that are supplied by the specified suppliers. Use the available list box to select the
applicable suppliers. At least one supplier must be selected. If you select the <Not
Assigned> option, the Inventory Wizard will update those items that are not assigned to
a particular supplier.
Add items manually: If selected, you will need to manually add the applicable items to
the Inventory Wizard Workpad. You will perform this in a later step. If you select this
option, some fields on the following screens will be grayed out (not editable).
Items from this filter: If selected, Store Operations will update items based on the
selected filtering criteria. After you select this option and click Filter, you can define
your filter criteria (i.e. Item Lookup Code, Description, Price, etc.)
After you click Next, specify the Price Change Method and Price to be Changed.
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Note: If you selected the Add Items Manually option in the previous window, you can
only specify the Price to be Changed.
Price change method:
Discount from regular price: If selected, the prices of the affected items will be
discounted by the percentage entered. For example, if the item has a regular price of
$1.00 and the percentage entered is 10% (effectively, $0.10), the Inventory Wizard will
update the price to be $0.90. The calculation formula is as follows:
$1.00 - ($1.00 x 10%) = $0.90.
Markup from cost: If selected, the prices of all the affected items will be set based on a
percentage markup from their respective costs. For example, if an affected item has a
cost of $0.50, and the percentage entered is 50% (effectively $0.25), then when the
option is finished, the item's new price will be $0.75 or as calculated:
$0.50 + ($0.50 x 50%) = $0.75.
Set profit margin: If selected, the prices of all the affected items will be set so that the
entered percentage is obtained as a profit from cost. The profit margin is equal to the
price minus cost, then divided by the price.
For example, if an affected item has a price of $1.00, cost of $0.50, and the percentage
entered is 100%, the Inventory Wizard will then update the price to be $1.50. The
calculation formula is as follows:
[($1.50 - $0.50)/$1.00)] x 100 = 100%
Offset from regular price: The prices of all the affected items are set so that the entered
amount is added to the current price. For example, if an affected item has a price of
$1.10 and the amount entered is $0.25, the Inventory Wizard will update the price to be
$1.25. The calculation formula is as follows:
$1.10 + $0.25 = $1.35
Offset from cost: The prices of all the affected items are set so that the entered amount
is added to the current cost. For example, if an affected item has a price of $1.10, a cost
of $0.50, and the amount entered is $0.75, the Inventory Wizard will then update the
price to be $1.25. The calculation formula is as follows:
$0.50 + $0.75 = $1.25.
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Percentage: The effective percentage amount. For example, enter 90 to represent 90%.
Price to be changed:
Regular: If selected, the newly determined prices will be set as the items' new Regular
price. Any previous values will be overwritten.
Level A: If selected, the newly determined prices will be set as the items' new Level A
price. Any previous values will be overwritten.
Level B: If selected, the newly determined prices will be set as the items' new Level B
price. Any previous values will be overwritten.
Level C: If selected, the newly determined prices will be set as the items' new Level C
price. Any previous values will be overwritten.
Sale: If selected, the pricing changes will reflect the sale price (see also Pricing tab in
the Database menu). The sales event period is entered using the Start Date (beginning
of the sale period for the items) and End Date (ending of sale period for the items).
Click Next and you will see the Perform price rounding screen where you can round
the prices to realistic retail values based on the rounding rules you specify.
Whenever Store Operations rounds prices, it considers the rules specified for the various
price ranges. Click Rules to define these rules. Normally, you set up the price rounding
rules only once. Store Operations saves these rules so you do not have to re-enter them
every time you perform price rounding. This way, every time you want to change prices
and perform price rounding, you just need to specify the Rounding Method.
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Rounding method:
All of the rounding methods apply to the retail values that meet the criteria specified by
the Rules (to set up your rounding rules structure, click Rules).
Round to nearest: If selected, Store Operations will round the discounted/updated
price(s) to the nearest retail value.
Round up: If selected, Store Operations will round the discounted/updated price(s) to
the nearest retail value that is above or equal to the changed price.
Round down: If selected, Store Operations will round the discounted/updated price(s) to
the nearest retail value that is below or equal to the changed price.
Example 1: Rounding discounted prices to the nearest dollar
Assume that you want to apply a 20% discount to all your books priced within the range
of $0.00 to $20.00. If you did not perform price rounding, the book price of $6.49 would
automatically be discounted to $5.19 (a simple 20% discount). But, what if you wanted
all your discounted prices to be rounded to the nearest dollar? You would need to
perform price rounding.
To set up these rules, you should first select the Perform price rounding option and
specify the rounding method. Using our example, you want Store Operations to round
the values to the nearest dollar. Therefore, you would select the Round to Nearest
option. Note: If the rounding rules have already been specified, you can just click Next
to proceed to the next window.
Now, click the Rules button to tell Store Operations the value (multiple) you will round
the prices to. When you use the rounding rules for the first time, you will see that all the
fields have a zero value. On the Price Rounding Rules window, you should define your
price range(s). Using our example, you would enter the amount $0.00 in the From field
and the amount $20.00 in the To field. Store Operations will round all the prices that are
less than or equal to $20.00. Use the additional field boxes to define more ranges (i.e.,
from $21.01 to $50.00).
After you define the price range, you should set up the rounding price rules. Using our
book example, select the 'A Multiple Of' checkbox, and then enter the amount $1.00 in
the field. This means that Store Operations will round the discounted prices to the
nearest $1.00.
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So far, based on the rounding rules you just specified, Store Operations would round the
discounted price of $5.19 to the nearest dollar, which would be $5.00. Conversely, if you
had selected the Round Up option as the discount method, Store Operations would
round the discounted price of $5.19 up to $6.00.
Example 2: Rounding discounted prices to the nearest dollar that all end with a
value of $0.95.
To take Example 1 a step further, you can also set up the rounding rules to not only
round the discounted prices to the nearest dollar, but also have them all end with the
value of $0.95 (or any desired value).
On the Price Rounding Rules window, select the 'And Ends In' box and then enter the
value $0.95 in the field. Based on these new rounding rules, Store Operations would
round the discounted price of $5.19 to either $4.95 or $5.95 (your specified discount
method will determine which price Store Operations uses). Because you selected the
Round to Nearest option for the discount method, Store Operations would set the
discounted price to $4.95. Conversely, if selected the Round Up option as your discount
method, Store Operations would round the discounted price up to $5.95.
To save the rounding rules, click OK. Then click Next to proceed to the next window.
Note: The best way to learn the Price Rounding feature is to experiment. After you
define the rounding rules and click Finish, you will see the Inventory Wizard Workpad,
which lists all the applicable items and their regular price and discounted/updated price.
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This way, you can review the new prices and decide if you want to commit the changes
to the database. You can always cancel the action and re-configure your rounding rules.
After you click Next, you will see the "Completing the Inventory Wizard" window.
When you click Finish, you will be able to view/edit the changes on a Workpad. You
can then click Commit to apply the changes to the database. If you click Cancel, the
database will not be affected.
The Inventory Wizard Workpad displays the items that the Inventory Wizard will
update. You can use the right-click mouse commands to perform additional functions,
such as adding items, deleting items, copying data as table, and hiding (or displaying)
columns.
If all the information is correct, click Commit. Store Operations will display a window
confirming that changes will be made to the database. Click Yes to continue. You will
then see a window that displays the number of records that were updated in the database.
New Item Wizard
Use the New Item Wizard to quickly add items to your database. The New Item Wizard
will help you to assign all the standard properties (i.e., Item Type, Item Lookup Code,
Price) for the item, in addition to defining assembly, matrix, and/or lot matrix
components and dimensions.
The Working With Your Database section provides instructions on how use the New
Item Wizard to add a standard, assembly, matrix, lot matrix, and/or serialized item.
Explaining each wizard screen, the following example shows how to add a matrix item
to your database. Depending on the item type you create, the wizard screens will vary.
1. On the Wizards menu, click New Item Wizard. You will see a window that
provides a brief overview of the New Item Wizard.
2. Click Next to define the item's properties.
3. Use the Item Type drop-down list box to define the item's type (e.g., 'Matrix').
4. In the other property fields, enter the item lookup code, description, quantity, price,
cost, department, category, supplier, item tax, bin location, and barcode. The
following provides information for each field:
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Term:
Item Type
Item Lookup Code
Description
Quantity
Price
Cost
Department
Category
Supplier
Item Tax
Bin Location
Barcode
Description:
The type assigned to the item (e.g., Standard, Matrix, Voucher,
etc.)
The number by which the item can be referenced.
Enter a description by which the item can be referenced.
The quantity of the item you have in stock. For some item types
(i.e., Matrix), you cannot edit this field. You can enter the quantities
for each item component in a later step.
Displays the regular price.
The cost for the store to purchase one of the item.
The department by which the item is associated. To define the
departments, use the Departments & Categories menu option.
The department category by which the item is associated. To
define the categories, use the Departments & Categories menu
option.
Displays the supplier's name. Click the Browse button to select
from the list of suppliers.
Use the drop-down list box to specify the tax code that is applied to
the item when it is sold at the point-of-sale. To define these tax
codes, use the Item Taxes menu option.
Displays the location in the store where the item is kept.
The Barcode drop-down list lets you define the item's barcode type.
5. Click Next.
If you are creating a Matrix, Assembly, or Lot Matrix item, you will be able to
define the item components.
If, however, you are creating a Standard, Serialized, Gasoline, Weighed, or NonInventory item, you can click Finish on the wizard screen. Store Operations will
then add the item to the database.
Note: The following guidelines explain the features for creating a Matrix item. The
wizard screens / instructions may vary depending on the item type you define.
6. In the Title fields, enter the applicable matrix titles (i.e., "Size", "Color", "Style").
After you create the item, you can use the Items menu option to display items by
their dimensions (titles).
7. For each title, define the applicable Fields (i.e., "small", "medium", "blue"). Click in
the applicable field and then type the name of the field that pertains to the title. Look
at the following sample figure:
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8. Select or clear the 'Include matrix fields in each description' option. If selected,
Store Operations will add the field information to the item's general description. For
example, if you define the item's description as "Shirt-Jersey, Racing" and created a
field for "Small", Store Operations will modify the description to be "Shirt-Jersey,
Racing - Small."
9. Click Next to continue.
10. In the Components table, enter the applicable price and quantity for each matrix
component. The gray fields are not editable.
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Note: You can add an item from the database to the Components table by clicking a
field in the Item Lookup Code column and entering the applicable item lookup
code. Store Operations will automatically include the item's description, price, and
on-hand quantity. The software will also change the white page icon to a yellow page
icon denoting that this component item already exists in the database.
11. Click Next to continue.
12. On the final wizard window, click Finish to add the item to the database. You can
also click Cancel to cancel the operation.
13. On the 'Finished' screen, select the applicable option. For example, to immediately
print labels for the item(s) you just created, select the Print Labels option, which
will launch the Label Wizard and enter the item(s) in the wizard's Print List. Or, you
can create another item by selecting the Create Another New Item option, which
restarts the New Item Wizard. Additionally, you can select the Edit Item
Properties option to add to or modify the detailed properties for the item.
When you go to the Database menu and click Items, you should see the new item in the
Items window. If desired, click Properties to modify the item's information.
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Label Wizard
Use the Label Wizard menu option to print labels for selected items using a particular
label style or template.
When you click Label Wizard from the Wizards menu, you will see a window that
allows you to determine the Selection List Criteria.
Item selection:
Select the type of items for which you want to print labels. If you select an option that
includes more than one item, you can add/delete items in a later step. After you select an
button to specify the exact
option, use the Browse
item/department/supplier/purchase order. Select from one of the following options:
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y
Print labels for all items of these types - Add all the items that have been assigned
with the specified item type (Standard, Matrix, Assembly, Lot Matrix) to the
Selection List.
y
Print labels for a specific item - Select the applicable item from the Store
Operations database.
y
Print labels for items belonging to a department or category - Specify the
applicable department and/or category. For example, if you want to print labels for
all the items contained in the Bikes department, select this option, click the Bikes
department on the Department & Categories window, and then click OK. Store
Operations would add all the bike items to the Selection List.
y
Print labels for items whose supplier is - Specify the supplier. Store Operations
will add all the items to the Selection List whose "primary" supplier is the specified
supplier.
y
Print labels for items from this - Specify the purchase order or inventory transfer
whose items Store Operations will add to the Selection List.
y
Print labels for items that satisfy the following filter - Define the filter criteria
(i.e. Item Lookup Code, Description, Price, etc.) that Store Operations will use to
identify the items that need labels.
Selection options:
Allow Item Duplicates: If selected, you can add more than one of the same item to the
Selection List. If you do not select this option and try to add a duplicate item to the Print
List, Store Operations will notify you that "1 item(s) were found to be duplicates of those
already on the [Print] list, and were not added."
Serial Number Detail: If selected, Store Operations will prompt you for the applicable
serial number(s) when you add a serialized item to the Print List.
Click Next to continue.
This screen allows you to add the items from the Selection List to the Print List. Store
Operations will print labels for only those items that are in the Print List.
Number of labels per item:
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Select the method for which the Label Wizard will determine the number of labels to
print for each item.
Fixed Quantity: Specify the number of labels you want to generate for each item. For
example, if you enter the number "12", the Label Wizard will generate 12 labels for each
of the items in the Print List. After you select this option, click the Set Quantity button
to enter the applicable quantities.
Stock On-Hand: If selected, the number of labels generated will match the on-hand
quantity of the selected item(s). For example, if you had ten sports bags in stock, the
Label Wizard would generate ten labels (one label for each bag). After you select this
option, you can click the Set Quantity button to enter the applicable quantities.
Issued/Received to Date (RTD): If selected, Store Operations will print labels only for
those items issued/received for the specified purchase order or inventory transfer. If you
did not select the Print labels for items from this purchase/inventory order option for
the Item Selection on the first wizard screen, this option will be disabled.
Quantity Ordered: If selected, Store Operations will print labels only for those items
that are on order for a specific purchase order or inventory transfer. If you did not select
the Print labels for items from this purchase/inventory order option for the Item
Selection on the first wizard screen, this option will be disabled.
Set Quantity: After you specify the Fixed Quantity or select the Stock On-Hand
option, you must click the Set Quantity button to apply the quantities to all the items
contained in the Print List. You can then manually change the quantities as necessary.
Selection List: Displays the item lookup code and description for all the items that relate
to the Item Selection option you selected in the previous screen.
Print List: Displays the items for which Store Operations will generate labels. See also
Add button.
Add button: Use this button to copy an item from the Selection List to the Print List.
Add All button: Use this button to add all items currently defined in the Selection List
to the Print List.
Delete button: Use this button to remove the selected item from the Print List. First
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click on the item you want to remove, and then click Delete.
Delete All button: Use this button to remove all items from the Print List.
QuickScan button: Enables you to scan the item lookup code or item alias. This way,
you can quickly and efficiently enter items to the Label Wizard.
Click Next to continue.
This screen enables you specify the style of label.
Label format: Displays all the available label formats.
Start position: You can start the printing at a specified label row/column. For example,
use this feature whenever you have a half-empty label sheet and want Store Operations
to print labels starting from a particular point.
When you click Print, Store Operations displays a window notifying you how many
labels will be printed based on the selection criteria. Click OK to continue or click
Cancel to modify the criteria.
The print preview of the label appears. Double-click to zoom in/out of the print preview.
To generate the labels, click the Print icon on the Print Preview toolbar.
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Reports menu
Use the Store Operations reports ("Active Reports") to analyze your inventory and sales
data. For example, you can generate reports to obtain instant sales figures, view slowmoving items, and see the sales totals for any item on any day.
Use Store Operations advanced report tools to sort and filter the data directly on your
screen. See also Creating a Report.
In the Reports menu, you will find the following report options:
y
Customer reports - View all your customers and their associated information,
including aging account receivables and account activities.
y
Sales reports - Analyze all your detailed sales and tax information, such as daily
sales, tax collected, top performing employees, commission totals, and much more.
y
Items reports - Organize items by price, quantity, value, supplier, alias, substitute,
and serial number levels, in addition to identifying the fastest and slowest moving
items as well as items that are offline.
y
Quotes/Orders reports - Track quotes and orders (i.e. backorders, purchase orders,
inventory transfer orders, work orders) that affect your inventory.
y
Layaway reports - Identify what's on layaway.
y
Miscellaneous reports - View the batch list, cashier log, credit and debit card
transactions, shipping log and voucher information.
y
Memorized reports - Save customized reports. This way, the next time you
generate the report, you do not have to re-enter all the options again. You will not
see this report option until you have memorized at least one report.
The best way to familiarize yourself with Store Operations reports is to generate all of
them, practice using the sorting and filtering tools, memorize your favorite settings, and
figure out how to best apply them to your business. By utilizing all the available report
tools, you can generate virtually an unlimited amount of different reports.
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Utilities menu
The Utilities menu options enable you to activate the calculator, use the calendar, design
label templates, access add-ins, use crystal reports, and send messages.
In the Utilities menu, you will find the following menu options:
y
Calculator - Use the calculator to perform basic pricing functions, including
addition, subtraction, multiplication, and division.
y
Calendar - Schedule appointments and set up event reminders.
y
Label Designer - Design your own label templates.
y
Add-Ins - Access point-of-sale information from Microsoft Office applications.
y
Crystal Reports - Create and use different reports, including the Timecard Report,
Customer List, and Customer Mailing Labels.
y
Messages - Send messages to one or more cashiers.
y
Settle EDC Batch - If you are using PC-Charge or Citibank as your credit/debit
card processing software, you can settle the EDC batch.
y
Import QuickBooks – If you are using QuickBooks 2003 as your accounting
software, you can import data from QuickBooks.
294
y
View Old QS2000 Journals - If you imported your QuickSell 2000 database, you
can locate and/or print any journal stored in that database.
y
Backup Database - Safeguard the information in your Store Operations database.
Store Operations User’s Guide
Calculator option
Store Operations calculator works like any other calculator, with basic functions such as
addition, subtraction, multiplication, and division. To display the calculator, go to the
Utilities menu and click Calculator. The following explains the memory features.
MC (F1 Key): Clears the contents of the memory.
MR (F2 Key): Recalls the value from memory.
M- (F3 Key): Subtracts the value on the screen from the value in memory and places the
new value in memory. For example, if 10 is in memory, 4 is on the screen, M- is pressed,
and then MR is pressed to recall the memory value, the result is 6.
M+ (F4 Key): Adds the value on the screen to the value in the memory and places the
new value in memory. For example, if 5 is in memory and M+ is pressed while 3 is on
the screen, then after pressing MR, the result shown on the screen is 8.
CE (E Key): Clears the screen and the ribbon screen but not the memory.
C (C Key): Clears all the screens and the memory value.
OFF (O Key): Turns the calculator off and exits.
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Calendar option
Use the Calendar menu option to schedule an appointment for any day of the year. You
can also set up event reminders.
Note: Store Operations will only remind you of an appointment if the Reminder option
is enabled for that specific event.
Calendar Main Display: The main display consists of two sections. The left, or MonthYear, section displays the month, year, and day currently being displayed in the second
section. The month and year are incremented or decremented using the appropriate onscreen arrow button. The day is selected by clicking on the day.
The right, or Time-Event, section displays the appointments scheduled for the selected
day, month, and year.
When you click New or Properties, you will see the Event Properties window.
Date: Enter the date for which the appointment is set. The date defaults to the present
date. Use the Date drop-down list box to change the event date.
Time: Enter the time at which the appointment is scheduled.
Description: Enter a description (i.e., Conference Meeting) of the scheduled
appointment.
Reminder: Determine if and when Store Operations will display a notice of the
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appointment. If you select the 'Remind me of this event' option, you can then use the
drop-down list box to specify the advanced notice time (i.e., 10 minutes, 1 hour, 1 day,
etc.). Store Operations will display a reminder
notice at the bottom of the transaction
screen, on which you can double-click your mouse to view the Calendar Event Reminder
or click Calendar Events from the Utilities menu.
Security: Specify whether you want the event to be a personal or public event reminder.
If the event is "personal", no other person with a different login ID may view the event
reminder.
Label Designer option
The Label Designer enables you to design your own label templates. You can either edit
the sample label files installed with Store Operations in the LABELS sub-directory, or
you can create a label template from scratch. For guidelines on how to design and edit
label templates, see “Using Labels”.
Whenever you want to generate labels for a item or group of items, use the Label
Wizard, which enables you to select the desired label template.
The following explains the Label Designer properties and their associated descriptions.
Label Designer Toolbar
Button:
Purpose:
Create a new label template. Once you click this button, you can edit the
label properties.
Opens an existing label. The sample label styles are included in the Labels
folder in the Store Operations EXE sub-directory. The label files must have
.LBL as the extension.
Saves the current label. To select this template using the Label Wizard, you
must save the file in the Labels folder in the Store Operations EXE subdirectory.
Adds a Caption field to the label, which you can then define as a Text,
Field, Barcode, Picture, Box, and/or Line object.
Permanently removes the selected object from the template.
Removes the selected object from the template.
Copies the selected object to a clipboard.
Inserts the objects on the clipboard at the insertion point.
Label properties:
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Description: The name by which the label is referenced.
Label height: The vertical size of the label.
Label width: The horizontal size of the label.
Rows: The number of horizontal rows the job will print.
Cols: The number of columns the job will print.
Row margin: The vertical distance between labels.
Col margin: The horizontal distance between labels.
Top margin: The space between the top of page and the top of first label.
Left margin: The space between the left of page and left edge of first label.
Object properties:
Name: The name by which the label object is referenced.
Type: The variable (i.e., Text, Field, Barcode, Picture) for the label object.
Field:
Purpose:
Text
Displays the words (i.e., "Guaranteed Low Prices") entered in the Caption
Field
Enters the applicable field information from the Store Operations database on
the label. For example, if you use the Caption drop-down list box to
select Price, Field will display the selected item's price on the label.
Barcode
If the item(s) has an associated barcode, the Barcode field displays the
barcode on the label. Use the Items menu option in the Database menu
field on the label template.
to define the item barcode.
Picture
Displays the selected picture (i.e., store logo) on the label. Use the Browse
button in the Caption field to select the graphic file. Note: Some printers
may not be able to use graphics. Refer to your printer's manual for details.
Box
Displays a box on the label. You can use the shape to outline another object,
such as the Price.
Line
Displays a slash line ( \ )on the label. You can use this object with other
objects. For example, you can use the line to cross out an old price in favor of
a sale price.
Caption: The information that will be displayed in the object field. The available
Caption options depend on the variable you enter in the Type field. For example, if you
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used the Type field to select 'Field', you could use the Caption drop-down list box to
select from item and pricing fields to matrix and serial number fields. Additionally, if
you used the Type field to select 'Picture', use the Caption field to select the applicable
graphic file.
Font
button: Font used for the selected object.
Top: Vertical orientation of the object from the top edge.
Left: Horizontal orientation of the object from the left edge.
Height: Height of the object.
Width: Width of the object.
Units: The unit of measurement. You can select from Twips ( 1440 twips = 1 inch),
Inches, and Centimeters.
Grid size: You can create a virtual grid that allows you to better align your label objects.
Tip: For International purposes, you can design labels that display multiple foreign
currencies and exchange rates. You can also include graphics of their associated flags.
Add-Ins option
Store Operations is fully scalable and lets you access third-party software or custom
programs and tools quickly and easily from the Store Operations Manager's Utilities
menu. Use the Store Operations Administrator to set up the software to incorporate AddIns. For information about this feature, see “How to use Add-Ins” in Store Operations
Online Help.
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Crystal Reports option
Store Operations incorporates Crystal Reports, a leading Windows-based reporting tool.
Use Crystal Reports to create your own reports and then invoke them through Store
Operations. All reports are stored as files in a directory. If you are running Windows NT,
you can use the NT file security features to assign which users have access to selected
reports.
The Report Selection window enables you to sort a number of different reports by their
filenames or descriptions. The reports provided with Store Operations are:
y
Customer Mailing Labels
y
Timecard Report
y
Customer List
y
Register Analysis Report
Once you select your desired report, the next screen will enable you to sort the data, view
additional details, and select filter criteria. This way, you can customize reports to best
meet specific criteria.
Sort-by tab: Use the Sort-by tab to specify the order in which report data appears.
When you specify sort instructions, you can quickly get to the report information you
need. When you sort the report by text fields (i.e., customer, city names, etc.), the entries
are displayed in alphabetical order (A-Z or Z-A) based on the contents of the selected
field. Likewise, the report feature sorts the value fields (i.e., total sales, number of visits,
etc.) into numeric order (0-100 or 100-0) and the date fields into chronological order
(1/1/01-12/31/01 or 12/31/01-1/1/01). Depending on the report you select, you can sort
the report data by up to three fields.
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Additional Details tab: If there are additional details available to the selected report,
you will find them on the Additional Details tab. Choose from a number of options. To
select an option, click to select the box.
Criteria tab: Use the Criteria tab to specify filter criteria. A filter screens out any data
that does not meet specific criteria (conditions). Only entries that match the set criteria
are included in the report, for example, having the report contain only customers who
live within a certain zip code. You can set the report to include multiple criteria. For
example, you can generate a report that specifies how many customers living in a
specific state have visited your store during a selected period of time. Use the Criteria
tab to fine-tune your Crystal Reports. If you do not select any of the criteria, the report
will use the default settings.
Note: For each filter criteria you define, click the Add button.
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Messages option
Whenever you want to send messages to one or more cashiers, use the Messages menu
option. If the cashier is currently logged on at a register, the message will appear on the
POS screen shortly after sending. If the cashier is not logged on at a register, the message
will appear once the cashier logs on to any register.
When you click Messages, you will see a list of all your messages. Click New to create a
new message; click Delete to delete the selected message; or click Read to read the
selected message.
When you click New, you will see the Message window.
To: Displays the names of the cashier(s) who are available to receive the message. A
recipient of the message is determined by selecting the cashier name. Click the To button
to select the desired recipient(s). On the Send To window, you can select multiple
recipients by pressing and holding down the CTRL button on your keyboard and using
the mouse to select the appropriate cashiers.
Subject: Displays the title or subject of the message. The title may be up to thirty
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characters in length.
Message: Display the contents of the message being sent.
Send button: To send the message to the designated cashier(s), click Send.
Settle EDC Batch option
Use the Store Operations Administrator program to select the applicable type of credit
and debit card processing software. If you set up Store Operations to integrate with
Citibank or PC-Charge, use the Settle EDC Batch option from the Utilities menu. If you
are not using Citibank or PC-Charge, the Settle EDC Batch option will not be enabled.
To learn how to integrate Citibank or PC-Charge with Store Operations, see “Integrating
EDC software” in the Getting Started Guide.
Import QuickBooks option
If QuickBooks 2003 is your designated accounting software, you can import the
chart of accounts, payment terms, customers, suppliers (vendors), and items from
QuickBooks into Store Operations. If QuickBooks 2003 is not selected as your
accounting software, this option will not be enabled.
Perform: If the check box is selected, the data is imported when clicking Import.
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Process: The type of data to import, including Accounts, Terms, Suppliers, Customers,
and Items.
Status: Displays the progress when importing and the final status of the data, such as
Imported or Aborted.
Import: Click this button to import the selected data.
If a record already exists in Store Operations, you are prompted to select an import
conflict resolution. You can update Store Operations with the QuickBooks record, create
a new record, or not import the record.
Select a Resolution and then click Apply to apply the resolution only to the current
record, or click Apply to All to apply the resolution to all records of the same type, such
as all customer records. Click Abort to stop the import process.
Tip: If you abort the import, you can check to see what records were imported before the
interruption. Select Items, Customers, or Suppliers on the Database menu to view
these lists. To view accounts, select Assign GL Accounts on the Journal menu.
Imported Terms can be viewed in the Supplier Properties window.
Notes on importing:
y
We recommend that you import the data in the following order:
1. Accounts
2. Terms
3. Suppliers
4. Customers
5. Items
For example, we suggest that you import Suppliers before the terms are imported.
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y
Since the Chart of Accounts and Payment Terms are maintained in QuickBooks,
Store Operations automatically replaces the Account and Term records with the
QuickBooks imported records. You will not be prompted to select an import conflict
resolution.
y
The Store Operations account name and number is not automatically updated when
the QuickBooks Chart of Accounts is re-imported. If this information is revised in
QuickBooks, you can re-import the updated account and then manually re-assign the
general ledger account in Store Operations.
y
If you are exporting closed POs as Bills into QuickBooks, be sure that the Vendor
Name in QuickBooks is only 30 characters long. Otherwise, you may incur errors
when posting closed batches with POs.
y
The following table displays the QuickBooks fields imported into Store Operations,
and the corresponding Store Operations field names.
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TABLE
Item
Customer
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STORE OPERATIONS
FIELD NAME
QUICKBOOKS
FIELD NAME
Item Lookup Code
Name/Number (uniquely
generated from first 25
characters of name *)
Description
Description on Sales
Transactions
Price
Sales Price
Cost
Cost
Reorder Point
Reorder Point
Quantity
On Hand
Primary Supplier
Preferred Vendor
Account Number
Customer Name (uniquely
generated from
QuickBooks name *)
First Name
First Name
Last Name
Last Name
Company
Company Name
Credit Limit
Credit Limit
Fax Number
FAX
Phone Number
Phone
Email – Address
E-mail
Title
Mr./Ms./...
Address1
Address
Address2
Address
City
City
State
State/Province
Zip
Zip/Postal Code
Country
Country/Region
TABLE
ShipTo
STORE OPERATIONS
FIELD NAME
Name
Name (concatenation of
the first 50 characters of
the First and Last Name)
Fax Number
FAX
Phone Number
Phone
Address1
Address
Address2
Address
City
City
State
State/Province
Zip
Zip/Postal Code
Country
Country/Region
Name
Vendor Name
Code
Uniquely generated from
the first 17 characters of
Vendor Name *
Fax Number
FAX
Phone Number
Phone
Account Number
Account Number
Contact
Contact
Email – Address
E-mail
TaxNumber
Tax ID
Address1
Address
Address2
Address
City
City
State
State/Province
Zip
Zip/Postal Code
Country
Country/Region
Terms
Terms
(Customer import)
Supplier (Vendor)
QUICKBOOKS
FIELD NAME
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TABLE
STORE OPERATIONS
FIELD NAME
QUICKBOOKS
FIELD NAME
Chart of Accounts
Number
N/A
(All types of COA are
supported)
Name
N/A
Terms
Name
N/A
* When generating names and codes from QuickBooks, spaces and apostrophes are
removed and all characters are changed to uppercase.
