Manual - Barcode Discount

Manual - Barcode Discount
Store Manager Point-of-Sale for Windows
Version 4.5
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Store Manager Point-of-Sale for Windows
POS-X
2130 Grant St.
Bellingham, WA 98225
Phone: (360) 738-8433
Fax: (360) 738-3495
www.pos-x.com
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Store Manager Point-of-Sale for Windows
POS-X Store Manager
Point-of-Sale For Windows
Table of Contents
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2
3
4
5
6
Getting Started
Setup
Store Manager POS Cash Register
Store Manager POS Office
Bar Code Printing
Data Integrator
Appendix 1 Store Manager POS for Networks
Appendix 2 Instructions for Charge Card Software Setup
Appendix 3 Instructions for Store Manager Touch Screen
Version
Index
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Store Manager Point-of-Sale for Windows
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CHAPTER ONE
GETTING STARTED
PROGRAM OVERVIEW
Store Manager Point-of-Sale for Windows transforms a PC into a powerful point-of-sale cash
register for retail sales, service, and rental businesses. No limitations are placed on the number
of products that can be stored in the system. Store Manager Point-of-Sale works with or
without bar code equipment.
During the basic transaction, product codes are entered or scanned into the transaction and the
screen instantly displays the quantity, price, and product description. When completed, the
transaction is totaled, sales tax is applied, change is computed, the cash drawer is opened, a
receipt is printed, and inventory and sales records are updated. Many options are available to
the cashier during a transaction making Store Manager POS a complete and powerful point-ofsale system.
The system is divided into four functional areas:
• The Store Manager POS Cash Register, which is used as a cash register for day to day
operations and sales.
• The Store Manager Office, which provides all support functions. Store Manager Office
handles system setup options, accesses data stored by the system, provides sales and
inventory reports, AR, POs, and many other functions.
• Code Name: Zebra Bar Code Printing for Windows which prints bar code labels to place
on items not already coded.
• Store Manager Data Integrator which provides support & integration for portable data
collector files and other external files.
SYSTEM REQUIREMENTS
Required
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A PC ( with your Windows’ version RAM requirement)
Windows 95/98/Me/2000/xp
A Pentium-Class processor (anything newer than a 486)
Standard printer port, keyboard port (ps2), and serial ports for optional equipment
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Optional Equipment
Important: Check the current list of supported/compatible equipment brands and models on our
web site before purchasing any equipment from another dealer.
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Printer (for receipts and reports)
Bar Code Reader (keyboard wedge type)
Customer Pole Display
Electronic Cash Drawer
Magnetic Card Reader
Keyboard and/or Mouse Operation
The Store Manager Cash Register has been specially designed to allow for easy operation with
or without a mouse. API has designed the Store Manager Cash Register to use the function
keys, arrow keys, page keys, Escape key, and Enter key to make the Cash Register easy to
operate even in a mouseless environment. For those who will be using a mouse, mouse
operation is standard. You will find the special programming for operation of these keys greatly
simplifies getting around in the Store Manager Cash Register--with or without a mouse.
SETUP/INSTALLATION
Windows 95/98/Me/2000/xp
To setup/install Store Manager POS to Windows:
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First, unload (stop) any programs that may be running on your computer.
Insert the Store Manager POS CD-ROM Disk into the appropriate drive or double
click the downloaded installation file.
Click Start, then Run.
Type D:\SETUP (where D is the letter representing your CD-ROM) and click OK or press
Enter.
Follow the installation program’s instructions.
UP AND RUNNING IN 5 MINUTES
Store Manager POS was designed to be a complete and powerful system, but at the same time,
very simple to operate. Follow these suggestions to get up and running right away:
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Learn the basic transaction first--this should not take more than five minutes. This will get
you up and running and teach you to complete a transaction.
Store Manager Point-of-Sale for Windows
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Skim through the manual to become familiar with available features. Use the manual to learn
those features you plan to use.
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Later go through the manual more thoroughly to acquaint yourself with all the features
available.
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Store Manager POS is loaded with many more features than any single business will ever
use. For this reason, we have designed the program so features that are not needed or not
being used can be completely ignored. For example, Store Manager POS offers three levels
of taxes. Ninety-nine percent of our customers use only a single sales tax and can
completely ignore the other two levels. However, if you are a Canadian customer, you will be
very interested in the available tax levels and will want to read about them in the manual.
The Quick Setup
Before going through our basic transaction example, you will first need to enter your tax rate
and a test product.
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From the Store Manager POS Office menu select SETUP, SALES TAX SETUP.
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The Sales Tax Utility Window will appear. Select the Tax One tab, if not already selected.
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Change Apply Tax One to “ON”, then enter your Sales Tax Percent (we will enter “7.25”).
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Move down to Display On Receipts and enter "Sales Tax", or whatever you wish to call the
tax on your receipts. Some like to enter the rate, such as "7.25% Sales Tax", it’s up to you.
Your choice will precede the sales tax on the screen and on your receipts. The choice is not
permanent, you may return here and change it whenever you like.
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Select how you want your sales tax to round. We selected "Round .5 and above up".
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Select OK to save and return to the main Store Manager POS Office screen.
Sales Tax Setup
Store Manager Point-of-Sale for Windows
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Now select UTILITIES, QUICK PRODUCT ADD/EDIT from the Store Manager POS Office
menu.
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Enter or scan a product code for a new item in the Enter/Scan Product Code entry box.
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We are entering the Universal Product Code (UPC) for Kleenex Facial Tissues,
03600027710. You may enter/scan a product code of your own.
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Move down to Description One and enter your product’s description, we are entering
"Kleenex Facial Tissues".
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We are placing 10 into Inventory Qty.
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Move down to Standard Price and enter 1.49, or your product’s price.
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Press F2 to save. The item is now included in your database, press Cancel to Exit.
Entering New Records
The Basic Transaction
We will now enter the most basic transaction into the Cash Register.
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Enter the Store Manager POS Cash Register.
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Enter, scan, or "Lookup" the product code: 03600027710.
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The product appears (repeat above step to enter additional products).
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Press F8 (or click the Tender ICON) to total the transaction and bring up the Tender
Window.
Store Manager Point-of-Sale for Windows
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Enter the cash tendered (or select the Exact Cash ICON).
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Press Enter, to record the transaction (and print a receipt, if the receipt printing has been
setup).
There are many, many possible variations to this basic transaction, however, most transactions
will be as simple as this to complete.
Importing Existing Databases
If you already have a list of your products in a spreadsheet, database, or another program, you
should be able to import the products directly into Store Manager POS. Existing databases are
often available from suppliers. Check with your suppliers, it could save you a lot of time. See
IMPORTING PRODUCT/CUSTOMER RECORDS in the Data Integrator, Chapter 6 of this
manual for details on importing your products into Store Manager POS.
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CHAPTER TWO
SETUP
Store Manager POS Office
SYSTEM SETUP (PREFERENCES)
Default system preferences are accessible from the Store Manager POS Office SETUP,
SYSTEM SETUP menu. These system preferences allow you to customize how you wish the
Store Manager POS Cash Register to respond to different situations. You will probably wish to
start with the default preferences (not checked). Then, when you are more familiar with the Cash
Register’s operation, come back and review the possibilities to customize you register.
Use Food Stamps. Check if you wish the system to handle food stamps.
Don't allow negative quantities. The system allows negative quantities for exchanges/returns
within the same transaction as a sale. If you do not want your cashiers to have the capability to
enter negative quantities, then check this box.
Don't show dollar signs. Many countries besides the US and Canada use this program and
most do not use dollars for their currency. Check this box to remove dollar signs from the
currency.
Don't prompt before deleting. The system will delete a product (in the Cash Register), without
prompting the cashier for confirmation, when F5 is pressed or the delete ICON is clicked.
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Need to press ENTER after EXACT CASH. Selecting the F3 function key (or clicking the Exact
Cash ICON) in the Tender Window automatically fills in the exact cash amount needed to
complete the transaction. If this box is checked, the system will go directly to recording the
transaction at this point. If the box is not checked, the system will pause and ask for confirmation
prior to recording the transaction.
Need to press ENTER after EXACT CHECK. Selecting the F4 function key (or clicking the
Exact Check ICON) in the Tender Window automatically fills in the exact check amount needed
to complete the transaction. If this box is checked, the system will go directly into recording the
transaction at this point. If the box is not checked, the system will pause and ask for confirmation
prior to recording the transaction.
Notify when inventory quantity equals zero. If checked, the cashier will be notified if an item
does not have enough inventory to complete the sale. Note that this low inventory warning
assumes that all sales of identical items are entered on the same line.
Food stamps default to exact qualified. If you want the food stamp amount to default to
exactly the food stamp qualified amount, then check this box (for food stamp card-type sales
areas). If not checked, the amount will default to the next highest dollar (for regular food stamp
sales).
Record detailed customer history info. Detailed customer history is very useful to some users,
but stores large amounts of data in an active retail outlet. If the information is not used or
needed, it is easier not to store the data than control the size of the customer History database
table.
Don't record life sales data. Some foreign currencies may become to large to maintain a life
sales total. If so, those totals can be suspended by checking this box.
Remove sales returns from commissions.
employee commission totals.
Check this box to remove sales returns from
Require cashier identification. If checked, requires cashiers to identify themselves when
entering the cash register. The ID is used on receipts and for recording various information.
Note: If password protection is on, cashier identification will automatically be required, whether
this box is checked or not.
Always select customer price. Always select customer price over best price. See SYSTEM
PRICE SELECTION in Chapter 3 for a full discussion of this topic.
Zero for customer price if indicated. If above “Always select customer price” is checked and
the customer price equals zero, then the system enters a price of zero into the transaction if this
box is checked. If not checked, the system reverts to the best price rule.
Use customer credit limit option. Use customer credit limits when checked. The system will
stop the cashier when a customer attempts to charge an amount above their in-house credit limit.
Nontaxable not changed by customer tax. If “Auto Select Customer Tax” is being used, and
an item in the database is coded as “Nontaxable”, it will be taxed as the auto tax rate indicates. If
not checked, the item will remain “Nontaxable”.
Record activity in audit log. The audit log provides valuable information for managers to track
the activities of cashiers. If not interested in this information, then do not check this box. The
audit log information can be read with your favorite word processor/text editor (including Windows
Notepad, Write, or Wordpad). The audit log is stored at \posdata\auditlog.txt.
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Track consignment sales. Check if using consignment sales (See CONSIGNMENT SALES in
Chapter 4).
Don't warn to close previous day's sales. The system automatically warns when the previous
day’s sales have not been cleared (Register Closed). If you don’t want this warning, check this
box.
Automatic lock between transactions. Locks the register between transactions, requiring the
cashier to re-identify before gaining entrance. This can be useful for tracking cashier activity, but
also slows down the cashiers considerably.
Don't require customer ID when tax exempt. Generally, the taxing institution requires
information on the customer and sale when an item is sold as tax exempt. If you do not need
such information, this box may be checked to avoid having the system require identification of the
customer during a tax exempt sale.
Sort product info alphabetically. If you would prefer the Product Info Window to be sorted
alphabetically, then check this box.
Include Month Totals on Sales Report. The system will print a “Master Sales Report” when the
register is closed. The report includes daily and monthly sales totals. If you do not want the
monthly totals printed, then check this box.
Don’t Use Average Cost. Deactivates the Average Cost feature of Store Manager POS (see
Chapter 4, Average Cost).
Open Drawer Only With Cash Transactions. If you are using a slotted cash drawer, you may
want your drawer to open only with cash transactions.
Try SKU after not finding a Product Code. Cash Register will search the SKU field for a match
if the item scanned is not found in the Product Code field. This allows scanning either the UPC
bar code or the manufactures’ bar code for a product.
Quickbooks Options. See Chapter 4, QuickBooks Interface.
Use Random Weight Bar Codes. Random Weight Bar Codes are special bar codes with the
price built into the code. See Random Weight Bar Codes for specific information.
Allow Only Static Value Gift Cards. Allows selling only fixed value gift cards. See Gift Cards
for detailed information.
Allow Giving Cash Back on Gift Cards. Changes system default from preventing cash back on
gift cards, to allowing cash back on gift cards. See Gift Cards for detailed information.
Allow To View/Browse for Gift Cards. Changes system default from preventing cashier from
seeing outstanding gift cards to allowing the cashier access to outstanding cards. See Gift Cards
for detailed information.
Don't Record Product Sales History. Detailed product history is very useful to some users,
but stores large amounts of data in an active retail outlet. If the information is not used or
needed, it is easier not to store the data than to control the size of the Product History database
table.
Don't Auto Backup During Close. The system automatically backs up data when closing the
register(s). If you have another backup system in place, you may disable the automatic backup
function here. DO NOT DISABLE this function without an alternate backup system in place.
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Additional System Preferences (Page Two) are accessible from the Store Manager POS Office
SETUP, SYSTEM SETUP menu, by pressing the More button.
System Preferences Page Two
Cleared Cash Drawer Cash. The system will automatically place a value in the cash drawer
cash total when it is cleared.
New Customer Credit. The system can automatically place a credit limit on new customers.
Next Transaction Number. Change the next (and following) transaction numbers. The next
transaction number can be from 1 to 999,999.
Customer Open Caption. The Customer Window in the Store Manager POS Cash Register
has two user defined (open) fields. The captions for those fields can be entered here.
User Defined Tender. The Store Manager POS Cash Register’s Tender Window has three
user defined tender fields. They are primarily intended for additional charge card types. Enter
their captions here.
On-The-Fly Tax Code. The default tax code assigned to items entered “on-the-fly”.
Default Product Lookup. Choose the default field that the product lookup feature will
automatically sort by: product code, description, SKU, or open indexed.
Decimal Places In Quantity. Select the number of decimal places shown in the quantity fields:
0, 1, 2, or 1-3 Auto Receipt. 1-3 Auto Receipt always shows 3 decimals on the screen, but
expands from 1 to 3 on the receipt depending on the length of the decimal (this setting is
primarily for use with random weight bar codes).
Identify Customer. Should identifying a customer be the cashier’s decision, always required, or
always reminded?
NOTE: This will not change the system requirements to identify a customer. For example, the
system requires all customers placing an item on layaway to be identified.
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Common City, State, Zip. Place the most common customer address into these fields and they
can be entered with one keystroke.
Tender F11 & F12. Optional Tender Icons/Function keys to allow entering common dollar
amounts with one keystroke.
Show Charge Screen. Select if you want the PC Charge Screen to display with the various User
Defined tender types.
Quickbooks Options. See Chapter 4, QuickBooks Interface.
SALES TAX SETUP
As more states and countries are trying to balance their budgets, sales taxes are becoming
more and more complicated. At one time it was simply a matter of designating a product as
taxable or nontaxable. Now it is not always that simple. There may be two, even three taxes
applicable to certain products. Such changes have quickly made some cash registers obsolete.
Fortunately, Store Manager POS can painlessly handle most any tax situation that may arise.
Store Manager POS will allow you to store and apply taxes at three separate rates. Every
product can be set to have any combination of the three taxes or no tax applied at all, giving a
total of eight possible combinations. These eight combinations are referred to as the TAX
CODES.
TAX CODES
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Code 0 = Nontaxable Item
Code 1 = Apply Tax 1 Only
Code 2 = Apply Tax 2 Only
Code 3 = Apply Tax 3 Only
Code 4 = Apply Tax 1 & 2
Code 5 = Apply Tax 1 & 3
Code 6 = Apply Tax 2 & 3
Code 7 = Apply Tax 1, 2, 3
Code 8 = Tax Exempt Item
The appropriate tax code should be entered into the Product1 database table and then the
appropriate tax will be applied during the transaction. The cashier may also change the taxable
status of a product during a transaction. Additionally, a customer may be specified with a special
tax code which will override the tax code in the Product1 database table. This would primarily be
used for tax exempt customers, but can be used with any tax combinations if necessary.
Nontaxable VS Tax Exempt
Before continuing, a brief explanation on nontaxable items verses tax exempt items is necessary.
A nontaxable item is an item that is not taxed by the taxing institution (often food and medicine
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are nontaxable). A tax exempt item is an item that is normally taxable, however, the customer is
exempt for some reason (often customers purchasing for resale, charitable organizations, or
governments are tax exempt). For tax reporting purposes, the program keeps track of sales
made to tax exempt customers. For this reason, the program will require the cashier to identify
the tax exempt customer prior to allowing a tax exempt item or tax exempt transaction to be
completed (a system preference allows recording of tax exempt customers to be turned off if
desired). Tax exempt is a condition of the customer and not the product, thus all tax exempt
sales are identified at the time of sale or by the customer “Auto Tax Selection” and not from a
default tax code within the Product1 database table.
The Tax Exempt database table stores various information on each tax exempt sale. This
information may or may not be required by your taxing institution. To avoid accidentally erasing
needed information, none of the close/clear utilities delete any of this database’s records. How
often you delete the file or its records is up to you. It will probably depend on how often you are
required to file sales tax information. Use a Delete UPDATE query to rid the database table of
unneeded records.
To delete all records:
DELETE FROM [Taxexempt]
To delete all before Jan. 1, 2005:
DELETE FROM [Taxexempt] WHERE [Transaction Date] < #1/1/2005#
Altering Taxes At The Time-Of-Sale
To change a single line item's default tax, access the Product Window (F7, or click the Product
ICON). Enter the number of the new tax option in the tax code entry box. As the cashier moves
the focus to the tax code entry box, a window with the different tax options will appear to help with
the decision.
An entire transaction can also be identified as nontaxable or tax exempt. To do so, bring up the
Transaction Window (F4, or click the Transaction ICON). Select Nontaxable Transaction or
Tax Exempt Transaction. Another window will appear allowing the cashier to select any
combination of the three tax levels as either nontaxable or tax exempt. For all tax levels selected,
the default tax will be overridden. If you are only using one tax level, the cashier may either select
that one level, or all of them, it makes no difference, the unused ones are ignored by the
program. To keep the cashier informed, the Transaction Box will show "NT" followed by the
nontaxable tax levels (NT123) or "TE" followed by the tax exempt tax levels (TE123).
Any or all tax levels may also be entered manually. Select Manual Tax OverRide from the
Transaction Window and another window will appear which allows the cashier to enter a
manual tax for any of the three tax levels. Manual tax entries will override the default tax,
charging the manual amount to the transaction. The Transaction Box will show "MT", followed
by the tax levels entered manually (MT123).
Setting The Tax Rate
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To begin using one or all of the three sales tax levels available, you must first set the tax rate.
To set the tax rate, select SALES TAX SETUP from the Store Manager POS Office SETUP
Menu. If not already selected, choose the appropriate tab for the tax you will be working with
(generally "Tax One").
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Change Apply Tax One to “ON”.
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Enter your Sales Tax Percent rate (7.25% is entered as 7.25).
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Some states/countries have a minimum sale before any tax is charged, typically about $0.15,
but some areas have extremely high levels. Enter the correct amount, if any, in Minimum
Taxed.
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Move down to Display On Receipts and enter "Sales Tax", or whatever you wish to call the
tax. Some like to enter the rate, such as "7.25% Sales Tax", it’s up to you. Your choice will
precede the sales tax on the screen and on your receipts. The choice is not permanent, you
may return here and change it whenever you like.
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Select how you want your sales tax to round (see Determining The Rounding Method).
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Select OK to save and return to the main Store Manager POS Office screen.
Sales Tax Setup
Determining The Rounding Method
If Round Up is selected, the customer will be charged an entire cent for any portion of a cent
owed. For example, if the tax rate is 6.5% and the customer's purchase is for $11.25, the tax
owed would be $.73125 (73.125 cents). This would be rounded up by the program to $.74 (74
cents).
If Round Down is selected, the customer will not be charged until an entire cent is owed. For
example, if the tax rate is 6.5% and the customer's purchase was for $11.50, the tax owed would
be $.7475 (74.75 cents). This would be rounded down by the program to $.74 (74 cents).
If Round .5 And Above Up is selected, the tax owed will be rounded to the nearest cent. That
is, any calculation showing the tax owed to be one half cent ($.005 or .50 cents) or above will be
charged the entire cent. Any calculation showing the tax owed to be less than one half cent
($.0049 or .49 cents) will not be charged for the cent.
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The rounding method you should select depends on the laws of your state. Call your
appropriate state office to determine the correct method. You may have a little trouble finding
someone who knows! So let's discuss an alternate method for determining how your state
chooses to round. The method involves the use of the tax schedules that are published by the
states to assist businesses in calculating sales tax applicable to taxable transactions.
As an example, we will use the "State of California 6% Sales Tax Reimbursement Schedule, Civil
Code Section 1656.1", effective April 1, 1974, Appendix G to Regulation 1700. Any schedule will
do, however.
Move down the table and multiply a few of the brackets breaking point by 6% (.06) and compare
what 6% actually is to the amount of sales tax listed. Here is a good example from the schedule
that shows both the upper and lower limits:
Transaction
----------10.75-10.91
Tax
--.65
So the State of California says to charge $.65 if the transaction falls within the range of $10.75 to
$10.91. Multiply out the lower break point:
.06 X 10.75 = .645
Percent of 10.75 is only sixty-four and one half cents. However, the state schedules says to
charge a full sixty-five cents. So we now know that the state either rounds everything up, or
rounds .5 and above up (to the nearest penny). Let's check the upper break point and find out:
.06 X 10.91 = .6546
We can now clearly see that California does not round everything up, but rounds to the nearest
penny. So we should select ROUND .5 AND ABOVE UP. All transactions will then result in
sales tax charges identical to the amount that would be charged if we were using the State's 6%
Tax Schedule.
Sales Tax and Item Discounts
State laws on how tax will, or will not, be applied to discounts vary widely. Store Manager POS
attempts to satisfy the many possibilities by providing a versatile tax and discounts option.
If charging sales tax on discounts sounds a bit much, you are not alone. Hopefully, your state
does not practice this type of behavior and you can skip this section. The system defaults to not
charging sales tax on discounts.
To charge sales tax on discounts check the Apply Tax One (or Two or Three) To Discounts
box.
You can then choose to apply any combination of taxes to the discounted part of a sale. Of
course, selecting one of these options will not apply sales tax to the discounted portion of a
nontaxable, or tax exempt item.
This gets a bit confusing so lets go through an example:
Your sales tax (level 1) rate is 5 percent. A customer purchases a $10 item that you have offered
at a 20 percent discount. If you have not chosen to apply sales tax(1) to discounts, the
transaction will be calculated as follows:
Store Manager Point-of-Sale for Windows
Item
taxable(1)
tax(1)
total due
$8.00
$8.00
$0.40
$8.40
(8.00
X
17
.05)
If you have chosen to apply sales tax(1) to discounts, the transaction will be calculated as
follows:
Item
taxable(1)
tax(1)
total due
$8.00
$10.00
$0.50
$8.50
(10.00
X
.05)
Sales Tax and Transaction Discounts
The entire section Sales Tax And Item Discounts applies equally to transaction discounts. The
system makes no distinction between item discounts or transaction discounts for tax purposes.
However, there is one final tax consequence that must be considered when giving transaction
discounts. It involves how sales tax will be charged when a transaction has both taxable and
nontaxable items and a transaction discount is given. This gets pretty deep, so we will use an
example to help explain.
A customer has purchased $10 of merchandise ($8 taxable and $2 nontaxable). You are giving a
30 percent or $3 transaction discount. Because the transaction is discounted and not the item,
we don't know what was discounted by $3--taxable items, or nontaxable items. To keep the tax
collector off your back, and ours, Store Manager POS will first consider the discount to be on the
nontaxable items in the transaction and then on the taxable items. So in our example, the tax
would be calculated by applying the tax rate to $7.
Another option is to always use item discounts when you have both taxable and nontaxable
items. The tax would then be calculated individually (because the program knows which items
are being discounted).
If you have combination of taxable, nontaxable, and transaction discounts, and this method of
calculation does not fit your needs, you may wish to use the manual tax entry to override it.
RECEIPT/INVOICE SETUP
Note: Individual instruction sheets for supported printers are located on our web site
along with the appropriate drivers for those printers.
Select RECEIPT/INVOICE SETUP from the Store Manager POS Office SETUP menu to setup
or change the receipt settings (or click the Receipt Printer ICON on the tool bar).
A receipt is stored by Store Manager POS even when the user selects not to print a receipt and
even when default receipt printing is turned off. These stored receipts can be printed (or
reprinted) immediately following a transaction by selecting FILE, PRINT LAST RECEIPT (Cntrl
P). They can also be printed later by selecting FILE, PRINT PAST RECEIPT (the system
prompts the user to enter the past receipt’s transaction number).
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These stored receipts are saved in the user defined default receipt format. So if you will only be
printing receipts occasionally, it is still a good idea to select the default receipt format that is right
for your printer.
The Store Manager POS Receipt Setup utility divides receipt setup into four tabs--one universal
settings and three categories based on the type of printer that is being used. The user may set
up any or all of the three categories, as switching between printers and receipt types is allowed
from within the Store Manager POS Cash Register. This is handy for operations that will
generally print Tape-type receipts, but occasionally wish to print a full page invoice.
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Universal Settings. The settings on this tab apply to all three types of receipts.
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POS (Tape) Printer. Settings for POS (tape) printers. These are the 40-column receipt and
charge card printers designed for POS systems. Paper is continuous with no perforations.
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Tractor-Fed Printers (DMPs). Note: Tractor-Feb receipt printing options are provided
only to maintain backward compatibility with older versions of Store Manager POS
running on older versions of Windows (95, 98, or ME). Tractor-Fed receipt printing
does not work with newer versions of Windows (2000 or XP). Tractor-Fed dot-matrix
printers. These receipts are designed for 80-column (8 1/2 Inch Width) paper. Receipt
formats are available for 5 1/2”, 7”, 11”, and continuous page lengths.
