Handheld `Store`
4.18 Using Route Manager in
a Store
Introduction
Using Route Manager as part of your daily store routine
will speed up the data entry process and help provide
your customers with a rewarding experience during
their visit. Using a single system for all of your point of
sale needs will reduce tedious double entries and
human error.
This document describes three different methods that
you can use to incorporate the Route Manager
program into your daily operations within your store:
Using a handheld as a Store Route: This option can
be used with a handheld prepared for your store that
includes all of your customers and a cash account.
You can use an existing extra handheld you have for
your route drivers or purchase a new one for your
store.
Using a Scanner attached to a Workstation: Using a
simple scanner attached to a workstation in your store
allows your employees to scan the items your
customer is purchasing right on the invoice entry
screen.
Using a separate Cash Register: A Point Of Sale
register can be used that will provide you with a
ledger at the end of each day that can be entered into
Route Manager.
Each of these methods is covered within this document
in the order listed.
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Handheld ‘Store’ Route
Using a handheld that is prepared with an in-house
‘Store’ route is a convenient option that can be used in
your store. You can simply create a route in Route
Manager that contains all of your customers within the
off-route list and create invoices or receive payments
daily, as well as print receipts if you have an extra
printer.
Here are the steps to follow to set up a handheld for
your store:
1. Create a new Handheld Class tailored for the store.
2. Add a ‘Store’ employee as a driver within Employee
Setup.
3. Create a new ‘Store’ route within the Route Master
screen.
Each item listed is covered in detail within this section
in the order listed.
NOTE: It is not necessary to assign any customers to the
‘Store’ route.
New Handheld Class
A new Handheld Class should be added to the system
since the handheld used in the store will not require
morning loads and additional features that would only
apply to a driver.
Navigate to Lists > Routes > Handheld Class and add a
new class to Route Manager:
NOTE: You can elect to copy settings from an existing
class when choosing the Add key.
Click through each tab and enable/disable the features
that you would like to use within your store.
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Here are some recommendations for each tab:
General: Enable notes and include at least 30 days of
history.
Hardware: Select the handheld and printer that you
will be using in the store.
Sales Rules: Consider turning on price overrides and
removing rentals if needed.
Off Route: Since all of the customers will be serviced
off-route, you should include all of the messages
available, and set the off-route filter to ‘1’ to include
all accounts. Additionally, make sure that you have a
Cash Sale account entered for walk-ins.
Ensure that you go through each tab to produce the
desired results within your store.
Save your new class and continue.
New Employee
Create a new ‘Store’ employee in the system that will
be used for all store sales on the handheld. This
employee will need to be coded as a driver to ensure
that it is available within the login screen of the
handheld.
Navigate to Lists > Employee Setup > Employees and
add the new employee to the system:
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Assign the employee to the new Handheld Class
(created in the previous section) on the Driver tab:
Save your new employee and continue to the next
section.
New Route Master
A new ‘Store’ route will need to be added to the system
in order for you to be able to process a
Morning/Afternoon Card for the store each day.
Navigate to Lists > Routes > Route Master and add a
new route to the system:
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Assign the new ‘Store’ employee (created in the
previous step) to the route within the Driver field:
Ensure that you have an adequate number of invoices
available for off-route invoices within the ‘Off-Route
Inv. Qty’ field on the Invoices tab:
Save the new route and continue to the next section.
Daily Processing
1.
2.
3.
4.
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The following steps will need to be followed each day
to ensure that the handheld functions properly within
your store and that you are updating the transactions
properly:
Create a Morning Card for the ‘Store’ route.
Login to the handheld using the ‘Store’ employee from
the login list.
Service your established accounts or walk-ins from the
Off-Route menu of the handheld program.
Upload your transactions at the end of each day by
performing an Afternoon Card.
Follow these simple steps daily to ensure a successful
store experience.
5
Hand Scanner on a Workstation
This simple method employs a hand scanner that plugs
directly into a USB port and essentially functions as a
second keyboard on your workstation. All you have to
do is point the scanner at a barcode, and it will
automatically scan it into the invoice screen on the
desktop.
Just complete the steps below and you can begin using
a scanner in your store:
1. Purchase a handheld USB scanner. Refer to the
Scanner Options section below or contact Advantage
Route Systems for information on compatible options.
2. Add all of your product UPC code identification
numbers to your items within Route Manager
3. Begin scanning your items in the store.
Scanner choices and the remaining items are covered
below.