View Old QS2000 Journals option
If you used Store Operations Administrator to import your existing QuickSell 2000
database, you can view your past QS2000 journals. When you click the View Old
QS2000 Journals option in the Utilities menu, you will see an active report that lists all
your old journals. Double-click your mouse on any number in the Batch Number
column to display the graphical receipt. You can then use the Find feature to locate other
journals or use the Print feature to print the journal.
Note: If you did not import a QuickSell 2000 database, the View Old QS2000 Journals
menu option will be disabled.
Backup Database option
Use the Backup Database menu option to regularly back up your Store Operations
database and safeguard critical data. In case you experience system failure or a natural
disaster, you can retrieve the backup copy and restore your data.
A "backup" is a copy of one or more files on the PC. Typically, a backup contains
everything on the hard drive. When you back up a database, you make a copy of it on
another device. A typical backup cycle consists of a backing up of an entire database,
transaction log, and then repeating backups at regular intervals.
Additionally, you can use the Store Operations Administrator to not only back up your
database, but also restore it anytime. For more information, see Store Operations Online
Help.
Remember that your data represents your time and energy. Protect it well.
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Point of Sale program
Overview
Use the Store Operations Point-Of-Sale (POS) program to process your sales
transactions at the cash register. The following topics explain all of the POS software
features, in addition to providing guidelines and ideas about how you might use them in
your business.
y
Moving around in the POS program
y
Processing daily POS activities
y
Step-by-step guidelines
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Moving around in the POS program
The main POS screen
Before you journey through the POS program, it is a good idea to familiarize yourself
with the software's basics. When you first log onto the POS program, you will see the
main interface. Press CTRL-F6 to customize the transaction screen.
Depending on your screen display settings, the POS screen can be divided into eight
distinct sections. You also have the option to display the Net Display.
The top section of the screen, or status bar, contains information about the register and
cashier, the current date and time, return mode status, type of order, event reminder,
message notification, and printer status. You can show or hide this section.
The second section, or HTML status bar, is an additional place to display information,
including transaction status, graphics, and/or customizations. Use the Store Operations
Administrator program to specify the desired web status filename location. If you will
not use this section, press CTRL-F6 and clear the appropriate option. Note that the HTML
status bar is designed for display only.
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The third section, header section, displays the customer's Bill To and Ship To address as
well as the applicable shipping information (i.e., Carrier, Service, Charge,). If you have a
shipping carrier defined on the SHIFT-F1 Shipping Information window, the header
section will be displayed. Otherwise, this section will appear only when a customer
account is selected.
The fourth section, details section, can contain any detailed or additional information
associated with the transaction. For example, when you press SHIFT-F9 for a normal
sales transaction, you can enter a comment and/or reference number, which would print
on the receipt. Or, you can enter special details (i.e., comment, reference number,
expiration date, etc.) for other types of transactions, including quotes, work orders, and
layaways.
The fifth section, or body section, is the area where all items that are being purchased are
placed. As each item is scanned or entered, its product lookup code, description,
quantity, price, and tax status are automatically displayed.
The sixth section, or the footer section, displays the running values for the sales subtotal, tax amount, shipping and total sales amount in large, easily read characters.
The seventh section, or the command keys section, displays the association of the special
function keys with POS functions. The function keys F1 to F12 are used in conjunction
with the SHIFT, CTRL, and ALT keys for quick access to POS functions. When you press
the SHIFT, CTRL, or ALT key, the buttons change to show the different functions that may
be performed. This section may be hidden, if desired, to make more room for the body
section.
The eighth section, the Custom Buttons section, contains customized shortcuts from the
point-of-sale transaction screen to other software program tools. The POS transaction
screen displays these customized shortcuts, letting you directly access them without
leaving the transaction screen. These buttons can be activated by a mouse click or by
pressing both the CTRL key and the associated number from 0 to 9. To exit from the
custom button's display window and return to the transaction screen, press the ESC key.
To use the Net Display, press CTRL-F6 to select the Show Net Display option. The Net
Display runs on another monitor attached to your point-of-sale station. The Net Display
can display personal greetings, reminders, and advertisements that motivate and entertain
your customers as they wait in line. At the point-of-sale, you can enable/disable the Net
Display and adjust its size and position. You can also choose whether to display the
receipt in real-time. For more information, see “Net Display Channels option” in the
“Reference” section.
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POS icons
As you process different types of transactions, the POS screen will display certain icons
that help the cashier quickly identify what is happening at the POS station. The
following explains each icon.
Icon:
Description:
Displays the register number.
Displays the line number that currently has the focus.
Flashes to remind the cashier of a Calendar event.
Notifies the cashier that the transaction (e.g., layaway) was recalled.
Notifies the cashier that a transaction is On Hold. To recall a transaction from on
hold, press F11.
When this icon flashes, it notifies the cashier that is currently logged on that he has
at least one new message. To read the message(s), press Shift-F2.
Notifies the cashier that the Return mode is activated. When you scan or enter
items in Return mode, the items appear in red and show a negative quantity.
Notifies the cashier that the on-screen amount is in a different currency other than
the default currency. This feature is used for display only. Note that if this icon is
displayed, the cashier cannot scan items or use any other function keys until the
cashier uses the Ctrl-Shift-F2 function key to select the Default Currency.
Notifies the cashier of a Post-Void transaction.
Displays in the Price field whenever the item’s price has been changed or recalled.
Displays when the print mode is one and which printer(s) are defined. Press Ctrl-F9
to toggle the receipt printer on/off. When the print mode is on, all properly defined
transactions print to the designated printer. When the print mode is off, no
transactions will print to the designated printer.
Notifies the cashier that the RMS Network service is enabled and running.
Connecting to the RMS Network (a private network) lets you retrieve orders from
Web stores and publish data via the Internet regarding in-store inventory, quantity,
and pricing in real-time. An Internet connection and a subscription to the RMS
Network are required.
Notifies the cashier that the macro is currently being recorded.
Notifies the cashier that macro recording has paused. For example, you can pause
the macro recording whenever a form is open and you press Ctrl-F3. While the form
is still open, you can press Ctrl-F3 again to resume the recording process.
Notifies the cashier that the register is running in terminal offline.
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Function keys summary
The following list summarizes Store Operations function keys. Use this list to remind
cashiers of all the available function keys and their associated commands. For detailed
information, see “Keyboard Guide”.
Key:
Function:
F1
View context-sensitive help
F2
Display lookup window
F3
Activate calculator
F4
View journals and print receipts
F5
Access open/close register functions; perform blind
closeout; generate closing reports
F6
Display calendar and appointment book
F7
Select or clear customer account
F8
Perform no sale
F9
Secure register (log off)
F10
Perform cash drop or cash payout
F11
Access recall functions, i.e., transactions on hold, postvoids, orders, quotes, and layaways
F12
Display tender window
SHIFT-F1
Select shipping carrier and service
SHIFT-F2
Send message to a cashier
SHIFT-F3
Discount current sale
SHIFT-F4
Receive payment on account
SHIFT-F5
Shift tax status for entire sale
SHIFT-F6
View daily POS graphs
SHIFT-F7
Add or view customer file
SHIFT-F8
Select a sales representative
SHIFT-F9
Enter detailed information for type of transaction
SHIFT-F10
Enter gas pump deposit
SHIFT-F11
Reprint last receipt
SHIFT-F12
Select applicable sales taxes
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Key:
Function:
CTRL-F1
Activate quote feature
CTRL-F2
Activate work order feature
CTRL-F3
Program macros
CTRL-F4
Activate return mode
CTRL-F5
Toggle item's tax status
CTRL-F6
Customize screen display
CTRL-F7
Select applicable ship to address
CTRL-F8
Activate layaway feature
CTRL-F9
Toggle receipt printer on/off
CTRL-F10
Insert item comment
CTRL-F11
Look up item's substitutes
CTRL-F12
Place transactions on hold
CTRL- SHIFT-F1
Display system information
CTRL-SHIFT-F2
Display on-screen amount in desired currency
CTRL-SHIFT-F3
Display selected voucher's details
CTRL-SHIFT-F4
Clock In/Clock Out
CTRL-SHIFT-F5
Displays details about peripherals connected to the POS
CTRL-SHIFT-F6
Select from a list of reason codes associated with the
type of transaction
CTRL-SHIFT-F7
Clear the present customer
CTRL-SHIFT-F8
Edit and ship pending/open shipping orders
CTRL-SHIFT- F9
Track the progress of a shipment
CTRL-SHIFT- F10
Process open Internet orders
CTRL-SHIFT-F12
Download Internet orders
ALT-F4
Escape from the on-screen Help window
ALT key + assigned
function key
Process the programmed macro
DELETE key
Delete current line
Store Operations User’s Guide
Keyboard guide
This section explains each of the following Store Operations POS function keys:
Help (F1)
Press F1 from practically anywhere within Store Operations POS to call up an associated
context-sensitive help screen. The help information is customizable and lets you modify
all help topics and content to accurately reflect your unique needs.
Lookup (F2)
During some processes, press F2 to display a lookup window. The contents of the lookup
window depend on what screen is displayed or where the cursor is. For example, if you
press F2 in the Item Lookup Code field, you will see the Item Information window.
Wherever you are, pressing F2 will most likely call up a window to help you select
something or provide you with detailed information.
Use the Find feature to quickly locate the desired information. For example, if you press
ALT-F on the Items window, you can search for items that contain a specific word or
phrase. You can also use the Picture feature to display the picture associated with the
item (if applicable.)
Calculator (F3)
To display the calculator, press F3. The calculator works like any calculator and includes
basic functions such as addition, subtraction, multiplication, and division. The following
explains the memory features.
y
MC (F1 Key): Clears the contents of the memory.
y
MR (F2 Key): Recalls the value from memory.
y
M- (F3 Key): Subtracts the value on the screen from the value in memory and
places the new value in memory. For example, if 10 is in memory, 4 is on the
screen, M- is pressed, and then MR is pressed to recall the memory value, the result
is 6.
y
M+ (F4 Key): Adds the value on the screen to the value in the memory and places
the new value in memory. For example, if 5 is in memory and M+ is pressed while 3
is on the screen, then after pressing MR, the result shown on the screen is 8.
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y
CE (E Key): Clears the screen and the ribbon screen but not the memory.
y
C (C Key): Clears all the screens and the memory value.
y
OFF (O Key): Turns the calculator off and exits.
Journal (F4)
When you press F4, you will see the Journal Viewer window. Use the available list
boxes to view any journal at any register. When you find the desired journal, you will see
its detailed information, such as date, time, and register number, in addition to its print
preview. You can then modify the page setup and print options. If desired, you can
include a watermark with the word "DUPLICATE" on each page of the receipt by
selecting the Mark as duplicate receipt checkbox.
Open/Close (F5)
This feature allows you to open and close the current register, in addition to performing a
blind closeout and generating closing reports (X, Z, and/or ZZ report). We recommend
that you use these functions once a day, except for the X report, which may be used more
frequently.
Calendar/Events (F6)
Press F6 to display the built-in calendar and scheduling appointment book. This way,
you can track and manage appointments and activities. The POS program also includes
an automatic event reminder and a sophisticated messaging system to help you track and
manage messages, appointments, and activities.
Set Customer (F7)
Press F7 to display the Customers window from which you can select the applicable
customer's account number. On the Customers window, use the Find feature to quickly
locate a specific customer account. If a customer account is currently selected, press F7
to either select a new customer. Use the Picture feature to display a picture or website
associated with the selected customer.
No Sale (F8)
Press F8 to perform a no sale, i.e., pop open the cash drawer without completing a sales
transaction. Only cashiers that have the privilege to perform "no sales" will be able to
use this command.
Secure (F9)
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Press F9 to log off the current cashier and display the log on screen. This effectively
shuts off the system until a cashier logs on.
Drawer (F10)
The F10 key displays the Drawer Function window, from which you can perform various
cash functions that effect the register. For example, use this function to perform a cash
drop and a cash payout. You can use these functions only if (1) there are no item entries
in the POS screen, and (2) the cashier has the privilege to perform cash drops and pay
outs.
Recall (F11)
Pressing F11 enables you to perform the following activities:
y
Recall a transaction from on hold
y
Recall a transaction for return
y
Void a transaction
y
Recall a back order
y
Recall a layaway
y
Recall a quote
y
Recall a work order
Tender (F12)
Press F12 to advance the cashier to the Tender window in order to conclude and receive
payment for the sale. You can click Calculator on the Tender window to use the change
calculator at the point-of-sale. Enter the quantities for each tender you receive. Store
Operations will automatically calculate the value for each tender. For opening and
closing the drawer, your cashiers can use this calculator to quickly count the currency.
Additionally, pressing F12 enables you to perform other functions based on the activity
at hand (i.e., sales quotes, work orders, and layaways). For example, assume you just
recalled a work order. When you press F12, you can save changes, pick up the entire
work order, or pick up a partial order.
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Shipping (SHIFT-F1)
Press SHIFT-F1 to select the applicable shipping carrier and service for a sales
transaction. You can connect to the UPS or FedEx website to process online shipping,
assign charges, and/or generate UPS and FedEx shipping labels. Customers can track
shipments on-line at UPS or FedEx websites. Click the Browse
button to directly
access the carrier's web pages. Store Operations will automatically complete most of the
shipping form and generate a shipping label you can print from your computer.
Messages (SHIFT-F2)
Press SHIFT-F2 to display the Messages window. Use this function to send a message to
any listed cashier. Any designated recipient currently logged on instantly receives the
message. If the cashier is not logged on, the message appears when the cashier logs onto
the system. You can compose new messages, read messages, and delete old messages.
Discount (SHIFT-F3)
This feature allows you to discount item(s) in the sales transaction. If an item is selected,
pressing SHIFT-F3 will display the Set Discount/Price Level window. You can then
define the desired discount/price level action, discount method and percentage.
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Discount/Price Level Action
The type of discount action you select determines the available methods by which you
can discount the items or set a price level.
Set discount method for transaction: Discounts or increases the prices all the items on
the transaction screen.
y
No discount: Does not discount any of the items on the transaction screen.
y
Discount from retail price: Reduces the price of the selected item by the
percentage entered.
y
Discount from minimum price: Considers the Quantity Discount, Level, Sale, and
Buydown prices, and then discounts the price that is the lowest.
y
Markup from cost: Sets the price of the selected item to reflect a markup by the
percentage entered from the cost of each item.
y
Set profit margin: Sets the price of the item to produce a profit margin as indicated
by the percentage entered. Profit margin is equal to the item price minus item cost,
divided by item price, then multiplied by 100.
Set price level for transaction: Store Operations supports four price levels: Default,
Level A, Level B, and Level C. However, you can only use these options if the pricing
level structure is defined for the items.
Perform discount on all items Discount the entire transaction based on a specified
percentage or dollar amount. You can also enter the desired sub-total. Store Operations
will automatically adjust the prices of the items to account for the discounted sub-total.
y
Discount by percentage: Reduces the transaction sub-total by the percentage
entered. For example, if your current sales sub-total was $70.00, and you discounted
the entire transaction by 10%, the discounted sub-total would be $63.00.
y
Discount by dollar amount: Reduces the transaction sub-total by the specific dollar
amount entered. For example, if your current sales transaction was $70.00, and you
reduced the entire transaction by $10.00, the discounted sub-total would be $60.00.
y
Set sub-total amount: Sets the transaction sub-total to the exact amount specified.
For example, if your current sales transaction was $70.00, and you entered the
amount $64.99 in the Amount box, the new sub-total would be $64.99.
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Perform discount on current item: Discounts the selected item by the discount method
specified. To use this option, you must first select the applicable item. Otherwise, this
option is disabled.
y
Discount percentage from current price: Reduces the price of the current price on
the transaction screen by the percentage entered.
y
Discount percentage from retail price: Reduces the price of the selected item by
the percentage entered.
y
Markup from cost: Sets the price of the selected item to reflect a markup by the
percentage entered from the cost of each item.
y
Set profit margin: Sets the price of the item to produce a profit margin as indicated
by the percentage entered. Profit margin is equal to the item price minus item cost,
divided by item price, then multiplied by 100.
y
Discount dollar amount from current price: Reduces the current price by the
dollar amount entered.
After you select the method of calculation, enter the applicable percentage/amount, and
then press Enter, you will see the reduced price(s) on the transaction screen.
Payment (SHIFT-F4)
Pressing SHIFT-F4 lets you enter a payment towards a customer's credit account. If you
select a customer account and then press SHIFT-F4, you will see the account information
for the selected customer. If you do not select the customer account, you can press
SHIFT-F4, and then use the Browse
applicable account.
button in the Account Number field to locate the
Note: This function key also enables you to receive payments for a layaway.
The Receive Payment window displays detailed account information, including the
balance owed, minimum payment, credit amount, and open account receivables. You can
process and track customer payments by individual invoices.
Store Operations factors in the available credit and amount received to determine the
Over/Under Payment Amount. If there is an overpayment, you can credit the customer's
account or refund the money. If there is an underpayment, Store Operations displays the
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amount in brackets and advises you to either increase the amount received or decrease
the amount applied to the account receivables. If the account has finance charges, Store
Operations applies the payment to invoices with finance charges first.
Note: You cannot edit the information contained in the gray-shaded fields.
Term:
Description:
Account Number:
The customer's account number. To select a customer, click the
Browse button.
Balanced Owed:
The total sum of the amounts in the Balance Due fields.
Selected Customer:
The billing address for the selected customer.
Receive Amount:
The payment amount received from the customer. You can
either manually enter the amount or select (check) the Pay
checkboxes for the applicable invoice(s). Store Operations will
update the Receive Amount field as necessary.
Minimum Payment:
The minimum amount (as specified in the Account Types option
in the Database menu) that the customer should pay. Store
Operations will accept less than the minimum payment.
Apply Credit:
If selected, Store Operations will apply the customer's credit
towards the amount of the invoice(s), beginning with the oldest
invoice first. The customer must have store credit.
Credit:
The customer's available store credit.
Orig. Date:
The date the invoice was created.
Due Date:
The date at which the invoice payment is due.
Reference:
The number by which the invoice is referenced.
Amount:
The original amount of the invoice.
Balance Due:
The current invoice amount due.
Payment:
The amount to be applied to the invoice.
Pay:
If selected, Store Operations will apply the customer's payment
towards the applicable invoice.
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No Tax (SHIFT-F5)
Press SHIFT-F5 to mark the items on the transaction as "non-tax". It does not matter what
the item tax characteristics are. Only cashiers with the necessary privilege may perform
this function.
Graphs (SHIFT-F6)
Press SHIFT-F6 to display the Report window. The Graph feature in the Store Operations
POS program displays your sales and inventory data in a variety of ways. When you
press SHIFT-F6, you will see several drop-down list boxes that enable you to generate
different graphs. You should use these graphs for reference only.
Customize your own graph. For example, on the Show Totals For box, select a
particular time period (i.e., today, week-to-date, month-to-date, and year-to-date).
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Also, use the graph to group certain data together. For example, group and view your
sales and inventory data by department, cashier, hours, hourly counts, register, etc.
Store Operations displays your information in both a numerical and graphical format.
This way, you can easily pinpoint the exact data you need.
New Customer (SHIFT-F7)
If no customer is presently selected, you can press SHIFT-F7 to create and enter a new
customer account file. If a customer account is currently selected in the POS screen,
pressing SHIFT-F7 displays detailed information regarding the customer account file.
Note: For this feature to be implemented, the store must be configured to allow the
creation of customer accounts at the point-of-sale.
Sales Rep (SHIFT-F8)
Use this function to credit the sale of all items in the transaction to a sales representative.
When you press SHIFT-F8, you will see the Sales Reps window from which you can
select the applicable sales rep. After you select the sales rep, the sales rep's associated
number appears in the Rep field on the POS screen for all items in the transaction.
Details (SHIFT-F9)
Press SHIFT-F9 to enter details associated with the transaction. For example, when you
create a layaway, you can press SHIFT-F9 to display the Layaway Information window.
You can then enter the reference number, comment, expiration date, and deposit amount.
This information will appear at the top of the transaction screen. The Details feature
works similarly for sales quotes, back orders, and work orders. Additionally, if you are
processing a normal sales transaction and want to enter a comment and/or reference
number for the entire sales transaction, press SHIFT-F9 and enter the desired information.
Gas Pump (SHIFT-F10)
Press SHIFT-F10 to display the Gas Pump Deposit window, on which you can enter the
deposit for the applicable pump.
Reprint (SHIFT-F11)
Press SHIFT-F11 to reprint the last receipt.
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Taxes (SHIFT-F12)
Press SHIFT-F12 to display the Sales Tax Selector window. Select or clear the applicable
sales taxes to apply to the items in the transaction. The cashier must have the necessary
privilege to perform this function.
Quote (CTRL-F1)
Press CTRL-F1 to turn the quote feature on/off. Whenever the quote feature is on, the
word "Quote" is displayed in red on the transaction screen header. Also, the comment,
expiration date, and reference fields will appear on the top of the transaction screen. You
can modify these fields by pressing SHIFT-F9. All items entered during this transaction
mode are automatically placed into a sales quote. To convert the quote back to a standard
sales transaction, press CTRL-F1 again.
Work Order (CTRL-F2)
Press CTRL-F2 to turn the work order feature on/off. When you turn on the work order
feature, you will see the word "Work Order" displayed in red on the transaction screen
header. You will also see the work order fields (i.e. Comment, Previous Deposit,
Additional Deposit, Balance, Due Date, and Reference). Modify these fields by pressing
SHIFT-F9. All items entered during this transaction mode are automatically placed into a
work order. To convert the work order back to a standard sales transaction, press CTRLF2 again.
Macro (CTRL-F3)
Press CTRL-F3 to record macros. When you use the macro feature correctly, Store
Operations repeats the macro key-for-key. You can then press the ALT key + the defined
function key to process the specific macro.
Return (CTRL-F4)
Press CTRL-F4 to turn the return mode on/off. When you turn on the return mode, Store
Operations highlights all the returned items and amount totals in red, and enters a
negative quantity in the Quantity field.
Toggle Tax (CTRL-F5)
Press CTRL-F5 to toggle the current item's tax status. The cashier must have the
necessary privilege to perform this function.
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Screen (CTRL-F6)
When you press CTRL-F6, you will see the Display Properties window from which you
can select or clear the point-of-sale display options (i.e., Display Status Bar on Top,
Display Function Keys on Bottom, Show Net Display, Show Touchscreen Keyboard).
Use the Window buttons to adjust the size and positioning of the screens. This way, you
can customize your point-of-sale transaction screen.
Ship To (CTRL-F7)
Press CTRL-F7 to display the Ship To Addresses window from which you can select the
applicable Ship To address for the customer. If you first select a customer account and
then press CTRL-F7, you will see the Ship To addresses that pertain solely to the selected
customer.
Layaway (CTRL-F8)
Press CTRL-F8 to turn the layaway feature on/off. When you turn on the layaway feature,
you will see the word "Layaway" in red on the transaction screen header. You will also
see the layaway fields (i.e. Comment, Previous Deposit, Additional Deposit, Balance,
Expiration Date, and Reference) on the screen header. Modify these fields by pressing
SHIFT-F9. All items entered during this transaction mode are placed into a layaway. To
convert the layaway back to a standard sales transaction, press CTRL-F8 again.
Printer (CTRL-F9)
Press CTRL-F9 to toggle the receipt printer on/off. When the print mode is off, no
transactions will print to the designated printer. When it is on, however, all properly
defined transactions print to the designated printer.
Comment (CTRL-F10)
Press CTRL-F10 to insert a comment under the current item in the transaction. You can
edit the comments on-screen at any time before you tender the sale. Comments do not
effect the items or how the transaction is conducted.
There are several reasons for adding an item comment. For example, you may want to
explain that you just sold a damaged product at a discounted price and therefore will not
accept refunds. Customers will see this information on their receipt.
In the Manager program, you can tell Store Operations whether you want to record the
item comments in the transaction history. To do this, go to the File menu, click
Configuration, and then click the Options tab. Select or clear the 'Record Item
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Comments' option. If you select this option, any item comments when entered or
modified will be stored in the transaction history when the item is sold. Because
recording item comments will cause the Store Operations database to grow in size, select
this option only if you need to track them.
Substitute (CTRL-F11)
Press CTRL-F11 to select from the current item's list of substitute items.
Hold (CTRL-F12)
Press CTRL-F12 to place a transaction on hold and enter an applicable comment. To
recall this transaction, press F11 and select the Recall a transaction from on hold
option.
About (CTRL-SHIFT-F1)
Displays your system information, including the version number, technical support
contact information, and the configuration of the hardware resources and software
environment.
Currency (CTRL-SHIFT-F2)
Use this key to display on-screen amount totals in the desired currency (i.e., Euro).
Voucher (CTRL-SHIFT-F3)
Use this function key to display the history details for a particular voucher. For example,
you can press this key to check a customer's voucher balance.
Time Clock (CTRL-SHIFT-F4)
Press CTRL-SHIFT-F4 to clock in/clock out a cashier. Each cashier enters the appropriate
cashier number and password and Store Operations tracks the time between the clock in
and clock out times. Use this function any time, even during a transaction.
Peripherals (CTRL-SHIFT-F5)
Displays information about the POS devices connected to your point-of-sale station. This
information will vary depending on whether you use a Windows printer or an OPOS
printer. If you use an OPOS printer, you can use the Test button to invoke the
manufacturer's test (if provided) that checks the printer's connection to the POS station.
Reason Codes (CTRL-SHIFT-F6)
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Displays a list of reason codes associated with the type of transaction. For example, if
you created different reason codes for customer discounts, you could use this function
key to select the applicable code.
Clear Customer (CTRL-SHIFT-F7)
Lets you clear the present customer displayed on the transaction screen.
Edit Shipping (CTRL-SHIFT-F8)
Enables you to select from a list of pending shipping orders. You can then modify the
shipping information or ship the order using the shipper's Web site. Enter the tracking
number or copy and paste the tracking number from the shipping form. Once you enter a
tracking number, the pending shipping order becomes a completed shipping order.
Track Shipping (CTRL-SHIFT-F9)
Enables you to select from a list of completed shipping orders. You can then track the
progress of a specific shipment using the shipper's Web site.
Internet Order (CTRL-SHIFT-F10)
Allows you to process open Internet orders previously downloaded using the RMS
Network button. When you activate the Internet Order button, the Open Internet
Orders window appears to show a list of pending orders. The Comment column
displays the date and time when the customer placed the order. It also displays the
unique order number that you can use to search for the particular order on Yahoo!
Shopping. The Date column shows the date and time that you downloaded the order.
Note that it does not represent the time when the customer placed the order.
Whenever you process an order, Store Operations verifies the customer's billing and
shipping address as well as the tax codes. If the Internet order's information disagrees
with the information in your Store Operations database (e.g., customer account, tender
type, sales tax, etc), Store Operations enables you to change or correct the information.
For example, Store Operations compares the tax amount as it is calculated for the
Internet order with the tax as it is calculated in Store Operations. The Status field shows
if the amounts disagree or agree. If they disagree, you have two options. You can toggle
the tax to make the transaction taxable or not taxable. You can also select the applicable
sales tax to apply to the transaction. When you click Continue, Store Operations will
place the order on the POS screen.
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RMS Network (CTRL-SHIFT-F12)
Allows you to download Internet orders. After you download them, you can process
them at any time using the Internet Order button. To use this feature, you must have a
virtual store that can accept on-line orders and forward the orders in a predefined format
to a RMS Network compatible server. The URL address of the server is defined using
the Store Operations Administrator program.
Currently, Store Operations only supports the Yahoo!Shopping's Real-Time Delivery of
Order to a Secure Web Server in XML format. If your virtual store is not hosted by
Yahoo! Shopping, your host server must emulate Yahoo! Shopping's order forwarding
process.
When you click Download, Store Operations will connect to the Internet, start the
downloading process, and store the order, if any, in the database.
If you are using this feature, it is recommended that you dedicate a POS register to
handle the downloading and processing of Internet orders. This way, you can track
Internet sales using the register number.
Customizing the POS screen
When you press CTRL-F6, you will see the Display Properties window, which enables
you to choose/change the following screen displays: Status Bar; Custom Buttons; Totals;
Sub Total; Sales Tax; Shipping; Total; Function Keys (also adjust their height); Net
Display; Receipt on Net Display; and/or HTML Status Bar (used for customized HTML
programs). You can also show the Touchscreen Keyboard. Additionally, the Display
customer panel as needed option located on the Transaction Screen tab allows you to
enable or disable the customer info portion of the POS transaction screen.
Click Window on the Transaction Screen tab to select whether you want a resizable
border and to adjust the size and position of the screen.
You can also specify the receipt filename in addition to adjusting the size and
positioning of the net display.
Note that you can restore the POS display window to the default settings by clicking the
Default button.
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Processing daily POS activities
General guidelines
The following general guidelines show how you can process daily POS activities on one
register (if there are more than one register, repeat the following steps for each, as
necessary):
1. Log on to the POS register.
2. At the beginning of each business day, enter the opening amount in the cash drawer.
3. Process transactions on the POS screen.
4. At the end of each business day, enter the closing amounts in the cash drawer.
5. Generate the Z report for the register. This report lists tender amounts received at
the register and other transaction information.
6. If you are interfacing Store Operations with an external accounting package, you
should post the batches.
7. Back up (save) the data files.
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Opening and closing register
Logging on to the POS screen
Pressing F9 logs the current cashier off and causes the log on screen to appear. This
effectively shuts off the system until another cashier logs on.
To log on to Store Operations POS
1. When the Login window appears, enter the cashier number in the User ID box.
Press the Tab key.