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Laser/Ink Jet Printers. Single sheet-fed printers. Primarily for laser and ink jet printers, but
will work with some single sheet-fed dot-matrix printers.
Universal Settings
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Default Receipt Type. Select one of the three types of receipts explained above as the
default receipt type.
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Default = Print Receipt. Check this box to print receipts for each sale by default. If not
checked the system will default to not printing receipts. The cashier can change this
selection manually at the time of sale.
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Receipt Headings. Every receipt can include a one to four line heading. Enter your heading
in the spaces provided, flush to the left side. The system will center each line of the the
heading automatically. Leading blanks are retained by the system when centering (except
when proportional fonts are selected), so can be used to adjust the system’s placement of
the lines.
The remainder of the Universal Settings are accessed by pressing the More Settings button.
•
Receipt Bottom. Every receipt can include a one or two line bottom remark (“Thank You For
Shopping With Us”, “Visit Us Again Soon!”, etc.). Enter your remarks in the spaces provided,
flush to the left side. The system will center each line automatically. For more information on
the bottom of the receipts, see the Statement File explanations with each type of printer.
•
Work Order / Repair Order / Ticket. A special line can be automatically printed on open
transactions to indicate the purpose.
•
Default Invoice Lines. Default invoice lines are used for recurring information on invoicetype receipts. These lines will be printed on receipts designated as “Invoice”. The cashier
can modify this default information at the time of sale (select the RECEIPT ICON (F6) from
the Tender Window). Suggested uses are “Terms:”, “PO Number”, “Shipping Method”, etc.
Store Manager Point-of-Sale for Windows
19
POS (Tape) Printer
There are eight standard 40 column receipt layouts to select from. The layouts are labeled 40a,
40b, 40c, 40d, 40e, 40f, 40g, and 40h.
Receipts 40a, 40b, 40c, 40g, and 40h are two line formats. With these formats, each item sold
uses two lines on the receipt, while 40d and 40e use only one line per item. Receipts 40a and
40g will expand to three lines if the second description field is used.
For retail outlets that sell a large number of items during each transaction, the time it takes to
print a receipt may become a consideration when selecting the receipt format. Depending on the
number of items in the transaction, the one line receipt formats can reduce receipt printing time
by one-third to one-half over the two line formats.
Receipts 40g and 40h are List Price/Your Price type receipts. Summaries showing how much the
customer saved can also be printed on this type of receipt. See List Price in Chapter 3 for a full
discussion of the List Price/Your Price receipt.
Receipt 40a
LINE 1: Item Description
LINE 2: Quantity, unit, @, price per unit, total price
|
|
|
|
|
|
17.96 |
|
Goldfish bowl, 1 gallon
2.00 ea @
8.98
Receipt 40b
LINE 1: Product Code
LINE 2: Quantity, unit, @, price per unit, total price
|
|
|
|
012345678901
2.00 ea @
8.98
|
|
17.96 |
|
Receipt 40c
LINE 1: Item Description, Product Code (left 13 digits only)
LINE 2: Quantity, unit, @, price per unit, total price
|
|
|
|
Goldfish bowl, 1 gallon
2.00 ea @
8.98
Receipt 40d
LINE 1: Item Description, total price
|
012345678901
|
17.96 |
|
Store Manager Point-of-Sale for Windows
|
|
|
Goldfish bowl, 1 gallon
20
|
17.96 |
|
Receipt 40e
LINE 1: Product Code, total price
|
|
|
012345678901
|
17.96 |
|
|
Receipt 40f
LINE 1: total price
|
|
|
|
17.96 |
|
Receipt 40g
LINE 1: Description
LINE 2: Quantity, unit, list price, your price
|ITEM/QUANTITY
LIST PRICE YOUR PRICE|
|------------------------------------------|
|
|
| Goldfish bowl, 1 gallon
|
|
2.00 ea
23.98
17.96 |
|
|
Receipt 40h
LINE 1: Product Code
LINE 2: Quantity, unit, list price, your price
|ITEM/QUANTITY
LIST PRICE YOUR PRICE|
|------------------------------------------|
|
|
| 012345678901
|
|
2.00 ea
23.98
17.96 |
|
|
Default Number of Receipts. Number of receipts to print.
Advance After Print. After a receipt has been printed, advance the paper this number of lines.
Each POS printer is different. Generally 8 or more lines are necessary just to get the bottom of
the receipt to the tear bar. Add additional lines if you wish the top and bottom to have equal
amounts of blank space.
Store Manager Point-of-Sale for Windows
21
Printer Driver. Select the printer driver you will be using from the available list.
Invoice-Type Receipts. Select between Amount Due or On Account when an invoice-type
receipt is printed.
Statement File. The system allows for one of 26 different text files to print a statement on the
bottom of the receipts. To print one by default on all receipts, select a default text file from A to
Z, or None. The default selection can be changed at the time of sale.
The statement file is used when a large amount of information needs to be placed on a receipt.
Return policy and warranty information are common examples.
A statement file can be developed with any text editor/word processor/notepad/etc., that can save
information in a standard ASCII (text) format. For the 40 column receipts, name the files
rcpt40a.txt to rcpt40z.txt. Place the statement files in the \posdata subdirectory (folder).
The files will be printed exactly as entered in the text editor. Spaces will be retained for centering
of text. Each line of the file should end with a carriage return/line feed and should not exceed 40
characters. There is no limit to the length of these statement files.
Printer Paper Cut Commands. If you are using an Epson POS printer with paper cutting
capabilities, select the type of cut desired. DO NOT select this if you do not have an Epson with
these capabilities or it may cause a printer error to occur.
More Settings.
preferences.
See More Settings later in this section for additional 40-column receipt
Tractor-Fed Receipts (DMPs)
Note: Tractor-Feb receipt printing is provided only to maintain backward compatibility with
older versions of Store Manager POS running on older versions of Windows (95, 98, or
ME). Tractor-Fed receipt printing does not work with newer versions of Windows (2000 or
XP).
Receipt Format. Select a receipt format A, B, C, or D:
•
•
•
•
Format A - Standard Format prints second description line if it exists.
Format B - Standard Format does not print second description line.
Format C - List Price/Your Price format. Prints second description line if it exists.
Format D - List Price/Your Price format. Does not print second description line.
Default Number of Receipts. Number of receipts to print.
Advance After Print. After a receipt has been printed, advance the paper this number of lines
Then Reverse. Used with the above advance, allows the receipt to be removed, then reverses
the paper by this number of lines. Because every printer is different, it may take a couple "trial
and errors" to get it just how you want it. This feature also works with the form feed that is
automatically inserted at the end of an 80 column receipt. That way the paper can be advanced
to the perforation and removed, then reversed back to the top of the form to print the next
receipt/invoice.
Note: Not all printers support a reverse command. Check your printer's manual. If the printer does
not support reverse line feeds, sending them to the printer may cause a printer error.
Store Manager Point-of-Sale for Windows
22
Invoice-Type Receipts. Select between Amount Due and On Account when an invoice-type
receipt is printed.
Statement File. The system allows for one of 26 different text files to print a statement on the
bottom of the receipts. To print one by default on all receipts, select a default text file from A to
Z, or None. The default selection can be changed at the time of sale.
The statement file is used when a large amount of information needs to be placed on a receipt.
Return policy and warranty information are common examples.
A statement file can be developed with any text editor/word processor/notepad/etc., that can save
information in a standard ASCII (text) format. For the 80 column receipts, name the files
rcpt80a.txt to rcpt80z.txt. Place the statement files in the \posdata subdirectory (folder).
The files will be printed exactly as entered in the text editor. Spaces will be retained for centering
of text. Each line of the file should end with a carriage return and should not exceed 80
characters. There is no limit to the length of these statement files.
Printer Paper. Select the length of receipt paper being used -- 5.5 inch, 7 inch, or full page 11
inch paper. You may also select if you desire extra blank lines to print at the perforation-one line
before and one after.
More Settings. See More Settings in this section for additional Tractor-Fed preferences.
Laser/Ink Jet Receipts
Receipt Format. Select a receipt format A to D:
•
•
•
•
Format A - Standard Format prints second description line if it exists.
Format B - Standard Format does not print second description line.
Format C - List Price/Your Price format. Prints second description line if it exists.
Format D - List Price/Your Price format. Does not print second description line.
Default Number of Receipts. Number of receipts to print.
Line Format On Receipt. Some nongraphic single-sheet fed printers do not have the capability
to print a solid line--if this is the case, or you prefer a broken line, you may select the broken line
format.
Receipt Heading. Some nongraphic single-sheet fed printers will not have the capability to print
proportional fonts. If this is the case, select standard fonts.
Note: Printing “past receipts” will always use the broken line and standard font formats.
Invoice-Type Receipts. Select between Amount Due and On Account when an invoice-type
receipt is printed.
Statement File. The system allows for one of 26 different text files to print a statement on the
bottom of the receipts. To print one by default on all receipts, select a default text file from A to
Z, or None. The default selection can be changed at the time of sale.
The statement file is used when a large amount of information needs to be placed on a receipt.
Return policy and warranty information are common examples.
Store Manager Point-of-Sale for Windows
23
A statement file can be developed with any text editor/word processor/notepad/etc., that can save
information in a standard ASCII (text) format. For the 80 column receipts, name the files
rcpt80a.txt to rcpt80z.txt. Place the statement files in the \posdata subdirectory (folder).
The files will be printed exactly as entered in the text editor. Spaces will be retained for centering
of text. Each line of the file should end with a carriage return and should not exceed 80
characters. There is no limit to the length of these statement files.
More Settings. See More Settings in this section for additional Laser/Ink Jet preferences.
More Settings
Each receipt type has a More Settings button. The more Receipt Preferences Window is
identical for all three types of receipts (except “Logo on Receipt”). Although identical, each type
of receipt keeps its own preference settings and all selections are valid only for that type of
receipt.
With the exception of “Place Logo on Receipt” (explained in next section), the selections are self
explanatory.
Logo On Receipts
NOTE:
For logos on supported 40 column thermal printers see specific data
sheet/instructions for using that printer with Store Manager POS. The information is
located on our web site.
If your laser or ink jet printer has graphics capabilities, you can place a bit mapped (.bmp) file
containing your logo or other image or information on your receipt.
Place a logo on your receipt by placing a bit mapped file (named logo.bmp) containing your logo
in the \images subdirectory (folder). Then select the Place Logo On Receipt check box from
the Laser/Ink Jet, More Settings, Receipt Preferences Window.
The logo file begins printing at the left, top most position. So adjust the location of the image by
leaving blank space in the BMP file. You can get creative by putting your entire heading in a
BMP file. To do this, leave the four Universal heading lines blank. Then place your complete
heading in the logo.bmp file.
BMP files can be created using the Windows Paint program.
Preprinted Receipts
To give your receipts/invoices an added professional appearance, you can have your local print
shop print letterhead-type receipt paper. Confine your logo and address information to the top
1.25 inches.
Invoice-Type Receipts
Invoice-type receipts can be selected to always print (print by default), or may be selected just
prior to printing the receipt (select the Receipt Icon (F6) from the Tender Window). Invoice
receipts have the following characteristics:
Store Manager Point-of-Sale for Windows
24
•
Invoices-type receipts print the word "I N V O I C E" on the receipt. (80-column only)
•
Two additional lines are placed on invoice-type receipts for "Terms", "Shipping", sect. Two
user defined default lines can be automatically placed on the invoice, or the lines may be
edited prior to printing the receipt. To edit the invoice lines, select the Receipt Icon from the
Tender Window. (80-column only)
•
The normal "Change" line on invoice-type receipts is eliminated and the amount placed in the
In-house Credit Category is shown as "Amount Due" or "On Account" (user's choice).
•
If a transaction is tendered in which change is due (not a normal situation for an invoice-type
transaction), then the Total/Tender section of the receipt will revert back to a standard-type
receipt so the change can be shown.
Gift Receipts
Gift receipts are available after the transaction has been completed. Select File, then Print a
Gift Receipt (or Cntrl G). The last transaction will be the default gift receipt. Change the
transaction number to print a gift receipt from an earlier transaction.
EQUIPMENT
Note: Please see our supported equipment list to ensure compatibility with Store Manager
POS . We cannot provide support for equipment that is not on our list.
Both the Cash Drawer and Pole Display settings are accessed through the Store Manager POS
Office SETUP, EQUIPMENT SETUP, menu selections (or click the Equipment ICON on the tool
bar).
Cash Drawer
The Cash Drawer Tab allows the user to select between different types of cash drawer
interfaces.
•
Serial Cash Drawers - If using a standard serial type of cash drawer (such as the MS EP125KC), select Standard Serial Cash Drawer and the Serial Port (COM1, COM2, COM3, or
COM4). Choose a baud rate of 300 unless the cash drawer instructions specify another rate.
•
Printer Driven Cash Drawers – The instruction sheets (available on our web site) for
installing supported receipt printers also provide the instructions for selecting the correct cash
drawer setting.
•
Unique Cash Drawers - There are many printers and cash drawers that require special
signals to open. Most are included on our list of Unique Cash Drawer Signals. If not, select
either Serial Port Select ASCII or Printer Driven Select ASCII (depending on your cash
drawer type). Then enter the ASCII number (in decimal) required for your drawer, the
number of times to send it, and (if serial) the desired baud rate and serial port.
Store Manager Point-of-Sale for Windows
25
Pole Display
See our Supported Equipment List before you purchase a pole display. There are many pole
displays with many interfaces and they all behave differently. Even ones claiming compatibility
with certain standards do not always follow those standards. We cannot provide programming
support for every pole display that comes on the market, so contact us before purchasing or
purchase a pole display on our supported equipment list.
Multiple Monitors
If you are using Windows 98 or above, your system supports multiple monitors, you can use a
second monitor as a customer display and/or advertising slide show. Search on Store Manager
POS’s Help for Multiple Monitors for details.
Starting the Customer's Monitor (Second Monitor)
The customer transaction which will show on a Windows 98 second monitor has been designed
to work with the second monitor using the 640 by 480 screen resolution.
If the customer's monitor will be facing so the cashier cannot see it, then the second monitor
should be setup in the Windows 98 Control Panel as being to the left of the primary monitor. This
will allow the cashier to move the customer's window to the second monitor, and maximize it,
without having to see the monitor.
To start the customer's monitor, in the Cash Register select Preferences|Show Second Monitor,
from the top line menu. The customer screen will display on the primary monitor. Drag (click and
hold the title bar) the form more than half its width off the left side of the screen. Then click the
Maximize button on the forms top right. It will maximize and fill the second monitor. Now click
back somewhere on the Cash Register window to regain focus to the Cash Register.
Note: If the second monitor is set for other than 640 by 480 resolution, you will not wish to
maximize the form.
Second Monitor Setup Options
The second monitor setup options are located in the POS-X Office Menu's Setup|Second Monitor
Setup. Remember, if the customer's screen is running when these setting are made or changed,
the screen needs to be closed and reopened for the setting to take affect. The following options
are available:
·
Message Text - Enter a message to scroll across the top of the screen during the
transaction.
·
Message Color - Select color of message text.
·
Text Color - Select color of transaction text.
·
Background Color - Select background color.
·
Slide show Interval - If a slide show is used, select the time to display each slide.
Store Manager Point-of-Sale for Windows
·
26
Scroll Message - Check for the message to scroll across the screen.
·
Only Show Slide Show - Check if you want only to show a slide show and do not wish
transactions to be displayed.
·
Don't Total Food Stamp Transactions - Check if you don't want the customer display to
total during a food stamp transaction. This option is available only if the Use Food Stamps, a
System Setup Option, has been selected.
Cash Register Menu Options
The following three options are available from the cash register's Preferences menu:
·
Show Register Open - Displays the bitmap file OPEN.BMP between transactions. Our
default OPEN.BMP has been included with the program. You may replace it with one to your
liking.
·
Show Register Closed - Displays the bitmap file CLOSED.BMP between transactions.
Our default CLOSED.BMP has been included with the program. You may replace it with one to
your liking.
·
Show Slide Show - Shows a slide show between transactions. Each slide should be a
bitmap file named SLIDExxx.BMP and placed in the \IMAGES subdirectory/folder. You may have
up to 999 slides.
The slide show will show the slides consecutively (SLIDE1.BMP,
SLIDE2.BMP... SLIDE999), then return to the first slide and begin again. You may have breaks
of up to 10 slides, but any larger breaks will cause the program to recycle to the first slide. For
example the following 4 slides would cycle without any problem SLIDE8.BMP, SLIDE18.BMP,
SLIDE22.BMP, SLIDE31.BMP. If SLIDE45.BMP were included, it would not cycle because it is
greater than ten slides away from the previous one (45-31=14).
Slides should be designed to fit the resolution of the screen, which if you are also showing
customer transactions, should be 640 by 480.
Where to Place Bitmap Files
The bitmap files should be placed in the \images subfolder. For NETWORK versions the files
must be placed on the local computer in the \images subfolder. This means that each computer
on the net can show a different slide show. Note that this is not consistent with image files for
products and logos, which only need to be placed in the server's \images folder.
CHARGE CARD SETUP
Store Manager Point of Sale can process credit cards with MultiCharge or PC Charge Pro. See
Appendix 2 for setup information.
Split Charges
If a customer wishes to charge a transaction to two or more different charge cards, or several
tender categories, simply enter the amounts in the appropriate tender categories. The Charge
Store Manager Point-of-Sale for Windows
27
Card Processing Window will, print the charge slip, then clear and reappear for processing the
next type card.
SECURITY/PASSWORD SETUP
Security
Security of the system is provided through the use of the cashier/employee's identification
numbers, passwords, and authorization levels. The business owner or chief manager (the
individual ultimately responsible for the store's funds) should assign the identification and
passwords and make all authorization level decisions.
The owner or manager must be assigned an authorization level of 99 (the highest level) to
prevent being denied access to any area. To prevent accidental lockout, the system comes with
a fictitious employee who carries an authorization level of 99. The Employee ID is “Sysop”, and
Sysop’s password is “password”. Once the manager has an Employee ID and password of
his/her own, Sysop should be deleted from the Employee database table.
As an example, we will assign James Smith as the Store Manager:
•
Open Store Manager POS Office FILE, OPEN DATABASE, Employee Database Table.
•
Enter an employee ID in the Employee ID field/column. A good choice is to use the
employee’s SSN last 4 digits, however any alphanumeric (16 character limit) can be used.
•
Enter a password in the Password field/column (up to 8 characters).
•
Enter 99 in the Level field/column for the highest authorization level.
•
Enter the employee’s name (James Smith) and any other information you wish to store about
the employee.
•
James Smith will need to remember both his employee ID and password.
•
Close the Employee database table.
•
Choose the PASSWORD menu selection, then the More Password button to go from the
Cash Register Passwords to the Store Manager POS Office Passwords.
•
Set both the Access Employee DB and Modify Password Levels to the highest level (99).
Anything but the highest level for these two areas negates the whole process by allowing
employees to access areas where the levels can be changed.
•
From the two available screens, Cash Register Passwords and Store Manager Office
Passwords, input the desired level of password protection (a good starting place is a level of
50--see below for a discussion of this topic). A level of 0 (zero) means the area is not
protected at all, a level of 99 means it has the highest possible protection.
•
Check the Password Protection On/Off box to turn on all password protection. This box
can be checked on either the Cash Register Passwords screen or the Store Manager POS
Office Passwords screen and will turn on all passwords selected on both screens.
Store Manager Point-of-Sale for Windows
28
Where to Start
Ninety-nine levels are many more than most businesses will need. The easiest method to start is
to assign areas you wish to protect a level 50, then assign employees either an access level of 1
or 99. Password protection levels will be an ever changing and developing process. This
starting method will put you right in the middle and give the maximum range for developing your
security.
Database Password
Store Manager POS databases are protected with MS Access database password to prevent
unauthorized access. If you will be using the databases with other programs, you will need this
password to gain entrance. The password is available for anyone with a manager level password
(level 99). In the Store Manager POS Office select the HELP drop down menu, then select
DATABASE PASSWORD.
Store Manager Point-of-Sale for Windows
29
CHAPTER THREE
THE STORE MANAGER'S POS CASH
REGISTER
Main Cash Register Screen
The main cash register screen is divided into seven sections.
•
Top Line Menu - The Top Line Menu can be accessed with the ALT key or mouse as with
any standard Windows menu. Additionally, pressing the ALT key along with the underlined
letter will bypass the menu and take you directly to the indicated function.
•
Tool Bar - The Tool Bar provides quick access to the most commonly used areas during
cash register operation. Each area can be accessed by clicking the tool bar or pressing the
indicated function key.
•
Enter/Scan Line - The Enter/Scan Line is the line that has the focus as items are
entered/scanned into the transaction.
•
Center Screen - The Center Screen displays the products selected for the current
transaction. Move the highlight bar with the Tab Key, Up/Down Arrow Keys, Page
Up/Page Down, or click with the mouse. You can change the order the products are listed in
a transaction. Highlight the product line to move, then press and hold down the Shift Key.
Then using the Up/Down Arrow Keys, move the line to the desired location and release the
Shift Key.
Store Manager Point-of-Sale for Windows
30
•
Product Information Box - The Product Box displays information relating to the one product
that is highlighted with the center screen's indicator bar. Information for other products in the
transaction can be seen by moving the highlighted bar to the desired product.
•
Transaction Information Box - The Transaction Information Box displays information
relating to the current transaction.
•
Transaction Totals Box - The Transaction Totals Box displays the current transaction's
subtotal, tax, and total.
Changing Quantities
There are three methods for changing item quantities during a transaction.
First, if not already there, place the highlight bar on the item to change.
•
The quickest method is to simply enter the equal sign, the quantity, and press the Enter key
(i.e., =5).
•
Press the equal sign, then the Enter key. A window will appear requesting the quantity.
•
Select the Product ICON (F7) to invoke the Product Window. This window has a field for
changing quantities.
Note: If a zero is entered into the Product1 database table’s “Standard Sales Qty” field, the quantity
window will automatically appear when the item is entered or scanned. Use this technique to
quickly bring up the quantity box for items that rarely have a consistent sales quantity.
Changing Prices
There are two methods for changing item prices during a transaction.
First, if not already there, place the highlight bar on the item to change.
•
The quickest method is to simply enter the dollar sign, the price, and press the Enter key
(i.e., $5.56).
•
Select the Product ICON (F7) to invoke the Product Window. This window has a price field
which will allow you to change the price.
Product Access Window
Store Manager Point-of-Sale for Windows
31
Product Access Window
The Product Access Window provides access to several of the product’s fields that cashiers
may need to adjust during a transaction. Changes made within the Product Window will change
the one product line highlighted by the indicator bar for the current transaction. It does not
permanently change the item’s database information. To call the window, first move the
highlighted indicator bar to the product line you want to access, then select the Product ICON or
press the F7 function key.
The Product Window allows adjustments to the default sales tax code, default price, unit, or
item description. Additionally, the product can be identified for an item discount (by dollar or
percent) or marked for an item layaway (F9). (Note: If the Food Stamp option has been
selected, this window will also allow an item to be specified as food stamp qualified.)
Transaction Options Window
Transaction Options Window
The Transaction Options Window’s selections affect the entire transaction, rather than a single
item within the transaction.
•
•
•
•
•
Sales Return Transaction
Layaway Transaction
Nontaxable Transaction
Tax Exempt Transaction
Manual Tax OverRide
Store Manager Point-of-Sale for Windows
•
32
Transaction Discount
For more information about the above selections see the individual topics (i.e. Sales Returns,
Layaways, Sales Taxes, Discounts). To put individual items on layaway, or make individual items
nontaxable or tax exempt, use the Product Access Window (F7).
TYPE CODES
Type codes tell the system what type of item has been entered into the transaction. The type
codes are identified by a field (named Type Code) in the Product1 database table. There are
six type codes recognized by the system.
•
•
•
•
•
•
•
Type Code 0.
Type Code 1.
Type Code 2.
Type Code 3.
Type Code 4.
Type Code 5.
Type Code 6.
Products (default code)
Services
Rentals
Payments
Gift Certificates
Special Charges
Gift Cards
Unless you have a service-type or rental business, 99 percent of all type codes will be 0 (zero) for products. The
system automatically defaults to zero, so Type Codes can usually be ignored.
Special Charges (Type Code 5)
Very similar to services, this Type Code can be used for shipping charges, bottle deposits, or
any other items where inventory will not be reduced.
Anything entered into the transaction under this Type Code is calculated by the system as a sale
and given its own sales category (Sales - Special Charges) in the Sales Reports. While the
sales total for Sales - Special Charges is recorded as a sale, it will likely be eventually offset by
an expense. For example, you may charge a customer $5 for shipping and handling, which
would eventually be offset by the actual shipping cost charged to a shipping expense account.
TRANSACTION NUMBERS
Consecutive transaction numbers are automatically assigned by the system. The starting point
for the numbers can be changed from System Preferences Page Two, Store Manager POS
Office, SETUP, SYSTEM SETUP, More button.
•
Sales Transaction. Each sales transaction is assigned a unique transaction number.
•
Sales Return Transaction. Each sales return transaction is assigned a unique transaction
number.
•
Voided Transactions. The sale and void share the same unique transaction number.
Store Manager Point-of-Sale for Windows
33
•
Void and Restore Last Transaction. The original sale and void share a transaction
number, the restored (new) transaction has a new transaction number.
•
Open Transaction. The transaction number is assigned when opened, then flows through to
the final sale (if ever reached).
SALES TAX ALTERNATIVES
See Chapter 2’s SALES TAX SETUP for information on getting your sales tax properly set up for
your system. The SALES TAX SETUP section contains valuable information on how your sales
taxes work within Store Manager POS.
During a transaction, the cashier may change the default tax options for a single product or for
the entire transaction.