Scanner Options
Many different types of scanners will work with the
Route Manager program. This includes multiple
interface options such as USB or Bluetooth
connections. While ARS has not tested many of the
available options on the market, generally you can
search for software or hardware that allows the
scanner to function as a ‘keyboard wedge’ — this
includes scanners that are wired and wireless.
Here is an example of a standard ‘keyboard wedge’
type USB scanner:
Once you have installed the scanner, all you have to do
is point the scanner at a barcode, and it will
automatically scan it into the invoice screen on the
desktop.
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Adding UPC Codes to Products
In order for your products to scan properly into the
system, you will need to add each UPC code to the
Product Charge Code file.
Navigate to Lists > Product Codes > Product Charge
Codes, and click on the Handheld tab:
Enter the complete code within the ‘Product UPC Code’
field on the screen:
NOTE: Generally, bar codes are ‘12’ characters in length.
Be sure to include the smaller numbers shown at the
beginning and end of the bar code to ensure proper
operation.
NOTE: If you already have your scanner installed, you
can mouse click into the Product UPC Code field and scan
the UPC code from the product to automatically
populate the correct code.
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Scanning Items in your Store
You can scan an item a customer is purchasing from
within the Invoices and Adjustments screen on the
desktop.
Navigate to Transactions > Invoices and Adjustments
and add a new transaction for a customer or cash
account on the screen.
There are two scanning icons on the bottom of the
invoice screen that can be selected (shown below):
The
button allows you to quickly scan items into
the invoice with a default quantity of one, and the
button prompts you to enter the quantity as
each item is scanned.
Selecting the button on the left will display the
following dialog screen, letting you know that the
system is waiting for you to scan an item:
Scan the product by placing the red light of the scanner
over the UPC Code on the item.
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NOTE: There will be a blinking cursor within the Scan
Items screen. Ensure that you mouse click into this field
if you have shifted the focus to another screen prior to
scanning.
As each item is scanned, it is automatically added to
the invoice screen behind the Scan Items window with
a default quantity of one:
Once you have scanned all of the items on the current
invoice, click the DONE key and Save the invoice:
Selecting the scan button on the bottom right of the
invoice will display an additional screen following a
scan that allows you to enter the quantity prior to
adding the item to the invoice:
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Enter the quantity and click OK. Scan all of the items
needed and click the DONE key.
Save the invoice to complete the process. Additionally,
you can print a copy of the invoice and give it to the
customer by choosing the printer icon on the toolbar:
Here is an example of a full page receipt with a
payment voucher:
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Cash Register
1.
2.
3.
4.
Another option is to purchase and use a completely
independent cash register in your store. This can
satisfy legal requirements for a store where it
accumulates totals, prints a receipt and properly
calculates taxes on appropriate items. Most registers
have a cash drawer to store the money you collect
throughout the day.
Generally, if you go this route you have the ability to
generate a daily summary (using the x, y or z keys) and
from this final receipt, you can:
Balance out your drawer
View sales by product
View daily sales tax summaries
Have a list of charge sales
There may be additional functions available based on
the register you purchased. Some registers allow you
to create a summary transaction and then key the data
into your Route Manager system as a single invoice
using the grand total of all of the transactions. This can
then be posted and will become a part of your daily
sales totals.
Alternatively, you may even be able to connect your
cash register directly into Route Manager and avoid
keying in the invoice data. Presently, ARS does not
have an interface for this type of arrangement, but it
may be added in the future.
Summary
Using Route Manager as a part of your store process is
encouraged so that you can use a single system to
meet all of your point of sale requirements. It may help
eliminate errors and keep your employees and
customers informed on account related issues since
they will have immediate access to the customer data
using the handheld or scanning methods. If you have
any questions regarding these options, please contact
an Advantage Route Systems support technician to
further assist you.
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Copyright © 1994-2016 by Advantage Route Systems,
Inc. All Rights Reserved.
Printed in the United States of America.
Advantage Route Systems, Inc.
3201 Liberty Square Parkway
Turlock, CA 95380 USA
Phone: 1.209.632.1122
Web Site: www.AdvantageRS.com
Email: [email protected]
Warning
All information in this document and the on-line help
system, as well as the software to which it pertains, is
proprietary material of Advantage Route Systems, Inc.
and is subject to a Route Manager license and nondisclosure agreement. Neither the software nor the
documentation may be reproduced in any manner
without the prior written permission of Advantage
Route Systems, Inc.
Series 7: Version Date, May 4, 2016
Series 7.1.X
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