2. In the Password box, enter the cashier's associated password (password characters
appear as "*" to ensure security).
3. Press Enter.
If both the cashier number and password are correct, the cashier will be able to process
transactions. If the cashier number and password are not correct, the cashier will not be
allowed to process transactions. Store Operations will display a window notifying the
user of the number of unsuccessful login attempts.
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Opening your drawer
Before you process sales transactions, you should first enter your opening cash drawer
amount. This way, Store Operations can accurately track your cash-flow throughout the
day.
To enter opening cash drawer amount
1. Press F5 to display the Open/Close window.
2. Select the Enter Opening Amounts option, and then press Enter.
If opening amounts have already been entered, Store Operations will display a
window asking if you want to overwrite the existing opening amounts. Select Yes if
you want to enter new opening amounts.
3. On the Opening/Closing Amounts window, enter the amount for each tender type
that is in the register's cash drawer.
4. After you have correctly entered all the amounts, press Enter.
After you enter the opening amounts, you can enter closing amounts at any time.
Tip: If your Opening/Closing Amounts window is blank, you need to generate the Z
report, which accounts for all the defined tender types. You can then enter the amounts in
the applicable tender fields on the Opening/Closing Amounts window.
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Closing your drawer
The following procedure is very similar to opening your drawer.
To enter closing cash drawer amount
1. Press F5 to display the Open/Close window.
2. Select the Enter Closing Amounts option, and then press Enter.
3. On the Opening/Closing Amounts window, enter the amount of each tender type
listed that is present in the cash drawer for the register.
4. When all amounts are correct, press Enter.
Performing a blind closeout
If you do not want to generate closing reports at your point-of-sale station, you can
perform a blind closeout. A blind closeout will close the current batch but will not
generate a Z report. After you close the batch, you can then use the Manager program in
the back-office to complete the closing process, enter closing (and opening) amounts,
and generate X and/or Z reports. Use this feature whenever you do not want to count the
drawer in front of the public.
To perform a blind closeout
1. Press F5 to display the Open/Close window.
2. Select the Perform Blind Closeout option, and then press Enter.
3. Take the contents of the cash drawer to the back-office and use the Manager
program to complete the closing process.
For instructions on how to close the batch in Store Operations Manager, see “Closing
Open and Blind Closed Batches”.
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Performing sales transactions
For a normal sales transaction, you will perform the following functions:
1. Ringing up items on the transaction screen - Scan or manually input the item
lookup codes for the items your customers want to purchase.
2. Tendering the sale - After you scan (or input) all the items on the transaction
screen, you will then tender the sale.
Ringing up items
There are various methods for entering (ringing up) an item onto the transaction screen.
The method you use is based on your current equipment setup. For example, if your
system uses a barcode scanner, you can simply scan the barcode of the item to enter it in
the transaction.
If your system does not have a barcode scanner, or if the scanner is not reading the
barcode properly, you can either manually enter the barcode numbers, or press F2 to
display a list of all the items in the database. You can then scroll through the list and
select the item you want to enter. When you press Enter, you will see the item on the
transaction screen.
This section explains how you can ring up various types of items on the transaction
screen. For instructions on how to tender a sale, see “Tendering the Sale”.
Troubleshooting
If you have entered all of your items into the database, but can not scan them at the POS,
you should make sure that the scanner reads the same code defined for the item in the
database. To check this, open the text editor and scan the barcode. The barcode data
should show up in the text editor and match the item lookup code you assigned to the
item. If it does not, the scanner may not be configured properly, or you may have
inadvertently entered in the wrong item lookup code. You can also make sure that the
barcode scanner is not adding extra characters at the end. Consult your barcode scanner's
manual for more details.
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Ringing up item(s) on the transaction screen
Use the following guidelines to ring up items on the POS transaction screen.
Note: These guidelines may vary depending on how the software is configured.
To ring up a line item
1. Position the cursor in the Item Lookup Code field on the transaction screen.
2. Either scan the item (if the item has a barcode on it and a barcode reader is attached
to the register), or type the lookup code and press Enter. If the item exists in the
item database, it will be retrieved and displayed on the current line. Depending on
how the cursor movement is set, the cursor will either advance to the next line or to
the Description field.
You can also press F2 to display either the Items window or the Find window. This
lets you select the desired item. Press Enter to return to the transaction screen.
3. If Store Operations cannot find an exact item lookup match, the Item Not Found
window appears. Press the ESC key or click the Close button to continue.
4. If the Items window appears, press Tab to toggle the lookup mode between Item
Lookup Code, Description, Quantity, and Price. The items in the list display in
ascending order. If characters are typed into the available field, the list is narrowed
to the item that best matches what is typed. Use the arrow keys to select the desired
item, and then press Enter.
If the Find window appears, enter a keyword or phrase in the Look for the phrase
field, select the desired search fields, and then either click Find Now or press ALTN. Select the applicable item, and then press Enter.
6. In the Quantity field on the transaction screen, enter the quantity purchased, and
then press Enter.
7. In the Price field, edit the price per item, if necessary, and then press Enter. If the
cashier is not given the privilege of accessing the Price field, the price cannot be
changed.
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8. Edit the Extended Price, if necessary, and press Enter. If the extended price is
altered, the price field is adjusted accordingly. As with editing the price for each
field, if the cashier is not given the privilege of altering the price, the extended price
may not be changed.
9. Edit the item's tax status, if necessary. If the cashier is not allowed to access taxing
information, the tax status does not change.
10. Edit the Rep number as applicable (pressing F2 calls up a list of available Rep
numbers) and press Enter.
When you have finished ringing up the item(s), you can then press F12 to tender the sale.
Entering a Serialized Item
When you ring up a serialized (or voucher) item, the procedure may include a few extra
steps. For example, after you scan/manually enter the serialized item, you will see a
window that enables you to enter the applicable serial number(s).
If you enter a serial number that is not in the database, Store Operations will notify you
that a serial number was not found. If you have the necessary privileges (defined in the
Options tab on the Configuration dialog box) for creating serial numbers, select Yes.
If you do not know the serial number, press Lookup on the Serial Number window,
select the applicable serial number, and then press Enter. The serial number will be
displayed on the transaction screen.
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Tendering the sale
There are a variety of ways you can tender the sale. For example, the customer may want
to pay for the items with a credit card. Another customer might use a check.
This section assumes you already know how to ring up items onto your transaction
screen. For more information about how to ring up an item, see “Ringing Up Items”.
Read the following sections and learn how to tender a:
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y
Multi-item sale
y
Cash sale
y
Check sale
y
Credit card sale
y
Debit card sale
y
On account sale
Store Operations User’s Guide
Tendering a multi-item sale
To tender a multi-item sales transaction
1. Scan or manually enter the applicable items on the transaction screen. For details,
see “Ringing Up Items on Transaction Screen”.
2. When you enter all the appropriate items, press F12.
3. Tell the customer the total amount due, as displayed in red on the screen (and the
pole display, if applicable). Collect the payment.
4. On the Tender window, use the arrow keys to select the appropriate tender type.
Then type in the amount the customer has paid.
If you enter a partial amount and the tender type has been enabled to accept multiple
entries, Store Operations will add another line of the same tender type. For example,
a customer may want to pay with two credit cards.
The amount of change (highlighted in green) owed to the customer, if any, displays
on the screen.
5. Give the customer the correct change, as indicated, and then press Enter.
6. Press Enter again to begin a new transaction.
Tip: If the customer gives you the exact amount in one type of tender, select that tender
and press the PLUS SIGN (+) on your number key pad. This way, you do not have to enter
the amount, and the software automatically processes the transaction.
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Tendering a cash sale
After ringing up all the items on the transaction screen, perform the following steps to
tender a cash sale.
To tender a cash sale
1. Press F12 or press Enter to display the Tender window.
2. In the Cash box, enter the appropriate amount. If change is owed to the customer
it’s highlighted in green.
3. Give the customer the correct change, if indicated, and then press Enter.
4. Press Enter to begin a new transaction.
Tendering a check sale
After ringing up all the items on the transaction screen, perform the following steps to
tender a check sale.
To tender a check sale
1. Press F12 or press Enter to display the Tender window.
2. In the Check box, enter the appropriate amount. If change is owed to the customer
it’s highlighted in green.
3. Give the customer the correct change, if indicated, and then press Enter.
4. When the Printer Validation window appears, insert the document into the printer
and press Enter.
5. Press Enter to begin a new transaction.
Tip: Press the PLUS SIGN (+) to quickly enter the entire amount in the selected tender
box. This is useful for check and credit card payments where the exact amount is tendered.
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Tendering a credit card sale
When you tender a credit card sale, Store Operations sends a request for authorization to
the payment provider (i.e., Citibank). The payment provider returns an authorization
code that Store Operations associates with the transaction. You can then complete the
sale.
This authorization code simply means the customer’s account has enough available
credit at that time to cover the sale. No funds will be transferred until you settle the
transaction.
After ringing up all the items on the transaction screen, perform the following steps to
tender a credit card sale.
To tender a credit card sale
1. Press F12 or press Enter to display the Tender window.
2. In the Credit Card box, enter an amount, and then press Enter.
-orPress the PLUS SIGN (+) to quickly enter the entire amount.
Store Operations displays the Credit Card Verification window.
If you enter a partial amount and the tender type has been enabled to accept multiple
entries, Store Operations will add another line of the same tender type. For example,
a customer may want to pay with two credit cards.
3. Do one of the following.
Swipe the credit card through the card reader.
Store Operations enters the credit card number and expiration date from the
credit card reader, obtains authorization from the payment provider, and then
displays the status of the transaction.
Manually enter the credit card number and expiration date, and then click OK.
Store Operations obtains authorization from payment provider and then displays
the status of the transaction.
4. Click OK to complete the transaction.
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Tendering a debit card sale
Tendering a debit card sale is similar to a credit card sale. After the customer enters the
PIN number, Store Operations sends a request for authorization to the payment provider
(Citibank) and the provider returns the authorization code. Funds are immediately
deducted from the customer’s bank account but are not transferred until the transaction is
settled.
Customers can receive cash back from debit card transactions. However, they may be
charged an additional fee for this service. There can also be a surcharge for using the
debit card. These options are selected when setting up the debit card tender in Store
Operations Manager.
After ringing up all the items on the transaction screen, perform the following steps to
tender a debit card sale.
To tender a debit card sale
1. Press F12 or press Enter to display the Tender window.
2. In the Debit Card box, enter an amount, and then press Enter.
-orPress the PLUS SIGN (+) to quickly enter the entire amount.
If you enter a partial amount and the tender type has been enabled to accept multiple
entries, Store Operations will add another line of the same tender type. For example,
a customer may want to pay with two debit cards.
3. Ask if the customer wants cash back and enter this amount. Inform the customer
about additional surcharges and fees if included. The cash back, surcharges, and fees
are added to the total amount due. Click OK to confirm the cash back transaction.
Note: When the Cash Back box is shaded, this option is not available.
4. Swipe the debit card through the card reader.
The debit card number and expiration date are entered into the Debit Card
Verification window.
5. Ask the customer to enter the PIN number.
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6. Click OK on the Debit Card Verification window to obtain authorization from the
payment provider. The results are displayed in this window.
7. Click OK to complete the transaction.
Notes:
y
Debit card transactions can be declined due to payment issues, such as insufficient
funds, expired cards, stolen cards, invalid PIN numbers, or withdrawal limits
exceeded. When this occurs, a message is displayed on the Debit Card Verification
window. You can then take appropriate action to complete the transaction. For
example, you can retry the same debit card, ask the customer for a different debit
card or a different payment method, or cancel the transaction.
y
If a debit card is not processed due to system issues, such as an unavailable IP
connection, you can resolve the connection issue and process the payment, or
choose another payment method.
y
When a payment provider does not respond within the specified time allowed due to
network issues, the debit card is not processed. If this happens, take the appropriate
action to complete the transaction. For example, ask the customer for a different
payment method or cancel the transaction.
Tendering an On Account sale
Before you can tender an on account sale, you must have at least one item entered on the
transaction screen. Also, the selected customer must have a charge account.
To tender an on account sale
1. Press F12 or Enter to display the Tender window.
2. In the Store Account box, enter the amount, and then press Enter to accept.
-orPress the PLUS SIGN (+) to quickly enter and accept the entire amount.
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Canceling transactions
Canceling sale
At any time during the transaction process, you can cancel the sale. There are two ways
you can stop the transaction.
To cancel a sales transaction
1. From the main POS screen, press ESC and answer the pop-up message window
appropriately, or;
2. Press F8 and answer the pop-up message window appropriately.
Note: You can not cancel the sale after you tender the sale. If you have already
completed the transaction and need to void it, you need to perform a post-void.
Voiding a transaction
For various reasons, you may need to cancel out a past transaction. For example, you
notice at the end of the day that your cashier made a costly mistake on a particular
transaction. Before you can void a transaction, there must be no items entered in the
current transaction.
To void a transaction
1. Press F11 to display the available recall functions.
2. Select the Void a transaction option, and then press Enter.
3. On the List Transactions window in the Date boxes, type or select the range of
dates that contain the transaction. Press Enter.
4. On the Transactions window, select the specific transaction you wish to void. Press
Enter, and you will see the item(s) appear on the screen with minus quantities.
5. Press F12 to display the Tender window.
6. Choose the correct tender, and then press the plus (+) key to complete the void.
7. Press Enter to begin a new transaction.
Note: Voided debit card transactions are processed as returns. The funds have already
been deducted from the customer’s bank account and cannot be voided.
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Processing returns
Store Operations enables you to return items your customers purchase. For example,
assume a customer wants to return a bicycle. You could then process the return of that
item by using the Ctrl-F4 function key. When you press Ctrl-F4, Store Operations
switches to return mode and lets you manually scan any items the customer wants to
return. You also have the option to recall the customer's entire transaction and then
process the return by using the F11 function key, which automatically displays all the
items purchased during the transaction.
Note: The difference between voiding a transaction (see previous topic) and recalling a
transaction for return is that voiding a transaction does not allow you to edit any of the
information pertaining to the transaction. For example, you cannot delete items or edit
the quantity information.
To process a return (manually)
1. Press CTRL-F4 to activate the Return mode.
If the software is configured to require reason codes for returns, you may see the
Select a return reason code window. In this case, select the applicable reason code,
and then press Enter.
2. Scan or enter the items your customer is returning. When you enter items while in
Return mode, the items automatically appear in red and show a quantity of "-1".
3. Press F12 to tender the transaction. On the Tender window, you will see the total
refund amount.
4. Enter the amount for the appropriate tender, and then press Enter. You are now
ready to begin a new transaction.
To recall a transaction for return (automatically)
1. Press F11 to display the Recall window.
2. Select the Recall a transaction for return option, and then press Enter.
3. On the List Transactions window, select the applicable range of dates and then
press Enter. For example, if the customer said he purchased the item(s) sometime in
the last month, you would want to ensure that your Start and End dates spanned at
least a period of 31 days.
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4. On the Transactions window, select the applicable transaction, and then press
Enter. Store Operations will display all the items purchased in the transaction with
minus quantities. At this point, you can modify the information as desired.
5. Press F12 to refund the money.
6. If the refund amount is correct, press Enter to complete the transaction.
Printing POS reports
Whenever you want a detailed summary of your register's activity, generate a report that
consists of all the transactions performed at the point-of-sale. A brief summary of the
three reports is as follows:
y
X report - A report that displays information regarding the up-to-the-minute sales
statistics of the register. Generating this report does not close the current batch.
Whenever you want to immediately know your sales activity, generate this report.
y
Z report - A report that is similar to the X Report, except that generating this report
closes the current batch. Generate this report at the end of each shift or once a day,
ideally at closing time.
y
ZZ report - A report that is similar to the Z Report except that this report includes
all the Z reports generated since the last ZZ report.
Printing X report
The X report is used to view the current statistics of the register. Generating the X report
will not close the current batch number.
To generate an X report
1. In the POS program, press F5.
2. Select Print X Report.
3. Press Enter.
Store Operations prints the X report to the receipt printer designated for the current
register.
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Printing Z report
Whenever you want to view the end-of-day statistics of a particular register, you should
generate the Z report. Generating the Z report will close the current batch number and
open the next available batch number.
To generate a Z report
1. In the POS program, press F5.
2. Select Print Z Report.
3. Press Enter.
Store Operations prints the Z report to the receipt printer designated for the current
register and closes the current batch number.
Data on the Z report
Term
Description
Register
Number given to register where report was
produced
Batch Number
The number assigned by Store Operations to
identify the current batch.
Batch Status
Shows whether the batch is closed or not
Start Date
Date when batch begins
Start Time
Time when batch begins
End Date
Date when batch ends
End Time
Time when batch ends
Opening Total
Amount initially in cash drawer when the cash
register is opened.
Sales
Amount of total sales before taxes
Returns
Amount of money given for all returns
Tax
Amount of sales tax added for all sales
Paid On Layaway
Amount paid to all layaway plans
Paid To Account
Amount paid towards customers balance
Deposit Made
Amount of deposits for layaways and work orders
Total
Total amount of above items
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Term
Description
Paid Out
Amount removed from cash drawer
Dropped
Amount removed for bank drop off
Layaway Closed
Amount paid to close any layaways
Paid on Account
Amount charged on account
Deposit Redeemed
Amount for returned deposit
Closing Total
Total amount in cash drawer when closing
Total
Total amount of above items
Over/Short
Amount cash drawer is over or short
Total Tendered
Amount of money totaled for all transactions
Total Change
Amount of change returned to customers
Discounts
Amount for discounts given
Cost of Goods
Total cost price for items sold
Commission
Amount of commission given to employees
Customer Count
Number of customers for this batch
No Sales
Number of times the cashier opens the drawer when there is no
sales transaction
Aborted Trans
Number of aborted transactions
Printing ZZ report
The ZZ report displays the Z report statistics of the register. It is a report that shows all
the Z reports generated since the last ZZ report. Generating the ZZ report will close the
current batch number and open the next available batch number.
To generate a ZZ report
1. In the POS program, press F5.
2. Select Print ZZ Report.
3. Press Enter.
Store Operations prints the ZZ report to the receipt printer designated for the current
register and closes the current batch number.
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How to
At this point, you may know how to use Store Operations to process your basic daily
POS activities. But, you may be asking questions like, "How do I place a transaction on
hold?" or "How do I make a payment towards a layaway?" As you continue to discover
handy features within Store Operations, you can find detailed information on how to
operate each one.
The following sections will navigate you through the Store Operations POS program,
providing simple step-by-step instructions for each operation.
y
Working with your drawer
y
Modifying on-screen item information
y
Discounting sale
y
Handling holds, deposits, and layaways
y
Handling customer accounts
y
Managing cashiers and sales reps
y
Working with orders and quotes
y
Using vouchers
y
Using graphs and macros
y
Working with receipts and journals
y
Using online shipping
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Working with your drawer
To perform a cash drop
Before you can perform a cash drop, you need to first ensure that (1) there are no item
entries in the POS screen and (2) the cashier has the privilege to perform cash drops.
1. Press F10 to display the Drawer Function window.
2. Select the Enter Cash Drop option, and then press Enter.
3. In the Amount text box, type the amount of cash that you are dropping, and then
press the Tab key.
4. In the Comment text box, type any applicable comment, and then press Enter.
5. On the Tender window, enter the appropriate tender amount(s).
6. Press Enter. The cash drawer will pop open, and the receipt will print.
7. Remove the correct amount of cash from the drawer.
You would perform a cash drop for different reasons. Assume, for example, you find that
there is a large amount of cash in your drawer. For security reasons, you can take some
cash out of the drawer and put it in a safer place (i.e. bank). To do this, perform a cash
drop.
Although the cash is no longer in your drawer, Store Operations will still include that
amount in your total sales for the day. You can find this amount displayed on your Z
report.
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To perform a cash pay out
Before you can perform a cash pay out, you need to first ensure that (1) there are no item
entries in the POS screen and (2) the cashier has the privilege to perform cash drops and
pay outs.
1. Press F10 to display the Drawer Function window.
2. Select the Enter Cash Payout option, and then press Enter.
3. In the Amount text box, type the amount of cash that is being paid out, and then
press the Tab key.
4. In the To text box, type the recipient's name, and then press the Tab key.
5. In the Comment text box, type any applicable comment, and then press Enter.
6. On the Tender window, enter the amount for the appropriate tender(s).
7. Press Enter. The cash drawer will pop open, and the receipt will print.
8. Remove the correct amount of cash paid out from the drawer.
9. Press Enter to display the transaction screen.
Whenever you want to take cash out of your drawer, perform a cash pay out. Assume,
for example, you want to use some cash in your drawer to buy more printer paper.
Because you have not performed an actual sales transaction, you still need to account for
the decrease in available cash. You can find the total amount for "cash pay out" in the Z
report.
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Modifying on-screen data
To add an item "on the fly"
1. Press F2 to display the Items window.
Note that if you tried to ring up an item on the transaction screen that was not in the
database, Store Operations will display one of the following, depending on how
your system is configured:
The abbreviated Items window. Click Cancel (ESC) and then press F2 to
display the regular Items window.
The Item Not Found window. Click Close (ESC) to display the Items window.
The Find window. Click New (ALT-N) and proceed to Step 3.
2. On the Items window, click New (ALT-N).
3. Use the various tabs on the Item Properties window to enter all the item's
information (i.e., item lookup code, description, quantity, pricing).
4. When you finish entering all the item information, press Enter to save the item in
the database.
5. You can now ring up this item on the transaction screen. On the Items (or Find)
window, select the item you just created, and then press Enter.
Note: Depending on your assigned security level, you might not be able to add an item
to the database.
To create an item comment
You can insert a comment under the current item in the transaction. Before you can
create an item comment, you must first enter the item on the transaction screen.
1. Position the cursor on the item for which you want to add a comment.
2. Press CTRL-F10.
3. In the Comment box, type the appropriate comment, and then press Enter. You will
see the comment in the Description field.
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To add details to a transaction
In addition to creating comments for individual items, you can create a comment for the
entire transaction. For example, you can specify a delivery time. The comment will
appear on the customer receipt.
1. Press SHIFT-F9. The Transaction Information window appears.
2. In the Reference number field, you have the option to assign an identification code
by which the transaction can be referenced.
3. In the Comment field, enter any description or explanation that relates to the
transaction. This comment will appear on the receipt.
4. Press Enter, and you will see the Comment and Reference fields near the top of the
transaction screen.
5. Proceed with the sale as usual.
You can modify the transaction details by pressing SHIFT-F9 again and changing the
information.
To look up current item quantity
1. After you ring up the item onto the transaction screen, position the cursor in the
Quantity field for that item.
2. Press F2 to display the Item Information window.
3. Press Enter to return to the transaction screen.
To change item quantity
1. After you ring up the item onto the transaction screen, press the Tab key or use the
arrow keys to position the cursor in the Quantity field.
2. Enter the applicable quantity, and then press Enter.
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To toggle item tax status for all items in transaction
1. Ring up the items on the transaction screen.
2. Press SHIFT-F5. Repeatedly pressing this function key lets you change the item tax
status for all the items in a transaction.
To change item tax status for selected item in transaction
1. Ring up the item(s) on the transaction screen.
2. Position the cursor in the Tax field for the item whose item tax you would like to
change.
3. Press CTRL-F5 or use your Spacebar to toggle the current item's tax status. This will
either select or clear the Tax checkbox.
To select which sales taxes are assigned to item(s)
1. Ring up the item(s) on the transaction screen.
2. Press SHIFT-F12.
3. On the Sales Tax Selector window, use your Spacebar to select the types of sales
tax you want to enable for the item(s), and then press Enter.
Note: The cashier must have sufficient privilege to change the item's tax status.
To find a substitute item
1. Place your cursor on the applicable item, and then press CTRL-F11 to display the
Substitute Items window.
2. Select the appropriate substitute, and then press Enter.
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To find the cost of an item
1. Ring up the item on the transaction screen.
2. Position the cursor in the Price field.
3. Press F2 to display the item cost.
4. Press Enter to return to the transaction screen.
Note: Only cashiers with the proper access rights can to view the item's cost.
To change item cost at the point-of-sale
1. Ring up the item on the transaction screen.
2. Position the cursor in the Item Lookup Code field.
3. Press F2 to display the Items (or Find) window.
4. Click Properties, and then select the Pricing tab.
5. In the Cost field, modify the cost as applicable and then press Enter.
6. On the Items window, click Enter to return to the transaction window.
Note: Only cashiers with the proper access rights can modify the item's cost.
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To view the item picture
If there is a graphic file associated with the item, you can display the item's picture at the
point-of-sale. This feature is especially useful if the cashier wanted to compare the item
the customer wanted to purchase to the item stored in the database.
1. Press F2 to display the Items window.
2. Select the applicable item, and then click Picture (ALT-U). The Picture window
appears.
3. Press the ESC key or click Close to return to the Items window.
Note: If there is no graphic file stored for the item, Store Operations will display a blank
Picture window.
To delete a line
You can remove items entered on the transaction screen. For example, assume you rang
up the five items your customer wanted to purchase. Your customer then informs you
that she changed her mind and did not want to buy the second item you rang up. You can
remove this item from the transaction screen.
1. Position the cursor on the line to erase.
2. Press the Delete key on your keyboard.
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Discounting sale
To discount individual items
There must be at least one item on the transaction screen.
1. Place the cursor on the item line entry.
2. Press SHIFT-F3. The Set Discount/Price Level window appears.
3. Under the Select desired action heading, confirm that the Perform discount on
current item option is selected.
4. Under the Select item discount heading, select the discount method type (i.e.
Discount percentage from current price; Discount from retail price; Markup from
cost; Set profit margin, or Discount dollar amount from current price).
5. In the Percent box, enter the amount by which the item will be discounted.
6. Press Enter.
If your store is configured to require reason codes, Store Operations will display the
Select a customer discount reason code window, from which you can select the
applicable reason code, and then press Enter.
Note: Whenever you discount/modify the item price on the transaction screen, Store
Operations inserts a red lightning bolt icon in the Price field, which notifies you that the
price was changed.
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To discount all items in a sale
1. After you ring up all the applicable items, press SHIFT-F3. The Set Discount/Price
Level window appears.
2. Under the Discount/Price Level Action heading, select the desired action by which
you want to discount the items (i.e., Set discount method for transaction; Perform
discount on all items).
3. Select one of the associated discount, level, or amount options on the right side of
the screen. Note that the available options will vary depending on the Desired
Action selected.
4. In the Percent/Amount box, enter the desired discount percentage/amount.
5. Press Enter.
If your store is configured to require reason codes, Store Operations will display the
Select a customer discount reason code window, from which you can select the
applicable reason code, and then press Enter.
Note: Whenever you discount/modify the item price on the transaction screen, Store
Operations inserts an icon in the Price field, which notifies you that the price was
changed.
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Handling holds, deposits, and layaways
To place a transaction on hold
1. After you ring up the item(s) on the transaction screen, press CTRL-F12. The Hold
Transaction window appears.
2. In the Comment box, enter an applicable comment by which the transaction can by
recalled (i.e. the customer's driver's license number or name), and then press Enter.
3. After you place the transaction on hold, you can recall it any time.
Note: Whenever you place a transaction on hold, Store Operations will display a
notification icon at the top of the transaction screen.
To retrieve item(s) on hold
Before you can retrieve an item on hold, there must be no items on the transaction
screen.
1. Press F11 to display the available recall functions.
2. Select the Recall a Transaction From On Hold option, and then press Enter.
3. On the Transactions on Hold window, select the transaction you wish to retrieve,
and then press Enter.
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To create a layaway
Assume that your customer wants to pay for an item in increments. Once he has fully
paid for the item, he can receive it. As the cashier, you could use Store Operations
layaway features to first create a layaway on his account and require him to place the
minimum deposit. The next time this customer returns, you could look up his account
and recall the layaway. He would then make a payment towards the layaway, or pick up
the items on layaway.
Follow these guidelines to create a layaway:
1. Press CTRL-F8.
2. Press F7, select the applicable customer account, and then press Enter.
3. Scan or manually enter the items on transaction screen.
4. Press SHIFT-F9 to display the Layaway Information window.
5. Enter the applicable information, and then press Enter.
6. Press F12 to display the Tender window.
7. Collect from the customer the minimum deposit payment due.
8. Enter the amount in the appropriate tender field, and then press Enter.
Tip: To convert the layaway back to a regular sales transaction, press CTRL-F8.
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To process payments toward layaway
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11 to display the available recall functions.
3. Select the Recall a Layaway option, and then press Enter. You will see the
Layaways window. If you selected a customer, you will see the layaway(s) for that
customer. If you had not entered a customer's account, you will have to select from
all the customer accounts that presently have layaways.
4. Select the applicable layaway, and then press Enter.
5. Press SHIFT-F4.
6. On the Layaway Payment window, enter the amount the customer is paying
towards the layaway, and then press Enter.
7. When the Tender window appears, enter the amount received in the applicable
tender, and then press Enter.
To pick up layaway items
Your customers can pay for any combination of the items on the layaway. Once you use
F11 to recall a specific layaway, you can process and track the layaway items. Whenever
a customer picks up an item on layaway, that item comes out of your inventory.
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11 to display the available recall functions.
3. Select the Recall a Layaway option, and then press Enter. The Layaways window
appears. If you selected a customer, you will see the layaway(s) for that customer. If
you did not enter a customer's account, you will have to select from all the customer
accounts that presently have layaways.
4. Select the applicable layaway, and then press Enter.
5. Press F12. Store Operations displays a window enabling the customer to either pick
up the entire layaway or partially pick up the layaway.
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Pick up entire layaway
If the customer wants to pick up all the items on the layaway, you can perform the
following:
1. On the Layaways window, select the Pick Up Entire Layaway option, and then
press Enter.
2. On the Tender window, enter the amount received in the appropriate tender field,
and then press Enter.
Pick up partial layaway
If the customer wants to pick up a partial order, you can perform the following:
1. On the Special Functions window, select the Pick Up Partial Layaway option, and
then press Enter.