•
To change a single line item's default tax, bring up the Product Access Window (F7). A
second window, listing the different tax options will appear on screen when the focus is on
the Tax Code box. This list is used to help select the appropriate tax code.
•
To identify the entire transaction as nontaxable or tax exempt, bring up the Transaction
Options Window (F4). Select Nontaxable Transaction or Tax Exempt Transaction.
Another window will appear allowing the cashier to select any combination of the three tax
levels to be either nontaxable or tax exempt. For all tax levels selected, the default tax will be
overridden. To keep the cashier informed, the Transaction Information Box will show "NT"
followed by the nontaxable tax levels (NT123) or "TE" followed by the tax exempt tax levels
(TE123). Any taxes you are not using (not turned on) will be subdued or not shown. Taxes
turned on, but with the tax rate set to zero, will default to nontaxable, but can be manually
overridden (see Manual Tax OverRide).
Manual Tax OverRide
Any or all tax levels may be entered manually. Select Manual Tax OverRide from the
Transaction Options Window and another window will appear which will allow the cashier to
enter a manual tax for any of the three tax levels. Manual tax will override the default tax and
charge the manual amount to the transaction. The Transaction Information Box will show "MT"
followed by the tax levels entered manually (MT123).
If you will need to occasionally or frequently use one of the tax levels to enter a manual amount,
then turn the "Apply Tax" to "ON" and set the tax rate to zero in the Store Manager POS Office
Sales Tax Setup. Then when you want to apply the tax, enter it as a Manual Tax OverRide.
Using the Manual Tax OverRide feature needs some careful consideration. With the Manual
Tax OverRide, there is no accurate tracking of the actual taxable event. When you enter a tax
manually, your total taxable amount, (the amount you report to your taxing institution) is no longer
an accurate percentage of the tax collected. The system records the entire amount of the
transaction as taxable when a manual tax is entered, which may or may not be the case. It is
assumed that the taxable totals will not be needed for reporting total taxable receipts, possibly
because tax is not applied as a percentage of sales, or some manual method is used to maintain
or adjust the totals necessary for reporting to the taxing institution. Whatever the case, the
decision to use the manual tax should be made with the understanding that tracking the taxable
portion of the receipts must become the responsibility of the user.
Store Manager Point-of-Sale for Windows
34
Customer Auto Tax
Situations may arise where the taxability of the transaction is customer dependent rather than
product dependent. The most obvious example is tax exempt customers (tax code 8). The
system will allow any tax code to be assigned automatically to all products, services, and rentals
within a transaction when a customer is identified.
To set the Customer Auto Tax, check the Auto Select Tax Code box and enter a valid tax code
in the Customer Form Window. Then, whenever the customer is identified, that auto-selected
tax will override any tax already assigned to any products existing in the transaction, and assign
the tax to all new products (Type Codes: 0-product, 1-services, 2-rentals) entered into the
transaction thereafter.
Any individual item’s tax or the entire transaction taxes may be changed after identification of a
customer with Auto Select Tax Code checked. If changed, these taxes will remain unless the
customer is re-identified, in which case they will revert back to the auto-selected customer tax
code.
If the Auto Select Tax Code is checked during the transaction, and the cashier turns it off during
the same transaction (unchecks the box or releases the customer), the tax will revert back to the
default Product1 database table tax code for each item. If the cashier changes the customer's
tax code during a transaction, all products will reflect the new tax code.
The ACTION menu's selection RESET DEFAULT TAXES will reset all items within the
transaction to their database default values, however, as long as the customer's Auto Select
Tax Code is checked, subsequent items entered into the transaction will continue to receive the
tax indicated by the customer's selected tax code.
An option for assigning the customer auto tax is to a System Setup Preference, Match Auto
Customer Tax to Nontaxable Items. If this system option is selected, all items in the
transaction will receive the auto tax code only if the product database does not have the tax code
set to "0" for nontaxable. All nontaxable items will remain nontaxable.
EXCHANGES / TRADE-IN's and TAXES
An exchange is a return, and, unless dictated by your taxing institutions rules, the tax code
should normally be the same as for the original sale. Using the same tax code will return the
correct amount of tax back to the customer and adjust the system's taxable totals.
A trade-in should not normally be a taxable event. The tax code entered for the item being
accepted should be zero (for nontaxable). The system will then not calculate a sales tax return.
SYSTEM PRICE SELECTION
The system determines the price charged for an item by examining several criteria.
Manual price override, manual item dollar or percent discounts, quantity pricing, customer pricing,
standard price, and promotional price, can all influence how the price of a single item is
determined.
Store Manager Point-of-Sale for Windows
35
Best Price - How the System Selects a Price
BEST PRICE - The best price means the most favorable price given to a customer based
on an examination of all product and customer pricing criteria.
Generally, the system searches all pricing possibilities and provides the customer with the BEST
PRICE based on the criteria of the sale. For example, suppose an item had a standard price of
$1.25, a promotional price of $1.05 (Promotional Price OverRide is ON), and an over 10 quantity
price of $1.10. If the customer buys a quantity of 15, the system would check each of these
prices because they all fit the criteria for the sale, and then determine that the BEST PRICE is the
promotional price of $1.05. If the promotional price OverRide had been OFF, then the system
would have selected the quantity price of $1.10.
Additionally, if a customer is identified with the transaction, then customer pricing (if any customer
pricing is used) will be considered when determining price. Options for the customer price can be
set to always charge a certain price for a customer, or charge the customer price only when it is
the BEST PRICE.
Standard Price
The standard price is the default "normal" price charged for an item when no other criteria such
as promotional price, customer price, quantity price, list discounted price, apply to the item. The
standard price for an item is entered or changed in the Product1 database table (Product1
database table, Standard Price field).
Promotional Price
The promotional price is a "sale" price that can be turned on or off (Yes/No) using the
Promotional Price OverRide field (Promotional O/R) in the Product1 database table. If Yes,
then the promotional price will be selected over the standard price. (The promotional price must
be lower than the standard price or the BEST PRICE will be charged.)
Customer Pricing
Each item has 5 customer pricing levels and every customer can be assigned one of those 5
levels. By default, the customers' Price Code is "S" for standard. This means the standard (or
best price) is used to determine the customers' prices and not the customer prices.
If you wish a customer to be charged at a different price for all or selected items, you may assign
a price level from A to E in the Customer database table, Price Code field. Place the price to be
charged for the item in the product’s corresponding field (Customer A Price, Customer B Price,
etc.) in the Product database table.
There are two methods the system can use to determine customer prices:
•
Method One (default) will select the customer price as long as it is a smaller price than the
Standard Price or Best Price. If a customer has a price code identified, and the item does
not have a price entered (price = zero), the price will revert to the Standard Price or Best
Price.
Store Manager Point-of-Sale for Windows
•
36
Method Two always selects the customer price unless a customer price does not exist for an
item, in which case a second option is available (see below). Select this option from the
SETUP, SYSTEM SETUP menu - Always Select Customer Price system preference.
If a customer price does not exist for an item (price = zero), then the price selection can
be set to either revert to the Standard Price or Best Price (default), or entered into the
transaction as a zero. Select this option from the SETUP, SYSTEM SETUP menu - Zero
For Customer Price if Indicated system preference.
If a customer is identified during the transaction or at the end of the transaction, then it may, or
may not, be desirable to go back and check each entered price to see if it should be updated to
reflect the change. If updating of the prices is wanted, then select Update Prices or Reset
Prices from the ACTIONS menu. See Update Prices/Reset Prices in this section to explain the
difference between Updating and Resetting prices.
Customer Pricing can also be a computed discount of the standard price or a computed increase
of the current cost (cost plus). These computed costs can be mixed with fixed costs. For
example, a product can have a $10 Customer Price A and a 20% off the Standard Price for
Customer Price B.
To discount a standard price, enter the percent discount, as a negative, in the customer price
field. For example:
Customer A Price = -.05 for 5% off (.95 X Standard Price)
Customer B Price = -.1 for 10% off (.9 X Standard Price)
Customer C Price = -.15 for 15% off (.95 X Standard Price)
etc.
To Cost Plus the Current Cost field, enter a negative 1 plus the percent over cost to charge. For
example:
Customer A Price = -1.05 for Cost + 5% (1.05 X Current Cost)
Customer B Price = -1.1 for Cost + 10% (1.1 X Current Cost)
Customer C Price = -1.15 for Cost + 15% (1.15 X Current Cost)
etc.
A -1 (negative one) for a customer price will charge the current cost for the item. This is useful
for businesses that give employees merchandise at cost.
NOTE: If the Current Cost field is zero, the calculation will result in
system will handle this is one of two ways. If the System Setup
Customer Price if Indicated" is checked, the cashier will be prompted
option is not checked, the system will charge the Standard Price (or
Price/Quantity Pricing if applicable).
a zero price. The
Option "Zero For
for a price. If this
Promotional Sales
Dummy Customers
From time to time it may be desirable to give a customer special pricing, but the customer will not
be identified with the transaction. This may be accomplished by setting up several dummy
customers with different Price Codes. For example, enter five dummy customers with Price
Codes A through E. Then when you wish to provide an unidentified customer one of these
prices, just identify the corresponding dummy Customer Code (e.g., da, db, dc, dd, or de).
Store Manager Point-of-Sale for Windows
37
Quantity Pricing
Quantity pricing is activated automatically by placing a value in the Product database table Qty
A-E Price field and a quantity greater than one in the Qty A-E field.
Each level should exceed the previous level, for example:
Level
Level
Level
Level
Level
A:
B:
C:
D:
E:
A-E Price
$ 5.00
$ 4.75
$ 4.50
$ 4.25
$ 0.00
QTY A-E
9
99
999
9999
0
The quantity pricing is selected when the purchased quantity exceeds the amount in the QTY AE field. If a customer purchases 100 of the product in the example, they will be charged $4.50.
Additionally, the program always checks to see if a promotional sale override is on. If it is on, the
customer will be charged the sale price only if it is more advantageous to the customer than the
customer or quantity price.
Quantity pricing will not change any price that has been manually overridden or item discounted.
Note: For 3-For-A-Dollar type sales, extend the quantity price decimal by one, so the price will
round up (i.e. 3 for $1 = .333 cents each, will round to $1)
Price OverRide
There are two methods to manually "OverRide" the system price.
•
In the Product Code entry box enter a $ and the new price (for example, $1.99) and the
currently highlighted item will receive that price.
•
Press F7 for the Product Window and adjust the price for the item in that window.
Once the price for any item has been entered manually, no changes in quantity or changes to the
customer Price Code will affect the OverRide Price. Override the price again to change a price.
If you wish the system to reselect the price for one that has been overridden, it is necessary to
either delete the item and reenter it, or return all prices to the system selected prices by selecting
RESET PRICES from the ACTIONS menu.
Update Prices/Reset Prices
•
UPDATE PRICES recalculates and replaces most prices within the transaction. It does not
recalculate any item whose price has been entered manually OverRidden or any item that
has received an Item Discount. This selection is primarily provided to update transaction
prices that were entered prior to identifying a customer. By updating the prices, previously
entered prices can be updated to reflect any customer pricing, without disrupting any prices
that may have been manually provided.
•
RESET PRICES recalculates and replaces all prices with the system selected default price.
All manual (overridden or item discounted) prices are also replaced by the system selected
price.
Store Manager Point-of-Sale for Windows
38
Note: The only difference between the two selections is the handling of "OverRide" and "Item
Discount" prices. UPDATE PRICES does not replace "OverRidden" or "Item Discounts" and RESET
PRICES does.
List Price/Your Price
The list price is used along with a special receipt that shows both a "List Price" and "Your
Price". These types of receipts are frequently found in discount/warehouse stores. The only
purpose of the list price is to show on the receipt. This type of receipt can also show a List
Price/Your Price summary at the bottom. The summary shows the customer the total savings for
the transaction (see Receipt/Invoice Setup to select this type of receipt).
It is important for the appearance of the receipt that the list price is above (or sometimes equal to)
the price charged for the item. It would not look good if the receipt showed a list price of $9.99
and the customer was charged $12.99. To avoid such an embarrassing situation, the system
makes sure that this does not occur by raising the list price to equal the price charged for an item.
For each product, the list price can be a standard fixed price taken from the List Price field in the
PRODUCT1 database table, or it can be a percentage of the standard price, calculated using the
List Discount field in the PRODUCT1 database table.
Remember, the only purpose for the list price is to show a comparison on the receipt, making the
customer feel they have gotten a good/special price for the item.
How the System Calculates the List Price
•
First, the List Price field is compared to the price calculated for the item. If the list price is
larger, it is accepted and placed on the receipt.
•
If the list price is smaller, or does not exist, the List Discount field is used to calculate the list
price as follows:
Standard Price/(1 - List Discount)=List Price
Note: The actual price charged may be the BEST PRICE.
•
If a List Discount amount is not provided or the list price is still smaller than the price selected
for this customer, then the price being charged is also placed in the receipt’s list price
column.
Note: When the system calculates a payment or the sale of a gift certificate into the transaction, the
list price and list discount fields will be ignored. The same payment or gift certificate price will be
shown under list price in order not to distort the "You Saved" total in the summary section.
How To Always Show A Fixed Percent Discount
Based on the above discussion, if you wish to show a 20% discounted price, you would leave the
List Price set at zero and put .2 into the List Discount field in the PRODUCT1 database table.
Then the customer will always be given a receipt showing a list price that is at least twenty
percent above the standard price.
Use the following UPDATE Query to change or place a common percent for all products.
Store Manager Point-of-Sale for Windows
39
UPDATE [Product1] SET [List Discount] =.2 WHERE [Type Code]=0
The List Price is 20% above the standard price and not 20% above the BEST PRICE (actual
price charged for the item). So if quantity, promotional sale, or customer pricing was used to
determine the BEST PRICE, the customer may appear to get better than the 20% discount.
The important thing to remember about the List Price/List Discount Receipt is that it is all an
illusion for the sole purpose of the List Price/Your Price type receipts. The List Price or List
Discount have nothing to do with the actual selection of the price charged to the customer. All
prices are still selected based on the same criteria used for all transactions.
Discounts
Store Manager POS allows entire Transaction Discounts, individual Item Discounts, or a
combination of both. Both Transaction Discounts and Item Discounts can be entered as either a
percentage of the price or as a static dollar amount. The individual Item Discount is entered from
within the Product Access Window (Product ICON, F7), while the Transaction Discount is
entered from within the Transaction Options Window (Transaction ICON, F4).
The Transaction Information Box on the bottom section of the screen will indicate if a
Transaction Discount has been initiated and the Product Information Box will show the percent
discount for any Item Discounts (even those entered as static dollar values).
Note: The system does not allow a Transaction Discount in the same transaction with a negative
quantity (exchange, trade-in).
LAYAWAYS
Placing Items On Layaway
The system allows the cashier to identify the entire transaction as a layaway or mark individual
items within the transaction for layaway.
•
To identify the entire transaction for layaway, select the Transaction ICON (F4) for the
Transaction Options Window (F4). Then check the Layaway Transaction box. The same
sequence of events will toggle a transaction layaway off.
•
To identify an individual item (line item) as a layaway, move the highlighted indicator bar to
the desired product line and bring up the Product Access Window (F7), then check the
Place Item on Layaway box. The same sequence of events will toggle a layaway off
The Product Information Box Layaway: line will display either "No", "Item", or "Transaction",
depending on the layaway status. If the cashier identifies an individual item for layaway, and then
decides to make the entire transaction a layaway, there is no need to adjust the individual item.
The program will recognize the conflicting entries and adjust accordingly.
As the transaction is totaled, by selecting the Tender ICON (F8), the system checks to make
sure a customer has been identified. The system will require that a customer be identified if any
layaways have been included in the transaction.
Store Manager Point-of-Sale for Windows
40
As a transaction with a layaway is completed, the cashier charges the unpaid balance to the InHouse Credit tender category which sets up an account receivable for the customer. Tracking
the customers' payments and charges for the layaways is accomplished through the accounts
receivable function. Items can be added or removed from the customer's layaway inventory and
the amounts paid and charged are recorded in the customer's account. If a receivable already
exits for this customer, the layaway amount is added to it.
A customer's layaway can also be tracked separately from an ongoing account, or other ongoing
layaways, by assigning the customer a second customer code. See Multiple Customer
Accounts/Multiple Layaways later in this section for additional information.
When the transaction is recorded, all items marked for layaway are removed from inventory, and
placed in the Layaway database table. Only products are placed on layaway. Any rentals,
services, payments, or gift certificates included in a layaway transaction will not be put in the
Layaway database table. The transaction will process these items (types) normally.
Layaway Database Table
View Customer Layaways
The Layaway database table stores the information about items that have been placed on
layaway. Any currently identified customer’s layaways can be accessed by selecting VIEW,
CUSTOMER LAYAWAYS from the Store Manager POS Cash Register menu or the Layaway
ICON from the Customer Window. The entire Layaway database (all customers) can be
accessed through the Store Manager POS Office OPEN DATABASE, Layaway Database
Table.
Picked Up Layaways
When a customer picks up a layaway, they will generally make a final payment on the layaway.
The cashier will check the accounts receivable balance as the customer is "IDed", this will
determine the final payment amount (see Payments on Layaways later in this section).
Once the layaway has been picked up, the layaway should be deleted (or the pickup indicated)
by bringing up the customer’s Layaway database table. To do so, select VIEW, CUSTOMER
LAYAWAYS, then delete all or just the desired layaway items.
If you would rather maintain a record of past layaways than simply deleting them, replace “On
Layaway” in the status column with "Picked Up" or whatever you desired to indicate a layaway
Store Manager Point-of-Sale for Windows
41
has been picked up. The date and names may also be changed to the individual who made final
payment and/or picked up the items.
The same is true for a partial pick-up. A single item can be deleted or "Picked Up" may be
placed in its status field.
Returned/Canceled Layaways
The Sales Return function should always be used to cancel layaways. Using the Sales Return
function to cancel a layaway allows the system to adjust sales totals, taxes, and accounts
receivable to reflect the returned layaway.
Policies on canceling layaways vary widely. Customers sometimes wish to cancel some items
while retaining others. If there is no clear company policy on canceling items on layaway, the
cashiers will become quickly confused.
•
•
•
•
Is money/fees kept for returned layaways, if so how much?
Is money kept for partial returns?
How much of the balance from partial returns is applied to the remaining layaways?
Do you return the layaway fee?
We will use an example to help show some of the possibilities.
A customer has several items on layaway. They decide they no longer want one of the items.
First, the cashier would identify the customer, then look up the original price and tax code
charged for the item from the VIEW, CUSTOMER LAYAWAYS menu selection.
In our example we will say the original price was $10. You're policy is to return 80% (you would
also want to collect 20% down on layaways if the 80% policy is to be strictly enforced). A Sales
Return Transaction is started the transaction is identified as a Layaway Transaction. The item
being returned is entered into the transaction. The Product Access Window is called (F7). The
return price for the item is changed from its current price to $8 (.8 X $10). Select the original tax
code, if necessary, so the correct sales tax will also be returned. Then call the Tender Window
(F8).
If the customer wished to apply the entire $8 to the remainder of the layaway, the cashier will
apply the $8 to in-house credit (this would reduce the customer’s account balance by the $8).
The amount could also be split--say with $2 cash returned and $6 to in-house credit. Or the
whole 8$ could be returned as cash.
As you can see, the amount to return and how to return it when dealing with layaways needs to
be a matter of policy.
When a sales return is processed on a layaway transaction or a transaction with items marked for
layaway, all items in the sales return transaction that are marked as layaways are returned to
inventory (whether or not the items are listed in the customer's layaway database). Additionally,
all layaways in the transaction will be entered as a negative in the customer's layaway database,
and the "Status" column will show “Canceled”. The canceled layaways are meant to offset the
original items placed on layaway, and provide a trail to document what has transpired. Once this
layaway information is no longer needed, the original and offsetting layaways should be deleted
from the Layaway database table (from the VIEW, CUSTOMER LAYAWAYS menu selection or
the Layaway ICON (F9) in the Customer Window.)
Store Manager Point-of-Sale for Windows
42
Abandoned Layaways
Sometimes layaways will be abandoned. The procedures are similar to a canceled layaway.
Obtain the A/R balance on the layaway from the customer's account. Process a return
transaction for the item(s) on layaway. This is a bit tricky because you will want to get the
amount returned plus the tax on the item(s) to exactly equal the amount in the account
receivable. If you do not want to do the math, you can use the trial and error method. Enter the
amount in the Product Access Window, exit the window, then check the amount in the
Transaction Totals Box. Return to the Product Access Window to re-adjust the amount.
Repeat this until the total is equal to the customer’s accounts receivable.
The formula for calculating the amount is:
price = accounts receivable / (1 + tax rate).
Now process the return charging the total amount to the In-House Credit Tender Category.
This will back the portion of the accounts receivable and sales taxes that were not collected from
the abandon layaway out of your sales and sales tax totals. The portion that was collected will
correctly remain included in the sales total.
Voided Layaways
When a layaway transaction or a transaction with layaways is voided, any layaways in the
customer's Layaway database table associated with that transaction will be deleted. All items in
the original transaction are returned to inventory (whether or not the items were still listed in the
customer's layaway database).
Layaway Service Fees
If you charge a layaway service fee it can be entered as a service type code (type code 1) or a
special type code (type code 5) in the product database. Enter the service fee in the same
transaction with the layaway to get the service fee recorded up front.
For example
Product Code = LSF, Description = Layaway Service Fee, Type Code = 5, and Standard
Price = 2.50.
Multiple Customer Accounts/Multiple Layaways
The layaway function uses the customer's account receivable to track the layaway. Because of
this, if the customer also maintains an open account in the store, it will be necessary to record
two instances of the customer’s account--one for open accounts and one for the layaways. We
suggest the same Customer Number be used for both, except follow the layaway customer
account with dash L1 (-L1) for layaway one. If it is desirable to keep items placed on layaway at
different times in separate accounts, the same concept can be continued with -L2, -L3, -L4, ...
etc.
Payments To Layaway Accounts
A payment on a layaway is the same as a payment to an account receivable. See the next
section on Payment To Accounts And Layaways.
Store Manager Point-of-Sale for Windows
43
PAYMENTS TO ACCOUNTS
AND LAYAWAYS
Payments To In-House Accounts
Making a payment to an account at the register is very simple. To the cashier, it looks and is
handled just as a product or service sale. To the program, however, it is a payment to an
account and is recorded as such.
Payments on accounts may also be made during a sales transaction. The customer’s receipt will
show that they made a payment along with their purchases.
The Product1 database table comes setup with two payment records -- PAY, for “Payments on
Account” and LAY, for “Payment on Layaway”. You may add more or change these records if
you desire. See Setting Up Additional Payment Records in this section.
If the cashier needs to know the customer’s current account balance, that information can be
accessed by either selecting VIEW, CUSTOMER ACCOUNT from the Store Manager POS
Cash Register menu or selecting the Account ICON from the Customer Window.
To make a payment to account follow these steps:
•
•
•
•
•
•
•
Identify the customer (the system will require this if forgotten).
Enter the product code: PAY.
Select the Product ICON (F7), the Payment Window will appear instead of the
normal Product Window.
Enter the payment amount and close the window.
Identify any other items being sold (the order is not important).
Total and tender the transaction normally.
The receipt will reflect the payment along with any purchases.
The tender categories should reflect the currencies that were actually paid with--if they paid
with Visa, then record the tender in the Visa tender category, etc.
The account receivable totals for the customer will be automatically recorded and
adjusted to reflect the payment.
Payments To Layaways
A payment to a layaway is handled the same as a payment to any account receivable. To show
on the receipt that it is a payment on a layaway, instead of "PAY", you enter the Product Code
"LAY". The receipt will then show "Payment on Layaway" instead of “Payment on Account”.
Setting Up Additional Payment Records
Store Manager Point-of-Sale for Windows
44
As mentioned, you may set up as many payment records as you desire. This is handy for using
the receipt to explain the transaction to the customer. For example, when a final layaway is paid,
some merchants prefer the receipt to say “Final Payment on Layaway”. We will use this as an
example to set up a new payment record.
To set up a new payment record:
•
Open the Product1 database table in Store Manager POS Office.
•
Enter a product code in the Product Code field/column. It may be anything you like.
We will use "FINALLAY" for our example.
•
Enter a description. This will print on the customer’s receipt so make it descriptive.
We will enter "Final Payment To Layaway".
•
Enter the payment type code 3 in the Type Code field/column.
•
Be sure to enter a zero as the tax code. You don't want to charge tax for a payment.
The customer was already charged taxed at the time of sale.
Note: The system automatically sees a payment as nontaxable even if their is another tax
code in the database. However, the system will also allow the payment to be changed
to a taxable item if for some reason that is necessary.
•
Normally the standard price will be zero, because the payment amount will be
entered at the time of sale. However, if standard payments are common ($5 , $10,
$25, etc.), then they may be added to the payment records collection--there are no
limits to the number that may be included.
•
Return to the first step to make any additional payment records.
•
Close and exit the Product1 database table. That's it, you may now enter
FINALLAY as a Product Code during a transaction to make a payment.
SALES RETURNS, EXCHANGES,
AND
VOIDED TRANSACTIONS
The system automatically updates all sales and tax totals to account for returns and voids.
The primary difference between a void and a sales return is the handling of the amount tendered.
In a void, the original tendered amounts are voided/removed from the sales totals. In a sales
return, the cashier has control over the tender categories that will be returned to the customer.
Sales Returns
There are three methods for returning an item previously sold:
Store Manager Point-of-Sale for Windows
45
•
Negative Quantities Method (Exchanges). An item can be entered into a transaction with
a negative quantity. The item and any taxes associated with the item will be subtracted from
the transaction total. If the transaction results in a negative (money is owed to the customer),
the amount due to the customer is returned as cash through the "Change". The inventory will
be updated to reflect the returned item(s). This method is generally used when one item is
exchanged for another. (Allowing negative quantities is a system setup preference and can
be turned on and off.)
•
Manual Entry Method. A transaction can be identified as a Sales Return Transaction at
any time prior to completing and tendering the transaction. All amounts for items and taxes
within the transaction will be returned. Check the Sales Return box in the Transaction
Window (F4) to identify the transaction as a Sales Return Transaction. Alternatively, a
transaction can be identified as a sales return from the ACTIONS, SALES RETURN menu
selections.
•
Recall Transaction Method. This method allows the original transaction to be recalled and
a sales return completed from that transaction. Once the original transaction is recalled, the
sales return transaction reverts to the manual method described above, and any items can
be added, removed, or changed before completing the return. Select the Recall ICON (F6),
then Sales Return from a Past Transaction (F9), then, as prompted by the system, enter
the transaction number of the original sale.
Completing a Sales Return
Sales Return Transactions are completed differently than negative quantity type returns.
•
Sales Return Transaction. The standard sales transaction Tender Window, will become
the Return Window during a sales return transaction. Enter the currency type(s) being
returned in the appropriate tender category. If a charge card is being credited, then enter the
Visa, MC, etc. total. If the item was originally charged to in-house credit then that should be
returned. If cash is being given, then enter the return amount in cash. A special sales return
slip will print in place of the sales receipt.
Note: When a Store Manager POS transaction is voided or a sales return is made, Store
Manager POS does not automatically contact the credit card company with that information.
You must separately process a refund/void using PC-Charge to remove the charge from the
customer’s account.
•
Negative Quantity Transaction. This is a regular Sales Transaction with a negative
quantity for one or more items in the transaction. The price and tax for the item(s) will
automatically be subtracted from the total owed by the customer. If the total being returned
to the customer is greater than the new sale/exchange, then the additional amount will be
returned in the same manner as change is normally returned (from cash). If this is not
acceptable, then a separate Sales Return Transaction should be used (where the cashier
has full control over the returned currencies).
Voids
A Void returns a transaction and all sales totals back to the amounts that existed prior to the
transaction. There are three methods to process a void. All are accessed from the Recall ICON
(F6) on the tool bar.
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•
Void, Then Restore the Last Transaction (F5). Voids the last transaction, then
restores the transaction to the way it was prior to totaling/tendering the transaction.
Used primarily for the customer who remembered another item they wished to
purchase after the sale was completed.
•
Void the Last Transaction (F7). Voids the last transaction.
•
Void a Past Transaction (F8). Voids a past transaction. The system first prompts
the cashier for the transaction number. After the void is complete the cashier will be
prompted to identify if the current drawer totals should reflect the void.
Note: When a Store Manager POS transaction is voided or a sales return is made, Store
Manager POS does not automatically contact the credit card company with that information.
You must separately process a refund/void using PC-Charge to remove the charge from the
customer’s account.
Exchanges / Trade-In's And Taxes
An exchange is a return and, unless dictated by your taxing institution’s rules, the tax code would
normally be the same as the original sale. This will return the correct amount of tax back to the
customer and adjust the system's taxable totals.
If using the exchange capability to conduct trade-ins, the trade-in should not normally be a
taxable event. The tax code entered for the item being accepted should be zero (for nontaxable).
The system will then not calculate a sales tax return.
Sales Returns and Gift Cards/Certificates
See GIFT CARDS/CERTIFICATES.
Sales Totals for Sales Returns & Voids
Sales Returns and Void Last Transactions reduce the day, month, year, and life sales totals as
reported on the sales reports and printed on the Master Sales Report by the values being
returned or voided.
Voiding a previous day’s transaction should not be a common occurrence. We can think of
few reasons why a previous day’s transaction should be voided; however, we have provided this
capability. When processing a void from a previous day, you will need to keep in mind that the
current day’s sales totals are adjusted along with all the other (month, year, life, etc.) sales totals.
This is necessary to keep the records in balance. If you are processing a lot of these previous
day’s voids, you may want to do them separately at the end or beginning of the day, then Close
The Register. This will keep the voids from being reflected in the current day’s sales reports.
Drawer Totals for Sales Returns & Voids
Sales Returns and Void Last Transactions are always subtracted from the current drawer totals.
For Void Past Transactions, the cashier is requested to determine if the drawer totals should be
adjusted to reflect the void.
A void on an out-of-the-current-drawer-period transaction should not normally affect the drawer
totals. Thus, drawer totals should not be updated.
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Note: The Audit Log records the update decision along with the void.
Because sales returns are always assumed to be taken from the drawer, returns that are not
actually taken from the drawer require special consideration. For example, if a check was issued
for returned merchandise, the checks in the current drawer will be off by that amount. The same
would be true if returned cash was taken from another source, such as a safe. This presents no
problem except remembering why the drawer is off. If desired, the drawer total can be manually
adjusted to reflect the return.
SERIAL NUMBERS
Store Manager POS allows assigning, or identifying, serial numbers as items are sold. Products
whose serial numbers are to be tracked must be identified with a “Yes” in that product’s Serial
Number column/field (Product1 database table). When an item is entered into a transaction, in
which the Serial Number field is set to “Yes”, these actions will occur:
•
A Serial Number Window will appear requesting the serial number for the item
being entered into the transaction.
•
The transaction will require that the customer is identified.
•
The product’s serial number will be placed on the receipt.
•
The item, along with sales information, will be stored in the Serial Number database
table for future reference.
The Serial Number database table stores serial number information including the customer, date
of sale, transaction number, purchase cost, etc. (See Appendix 2 for complete database
information.)
GIFT CARDS AND GIFT CERTIFICATES
Gift Card vs Gift Certificates
The Store Manager POS system has both a gift card function and a gift certificate function.
The two functions are completely separate. You may use one, both, or neither. Gift certificates
are being used less and less as gift cards gain popularity. Gift cards are much more versatile
than gift certificates. Gift certificates are primarily used for one transaction, any amount left on
the certificate is returned as change. Gift cards retain the balance and the card can be used until
the balance has been depleted (additional value can also be added to cards).
Gift Cards
Getting Started With Gift Cards
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Before you start using the system's gift card features, you customize the features using three
available options:
1) Do you want to sell only fixed amount gift cards (referred to as the "static
value" option), or do you want to sell gift cards for any value (referred to as the
"adjustable value" option)?
Allowing the price of the gift card to be established at the time of sale (adjustable value option)
makes the system very versatile. Cards many be issued for any amount and additional value can
be added to the cards at any time. While not as versatile, the static value option considerably
tightens controls over the gift cards (see Static vs Adjustable Value Gift Cards section for more
information).
Adjustable Value is the default option. Change to the static option at Office's Setup, System
Setup “Allow only static value gift cards”.
2) Do you want to allow cash to be given back for remaining (or partial) value on a
gift card?
Not allowing cashiers to give cash back on gift cards tightens control over the cards and can
increase store income. This option is password protected so can also be set to require a
manager's permission (see the Giving Cash Back From a Gift Card section for additional
information).
The Office's Setup, System Setup “Allow giving cash back on gift cards” controls your decision.
The password option “Override gift card cash back” allows overriding when the system option is
set to not allow giving cash back.
3) Do you want cashiers to be able to browse for gift cards already in the system?
Not allowing cashiers to view or browse for existing gift cards tightens controls by requiring the
gift card to either be present or the gift card number known by the cashier.
The Office's Setup, System Setup “Allow to view/browse for gift cards” controls your decision.
The password option “Override view/browse for gift card” allows overriding when the system
option is set to not allow to view or browse for existing gift cards.
Where can I Get Custom Gift Cards?
Sources for gift cards can be found by entering “gift cards” into Internet search engines. Cards
are available with magnetic stripes, bar codes, or both. You may use either with this system.
Why Are There No Transaction Fees With This System?
Most gift card systems are tied to your credit card processing company and work similar to
purchasing with a credit card. When an item is purchased with a gift card, a running balance for
the card is adjusted in the processor's database. The company charges you a fee for keeping
track of this balance for you.
Our system keeps track of the balances internally. This eliminates any transaction fees,
uncomplicates and speeds up transactions, and makes reporting and tracking of outstanding gift
cards much more versatile than with merchant processor controlled systems.
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There is a popular misconception that gift card balances are stored on the magnetic stripe on the
card itself. This is not true with any system. Just as with a credit card, control numbers identify
the card to the systems.
Static Value vs Adjustable Value Gift Cards
The static value gift card option allows cashiers to sell only gift cards with pre-determined values
(for example, $5, $10, $20, $25, $50, etc.). While the static value option limits the program's gift
card features, it provides more control over the cards. When this static value option is selected,
cashiers will not be able to add funds to existing cards or change the value of a new card at the
time of sale. The system defaults to the adjustable value option. To switch to the static value
option, in the POS Office select Setup, System Setup, then check the box next to Allow Static
Value Gift Cards Only.
To make a static gift card available for sale, the gift card must first be entered into the product
database. To do so select Utilities, in the POS Office, then select Quick Product Add/Edit off the
drop down menu.
1)
2)
2)
3)
product.
Enter a Product Code for the gift card such as gc10 for a $10 gift card.
Enter a Description like “Gift Card”.
Enter a Standard Price, $10 for this example.
Enter a Type Code of 6 to tell the system that this is a gift card and not a regular
You may enter as many gift cards as you wish (for example, gc5, gc10, gc20, gc25 etc.)
If you are using the adjustable value option (Static Value option is not checked), you will enter
one code as just gc (you may use any code your wish, gc is just an example) and give it a zero
for the Standard Price. You will then enter the value for the card at the time of sale. With the
adjustable value option, you may also enter static value cards into the database as most sales
will be for common amounts and this can speed up the transaction. Don't forget, every gift card
entry gets a Type Code 6 whether static or adjustable.
Selling a Gift Card
Note: Transactions with gift cards are not limited to gift cards. You may sell any other item (or
additional gift cards) within the same transaction.
To sell a gift card, enter the product code for the card (gc, gc10, gc20, etc.).
Enter, scan with a bar code scanner, magnetic stripe reader, or browse (if browsing is allowed) to
enter the gift card's control number.
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If you have the system options set to only allow static gift cards, the amount of the gift card will be
filled in automatically with the standard price. If not, the amount of the gift card should be entered
at this time.
All of the additional information is optional. If you want any or all of this detailed customer
information recorded with the sale of the gift card, then you may enter it at this time.
If you have identified a customer with the ongoing transaction, you may click the icon or press F2
to automatically copy the purchaser's information from the identified customer.
Select OK, then complete the transaction normally.
Steps for Accepting a Gift Card During Tender
1) Click on the Gift Card icon or press F8 to bring up the gift card balance inquiry
window.
2) Enter, scan with a bar code scanner or magnetic stripe reader, or browse (if browsing
is allowed) to enter the Gift Card's Control Number. This process will determine the remaining
balance on the card and enter that amount (or the total amount of the transaction, whichever is
less) into the Gift Card line on the Tender Screen.
3) If the amount remaining on the gift card is not enough to cover the cost of the
transaction, then a split tender can be used to supply the remainder of the transaction.
4) A split tender can also be used if the customer only wants to remove a certain amount
from the gift card.
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5) If the cashier increases the amount on the Gift Card tender line to an amount greater
than the transaction, then cash value will be removed from the gift card and returned as change
(see next section). This cannot be done if the system option (and/or password) is set to not allow
returning cash from a gift card. However, even if the system options are set to allow this, the
cashier will be warned that they are giving cash back on the gift card.
6) The bottom of the receipt gives a recap of the gift card balance and activity for
transaction whenever a gift card is used to purchase.
******* Gift Card Balance *******
Control Code: XYZ123456
Beginning Balance: $19.00
Used this Transaction: $2.00
Remaining Balance: $17.00
*********************************
Adding Value to An Existing Card
Note: Your cannot add value to an existing card if the system options are set to allow only static
value gift cards.
Add value to an existing card by processing a transaction just as you would for an original sale of
a card. Scan, browse, or enter the card's control number and the system will automatically
recognize that the card already exists. You will be shown the current balance, the date the card
was originally sold, the last activity date, and any information previously entered about the card or
purchaser. Enter the amount you are adding to the card in the "Amount Adding to Card" box,
then finish the transaction as a normal sale.
Combining Two Gift Cards Into One
Note: Your cannot combine two cards if the system options are set to allow only static value gift
cards.
To combine two cards into one you will add funds to the card you want to keep and pay for it with
the balance on the card you wish to zero out. Before you start, check the balance on the card
you want to zero out (View, Credit Card Balance from top line menu). Then, following the
procedure for adding funds to a gift card above, identify the card that will receive the added
funds. Add the total amount of the card that will be zeroed. When you get to the tender screen,
pay for the transaction with the card card you are zeroing out.
You can also sell other items during this transaction and/or you can add more to the existing
balance on the card than you are zeroing out using the split tender feature (for example, adding
$15 to a card with $10 from another gift card and $5 in cash, VISA, etc).
Giving Cash Back From A Gift Card
Note: To give cash back on a gift card, system options must be set to allow giving cash back or
the password level of the cashier must be high enough to override.
Giving cash back on a gift card is accomplished, if allowed by system options, by entering a gift
card tender amount that is larger than the amount of the transaction. Cash is then returned as
change owed to the customer.
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The system has three (3) options for allowing cash to be returned for some or all of the remaining
balance on a gift card.
Option 1: No one is allowed to give cash back on a gift card (this is the default setting)
Option 2: Giving cash back on a gift card is allowed for everyone. This is set by
selecting "Allow Giving Cash Back On Gift Cards" option in the Office's System Setup.
Option 3: Giving cash back is tied to password level. If password protection is on and
System Setup Option in NOT set to "Allow Giving Cash Back On Gift Cards", then only cashiers
with the authorized password level will be able override the system option and give cash back.
Set the password level for this option in the Cash Registers password setup under "Override Gift
Card Cash Back".
Refunding the Remaining Value of a Gift Card
Note: Refunding the remaining value of a gift card cannot be accomplished if system options are
set not to allow giving cash back and the cashier doesn't have a high enough password level to
override.
To refund the remaining value of a card during purchase, enter the entire available balance of the
card into the gift card tender field. The remaining value on the card will be returned as change. If
you want to return the entire amount of the card and no purchase is being made, sell a pseudo
item for zero dollars. You can use your Miscellaneous Item (M) for this if you wish. Then, identify
the card and enter the entire amount into the Gift Card Tender field. The entire value of the card
will then be returned as change.
Giving Store Credit For a Sales Return By Issuing a Gift Card
You cannot transfer the results of a sales return directly into a new or existing gift card. To issue
a new card or add value to an existing card, for the amount of the sales return, follow these
steps:
Step 1. Process the sales return as normal return.
Step 2. On the Return Tender screen, return the full amount to cash.
Step 3. Do not give the cash to the customer.
Step 4. Start a new transaction.
Step 5. Sell a new gift card or add funds to an existing card using the amount of the
previous sales return as the amount for the new card or amount adding to an existing card.
Step 6. Tender the full amount to cash (this balances out the cash amount not returned
to the customer in the previous return transaction).
Step 7. Give the customer their gift card.
Note: The customer is actually purchasing a gift card with the proceeds from the items they are
returning.
The above procedure is not available if the Static Gift Card Option is set and cannot be
overridden. However, you could sell a static gift card for a portion of the return amount and give
cash for the remaining balance. For example if the return amount is $28.50 and you have a static
$25 gift card in the product database:
Step 1. Process the sales return as normal.
Step 2. In the Return tender screen,return the full amount to cash.
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Step 3. Do not give the cash to the customer.
Step 4. Start a new transaction.
Step 5. Sell a new static gift card for the amount closest to (but not over) the return
amount. In this example $25.
Step 6. Tender the full amount of the return to cash ($28.50 in this example).
Step 7. Give the customer their gift card and change ($3.50 in this example).
Preventing the Sale of Gift Cards
To prevent the sale of gift cards, remove all gift cards from the product database (all items with a
type code 6).
Discounting Gift Cards
The system will not allow discounting a gift card or a transaction containing a gift card.
Checking a Gift Card's Balance
To check the balance on a gift card, from the Cash Register's top line menu select View, Credit
Card Balance/History. After entering/scanning the card number, you will get the following:
You can select to print out a history of the card for your customer. The history will print on the
receipt printer as in this example:
Gift Card Balance/History
Date: 12-Dec-05
Time: 08:07:39
Card No. XYZ123456
Available Balance: $12.50
DATE
RECEIPT
1-Jun-05 #005123
8-Sep-05 #006773
2-Nov-05 #007233
AMOUNT BALANCE
$25.00 $25.00
-$10.75 $14.25
-$1.75 $12.50
Voiding a Transaction Where a Gift Card Was Sold
Voiding a transaction where a gift card was sold or where funds were added to a card will
subtract the amount of the sale or added funds from the card. If voiding the original sale of the
card (not added funds) then the card balance will be zero after the void. If voiding a transaction
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with added funds, the card balance will be the same as before the funds were added. If there
was any additional activity on the card after the transaction that is being voided, you will get a
message that subsequent activity on the card prevents the transaction from being voided.
Voiding a Transaction Where a Gift Card Was Used to Purchase
Voiding a transaction where a gift card was used to purchase will add back the
subtracted from the card.
amount
Returning a Transaction Where a Gift Card Was Sold
The system does not allow a return transaction in which a gift card was originally sold. To return
the value of a gift card, you can sell a miscellaneous item for $0 and the value of the gift card will
be returned as change. This is the same thing as giving cash back on a card, so it is subject to
the cash back options selected for the system. Also see the section “Refunding the Remaining
Value of a Gift Card”.
Returning a Transaction Where a Gift Card Was Used to Purchase
See the section "Giving Store Credit For a Sales Return by Issuing a Gift Card"
Gift Card Database Tables
The gift card database has two tables. Both tables are accessible through the POS Office's top
line menu File, Open Database Table.
--The Gift Card Balances table contains the current balance of each issued card and all related
card-holder information that was optionally recorded at the time of sale.
--The Gift Card History table contains the history of all activity for each issued card.
As with all database tables, both of the above tables have full report query capabilities. Two prewritten queries include 1) Cards With a Zero Balance and 2) Cards Without a Zero Balance.
Deleting Old Gift Cards
You may delete old gift cards (generally you would not delete cards whose balances are not
zero) just as you would any record in a database grid. In the Gift Card Balances table, highlight
the record/card to delete by clicking on the left most box. Then select Edit, Delete Marked Rows.
Any corresponding records in the Gift Card History database table will be deleted automatically.
Accounting for Gift Cards
When a gift card is sold, it becomes a liability of the company. Cash has been received for
merchandise to be provided at a later date. A general journal entry for the sale of a gift certificate
would be:
Cash (debit)
Gift Card (credit)
$10.00
$10.00
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When partially redeemed, depending on the circumstances, the general journal entry might
appear as follows:
Gift Card (debit)
$7.78
Sales (credit)
Sales Tax Payable (credit)
$7.25
$0.53
Following the above transaction there would be a $2.22 credit balance in the gift card account
(assuming there were no other gift card balances in the account).
The above journal entries would be incorporated into the "Suggested General Journal Entries" on
the "Master Sales Report".
Gift Certificates
Gift certificates can be sold, redeemed, and tracked through Store Manager POS. A GIFT
CERTIFICATE database table maintains information on outstanding and redeemed gift
certificates including serial number, sold-to customer (optional), redeemed-by customer
(optional), face value, date sold, date redeemed, sold transaction number, and redeemed
transaction number.
Selling Gift Certificates
A gift certificate record (Type Code 4) must be included in the Product1 database table for a gift
certificate to be entered into a transaction. Store Manager POS comes already setup with one
gift certificate record in the Product1 database table which can be used for all gift certificate
sales. Gift certificates are identified to the system by the Product1 database table Type Code 4.
Users may add as many gift certificate records as they like. A different record can be added for
different certificate face values, making entering the face value of the certificate during the
transaction unnecessary.
To sale a gift certificate:
•
Enter GIFT as a product code.
•
The system will prompt the cashier for a serial number. If your gift certificates are not
serial numbered, you will have to uniquely number the certificates. Write or stamp
the numbers on the face of the certificates as they are sold, so they can be identified
when redeemed.
•
Set the price equal to the face value of the gift certificate (change prices as with any
other product).
•
Enter any other items into the transaction that the customer is purchasing in the
same transaction (gift certificates can be entered before or after other items).
•
Total and tender the transaction normally.
Serial Numbers and Gift Certificates
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A serial number or control number is required for all gift certificates that are sold. This number is
used to identify the certificate when redeemed and to identify the certificate in the Gift Certificate
database table.
Gift certificates may also be tracked like any other serial numbered product. Set the Serial
Number field/column in the Product1 database table to “Yes”. If set to “Yes”, when a gift
certificate is sold, the customer’s name will be required before the transaction can be completed.
Then the item will be stored in the Serial Number database table along with the other serial
numbered items.
Identifying the Customer
Identifying the purchaser or redeemer of a gift certificate is optional. If the customer is identified,
the system will record that information. The system does not, however, require that either the
purchaser or the redeemer be identified. The system can be forced to identify the sold-to
customer by setting the Serial Number tracking option to “Yes” (as explained above).
Redeeming Gift Certificates
To redeem a gift certificate select the Gift ICON (F9) from the Tender Window's tool bar. The
Gift Certificate Lookup will appear in serial number order. Select the serial number for the gift
certificate being redeemed. Repeat this procedure for any additional gift certificates (when more
than one gift certificate is being redeemed). A Gift Certificate tender category will appear in the
Tender Window, adding the value of the certificates into the tender total.
Once a gift certificate has been redeemed, it will no longer be available for selection from the Gift
Certificate Lookup.
Gift Certificate Lookup
Reselling Gift Certificates
Redeemed gift certificates cannot be resold (as identified by same serial number) unless the gift
certificate is first removed (deleted) from the GIFT database table. Redeemed gift certificates
can be deleted individually, or all redeemed gift certificates can be deleted with the following
Update Query:
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DELETE FROM [Gift] WHERE [Redeemed] = Yes
Sales Taxes and Gift Certificates
Normally sales tax will not be charged on gift certificates. The sales tax will be charged on the
merchandise when the gift certificates are redeemed. To prevent accidental charging of sales tax
for gift certificates, the system automatically defaults to nontaxable for the sale of gift certificates
(even if the database has a different tax code). We have allowed for certificates to be changed
back to a taxable item (through the Product Access Window), however, we are not aware of
any circumstances where this would be used.
Discounts on Gift Certificates
In order to keep Gift Certificate dollars equal to real dollars, the system takes control of the face
value of the gift certificate, making it equal to the actual selling price. By doing so, the system
forces correct recording of gift certificate sales.
If you override this feature by giving the customer a discount (transaction discount) on the gift
certificates, a special accounting situation arises that the system does not automatically handle.
When the certificates are redeemed for merchandise, the merchandise is sold for discounted
dollars. This will cause your sales to be inflated by the amount of the discount. If not properly
accounted for, you will pay sales tax and income tax on the discounts that are not due.
If you plan on discounting gift certificates, be sure to notify your accountant so he can adjust
sales for the discounted dollars redeemed.
Returning In-House Credit/Another Certificate
Some merchants have policies to give in-house credit instead of cash change for the remaining
balances on gift certificates. If this is your policy, cashiers will need to complete the transaction,
then perform another transaction with a payment to account equaling the amount of the change:
•
After completing the transaction, note the amount of change due to the customer.
•
Start a new transaction.
•
Identify the customer.
•
Enter the Product Code PAY (processing a payment will credit the customer’s
account).
•
Select the Product ICON (F7), the Payment Window will appear instead of the
normal Product Window.
•
Enter the amount of change due to the customer from the previous transaction as the
payment amount.
•
Total/tender the transaction with Exact Cash.
Charging the payment to the Cash tender category will keep the drawer straight. The customer
will receive a credit balance in their A/R account. Subsequent purchases charged to in-house
credit will reduce this amount.
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Returning another gift certificate for the remaining portion of a redeemed certificate will require a
stock of gift certificates with the ability to write-in or change the face value. As with the above inhouse credit, the first transaction must be completed first. Then perform another transaction
selling a gift certificate for the amount of the change. Charge the sell to the Cash tender
category.
Sales Returns and Gift Certificates
There is no direct method to issue a gift certificate during a sales return. If you wish to give gift
certificates instead of cash/check for returned merchandise, or if the original sale involved a gift
certificate and you wish to return it, then follow these steps:
•
Complete the sales return first, using the return Cash category.
•
Do not give the customer the cash.
•
Complete a second transaction issuing (selling) the customer a gift certificate.
•
The value of the gift certificate will be that of the cash in the previous sales return
transaction.
•
Charge the sell to the Cash tender category and give the customer the certificate.
Sales Return/Complete Refund for a Gift Certificate
If you wish to return a customer’s money for a gift certificate that they are returning.
To completely refund a gift certificate:
•
Select SALES RETURN from the Store Manager POS ACTIONS menu.
•
Enter the product code for the gift certificate-GIFT.
•
If the transaction has been identified as a sales return, the system will bring up the
outstanding gift certificates in the GIFT CERTIFICATE LOOKUP WINDOW. Select
the gift certificate being returned.
•
Repeat for any additional gift certificates being returned.
•
Close the sales return transaction normally.
Note: When a return on a gift certificate is completed, the cashier is likely to place the returned
certificate into the drawer. This will make the returned certificate appear to be taken in as part of
a regular transaction. Technically, the gift certificate should be returned to the gift certificate
stock (as with any other return) and not to the drawer. To summarize, cash returned for a $20
gift certificate, will reduce the cash in the drawer by $20, but correctly will not increase the
drawer’s gift certificate total by $20.