2. The Pick Up Order window enables you to select the specific item and quantity for
which the customer wishes to pay. To do this, press the Spacebar to select or clear
the Pick Up checkbox located next to the item.
3. If the customer has put two or more of the same item on layaway, enter the
applicable quantity number in the Quantity field.
4. Press Enter to display the Tender window, and then enter the applicable tender
amounts.
5. Press Enter again to process the transaction. Store Operations tracks the layaway
payment(s).
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To cancel an item on layaway
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11 to display the available recall functions.
3. Select the Recall a Layaway option, and then press Enter. You will see the
Layaways window. If you selected a customer, you will see the layaway(s) for that
customer. If you had not entered a customer's account, you will have to select from
all the customer accounts that presently have layaways.
4. Select the applicable layaway, and then press Enter.
5. On the transaction screen, select the item that you want to delete from the layaway.
6. In the On Layaway field for the selected item, enter the quantity 0 (zero). Pressing
the Delete button on your keyboard will not delete the item.
7. Press F12, select the Save Changes option, and then press Enter.
8. When the Deposit To Keep window appears, confirm or modify the customer's
deposit amount to the layaway, and then press OK.
9. Press F12 to tender the sale and refund the customer's deposit.
To place a deposit on the gas pump
1. Press SHIFT-F10 to display the Gas Pump Deposit window.
2. Select the appropriate gas pump.
3. In the Deposit field, enter the amount deposited, and then press Enter to return to
the transaction screen.
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To make a payment towards the gas pump
1. Enter the gas item on the transaction screen.
2. Press F12 to tender the sale.
3. On the Tender window, select the applicable tender, and then click Gas Pump or
press ALT-G to display the Gas Pump Deposit window.
4. Enter the corresponding pump number, and then press Enter.
5. Then type in the amount the customer has paid. The amount of change owed to the
customer, if any, displays on the screen.
6. Give the customer the correct change, as indicated, then press Enter.
Handling customer accounts
If you have more than one store and are using Microsoft Retail Management System
Headquarters, customers can make payments to their accounts at any store.
To select a customer account
1. Press F7 to display the Customers window.
2. Using the arrow keys, select the applicable customer.
3. Press Enter to return to the transaction screen.
Note: If your store is configured to display the Find window, instead of the Customers
window, you should enter a keyword or phrase in the Look for the phrase field, select
the desired search fields, and then either click Find Now or press ALT-N. Select the
applicable customer account, and then press Enter.
To clear the present customer account
Press CTRL-SHIFT-F7 to clear the customer account.
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To switch from present customer account to new account
1. Press F7 to display the Customers window.
2. On the Customers window, select the applicable customer account.
3. Press Enter to return to the transaction screen.
Note: You can quickly find a customer account by clicking Find on the Customers
window. In the Look for the phrase field, enter the word or phrase by which Store
Operations will use to search the fields. Then click Find Now. In the Search Results
window, Store Operations will display the customer account that best matches the
selection criteria.
To create a new customer account at the point-of-sale
If you would like to create a customer account, you can perform the following
guidelines. Your store must be configured to allow the creation of customer accounts at
the point-of-sale.
1. Press SHIFT-F7 to display the Customer Info window.
2. Enter the applicable information in the available tabs.
3. Press Enter to save the information.
To receive payment for invoices
You can receive payments for one, several, or all outstanding invoices. You can also
apply credit to a customer account.
If you have more than one store and are using Headquarters, you can receive payments at
one store for all of a global customer’s open accounts receivables from all your stores.
Note: There must be no items on the transaction screen and the selected customer must
have an account.
1. Press F7, select the customer account, and then press Enter.
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Depending on how your store is configured, the Find window may appear instead of
the Customers window. In this case, enter a keyword or phrase in the Look for the
phrase field, select the desired search fields, and then either click Find Now or
press ALT-N. Select the applicable customer account, and then press Enter.
2. Press SHIFT-F4 to display the Receive Payment window.
If the Connect to HQ to get a customer’s open ARs checkbox has been selected
(File menu, Configuration option), Store Operations will connect to Headquarters
and display all the customer’s open accounts receivables from all your stores.
3. Do one of the following.
To pay a specific amount, press ALT-R to select the Payment Received box,
enter the amount the customer want to pay, and then press Tab.
Store Operations will automatically enter this amount in the Payment column
for one or more invoices whose total matches the amount and then select their
Pay checkboxes.
If the amount received is not equal to the total balance for a given invoice, Store
Operations will apply the payment to invoices beginning with the oldest invoice
first. However, if the account has finance charges, Store Operations will apply
the payment to invoices with finance charges first.
To pay specific invoices, move the cursor to the Pay box for one or more
invoices, and then press the Spacebar to select the checkboxes. Press ALT-N to
select all the checkboxes and Press ALT-P to clear all the checkboxes.
4. Press Enter.
If the amount received is more than the total balance for all the invoices, Store
Operations will display a window notifying you that there is an overpayment. Press
ALT-Y (Yes) to apply this amount to the customer's credit; press ALT-N (No) to
refund the payment; or press the ESC key to resume editing.
5. On the Tender window, enter the payment amount in the applicable tender field,
and then press Enter.
Note: You can look up a customer's account history and credit information from the
transaction screen by pressing F7, selecting the applicable customer, pressing ALT-P
(Properties), and then selecting the Account History tab and/or Customer
Information tab.
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Managing cashiers and sales reps
To clock in
1. At any time (even during a transaction), press CTRL-SHIFT-F4 to display the Time
Clock window.
2. Enter the applicable User (Cashier) ID and Password, and then press Enter.
3. On the Time Clock window, either press Enter or click Punch In. Store Operations
will record the exact time you clocked in.
To clock out
1. Whenever you want to clock out, press CTRL-SHIFT-F4 to display the Time Clock
window.
2. Enter the applicable Cashier ID and Password, and then press Enter.
3. On the Time Clock window, either press Enter or click Punch Out. Store
Operations will record the exact time you clocked out and display the time elapsed.
To send a message
1. Press SHIFT-F2.
2. On the Messages window, click New or press ALT-N.
3. Click the To box (ALT-T) to select the cashier who will receive the message. When
you have entered the appropriate cashier, press the Tab key.
4. In the Subject box, enter the applicable subject heading, and then press the Tab
key.
5. In the Message box, enter the applicable comment(s).
6. To send the message, click Send or press ALT-S.
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To credit the item(s) sold to a sales representative
1. Press SHIFT-F8 to display the Sales Reps window.
2. Select the applicable sales rep, and then press Enter.
3. Enter the items the customer wants to buy. In the Rep field, you will see the sales
rep's account number.
Note: You can select a sales rep either before you enter any items or after you have
entered the items. Store Operations will credit each item in the sales transaction to
the selected sales rep.
4. After you have entered all the items, press F12 and tender the sale.
If you want to choose a different sales rep for the entire transaction, press SHIFT-F8
again and select a new account. When you press Enter, you will see the updated account
number in the Rep field.
To change the sales rep for an individual line item, select the Rep field for the particular
item, press F2, select the applicable sales rep, and then click OK.
To delete the sales rep for an item in the transaction, select the Rep field for the
applicable item and press the Delete key on your keypad.
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Working with orders and quotes
To generate a back order
Before you can generate back orders, your store must be properly configured to process
them, and you must have a customer account selected.
If you enter an item that does not have the on-hand quantity available, Store Operations
will display the Insufficient Quantity window. You will be able to select from the
following:
y
Back Order - Enables the cashier to generate a back order
y
Accept Requested - Allows the cashier to sell the quantity requested by the
customer
y
List Substitutes - Enables the cashier to suggest an alternate item
y
Cancel - Returns the cashier to the previous step.
Note: Depending on how the store is configured, certain options may not be available on
the Insufficient Quantity window. This window appears only if the 'Display out of
stock' option is selected in the Manager program's configuration.
1. On the Insufficient Quantity window, select Back Order. You will then see the
applicable quantity in the Back Ordered column, in addition to the Comment, Order
Balance, Expiration Date, and Reference Number fields.
2. To enter the detailed information about the back order, press SHIFT-F9.
3. On the Back Order Information window, enter the applicable information (i.e.
reference number, comment, and expiration date), and then press Enter. This
information will appear at the top of the transaction screen.
4. Press Enter to display the Tender window, and then enter the applicable tender
amounts.
5. Press Enter again to process the transaction.
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To pick up item(s) on back order
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11, select the Recall a Back Order option, and then press Enter.
3. On the Back Orders window, select the applicable back order, and then press
Enter. The items will appear on the transaction screen.
4. Press F12. Store Operations displays a window asking if you want to save changes,
pick up the entire back order, or pick up a partial back order.
5. If the customer wants to pick up all the items in the back order, select the Pick Up
Entire Back Order option, and then press Enter. When the Tender window
appears, enter the amount in the applicable tender field and press Enter to process
the transaction.
- or If the customer wants to pay for a partial order, select the Pick Up Partial Back
Order option, and then press Enter. On the Pick Up Order window, select the
appropriate item for which the customer wishes to pay, and press the Spacebar to
select (check) the Pick Up box. If there are two or more of the same item on the
work order, enter the applicable quantity number in the Quantity field. Press Enter
to display the Tender window, enter the applicable tender amounts, and then press
Enter to process the transaction.
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To create sales quote
1. Press CTRL-F1. Store Operations will display the detail entry fields at the top of the
screen.
2. Press F7, select the applicable customer account, and then press Enter.
3. Scan or manually enter the item(s) on the transaction screen.
4. To enter the detailed information about the quote, press SHIFT-F9.
5. On the Quote Information window, enter the applicable information (i.e. reference
number, comment, and expiration date), and then press Enter. This information will
appear at the top of the transaction screen.
6. Press F12 to display the Tender screen. The balance will be zero.
7. Press Enter. Store Operations creates a sales quote order containing all the items
and prices displayed on the transaction screen.
Tip: To convert the sales quote back to a regular sales transaction, press CTRL-F1.
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To pick up sales quote
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11 display the available recall functions.
3. Select the Recall a Quote option, and then press Enter.
4. On the Quotes window, select the applicable quote, and then press Enter. Store
Operations will then display the appropriate items on the transaction screen, in
addition to the detailed quote information. Note that a red lightning bolt icon may
appear in the item's Price field notifying the cashier that the price was either
changed or recalled.
5. Press F12.
6. On the Quote window, select the Pick Up Entire Quote option, and then press
Enter.
Note: To create a work order from this quote, select the Convert To A Work
Order option and then press Enter.
7. On the Tender window, enter the amount received in the appropriate tender field,
and then press Enter.
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To create a work order
1. Press CTRL-F2. Store Operations will display the detail entry fields at the top of the
screen.
2. Press F7, select the applicable customer account, and then press Enter.
3. Scan or manually enter the item(s) on the transaction screen.
4. To enter the detailed information about the work order, press SHIFT-F9.
5. On the Work Order Information window, enter the applicable information (i.e.
reference number, comment, and expiration date), and then press Enter. This
information will appear at the top of the transaction screen.
6. Press F12 to display the Tender window.
7. In the correct tender type field, enter the amount given as the required deposit
payment, and then press Enter. If successfully done, a work order entry is created
containing all items displayed on the POS screen and the deposit amount. Store
Operations will process and track the work order payment(s).
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To pick up items on a work order
1. Press F7, select the applicable customer account, and then press Enter.
2. Press F11 to display the available recall functions.
3. Select the Recall a Work Order option, and then press Enter.
4. On the Work Orders window, select the work order you want to retrieve, and then
press Enter. You will see the work order on the transaction screen.
5. Press F12. Store Operations displays a window enabling the customer to either pick
up the entire work order or partially pick up the items in the work order.
6. If the customer wants to pick up all the items in the work order, select the Pick Up
Entire Work Order option, and then press Enter. On the Tender window, enter
the amount received in the appropriate tender field, and then press Enter.
- or If the customer want to pick up a partial order, select the Pick Up Partial Work
Order option, and then press Enter. On the Pick Up Order window, select the
appropriate item for which the customer wishes to pay, and press the Spacebar to
select (check) the Pick Up box. If there are two or more of the same item on the
work order, enter the applicable quantity number in the Quantity field. Press Enter
to display the Tender window, enter the applicable tender amounts, and then press
Enter to process the transaction.
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Using vouchers
To sell a voucher
Use the following guidelines to ring up vouchers (gift cards, gift certificates) on the POS
transaction screen. Depending on whether the vouchers have pre-defined amounts (i.e.,
$10.00; $25.00), these guidelines will vary. After you sell a voucher, the customer can
then redeem it at any time.
1. Scan or manually enter the item lookup code for the voucher you want to sell to the
customer.
2. When the Serial Number window appears, enter the applicable voucher number, and
then press Enter. You can also press ALT-L or click Lookup to select from the
voucher numbers list.
If you enter a voucher number that is not in the database, Store Operations will
notify you that a voucher number was not found. If you have the necessary
privileges (defined in the Configuration menu's Options tab) for creating serial
numbers, you can select Yes.
3. If the voucher has a pre-defined amount, that amount will appear on the transaction
screen. If, however, you must enter the price at the point-of-sale, Store Operations
will display a window where you can enter the desired price for the voucher and
press Enter.
4. After you ring up the voucher item, you can enter additional items or press F12 to
tender the sale.
Notes: Do not use the voucher tender type to sell a voucher. Use this tender type only
when the customer redeems the voucher or when you want to add more credit to an
existing voucher.
After you sell a voucher, you can review its history any time by pressing CTRL-SHIFTF3, entering the applicable voucher (serial) number, and then pressing Enter. Use this
feature to check the customer's voucher balance.
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To redeem a voucher
After you sell a voucher (gift card, gift certificate), the customer can then use it for
purchasing items in your store. Ring up the voucher just like a serialized item, however,
use the voucher tender type to tender the sale.
1. Scan or manually enter the item(s) the customer wants to purchase.
2. Press F12 to display the Tender window.
3. In the Voucher tender type box, you can enter either a partial or entire amount of
the voucher that will be used towards the sale. If the customer wants to pay with
both cash and voucher, enter the applicable amount in the appropriate tender type
boxes.
4. Press Enter to display the Voucher Verification window.
5. Enter the applicable voucher number, and then press Enter. If there are duplicate
voucher ID numbers, Store Operations will display a window asking you which one
you want to use.
Note: At any time, press CTRL-SHIFT-F3 to display the Voucher Details window on
which you can enter the applicable voucher (serial) number and press Enter. You will
then see that voucher's history. Use this feature to check the customer's voucher balance.
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To transfer funds from an old voucher to a new voucher
If your customer misplaces or loses a voucher (gift certificate or gift card), you can
transfer funds from the existing voucher to a completely new voucher. The old voucher
would no longer be valid at the point-of-sale. Before you can transfer voucher credit,
however, you need to know the serial/voucher number of the voucher that was misplaced
or lost. To transfer funds, create a new voucher with a different serial number and then
use the applicable tender type (i.e. Voucher, Gift Card, etc.) to transfer the credit and
tender the sale.
1. Press CTRL-SHIFT-F3 to look up (or confirm) the voucher's balance. The Voucher
Details window appears.
2. Enter the number (serial number) of the voucher that was misplaced or lost, and then
press Enter or click Find. You will see the voucher's balance. Remember both the
amount and voucher number because you will need to enter them in a later step. If
you entered a voucher number that was not in the database, Store Operations
displays a window notifying you that the voucher number was not found.
3. Press Enter to return to the transaction screen.
4. Ring up the new voucher that will replace the old/existing voucher. If you do not
know the voucher's item lookup code, press F2, select the applicable voucher item,
and then press Enter.
5. You now need to set this voucher's price equal to the balance on the old voucher.
For example, if the old voucher's balance was $25.00, you should enter $25.00 in the
Price field for the new voucher.
6. Enter the new voucher/serial number for the voucher item you just rang up, or press
ALT-L to look up the applicable voucher number. The Serial Number window
contains all the voucher numbers that have NOT yet been sold.
7. Press F12 to display the Tender window.
8. In the applicable tender type field (i.e., Voucher, Gift Card), enter the voucher
credit/amount that will be transferred to the voucher you just rang up on the
transaction screen and press Enter.
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9. When the Voucher Verification window appears, enter the associated serial
number of the OLD/EXISTING voucher - the voucher that was lost and will no
longer be valid. Press Enter. After you conclude the sale, you can press CTRLSHIFT-F3 and look at the details for the OLD voucher. You will see that the balance
is $0.00, which means that the funds have been transferred from this old voucher to
the new voucher.
Note: If you enter an amount that is more than the amount on the old voucher, you will
see an Error window notifying you that the indicated voucher has an insufficient balance.
Confirm the amount again.
Using graphs and macros
To generate graphs
1. Press SHIFT-F6 to display the Report window.
2. In the Group Data By box, select the filter criteria (i.e. department, cashier, hour).
3. In the Show Totals For box, select the applicable time period (i.e. today, week-todate, month-to-date).
4. In the Date box, select or type the specific date by which the report may be recalled.
5. Press the ESC key or click Close to return to the transaction screen.
Whenever you modify the filter criteria, Store Operations automatically displays the
updated graph.
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To define a macro
You can create a macro for a series of procedure steps you perform in sequence. For
example, if you are continually discounting the retail price of items by 10%, you can
create a macro that would make your job easier and faster. A macro lets you press an
assigned function key that would automatically perform the defined procedure steps.
After you define a macro, you can use it for operational shortcuts and training tools.
1. Press CTRL-F3 to define the macro.
2. On the Record Macro window, use the Assignment Key drop-down list to select
the applicable function key.
3. In the Caption field, enter the applicable description.
4. Press Enter.
5. Perform the necessary keystrokes and/or mouse movements.
6. Press CTRL-F3 to finish recording.
7. When Store Operations notifies you that the macro was created successfully, press
Enter.
8. Play back the macro by pressing ALT + the function key assigned to the desired
macro.
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Working with receipts and journals
To switch the receipt printer on/off
To toggle the receipt printer on/off, press CTRL-F9. When the receipt printer is off, the
designated printer will not print the transaction. When it is on, all properly defined
transactions will print to the designated printer. When you turn the receipt printer on, you
will see the printer icon on the top of the transaction screen.
To view journals
The journal contains all the transactions that have occurred on the current register since
the last Z report was processed.
1. Press F4 to display the Journal Viewer window.
2. Click Batch to select the desired batch.
3. Click Lookup to locate a receipt from within a specific range of dates. You will also
see detailed information about the receipt, including cashier, date, and time.
4. You can select the Mark as duplicate receipt checkbox to include a watermark
titled "DUPLICATE" on each page that is printed from the journal.
On the receipt print preview screen, press ALT-P (Print) to print the receipt or press ESC
to return to the transaction screen.
The following are the keyboard shortcuts for the Journal Viewer:
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Key:
Function:
Page Up
Go to previous receipt in the batch
Page Down
Go to next receipt in the batch
Home
Go to first receipt in the batch
End
Go to the last receipt in the batch
Left Arrow
Slide receipt to the right
Right Arrow
Slide receipt to the left
Up Arrow
Slide receipt down
Down Arrow
Slide receipt up
CTRL-Left Arrow
Go to previous page in a multi-page receipt
CTRL-Right Arrow
Go to next page in a multi-page receipt
Store Operations User’s Guide
Tip: You can quickly enlarge or reduce the receipt print preview. To enlarge the receipt,
press the plus (+) button on your keyboard. To reduce the receipt, press the negative (-)
button. You can also use your mouse. To zoom in, double right-click. To zoom out, double
left-click.
To reprint a receipt
1. Press F4 to display the Journal Viewer window.
2. Using the available drop-down list boxes, locate the specific receipt.
3. Press ALT-P. The receipt is sent to the receipt printer assigned to the register.
Note: To reprint the last receipt, press SHIFT-F11.
Using online shipping
Before you use Store Operations online shipping features, there are some important
things you should know:
y
In order to use the online shipping features, you must obtain access to the World
Wide Web, either directly or through devices that access web-based content, and
pay any service fees associated with such access. Internet service is not provided
with your Store Operations software.
y
The speed of the online shipping process depends on your Internet connection and
how busy your shipping carrier's website is, not your software.
y
You need to create an account with the shipping carrier. For example, if you plan to
ship packages via UPS, you should visit the UPS website and create a user account.
UPS would then issue you a User ID and Password that you will use to ship
packages.
y
Store Operations facilitates the process of completing shipping documents using the
shipping carrier's website. It is expected that changes to the carrier's website will
affect how Store Operations completes the shipping documents. Microsoft makes no
warranty that the shipping carrier will meet your requirements and does not
guarantee that the service will be uninterrupted, timely, secure, or error-free.
y
This section assumes you have used the Store Operations Manager program to
properly set up your shipping carriers and services.
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Store Operations lets you complete shipping documents, track shipments, and manage
your account from the built-in browser screen. To help you better understand Store
Operations online shipping features, the following information will explain how to
y
Perform a sales transaction with shipping charges
y
Ship the package online
y
Track the customer's shipment
To perform a transaction with shipping charges
Assume that your customer is buying one of your products and wants you to ship it to his
house. You first need to perform the transaction and assign/confirm the shipping charges.
Note that the guidelines assume that your store is properly configured for the shipping
services.
1. At the POS, press F7 to display the Customers window.
2. Select the applicable customer account, and then press Enter.
3. Ring up the item(s) the customer wants to purchase.
4. Depending on how your store is configured, Store Operations may have already
calculated the shipping charge and displayed the information on the transaction
screen. If not, press SHIFT-F1. You can also use this function key to modify the
shipping information.
5. On the Shipping Information window, select the applicable Carrier (e.g., Federal
Express) and Service (e.g., Standard Overnight).
6. If you want to override the shipping charges, select the Override default shipping
charge calculations checkbox and then enter the applicable amount in the Shipping
charge field.
7. Press Enter to save the information.
8. Press F12 and tender the sale as usual.
After you tender the sale, you can ship the package at any time.
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To ship the package online
Whenever you tender a transaction that involves shipping charges, Store Operations
creates a pending shipping record in the database. At any time, you can quickly look up
this shipping order and ship the package.
1. At the POS, press CTRL-SHIFT-F8.
2. On the Pending Shipping Records window, select the applicable shipping record,
and then press Enter.
3. On the Shipping Information window, click the Ship button to connect to the
website whose address is displayed in the Website field under the Shipping
Information heading.
4. Before you can ship a package online, you must log in with the User name and
Password the shipping carrier assigned you when you initially signed up for a
shipping account.
5. After you log in, you may see the Ship To and Ship From fields. Store Operations
can automatically fill in most of these fields with the information contained in your
database. Every time you want to quickly populate these fields with your database
information (e.g., ship to address, service type, etc.), click the Auto-Fill
which is located at the top of your browser screen.
icon,
6. Continue to fill out the necessary shipping details.
7. After you complete the shipping form, you can print out the shipping label.
8. Copy and paste the tracking number in the Tracking number field.
9. Select the Mark as processed check box to notify the cashier that the package has
been shipped.
10. On the Shipping Information window, click OK.
At any time, you can track this shipment online.
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To track a shipment
Whenever you ship a package, Store Operations saves the shipping order so that you can
track the customer's shipment.
1. At the POS, press CTRL-SHIFT-F9.
2. On the Complete Shipping Records window, select the applicable order, and then
press Enter. The Shipping Information window appears.
3. After you confirm that there is a number in the Tracking Number field, click the
Track button to connect to the website whose address is displayed in the Website
field under the Tracking Information heading.
4. To quickly populate the tracking number field with the customer's tracking number,
icon, which is located at the top of your browser screen.
click the Auto-Fill
After you enter the tracking number, you can check the progress of the shipment.
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Working with terminal offline
Store Operations enables you to keep your store running even if your file server is
temporarily down or offline. For example, if the file server crashes during the business
day and the cashier needs to continue with sales transactions, he can simply restart the
POS program. If the terminal offline database is properly defined, Store Operations will
switch to terminal offline mode and store standard sales transactions in a backup
database. Once the file server has been restored, the cashier can restart the POS program,
return to online mode and automatically update the primary database with the backup
data.
Notes:
Whenever you operate in terminal offline mode, you can perform only standard
sales transactions. For example, you will not be able to close batches, create new
customer accounts, generate sales quotes and orders, etc.
While in terminal offline mode, exercise caution when dealing with items that have
serial or voucher numbers. Make sure that any transactions that involve serialized
items or gift vouchers are performed on the same register. For example, if you sold a
serialized item on Register #1 while in terminal offline mode and the customer
wants to return that item, ensure that the return of this item is processed at Register
#1.
When you switch from terminal offline mode to normal mode, all transactions
conducted in terminal offline mode will be stored in one batch. You can use the
Journal Viewer to review this batch.
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Administrator program
Overview
Store Operations Administrator is an interactive, graphical tool that allows a database
administrator to connect to the database server, create databases, import existing
QuickSell 2000 databases, upgrade the database, back up data, and configure the Store
Operations database for each of the point-of-sale registers.
Use Store Operations Administrator to set up and configure the Store Operations
database. You can also back up and restore your database.
Although Store Operations Administrator was primarily developed to help the database
administrator get Store Operations up and running, the program does offer features that
let the administrator troubleshoot possible database errors and issue query statements.
However, these features should be used only by experienced users in SQL Server and
database programming.
For more information, see Store Operations Getting Started Guide.
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Interfacing with accounting
Overview
This section explains how you can export Store Operations data to external accounting
software programs.
Store Operations collects all transaction data and then stores the information in the
database. A unique batch number is assigned to each register when it is opened. This
batch remains open until you run a Z report to close out the register. You can then post
the information in the closed batch to an external file for use with various accounting
programs. If QuickBooks 2003 is selected as your accounting program, you can integrate
Store Operations with QuickBooks and then post the transactions directly into
QuickBooks. As well, closed POs can be posted to QuickBooks as a bill to be paid by a
QuickBooks user.
Before using the Store Operations accounting merge feature, you need to setup the
general ledger (GL) account assignment table. This tells Store Operations which debit
and credit accounts will be used when posting the data. The account number or name
needs to match the account listed in the external program’s Chart of Accounts. Every
time a new tender or tax type is added, you need to update each GL account assignment
to incorporate the new items. If the numbers in both programs do not match, the
information from Store Operations will be misrepresented in the accounting program.
For more information, see “Setting up the account assignment table”.
If you have multiple stores, make sure each store has been assigned a unique store ID. If
you don’t assign a store ID, Store Operations automatically assigns a store ID of “0.”
Then if you try to import files from multiple stores, the store IDs will conflict.
Additionally, you can set up procedure guidelines that enable you to post closed batches
to an external accounting program on a regular basis. If you are using Microsoft SBM,
Dynamics, eEnterprise, or an accounting program with XML import capabilities, you
may find it more efficient to use Microsoft Retail Management System (RMS),
Headquarters, since you can export one file with information from all your stores. With
RMS Headquarters, you can also integrate with Great Plains 7.5. For more details, see
“Importing from Great Plains 7.5” in the Headquarters User’s Guide.
Note: We can not advise you on how to set up your general ledger account assignment
tables or where and when to post the data to accounting software. We strongly urge you
to obtain advice from a qualified professional. The following topics are merely
suggestions on how to integrate Store Operations with external accounting programs.
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Setting up the account assignment table
Store Operations collects all transaction data and keeps the information in its database. A
unique batch number is assigned to each register when it is opened. This batch remains
open until the register is closed out by running a Z report. The information in the closed
batches can be posted to an external file for use with various general ledger (GL)
accounting programs, or posted directly to QuickBooks.
Before using the Store Operations accounting merge feature, you need to setup the
general ledger (GL) account assignment table. This tells Store Operations which debit
and credit accounts will be used when posting the data. A transaction can require a GL
debit account number, a GL credit account number, or both.
If you want to share accounting information with another program, you can employ a
numbering scheme for both programs. If the numbers on both programs do not match,
the information from Store Operations will be misrepresented in the accounting program.
The following provides general guidelines on setting up the account assignment table.
DESCRIPTION
COGS
TYPE OF
CREDIT ACCT
ADDITIONAL DETAILS
Cost of
Sales
Current
Assets /
Inventory
This is the total cost of items sold. The GL
account number for Debit Acct # should be of
type "Cost Of Sales" and the GL account
number for Credit Acct # should be of type
"Current Assets/Inventory."
Commission
Expenses
Other Current
Liabilities
This is the commission payable to sales reps.
The GL account number for Debit Acct #
should be of type "Expenses" and the GL
account number for Credit Acct # should be of
type "Other Current Liabilities."
Customer
Deposit:
Made
Blank
Other Current
Liabilities
This is the total deposits made from work
orders on customer accounts.
Customer
Deposit:
Redeemed
Other
Current
Liabilities
Blank
This is the total deposits redeemed when work
orders are completed.
Layaway:
Closed
Current
Liabilities
Blank
This is the layaway amount closed when the
customer received the goods. Enter a GL
account number of type "Current Liabilities" for
Debit Account # and leave Credit Acct # blank.
Store Operations will automatically credit the
Sales and Tax accounts below to balance the
posting.
(Cost of
Goods Sold)
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TYPE OF
DEBIT ACCT
Store Operations User’s Guide
DESCRIPTION
TYPE OF
DEBIT ACCT
TYPE OF
CREDIT ACCT
ADDITIONAL DETAILS
Layaway:
Paid
Blank
Current
Liabilities
This is amount paid by customers on new or
existing layaway items. Enter a GL account
number of type "Current Liabilities" for Credit
Acct # (should be the same number used for
Layaway: Closed) and leave Debit Acct #
blank. Store Operations automatically debits
the Payment Received accounts below to
balance the posting.
Tender
Closing
Amounts
Cash or
Current
Assets
Blank
This is the total amount available when closing
the cash drawers for a given tender type. Enter
a GL account number of type "Cash" or
"Current Assets" for Debit Acct # and leave
Credit Acct # blank. Note that a Tender
Closing Amounts entry is created for each
tender type in Store Operations. Therefore,
each time a new tender type is added, this
field must be updated to ensure correct
posting.
Tender
Dropped
Cash
Cash
This is the cash amount dropped during the
cashiers' shifts (taken out of the cash drawers
for deposit). The GL account numbers for both
Debit Acct # and Credit Acct # should be of
type "Cash."