Accounting for Gift Certificates
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When a gift certificate is sold, it becomes a liability of the company. Cash has been received for
merchandise to be provided at a later date. A general journal entry for the sale of a gift certificate
would be:
Cash (debit)
$10.00
Gift Certificate (credit)
$10.00
When redeemed, depending on the circumstances, the general journal entry might appear as
follows:
Gift Certificate (debit)
$10.00
Sales (credit)
Sales Tax Payable (credit)
Cash (credit-for the change)
$7.50
$0.38
$2.12
The above journal entries would be incorporated into the "Suggested General Journal Entries" on
the "Master Sales Report".
RENTALS
Rental items are identified to the system by placing a “2” in the Type Code field of the Product1
database table.
Rentals have two inventory levels: IN and OUT ( 1 = in and 0 = out). When entering a rental item
into the system (Product1 database), set the inventory originally to 1, for in.
Store Manager POS’s rental capabilities are designed for each rental item to have its own
separate product code.
Rentals automatically require that the customer be identified at some point during the transaction.
For the Cash Register procedures, there is no difference within the transaction between renting
an item and selling an item. The cashier follows the same procedures to rent an item out as they
do to sell an item. The type code (2) signals they system that the item is a rental and handles it
appropriately.
When a rental item is entered into a transaction, it is automatically placed in the Rental List along
with the renting customers name, number, and the due date and time. This rental list may be
accessed in the Store Manager Cash Register at View, Rented List or in the Store Manager
Office at File, Open Database Table, Rental.
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Current Rented List
Setting the Due Date/Time
The due date and time is automatically assigned to an item as it is rented. You may select how many days
and the time that is automatically assigned at Actions, Rental Due Date. If you need to change the due
date or time for an individual item, you will need to first complete the transaction. Then select, View,
Rented List and change the date and time to the desired date and/or time.
Renting An Item That is Recorded as Out
A common dilemma occurs when a rental item has been returned to stock, yet the records were
not updated to show this. When the rental item shows up at the register, it is obviously available
for rental. As the item is entered into the transaction, the clerk will receive a message that the
item is recorded as rented. The cashier will then be given the opportunity to return the item to
inventory and continue, or cancel the rental request. If the cashier chooses to rent the item, the
customer records will be updated to return the rental for the customer who was currently charged
out for the item and charge the item out to the new customer.
Confusion may result if this transaction happens to be subsequently voided. If this occurs, the
item will be returned to inventory, removing the “rented to” customer, however, it will not charge
the item back out to the customer who had been originally charged. This may or may not be a
desirable condition. Because of this dilemma, the ability to rent an item whose records show has
already been rented, can be password protected, thus leaving the on-duty manager or owner with
the decision.
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Returning Rental Items to Inventory
Rental Turn In
To return an item to inventory select ACTIONS, RENTAL TURN-IN from the Store Manager
POS Cash Register menu. The Rental Turn-In Window will appear. Scan or enter the product
code for the rented item.
After recording the turn-in, the system will automatically wait for the next item. This allows
scanning multiple items consecutively, without any keyboard action being necessary.
Sales Returns For Rented Items
Sales returns can be made on rentals. The item will be returned to inventory and the customer
will be removed from the “charged out” status. A sales return on a rental must be processed as a
"Sales Return Transaction" and not as a negative quantity (exchange). If the item is recorded as
"IN" the system will still allow the sales return to process, thereby allowing a sales return to
process on an item that may have already been turned in.
QUANTITIES FOR RENTALS,
PAYMENTS, AND GIFT CERTIFICATES
The system processes one rental, payment, or gift certificate each time one is entered into the
transaction. A quantity different than one may be used for effect or to adjust the total price,
however, only one rental, payment, or gift certificate is actually recorded.
Rentals, payments, and gift certificates cannot receive zero or negative quantities. The system
will stop the transaction when the cashier attempts to total/tender a transaction that has a zero or
negative quantity for one of these items.
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If you wish to record an item as rented, without charging the customer, then set the price to zero-not the quantity.
CUSTOMER INFORMATION
Identifying the customer may or may not be necessary for your business or for the individual
transaction. Identifying the customer is not a necessary part of most transactions, but is required
for certain transactions.
Identifying the customer automatically records customer sales history (system setup option),
allows you to generate mailing lists, and prints the customer's name and address on the receipt
or invoice. In addition, identifying the customer is required to perform certain functions.
Identifying a Customer
The system can optionally require that a customer be identified for each transaction or it can just
remind the cashier to identify the customer (system setup preference). When one or more of the
following takes place in a transaction, the system will require that a customer be identified:
•
•
•
•
•
A layaway occurs.
A serial number tracked item is entered into the transaction.
In-house credit is granted for the transaction.
A payment on an in-house account is made.
An item is rented.
Select or Add Customer
To identify a customer into a transaction, select the Customer ICON (F3) and a prompt for the
customer code will appear. Enter any one to sixteen-digit alphanumeric as a customer code, or
use the handy lookup function to lookup the customer by Customer Code (F6), Customer
Name (F7), or Company Name (F8).
If the customer already exists in the customer database, the customer's name, address, phone
number and all customer information previously entered for that customer will be displayed. If the
entered customer number is not in the database, the system assumes a new customer is being
entered and an empty record appears. The new customer's name, address, phone number and
any other desired information can then be entered.
Use the up and down arrow keys or the tab key to move around in the Customer Window. To
exit the customer window, the cashier must either select F2 or Escape. F2 will identify this
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customer with the transaction. Escape will exit without identifying a customer (or turn off a
previously identified customer). The Transaction Information Box will display either the
customer code or "Not Identified" indicating if a customer has, or has not been, identified for the
transaction.
Customer Window
Using the Customer Window
The Customer Window has many functions. Many retail businesses will find they use only the
most basic functions for storing their customer’s names and customer history.
All fields that appear on the Customer Window can be accessed by opening the Store
Manager POS Office Customer database table. Some of the not so obvious fields are
explained as follows:
•
Message. This message field is used to relay a special message to the cashier the next time
the customer is identified (e.g. left hat in store, ordered merchandise is in, NO CHECKS, see
manager, etc.).
•
Tax Nmbr. Reseller number, if applicable.
•
Sort Code. The sort code is used by Store Manager Office’s customer address label
function to identify customers for special mailings. (see Chapter 4, Customer Address
Labels).
•
Open Text 1 and 2. These fields are used for additional customer information for which no
field was provided. For large amounts of additional information, use the Notes function.
•
Tax Code. See SALES TAX ALTERNATIVES, Customer Auto Tax.
•
Price Code. See SYSTEM PRICE SELECTION, Customer Price.
•
Credit Limit. Used with System Preference, “Use credit limits” (Store Manager Office,
SETUP, SYSTEM SETUP menu selections). If selected, the system will halt a tender in
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process if the tender will cause the customer’s account to exceed the amount in the
customer's Credit Limit field. If the cashier’s password level allows it (or the manager
overrides it), the customer’s credit limit may be raised and the transaction completed. Credit
limits may be different for every customer. A default credit limit amount can be assigned to
all new customers from System Preferences Page Two, (Store Manager Office, SETUP,
SYSTEM SETUP, More selections).
Note: To assign everyone a credit limit of $500 you could use the following Update Query:
UPDATE [Customer] SET [Credit Limit] = 500
Then lower or raise the customers that you want to have more or less credit.
customer’s you don’t want to have any credit at zero.
•
Place
Customer History. The customer’s past sales history is shown in the Customer History
Box. The Month-To-Date sales, Year-To-Date sales, and Year Returns do not include any
sales taxes that may have been charged. The Month and Year-To-Date totals have been
adjusted to reflect sales returns. A password level higher than the cashier’s for “Show
Customer History” will keep this information from appearing on the screen.
The customer’s account, layaway, and rental information is available from the Customer
Window tool bar. The same information is available from the Cash Register’s VIEW menu once
the customer has been identified.
Notes
The Notes Icon brings up the Customer Notes Window which provides a scratch pad area to
maintain note-type information about customers.
The convenient Date Stamp button
automatically inserts the date and time into the note at the insertion point.
FOOD STAMPS
Two System Preferences (Store Manager POS Office, SETUP, SYSTEM SETUP menu
selections) are used with food stamps:
•
Use Food Stamps. Check if you wish the system to handle food stamps.
•
Food Stamps default to exact qualified. If you want the food stamp amount to default to
be exactly the food stamp qualified amount, then check this box (for food stamp card-type
sales areas). If not checked, the amount will default to the next highest dollar (for regular
food stamp sales).
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The Food Stamp Window
Using Food Stamp Features
All qualified food stamp items must have their Product1 database table Food Stamp
field/column set to “Yes” so the system will recognize them as food stamp qualified items.
When food stamps are tendered for a sale, the cashier selects the Food Stamp ICON (F10) from
the Food Stamp Window. Depending on the default selection “Food Stamps default to exact
amount”, the window will automatically enter an expected food stamp tender amount based on
the total food stamp qualified items. If this is not the amount tendered, the cashier enters the
actual amount.
The window shows the breakdown between food stamp qualified and nonqualified items. The
window will also calculate and show how much food stamp change will be applied to any other
nonqualified items. This information is primarily provided for the cashier to offer explanations to
the customer, as the system automatically handles this situation.
When the Food Stamp Window is closed (OK selected), the information in the Tender Window
will reflect the food stamp totals. The cashier will be shown how much change and how many
food stamps to return to the customer.
If nonqualified items are also in the transaction, the cashier will then enter the amount of cash or
other currency offered for payment of those items.
Food Stamp Limitations
Because allocating correctly between food stamp qualified and nonqualified items becomes
obscure in certain situations, the system does limit certain features when food stamps are
involved. You do not need to memorize these, as the program will notify the cashier if they
attempt to perform one of these procedures:
•
Food stamps cannot be used with a transaction discount. Use item discounts so the system
will know if the discounted item was food stamp qualified or nonqualified.
•
Food stamps cannot be used with manual taxes.
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•
Food stamps cannot be used with a negative quantity in the same transaction
(return/exchange/trade-in).
•
A return which involves returning food stamps must be done separately from nonqualified
items.
Special Food Stamp Tax Exempt Tax Category
Special Food Stamp Tax Exempt sales tax categories (day, month, and year) have been
included in the Sales Totals database table to account for a special situation.
The Food Stamp Tax Exempt sales tax categories are for only those items that were originally
taxable, but became tax exempt because they were purchased with food stamps (in most states,
these tax categories’ totals will remain at zero because the items are taxed the same as
nontaxable items). All items that were already nontaxable (regardless of it being a food stamp
sale) will remain totaled in the Nontaxable sales tax category.
BULK BREAKDOWNS
Bulk breakdown is the process of transferring between identical sales items that have been
packaged in different standard sales units. The best example of this is the transfer of sodas
between case, six pack, and single cans. The bulk breakdown feature allows inventory to be
managed at a higher level, leaving the system to automatically take care of the lower level
inventories.
Each product has two fields that manage the breakdowns: the Bulk Product Code field, and the
Bulk Brkdwn Qty field. Both fields are located in the Product1 database table.
When an item reaches zero, the system will automatically go to the Bulk Product Code item and
remove 1 from its inventory. It will then increase the product being sold by the number in its Bulk
Brkdwn Qty field.
Items can have bulk breakdowns for up to 2 levels. For example a case of soda can break down
to six packs of soda, which can break down to single cans. While an actual case of soda might
never be sold, the product’s inventory can still be controlled at that level (the case level), greatly
simplifying the inventory process.
Examples:
Product Code
Description
Bulk Product Code
Bulk Brkdown Qty
08888811111
08888822222
08888833333
Soda, Single Can
Soda, 6-pack
Soda, Case
08888822222
08888833333
N/A
6
4
N/A
09999911111
09999922222
Cigarettes, Pack
Cigarettes, Carton
09999922222
N/A
10
N/A
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The above soda is an example of a two-level breakdown and the cigarette example is a one-level
breakdown.
The items are not actually transferred by the system until a sale is made in which the inventory
would drop below zero. Here is an example of how the soda inventory might look before and
after the sale of a SINGLE CAN of soda:
Before Sale
Soda, Single can
Soda, 6-Pack
Soda, Case
After Sale
0
0
8
5
3
7
A problem arises with the transferring of bulk products when inventory is off (incorrect) in the
negative direction. This is a rare condition, as most incorrect inventories show more on hand
than actually is in stock (a result of pilferage, theft, etc.). During a transfer from any level, if the
on-hand inventory has gone into a negative status, the transfers will be suspended and inventory
will be removed from the primary item (into a negative quantity). Periodically, you may wish to
run an inventory report of all products showing a quantity less than zero. Those products should
be inventoried and quantities replaced with corrected numbers.
The query to identify negative inventories is:
SELECT FROM [Product1] WHERE [Inventory Qty] < 0
Bulk Breakdowns with Voids and Returns
When a return/void is processed for an item with a bulk breakdown, all items will transfer back to
the inventories from which they were originally broken down.
Bulk Breakdowns and Purchase Orders
It is generally desirable to keep the lower items (single cans or six-packs of soda) from showing
up on Purchase Orders and Reorder Reports. To keep them from being considered an orderable
product, place a negative number (-1) in Reorder Point field.
KITS AND CARRY ALONGS
Kits
The Kitting feature allows combining products into a "Kit", to be sold as a single item at its own
price. The system then adjusts the inventory for each item sold within that kit. The items within a
kit can be shown on the receipt, or optionally excluded from the receipt.
To illustrate, we are going to use a 5-Gallon Aquarium Kit as an example.
To create a kit, first open the Product1 database table in Store Manager POS Office (FILE,
OPEN DATABASE, Product1 Database Table menu selections), then enter all information to
create a new product:
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•
•
•
•
•
•
•
68
Product Code, FAKIT001
Description, 5-Gallon Aquarium Kit
Standard Price, 19.95
Tax Code, 1 (taxable)
Type Code, 0 (product type code)
Kitted/Carry Along, K (K for kitted, C for Carry Along)
Close the Product1 database table
Now open the Kit database table in Store Manager POS Office (FILE, OPEN DATABASE, Kits
Database Table menu selections) and enter the items in the kit:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Product Code, FAKIT001
Show, Yes (Yes to show kitted items on receipt)
Product 1, 01698962005 (product code for aquarium)
Product 2, 02749894455 (product code for air pump)
Product 3, 02957843344 (product code for rocks)
Product 4, 02644327843 (product code for lid)
Product 5, 02723844477 (product code for light bulb)
Product 6, 02229899954 (product code for filter)
Qty 1, 1 (Enter the quantity in the kit for each item)
Qty 2, 1
Qty 3, 2
Qty 4, 1
Qty 5, 1
Qty 6, 1
When the kit product code is entered into the transaction, the inventory for each item in the kit will
be reduced by the amount in the field/column.
In some situations (depending on how you want sales recorded and inventory controlled), it may
be more desirable to use the closely related Carry Along feature, than the Kitting feature.
Additional kitting information:
•
Deleted, erroneous, or nonexistent product codes are ignored by the kitting process.
•
Each kit can contain up to thirty-two items.
•
The only database field within the product database that is updated for a kitted item is the
inventory. All database sales are recorded under the primary item, and not under both the
primary and kitted item. If both were recorded, then the double counting would make cost
and profit reports inaccurate. If you are using the profit reports to report gross profits, you will
want to place the total cost of all the individual kitted items in the cost field of the primary
item.
•
The inventory is reduced only for the items in the kit and not for the kit itself. The kit itself
should always have an inventory of zero. This will prevent the inventory from being counted
twice (once for the kit and once for the items in the kit).
•
Kitted items are standard products and can also be sold (or not sold) as individual items
without any special requirements or consideration.
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•
A kit will not kit. Only one level of kitting is allowed by the system. You cannot kit within
another kit.
•
Any product may be kitted as many times as desired.
•
You may kit (and mix) services and products. For example, a primary item might be a TUNE
UP and kitted items might include oil (a product), oil filter (a product), change oil (a service),
check air filter (a service), and so on. As with a standard sale, the product inventories will be
adjusted, the services will not. The primary service (TUNE UP) will record the sale, the kitted
products will have their inventories reduced, however the kitted services will have no change
within the record at all. The primary purpose of kitting services is to show the work on the
receipt.
•
You may wish to "add-back" or exchange an item while kitting. This is accomplished by
entering a negative number for the quantity.
For example, API sells a $549 special. One of the kitted items is the T-300 HP Wand.
An available upgrade is the SD-530 CCD Bar Code Reader which replaces the T-300
Wand. The original Special Kit subtracts 1 T-300 wand that needs to be put back in
inventory if a customer wishes to upgrade to the SD-530 CCD. So our upgrade is a
separate product that kits both the T-300 wand (with quantity of -1 to put the Wand back
in inventory) and the SD-530 CCD (with a quantity of 1 to remove it from inventory). Of
course, we do not select the upgrade's kitted items to show on the receipt. The primary
item's description explains the item "UPGRADE: T-300 TO SD-530".
•
The system does not stop and notify the cashier when individual kitted item's inventories fall
below zero.
•
If no record exists for a product specified in a kit, it will not prevent the sale of the kit. The
item is simply ignored (inventory is not updated because it does not exist and no description
for the item is placed on the receipt).
•
Bulk breakdowns are properly controlled during kitting.
•
Rentals, payments, and gift certificates cannot be kitted or included as part of another kit. If
these types of transactions are marked as kitted, the system will ignore the kit and process
the item normally without any kitting taking place. If an item in a kit is a rental, payment, or
gift certificate, the kit will process normally and the item within the kit will be ignored.
•
Individual items within a kit will not allow for serial number tracking. If an item within a kit is
one that needs serial number tracking, then either the entire kit should be tracked or the item
will need to be separated from the kit.
Carry Alongs
Carry alongs (also known as Tag Alongs) allow related products to be entered into a transaction
automatically whenever a primary product is entered. The best example of this is a soda as the
primary product with the bottle deposit as the carry along.
Carry alongs behave just as if the cashier had entered the two (or more) items individually. Up to
16 items can be carried with any primary product.
To create a carry along, first open the Product1 database table in Store Manager POS Office
(FILE, OPEN DATABASE, Product1 Database Table menu selections), then enter a “C” in the
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Kit/Carry Along field/column for the primary item to notify the system that a carry along is
associated with this product.
Now open the Kit database table in Store Manager POS Office (FILE, OPEN DATABASE, Kits
Database Table menu selections) and enter the items to carry along into the appropriate
fields/columns:
•
•
•
•
Product Code, 010223123456 (soda’s product code)
Show, Yes (Yes or No--all Carry alongs show on receipts)
Product 1, DEPOSIT001 (product code for carry along item)
Qty 1, 1 (quantity to carry along)
EMPLOYEE COMMISSIONS
If commissions are not used for your business, then completely ignore this section. The system
will automatically default to not calculating commissions.
Store Manager POS will maintain separate commission totals for products, services, and rentals.
This makes it easy to allow for different commission rates for each category. Commission rates
can also be different for each employee.
Store Manager POS Office will calculate and print a pay period commission report. This report
automatically calculates employee commissions due for the pay period. See Store Manager
POS Office, EMPLOYEE COMMISSIONS, Pay Period Commission Reports.
Commission totals are kept separately for pay period, day, month, and year. Day, month, and
year totals are cleared with their respective close function. The pay period is cleared separately
to coincide with the payroll.
Commissions are controlled through the Commission Code field and Employee ID field in the
Product1 database table. Every product has three possible codes:
•
Commission Code 0: No employee commission total is updated for this product, service, or
rental (default).
•
Commission Code 1: The currently identified cashier receives the commission for this
product, service, or rental. To ensure employee commission records are being updated,
make sure the cashier is always identified by checking the System Preference, “Require
Cashier Identification” in the Store Manager POS Office SETUP, SYSTEM SETUP. If an
employee is not identified, then no commission total will be updated.
•
Commission Code 2: The employee in the Product1 database table Employee ID field
receives the commission for this product, service, or rental. Note: If the employee identified
in the Employee ID field is not a valid employee (does not match an Employee ID in the
Employee database table), then no commission total will be updated for this item.
Note: A single transaction can have any combination of the above three types of commissions.
Returns/Voids and Commissions
Voids are always removed from the employees’ commission totals.
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The system allows two choices for handling returns and commissions. Returns can be removed
from commission totals or not removed. To remove returns from commissions check the System
Preference, “Remove returns from commissions” in the Store Manager POS Office SETUP,
SYSTEM SETUP.
If returns are to be removed from commission totals the system must know which employee’s
commission the return should be subtracted from.
•
If the sales return originates from the original sale (by selecting the Recall ICON, then Sales
Return From A Past Transaction), then the original employee's ID is carried into the return
automatically.
•
If the return is started without identifying the original sales transaction, then the original
cashier will have to be re-identified for Commission Code 1 commissions (cashier
commissions) to be properly returned. Once a sales return transaction has been identified,
the menu selection ACTIONS, RETURN COMMISSION ID can be selected. Enter the
employee ID of the employee who is to receive the commission adjustment. If the employee
is not identified, a reminder will pop up when the transaction is totaled/tendered. If you
cannot trust certain employees to return a commission to the correct employee, then
password protect those employees from making sales returns.
No commissions will be updated for trade-ins/exchanges or returns made by using a negative
quantity instead of a return transaction. So if you need to update commissions on a return, use a
separate sales return transaction.
CASH DRAWER TOTALS
Cash Drawer Totals
A cash drawer total is kept for each tender category. The totals are cleared (zeroed) when the
register is closed. To access the Cash Drawer Totals, select VIEW, DRAWER TOTALS from the
Store Manager POS Cash Register menu.
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To automatically place a standard cash amount into the cleared cash drawer, place the amount
desired into the, Cleared Cash Drawer Cash, from the Store Manager POS Office SETUP,
SYSTEM SETUP, More button menu selections.
Note: A total for Cash Paid Out is provided. However, the cash total has already been adjusted to
reflect any cash paid out.
OPEN TRANSACTIONS
Store Manager POS keeps track of "Open Transactions" so they may be tracked and later
recalled. Open Transactions are generally used for Work Orders, Repair Orders, Quotes,
Claim Tickets, but may also be used for saving an uncompleted transaction or keeping several
transactions going simultaneously (primarily for bars and restaurants).
Storing an Open Transaction
To store an open transaction, enter items into the transaction as in a normal sales transaction,
then select the Tender Window (F8). From the Tender Window tool bar select the Store Trns
ICON (F7). As the transaction is stored, an option is available to also print out the work order,
quote, or claim ticket. If additional information is required on the work order/quote/ticket to be
printed, the cashier may edit the work order prior to printing.
Storing an Open Transaction
The work order/quote/claim ticket number is stored under the current transaction number.
Retrieving an Open Transaction
To retrieve an open transaction, select the Recall ICON button (F6) from the Store Manager
POS Cash Register tool bar. Then select the Recall an Open Transaction (F2) from the Recall
Past Transactions Window. The standard Lookup Window will appear. Select the open
transaction number from the list.
After the transaction is retrieved, changes or additions can be made just as in any transaction.
The open transaction can be saved again reflecting any additions or changes, or the transaction
may be completed.
When an open transaction is completed (tendered normally), the transaction will be automatically
closed (removed from the list of open transactions). The transaction number will be the same
number that the original open transaction was saved under.
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73
PRODUCT INFORMATION
Product information, available from the VIEW menu selection, allows the cashier to obtain
information about any product without placing the item into the transaction. The large amount of
information available for each product makes this feature useful for many situations. After
obtaining the information, the user has the option to enter the product into the transaction, or
close without entering the product. The user also has the opportunity to switch to the primary or
secondary alternate product information.
Product Information Window
Product Information (Current, Next, or Always)
The Cash Register’s VIEW menu gives the cashier three choices for retrieving product
information.
The user may check PRODUCT INFORMATION (CURRENT), PRODUCT
INFORMATION (NEXT), or PRODUCT INFORMATION (ALWAYS). If Next is checked, the
next, and only next product entered, scanned, or looked up, will come up in the Product
Information Window. If Always is checked, every product entered into the transaction will first
pass through the Product Information Window. A shortcut to seeing the next product is
pressing the Cntrl+N keys prior to entering the product code.
Product Information (Current)
Selecting Product Information (Current) brings up the product information screen for an item
that has already been entered into the transaction. Move the highlight bar to the desired item
and press Cntrl+I or select from the VIEW menu.
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74
Alternates
The user has the opportunity to switch to alternate products as assigned in the Product database
table. If a primary or alternate product has not been entered or does not exist in the product
database, the control button will be disabled (subdued). The user can enter the alternate into the
transaction, close the window, or switch to another alternate.
Product Notes
If any changes are made within the Notes area, the program will prompt the user to determine if
the changes should be permanent.
Product Image
A product image will display if available. To make an image available, the picture must be stored
as a bitmap file (.bmp or .dib) or as a metafile (.wmf) in the subdirectory \images. Bitmaps larger
than 160h X 200w pixels will be chopped to that size for displaying. Take this into consideration
during the original construction of the image files. Bitmap files can be created by numerous
programs including the Paintbrush program included with Microsoft Windows.
After the file is completed and placed in the \images directory, place the complete name of the
file (e.g. example.bmp) in the Product database table Product Image field/column. The image
will then automatically display whenever the Product Information Window is called.
INVENTORY QUANTITY LOOKUP
The cashier can view the inventory quantity of any item by selecting VIEW, INVENTORY
QUANTITY (Cntrl+Q) from the Store Manager POS Cash Register menu. This inventory
request reveals the inventory for the selected item (the item with the highlighted bar), plus any
breakdown inventories for two levels above the item. This is different from the way inventory is
reported in the Product Information Window; which shows inventory as reflected in the
database without consideration for the breakdown inventory quantities.
Inventory requests on items that are not products (not Type Code 0) are reported as not
applicable (N/A).
ADDING ON-THE-FLY
Adding on-the-fly means adding a product, service, rental, gift certificate, or payment during a
transaction. A product added on-the-fly will only require the minimal amount of information
needed to complete the transaction. Therefore it will be necessary to later add any other
information that may be wanted or needed. To aid in identifying the products added on-the-fly,
the new products are placed into a common department aptly named “on-the-fly”. Once
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updated, they can be changed to the department in which they belong (if departments are being
used).
To add a product on-the-fly, simply enter or scan the product number. The system will recognize
that the number does not exist in the product database and ask the user if they wish to add it. If
the cashier chooses to add, the On-The-Fly Window will appear. The information needed to add
the product into the database and into the transaction can then be entered.
On-The-Fly
CASHIER IDENTIFICATION
The System Preference (SETUP, SYSTEM SETUP menu, Require Cashier Identification)
requires the cashier to always identify himself or herself by entering their ID and password when
the Cash Register is started. While the system does not require identifying the cashier, several
functions must have this information to be used or used to the fullest. These functions include
password protected areas, credit authorization, commissions, receipt name, and Audit Log
information. In addition, certain reports and databases store the cashier associated with a sale.
We suggest that all but sole owner-operated businesses (where there is one and only one person
using the register) use this Require Cashier Identification option.
SECURITY
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Password Access Window
To Setup and turn on password protection for the system, see PASSWORD SETUP in Chapter
2.
Once the password protection has been setup and implemented (turned on), password protection
becomes active. When an employee attempts to use a functional area that has a higher
authorization level than they have been assigned they will receive an "ACCESS DENIED"
message from the system. Someone with a higher access level will be needed to gain access to
that area (see Manager OverRide below).
Store Manager POS’s SECURITY menu provides the following options:
•
Lock Register. Brings up the Password Access Window. The system is locked and
cannot be opened until a valid ID and password are entered.
•
Identify Cashier. For use by establishments that do not require cashier ID (using the
"Require Cashier Id" System Preference) and do not have password protection turned on,
but may want to identify the cashier to place on their receipts.
•
Switch Cashier. Used to change the system recognition of current cashier without exiting
the register. May be used when switching cashiers or when two or more cashiers are using
the same register. If two or more cashiers are using the same register, you may also wish to
use the "Auto-Lock Between Transactions" System Preference. This insures the correct
cashier is identified with each transaction. If you plan on using this feature, keep ID numbers
and passwords as short as possible to minimize delays.
•
Manager Override. Used to increase the authorization level to that of the manager or
whoever enters their ID and password. The purpose of this option is to let the manager
override the cashier’s password level and gain access to a protected area. After the current
transaction, the system reverts back to the previous level prior to the override. The audit log
reflects that the password level was overridden.
OPENING CASH DRAWERS
If you have identified a cash drawer to be opened by the system (SETUP, EQUIPMENT menu),
the open signal sent by the system must be respected.
•
The cash drawer signal precedes the receipt printing. If your printer is turned off you will get
a printer error. Waiting for the printer error for a printer that is turned off can take 15 or more
seconds. If your system appears to freeze up, the first thing you should think about is the
printer.
•
Sending an open cash drawer signal to a printer that is not designed to open cash drawers
will cause varied results. Ejecting a blank sheet of paper prior to printing the receipt is a
common occurrence for lasers and ink jets.
•
If switching back and forth between two types of receipts, it will be necessary to use a cash
drawer opened by the serial port rather than one opened by a printer. Cash drawers opened
by printers must be connected to the current receipt printer. Thus, if printing to two different
printers, the cash drawer would only be able to open when printing to the one it is connected
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to. To overcome this, use a serial-type cash drawer when printing receipts to two different
printers.
CASH REGISTER RECEIPT OPTIONS
Select Printer
When the Store Manager POS Cash Register is started, all printing is assigned by default to the
Window’s default printer. This can be changed with any Select Printer button. Select Printer
buttons are available on most Cash Register windows which also provide a print function.
Select Printer is also available from the Cash Register’s FILE menu.
The Select Printer feature provides a list of current Windows printers and drivers. It allows the
user to change the current printer by selecting a new printer from this list.
Once changed using Select Printer, all printing will default to the newly selected printer until
another is selected or the Cash Register is exited. The exception to this is charge slip printing,
which always defaults to the printer selected in PC Charge Setup.
If a default printer has not been selected in Windows, then the Select Printer Window will show “
Printer Not Selected”. A printer must be selected from your list of installed drivers. Printing
receipts without a printer being selected will cause unexpected results.
View or Print Past Receipts
Printing Past Receipts is available from the Recall ICON (F6). When View or Print Past
Receipt is selected, a prompt requesting the transaction number of the past receipt will appear.
Upon entry of a valid past transaction number, the Receipt Preview Window will display. If not
password protected, the receipt can be altered prior to printing. Any alterations made to receipts
will not be permanent. The next time the same receipt is recalled, it will be the original.
If the past receipt type is not the same as the current type, then it will be necessary to identify the
original printer and type of receipt.
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Receipt Preview Window
Print Last Receipt
Print Last Receipt is available from the Recall ICON (F6), the Cash Register’s FILE menu, or
using the Cntl+P keys. The last receipt did not have to be printed in order to reprint it.
Modifying Receipt Options
How a receipt will print is primarily determined by the Receipt/Invoice Setup in Store Manager
POS Office. However, changes to these options can be made prior to printing the receipt.
Select the Receipt ICON (F6) from the Tender Window’s tool bar. The Modify Receipt
Window will appear. This window allows the users to turn receipt printing on/off, change the type
of receipt and/or the printer to print to, change between standard and invoice formats, change the
number of copies to print, and change or select a receipt statement.
The cashier can select to Reset Defaults after Current Transaction, so the next receipt will
revert back to the default receipt options.
Note: If you change printers for just one receipt, you will need to change it back before printing the
next receipt. The Reset Defaults after Current Transaction, will not re-select the printer.
Modify Receipt Window
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TENDERING THE TRANSACTION
The Tender Window
Once all items to be sold are entered into the transaction, the cashier selects the Tender ICON
(F8) from the Cash Register’s tool bar to bring up the Tender Window.
From the Tender Window, the cashier enters types and amount of currency tendered. The
cashier may also modify the default receipt settings at this time. The cashier may Cancel at any
time and return back to the Cash Register Window to enter or change items within the current
transaction.
The Amount Tendered area at the left side of the screen is used to enter the amounts tendered.
The cashier may combine amounts from any, or all, of the ten tender categories (split tender)
plus gift certificates to arrive at the total amount tendered. The Tendered: and Due: lines at the
bottom automatically do the calculations for the cashier.
The tool bar ICONS function as follows:
•
Balance (F2). Calculates and places an amount equal to the remaining balance in
the current (focused) tender category.
•
Exact Cash (F3). Empties any tender category with an amount in it, then fills the
cash tender category with the exact amount of the transaction. Note: A system
preferences (Store Manager POS Office, System Setup) will allow this selection to
go automatically into recording the transaction without selecting the OK button.
•
Exact Check (F4). Empties any tender category with an amount in it, then fills the
check tender category with the exact amount of the transaction. Note: A system
preferences (Store Manager POS Office, System Setup) will allow this selection to go
automatically into recording the transaction without selecting the OK button.
•
Receipt (F6).
Options).
Calls the Modify Receipt Window (see Cash Register Receipt
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•
Store Trns (F7) Stores/prints open transactions (see Open Transactions).
•
Gift Certificates (F9). Calls the Gift Certificate Lookup Window. Selected when a
customer presents a gift certificate for tender (see Gift Certificates).
•
Food Stamps (F10). If the Food Stamp Option is ON, calls the Food Stamp
Window (see Food Stamps).
Comments
Comment boxes, adjacent to the tender boxes can be used to place a comment on the receipt.
Common usage is for check or credit card number, but may be used for anything. This feature is
not available in the Touch Screen Version.
CLOSING THE REGISTER
Closing the Register is the process of returning all daily sales totals to zero.
The user can optionally print drawer totals and a Master Sales Report during the close process
(see Print Master Sales Report).
The drawer is also reset (totals returned to zero) when the register is closed.
The drawer may also be cleared independently of closing the register. Often the drawer is reset
after every shift while the register is closed daily.
For most operations closing the register daily is standard, however, there are operations that will
prefer to close more or less often (both at the end of each shift and once a week are common
examples). This does not make any difference to the system. Daily sales reports will then reflect
shift or weekly totals rather than daily totals. Also see Closing the Month and Year in the Store
Manager POS Office section.
The system will automatically detect and notify the cashier when the Cash Register has started
on a new day and has not been closed. This warning can be shut off by selecting “Don’t warn
to close previous day’s sales” in the Store Manager POS Office System Preferences
(SETUP, SYSTEM SETUP menu selections). Additionally, if you don’t want your employees to
be able to continue without closing the register (after receiving a Close Warning), then set the
password option “Bypass Close Register Warning” to the desired level.
After closing of the register, the system will initiate an automatic backup (see Backup, Backup,
Backup!, Chapter 4).
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Close Register Window
Print Master Sales Report
Use the password controls to prevent employees from printing these reports if you do not want
them to see sales totals. Frequently, employers will want the daily, or daily and monthly totals
printed, but not want the employee to see monthly or monthly and annual totals.
•
40-Column Report. Formatted to print on 40-column printers, but the report can print to any
printer. Depending on the System Preference (SYSTEM SETUP) setting for “Include Month
Totals on Sales Report”. This report will print either a Daily or Daily and Monthly Sales
Report.
•
80-Column Report. Requires an 80 column printer. This selection prints out the standard
Master Sales Report containing daily, monthly, and annual figures. This same sales report is
available from the REPORTS, PRINT MASTER SALES REPORT menu selections, in Store
Manager POS Office.
•
Print Drawer Totals. Prints the current drawer totals prior to resetting the totals to zero.
•
Clear Product Database Daily Sales Totals. Daily sales totals stored in the product
database are used by operations who need a daily listing of everything that sold. If you are
not using this type of information, then not checking this box, will speed up the closing
process by not clearing the Product1 database table’s daily sales fields.
Note: The system automatically stores a copy of the Master Sales Report when the register is
closed. The text file is named dmsr.txt and is located in the \posdata directory (folder). It holds
reports for one year and is deleted annually with the closing of the year. Use Windows Notepad,
Write, or Wordpad to view or print any of these past reports.
Cash Paid Out
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Cash Paid Out
The cash paid out feature is generally used for paying vendors from the cash register drawer.
The payout should not have anything to do with the sale of merchandise to a customer, but will
probably be a business expense or a purchase (cost of goods sold item).
From the Cash Register menu, select ACTION, CASH PAID OUT, then fill in a dollar amount
and explanation for the payout. The explanation should be complete enough so your accountant
or bookkeeper can determine the expense category the payout will be charged to.
Each payout is recorded in the Paid Out database table (see Appendix 2). Print a report from
this database table so your accountant or bookkeeper can charge the expenses to the
appropriate categories.
Discuss with your accountant or bookkeeper how often they will want a copy of the report.
Use the following Update Query to delete all the paid out records:
DELETE FROM [PaidOut]
To delete all records prior to January 1, 1998:
DELETE FROM [PaidOut] WHERE [Date] < #1/1/1998#
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CHAPTER FOUR
THE STORE MANAGER POS OFFICE
Store Manager Office provides the support functions for the Store Manager POS Point-of-Sale
System. Database access, data entry, sales reports, accounts receivable, consignments,
employee commissions, purchase orders, system preferences, sales tax setup, equipment setup,
receipt/invoice preferences, address labels, and password /security are some of these support
areas.
BACKUP, BACKUP, BACKUP!
A Backup Plan
Your data files are an asset of your company. Protecting this asset is as important as protecting
your merchandise. Stop and think, how much would it cost to replace your data? How long did it
take you to input your files originally? Would you really want to do it again? Can you risk losing
your accounts receivable records?
Determine exactly what losing your data would do to your time and business, then develop
backup procedures based on that risk. There is no need for any business to loose any data they
are not willing to put at risk.
Backup procedures should include these considerations:
•
Rotate through at least 3 backups. Disks are fairly cheap. You may wish to have separate
backups for each day of the week.
•
While we don't like to think about it, fires, floods, disgruntled employees, and other types of
disasters do happen. Consider adding off site storage to your plan.
•
Busy businesses may want to back up more often than daily.
•
While backing up to another directory on the same hard disk is better than no backup at all, it
does little to protect from a total disk crash.
•
Network systems may easily backup to another hard drive on the same network.
How to Back Up (Manual Backup)/What to Back Up
If you use Store Manager's manual backup procedure (Cash Register, File, Backup), this
procedure will back up all the necessary files. To use this function, in the Store Manager Cash
Register select file, then Backup. Identify the drive to backup to, next identify the folder to place
the files being backed up in, then click the Backup button.
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To backup to another drive on a network, you can map the drive that you want to be able to
backup up to. This mapped drive will then show in the list of available drives in the manual
backup utility.
If you use another method to backup, all Store Manager POS databases are located in the
subdirectory named “\posdata”. Backup the entire “\posdata” subdirectory daily.
Automatic Backup
Starting with Version 4.5, the system automatically backs up data as the Cash Register is closed
(Cash Register's Close Register(s)). The automatic backup feature copies the \posdata
databases and configuration files to the \posbakup\current\dayX (X=1 to 31) folder on the
machine that is designated as the server (does not have to be a server). Each of the last 31 days
and the last day for each of the last 12 months (provided the register was closed at least once
between the 26th and 31th of the month) are stored.
For network installations, the POS Cash Registers must first be exited on ALL machines on the
network--except the machine where the close register is being initiated. If the Cash Register is
active on any of the other machines, at least two important files will not be backed up—the
products.mdb and the pos.mdb. The system will tell you these files were not backed up if you
have failed to first exit all instances of the Cash Register.
Manual backups can be made at the Cash Register's File (top line menu), Backup (See How to
Backup above). For network installations, you can manually backup to the same group of
\posbakup folders located on the station. By doing so, your stored files will be located on two
separate hard drives—offering the additional protection from a hard drive crash.
For single user systems, and for off-site storage on network systems, it is a good idea to
frequently do a manual backup using removable media such as a CD-RW or USB Flash Drive.
If you have another backup procedure in place, you can turn off the automatic backup feature in
the POS Office's, Setup, System Setup section. DO NOT DO THIS without another reliable
backup procedure in place.
MICROSOFT ACCESS
For most users, the database capabilities within Store Manager POS are more than they will
ever want or need. However, if more database control is desired, the easy solution is Microsoft
Access.
Store Manager POS uses the Microsoft Access Jet Engine to update and store information in its
databases. Because of this, Store Manager POS’s databases are compatible with the Microsoft
Access database program.
You may use Microsoft Access as an alternative to our “Open Database Table” functions to
edit, query, sort, and report your data. Microsoft has spent millions of dollars developing this
program and the inputting, querying, and reporting possibilities are almost endless. The program
even includes a version of the BASIC programming language which will allow you to write your
own routines to interact with your data. You will need MS Access 2000 or above to access the
Store Manager POS databases. For security, an Access database password is needed to enter
a Store Manager POS database using MS Access (or any other program except Store Manager
POS). The password is shown on the Store Manager Office’s Help drop down menu. If Store
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Manager POS password protection is on, you will need a level 99 (highest level) to view this
password.
OPEN DATABASE TABLE—THE GRID
“Open Database Table” is the heart of Store Manager POS Office. It
provides access to all database tables maintained by the Store Manager
POS System.
FILE, OPEN DATABASE TABLE gives the user full edit, query, sort, and reporting capabilities
for the database tables maintained by the Store Manager POS System. The row/column
“spreadsheet style” grid layout provides quick access to database information.
•
•
•
•
•
•
•
Records are displayed in a scrollable grid table.
Columns may be moved and resized with the mouse.
Columns may be individually totaled.
Records may be sorted or viewed by any field order.
Ability to select multiple records for deletion.
Report layouts may be saved and reopened using select queries.
Print preview and reports.
The Database Table Window
Navigating in the Database Tables
The current cell on the grid is identified by the current “selected” Windows color scheme, or, if not
selected, by the flashing cursor in the cell. The column containing that cell is also current for any
column commands (Round Column, Column Heading, Hide Column, Add Column, etc.). Make
another cell/column current by clicking on it, or using the keypad navigation keys.
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To scroll the contents of the grid up or down, use the vertical scroll bar or the numeric keypad
navigation keys (arrow keys). To scroll the contents of the grid left or right, use the horizontal
scroll bar.
Resizing and Moving Columns
To resize a column, grab the vertical line at the column’s right edge and drag it to the desired
location. Columns have a minimum width of one character or may be removed altogether.
To move a column, mark the column by clicking on the heading. Then grab its heading (the cell
in which its field name is displayed) by depressing and holding the left mouse button and
dragging the column to the desired location.
Marking Multiple Records
Position the mouse at the far left of the record/row you want to select. The mouse pointer should
change to an arrow pointing towards the row. At this point, simply click the left mouse button and
the row should highlight in a different color. You can select as many rows/records as you want
by holding down the Control Key as you click the desired rows. To de-select a row, repeat the
same procedure. To mark inclusive rows, hold down the Shift Key, then mark the first and last
record. Marking multiple records is used in combination with the EDIT, DELETE MARKED ROW
(S) menu commands for deleting multiple records.
Color and Font Size
Change font size, change or eliminate colors on the grid for both the screen and for printing from
the top line menu’s Preferences selection.
Print Preview and Print
The left-most 6 to 10 columns (depending on the column widths and type of printer) of opened
database tables can be printed. Use the Print Preview to see how the columns will be printed.
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Print Preview
Designing Reports
To quickly design a report:
•
First sort the data by the column desired to get the data in the correct order. Place the cursor
in the column you wish to sort by, then select RECORDS, QUICK SORT.
•
Use the HIDE CURRENT COLUMN, HIDE ALL ON RIGHT, and/or the MOVE feature to
display the columns/fields wanted and the desired position on the left side of the opened
database table. Drag (see note below) the columns you want in the report to the left side of
the screen, placing them in the order you want. Click in the last column you want to keep
(DO NOT highlight this column, that is only for moving columns-put the cursor in the column
on any record). Select FORMAT, then HIDE ALL ON RIGHT off the top line menu.
•
If desired, add a title to the printed report by selecting FORMAT, REPORT TITLE.
•
Check the layout of the report with PRINT PREVIEW, then PRINT the report.
•
If you will use this report format again, save the report layout by saving the current query (see
the next section, Saving the Report Layout).
Note: to MOVE (drag) a column, click on the title of the column—the column will change
colors (highlight). Then click the title again, this time holding the mouse button down.
You can then drag the column to a new location and release it by letting the mouse button
go.
Saving the Report Layout
Report formats can be saved with the SAVE CURRENT REPORT QUERY and later recalled with
the VIEW/LOAD SAVED REPORT command on the menu’s REPORT QUERIES selection.
Reset Menu Command
Removes all find and sort criteria from the database, thereby returning all records to their original
order.
Close/Exit Menu Command
Closes the current database table and exits back to Store Manager POS Office’s Main Menu.
Any changes made to the data is saved.
Round Column Menu Command
Used to round numbers to a selected number of decimal places. This will not be necessary
under very many circumstances, however, here is an example where it might be:
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A decision is made to set the standard price of dog food to 35 percent above its cost.
The standard price is calculated with the following UPDATE query:
UPDATE [Product1] SET [Standard Price] = [Cost] * 1.35 WHERE [Department] = "Dog Food"
If the cost of a dog food had been $2.85, then the resulting standard price from the above
query will equal $3.8475.
To round the price to $3.85, round the column to two decimal places.
Note: Rounding a column rounds only those records in the current select query. To round the
entire database table, you may wish to first RESET (FILE menu) the database table.
Hide Column Menu Command
FORMAT, HIDE COLUMN menu selections removes the current column from both the on-screen
report and printed reports.
Hide All on Right Menu Command
FORMAT, HIDE ALL ON RIGHT menu selections removes all columns to the right of the current
column from both the on-screen report and printed reports.
To hide all on right, click in the last column you want to keep (DO NOT highlight this column, that
is only for moving columns-put the cursor in the column on any record). Select FORMAT, then
HIDE ALL ON RIGHT off the top line menu. All columns to the right of the cursor column will be
removed from view.
Unhide All Columns
Select the FILE, RESET menu commands to restore all hidden columns.
ADDING RECORDS TO DATABASES
There are two methods to add new records to a database table.
•
Select RECORDS, ADD NEW RECORD, which will take you to the end of the
database table where new records may be added. For adding multiple new items, it
is best to use the Quick Product Add/Edit utility explained next.
•
For adding new products, there is a QUICK PRODUCT ADD/EDIT utility available
from Store Manager Office’s main menu, UTILITIES menu. This form greatly
simplifies new product entry and is the method of choice for adding new products to
your database.
CHANGING / UPDATING RECORDS
There are two methods to change/update records in a database table:
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•
Simply click on the row and field/column you wish to change, then edit the data (see
Editing Data in the Grid).
•
For editing products, there is a QUICK PRODUCT ADD/EDIT utility available from
Store Manager Office’s main menu, UTILITIES menu. This form is actually
designed for entering new product and it is usually is easier to use the Grid method.
Editing Data in the Grid
To edit the contents of a cell, first make the cell current by clicking anywhere within the desired
cell’s boundaries. The cell will be highlighted, and an edit cursor will appear at the beginning of
the cell’s text. Use the left and right arrow keys to position the cursor within the cell. Typed
characters are inserted at the current cursor position.
To get out of edit-mode, click on another cell or press the up or down arrow key. Any changes
made to the edited cell will be committed (saved) to the database table.
Changes made to your data in this manner automatically updates your database as you move off
the current row or close/exit the database table. If you do not want to be able to change data
within the database, then uncheck the ALLOW EDITING menu command on the RECORDS
menu.
QUERYING YOUR DATA
Types of Queries
There are two types of queries available to the user--the SELECT query and the UPDATE query.
•
Select Queries (also referred to as Report Queries) return a subset of the original
database table in a selected order based on the specific criteria in the query. No
data is actually changed only the arrangement of the data is changed temporarily.
•
Update Queries permanently changes (updates) the data in the database tables to
meet the queries' request. A special type of Update Query is the Delete Query.
When using both Select Queries and Update Queries, you will want to run the Update Queries
first. The database is reset during Update Queries and any arrangement from the Select Query
will be lost.
Viewing, Saving, Loading, and Building Report Queries
Select Queries create reports based on customized design criteria. Saving these queries allows
you to view the reports, created by the queries, without having to redesign them each time.
Access to the queries functions is located on the grid's top line menu under Report Queries.
•
View SQL for Current Report
Select VIEW SQL FOR CURRENT REPORT from the REPORT QUERIES menu to see
how the current database table appears as a query.
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Save Current Report Query
Save the current query by selecting SAVE CURRENT REPORT QUERY from the
REPORT QUERIES menu. Then provide a title for the query as prompted. This query
can then be recalled under that title by selecting the LOAD/VIEW SAVED REPORTS
menu selection.
•
Make Current Query Startup Query
This will make current any query automatically display when first entering a database
table. This is useful if one report format is used most of the time. To bring back all
columns select FILE, RESET. To bring back all columns when entering the database
table, first select FILE, RESET, then select, MAKE CURRENT QUERY STARTUP
QUERY.
•
View/Load Saved Reports
Previously saved queries are available by selecting VIEW/LOAD SAVED REPORTS
from the REPORT QUERIES menu.
•
Build New Report Query
Select BUILD NEW REPORT QUERY to bring up the handy Query Builder Window.
This window does most of the work of building a query for you. You simply point and
click the fields and operators and the system builds the query for you.
Select Query Builder
SELECT QUERIES (Report Queries)
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Quote Marks in Queries
In a query, any text field comparisons must be enclosed in double quotes "text information" while
numeric information is not enclosed.
Upper and Lower Case
Upper and lower is ignored during the sorting and comparing of database fields. So the query:
SELECT * FROM [Product 1] ORDER BY [Description One]
would return:
Description One
anchovies
Art
BOOKS
bulls
Similarly, the query,
Select * FROM [Product 1] WHERE [Vendor]="ABC Company"
will return all or any of the following:
ABC Company
abc company
ABC COMPANY
aBc ComPany
Selecting
SELECT and FROM identify the database table and the fields desired. The asterisk “*” returns
all fields.
SELECT [list field names or asterisk] FROM [database table name]
•
SELECT * FROM [Product1]
returns the entire "Product1" database table.
•
SELECT [Product Code], [Description One], [Inventory Qty] FROM [Product 1] WHERE [Inventory Qty]<0
returns just the Product Code, Description One, and Inventory Qty fields from the Product1
database table which have an inventory quantity less than zero.
Where Clause
WHERE is the conditional part of the query. It is generally used with one of the comparison
operators equal to, less than, or greater than:
•
SELECT * FROM [Product1] WHERE [Standard Price] > 10
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Simples select query selecting all records where the Standard Price is greater than 10.
•
SELECT * FROM [Product1] WHERE [Vendor Code] = "ABC Company"
Select all records where the vendor is the “ABC Company”.
•
SELECT * FROM [Product1] WHERE [Inventory Qty] > 10 AND [Standard Price] > 100
Selects all records where the inventory quantity is greater than 10 and the standard price is
greater than $100.
•
SELECT * FROM [Product1] WHERE LEFT([Product Code],2) = "V2"
Selects all records from Product1 where the left two characters of the Product Code field equal
"V2".
•
SELECT * FROM [Product1] WHERE RIGHT([Product Code],4) = "Inch"
Selects all records from Product1 where the last four characters of the Product Code field equal
"Inch".
•
SELECT * FROM [Product1] WHERE MID([Product Code],2,3) = "xyz"
Selects all records from Product1 where the three characters starting at the second position of
the Product Code field are equal to "xyz".