Tender
Opening
Amounts
Cash or
Current
Assets
Blank
This is the total amount available when
opening the cash drawers for a given tender
type. Enter a GL account number of type
"Cash" or "Current Assets" for Debit Acct #
and leave Credit Acct # blank. Note that a
Tender Opening Amounts entry is created for
each tender type in Store Operations.
Therefore, each time a new tender type is
added, this field must be updated to ensure
correct posting.
Tender Over
Blank
Other Current
Assets
This is the amount by which the tender type is
over at the end of the batch. It reflects the
errors, if any, made by the cashiers during the
tender/change process. Enter a GL account
number of type "Other Current Assets" for
Credit Acct # and leave Debit Acct # blank.
Note that a Tender Over entry is created for
each tender type in Store Operations.
Therefore, each time a new tender type is
added, this field must be updated to ensure
correct posting.
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DESCRIPTION
388
TYPE OF
DEBIT ACCT
TYPE OF
CREDIT ACCT
ADDITIONAL DETAILS
Tender
Over/Short
Blank
Other Current
Assets
This is the amount by which the tender type is
over or short at the end of the batch. It reflects
the errors, if any, made by the cashiers during
the tender/change process. Enter a GL
account number of type "Other Current
Assets" for Credit Acct # and leave Debit Acct
# blank. Note that a Tender Over/Short entry is
created for each tender type in Store
Operations. Therefore, each time a new tender
type is added, this field must be updated to
ensure correct posting.
Tender Paid
Out
Expenses
Cash
This is the cash amount paid out from the cash
drawers (normally for minor miscellaneous
expenses). The GL account number for Debit
Acct # should be of type "Expenses" and the
GL account number for Credit Acct # should
be of type "Cash."
Tender
Received
Cash or
Current
Assets
Blank
This is the total amount received for a given
tender type. Enter a GL account number of
type "Cash" or "Current Assets" for Debit Acct
# and leave Credit Acct # blank. Note that a
Tender Received entry is created for each
tender type in Store Operations. Therefore,
each time a new tender type is added, this
field must be updated to ensure correct
posting.
Tender
Rounding
Error
Cash or
Current
Assets
Blank
This is the rounding error that can occur when
accepting multiple currencies, for example
U.S. and Canadian dollars. This error can also
occur if, for example, pennies are not included
in transactions. Enter a GL account number of
type "Cash" or "Current Assets" for Debit Acct
# and leave Credit Acct # blank.
Tender Short
Blank
Other Current
Assets
This is the amount by which the tender type is
short at the end of the batch. It reflects the
errors, if any, made by the cashiers during the
tender/change process. Enter a GL account
number of type "Other Current Assets" for
Credit Acct # and leave Debit Acct # blank.
Note that a Tender Short entry is created for
each tender type in Store Operations.
Therefore, each time a new tender type is
added, this field must be updated to ensure
correct posting.
Store Operations User’s Guide
DESCRIPTION
TYPE OF
DEBIT ACCT
TYPE OF
CREDIT ACCT
ADDITIONAL DETAILS
Sales: Total
Blank
Income (See
Additional
Details)
This is the total sales amount excluding tax.
Enter a GL account number of type "Income"
for Credit Acct # and leave Debit Acct # blank.
If this field is selected for posting then the
Sales: Total + Tax field must not be selected
(Debit Acct # and Credit Acct # left blank) to
avoid redundant posting.
Sales: Total
+ Tax
Blank
Income (See
Additional
Details)
This is the total sales amount plus tax. Enter a
GL account number of type "Income" for Credit
Acct # and leave Debit Acct # blank. If this field
is selected for posting then the Sales: Total
and all Tax Collected fields must not be
selected to avoid redundant posting.
Store
Account:
Paid On
Accounts
Receivable
Blank
This is the amount paid on customer accounts
(purchases charged to store accounts). Enter
a GL account number of type “Accounts
Receivable” for Debit Account # and leave
Credit Acct# blank. Store Operations will
automatically credit the Sales and Tax
Collected accounts below to balance the
posting.
Store
Account:
Paid To
Blank
Accounts
Receivable
This reflects payments received from
customers (to reduce their store account
balances). Enter a GL account number of type
"Accounts Receivable" for Credit Acct #
(should be the same number used for Account:
Paid On) and leave Debit Acct # blank. Store
Operations will automatically debit the
Payment Received accounts below to balance
the posting.
Shipping
Charge:
Total
Blank
Income
Account
This is the amount collected for shipping
charges. It should be expensed out through
the GL program.
Surcharges:
Cash Back
Blank
Income
Account
This is the amount collected for fees charged
to customers when receiving cash back on
debit purchases. Any fees charged to you
should be expensed out through the GL
program.
Surcharges:
Debit
Blank
Income
Account
This is the amount collected for fees charged
to customers when using their debit card for
purchases. Any fees charged to you should be
expensed out through the GL program.
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DESCRIPTION
Tax
Collected:
Total
TYPE OF
DEBIT ACCT
Blank
TYPE OF
CREDIT ACCT
Current
Liabilities
(See
Additional
Details)
ADDITIONAL DETAILS
This is the total amount collected for sales tax.
Enter a GL account number of type "Current
Liabilities" for Credit Acct # and leave Debit
Acct # blank. Tax Collected can be posted for
the individual tax types or for the total tax
collected. If the Tax Collected: Total field is
selected for posting then the individual Tax
Collected: xxxx fields should not be selected to
avoid redundant posting. Note that a Tax
Collected: xxxx entry is created for each tax
type in Store Operations. Therefore, each time
a new tax type is added, this field must be
updated to ensure correct posting.
To setup the account assignment table
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select the destination accounting program.
2. Click Assign GL Accounts on the Journal menu.
3. Enter or select the GL account numbers in the Debit Account # and Credit
Account # boxes as needed. For more details, see the above table. We recommend
that a qualified professional helps you set up your accounts.
4. Click OK.
Notes:
An accounting software program needs to be selected in order for the Assign GL
Accounts command on the Journal menu to be displayed. For more details, see
Step 1 in the above procedure.
Imported QuickBooks 2003 accounts are displayed as lists in the account
assignment table. Click the Debit Account # or Credit Account # columns to view
the lists.
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Exporting to accounting programs
Exporting to Microsoft Business Solutions programs
y
You can export to these Microsoft Business Solutions accounting programs: Small
Business Manager 6.2, Dynamics 6.0 and 7.0, and eEnterprise 6.0 and 7.0. For other
accounting programs with XML import capabilities, you can export to an XML file.
y
Edit the destination program’s chart of accounts and Store Operations general ledger
(GL) account assignment table so that the account numbers match. Microsoft
recommends that an accountant set up this table. The exported file will not import if
the account numbers do not match or if the debits and credits do not balance.
y
You must obtain the Microsoft Business Solutions application plug-in for Small
Business Manager, Dynamics, or eEnterprise from a Business Solutions Partner and
install it in your Microsoft Business Solutions program before you can import from
Store Operations.
y
You may find it more efficient to use Microsoft Retail Management System (RMS),
Headquarters, since you can export one file with information from all your stores.
With RMS Headquarters, you can also integrate with Great Plains 7.5. For more
details, see “Importing from Great Plains 7.5” in the Headquarters User’s Guide.
To export accounting data
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select the destination accounting program.
2. On the Journal menu, click Post Closed Batches.
3. Select the batches you want to post.
4. In the File name box, select or enter a filename with an .XML extension.
5. Click Post to export the data.
6. In the destination program, click the MS Retail Management System folder on the
Shortcut bar, and then click Import GL Distributions.
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7. In the File to Import box, select the .XML file you exported from Store Operations.
Select Print Import Journal to print transaction details to screen, printer, or file.
Select Print the General Ledger Transaction Edit List to print more detailed
transaction information to screen, printer, or file.
8. Click OK.
Note: If you re-post a batch that has already been posted, you may have duplicate GL
entries. Be sure to delete duplicate records as needed.
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Exporting to Peachtree Accounting
y
Refer to the Peachtree Getting Started manual for setting up the company and chart
of accounts.
y
You will want to edit both the Peachtree chart of accounts and the Store Operations
Manager general ledger account assignment table so that the account numbers
correspond to each other.
To export accounting data to Peachtree
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select the destination accounting program.
2. On the Journal menu, click Post Closed Batches. Note that only closed batches are
posted.
3. Select the batches you want to post.
4. In the File Name box, select or enter a filename with a .CSV extension to where the
data will export.
5. Click Post to export the data.
6. In the Peachtree software, click Select Import/Export from the File menu.
7. On the left-hand side, select General Ledger.
8. On the right-hand side, select General Journal.
9. Click the Import button.
10. On the Layout screen, confirm all options are selected (they should be defaults).
11. Click the Options tab.
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12. Click the Import/Export File button to select the path of the file exported from
Store Operations.
13. Under the Import Options heading, clear the First Row Contains Headings
option.
14. Click OK. The data will now be imported from the file.
Note: If you re-post a batch that has already been posted, you may have duplicate GL
entries. Be sure to delete duplicate records as needed.
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Exporting to QuickBooks
y
This section describes how to export accounting data from Store Operations to a file,
and then import the file into QuickBooks. Alternatively, you can export your
accounting data directly into the QuickBooks 2003. For more details, see “Exporting
to QuickBooks directly”.
y
In QuickBooks, you must enable the Use Account Numbers option. To do this, click
Transactions from the Preferences menu, select the Use Account Numbers check
box, and then click OK.
y
Confirm that a Retained Earnings account exists in the QuickBooks Chart of
Accounts and that its account number is 3900. If the company type is general
business or retail, this is the default setting.
y
You should edit both the QuickBooks chart of accounts and the Store Operations
GL account assignment table so that the account numbers correspond to each other.
Note: You should not use the Accounts Receivable or Accounts Payable account types
because QuickBooks does not allow for more than one of each type in the same
transaction. Instead, use the Other Current Assets and Other Current Liabilities as the
account types.
To export accounting data to QuickBooks
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select the destination accounting program.
2. On the Journal menu, click Post Closed Batches. Note that only closed batches are
posted.
3. Select the batches you want to post.
4. In the File Name box, select or enter a filename with an .IIF extension to where the
data will export.
5. Click Post to export the data.
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6. In the QuickBooks software, click Import from the File menu.
7. Select the name of the file exported to from Store Operations Manager and doubleclick on it or click OK. The data will now be imported into QuickBooks.
Note: If you re-post a batch that has already been posted, you may have duplicate GL
entries. Be sure to delete duplicate records as needed.
The account numbers correspond to those used by QuickBooks. Microsoft strongly
recommends that an accountant set up this table. QuickBooks will not accept a general
journal import file if the debits and credits do not balance.
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Exporting to QuickBooks directly
Store Operations can directly integrate with QuickBooks 2003, and supports
QuickBooks Pro, QuickBooks Premier, QuickBooks Premier: Accountant Edition,
QuickBooks Premier: Contractor Edition, QuickBooks Enterprise Edition.
After the initial set up, you can export your accounting data directly into the QuickBooks
General Ledger and export closed POs as QuickBooks Bills.
Integrating Store Operations with QuickBooks includes three steps:
1. Set up Store Operations to interact with QuickBooks.
2. Import data from QuickBooks.
3. Export accounting and PO data directly to QuickBooks.
Step 1: Set up Store Operations to interact with QuickBooks
The first step includes selecting QuickBooks 2003 as your accounting software and
connecting to the QuickBooks company file.
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select QuickBooks 2003.
2. Start QuickBooks 2003 and login to your company as a user with administrator
rights.
3. In Store Operations Manager, click Retrieve on the Accounting tab. This connects
you with QuickBooks to retrieve information on the company file. The QuickBooks
Application Certificate dialog box opens.
4. Click Yes, Always to allow permanent access from Store Operations to your
QuickBooks company file. Click Yes, This Time to allow access on this occasion
only and be prompted for authorization on future occasions.
5. Click OK in Store Operations Manager after connecting successfully and then click
OK to close the Configuration window.
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Note: Each time you interact with QuickBooks from Store Operations, the QuickBooks
program needs to be running. You can start QuickBooks manually and login to the
company file, or your QuickBooks administrator can allow auto-login. When you are
using the auto-login mode, QuickBooks does not need to be running.
y
To allow auto-login, click Preferences from the QuickBooks Edit menu. Click
Integrated Applications in the left pane and then click the Company Preferences
tab. Select the Retail Management System application and click Properties. Now
select the Allow this application to login automatically check box and select the
user’s login name. The user needs to have the appropriate access permissions. Click
OK to save the settings.
Step 2: Import data from QuickBooks
Next, the chart of accounts is imported from QuickBooks into Store Operations. You can
also import payment terms, customers, suppliers (vendors), and items if these are defined
in QuickBooks.
1. Click Import QuickBooks on the Utilities menu.
If this command is not listed, follow the above procedure “Step 1: Set up Store
Operations to interact with QuickBooks” to select QuickBooks 2003 as your
accounting software.
2. Select the data you want to import and click Import. The status is displayed as the
data is imported.
3. If a record already exists in Store Operations, you are prompted to select an import
conflict resolution. You can update Store Operations with the QuickBooks record,
create a new record, or not import the record.
Select a Resolution and then click Apply to apply the resolution only to the current
record, or click Apply to All to apply the resolution to all records of the same type,
such as all customer records. Click Abort to stop the import process.
Tip: If you abort the import, you can check to see what records were imported before the
interruption. Select Items, Customers, or Suppliers on the Database menu to view
these lists. To view accounts, select Assign GL Accounts on the Journal menu.
Imported Terms can be viewed in the Supplier Properties window.
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Note: Since the Chart of Accounts and Payment Terms are maintained in QuickBooks,
Store Operations automatically replaces the Account and Term records with the
QuickBooks imported records. You will not be prompted to select an import conflict
resolution.
Step 3: Export accounting and PO data directly to QuickBooks
y
Before exporting data to QuickBooks, the account assignment table needs to be setup
in Store Operations Manager. Microsoft strongly recommends that an accountant set
up this table. QuickBooks will not accept a general journal import file if the debits
and credits do not balance. For more information, see “Setting up the account
assignment table”.
y
Closed Purchase Orders (POs) are included in the closed batches and can be
exported to QuickBooks as Bills when the batch is posted. Before exporting POs to
QuickBooks, a Bills Account in the account assignment table needs to be selected.
y
The following information is exported from the Store Operations PO to the
QuickBooks Bill.
STORE OPERATIONS
PO FIELD
QUICKBOOKS
BILL FIELD
PO Number
Reference Number
Supplier Name
Vendor
PO Creation Date
Transaction Date
Total of the PO
Amount Due
Terms
Payment Terms
One expense line for posting to the
account specified in the Assign
Accounts Bill Posting Account
After the account assignment table is set up, you can export your accounting data
directly into the QuickBooks General Ledger and export closed POs as QuickBooks
Bills.
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1. On the Journal menu, click Post Closed Batches. Note that only closed batches are
posted.
2. Select the batches you want to post.
3. Select the Include Purchase Orders check box to import closed POs included in
the selected batches.
4. Click Post to export the accounting data and closed POs.
5. To view the Chart of Accounts in QuickBooks, click Accnt
toolbar.
on the standard
You can also create a General Journal report. In QuickBooks, select Custom
Transaction Detail Report on the Reports menu. Click the Filters tab and select
Transaction Type in the filter list. Then select Journal in the Transaction Type
list. Click OK.
To view the new QuickBooks Bills, click Bill
on the standard toolbar.
Note: If you re-post a batch that has already been posted, you may have duplicate GL
and Bill entries in QuickBooks. Be sure to delete duplicate records as needed.
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Exporting to M.Y.O.B
y
Set up the company in M.Y.O.B. as described in the M.Y.O.B. Getting Started
manual. The template, Build Your Own, provides a skeleton chart of accounts that
you can add to, though other templates may better suits your needs.
y
Edit both the M.Y.O.B. chart of accounts and the Store Operations GL account
assignment table so that the account numbers match. M.Y.O.B. account numbers
require a prefix according to their account types. The hyphen after the one-digit
prefix is optional.
y
M.Y.O.B. will not accept a general journal import file if the account numbers do not
match or if the debits and credits do not balance.
To export accounting data to M.Y.O.B
1. On the File menu, click Configuration, click the Accounting tab, and then in the
Accounting software box, select the destination accounting program.
2. On the Journal menu, click Post Closed Batches. Note that only closed batches are
posted.
3. Select the batches you want to post.
4. In the File Name box, select or enter a filename with a .TXT extension.
5. Click Post to export the data.
6. In M.Y.O.B., click Import on the File menu, and select General Journal Entries.
7. The Input File format should be set to Comma-Separated and First Record set to
Header Record.
8. Once you select the file you exported from Store Operations, five field names
appear under the Input Fields column. Click on each field, one at a time, and then
click on the corresponding field name under the M.Y.O.B. Fields column. They
should then appear under the Matching Import Fields column.
9. Click Import, and M.Y.O.B. imports the data.
Note: If you re-post a batch that has already been posted, you may have duplicate GL
entries. Be sure to delete duplicate records as needed.
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Value Added Tax (VAT)
How does VAT work?
Store Operations accommodates both tax exclusive (like in the US and Canada) and tax
inclusive (value added taxation or VAT) sales tax systems. This flexibility allows Store
Operations to be used worldwide.
Value Added Tax (VAT) or Tax Inclusive is a pricing system in which the sales tax
applied to an item is included in the price. In other words, the price shown for each item
includes the VAT tax. In the item database, specify the item price, which is the true price
of the item plus the VAT tax amount. When the item is sold, Store Operations computes
the VAT tax collected and prints the information on the sales receipt.
The VAT information is also kept in the database for data reporting.
Setting up for VAT
You can use Store Operations in either a tax exclusive or Value Added Tax (VAT)
system. You use the Store Operations Manager program to set up the VAT system.
To set up for VAT
1. In Store Operations Manager, click Configuration on the File menu, and then click
the Sales Tax tab.
2. Under Method of Taxation, select Value Added Tax (VAT) or Tax-Inclusive
(Europe).
3. In the VAT Reg. No. box, enter your business’s VAT registration number. This
number will be printed on the store receipt when the VAT tax template is selected.
4. In the VAT Detail ID box, enter your Tax Detail ID.
5. Click OK.
6. On the Database menu, click Sales Taxes to define the VAT sales tax. For more
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information, see “Editing sales tax”.
7. On the Database menu, click Item Taxes or Customer Taxes to define the VAT tax
applied to each item or customer. For more information, see “Editing item tax”.
8. On the Database menu, click Items.
9. For each item, click Properties, and then click the Pricing tab to enter the price
(item price + tax) in the Price box.
10. Now click the General tab and select TAX for the Item tax box to associate the
VAT Tax with the selected item.
11. Click OK to save and close the Item Properties dialog box.
12. On the Database menu, select Registers and then click Receipt Formats. Select the
applicable receipt, and then click Properties.
13. Select a transaction’s receipt and report template and click Properties.
14. For the Show VAT attribute, select True in the Value box. Click OK. Repeat this,
as needed, for other receipt templates.
15. Click OK.
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VAT accounting integration
In countries that use value added tax (VAT), such as some European countries, you can
include the VAT amount and VAT Detail ID from Store Operations with the information
you export to Microsoft Great Plains accounting software.
If you are using Microsoft Retail Management System Headquarters, the VAT amount
and VAT Detail ID are included with data sent from stores to Headquarters. This data
will then be included in files exported from Headquarters for use with accounting
programs.
To include VAT with accounting integration
1. In Store Operations Manager, click Configuration on the File menu, and then click
the Sales Tax tab.
2. Under Method of Taxation, select Value Added Tax (VAT) or Tax-Inclusive
(Europe).
3. In the VAT Reg. No. box, enter your business’s VAT registration number.
4. In the VAT Detail ID box, enter the matching Tax Detail ID from your Great Plains
accounting software that you use to record VAT tax collected.
5. Click OK.
Now when you export information for use with Great Plains accounting software, the
VAT amount and VAT Detail ID will be included.
For details about exporting Store Operations information for use with Great Plains
accounting software, see “Interfacing with accounting”.
For details about importing Store Operations information into Great Plains accounting
software, see your accounting software’s documentation.
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Glossary of terms
A
Accounts Receivable
Money which is owed to a company by a customer for products and services provided on credit.
Accounts Receivable Aging
A periodic report showing all outstanding receivable balances, broken down by customer and
month due.
Account Statement
A record of transactions and their effect on account balances over a specified period of time, for a
given account.
Acquiring Bank
The bank which approves a merchant for accepting credit cards/debit cards, and then collects the
merchant's payments. Some banks use Independent Sales Organizations to be the front-end of
this service. Acquiring Banks are generally members of the Visa and MasterCard Associations.
The acquiring bank collects the money from the issuing banks upon settlement by the merchant
and deposits the funds in the merchant bank.
Administrator, Store Operations
An interactive graphical tool that allows a database administrator to connect to the database
administrator, create databases, import existing QuickSell databases, upgrade the database, back
up data, and configure the Store Operations database for each of the POS registers.
Administrator Rights
Exclusive access privileges assigned to the applicable managers/cashiers that enable them to
create, modify, and/or delete cashiers and their associated register and security properties, as
well as set up and/or view security levels for both the Manager and POS programs. Use the
Cashiers menu option to assign administrator rights.
Assembly Item
An item that acts as a bill of material, which consists of existing inventory items bundled into one
package and sold under a separate item lookup code. For example, assume you sold computers.
One of your assembly items could consist of a monitor, a CPU, and a keyboard. Another
assembly item could include a monitor, keyboard, scanner, and printer. When you sell an
assembly item, the quantities of the individual components decrement. However, when you sell a
kit item, the quantities of the individual components will not decrement; only the kit itself will.
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B
Back Order
An order for an item that is currently out-of-stock.
Backup
A copy of all files for safe-keeping in case of data corruption. The user should back up the
database everyday.
Barcode
A code that can be read by a scanning device. The "bars" that make up a barcode represent a
series of numbers.
Billing Cycle
The period between billings for products and services, usually a month.
Bin Location
The location in the store where the item is stored.
Blind Closeout
The process by which the batch is closed but a Z report is not generated. For example, Store
Operations enables you to close the batch at the point-of-sale station, take the drawer to the backoffice, and then use the Manager program to generate a Z report. This way, you avoid counting
the drawer in front of the public.
Brick-and-Mortar
Describes a store that exists in the physical world, not on the Internet. See also click-and-mortar.
"Buy X, Get Y" Discount
A method by which you can sell a specified quantity of items ("X") at full price and give the
customers a selected number of items ("Y") for free or at a discounted price. For example, set up
a "Buy 2 items, get the 3rd item for free" structure.
C
Cash drawer (electronic)
A cash drawer that is attached to a register (via a cable). At the end of a transaction, the drawer
opens automatically.
Character
Any letter, number, or symbol.
Child Quantity
The number of child items contained within a parent item. For example, it would be the number of
packages within a certain carton. See also Parent Item.
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Click-and-Mortar
Describes a store that exists online and in the physical world. See also brick-and-mortar.
Committed
A value which represents the quantity of an item that has been back ordered and/or work ordered.
This value does not reflect what is currently in-stock.
Configuration
The components that make up a computer system.
Copy Data as Table
Right mouse command button that copies all entries in the list to the clipboard. You can then
paste that data into any standard Windows-based program.
Crystal Reports
A Windows-based reporting tool that lets you create your own reports and invoke them through
Store Operations.
Cursor
The location where information can be given to the computer, usually denoted by a blinking
symbol.
D
Data
Individual pieces of information.
Database
A group of information.
Directory
A group of related files.
Dongle
A software protection device that can be attached to the parallel port of the computer. The device
contains a signature that tells the software that it is authorized to run.
E
Electronic Commerce
The buying and selling of products and services by businesses and consumers over the Internet.
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F
Field
An individual piece of information kept within a record. For example, in a cashier record, the
cashier's name is a field.
File
A collection of related records. For example, a cashier file would contain all the cashier records.
Formula
Right mouse command button that quickly performs mark-ups, mark-downs, and bulk changes to
an entire column. It enables you to assign a mathematical formula to either a single row or all of
the rows. For example, when you use the Inventory Wizard to apply prices changes to a number
of items, you can create a formula that will set the price equal to cost + 10%.
G
General Ledger
A book of final entry summarizing all of a company's financial transactions, through offsetting debit
and credit accounts.
H
Hold Transaction
See On Hold
Headquarters, Microsoft Retail Management System
Retail enterprise management software. For more information, refer to www.microsoft.com.
I
Interpolate Schedule
A method by which Store Operations calculates the shipping charges based on the exact
Weight/Total values, regardless of whether these values are specifically entered in the grid. For
example, assume you entered the Weight increments of 0, 100, and 1000 and defined the
associated charges as $1.00, $10.00, and $20.00, respectively. If a customer's package was 50
lbs (and you selected the Interpolate Schedule box), Store Operations will tally the shipping
charges to be exactly $5.50. Using the same scenario, if you clear the Interpolate schedule box,
Store Operations will tally the shipping charge as $1.00. In this case, Store Operations reads the
increments 0, 100, 1000 as 0-99, 100-999, and 1000+, respectively.
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Inventory Wizard
The Inventory Wizard in the Manager program acts as your personal automated assistant. Use the
wizard to change properties in your database all at once. For example, you can change item
prices and costs, update reorder information, assign sales taxes, or put groups of items on
promotion.
Item Lookup Code
A unique set of alphanumeric characters used to classify an item, usually the barcode numbers if
the item has a barcode.
J
Journal
The journal is a closed Z report that contains all the sales transactions that have occurred on the
current register since the last Z report was processed.
K
Kit Item
An item file (i.e. First Aid Kit) that contains other items found in the database to be sold as one
item. When you sell a kit item, the individual kit components will not increment or decrement; it is
only the kit item itself that will.
L
Label Designer
A tool that enables you to easily design your own label templates. You can add desired graphics
and text, and then size and position them.
Layaway
A process where a customer may pay in increments and receive the item when the item has been
fully paid for. The customer must place a minimum deposit.
Lookup Code
A unique set of alphanumeric characters used to classify an item, usually the barcode numbers if
the item has a barcode.
Lot Matrix Item
An item that can be sold in different pre-determined lots or quantities, using the same lookup code
for each lot. For example, a can of soda can be sold in lots of one, six, and twelve. Each of these
lots would have the same lookup code but a different price corresponding to its lot size.
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M
Manager Rights
The user that does not have Administrator Rights, but does have Manager rights is allowed to log
on to the Manager program, but can not modify cashier information or view/edit security levels.
These rights are defined in the Cashier Properties window.
Master Pack Quantity (MPQ)
The pack quantity of a particular item you order from the supplier. For example, if you order an
item in packs of 24, you would enter the number "24" in the MPQ field. Then, whenever you
generate a purchase order, Store Operations automatically orders the specified pack quantity. If
the quantity ordered is more than a multiple of the MPQ, Store Operations automatically rounds
up to the next MPQ.
Matrix Item
An item that has many different variations of itself, but with the same lookup code and price for
each variation. For example, jeans can qualify as matrix items because they can vary by color
(blue, black, tan, etc.) and size, yet each individual pair of jeans has the same lookup code and
price as all the other variations. Matrix items can have up to three dimensions (i.e. waist size,
length, and color).
Menu
A list of options a user may choose from.
Merchant Account
A special business account set up to process debit / credit card transactions. A merchant account
is not a normal bank account. Rather, it is designed to 1) process debit / credit card payments and
2) deposit the funds into merchant’s (business) checking account (minus transaction fees).
Mix and Match
Mix and match items are items that can be bought in quantity with other similar mix and match
items for a discounted price. For example, candy bars A and B are each normally sold for $0.40,
and the mix and match pricing structure they are classified in prices 3 candy bars for $0.99. Then
any combination of candy bars A and B that result in a quantity of 3 will result in a charge of $0.99
for the entire 3 candy bar sale instead of $1.20.
N
Net Display
Display monitor that lets you showcase pre-selected multimedia advertisements, Websites, or ads
from your local CD-ROM or DVD.
New Item Wizard
A wizard that adds items and their components to the database all at once. You can set up the
item type, define assembly and matrix components, and set up their standard properties. This
wizard is especially useful for creating Assembly, Matrix, and Lot Matrix items.
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O
On Hold
A transaction which has not been completed but is saved for later retrieval. When retrieved, the
transaction reappears in the state it was in when saved.
OPOS
OLE for Point of Sale (OPOS) is a standard that ensures compatibility of hardware and software
systems. You can select OPOS compatible hardware or peripherals to use with Store Operations.
Store Operations will work with any Windows printer or OPOS compatible printer. The software
can also work with OPOS compatible peripherals, such as pole displays, cash drawers, and
scanners. Use the Registers menu option to define the POS devices connected to each register.
P
Parent Item
An item that contains a set quantity of a single item. When the on-hand quantity for the single item
is depleted, the parent item is "opened up" so that the total number of single items it contains are
now seen as the on-hand quantity for the single item. This option is also known as "breaking" and
is useful in extracting single units from carton or case inventories. The total number of single items
the parent contains is displayed in the Child Quantity field.
Password
A code that a user must type in to gain access to the software.
Paste To All Rows
Right mouse command button that pastes the data on your clipboard to all the rows in a single
column. Place your cursor on an entry field in the column whose rows you want to update with the
new price. Right-click your mouse and select Paste to All Rows. Store Operations will then paste
the data on your clipboard (i.e., the new price) to all the rows in the column selected by your
cursor. This way, all the items will share the same price. By using the Paste to All Rows option,
you do not have to manually change the price for each item.
Payment Provider (PP)
Partner responsible for collecting cash from authorized debit/credit card transactions and
depositing collections into the Merchant bank account according to settlement transactions
submitted by the Merchant.
Peripheral
An add-on device, such as, a bar code scanner or modem.
PIN
Personal Identification Number (PIN). This is used in conjunction with ATM or Debit Card
transactions and allows the merchant and bank to verify the user of the card.
Label Wizard
A wizard in the Manager program that lets you select one of your customized templates, specify
filter criteria, and then print the desired number of labels. This way, you do need not need to
manually create and adjust labels every time you want to print a label.
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Purchase Order
An order placed to a supplier for specific items.
Q
QuickScan
The QuickScan feature allows you to quickly add items to a particular list. You just need to scan
the item to create a new entry. This feature is a quick way to enter long UPCs. Every time you
scan in an item, Store Operations will enter not only the item’s lookup code, but also the other
information (i.e., description) needed for a specific function. After you scan an item, the QuickScan
window reappears so that you can immediately scan another item. Although this feature is used
mostly for scanning items, you can also manually enter the item lookup code or item alias to add
the item.
R
Reason Code
An identification method used to explain a specific action.
Record
Unit of related information within a file. For example, a cashier's record holds all data that
describes one cashier.
Reorder Point
The minimum number the items can fall to before you should issue a purchase order.
Restock Level
The minimum quantity you want to have in stock when you order the item. Store Operations uses
this information to compute the quantity to be ordered when it generates purchase orders for the
item.
Restore
To replace current data with different data.
S
Sales Quote
A generated price list for items to sell.
Serialized Item
An item that has a unique serial number associated with it. Store Operations is able to track the
purchase of any serialized item by its serial number.
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Settlement
A process where the merchant sends the authorized debit/credit card transactions to the acquiring
bank to be processed. The acquirer then "purchases" the transactions and deposits the funds in
the merchant's bank account.
Substitute Item
An item which has the same characteristics of another item.
T
Tag Along Item
An item that is "attached" to another item. This item will automatically be entered during a sale
whenever the other item is entered.
Tare Weight
The "extra" weight accompanying an item that is not to be calculated as the item's weight. Tare
weight may include the weight of packaging, such as, bags or carts.
Tender Type
A monetary classification, such as, cash and check.
Transaction
Any action taken at the point-of-sale which involves the entry of items from the database. Typical
transaction types are sales and returns.
Twip
A unit of measurement, implemented as 1/20 of a point, or 1/1440 of an inch. There are 567 twips
to a centimeter. Twips are screen-independent measurements.
U
URL
An abbreviation for Uniform Resource Locator. A URL specifies the location of an object on the
Internet or computer networks, such as a file or a Website. URLs are used extensively on the
World-Wide Web.
V
Voucher
An item that acts as a gift certificate or gift card.
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W
Weighed Item
An item that requires its weight to be inputted whenever entered during a sale. This weight is
entered either manually or through an electronic scale. This item may have a tare weight
associated with it.
Work Order
A transaction which is saved and may be retrieved later. A deposit for the items is usually taken.
X
X Report
A report that displays information regarding the up-to-the-minute sales statistics of the register.
Generating this report does not close the batch. Perform this action whenever it is necessary to
know the sales information.
XML
XML is the 'Extensible Markup Language' that provides a vendor, platform, and language neutral
technology for distributing data across both public and private networks.
Z
Z Report
Similar in content to the X Report except generating this report closes the current batch. This
option should be performed only once a day and ideally at closing time.
ZZ Report
Similar to the Z Report except that this report is a report on all the Z reports generated since the
last ZZ report.
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Index
A
About key in POS 326
accepting food stamps 139, 172
accepting payments 336–341, 363–364
accepting vouchers or gift certificates 374
access levels
assigning to cashiers 198
assigning to employees 29
described 196
overview 26
setting in Store Operations Manager
27–28, 149–150
setting in Store Operations POS 28–29
viewing in Security Manager 151
access to Time Clock, restricting 95
Account Information tab, customer
properties 208–209
account numbers
customers 203
suppliers 217
Account Types command 213–215
account types 208, 213–215
accounting software
assigning GL accounts 275, 385–390
exporting to Microsoft Business Solutions
programs 391–392
exporting to MYOB 401
exporting to Peachtree 393–394
exporting to QuickBooks 395–400
importing QuickBooks data 303–308,
398–399
integration with QuickBooks 397–400
overview 385
posting closed batches See posting closed
batches
Store Operations Manager
configuration 148
Value Added Tax and 404
Accounting tab, Configuration command 148
accounts
accounts receivable 90, 136, 209, 363
customer accounts See customers
GL account assignment 275, 385–390
Accounts Receivable reports 90
Accounts tab, Configuration command
143–144
Active Reports
See also reports
overview 80, 293
activity, customer account 209
actual quantities, physical inventory 67, 273
adding account types 213–215
adding aliases 50, 161
adding Calendar events 296–297, 316
adding cashiers 92, 196–198
adding categories 45, 183–184
adding check records 211–212
adding comments 140, 350–351
adding currencies 52, 189–190
adding customer taxes 185
adding customers
See also customer properties
at POS 136, 363
in Store Operations Manager 85
adding departments 45, 183–184
adding details to receipts 140, 351
adding discounts 225–227
adding inventory transfer orders
transfers in 72–74, 250, 251–252
transfers out 75–76, 258–262
adding item messages 167, 182
adding item taxes 47, 185
adding items
See also inventory transfers; purchase
orders
about item types 154
adding at POS 350
adding in Store Operations Manager 154
adding using New Item Wizard 285–288
assembly items 33–34, 179–181
kit items 39–40
lot matrix items 37–38, 177–179
matrix items 35–36, 174–176
serialized items 41–42
standard items 31, 155–173
tag along or gift items 63–64
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adding items (continued)
to inventory transfers 256, 261
to layaways 358
to offline inventory 77, 272
to physical inventory lists 273
to purchase orders 269
to sales transactions 333–335
vouchers 43–44
adding keyboard configurations 245–246
adding keys to touchscreen keyboards 246
adding label objects 112–115
adding macros to POS function keys 377
adding net display channels 55, 241–242
adding physical inventory lists 67, 273
adding pole display messages 238–240
adding POS buttons 53, 243–244
adding purchase orders 68–69, 264, 265–267
adding reason codes 54, 230
adding receipt formats 123, 247–248
adding registers 231–238
adding sales representatives 96, 199–200
adding sales taxes 46, 186–188
adding schedules for sales, specials, or
promotions 58, 228–229
adding shipping addresses for customers 204
adding shipping carriers 79, 220–222
adding shipping services 79
adding substitutes 50, 168
adding suppliers 51, 216–219
adding tender types 43, 44, 48, 191–195
Add-Ins 299
Additional tab
customer properties 130, 210
supplier properties 130, 218
addresses
customers 204–205
email See email addresses
store 131
suppliers 217
adjustments to customer accounts 87
administrator
Administrator Rights 196
security levels 26–29, 149–150
Store Operations Administrator 1, 384
age requirements for customer purchases 182
Aliases tab, item properties 161
aliases 50, 161
alignment of label objects 299
alternate items 50, 168
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Store Operations User’s Guide
amounts
See also item quantities
closing amounts 137, 332
costs See costs
decimal point in, requiring 138
minimum deposit 132–133, 140
opening amounts 137, 331
prices See prices
taxable amounts 187, 188
tender See tender
annual purchase limits 224
annual sales graphs, viewing at POS 376
appointments 296–297, 316
arranging columns in reports 99
assembly items
See also items
class lookup codes 156
creating 33–34
creating using New Item Wizard 285–288
overview 154
properties 179–181
vs. kit items 179
assessing finance charges 209, 214–215
assessing taxes See taxes
Assign GL Accounts command 275
assigning cashiers to customers 206
assigning currencies 52, 53
assigning GL accounts 275, 385–390
assigning macros to function keys 377
assigning receipt formats to registers 124
assigning sales representatives to
customers 206
assigning sales to sales representatives
140, 366
assigning security levels See security
assigning tag along items 64
assigning taxes 46–47, 145, 204
attachments, purchase orders as 71
attendance
Cashier Log 95
cashier timecards 94, 300
Time Clock See Time Clock
attributes
assembly items 181
lot matrix items 178
matrix items 175
authorization codes, credit and debit
cards 339, 340
Automatic Shipping 139, 232
available credit 209
available quantities 66–67, 157
average costs, using 134
B
back orders
creating 367
enabling 139
expiration settings 132–133
picking up 368
reports 82
requiring 100% deposits 140
backing up database 128, 138, 308, 384
Backorders reports 82
Backup Database command 308
bad check records 211–212
balances
customer account 209
voucher or gift certificate 373
barcodes
See also item lookup codes
entering 155, 333
formats 156
random weight UPC codes 141
scanner problems 333
basic information, collecting 18–21
basis
for commissions 164, 200
for tax schedules 145
Batch List report 125
batches
blind closeouts 125, 274, 332
closed, posting See posting closed
batches
closing 125, 137, 274
EDC, settling 126–127, 303
generating X and Z reports 344–346
over/short limits 198
paging through receipts 378
posting See posting closed batches
printing 274
QuickSell, viewing 308
viewing 122, 125, 274, 378–379
bill of material items See assembly items
billing cycles 88–89, 143–144, 209, 277–278
Billing Information tab, customer
properties 203–204
billing statements
closing date 143–144
due dates 214
minimum payment 213
printing 88–89, 277–278
bills of materials See assembly items
bin locations 140, 167
bitmaps See pictures
Blackbaud accounting software 126, 148,
275, 276
blind closeouts
closing batches in Store Operations
Manager 125, 274
performing at POS 332
blocking sales
certain items 173
customer age requirements 182
inactive items 32
purchase limits 206, 223–224
.bmp files See pictures
body section of POS screen 311
bounced checks, tracking 211–212
bounds for prices 160
breaking kit items 40, 171
breaking parent items 167
building kit items 39–40, 171
bundling items
assembly items 33–34, 179–181
kit items 39–40, 138, 171
lot matrix items 37–38
serialized items 41–42, 168
buttons on POS screen
custom buttons 53, 243–244, 311
function keys See function keys in POS
buttons on toolbars
Label Designer 297
Store Operations Manager 24
Buy X, Get Y discounts 61, 62, 162, 225–227
buydown prices, quantities 161
C
calculating item prices 133–135
calculating shipping charges 380
Calculator
in POS 140, 193, 315, 316
in Store Operations Manager 295
Calendar
in POS 316
in Store Operations Manager 296–297
Store Operations User’s Guide
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Calendar Events command 297
canceling layaways 361
canceling transactions 342, 354
captions
custom fields in properties windows
130–131
custom POS buttons 244
label objects 299
touchscreen keys 246
Captions button, Configuration dialog
box 130–131
capture devices 193, 236
capture programs 195
carriers See shipping carriers
cases See packaging
cash
accepting payments 338
cash back See cash back
change owed, setting tender for 147
currencies 52–53, 140, 189–190
drops 348
payouts 349
tender type 191
cash back
default tender for 147
offering 195, 340
paying in local currency 140
preventing 193
cash drawers
assigning to cashiers 198
Cash Drawer 1 or 2 231
cash drops 348
cash payouts 349
closing amounts 137, 332
connections to registers 231, 235
opening amounts 137, 331
opening for certain tender types 193
over/short limits 198
settings 235
Cash Drawers tab, register properties 235
cash drops 348
cash payouts 349
Cashier Log report 95
Cashier Rights 196
cashiers
See also POS; POS tasks; registers
as customers 206
assigning to customers 206
attendance, payroll 94–95, 201–202, 365
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Store Operations User’s Guide
cashiers (continued)
Cashier Log 95
creating, modifying 92, 196–198
currency denomination calculator 140, 193
daily activities 329, 347
default login 2, 3
deleting 93
ID numbers 197
logging on and off 139, 330
messages to and from 93, 167, 182,
302, 365
modifying 93
overtendering 193, 195
overview 91, 92
passwords 197
POS options 172–173
primary cashier, setting 206
prompting for data entry
See prompting cashiers
rights 196
security levels 26–29, 149–150
Time Clock 94–95, 201–202, 365
Timecard report 94, 300
Cashiers command 196–198
categories
assigning items to 156
creating, modifying 45, 183–184
Department Cost/Sales report 81
inventory transfers into 252
inventory transfers out of 258
purchase orders for 266
change owed to customer
default tender for 147
paying in local currency 140
channels, net display 55, 237, 241–242, 311
charge accounts
account information 208–209
account settings 143–144
account types 144, 213–215
accounts receivable 90, 136, 209, 363
available credit 209
billing cycles, statements 88–89, 277–278
credit limits 209
purchase limits 206, 223–224
receiving payments 363–364
tendering sales to 341
charge card transactions
at POS 339
settling EDC batches 126–127, 303
charges
debit card surcharges 195, 340
finance charges 209, 214, 215
shipping charges 380
taxes See taxes 209
charts of accounts
account numbers in 385
Microsoft Business Solutions programs 391
MYOB 401
Peachtree 393
QuickBooks 303–308, 395
charts of sales, viewing at POS 376
Check Stores button 154
checking balances
on customer accounts 209
on vouchers or gift certificates 373
checking item quantities 154, 157–158
checking status
inventory transfers in 74, 249, 250, 253
inventory transfers out 258
purchase orders 264, 267
checks
accepting payments 338
customer history 211–212
printing validation lines on 194, 338
tender type for 191
verification 194, 211–212
Checks command 211–212
child items 167
choosing report criteria 101–103
Citibank 127, 294, 303, 339, 340
class lookup codes 156, 174, 177, 179
classes of items
assembly items 33–34
lot matrix items 37–38
matrix items 35–36
Clear Customer key in POS 327, 362
clock See Time Clock
Close Billing Cycle command 277–278
close date for billing cycles 88, 89, 144
Close key in POS 316
closed batches, posting
basic steps 126
for Business Solutions programs 391
for MYOB 401
for Peachtree 393
for QuickBooks 395, 399
Post Closed Batches command 276–277
closed inventory transfers, viewing 249, 258
closed purchase orders 141, 264
closing batches
at POS 332
generating X and Z reports 344–346
in Store Operations Manager 125, 274
over/short limits 198
requiring opening and closing amounts 137
closing billing cycles 88–89, 144, 209,
277–278
closing inventory transfers 74, 250, 257
closing purchase orders 70, 264, 270–271
closing registers 137, 332
closing Store Operations 2
closing work orders 372
codes
aliases 50, 161
assembly items 179
barcodes 141, 155, 156, 333
cashier ID numbers 197
categories 184
class lookup codes 156
currencies 190
custom POS button numbers 243
customer account numbers 203
customer taxes 185
departments 184
item taxes 185
items See item lookup codes
lot matrix items 177
matrix items 174
random weight EAN codes 140
random weight UPC codes 141
reason codes See reason codes
register numbers 232
sales representative ID numbers 200
sales taxes 187
serial numbers See serial numbers
store IDs 385
suppliers 217
tender types 192
zip codes See zip codes
collapsing report data 99
collecting basic information 18–21
collecting inventory data 66, 67
colors
mask colors, custom POS buttons 244
matrix items 175
touchscreen keys 246
Store Operations User’s Guide
419
columns in dialog boxes 25
columns in reports 99, 103
comma-delimited reports 107
command keys See function keys in POS
commands, menu
See also specific menu or command
reference 129
right-click menus 25
Comment key in POS 325
comments, item 140, 350
Commission report 81, 97
Commission tab, item properties 163–164
commissions
assigning transactions to sales
representatives 140, 366
reports 81, 97
setting for specific sales
representatives 200
setting in item properties 163–164
committed quantities 157
committing inventory transfers 74, 257,
258, 263
committing Inventory Wizard changes 285
committing purchase orders 70, 270, 271
communication with accounting software
assigning GL accounts 275, 385–390
exporting to Microsoft Business Solutions
programs 391–392
exporting to MYOB 401
exporting to Peachtree 393–394
exporting to QuickBooks 395–400
importing from QuickBooks 303–308,
398–399
integration with QuickBooks 397–400
overview 385
posting closed batches
See posting closed batches
Store Operations Manager
configuration 148
Value Added Tax and 404
company file, QuickBooks 148
company logos, adding to reports 104
company names, customer 204
comparing physical inventory to database
67, 273
completing work orders 372
component items
of assembly items 33–34
of kit items 39–40
of lot matrix items 37–38
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Store Operations User’s Guide
component items (continued)
of matrix items 35, 36
of serialized items 41–42
pricing 180
Configuration command
Accounting tab 148
Accounts tab 143–144
Captions button 130–131
Inventory tab 133–135
Multi-Store tab 143
Options tab 135–142
Ordering tab 132–133
Sales Tax tab 145–146
Store tab 131–132
Tender tab 147
configuring databases with Administrator 384
configuring registers
cash drawers 235
for database connection 384
MICR readers 236
MSRs 236
Net Display 237
overview 231
PIN pads 238
pole displays 234
receipt printers 233–234
scales 235
scanners 237
signature capture terminals 236
touchscreens 238
connecting to database server 384
connecting to devices
cash drawers 235
MICR readers 236
MSRs 236
overview 231
PIN pads 238
pole displays 234
receipt printers 233–234
scales 235
scanners 237
signature capture terminals 236
touchscreens 238
contact information
cashiers 197
customers 204
sales representatives 200
store 131
suppliers 217, 218
Contents tab
inventory transfer in properties 255–256
inventory transfer out properties 261–262
purchase order properties 269–270
controls, setting security for
for specific employees 29
in Store Operations Manager 27–28,
149–150
in Store Operations POS 28–29
overview 26
viewing settings 151
conversion rates, currency 189–190
converting layaways to regular
transactions 358
converting quotes
to regular transactions 369
to work orders 370
copy protection devices 3
copying account types 213
copying cashiers 92, 196
copying check records 211
copying currencies 189
copying custom POS buttons 243
copying customer taxes 185
copying customers 85, 203
copying database 128, 138, 308, 384
copying discounts 225
copying item messages 182
copying item taxes 185
copying items 154
copying keyboard configurations 245
copying net display channels 241
copying pole display messages 238
copying reason codes 230
copying receipt formats 123, 247
copying registers 231
copying sales representatives 199
copying sales taxes 46, 187
copying schedules 228
copying shipping carriers 220
copying suppliers 216
copying tender types 191
costs
changing 56, 353
finding at POS 353
kit, automatically calculating 138
last cost, using 134, 139
setting in item properties 156, 158,
160, 166
costs (continued)
supplier costs, updating 139
update methods 133–135
weighted average costs, using 134
counts
item quantities 67–66
opening and closing amounts
137, 331–332
creating account types 213–215
creating aliases 50, 161
creating back orders 367
creating backups 128, 138, 308, 384
creating Calendar events 296–297, 316
creating cashiers 92, 196–198
creating categories 45, 183–184
creating check records 211–212
creating comments 140, 350–351
creating currencies 52, 189–190
creating customer taxes 185
creating customers
See also customer properties
at POS 136, 363
in Store Operations Manager 85
creating databases 384
creating departments 45, 183–184
creating discounts 225–227
creating gift certificates 373, 375
creating inventory transfer orders
transfers in 72–74, 250, 251–252
transfers out 75–76, 258–262
creating item messages 167, 182
creating item taxes 47, 185
creating items
about item types 154
adding at POS 350
adding in Store Operations Manager 154
adding using New Item Wizard 285–288
assembly items 33–34, 179–181
kit items 39–40
lot matrix items 37–38, 177–179
matrix items 35–36, 174–176
serialized items 41–42
standard items 31, 155–173
tag along or gift items 63–64
vouchers 43–44
creating keyboard configurations 245–246
creating labels
creating templates from scratch 115–119
Label Designer 110, 297–299
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421
creating labels (continued)
label format 111
label objects 112–115
printing with Label Wizard 108–109
creating layaways 358
creating macros at POS 377
creating messages
item messages 167, 182
pole display messages 238–240
to cashiers 93, 302, 365
creating net display channels 55, 241–242
creating physical inventory lists 67, 273
creating pole display messages 238–240
creating POS buttons 53, 243–244
creating purchase orders 68–69, 264,
265–267
creating quotes 369
creating reason codes 54, 230
creating receipt formats 123, 247–248
creating registers 231–238
creating reports See reports
creating sales representatives 96, 199–200
creating sales taxes 46, 186–188
creating schedules for sales, specials, or
promotions 58, 228–229
creating security levels
assigning to employees 29
in Store Operations Manager 27–28,
149–150
in Store Operations POS 28–29
overview 26
creating shipping addresses for
customers 204
creating shipping carriers 79, 220–222
creating shipping services 79
creating substitutes 50, 168
creating suppliers 51, 216–219
creating tender types 43, 44, 48, 191–195
creating vouchers 44, 373, 375
creating work orders 371
credit card transactions
at POS 339
masking card numbers 49, 137, 278
settling EDC batches 126–127, 303
tender types for 191
validation masks 195
credit customers
account information 208–209
account settings 143–144
account types 144, 213–215
accounts receivable 90, 136, 209, 363
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credit customers (continued)
available credit 209
billing cycles, statements 88–89, 277–278
credit limits 209
purchase limits 206, 223–224
receiving payments from 363–364
tendering sales to 341
credit limits 209
crediting sales to sales representatives
140, 366
credits to customer accounts 87
criteria in reports 100–102
Crystal Reports
overview 300–301
Timecard report 94
CTRL+ function keys in POS 324–326
CTRL+SHIFT function keys in POS 326–328
currencies 52–53, 140, 189–190, 193, 218
Currencies command 189–190
currency calculator 140, 193
Currency key in POS 326
custom buttons on POS screen
adding touchscreen keys 246
assigning macros to function keys 377
Web site buttons 53, 243–244, 311
Custom POS Buttons command, Registers
submenu 243–244
custom receipt formats 247–248
customer accounts See customers
Customer List 90, 300
Customer Mailing Labels report 300
Customer Options tab, customer
properties 205–207
customer properties
accessing properties window 85
Account Information tab 208–209
Additional tab 210
Billing Information tab 203–204
custom fields on Additional tab
130–131, 210
Customer Options tab 205–207
Purchase History tab 207–208
Shipping Address tab 204–205
customer reports 81, 90, 98, 293
customer signatures, requiring 193
customer taxes
assigning 146, 204
charging at POS 352
creating, modifying 47, 185
exempt customers 205
Customer Taxes command 185
customers
See also customer properties
account types 213–215
accounts receivable 90, 136, 209, 363
adjusting accounts 87
age requirements for purchases 182
available credit 209
billing cycles, statements 88–89, 277–278
charge account settings 143–144
check history 211–212
copying 85
creating 85, 203–210
creating at POS 136, 363
credit limits 209
deleting 86
demographics 81, 90
employees as 206
Find Customers window 136
global or enterprise customers 137, 206
mailing labels 300
modifying 85, 203–210
options, policies 136–137
overview 84
preferred customers 159, 208, 213
properties See customer properties
purchase history 207–208
purchase limits 206, 223–224
receiving payments from 363–364
reports about 81, 90, 98
selecting accounts at POS 137, 362–363
signatures, requiring 193
statements See statements
tax settings 146
taxes See customer taxes
viewing account information 85, 86
viewing specific invoices 86
Customers command 203–210
customizing POS screen
adding touchscreen keys 246
assigning macros to function keys 377
display options 328
Web site buttons 53, 243–244, 311
customizing properties windows 130–131,
156, 210, 218
D
daily activities at POS 329, 347
daily reports 80, 98
daily sales graphs, viewing at POS 376
daily specials 58, 228–229
Database menu
Account Types command 213–215
Cashiers command 196–198
Checks command 211–212
Currencies command 189–190
Customer Taxes command 185
Customers command 203–210
Departments & Categories command
183–184
Discounts command 225–227
Item Messages command 182
Item Taxes command 185
Items command 154–181
Limit Purchases command 223–224
overview 152–153
Reason Codes command 230
Registers submenu 231–248
Sales Reps command 199–200
Sales Taxes command 186–188
Schedules command 228–229
Shipping Carriers command 220–222
Suppliers command 216–219
Tender Types command 191–195
Time Clock command 201–202
databases
backing up 128, 308, 384
backup reminders 138
configuring with Administrator 384
connecting to 384
exporting data See accounting
software; reports
items See items
making changes to 30
queries 384
sample database 3
setting up the store database 17–21
troubleshooting 384
dates
age restrictions for purchases 182
billing statements 88, 89, 277–278
Calendar in POS 316
Calendar in Store Operations
Manager 296–297
close date for billing cycles 88, 89, 144
closed batch date range for posting 126,
276
customer account dates 209
due dates on billing statements 214
effective dates 160, 224, 228–229, 230
expiration dates 132–133, 147
Store Operations User’s Guide
423
dates (continued)
in item messages 182
inventory transfers, viewing by date
range 249, 258
item creation date 158
item ordering and sales information 158
layaway expiration dates 132–133
order expiration dates 132–133
purchase limit periods 224
purchase orders, viewing by date
range 264
quote expiration dates 132–133
reason code effective dates 230
sale price effective dates 160
schedules for sales, specials, or
promotions 228–229
days
See also dates
Calendar in POS 316
Calendar in Store Operations
Manager 296–297
Cashier Log 95
cashier timecards 94, 300
daily activities at POS 329, 347
daily reports 80, 98
daily sales graphs, viewing at POS 376
daily specials 58, 228–229
purchase limits 224
Time Clock See Time Clock
debit card transactions
cash back 147, 340
PIN pads 238
processing at POS 340–341
settling EDC batches 126–127, 303
surcharges 195, 340
tender types 191
voiding at POS 342
debits from customer accounts 87
decimal point, requiring cashiers to enter 138
declined payments 341
defaults
account type 144
currency 189, 192
login information 2, 3
price level 232
shipping carrier 79, 232
tender for change 147
defining macros at POS 377
definitions of terms used in this book 405–414
424
Store Operations User’s Guide
deleting account types 213
deleting cashiers 93, 196
deleting categories 183
deleting check records 211
deleting currencies 189
deleting custom POS buttons 243
deleting customer taxes 185
deleting customers 86, 203
deleting departments 183
deleting discounts 225
deleting filter criteria for reports 102
deleting inventory transfers 250, 258
deleting item messages 182
deleting item taxes 48, 185
deleting items
basic steps 32–33, 154
from assembly items 181
from inventory transfers 256, 261
from matrix classes 175, 178
from offline inventory 78, 272
from physical inventory lists 273
from purchase orders 269
from transactions 354
deleting keyboard configurations 245
deleting messages from cashiers 302
deleting net display channels 241
deleting pole display messages 238
deleting purchase orders 264
deleting reason codes 230
deleting receipt formats 247
deleting registers 231
deleting sales representatives 96, 199
deleting sales taxes 46, 187
deleting schedules 228
deleting shipping addresses for
customers 204
deleting shipping carriers 220
deleting suppliers 52, 216
deleting tender types 191
demographics 81, 90
denominations 193
Department Cost/Sales report 81
departments
adding, modifying 183–184
assigning items to 156
creating, modifying 45
Department Cost/Sales report 81
inventory transfers into 252
inventory transfers out of 258
purchase orders for 266
Departments & Categories command
183–184
deposits
cash drops 348
for gas pumps 361
for layaway items 132–133, 358
requiring full price as 140
descriptions
assembly items 179
currencies 189
customer taxes 185
item taxes 185
items 138, 139, 156
lot matrix items 177
matrix items 174
sales taxes 187
tender types 192
designing labels See Label Designer
detailed reports
accessing from summary reports 105
Accounts Receivable - Detailed 90
adding logo 104
Backorders - Detailed 82
choosing columns to display 103
creating 98
creating memorized reports 106
Detailed Sales 80
Detailed Tax Collected 80
Electronic Draft Capture Detail 127
exporting to other file formats 107
filtering 101–102
hiding or showing headers 103
Layaways - Detailed 83
memorized reports 106
modifying data while viewing 105
Quotes - Detailed 82
refreshing data 106
saving settings 106
sorting 99–100
Work Orders - Detailed 82
Details key in POS 323
details, adding to receipts 140, 351
details section of POS screen 311
devices
cash drawers 235
connections to registers 231
hand-held inventory devices 66, 67
MICR readers 236
MSRs 236
devices (continued)
OPOS 231
PIN pads 238
pole displays 234, 238–240
registers See registers
scanners 237
signature capture terminals 236
touchscreens 238, 245–246
dialog boxes
See also specific command
overview 24
reference 129
dictionary of terms used in this book 405–414
digits, requiring decimal point 138
dimensions, matrix items 35, 175
disasters, restoring database after 308, 384
discontinued items 32–33
Discount key in POS 318–320
discounts
assigning to customers 206
at POS 172, 355–356
creating, modifying 61–62, 225–227
setting for specific items 162–163
types of 226
Discounts command 225–227
Discounts tab, item properties 162–163
discrepancies in inventory counts, finding
67, 273
display order, tender types 192
display, POS
customizing See customizing POS screen
overview 310–313
displaying batches 122, 125, 274, 378–379
displaying Find windows by default 136, 138
displaying inventory transfers 249, 258
displaying invoices 86
displaying item descriptions at POS 138, 139
displaying item notes at POS 139
displaying item pictures at POS 354
displaying items 154
displaying journals 122, 274, 378–379
displaying net channels
See net display channels
displaying POS screen elements 328
displaying purchase orders 264
displaying QuickSell journals 308
displaying receipts 86, 122, 274, 378–379
displaying sales graphs at POS 376
Store Operations User’s Guide
425
displays
net channels See net display channels
pole See pole displays
POS screen 310–313
document franking 194, 338