•
SELECT * FROM [Product1] WHERE LEFT([Vendor Code],3) = "ABC"
Selects all records from Product1 where the first three characters of the Vendor field equal
"ABC".
•
SELECT * FROM [Product1] WHERE [Serial Number] = Yes
For Yes/No Field (Boolean) quotes are not used around the Yes or No as with a text field.
Sort Order
The ORDER BY clause is to specify the sort order.
•
SELECT * FROM [Product 1] ORDER BY [Description One]
Selects all from Product1 and sorts by the Description One field.
•
SELECT * FROM [Product 1] ORDER BY [Description One] DESC
Selects all from "Product1" and sorts by the Description One field (descending order).
•
SELECT * FROM [Product1] ORDER BY [Vendor], [Department]
A double sort query--first sorted by vendor, then by department.
•
SELECT * FROM [Product1] ORDER BY [Description One], [Description Two], [Product Code]
A triple sort query, sorting by both description fields, then by Product Code.
Update Queries
Update queries are extremely powerful database tools. They allow for making global changes to
your data and can save you hours of time punching in new or changing existing data.
Because the data is changed rapidly and completely, always make a backup (Store Manager
Cash Register, File, Backup) of the data prior to executing an update query. That way, any
mistakes or unexpected results, can be reversed.
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Open Text and Open Number fields are included is some database tables. These open fields
can be used for obtaining the results of calculations or for temporarily holding information.
Select UPDATE QUERY from the REPORT QUERIES menu to bring up the Update Query
Window. The program will check to see if you wish to backup before entering the Update Query
Window. Update Queries cannot be saved and recalled as Select Queries can.
Here are some sample Update queries that may be useful when designing your own:
•
UPDATE [Product1] SET [List Price] = [Standard Price] * 1.25
Updates the Product1 database table’s List Price field to equal 1.25 times the Standard Price
field.
•
UPDATE [Product1] SET [List Price] = [Standard Price] * 1.25 WHERE [Department] = "Dog Food"
Same query as above but updates only those records where the department is equal to “dog
food”.
•
UPDATE [Product1] SET [Open Number 1] = [Year Sales] - ([Cost] * [Year Qty]) WHERE [Year Qty] > 1
This query will place the profit, by line item for year-to-date, into the Open Number 1 field. Add
(sum) the Open Number 1 column for total annual profit.
•
UPDATE [Product1] SET [Open Number 1] = [Month Sales] - ([Cost] * [Month Qty]) Where [Month Qty] > 1
This query will place the profit, by line item for the month-to-date, into the Open Number 1 field.
Add the Open Number 1 column for total profit for the month.
•
UPDATE [Product1] SET [Open Number 1] = [Day Sales] - ([Cost] * [Day Qty]) Where [Day Qty] > 1
This query will place the profit, by line item for the day, into the Open Number 1 field. Add (sum)
the Open Number 1 column for total profits for the day.
•
UPDATE [Product1] SET [Open Number 1] = 0
Zero the open number 1 field.
•
UPDATE [Product1] SET [Open Text 1] = ""
Empty the open text field.
•
UPDATE [Product1] SET [Tax Code] = 1
Turn on Tax Code 1 for all products.
•
DELETE FROM [Customer]
Deletes the entire Customer database table--see how easy? This is why you backup before
using update queries.
•
DELETE FROM [Product1] WHERE [Vendor Code] = "XYZ Company"
An update query that deletes all records for "XYZ Company".
•
DELETE FROM [Receive] WHERE [Customer Code] = "4870019" AND [Transaction Date] < #2/1/2004#
An update query that deletes all A/R transactions prior to February 1, 2004 for customer
“4870019” (Note how dates are enclosed in #'s).
•
DELETE FROM [Gift] WHERE [Redeemed] = Yes
Deletes all redeemed gift certificates from the Gift database table. Notice the Yes/No is treated
as a numeric with no quotes.
•
DELETE * FROM [Receive] WHERE [Transaction Date] < #2/1/2004#
An update query that deletes all A/R transactions prior to February 1, 2004 (Note how dates are
enclosed in #'s).
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PURCHASE ORDERS
Purchase Order
The Store Manager POS Point-of-Sale system has been designed to automatically calculate
and print purchase orders. Once the order is filled, the system can then update inventory, costs,
and due-in quantities. In order for the system to work properly, the following Product1 database
table fields must be correctly filled with the indicated information:
•
Inventory Qty - once the correct inventory is placed in this field, the system will keep
inventory balance current.
•
Reorder Point - when the inventory quantity (plus any due in quantity) fall below this amount,
the Create PO process will order additional items.
•
Order Up To - when the Inventory Qty falls below the Reorder Point, this is the quantity
you want to bring the inventory back up to.
•
ReOrder In Qty Of - is used when a supplier requires that certain items be ordered in
specific quantities (possibly because the item comes packaged in those quantities). It may
also be used when ordering in specific quantities provides a price break. Normally, this field
will be 1.
•
SKU - if the SKU is used for ordering rather than the Product Code, then the SKU fields need
to be filled in.
•
Open Indexed - Open Indexed can be used for the suppliers’ order number instead of the
Product Code or SKU for ordering. If using suppliers’ order numbers, this field needs to be
filled--at least for the suppliers that you order from with their unique order numbers.
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•
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Cost - the current cost field is used to calculate the cost of the PO. However, if you prefer
not to print the cost of the items on the PO, check the box Don’t Show Item Cost On PO.
To see how these fields are used to calculate the Purchase Order quantities, see How The
Number Of Items To Order Is Calculated.
Steps to Create and Print a System Calculated PO
•
Open the Product1 database table.
•
From the PO's menu, select CALCULATE POs ORDER QUANTITIES. As requested, enter
the vendor code (or all) to establish the vendor(s) for which the quantities will be calculated.
•
From the PO's menu, select CREATE PURCHASE ORDER and, as requested, supply the
vendor code and a purchase order number (or use the system selected PO number).
•
CLOSE/EXIT the Product1 database table and OPEN the Purchase Orders database table.
•
If you want to edit the PO's prior to printing, then from the PO's menu choose SELECT PO.
Make any changes to any of the quantities, descriptions, costs, comment line, etc. You may
also delete any items the system selected that you do not want to order.
•
Select Print PO from the PO's menu. Choose the desired PO template, to order by either
Product Code, SKU, or Open Indexed. After printing, the system will automatically update
the due-in quantities. Select to either replace due-in quantities with the quantities ordered or
to recalculate due-in quantities (add the existing due-in to the quantities ordered in this PO).
Print Purchase Order
Using the PO to Update the Inventory (Receive Merchandise)
After merchandise associated with a PO is received, follow these steps to update the inventory.
•
Open the Purchase Orders database table, select POs from the menu, then choose
SELECT PO.
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•
Enter the original PO number (as requested) to get just the records associated with the PO
you are working with. Edit the Quantity Received field/column to reflect the quantities
actually received. To simplify the process, the system automatically placed the quantities
ordered into the Quantities Received column, so if there is no difference, no changes will be
needed. Edit the Cost field if necessary.
•
Select RECEIVE MERCHANDISE from the PO's menu. In the Receive Merchandise
Window, select if the items are back ordered (will the vendor be sending the items in another
shipment when available) and if the Cost fields should be updated. If the items are back
ordered, the due in quantities will be recalculated to account for partial shipments (due-in =
due-in - quantity received). If back ordered is not selected, the Due In field/column will be
returned to the quantity it was before the purchase order was created (due-in = due-in quantity ordered). Select OK to update the Inventory, Due In, and Cost.
Note: Any items on the purchase order that do not exist as a product in the Product1
database table will be ignored. So any new products should be added to the Product1
database table prior to "Receive Merchandise" if you wish the inventory to be updated by
the process.
Receive Merchandise
What Happens to the Purchase Order After the Inventory Has Been
Updated?
If Not Back Ordered was selected during the Receive Merchandise updating process, then the
entire purchase order will be deleted after the inventory has been updated.
If Back Ordered was selected, only those line items in the purchase order that were completely
filled will be eliminated (Quantity Ordered = Quantity Received). For partial line item
shipments, the Quantity Ordered will be reduced by the actual quantity received (to allow the PO
to be used to update again after receiving the next back order shipment). Where the entire line
item has been received, that line item will be eliminated from the PO.
When a back order arrives, follow the Receive Merchandise steps to again update the inventory.
How The Number Of Items To Order Is Calculated
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The system calculates the order quantity for purchase orders as follows:
•
For all items where the Reorder Point <= Inventory Qty + Due In
Selected), then:
•
(for the Vendor
If the Order In Qty Of field is equal to 1 then the following formula is used to
determine the items to order:
Quantity Ordered = Order Up To - (Inventory Qty + Due In)
•
•
If the Order in Qty Of field is greater than 1 then the Order Quantity is the same as
above, but the quantity is calculated to the nearest increment of the Order In Qty Of
field.
The quantity is then placed into the Order Qty field. When CREATE PURCHASE ORDER is
selected, the system will transfer all items (for the selected vendor) with a quantity greater
than zero, in the Order Qty field, to the Purchase Orders database table.
Manually Creating a Purchase Order
A purchase order can be manually constructed by directly entering the quantities to order as
follows:
•
Open the Product1 database table.
•
Zero the quantities in the Order Qty field using the following Update Query:
UPDATE [Product1] SET [Order Qty] = 0
•
To limit the items and columns you may select just the vendor and columns desired with a
select query such as:
Select [Product Code], [Description One], [Order Qty] From [Product1] Where [Vendor Code] = “xyz
Company"
•
Manually enter the number you want to order in the Order Qty field/column.
•
From the POs menu select CREATE PURCHASE ORDER and, as requested, supply the
vendor code and a purchase order number (or use the system selected PO number).
•
CLOSE/EXIT the Product1 database table and Open the Purchase Orders database table.
•
If you wish to edit the POs prior to printing, then from the POs menu choose SELECT PO.
Make any changes to any of the quantities, descriptions, costs, comment line, etc. You may
also delete any items that you do not want to order.
•
Select Print PO from the PO's menu. After printing, the system will automatically update the
due-in quantities. Select to either replace due-in quantities with the quantities ordered or to
recalculate due-in quantities (add the existing due-in to the quantities ordered in this PO).
Customizing A Purchase Order
The purchase order prints the Vendor's address (located for windowed envelopes), the PO
number, and the date.
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Additionally, there are 10 lines available following a “SHIP TO:” line. This is called the PO
Heading and is identified by a Heading Code field in the Vendor database table which is
matched with the Heading Code field in the Company Info database table.
For the first (and possibly only) heading in the Purchase Orders, use the Heading Code “PO”. In
the Company Info database table Heading Code field, place PO. Now for each vendor in the
Vendor database table, a matching PO must also be placed in the Heading Code field.
Fill in the 10 available lines in the Company Info database table with any information you want in
the heading. The first of these will be filled with your shipping address and the remainder can
hold any additional information needed (phone, fax, need by date, ship by info, contact, etc.).
Each line can contain up to forty characters. The field names are labeled "Line 1, Line 2, ... Line
10". Empty fields will print blank lines and empty spaces will print blank spaces, so both can be
used for formatting.
SHIP TO:
XYZ Corp
963 Quince Drive
San Jacinto, CA 95912
Phone: (909) 555-0195
Fax:
(909) 555-9276
Ship By: UPS Ground
If different headings are wanted for different vendors, (for example, if shipping instructions are
different for vendors) then match the "Heading Code" field in the Vendor database with the
"Heading Code" field in the Company Info database. The default for purchase orders is "PO". For
additional purchase order headings you could use "PO2, PO3, etc.". The Company Info database
also stores headings for Accounts Receivable Statements and Consignment Reports.
Additionally, individual lines can be customized by including a comment (from the PO database
table’s Comment field/column) on the line immediately following it. The comment can be up to
25 characters and will be placed in the description column. If a comment is not included, the line
is suppressed. Comments can include information such as “Do Not Backorder this Item” or
“Ship this item UPS Next Day”. If large amounts of information are needed, the field can serve
as a code field with an accompanying legion. For Example: “See Codes A, G, and L”. Don’t
forget to include a separate sheet with the legion explaining the codes with each PO.
When PRINT PO is selected off the PO menu, the user is provided with a choice between
Purchase Order templates. These templates will order by either the Product Code, SKU, or
Open Indexed field.
Reprinting Purchase Orders
You may reprint purchase orders as many times as necessary. If you are updating the due-in
quantity by adding to the existing due-in quantities (rather than replacing the existing quantity), be
careful not to add them more than once (select “Do Not Update Due-In Quantities” on the Print
PO Window when reprinting POs).
Entering Merchandise Received Without A PO
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Of course, any inventory quantity can be updated by simply changing the Inventory Qty field in
the Product1 database table. However, an easier method, where you don’t have to do the
addition, is as follows:
•
Zero the Product1 database table’s Open Number 1 field with the following update query:
UPDATE [Product1] SET [Open Number 1] = 0
•
Enter the inventory adjustment (the amount received) into the Open Number 1 field for the
merchandise received.
•
Then use the following update query to update the inventory:
UPDATE [Product1] SET [Inventory Qty] = [Inventory Qty] + [Open Number 1]
Other Purchase Order Menu Selections
•
Select PO - asks for a PO number, then clears the screen of all records relating to other
POs.
•
Delete PO - asks for a PO number, then deletes any records associated with that PO.
•
Calculate PO Cost - asks for a PO number, then returns the cost of that PO.
•
Reset PO Number - the system automatically assigns PO numbers. The number on the PO
is constructed as YYMMDDxxx. This selection allows resetting the xxx portion of the
number. This numbering scheme will provide up to 999 unique PO numbers per day.
CONSIGNMENT SALES
Store Manager POS has the capability to track consignment sales, relieving merchants of the
massive chore of tracking consignors’ products. The system collects the necessary sales data,
then calculates consignor payments and prints a consignment report.
To use the consignment features follow these steps:
•
Notify the system that you will be tracking consignment sales by entering SETUP, SYSTEM
SETUP, then check the box “Track Consignment Sales” on the System Preferences
Window.
•
Assign each consignor an individual "Consignor Code" (can be any combination of letters or
numbers up to 16 characters).
•
In the Product1 database table, assign a regular Product Code to each item the consignor
offers. Each item can have its own Product Code, or like items, can use the same Product
Code.
•
Assign all necessary product information such as price, description, tax code, etc.
•
For each product, place the unique Consignor Code in the product's Department field. This
will identify the cosigner associated with the product.
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For each new consignor:
•
Open the Consignor database table. Fill in the Consignor Code, name, address, etc. The
address will be printed on the consignment report (can use windowed envelopes).
•
Fill in the flat fee and/or percentage that the consignor will be charged (different consignors
may be charge different rates -- see Consignment Fees for a full discussion of available
options).
•
Place "CS" in the "Heading Code" column to identify the default consignment report template.
•
Enter the Consignment Report Heading and other information into the Company Info
database table as explained in the next section Customizing the Consignment Report.
Customizing the Consignment Report
As with Purchase Orders and A/R Statements, there are 10 lines available for standard
information on the Consignment Report.
One major difference between customizing
Consignment Reports and customizing Purchase Orders and A/R Statements is that line 1 is
used as the Consignment Report Heading. This allows you to call the Consignment Reports
anything you wish.
For the first (and possibly only) heading used in the Consignment Reports use the Heading
Code “CS”. In the Company Info database table Heading Code field, place CS. Now for each
consignor in the Consignor database table, a matching CS must also be placed in the Heading
Code field.
Place the Report Title in Line 1. The remaining 9 lines in the Company Info database table can
hold any additional information needed (address, phone, fax, need by date, ship by info, contact,
etc.). Each line can contain up to forty characters. The field names are labeled "Line 1. Line
2, .... Line 10". Empty fields will print blank lines and empty spaces will print blank spaces, so
both can be used for formatting. For example:
Title Line 1
Crafty Corner
963 Quince Drive
San Jacinto, CA 95912
Sales For February 1997
Phone: (909) 555-0195
Fax:
(909) 555-9276
(line 2)
(line 3)
(line 4)
(line 5)
(line 6)
(line 7)
(line 8)
(line 9)
If different headings are wanted for different consignors, then match the Heading Code field in
the Consignor database table with the Heading Code field in the Company Info database table.
The default for Consignment Reports is "CS". For additional headings you could use "CS2, CS3,
etc.".
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Consignment Fees
The merchant may charge a flat fee, a percentage of the gross sale, or both. Also available is a
feature that allows one or both of these amounts to be reduced if gross sales reach a defined
level.
Six Consignor database fields are used to control these consignor charges:
•
Flat Fee - enter the flat fee amount to be subtracted from the consignors gross sales.
•
Percent - enter the percent of gross sales to be subtracted (15% should be entered as .15,
etc.).
•
Flat Fee Break Amount - if used, enter the level, when reached, the flat fee will change to
the amount in the Flat Fee If Break Reached column.
•
Flat Fee If Break Reached - enter the new flat fee to use if the gross sales meet or exceed
the Flat Fee Break Amount.
•
Percent Break Amount - enter the level, when reached, the percent will change to the
amount in the "Percent If Break Reached" column.
•
Percent If Break Reached - enter the new percent to use if the gross sales meet or exceed
"Flat Fee Break Amount". The percent is applied to the full amount, not just the amount
exceeded.
Printing Consignment Reports
Consignment Report
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Consignment Reports will normally be printed at the end of each month, however, this is not a
requirement. Consignment reports can be for whatever period desired and will restart whenever
the consignment totals are cleared.
When the end of the month (or other consignment period) is reached, it is time to print the
consignment reports. Select CONSIGNMENT REPORT from the UTILITIES menu to print a
consignment report. The program will first request the Consignor Code (each consignor’s report
must be printed separately), a preview of the report will then be shown. Select the printer icon to
print the report.
The Consignment Report calculates and prints every product sold, for the selected consignor,
from the last time the consignment totals were cleared.
The reporting process calculates the amount to pay to consignors, then prints a report showing
each item that was sold and the flat fee and/or percent charged.
Note: The system keeps no accounting records for these payments, so a copy of the consignment
reports should be retained for you records.
Clearing the Consignment Totals
Once all consignment reports have been printed, the consignment totals should be cleared
(UTILITIES menu, CLEAR CONSIGNMENT TOTALS). The user is given the choice to clear a
single consignor’s totals or all consignor’s totals. The new consignment period begins after the
clearing (zeroing) of the consignment totals is complete.
ACCOUNTS RECEIVABLE
Manually Posting/Entering/Changing A/R Transaction Records
Any customer's A/R account and statement can be manually adjusted by entering the A/R
Transactions database table. To get just the customer’s records you are interested in, run a
select query such as:
SELECT * FROM [Receive] WHERE [Customer Code] = "xyz customer" ORDER BY [Transaction Date]
Change "xyz customer" to your customer.
Note: For the same results, you could also select Query, Find Form, then enter "xyz customer" in
the customer code box and exit. Then choose Records, Quick Sort, and sort the Transaction Date
column.
Any field and any value can be changed. A reference placed in the Reference column will print
on the statement. For example, if you wished to charge interest or an over due charge, you
would enter a new record, including Customer Code, Transaction Date, Charge, and
something like "Over Due Charge" in the Reference column. The charge will be then added into
the customer's statement.
Note: you could also charge this transaction directly from the register by setting up a product
record (Type Code=5) with a “Over Due Charge” as the product description. Identify the customer,
enter the product code, change the price to the amount of the over due charge, then tender using
the In-house credit category.
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Recording Payments to Accounts
Recording payments to accounts can be accomplished through the Cash Register (see
Payments To In-House Accounts in Chapter 3) or posted manually. If you are using the
suggested general journal entries to update A/R accounting information, then you will always
want to use the Cash Register to record payments, manual posting does not update the
accounts receivable payments.
If customers pay A/R by mail, you can simply open the register, record payments then Close The
Register which will clear the drawer totals.
To post a payment manually, you will:
•
Open the A/R Transactions database table.
•
Enter a new record including Customer Code, Transaction Date, and Payment
amount.
•
Any additional information can be placed in the Reference field/column.
•
Close/Exit the table.
A/R Maintenance
Accounts Receivable Window
If used, the A/R Maintenance functions should be run before printing any customer statements.
•
Delete Voided Transactions
When a transaction with an in-house charge is voided, the system places a negative
charge into the customer’s A/R Transaction database table to offset the original charge.
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The word "Voided" is placed in the offset record's Reference column/field. Because
these records cancel each other out, they serve little or no purpose on the statement and
it is generally desirable to remove them prior to printing A/R statements. To remove the
original charge and the offsetting void from the customer statements, check the Delete
Voided Transactions and run the A/R Maintenance.
This A/R maintenance function searches the A/R Transactions database table and
deletes any records containing "Voided" in the Reference column/field. When found,
any records containing the same transaction number, as the one where "Voided" was
found, are deleted (voided transactions have the same transaction number as the
original).
•
Delete All A/R Records Where Customer's Current Balance Equals Zero
If this procedure is not run prior to printing multiple statements, then customer's with a
zero balance and any transaction records in the A/R Transaction database table will
receive printed statements.
If you wish to send statements to customers with a zero balance (who showed activity for
the period) then you would run this maintenance after printing statements. If you do not
wish to send statements to zero balance customers, then run this prior to printing
statements.
•
Combine All A/R Records to a "Balance Forward" When Dated On Or Before
This A/R Maintenance function reduces the number of old transactions printed on the
statements. It combines all records prior to an identified date into a single balance
forward. The balance forward date is selected by the user.
If the balance forward adds to zero, then no balance forward entry will be made and all
transaction records prior to the selected date will simply be deleted.
Note: To avoid having any transactions in the Balance Forward matched with an offsetting
"Voided" transaction outside the Balance Forward date, the Delete Voided Records A/R
Maintenance function is automatically ran with this maintenance selection (if selected or
not).
Accounts Receivable Summary Report
The Accounts Receivable Summary Report lists the customer and A/R balance for all customers
with activity in their A/R Transaction database table.
Printing Customer Statements
One statement or multiple statements may be printed. When a user selects the "Print Multiple
Statements" box, the "Customer" selection changes to "Start With Customer".
When printing multiple statements, the user can further define the printing range by using the
print dialog box that will appear on screen just prior to printing. This dialog box allows selecting a
range of pages.
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Customizing the A/R Statements
As with Purchase Orders and Consignment Reports, there are 10 lines available for standard
information on the Statement. This is called the “Statement Heading”.
For the first (and possibly only) heading on A/R statements, use the Heading Code “AR”. In the
Company Info database table Heading Code field, place AR. Now for each customer (who may
receive statements) in the Customer database table, place a matching AR in the Heading Code
field.
Fill in the 10 available lines in the Company Info database table with any information you want
in the heading. The ten lines can hold address, phone, fax, remit by, due date, contact, etc.
Each line can contain up to forty characters. The field names are "Line 1, Line 2,... Line 10”.
Empty fields will print blank lines and empty spaces will print blank spaces, so both can be used
for formatting. For example:
REMIT TO:
Pet Center, Inc.
963 Quince Drive
San Jacinto, CA 95912
Phone: (909) 555-0195
Due Date: July 15, 2004
Please make checks payable to:
PET CENTER, INC.
If different headings are wanted for different customers, then match the "Heading Code" field in
the Customer database table with the "Heading Code" field in the Company Info database. The
default for A/R Statements is "AR". For additional headings you could use AR1, AR2, etc.
Statement Numbers
A statement number is automatically placed on statements as they are printed. The statement
number is a combination of the customer number and the current date
(customernumberyymmdd).
REPORTS
Along with the ability to design endless reports from any “Opened” database table grid, Store
Manager POS has many predefined, commonly used reports. These reports are accessible from
the Store Manager POS Office’s REPORTS menu.
THE SALES REPORTS AND THE SALES DATABASE TABLE
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To produce the Sales Reports, Store Manager POS maintains a database table (Sales Totals
database table) of one hundred and eighteen running totals of sales and sales taxes. Most of
these totals are classified as either daily, monthly, or annual. For every daily total, there is a
corresponding monthly and annual total.
The user has complete access to all sales totals. Sales totals may be cleared/closed using the
Store Manager POS Office’s Close Utilities, adjusted by opening the Sales Totals database
table, or viewed by either Opening the Sales Totals database table, or with the Sales Reports
shown in this section.
Sales Reports
The Sales Reports discussed here are constructed using the Sales Totals database table. They
are generally used for tax reporting, reconciliations, accounting, bookkeeping, and other record
keeping as necessary. Sales history for employees, customers, or individual or groups of
products, can be constructed using the reporting features available with “Opened” database
tables.
To access the Sales Reports, choose SALES REPORTS from the Office’s REPORTS menu.
There are five sales reports and a Master Sales Report (hard copy report) which is a
combination of all five reports. Most of the reports are self-explanatory, we will discuss the more
involved reports in the following sections.
Sales Report
Store Manager Point-of-Sale for Windows
Tax Report
Miscellaneous Sales Information
Suggested General Journal Entries
Suggested General Journal Entry
107
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108
The sales report Suggested General Journal Entry can be used to carry sales balances to your
accounting records. It is most practical to post the entry to your accounting general journal on a
monthly basis. The format appears below. The report separates the totals for daily, monthly, and
annual entries into separate columns.
Cash(including checks)
Charge Card Receivables
Accounts Receivable
User Defined Receivables
Gift Certificates (Redeemed)
Gift Cards (Redeemed)
Food Stamps
Sales(Products)
Sales(Services)
Sales(Rental)
Sales(Special Charges)
Sales Taxes Payable
Gift Certificates (Issued)
Gift Cards (Issued)
Accounts Receivable
Debit
200.00
300.00
50.00
0.00
0.00
0.00
0.00
Credit
350.00
75.00
0.00
0.00
25.00
0.00
0.00
100.00
The suggested entry in the General Journal correlate to the other totals on the Master Sales
Report as follows:
•
Cash (including checks) is the cash and check tender totals for the time period.