dongles 3
down servers, running terminals offline 383
draft capture 195
dragging columns in reports 99
Drawer key in POS 317
drawers
assigning to cashiers 198
Cash Drawer 1 or 2 231
cash drops 348
cash payouts 349
closing amounts 137, 332
connections to registers 231, 235
opening amounts 137, 331
opening for certain tender types 193
over/short limits 198
settings 235
drops, cash 348
due dates for billing statements 214
duplicate GL entries 392, 394, 396, 400
duplicate receipts 86, 138, 378, 379
Dynamics accounting software
See also accounting software
exporting to 391–392
E
EAN codes 140
EDC
batches, settling 126–127, 303
report 127
verification settings 195
Edit Shipping key in POS 327, 380
editing data while viewing reports 105
editing inventory transfers
transfers in 250, 253–256
transfers out 75, 258–262
editing item messages 182
editing properties See properties
editing purchase orders 69, 141, 264,
267–270
eEnterprise accounting software
See also accounting software
exporting to 391–392
effective dates
purchase limits 224
reason codes 230
sale prices 160
sales, specials, or promotions 228–229
426
Store Operations User’s Guide
Electronic Draft Capture
batches, settling 126–127, 303
report 127
verification settings 195
Electronic Draft Capture Detail report 127
email addresses
cashiers 197
customers 204
sales representatives 200
store 132
suppliers 218
email messages to and from cashiers
93, 302, 365
emailing purchase orders 71
employees
See also specific type of employee
as customers 206
attendance, payroll 94–95, 201–202, 365
overview 91
Time Clock 94–95, 201–202, 365
Timecard report 94, 300
enabling devices
cash drawers 235
MICR readers 236
MSRs 236
overview 231
PIN pads 238
pole displays 234
receipt printers 233–234
scales 235
scanners 237
signature capture terminals 236
touchscreens 238, 245–246
enlarging receipts in receipt preview 379
entering data
at POS See POS tasks
setting up the store database 17–21
enterprise customers 137, 206
errors
barcode scanner errors 333
database errors 308, 384
estimates See quotes
Evaluation mode 3
events, Calendar 296–297, 316
exact payments, shortcut for entering 338
examples of labels 119–121
Excel, exporting reports to 107
exchange rates 52, 189–190
exempt from taxes 205
Exit command 2
exiting Store Operations 2
expanding report data 99
expiration dates
for layaways, orders, and quotes 132–133
for vouchers 147
exporting data to accounting software
assigning GL accounts 275, 385–390
exporting to Microsoft Business Solutions
programs 391–392
exporting to MYOB 401
exporting to Peachtree 393–394
exporting to QuickBooks 395–400
integration with QuickBooks 397–400
overview 385
posting closed batches See posting closed
batches
Store Operations Manager
configuration 148
Value Added Tax and 404
exporting purchase orders 71
exporting reports to other file formats 107
extended descriptions 138, 156
F
F1 and other function keys
See function keys in POS
failures
restoring database after 308, 384
running terminals offline 383
troubleshooting 384
fax numbers
customers 204
store 132
suppliers 218
fields in dialog boxes, setting security for
for specific employees 29
in Store Operations Manager 27–28,
149–150
in Store Operations POS 28–29
overview 26
viewing settings 151
fields in labels See label objects
fields in properties windows,
customizing 130–131, 156, 210, 218
fields in reports 100–102
File menu
Configuration command 130–148
Exit command 2
overview 129
Security 149–151
files
exporting batches to See exporting data
to accounting software
exporting purchase orders to 71
exporting reports to 107
importing inventory data from 66, 67
filtering inventory transfers 249, 258
filtering purchase orders 264
filtering report data 101–102
finance charges 209, 214, 215
Find windows 136, 138
finding customers 203
finding discrepancies in inventory counts
67, 273
finding items 154, 333, 334
finishing jobs, picking up work orders 372
fixed-amount commissions 164, 200
fixed-amount taxes 188
floor limits 198
food stamps 139, 172
footer section of POS screen 311
foreign currencies 52–53, 140, 189–190
formats
exported purchase orders 71
exported reports 107
labels See Label Designer
receipts See receipt formats 123
franking checks and vouchers 194, 338
free items 63–64, 166
function keys in POS
(table of keys and commands) 313–315
adding touchscreen keys 246
assigning macros to 377
basic keys, F1 through F12 315–317
CTRL+ keys 324–326
CTRL+SHIFT keys 326–328
overview 311
SHIFT+ keys 318–324
G
Gas Pump key in POS 323
gas pump transactions 361–362
gasoline items
See also standard items
described, specifying type 155
overview 154
tendering sales 361–362
general ledger account assignment
275, 385–390
Store Operations User’s Guide
427
General tab
item properties 155–156
register properties 232
shipping carrier properties 220–221
supplier properties 217–218
tender type properties 192–193
generating billing statements 278
generating inventory transfers 72–74,
251–252
generating labels 289–292
generating purchase orders 265–267
generating reports See reports
getting started
copy protection devices 3
interfacing with accounting software 385
introduction 1
sample database 3
setting up the store database 17–21
starting Store Operations 2
Store Operations Administrator 384
Store Operations Manager 22
Store Operations POS 309–313, 329, 347
upgrading from QuickSell 3
what's new 4–16
Getting Started task pad 23, 24
.gif files See pictures
gift cards and certificates See vouchers
gift items 63–64, 166
GL account assignment 275, 385–390
global customers 137, 206
glossary of terms used in this book
405–414
graphics
adding to labels 112
adding to reports 104
custom POS button images 244
customers 206
displaying on net display monitors 242
item pictures 167, 242, 354
Graphs key in POS 322
graphs, viewing at POS 376
gray items in dialog boxes 24
Great Plains accounting software
385, 391, 404
grouping columns in reports 99
H
hand-held inventory devices 66, 67
hardware devices
cash drawers 235
connections to registers 231
428
Store Operations User’s Guide
hardware devices (continued)
hand-held inventory devices 66
MICR readers 236
MSRs 236
OPOS 231
PIN pads 238
pole displays 234, 238–240
registers See registers
scanners 237
signature capture terminals 236
touchscreens 238, 245–246
header section of POS screen 311
Header tab
inventory transfer in properties 253–254
inventory transfer out properties 259–260
purchase order properties 267–269
headers on reports 103
Headquarters
Check Stores feature 154
enabling global customers 137
interfacing with accounting software
385, 391
retrieving accounts receivable from
136, 363
Store Operations Manager
configuration 143
Value Added Tax and 404
height of label objects 114
height of labels 110, 111, 298
Help, accessing from task pad 23, 24
Help key in POS 315
hiding credit card numbers 49, 137, 278
hiding POS screen elements 328
hiding report data 99, 101–102, 103
hiding report headers 103
highest prices 160
history
check 211–212
purchase 207–208
voucher or gift certificate 373
Hold key in POS 326
holds, placing and recalling items on hold 357
hours
Calendar in POS 316
Calendar in Store Operations
Manager 296–297
Cashier Log 95
cashier timecards 94, 300
schedules for sales, specials, or
promotions 228–229
Time Clock See Time Clock
housekeeping 128
HTML reports 107
HTML status bar on POS screen 310
hundreds, requiring decimal point 138
I
icons on POS screen 312
IDs
cashiers 197
default login 2, 3
registers 232
sales representatives 200
store 143, 385
tax numbers 206, 217
images See pictures
Import QuickBooks command 303–308
importing data from QuickBooks 303–308,
398–399
importing databases 308, 384
importing inventory data 66, 67
inactive items 32–33, 173
inserting label objects 112–115, 298–299
in-stock items See items
interest charges 214–215
international currencies 52–53, 140, 189–190
Internet
making items available on 173
online shipping 379–382
Internet Order key in POS 327
introduction
about Store Operations 1
interfacing with accounting software 385
Store Operations Administrator 384
Store Operations Manager 22
Store Operations POS 309, 329, 347
what's new 4–16
inventory
See also items
about tracking inventory 65
adding to See inventory transfers; purchase
orders
cost updates 133–135
hand-held inventory devices 66, 67
Inventory task pad 23, 24
item quantities 66–67
non-inventory items 154
offline inventory 77–78, 158, 271–273
organizing into departments and
categories 45, 183–184
inventory (continued)
physical inventory lists 67, 273
price calculation 133–135
purchase orders See purchase orders
restocking information 157–158
transfers See inventory transfers
Inventory menu
Manage Offline Inventory command
271–273
overview 249
Physical Inventory command 273
Purchase Orders command 264–271
Transfer Inventory In command 249–257
Transfer Inventory Out command 258–263
Inventory tab
Configuration command 133–135
item properties 157–158
Inventory task pad 23, 24
inventory transfers
checking quantities 157
issuing 258, 263
offline inventory 77–78, 271–273
overview 72
printing 254, 262
receiving 74, 250, 257
transfers in 72–74, 249–257
transfers out 75–76, 258–263
Inventory Wizard
assigning sales taxes 46–47
changing item prices 57, 60, 279–285
detailed instructions 279–285
making items active 33
invoices
due dates 214
receiving payments 363–364
viewing 86, 208
issuing inventory transfers out 258, 263
issuing purchase orders
See purchase orders
issuing queries to database 384
issuing reports See reports
issuing vouchers or gift certificates 373, 375
item assemblies See assembly items
item comments 140, 350
item costs
changing 56, 353
finding at POS 353
kit, automatically calculating 138
last cost, using 134, 139
Store Operations User’s Guide
429
item costs (continued)
setting in item properties 156, 158,
160, 166
supplier costs, updating 139
update methods 133–135
weighted average costs, using 134
item lookup codes
aliases 50, 161
assembly items 179
barcodes 141, 155, 156, 333
class lookup codes 156
entering, changing 155
lot matrix items 177
matrix items 174
parent items 167
serial numbers See serial numbers
item lot matrices See lot matrix items
item matrices See matrix items
item messages 167, 182
Item Messages command 182
Item Movement report 156
item pictures 167, 242, 354
item prices
calculation methods 133–135
changing using Inventory Wizard 57, 60,
279–285
decimal point in, requiring 138
discounts See discounts
entering at POS, requiring 172
gifts, tag along items 63–64
minimum prices, using 135
MSRPs 160
price breaks 159
price levels 135, 159–161, 206, 232
prioritized pricing 135
profit margins 156, 160
regular prices 56–57, 159–161
rounding rules 283–284
sale prices 59–60, 159–161
schedule of 163, 225–227
setting in item properties 156, 159–161
weekly sales schedules 58
item properties
Aliases tab 161
assembly items 33–34, 179–181
Commission tab 163–164
custom fields 130–131, 139, 156
Discounts tab 162–163
General tab 155–156
Inventory tab 157–158
430
Store Operations User’s Guide
item properties (continued)
kit items 39–40
Kit tab 171
lot matrix items 37–38, 177–179
matrix items 35–36, 174–176
modifying while viewing reports 105
offline inventory items 272
Options tab 172–173
overview 154
Pricing tab 159–161
Serial tab 168–170
serialized items 41–42
Special tab 166–167
standard items 31, 155–173
Substitutes tab 168
Suppliers tab 165–166
vouchers 43–44
item quantities
changing 66–67
changing for a specific transaction 351
checking at POS 351
checking in other stores 154
child items 167
entering or changing 157–158, 172
master pack quantities 165
parent items 167
restocking information 157–158
item taxes
applying to items 156
assigning to multiple items 46–47
charging at POS 352
creating, modifying 47–48, 185
deleting 48
exempt customers 205
Item Taxes command 185
item types 31, 154, 155
items
See also item properties; standard items
aliases 50, 161
assembly items See assembly items
assigning sales taxes to 46–47
back orders See back orders
child items 167
comments 140, 350
copying 154
costs See item costs
creating See creating items
deleting 32–33, 154
Find Items window 138
finding 154
items (continued)
gift certificates See vouchers
inactive items 32–33, 173
information on POS screen 311
inventory transfers See inventory transfers
item taxes See item taxes
Items task pad 23, 24
kit items See kit items
layaways See layaways
lookup codes See item lookup codes
lot matrix items See lot matrix items
making inactive 32
matrix items See matrix items
messages 167, 182
offline inventory 77–78, 158, 271–273
options, policies 138–139
organizing into departments and
categories 45, 183–184
out-of-stock items 32–33, 50, 138, 168
parent items 167
pictures 167, 242, 354
POS options 172–173
prices See item prices
profit margins 156, 160
properties See item properties
purchase history 207–208
purchase orders See purchase orders
quantities See item quantities
removing from transactions 354
reports See reports
restocking information 157–158
returns 343–344
ringing up sales 333–335
sales taxes See sales taxes
serial numbers See serial numbers
serialized items See serialized items
sold, assigning to sales
representatives 140, 366
standard items See standard items
substitute items 50, 168, 352
suppliers See suppliers
tag along items 63–64, 166
taxes See item taxes
tendering sales 336–341
types of 31, 154, 155
unknown items 138, 350
vouchers See vouchers
weighed items See weighed items
Items command
assembly item properties 179–181
lot matrix item properties 177–179
matrix item properties 174–176
overview 154
standard item properties 155–173
Items Supplied tab, supplier properties 218
Items task pad 23, 24
J
jobs See work orders
Journal key in POS 316
Journal menu
Assign GL Accounts command 275
Close Billing Cycle command 277–278
Mask Credit Card Numbers command 278
Post Closed Batches command 276–277
Update Batch Info command 274
View Journals command 274
journal receipts See receipts
Journal task pad 23, 24
Journal Viewer
accessing at POS 378–379
accessing in Store Operations
Manager 274
paging through receipts 378
journals
blind closeouts 125, 274, 332
closing batches 125, 274
generating X and Z reports 344–346
Journal task pad 23, 24
paging through receipts 378
posting closed batches
See posting closed batches
printing 274
QuickSell, viewing 308
receipt formats 123–124
settling EDC batches 126–127, 303
viewing 122, 274, 378–379
.jpg files See pictures
K
keyboard macro codes for tender types 192
keyboard shortcuts 23
keyboard wedge MSRs 236
Keyboards command, Registers
submenu 245–246
keyboards, touchscreen 238, 245–246
Store Operations User’s Guide
431
keys See function keys in POS
keystroke macros, recording at POS 377
kit items
See also standard items
automatically calculating costs 138
creating 39–40
defining components 171
described, specifying type 155
overview 154
vs. assembly items 179
Kit tab, item properties 171
L
Label Designer
creating templates from scratch 115–119
inserting objects 112–115
introduction 108
label format 111
overview 110
toolbar, fields described 297–299
label objects
defined 110
inserting 112–115
properties 298–299
size, position of 114
label styles See label templates
label templates
creating from scratch 115–119, 297
inserting objects 112–115
label format 111
overview 108, 110
Label Wizard 108–109, 289–292
labels
customer mailing labels 300
designing 110
for purchase-order items 271
for transferred inventory 257, 263
formatting 110, 111
inserting objects 112–115
Label Designer 297–299
Label Wizard 289–292
overview 108
printing using Label Wizard 289–292
printing 108–109, 113
samples 110, 119–121, 297
templates See label templates
Labels button 108, 156, 257, 263, 271
last cost, using 134, 139
Layaway key in POS 325
432
Store Operations User’s Guide
layaways
canceling 361
converting to regular transactions 358
creating 358
expiration, deposit settings 132–133
picking up 359–360
processing payments on 359
reports 83
Layaways reports 83
.lbl files See labels
level pricing 135, 159–161, 206, 232
levels, security See security
Limit Purchases command 223–224
limits
credit limits 209
customer age limits 182
floor limits 198
over/short limit 198
purchase limits 206, 223–224
return limits 198
linking POS buttons to Web sites 244
lists
Batch List 125
Customer List 90, 300
inventory See physical inventory lists
Items list 154, 315
Quantity List 66
Register List 231–238
local customers See customers
locales 52, 190
locations
bin locations 140, 167
store information 131–132
log, shipping 293
logging hours
at POS 365
in Store Operations Manager 95, 201–202
logging in to Store Operations 2, 139, 330
logging off current cashier 330
logos, adding to reports 104
looking up customers 203
looking up item quantities 157–158
looking up items 154, 333
lookup codes
See also item lookup codes
aliases 50, 161
assembly items 179
barcodes 141, 155, 156, 333
cashier ID numbers 197
lookup codes (continued)
categories 184
class lookup codes 156
currencies 190
custom POS button numbers 243
customer account numbers 203
customer taxes 185
departments 184
item taxes 185
items See item lookup codes
lot matrix items 177
matrix items 174
reason codes 54, 230
register numbers 232
sales representative ID numbers 200
sales taxes 187
serial numbers See serial numbers
suppliers 217
tender types 192
Lookup key in POS 315
lost vouchers or gift certificates, reissuing 375
lot matrix items
See also items
class lookup codes 156
creating 37–38
creating using New Item Wizard 285–288
overview 154
properties 177–179
lower prices
discounts See discounts
lower bound prices 160
lowest prices 160
sale prices See sale prices
M
macro codes for tender types 192
Macro key in POS 324
macros at POS 377
Magnetic Ink Character Recognition
readers 236
Magnetic Stripe Readers 236
mailing labels 300
mailing purchase orders 71
making backups 128, 138, 308, 384
making cash drops 348
making cash payouts 349
making items inactive 32, 173
Manage Offline Inventory command 271–273
Manager See Store Operations Manager
Manager Rights 196
manually entering item lookup codes 333, 334
manufacturer's suggested retail prices 160
markup, calculation of profit margin 156, 160
mask colors, custom POS buttons 244
Mask Credit Card Numbers command 278
masking credit card numbers 49, 137, 278
masks, credit card validation 195
master pack quantities 165
matrix items
See also items; lot matrix items
class lookup codes 156
creating 35–36
creating using New Item Wizard 285–288
lot matrix items 37–38
overview 154
properties 174–176
maximum commission 164
maximum taxable amounts 188
maximum tender amounts 195
measure, units of 158
member items 156
memorized reports
creating 106
overview 293
menus
See also specific menu or command
menu bar 23
reference 129
right-click menus 25
setting security for 26–29, 149–150
viewing security for 151
messages
item messages 167, 182
pole display messages 234, 238–240
to and from cashiers 93, 302, 365
Messages command 302
Messages key in POS 318
MICR readers 236
MICR tab, register properties 236
Microsoft Business Solutions accounting
software
See also accounting software
exporting to 391–392
Microsoft Excel, exporting reports to 107
Store Operations User’s Guide
433
Microsoft Retail Management System
See also Headquarters; Store Operations
getting started 2–3
introduction 1
making changes to the store database 30
setting up the store database 17–21
what's new 4–16
migrating from QuickSell 3, 308, 384
minimum deposit amount, setting 140
minimum deposit amounts, setting 132–133
minimum orders 165
minimum payment amount, setting 213
minimum prices, using 135
minimum taxable amounts 187
miscellaneous reports
Batch List 125
Cashier Log 95
Electronic Draft Capture Detail 127
overview 293
Pending Shipments report 16
Shipping Log 293
Tender Summary report 16
Mix and Match discounts 61, 162, 225–227
modes
Evaluation mode 3
return mode 343
Security mode 26, 28, 29, 149
terminal offline mode 383
modifying account types 213–215
modifying aliases 161
modifying batch information 125, 274
modifying Calendar events 296–297, 316
modifying cashiers 93, 196–198
modifying categories 45, 183–184
modifying check records 211–212
modifying column width in dialog boxes 25
modifying costs 56
modifying currencies 189–190
modifying customer taxes 185
modifying customers 85, 203
modifying data while viewing reports 105
modifying departments 45, 183–184
modifying discounts 225–227
modifying inventory transfers
transfers in 250, 253–256
transfers out 75, 258–262
modifying item messages 182
modifying item taxes 48, 185
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Store Operations User’s Guide
modifying items
assembly items 179–181
lot matrix items 177–179
matrix items 174–176
overview 154
standard items 155–173
modifying keyboard configurations 245–246
modifying net display channels 241–242
modifying pole display messages 238–240
modifying POS buttons 243–244
modifying prices
discounts 61–62
gifts, tag along items 63–64
regular prices 56–57
sale prices 59–60
using Inventory Wizard 57, 60, 279–285
weekly sales schedules 58
modifying purchase orders 69, 141, 264,
267–270
modifying reason codes 230
modifying receipt formats 247–248
modifying registers 231–238
modifying sales representatives 96, 199–200
modifying sales taxes 46, 186–188
modifying schedules for sales, specials, or
promotions 228–229
modifying shipping addresses for
customers 204
modifying shipping carriers 220–222
modifying substitutes 168
modifying suppliers 51, 216–219
modifying tender types 191–195
modifying Time Clock entries 95
money
See also tender types
accepting payments 338
cash back See cash back
cash drops 348
cash payouts 349
cash tender type 191
change owed, setting tender for 147
currencies 52–53, 140, 189–190
monitoring item quantities 157–158
monitoring status
inventory transfers in 74, 249, 250, 253
inventory transfers out 258
purchase orders 264, 267
monthly purchase limits 224
monthly sales graphs, viewing at POS 376
mouse use in Store Operations Manager 25
Movement report 156
moving columns in reports 99
moving inventory See inventory transfers
moving URLs in net display channels 242
MPQs 165
MSR tab, register properties 236
MSRPs 160
MSRs 236
multiple items
assembly items 33–34, 179–181
changing quantities at POS 351
in work orders, picking up partial work
orders 372
kit items 39–40, 138, 171
lot matrix items 37–38
on back order, picking up partial back
orders 368
on layaway, picking up partial
layaways 360
serialized items 41–42, 168
multiple stores See Headquarters
multiple tender entries in one transaction 337
Multi-Store tab, Configuration command 143
MYOB accounting software
See also accounting software
exporting to 401
N
names
cashiers 197
categories 184
customer companies 204
customers 204
departments 184
labels 298
net display channels 242
receipt formats 247
registers 232
sales representatives 200
specials 229
store 131
suppliers 217
natural disasters, restoring database
after 308, 384
Net Display Channels command, Registers
submenu 241–242
net display channels 55, 237, 241–242, 311
Net Display tab, register properties 237
new account types 213–215
new aliases 50, 161
new back orders 367
new Calendar events 296–297, 316
new cashiers 92, 196–198
new categories 45, 183–184
new check records 211–212
new comments 140, 350–351
new currencies 52, 189–190
New Customer key in POS 323
new customer taxes 185
new customers
See also customer properties
adding at POS 136, 363
adding in Store Operations Manager 85
new databases 384
new departments 45, 183–184
new discounts 225–227
new features in Store Operations 4–16
new gift certificates 373, 375
new inventory transfers
transfers in 72–74, 250, 251–252
transfers out 75–76, 258–262
new item messages 167, 182
new item taxes 47, 185
New Item Wizard
assembly items 34
detailed instructions 285–288
kit items 40
lot matrix items 37
matrix items 36
serialized items 42
standard items 31
new items
about item types 154
adding at POS 350
adding in Store Operations Manager 154
adding using New Item Wizard 285–288
assembly items 33–34, 179–181
in inventory transfers 256, 261
in layaways 358
in offline inventory 77, 272
in physical inventory lists 273
in purchase orders 269
in sales transactions 333–335
kit items 39–40
lot matrix items 37–38, 177–179
matrix items 35–36, 174–176
Store Operations User’s Guide
435
new items (continued)
serialized items 41–42
standard items 31, 155–173
tag along or gift items 63–64
vouchers 43–44
new keyboard configurations 245–246
new label templates 115–119
new macros at POS 377
new messages
item messages 167, 182
pole display messages 238–240
to and from cashiers 93, 302, 365
new net display channels 55, 241–242
new physical inventory lists 67, 273
new pole display messages 238–240
new POS buttons 53, 243–244
new purchase orders 68–69, 264, 265–267
new quotes 369
new reason codes 54, 230
new receipt formats 123, 247–248
new registers 231–238
new sales representatives 96, 199–200
new sales taxes 46, 186–188
new schedules for sales, specials, or
promotions 58, 228–229
new shipping addresses for customers 204
new shipping carriers 79, 220–222
new shipping services 79
new substitutes 50, 168
new suppliers 51, 216–219
new tender types 43, 44, 48, 191–195
new vouchers 373, 375
new work orders 371
no sale 139, 316
No Sale key in POS 316
No Tax key in POS 322
non-inventory items
See also standard items
described, specifying type 156
overview 154
notes
about specific items 139, 167
about suppliers 219
item messages 167, 182
to cashiers 93, 302
Notes tab, supplier properties 219
numbers
See also lookup codes
credit card, masking 49, 137, 278
custom POS buttons 243
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Store Operations User’s Guide
numbers (continued)
customer account numbers 203
GL accounts 275, 385–390
IDs See IDs
inputting amounts, requiring decimal
point 138
PO numbers 267
registers 232
serial numbers See serial numbers
suppliers 217
O
objects, label
defined 110
inserting 112–115
properties 298–299
size, position of 114
objects, OPOS service 3
odd items, discount pricing 163, 225–227
offline inventory 77–78, 158, 271–273
offline terminals 383
OLE for Point of Sale devices
cash drawers 235
MICR readers 236
MSRs 236
overview 231
PIN pads 238
pole displays 234
scales 235
scanners 237
service objects 3
signature capture terminals 236
on-account sales See credit customers
on-hold items 357
online shipping 379–382
on-order items 157
Open and Blind Closed Batches report
125, 274
open batches, closing
at POS 332
generating X and Z reports 344–346
in Store Operations Manager 125, 274
over/short limits 198
requiring opening and closing amounts 137
open inventory transfers, viewing 249, 258
open purchase orders, viewing 264
Open/Close key in POS 316
opening date for billing statements 89
opening registers 137, 331
opening reports See reports
opening Store Operations 2, 330
operators, report filtering 101
OPOS devices
cash drawers 235
MICR readers 236
MSRs 236
overview 231
PIN pads 238
pole displays 234
scales 235
scanners 237
service objects 3
signature capture terminals 236
options
See also properties
about Store Operations Manager
commands 129
about store policies and procedures 135
configuration options 130–148
customer options 136–137
general options 137–138
item options 138–139
POS options 139–141
purchase order options 141
reason codes options 141–142
serial number options 142
Options tab
Configuration command 135–142
item properties 172–173
ordering information 157–158
Ordering tab, Configuration command
132–133
orders
back orders See back orders
expiration, deposit settings 132–133
inventory transfers See inventory transfers
purchase orders See purchase orders
reports 82–83
requiring customer selection for 137
work orders See work orders
organizing inventory 45, 183–184
out-of-stock items 32–33, 50, 138, 168
over/short limits 198
overtendering 193, 195
P
packaging
child items 167
kit items 39, 138
lot matrix items 37–38
packaging (continued)
master pack quantities 165
parent items 167
units of measure 158
paging through receipts 378
parent items 167
partial dollar method 188
partial pickup
of back orders 368
of layaways 360
of work orders 372
partial tender entries 337
passwords
cashiers 197
default login 2, 3
Payment key in POS 320–322
payment providers 339, 340
payments
accepting 336–341, 363–364
cash back See cash back
cash drops 348
cash payouts 349
change owed, setting tender for 147
currencies 52–53, 140, 189–190
due dates 214
food stamps 139, 172
gas pump payments 361–362
layaways 359
minimum payment 213
tender types See tender types
to suppliers, terms 217
payouts, cash 349
payroll
Cashier Log 95
cashier timecards 94, 300
Time Clock See Time Clock
PC-Charge 294, 303
Peachtree accounting software
See also accounting software
exporting to 393–394
Pending Shipments report 16
pending transactions, settling EDC
batches 126–127, 303
percentage commissions 164, 200
Peripherals key in POS 326
personal information about customers,
storing in custom fields 130–131, 210
phone numbers
cashiers 197
customers 204
sales representatives 200
Store Operations User’s Guide
437
phone numbers (continued)
store 132
suppliers 218
Physical Inventory command 273
physical inventory lists 67, 273
picking up back orders 368
picking up layaways 359–360
picking up quotes 370
picking up work orders 372
pictures
adding to labels 112
adding to reports 104
custom POS button images 244
customers 206
displaying on net display monitors 242
item pictures 167, 242, 354
PIN numbers, debit card 340, 341
PIN Pad tab, register properties 238
PIN pads 238
placing items on back order 367
placing items on hold 357
placing items on layaway 358
placing items on sale See running sales
placing orders
inventory transfers in 73, 253
purchase orders 69, 268
plug-ins for accounting 391
PO See purchase orders
point limits 206, 223–224
point-of-sale program See POS; POS tasks
Pole Display Messages command,
Registers submenu 238–240
Pole Display tab, register properties 234
pole displays
See also net display channels
connections 234
messages 234, 238–240
showing bin locations on 140
policies, store
customer options 136–137
general options 137–138
item options 138–139
POS options 139–141
purchase order options 141
reason codes options 141–142
serial number options 142
pop cash drawer, tender type setting 193
POs See purchase orders
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Store Operations User’s Guide
POS
See also cashiers; function keys in POS;
POS tasks; registers
about the POS screen 310–313, 328
Calculator 140, 193, 315–316
Calendar 316
cashier rights and limits 196–198
configuring to connect to database 384
copy protection devices 3
custom buttons 53, 243–244, 311
customizing 328
daily activities 329, 347
entering and finding data See POS tasks
exiting 2
function keys See function keys in POS
icons in status bar 312
introduction 1
item messages 167, 182
logon, requiring after each sale 139
macros 377
messages to and from cashiers
93, 302, 365
net display channels 55, 237, 241–242, 311
OPOS See OPOS devices
options, policies 139–141, 172–173
overview 309
security levels 28–29
starting 2, 330
terminal offline 383
POS tasks
adding comments to invoices 140, 350–351
adding details 140, 351
assigning transactions to sales
representatives 140, 366
back orders 367–368
blind closeouts 332
canceling transactions 342, 354
cash drops 348
cash payouts 349
changing item costs 353
changing quantities for a specific
transaction 351
charging taxes 352
checking quantities in inventory 351
creating items 350
customer account changes 362–364
defining macros 377
deleting line items 354
discounts 355–356
POS tasks (continued)
entering closing amounts 137, 332
entering opening amounts 137, 331
finding item costs 353
finding items 333, 334
finding substitute items 352
gas pump transactions 361–362
gift certificates 373–376
layaways 358–361
logging on and off 139, 330
online shipping 379–382
placing items on hold 357
printing reports 344–346
quotes 369–370
receiving payments 363–364
returns 343–344
ringing up sales 333–335
sending messages 365
tendering sales 336–341
terminal offline 383
Time Clock 365
turning receipt printers on and off 378
updating customer accounts 362–364
viewing graphs and reports 376
viewing item pictures 354
voiding transactions 342, 343, 354
vouchers 373–376
work orders 371–372
positioning keys for touchscreen
keyboards 245
positioning label objects 114
positioning URLs in net display channels 242
Post Closed Batches command 276–277
posting closed batches
basic steps 126
for Business Solutions programs 391
for MYOB 401
for Peachtree 393
for QuickBooks 395, 399
Post Closed Batches command 276–277
power failures
restoring database after 308, 384
running terminals offline 383
preferred customers 159, 208, 213
preventing overtendering 193
preventing sales
certain items 173
customer age requirements 182
inactive items 32
purchase limits 206, 223–224
previewing net display channels 242
previewing receipts 379
previewing reports See reports
price breaks 159
price levels 135, 159–161, 206, 232
prices
calculation methods 133–135
changing using Inventory Wizard 57, 60,
279–285
decimal point in, requiring 138
discounts See discounts
entering at POS, requiring 172
gifts, tag along items 63–64
minimum prices, using 135
MSRPs 160
price breaks 159
price levels 135, 159–161, 206, 232
prioritized pricing 135
profit margins 156, 160
regular prices 56–57, 159–161
rounding rules 283–284
sale prices 59–60, 159–161
schedule of 163, 225–227
setting in item properties 156, 159–161
weekly sales schedules 58
pricing schedule, discount 163, 225–227
Pricing tab, item properties 159–161
primary cashier 206
primary sales representative 206
primary shipping address, customer 205
primary supplier 165, 166, 266
Printer key in POS 325
printers
connections to registers 231
Printer 1 or 2 231
Receipt Printer 1 233
Receipt Printer 2 233–234
sharing 140
turning on and off 378
printing inventory lists 273
printing inventory transfers 74, 76, 254, 262
printing journals 274
printing labels 108–109, 113, 289–292
printing purchase orders 71, 269
printing receipts 86, 124, 138, 139, 274,
378, 379
printing reports
at POS 344–346
from Store Operations Manager 293
printing statements 88–89, 277–278
Store Operations User’s Guide
439
prioritized pricing, using 135
problems
barcode scanners 333
database errors 308, 384
servers down, running terminals offline 383
processing returns 343–344
profit margins 156, 160
promotions
creating schedules for 228–229
discounts 61–62
gifts, tag along items 63–64
on specific items 59–60
sale prices See sale prices
weekly sales schedules 58
prompting cashiers
for 100% deposits on back orders 140
for customer selection 137
for details 140
for opening and closing amounts 137
for reason codes 141–142
for sales representative 140
for serial numbers 142
when item quantity exceeds stock level 33
when items are unknown 138
properties
account types 213–215
assembly items 33–34, 179–181
Calendar events 296–297
cashiers 92–93, 95, 196–198
categories 45, 183–184
check records 211–212
currencies 52, 189–190
custom POS buttons 243–244
customer taxes 185
customers 85, 203–210
departments 45, 183–184
discounts 225–227
inventory transfers in 250, 253–256
inventory transfers out 258–262
item messages 182
item taxes 47, 48, 185
items See item properties
keyboard configurations 245–246
kit items 39–40
labels 110
lot matrix items 37–38, 177–179
matrix items 35–36, 174–176
modifying while viewing reports 105
net display channels 241–242
pole display messages 238–240
purchase orders 264, 267–270
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Store Operations User’s Guide
properties (continued)
reason codes 230
receipt formats 247–248
registers 231–238
sales representatives 96, 199–200
sales taxes 46, 186–188
schedules for sales, specials, or
promotions 228–229
serialized items 41–42
shipping addresses for customers 204
shipping carriers 220–222
standard items 155–173
suppliers 51, 216–219
tender types 48, 191–195
vouchers 43–44
providers, payment 339, 340
pump transactions, gas 361–362
punching in 95, 365
purchase history 207–208
Purchase History tab, customer
properties 207–208
purchase limits 206, 223–224
purchase orders
checking quantities 157
creating 68–69, 265–267
editing 69, 141, 264, 267–270
including in closed batches for posting 277
options, policies 141
overview 68
placing items on, prohibiting 173
PO numbers 267
printing 71, 269
receiving 70, 264, 270–271
restocking information 157–158
viewing, tracking 264
Purchase Orders command 264–271
purchase restrictions
blocking sales of certain items 173
customer age requirements 182
inactive items 32
purchase limits 206, 223–224
purchases
assigning to sales representatives 140, 366
back orders 367–368
canceling transactions 342, 354
deleting line items 354
discounts 355–356
gift certificates 373–376
handling customer accounts 362–364
layaways See layaways
quotes 369–370
purchases (continued)
reports 344–346
restrictions See purchase restrictions
returns 343–344
ringing up sales 333–335
shipping charges 380
tendering sales 336–341
voiding transactions 342, 343, 354
vouchers 373–376
with terminal offline 383
work orders 371–372
Q
quantities
changing 66–67
changing for a specific transaction 351
checking at POS 351
checking in other stores 154
child items 167
entering or changing 157–158, 172
master pack quantities 165
parent items 167
restocking information 157–158
quantity discount prices 163, 225–227
Quantity List report 66
queries, database 384
quick item lookup codes 161
Quick Scan feature 67, 256, 261, 269, 273
QuickBooks
See also accounting software
accounting merge feature 385
exporting to 148, 395–400
importing from 303–308, 398–399
integration with 397–400
QuickSell
receipts 247
upgrading from 3, 308, 384
viewing journals 308
what's new in Store Operations 4–16
quitting Store Operations 2
Quote key in POS 324
quotes
converting to regular transactions 369
converting to work orders 370
creating 369
expiration settings 132–133
picking up 370
reports 82
requiring customer selection for 137
saving tender information with 140
Quotes reports 82
R
random weight EAN codes 140
random weight UPC codes 141
rates
currency exchange 52, 189–190
interest 214–215
sales tax 188
.rct receipt files 247
readers, MICR and MSR 236
reading messages 302, 365
rearranging columns in reports 99
reason codes
creating, modifying 54, 230
entering for returns 343
offline inventory 273
options, policies 141–142
prompting for 141–142
Reason Codes command 230
Reason Codes key in POS 327
Recall key in POS 317
recalling transactions
back orders 368
items on hold 357
layaways 359–361
quotes 370
returns 343–344
voiding transactions 342
work orders 372
receipt formats
assigning to registers 124, 233, 234
creating, modifying 123, 247–248
QuickSell, incompatibility of 247
templates 247
Receipt Formats command, Registers
submenu 247–248
Receipt Printer 1 tab, register properties 233
Receipt Printer 2 tab, register properties
233–234
receipt printers
connections to registers 231
Receipt Printer 1 233
Receipt Printer 2 233–234
sharing 140
turning on and off 378
receipts
blind closeouts 332
closing batches 125, 274
formats See receipt formats
generating X and Z reports 344–346
marking as duplicates 138
Store Operations User’s Guide
441
receipts (continued)
masking credit card numbers 49, 137, 278
paging through 378
posting closed batches
See posting closed batches
printer settings 140, 231, 233–234, 378
printing 86, 124, 138, 139, 274, 378, 379
QuickSell 247, 308
settling EDC batches 126–127, 303
templates 247
viewing 86, 122, 208, 274, 378–379
receivables 90, 136, 209, 363
receiving inventory transfers 74, 250, 257
receiving messages 302, 365
receiving payments 363–364
receiving purchase orders 70, 264, 270–271
recording macros at POS 377
recovering databases 308, 384
redeeming vouchers or gift certificates
43, 44, 374
reducing prices See discounts; sale prices
reducing receipts in receipt preview 379
reference of commands and dialog boxes 129
refreshing data in reports 106
Regional Sales report 81, 90
Register Analysis report 300
Register List command, Registers
submenu 231–238
register properties
Cash Drawers tab 235
General tab 232
MICR tab 236
MSR tab 236
Net Display tab 237
PIN Pad tab 238
Pole Display tab 234
Receipt Printer 1 tab 233
Receipt Printer 2 tab 233–234
Scale tab 235
Scanner tab 237
Signature Capture tab 236
Touchscreen tab 238
registers
See also cashiers; POS; POS tasks;
register properties
cash drawers See cash drawers
configuring to connect to database 384
connections to printers, other devices 231
copy protection devices 3
creating, modifying 231–238
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Store Operations User’s Guide
registers (continued)
OPOS devices See OPOS devices
properties See register properties
Register Analysis report 300
running offline 383
starting 2, 330
viewing 231–238
Registers submenu, Database menu
Custom POS Buttons command 243–244
Keyboards command 245–246
Net Display Channels command 241–242
Pole Display Messages command 238–240
Receipt Formats command 247–248
Register List command 231–238
regular prices 56–57, 159–161
reissuing vouchers or gift certificates 375
reminders
for Calendar events 296–297, 316
for database backup, turning off 138
for specific items 167, 182
removing account types 213
removing cash from drawers 348, 349
removing cashiers 93, 196
removing categories 183
removing check records 211
removing currencies 189
removing custom POS buttons 243
removing customer taxes 185
removing customers 86, 203
removing departments 183
removing discounts 225
removing filter criteria for reports 102
removing inventory transfers 250, 258
removing item messages 182
removing item taxes 48, 185
removing items
basic steps 32–33, 154
from assembly items 181
from inventory transfers 256, 261
from matrix classes 175, 178
from offline inventory 78, 272
from physical inventory lists 273
from purchase orders 269
from transactions 354
removing keyboard configurations 245
removing messages from cashiers 302
removing net display channels 241
removing pole display messages 238
removing purchase orders 264
removing reason codes 230
removing receipt formats 247
removing registers 231
removing sales representatives 96, 199
removing sales taxes 46, 187
removing schedules 228
removing shipping addresses for
customers 204
removing shipping carriers 220
removing suppliers 52, 216
removing tender types 191
reorder point, changing 157–158
replacements costs 158
replacing vouchers or gift certificates 375
reports
about generating reports 98
about tracking data with reports 80–83
accessing detail data from summary
reports 105
Accounts Receivable, Summary and
Detailed 90
adding logo 104
Backorders, Summary and Detailed 82
Batch List 125
Cashier Log 95
choosing columns to display 103
Commission 81, 97
creating 98
creating memorized reports 106
Crystal Reports 94, 300–301
Customer List 90, 300
Customer Mailing Labels 300
Department Cost/Sales 81
Detailed Sales 80
Detailed Tax Collected 80
Electronic Draft Capture Detail 127
exporting to other file formats 107
filtering 101–102
generating at POS 344–346
graphs of sales, viewing at POS 376
hiding or showing headers 103
Item Movement 156
Layaways, Summary and Detailed 83
memorized 106
memorizing 106
modifying data while viewing 105
Open and Blind Closed Batches 125, 274
overview 80, 293
Pending Shipments report 16
reports (continued)
Physical Inventory, printing 273
printing 293
Quantity List 66
Quotes, Summary and Detailed 82
refreshing data 106
Regional Sales 81, 90
Register Analysis 300
Reports task pad 23, 24
sales graphs, viewing at POS 376
saving settings 106
Shipping Log 293
sorting 99–100
Summary Sales (Daily) 80
Summary Tax Collected (Daily) 80
templates for 247
Tender Summary report 16
Timecard 94, 300
Top Performers 81, 90
Work Orders, Summary and Detailed 82
X 125, 274, 332, 344
Z 125, 198, 274, 332, 344–346
ZZ 198, 344–346
Reports menu 293
Reports task pad 23, 24
Reprint key in POS 323
reprinting statements 89, 277–278
requisitions See inventory transfers; purchase
orders; work orders
resizing columns in dialog boxes 25
restocking information 157–158
restoring databases 308, 384
restricting access See security
restricting purchases
blocking sales of certain items 173
customer age requirements 182
inactive items 32
purchase limits 206, 223–224
Retail Management System
See Microsoft Retail Management System
retail prices See prices
Return key in POS 324
returns
automatically placing in offline
inventory 273
limits 198
processing at POS 343–344
reason codes 230
Store Operations User’s Guide
443
revolving accounts See charge accounts
right-click menus 25
ringing up sales 333–335
RMS Network 137
RMS Network key in POS 328
rounding values 139, 193, 283–284
running sales
See also discounts
gifts, tag along items 63–64
on specific items 59–60
price schedules for 228–229
setting sale prices 159–161
weekly schedules 58
S
sale prices
See also discounts
for specific items 59–60
gifts, tag along items 63–64
schedules for 228–229
setting in item properties 159–161
weekly sales schedules 58
sales
lowering prices See running sales
transactions See sales transactions
sales commissions
assigning transactions to sales
representatives 140, 366
reports 81, 97
setting for specific sales
representatives 200
setting in item properties 163–164
sales journals See journals
sales quotes See quotes
Sales Rep key in POS 323
sales reports
accessing detail data from summary
reports 105
adding logo 104
choosing columns to display 103
Commission 81, 97
creating 98, 106
Department Cost/Sales 81
Detailed Sales 80
Detailed Tax Collected 80
exporting to other file formats 107
filtering 101–102
generating at POS 344–346
graphs of sales, viewing at POS 376
444
Store Operations User’s Guide
sales reports (continued)
hiding or showing headers 103
memorized reports 106
modifying data while viewing 105
overview 293
refreshing data 106
Regional Sales 81, 90
saving settings 106
sorting 99–100
Summary Sales (Daily) 80
Summary Tax Collected (Daily) 80
Top Performers 81, 90
X 125, 274, 332, 344
Z 125, 198, 274, 332, 344–346
ZZ 198, 344–346
sales representatives
as customers 206
assigning to customers 206
assigning transactions to 140, 366
commissions See sales commissions
creating, modifying 96, 199–200
deleting 96
overview 91, 96
primary, setting 206
reports 81, 97
security levels 26–29, 149–150
Sales Reps command 199–200
Sales Tax tab, Configuration command
145–146
sales taxes
assigning to items 47
charging at POS 352
creating, modifying 46–47, 186–188
customer taxes 185
exempt customers 205
item taxes 185
options, settings 145–146
reports 80
Sales Taxes command 186–188
sales transactions
assigning to sales representatives 140, 366
back orders 367–368
canceling 342, 354
deleting line items 354
details about, adding to receipts 140, 351
discounts 355–356
gasoline 361–362
gift certificates 373–376
graphs of, viewing at POS 376
sales transactions (continued)
handling customer accounts 362–364
layaways See layaways
placing holds 357
purchase history 207–208
quotes 369–370
reports See sales reports
returns 343–344
ringing up sales 333–335
shipping charges 380
tendering sales 336–341
tracking See sales reports
voiding 342, 343, 354
vouchers 373–376
with terminal offline 383
work orders 371–372
sample database 3
sample labels 110, 119–121, 297
saving copies of database 128, 138, 308, 384
saving item comments 140
saving report settings 106
saving reports in other file formats 107
savings, customer purchase history 207
scale connections 231, 235
Scale tab, register properties 235
scan codes
for items See item lookup codes
for tender types 192
Scanner tab, register properties 237
scanners 231, 237, 333
schedules
Calendar in POS 316
Calendar in Store Operations
Manager 296–297
commission 163–164
discount 61–62, 163, 225–227
sale 160, 228–229
tax, basis for 145
weekly sales 58
Schedules command 228–229
schemes, discount 162–163
Screen key in POS 325
screen, POS
customizing See customizing POS screen
function keys
See function keys in POS screen
overview 310–313
touchscreens 238, 245–246
searching for customers 203
searching for discrepancies in inventory
counts 67, 273
searching for items 154, 333, 334
Secure key in POS 317
security
assigning levels to employees 29, 198
Calendar events 297
copy protection devices 3
described 196
overview 26
Security Manager 151
Security mode 26, 28, 29, 149
setting in Store Operations Manager
27–28, 149–150
setting in Store Operations POS 28–29
Time Clock access 95
viewing in Security Manager 151
Security - Set Security command 26–28,
149–150
Security - View command 151
Security Manager 151
Security mode 26, 28, 29, 149
selecting customers at POS 137, 362–363
selling items See transactions
selling vouchers or gift certificates 373, 375
sending messages
for specific items 167, 182
to cashiers 93, 302, 365
sending purchase orders 71
serial numbers
about serialized items 41, 155
deleting 168
entering at POS 335
entering in Store Operations Manager 168
options, policies 142
viewing 168
Serial tab, item properties 168–170
serialized items
See also standard items
creating 41–42
described, specifying type 155
managing serial numbers 168
overview 154
ringing up sales of 335
servers
connecting to 384
database problems, troubleshooting 384
down, running terminals offline 383
failures, restoring database after 308, 384
Store Operations User’s Guide
445
Services tab, shipping carrier properties
221–222
Set Customer key in POS 316
Set Security command, Security
submenu 26–28, 149–150
sets of items
assembly items 33–34, 179–181
kit items 39–40, 138, 171
lot matrix items 37–38
serialized items 41–42, 168
setting security levels
assigning levels to employees 29
for cashiers 198
in Store Operations Manager 27–28,
149–150
in Store Operations POS 28–29
levels described 196
overview 26
setting up the store database 17–21
Settle EDC Batch command 303
settling EDC batches 126–127, 303
sharing printers 140
SHIFT+ function keys in POS 318–324
Ship To key in POS 325
shipping
See also inventory transfers
Automatic Shipping 139, 232
carriers See shipping carriers
charges 380
customer preferences 207
online shipping 379–382
services See shipping services
tracking shipments 16, 293, 382
Shipping Address tab, customer
properties 204–205
shipping carriers
adding charges to transactions 380
creating, modifying 79, 220–222
customer preferences 207
default settings for each register 232
online shipping 379–382
properties 220–222
tracking shipments 16, 293, 382
Shipping Carriers command 220–222
Shipping key in POS 318
Shipping Log 293
shipping services
adding charges to transactions 380
customer preferences 207
online shipping 379–382
setting for each carrier 79, 221–222
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Store Operations User’s Guide
shipping services (continued)
setting for each register 232
tracking shipments 16, 293, 382
short item lookup codes 161
short limits 198
shortcut menu, mouse 25
shortcuts, keyboard 23
showing Find windows by default 136, 138
showing item descriptions at POS 138, 139
showing item notes at POS 139
showing net channels
See net display channels
showing POS screen elements 328
showing report data 99, 101–102, 103
showing report headers 103
showing tender types in a different order 192
signature capture devices 193, 236
Signature Capture tab, register properties 236
signatures, requiring for certain tender
types 193
sizes, matrix items 175
sizing columns in dialog boxes 25
sizing label objects 114
sizing labels 110, 111, 298
Small Business Manager
See also accounting software
exporting to 391–392
sorting reports 99–100
Special tab, item properties 166–167
specials
creating schedules for 228–229
discounts 61–62
gifts, tag along items 63–64
on specific items 59–60
weekly sales schedules 58
specifications, matrix items 175
spreadsheets, exporting reports as 107
standard items
See also items
creating 31
creating using New Item Wizard
31, 285–288
overview 154
properties 155–173
starting Store Operations 2, 330
state taxes 146
statements
closing date 143–144
due dates 214
minimum payment 213
printing 88–89, 277–278
statistics See reports
status
inventory transfers in 74, 249, 250, 253
inventory transfers out 258
purchase orders 264, 267
status bar on the POS screen 310, 312
stock on hand See item quantities
store
database See store database
ID 143, 385
location information 131–132
multi-store operations See Headquarters
policies See store policies
store database
backing up 128, 308, 384
backup reminders 138
configuring with Administrator 384
connecting to 384
exporting data See accounting software
items See items
making changes to 30
queries 384
sample database 3
setting up 17–21
troubleshooting 384
store ID 143, 385
store managers
as customers 206
overview 91
security levels 26–29, 149–150
Store Operations
components 1
copy protection devices 3
exiting 2
getting started 2–3
introduction 1
making changes to the store database 30
navigating in 24
security See security
setting up the store database 17–21
starting 2, 330
upgrading from QuickSell 3, 308, 384
what's new 4–16
Store Operations Administrator 1, 384
Store Operations Manager
configuration 130–148
dialog boxes 24
exiting 2
introduction 1
Store Operations Manager (continued)
main window 23
menus 23, 129
navigating in 24
overview 22
reference of menus, commands, and
options 129
security See security
setting up the store database 17–21
starting 2
tabs in dialog boxes 24
task pads 23, 24
toolbar 24
using dialog boxes and tabs 24
using the menu bar 23
using the mouse 25
using the task pads 23, 24
Store Operations POS
See also POS; POS tasks
about the POS screen 310–313, 328
copy protection devices 3
customizing 328
exiting 2
icons in status bar 312
introduction 1
overview 309
security levels 28–29
starting 2, 330
Store Operations Administrator and 384
store policies
customer options 136–137
general options 137–138
item options 138–139
POS options 139–141
purchase order options 141
reason codes options 141–142
serial number options 142
Store tab, Configuration command 131–132
street addresses
customers 204–205
store 131
suppliers 217
styles
custom POS buttons 243
labels See label templates 108
touchscreen keys 246
sub descriptions 139, 156
substitute items 50, 168, 352
Substitute key in POS 326
Store Operations User’s Guide
447
Substitutes tab, item properties 168
subtotal on POS screen 311
suggested retail prices 160
summary reports
accessing detail data from 105
Accounts Receivable - Summary 90
adding logo 104
Backorders - Summary 82
choosing columns to display 103
creating 98, 106
exporting to other file formats 107
filtering 101–102
hiding or showing headers 103
Layaways - Summary 83
memorized reports 106
modifying data while viewing 105
Quotes - Summary 82
refreshing data 106
saving settings 106
sorting 99–100
Summary Sales (Daily) 80
Summary Tax Collected (Daily) 80
Tender Summary report 16
Work Orders - Summary 82
Summary Sales (Daily) report 80
Summary Tax Collected (Daily) report 80
supplier properties
Additional tab 218
custom fields on Additional tab
130–131, 218
General tab 217–218
Items Supplied tab 218
Notes tab 219
suppliers
See also supplier properties
assigning currencies to 52
costs, updating to last costs 139
creating or modifying 51, 216–219
deleting 52
purchase orders for 266
setting for specific items 165–166
Suppliers command 216–219
Suppliers tab, item properties 165–166
surcharges, debit card 195, 340
switching between customers at POS 363
system failures
restoring database after 308, 384
running terminals offline 383
troubleshooting 384
448
Store Operations User’s Guide
T
tab-delimited reports 107
tabs in dialog boxes
See also specific tab
moving between 24
tag along items 63–64, 166
tare weights 167
Task 110: Change Item Prices 57, 60,
279–285
Task 170: Assign Item Sales Tax 47
Task 200: Make Items Active 33
task pads 23, 24
tasks, Inventory Wizard 279
tasks, POS See POS tasks
tax collected reports 80
tax numbers 206, 217
taxes
charging at POS 352
customer taxes 47, 185, 204
exempt customers 205
item taxes 47–48, 156, 185
sales taxes 46–47, 145–146, 186–188
Value Added Tax 145, 402–404
Taxes key in POS 324
tax-exclusive method 145, 402
tax-inclusive method 145, 402
telephone numbers
cashiers 197
customers 204
sales representatives 200
store 132
suppliers 218
templates, label
creating from scratch 115–119, 297
inserting objects 112–115
label format 111
overview 108, 110
templates, receipt and report 247
tender
See also tender types; tendering sales
accepting payments 338
amounts higher than total 193, 195
currencies 52–53, 140, 189–190
decimal point, requiring 138
maximum amounts 195
report 16
verifying 194–195, 211–212
Tender key in POS 317
Tender Summary report 16
Tender tab, Configuration command 147
tender types
accepting payments 336–341
assigning currencies to 53
change owed, setting tender for 147
creating, modifying 48, 191–195
properties 192–195
report 16
voucher tender type 43, 44
Tender Types command 191–195
tendering sales
basic steps 336–341
gasoline 361–362
layaways 359–361
terminal offline mode 383
terminals, signature capture 236
terms of payments to suppliers 217
terms used in this book, glossary 405–414
text files
exporting reports as 107
importing inventory data from 66, 67
third-party Add-Ins 299
Time Clock
at POS 365
in Store Operations Manager 94–95,
201–202
Time Clock key in POS 326
Timecard report 94, 300
times
Calendar in POS 316
Calendar in Store Operations
Manager 296–297
hours worked See Time Clock
schedules for sales, specials, or
promotions 228–229
titles
customers 204
item messages 182
matrix dimensions 175
Toggle Tax key in POS 324
toolbars
Label Designer 297
POS See function keys in POS
Store Operations Manager 24
Top Customers report 90
Top Performers reports 81, 90
total sales
customer purchase history 207
Detailed Sales report 80
graphs of, viewing at POS 376
Summary Sales (Daily) report 80
total savings, customer purchase history 207
totals on POS screen 311
Touchscreen tab, register properties 238
touchscreens 238, 245–246
Track Shipping key in POS 327, 382
tracking data See reports
tracking inventory 65, 157–158
tracking serialized items 168
tracking shipments 16, 293, 382
transactions
assigning to sales representatives 140, 366
back orders 367–368
canceling transactions 342, 354
deleting line items 354
details about, adding to receipts 140, 351
discounts 355–356
gasoline 361–362
gift certificates 373–376
graphs of, viewing at POS 376
handling customer accounts 362–364
information on POS screen 311
layaways See layaways
placing holds 357
purchase history 207–208
quotes 369–370
reports See sales reports
returns 343–344
ringing up sales 333–335
shipping charges 380
tendering sales 336–341
tracking See sales reports
voiding 342, 343, 354
vouchers 373–376
with terminal offline 383
work orders 371–372
Transfer Inventory In command 249–257
Transfer Inventory Out command 258–263
transferring data from QuickBooks 303–308,
398–399
transferring data to accounting software
assigning GL accounts 275, 385–390
exporting to Microsoft Business Solutions
programs 391–392
exporting to MYOB 401
Store Operations User’s Guide
449
transferring data to accounting
software (continued)
exporting to Peachtree 393–394
exporting to QuickBooks 395–400
integration with QuickBooks 397–400
overview 385
posting closed batches
See posting closed batches
Store Operations Manager
configuration 148
Value Added Tax and 404
transferring funds between vouchers 375
transferring inventory
offline inventory 77–78, 271–273
overview 72
transfers in 72–74, 249–257
transfers out 75–76, 258–263
troubleshooting
barcode scanners 333
database problems 384
servers down, running terminals offline 383
turning backup reminders off 138
turning printers on and off 378
turning report headers on and off 103
types
of accounts 144, 208, 213–215
of discounts 162, 163, 225–227, 226
of items 31, 154, 155
of label objects 298
of reason codes 54, 230
of tender See tender types
typing item lookup codes 333, 334
U
units of measure 158
unknown items 138, 350
UPC barcodes
See also item lookup codes
entering 155, 333
formats 156
random weight UPC codes 141
scanner problems 333
Update Batch Info command 274
updating batch information 125, 274
updating costs, update methods 133–135
updating data while viewing reports 105, 106
upgrading databases 3, 308, 384
upper bound prices 160
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Store Operations User’s Guide
URLs
custom POS button links 244
net display channels 55, 237, 241–242, 311
shipping carriers 220–221
suppliers 218
user IDs
cashiers 197
default login 2, 3
sales representatives 200
user-defined fields 130–131, 156, 210, 218
users
See also specific type of employee
IDs See user IDs
security levels 26–29, 149–150
Utilities menu
Add-Ins submenu 299
Backup Database command 308
Calculator command 295
Calendar command 296–297
Calendar Events command 297
Crystal Reports command 300–301
Import QuickBooks command 303–308
Label Designer command 297–299
Messages command 302
overview 294
Settle EDC Batch command 303
View Old QS2000 Journals command 308
V
validation masks, credit card 195
validation text, printing on checks and
vouchers 194, 338
Value Added Tax (VAT) 145, 402–404
Verification tab, tender type properties
194–195
verifying tender 194–195, 211–212
verifying vouchers or gift certificates 374, 376
View command
Journal menu 274
Security submenu 151
View Old QS2000 Journals command 308
viewing batches 122, 125, 274, 378–379
viewing inventory transfers 249, 258
viewing invoices 86, 208
viewing item pictures at POS 354
viewing item quantities 157–158
viewing items 154
viewing journals 122, 274, 378–379
viewing purchase orders 264
viewing QuickSell journals 308
viewing receipts 86, 122, 208, 274, 378–379
viewing reports See reports
viewing sales graphs at POS 376
visits, customer purchase history 207
voiding transactions 342, 343, 354, 361
Voucher key in POS 326
voucher tender type 191, 194, 338, 374
vouchers
See also standard items
creating 43–44
creating tender type for 43, 44
described, specifying type 156
expiration date, setting 147
overview 43, 154
redeeming 374
selling 373, 375
serial numbers 168
transferring funds to new vouchers 375
W
walk-in customer tax group 146
watermarks on receipts 138, 378
Web sites
custom POS button links 244
making items available on 173
net display channels 55, 237, 241–242, 311
shipping carriers 220–221
suppliers 218
wedge MSRs 236
weekly purchase limits 224
weekly sales graph, viewing at POS 376
weekly sales, specials, or promotions
58, 228–229
weighed items
See also standard items
described, specifying type 155
entering weight in item properties 167
overview 154
tare weights 167
weight scale connections 231, 235
weighted average costs, using 134
what's new 4–16
width of columns, changing 25
width of label objects 114
width of labels 110, 111, 298
windows
customizing 130–131, 156, 210, 218
dialog boxes 24
POS 310–313, 328
windows (continued)
reference of commands and dialog
boxes 129
setting security for 26–29, 149–150
task pads 23, 24
viewing security for 151
withdrawals
cash back See cash back
cash drops 348
cash payouts 349
Wizards menu
Inventory Wizard 279–285
Label Wizard 289–292
New Item Wizard 285–288
Wizards task pad 23, 24
work hours, entering
at POS 365
in Store Operations Manager 95
Work Order key in POS 324
work orders
converting quotes to 370
creating 371
expiration, deposit settings 132–133
picking up 372
reports 82
requiring customer selection for 137
Work Orders reports 82
X
X reports 125, 274, 332, 344
XML files
exporting accounts to 275–277, 391–392
importing inventory data from 67
receipts 247
reports 107
Y
yearly purchase limits 224
yearly sales graphs, viewing at POS 376
Z
Z reports 125, 198, 274, 332, 344–346
zeros, requiring decimal point 138
zip codes
customers 81, 90, 204
store 131
suppliers 217
zooming in or out on receipt preview 379
ZZ reports 198, 344–346
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451
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