•
Charge Card Receivables are the total VISA, MC, AM Exp, and Discover/NOVUS.
•
Accounts Receivable (debit balance) indicates In-House "charges" at the cash register.
Taken from the In-house credit total.
•
User Defined Receivables is the total of User Defined 1 to 3 tender categories. If separate
totals are needed for these categories they can be obtained from the "Tender Type Totals"
report.
•
Gift Certificates/Cards (Redeemed) is the total of the gift certificates redeemed (see Gift
Certificates/Cards in Chapter 3 for additional information on accounting for gift
certificates/cards).
•
Food Stamps is the total amount of food stamps taken in.
•
Sales (Products) is the product sales total for the period.
•
Sales (Services) is service fees collected for the period.
•
Sales (Rentals) is rental fees collected for the period.
•
Sales (Special Charges) is the total special charges for the period.
•
Sales Taxes Payable are the sales taxes collected which are now a liability--money you owe
to the state or other taxing institution. (Sales taxes payable are listed separately as tax 1, tax
2, & tax 3).
•
Accounts Receivable (credit balance) signifies payments to customer accounts from tender
category "Payments to Accounts".
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Note that cash is not necessarily all the cash tendered, as it is used as change when other tender
categories exceed the sale. For example, an individual transaction sale's journal entry may look
like this:
Gift Certificate
Sales
Sales Tax 1 Payable
Cash
10.00
9.00
.45
.55
The credit to cash of 55 cents represents the change given to the customer.
Totals by Tender Accounts
Totals by Tender Accounts are totals which are stored by the system primarily to calculate the
"Suggested General Journal Entries". They hold the account totals (such as the cash account),
or the debit totals (as in the A/R and Gift Certificates Accounts). They are provided because the
individual totals may be needed. Please note however, that the sum total of all these tender
categories does not represent total sales or any other useful figure. Also, Cash Paid Out does
not affect the cash total (see Cash Paid Out).
Totals by Tender Accounts
If no manual changes were made the following will be equal:
Total Sales
+ Total Sales Tax Collected
+ Register Payments to Accounts
+ Gift Certificates Issued
+ Gift Cards Issued
-------------------------------------TOTAL HERE WILL EQUAL
Cash
Checks
VISA
MasterCard
Express
Discover/Novus
User Defined Totals
In-house Credit (A/R)
Gift Certificates Redeemed
Gift Cards Redeemed
+ Food Stamps
---------------------TOTAL HERE
+
+
+
+
+
+
+
+
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Master Sales Report
The Master Sales Report is a hard copy (printed) report only. The report is a consolidation of all
five of the previously mentioned sales reports. Daily versions of the Master Sales Report can be
printed automatically when closing the register (see Print Master Sales Report in Chapter 3).
Select PRINT MASTER SALES REPORT from the Store Manager POS Office REPORTS
menu to print a copy of the full daily, monthly, and annual report.
The Sales Totals Database Table
Sales totals are kept and adjusted by the program and should normally not require any further
adjustment by the user. However, if necessary, any of the sales totals may be directly adjusted
by opening the Sales Totals database table. Do not change the structure of this database, as
the program expects all 118 records to be in the appropriate location. To prevent any accidental
changing of this database table, it is the only database table that is set to "Read Only" on entry
(the menu selection RECORDS, ALLOW EDITING is unchecked). The user must select
ALLOW EDITING from the RECORDS menu before changes can be made.
The first column (field) in each record contains the record number (0-117). The second column
contains the record description, and the third column contains the current sales total. The
remaining 12 columns contain the archive months. The current totals are moved to these
columns when the corresponding month is closed.
Sales Returns and Sales Reports
The system automatically adjusts sales totals and sales tax totals to account for sales returns.
All sales reports show sales figures that are net after sales returns. In other words, sales returns
are subtracted from sales totals (and taxes from tax totals) providing reduced amounts which
already account for sales returns.
The total sales returns are provided in the Miscellaneous Information Sales Report for your
information. But remember that it is not necessary to subtract these returns from sales to arrive
at your net sales.
MANAGEMENT REPORTS
The Management Reports are two separate reports; the Sales, Cost, and Profit Report and the
Inventory Value Report. These reports work with departments 1 through 99 (see Departments
later in this Chapter) to provide information by department, or by the total inventory. The data for
these reports are taken from the Product1 database tables. Each record must be read before
the various report totals can be calculated. For this reason, there is a brief waiting period (varies
according to size of database) while calling either of these reports.
Note: These two reports should not be used instead of the Sales Reports for recording your
accounting data. The Sales Reports contain the penny-accurate totals. These two reports are
constructed from the individual item totals and are not running sales totals. Items deleted from the
database, taxes, and transaction discounts are not included in these report’s totals. However, the
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111
reports do provide a sound approximation of the stores activity on which to base management
decisions.
Sales, Cost, and Profit Report
This report provides sales, cost, and profits for the entire inventory, for those items in
departments 1 through 99, and individually by departments.
The report combines product sales, services, rentals, and special charges (type codes 0, 1, 2,
and 5) into one sales total. Separate totals by Day, Month (month-to-date), and Year (year-todate) are provided.
The profit column will only be accurate if the cost fields for the items are complete. If the cost
fields will not be kept accurate for all products, but you wish to keep track of the profitability for
some items, then place those products you wish to track accurately into their own department.
Sales, Cost, and Profit Report
Inventory Value Report
This report provides both the cost and retail value of the inventory. The report only calculates
items with a product type code (type code 0). If using average costs (see next section), then the
report first uses the average cost field to calculate the cost, if no value is present, the current
cost field is used to calculate the cost. Additionally, any negative inventory quantities are ignored
in the calculations. Totals are provided for all departments, for those products in departments 1
through 99, and individually by departments.
Hint: To get the Inventory value for your rental items use this select query on the Product1
database table:
SELECT * FROM [Product1] WHERE [Type Code] = 2
Then sum the Current Cost field/column. (Of course the current cost field/column must contain
the cost of the rental item for this process to be accurate.)
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112
Average Cost
Store Manager POS will maintain both the Average Cost and the Current Cost (last cost). The
average cost and current cost fields will be automatically updated from both the Purchase Order's
Receive Merchandise function and the Cash Register's Quick Inventory Adjustments function.
An example of the average cost before and after a purchase follows:
Before Purchase:
Inventory Qty:
Current Cost:
Average Cost:
Inventory Value:
10
Not Relevant
$100
$1000 ($100 X 10)
Purchase:
Number Purchased:
Purchase cost:
10
$200 each
After Purchase:
Inventory Qty:
Current Cost:
Average Cost:
Inventory Value:
20
$200
$150
$3000 ($150 X 20)
If you do not want to use the average cost method, Store Manager Office’s System Setup Don’t
Use Average Cost can be checked to turn off the averaging function.
DEPARTMENTS
Departments are used by those who wish to obtain data broken into separate areas.
reasons for breaking information into separate areas vary widely.
The
If you have no need for information on a department level, then don’t spend the time assigning
products to departments just for the sake of having departments--it’ not worth the bother.
There are two methods for assigning departments. Choose the method that best fits your needs:
•Method One - Assign any alphanumeric combination (up to 16 characters) to a product's
Department field and that product, along with any other products with an identical field, will be
assigned to the same department. There are no limits to the number of departments that can be
created. All products within a certain department can be then be called up using select queries.
For example, if you were designing a report or working with records only from a department
named "ABC", the query would be:
SELECT * FROM [Product1] WHERE [Department] = "ABC"
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After running the above query, you could see how monthly sales were doing in this department
by summing the Month Sales column.
•Method Two - The above method allows an infinite number of departments to be assigned.
This is absolutely necessary for some businesses, but to design comparison reports and
compare data between departments, a more finite set of departments is necessary. Method Two
allows you to use our pre-designed Management Reports to gain information on individual
departments (available from the Store Manager POS Office, REPORTS menu). To use this
method, each product should be assigned to a department between 1 and 99.
You can also use a combination of the department number and a department name. This allows
an unlimited number of sub-departments to be created, but still allows use of the Management
Reports. The reports will key on the first two characters of a department name, so you can use a
name with the number if desired (01Hardware, 02Office Supplies, 23Snacks, etc.)
Note that 01Hammers, 01Nails, and 01Screws, would all be grouped together in the
departmental reports under department 1, and could also be called separately using Method
One techniques. For departments 1 through 9 be sure to use the leading zero (if there is no
name with the department you may simply use the 1-digit number--1 instead of 01, but
01Hammers and not 1Hammers.).
You may use any combination of the first method and second method that fit your needs.
NOTE: Departments also have a special function when tracking consignment sales.
CONSIGNMENT SALES for additional information.
See
EMPLOYEE COMMISSIONS
The system maintains separate commission totals for products, services, and rentals. Different
commission rates can be assigned for each employee. Also see EMPLOYEE COMMISSIONS in
Store Manager POS Cash Register, Chapter 3.
Commission totals are kept separately by pay period, day, month, and year. Day, month, and
year totals are cleared with their respective close function. The pay period is cleared separately
to coincide with the payroll.
Commissions are controlled through the Commission Code field and Employee ID field in the
Product1 database table. Every product has three possible commission codes:
•
Commission Code 0: No employee commission total is updated for this product, service, or
rental (default).
•
Commission Code 1: The currently identified cashier receives the commission for this
product, service, or rental. To ensure employee commission records are being updated,
make sure the cashier is always identified by checking the System Preference, Require
Cashier Identification in the Store Manager POS Office SETUP, SYSTEM SETUP.
•
Commission Code 2: The employee in the Product1 database table Employee ID field
receives the commission for this product, service, or rental. Note: IF the employee identified
in the Employee ID field is not a valid employee (does not match a Employee ID in the
Employee database table), then no commission total will be updated for this item.
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Note: A single transaction can have any combination of the above three types of commissions.
Employee Database Table and Commissions
As commissionable sales are made, the Employee database table stores the total
commissionable sales for each employee by products, services, and rentals.
In the Employee database table, assign a commission percent to each type of commissionable
sale (product, service, and rental). Each employee can have their own commission percentages.
These percentages will be used to calculate the Pay Period Commission Report.
Pay Period Commission Report
Pay Period Commission Report
The Pay Period Commission Report multiplies every employee’s commission able product sales,
services, and rentals, for the pay period, by the percentages specified.
Print a copy of this report for payroll at the end of each pay period, then ZERO PAY PERIOD
COMMISSIONS TOTALS to clear the employee’s commission able sales for the next pay period.
A current commissions total can be viewed at any time from the heading of the Pay Period
Commission Report.
CLOSING THE MONTH AND YEAR
The month and year are closed from the Store Manager POS Office UTILITIES menu.
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Close Month
The system requires the register be closed before closing the month (the system will notify if the
register has not been closed).
Every month, the month sales totals should be closed to bring those totals back to zero. Before
zeroing the sales, the system stores (archives) the previous month’s total for future reference.
Closing the month clears (zeros) daily and monthly running sales totals in the Sales Totals
database table, Product1 database table, Customer database table, and Employee database
table. It also clears the drawer totals.
The month sales totals are “archived” by saving the totals under their respective month's
column in the Sales Totals database table. When closing the month, the user will identify the
month being closed so the system can identify where to place the “archived” data.
Past months sales totals are then available by selecting the month from the Sales Reports’
menu or directly within the Sales Totals database table.
Close Year
The system requires that the register be closed prior to closing the year (the user will be notified if
the register has not been closed). The month should also be closed prior to closing the year.
While not absolutely necessary or required, this will move the month totals from the current
column to the December column (or the last month of your fiscal year), prior to “archiving” the
year’s Sales Totals database table.
Closing the year clears (zeros) daily, monthly, and annual running sales totals in the Sales
Totals database table, Product1 database table, Customer database table, and Employee
database table. It also clears the drawer totals.
As the system closes the year, it saves the old sales database table (sales.mdb) for future
reference. The user will be prompted to enter a file name for the Archived (saved) database.
The default name is 'sales0x.mdb'. If this is acceptable the user would change the "0x" to the
year being saved. The archived data is stored in the \archives subdirectory (folder).
Both the file containing copies of past Master Sales Reports (dmsr.txt) and the Audit Log
(auditlog.txt) file are deleted when the year is closed. If you wish to retain these files, they
should be copied from their subdirectory \posdata to another directory or disk prior to closing the
year.
LIQUOR/CONVEINENCE STORES
For liquor stores and food stores where customer ID is required. Place a "?1" (question mark
and a one) in the Matrix Code field for any product requiring proof of age. As the cashier selects
the Tender Screen, a reminder that the customer's ID is required will display. Additionally, pole
displays, second monitors, and the on screen customer display will show "ID Required".
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CUSTOMER ADDRESS LABELS
Select CUSTOMER ADDRESS LABELS from the Store Manager POS Office UTILITIES menu
to print mailing labels for your customers. You can print labels for all customers or identify just
the labels needed using the Sort Code.
Printers often print in different locations. This causes adjustments to be necessary to the starting
print location on labels. If your addresses do not print on the label as expected, adjustments can
be made by changing the Alignment. Select the Align Labels button to make these adjustments.
Customer Address Labels
Sort Code
The Customer database table Sort Code is an alphanumeric field used to easily identify certain
customers. For example, a combination pet store and pet grooming service might want to notify
only grooming customers of an upcoming grooming special. If all grooming service customers
have a special identification code (can be as simple as G), a mailing list can be quickly
constructed. The codes can be as simple or complex as desired.
The printed labels can be sorted by name, postal code (get special rates at the Post Office for
sorting by ZIP CODE), or by customer code.
COMPACTING AND REPAIRING DATABASES
Compacting and repairing databases, are selected from the Store Manager POS Office, FILE
menu.
Compacting Databases
When you make changes to a database, such as adding and deleting records, it can become
fragmented and use disk space in a manner that is less than optimal. Periodically, you should
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compact your database in order to defragment the file. The compacted database file usually
becomes considerably smaller.
Repairing Databases
If Store Manager POS shuts down unexpectedly, such as in a power failure, your database can
be left damaged. Depending on the type of damage, the system may or may not recognize and
report the damage. It is possible for a database to be corrupted in such a way that the system
will not be able to detect the damage. In such cases, unpredictable database behavior may
occur. You can still repair a damaged database, even if the system does not detect that it is
corrupted.
This Repair Database feature should not be considered a substitute for backing up your data.
The repair feature cannot repair badly damaged databases. Backup! Backup! Backup!
CLEAR PAST RECEIPTS
Clear Past Receipts
CLEAR PAST RECEIPTS from the Store Manager POS Office UTILITIES menu. Store
Manager POS stores copies of the last 1 million receipts generated by the system (whether
printed or not). These copies are used for reprinting if additional copies of receipts are needed.
It requires a lot of disk space to store this many receipts. This clear feature allows you to trim the
number of receipts by clearing unneeded receipts.
The feature also shows the current size of the file containing the receipts. After clearing the
receipts, the system automatically compacts the database to reduce it to it smallest possible size.
QUICKBOOKS INTERFACE
Store Manager POS will automatically update your Quickbooks accounts by creating Quickbooks
Import files.
HOW TO BEGIN
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STEP 1: To use the Quickbooks import feature, you must first select the option in the SETUP|
SYSTEM SETUP section of Store Manager POS Office Record Data for Quickbooks Import Files
(check this box). Once this selection has been made, Store Manager POS will begin writing
Quickbooks information to the QBImport.mdb database. Each time the Register is closed, the
Quickbooks information will be automatically updated.
STEP 2: Add a Customer named POS to the Quickbooks Customer:Job List.
STEP 3: Add a Vendor to the Quickbooks Vendor List for each sales tax account. Often this is
just the state name, or simply "STATE". Then match that name in the SETUP|SYSTEM SETUP|
MORE selection in the Store Manager POS Office under the QB Tax1 Vendor. Repeat the
process if you use TAX2 and/or TAX3 to record other sales taxing agencies.
STEP 4: You will need to add/change any Quickbooks accounts that do not already exist to
match those listed below:
ACCOUNT -- TYPE ACCOUNT
1. Sales -- Income
2. Services Income -- Income (if used)
2. Rental Income -- Income (if used)
3. Special Charges -- Income or Liability-see note 1
4. Sales Tax Payable -- Other Current Liability
5. Gift Certificates Payable -- Other Current Liability (if used)
6. Gift Cards Payable -- Other Current Liability (if used)
7. Accounts Receivable -- Accounts Receivable
8. Food Stamps -- Bank (if used)
9. Cash -- Bank
If the Store Manager POS Office SETUP|SYSTEM SETUP option Separate tender accounts in
Quickbooks is selected, then the following accounts also need to be added to the Quickbooks list
of accounts. If it is not selected, then the below account totals will be included in your
Quickbooks' cash account.
10. Checks -- Bank
11. Visa -- Bank
12. MasterCard -- Bank
13. AMEX -- Bank
14. Novus -- Bank
15. User defined -- Bank (see note 2)
16. Debit Cards - Bank
Note 1: Special Charges may be either an income or liability account depending on how it is use.
For example, if it is used to collect bottle or can redemptions, it would be a liability account -State Redemption’s Payable. If it is used to collect Shipping and Handling, it would be and
Income account, offset by Shipping Expense. If it is used as a liability account, it will need a
corresponding Vendor in the Quickbooks Vendor List.
Note 2: User defined tender account names must be the same name given those accounts (i.e.
Diner's Club, Carte Blanc, etc.). These names are located in the SETUP|SYSTEM SETUP|MORE
button selections in the Store Manager POS Office. By default this field will go to an account
called User defined.
Creating a Quickbooks Import File
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QuickBooks import files use the extension .iif, apparently standing for "Intuit import file". To
create a import file, open Store Manager POS Office and select Create Quickbooks Import File
from the Utilities drop down menu. A Windows' Save As dialog box will appear allowing you to
name and place the file wherever you wish. By default the file will be named using the current
date--qbmmddyy.iif, but it may be changed to whatever you like.
Importing to Quickbooks
To import to Quickbooks, select Import from the Quickbooks' File menu selection, then identify
the file created above. Be careful not to import the file more than once, or Quickbooks will double
the account quantities. It might be best to delete the import file, after importing, to prevent
accidentally importing it twice.
How Often Should You Import to Quickbooks?
There is no requirement to export at any specific time. The correct dates are part of the import
data, so you can perform the export/import procedure whenever you want up-to-date Quickbooks
reports.
One thing to be careful with, the date the register is closed is the date Quickbooks will use.
Normally, this will make little or no difference. However, if you close the previous days sales the
next morning, there is one situation you will need to watch. If you close the registers the morning
of Jan 1st, for the previous day's totals, they will be recorded as Jan 1st, so will go into the next
accounting, period. To avoid this you can either close out the register before the 1st day of the
next year, or go into the QBImport.mdb database (FILE|OPEN DATABASE TABLE|
QUICKBOOKS IMPORT DATA) and manually change the date (change the record dated
01/01/01 back to 12/31/00). It will not mater that there will be two records showing 12/31/00.
The above reference to the end of the year would apply equally if you want accurate monthly or
quarterly reports.
The QBImport.mdb Database
To directly access the QBImport.mdb database, select FILE|OPEN DATABASE TABLE in the
Store Manager POS Office, then Select Quickbooks Import Data. After the file has been created,
Store Manager POS places an "E" in the Exported Fields to identify that the records have been
used to create an Import File. Once imported, the records are no longer needed and they may
be deleted by selecting RECORDS|DELETE EXPORTED RECORDS from the top line menu.
Random Weight Bar Codes
The Uniform Code Councils UCC-12 (UPC) Guideline #11 lays out the standards for random
weight products. These products are generally sold by the pound rather than by the unit. Scales
with bar code printers produce a bar coded tag. At the register, the cashier simply scans the bar
code and the correct price and quantity are automatically entered into the transaction. The UCC
has set aside number system "2" for identifying random weight items.
Setup for Random Weight Codes within Store Manager POS
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You will need Store Manager POS Version 4.01h or later to use the Random Weight Bar Code
features.
1) In Store Manager POS Office select SETUP, then SYSTEM SETUP.
2) Check the box next to "Use Random Weight Bar Codes".
3) Click OK/Save.
Entering Product Codes
In the Product1 database table, use the first "6" digits of the bar code as the PRODUCT CODE.
This product code will always start with a "2". The remaining 5 digits are the digits programmed
with your scale. Follow your scales instructions for entering item codes and prices.
Price
Enter the price per pound (if using lbs) in the STANDARD PRICE field of the Product1 database
table. Make sure the exact same price is entered into your scale and the Product database. The
system calculates the quantity based on the price. If there is a difference in price between your
database and scales, the inventory quantity will not report accurately.
Quantity
Place a "1" in the STANDARD SALES QTY field of the Product1 database table. As mentioned
previously the system calculates the quantity based on the price of the item. Decimal places on
the screen will automatically change to 3 places once the "Use Random Weight Bar Codes" box
has been checked. Receipts will print either 1 decimal place, or expand to 3 depending on the
quantity of the item being sold.
Bar Code Scanner Considerations
Some bar code scanners can be programmed to enter and extra zero (most US products start
with "0", random weight bar codes start with "2") at the front of the code. This is usually done to
simulate an EAN-13 Code and usually completely unnecessary. Doing this will turn a UPC from
074175001810 to 0074175001810. Unless the scanner is really, really smart, it will also put a
zero in front of a Random Weight bar code. This will cause the system not to see a "0" instead of
the "2" and it will not to function as a random weight item when scanned.
Store Manager Point-of-Sale for Windows
CHAPTER 5
Code Name:
121
Zebra
Bar Code Printing For Windows
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
Bar Code Symbologies
Printer
Print Media
Printer Options
Code 39
Default Quantity
30/80 Labels Per Sheet
The POS Database Connection
Full Page Any Coordinates
CODE NAME: ZEBRA PRINTS BAR CODES ON STANDARD LASER AND INK JET PRINTERS
USING STANDARD LABELS. NO SPECIAL BAR CODE PRINTER IS REQUIRED.
If there is not an Icon for Code Name: Zebra on your desktop, you may start the program by
selecting Window’s Start, Programs, Store Manager Point-Of-Sale, CNZebra Bar Code
Labels.
1. Bar Code Symbologies
There are many different Bar Code symbologies, i.e. Code 39, UPC, I 2 of 5, Code 128, etc.
Different codes are often used by different industries. Most bar code readers can distinguish
between these different bar codes and decode the bars to the underlying code. This is known as
autodiscrimination in the bar code industry.
For this reason, it generally does not matter which bar code symbology you use as your bar code
scanner will correctly decode the bars to the appropriate characters.
You may even mix codes. For example you could have a bar code for A123456 in Code 39 and
the same in Code 128. When the bar code is scanned the scanner will decode the bars to the
same A123456.
2. Printer
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All bar code printing is directed to the Window’s default printer. Select File, Printers to change
the desired printer.
3. Print Media
Code Name: Zebra prints bar codes on two common labels--the 30 per page standard 1” by 2
5/8” address labels or the 80 per page standard ½” by 1 ¾” return address labels.
Additionally, Code Name: Zebra can print bar codes at any location, and in any direction, on a full
page. The user sets the coordinates for the bar code to be printed. As many bar codes as
desired may be printed on a single page. With this versatile feature, bar codes can be printed on
a special size label, a sheet of paper, preprinted forms, or whatever the user’s special needs
might be.
4. Printer Options (Adjustments)
Printers do not always print in exactly the same location. Even the same model laser printers will
print in slightly different locations. To make it easy to adjust for these differences, Code Name:
Zebra allows micro printer adjustments under the File, Printer Options, menu selections.
To adjust for variations in print location, assign a twip value to the vertical and/or horizontal
printing locations in the boxes specified for that purpose. There are 1440 twips to an inch.
Negative twips move printing up and to the left, while positive twips move the printing down and
to the right.
Maximum adjustments are -1440 (minus 1 inch) to 2880 (2 inches). The minus adjustment is
also limited by your printer’s capabilities and the printing location on the page. The printer’s limits
must be observed or it can cause unexpected printing to occur as in the following example:
You set the horizontal adjustment to -1440 and are printing on 30-labels per page stock. The
limitation of the printer might bring the starting location of the first label back only 1/2 inch,
however, the second label will not have this left margin limitation and would be adjusted by the
full inch, and the same for the third label.
The system retains all adjustments until reset or disabled (set to zero) by the user, even after the
program has terminated.
5. Code 39
Code Name: Zebra prints standard Code 3 of 9 bar codes (also known as Code 39). The Code
39 symbology is not protected by any copyrights and may be printed and used free of charge.
Virtually every bar code scanner reads this code by default. With Code 39, you may use all 26
letters (Upper Case), any digits, and minus, period, dollar sign, forward slash, plus, and percent
sign. You may use any combination, of these numbers, letters, and characters in a bar code. For
example, the following are valid codes:
WT0-99LB 88
123456789
ABCDEFGHIJK
MICKEY MOUSE
1-45/NOGO
G
1
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87-0123BT
6. Default Quantity
When printing from The Product database table, the quantity is determined by the number
specified in the bar code labels field. The remainder of this section discusses how printing
quantities are determined when not connected to a database.
The program provides two methods to change the number of labels being printed. The default
quantity for all printing can be changed, or the quantity for a single label being printed can be
changed.
Normally, the default quantity would be set to one, however, you may set it for any number from 1
to 30 by selecting Default Quantity from the Configure menu.
With the default quantity set to one, the system will add one label for each one entered. If you
desire more than one copy for an individual label, you may change the quantity before adding the
label to the page. Simply reset the quantity in the on screen quantity box. After the labels have
been added to the page, the quantity will revert back to the default quantity.
7. 30/80 Labels Per Sheet
The Labels
The 30 labels per sheet format uses Avery 5160 or equivalent labels. These labels are 2 and 5/8
inches wide by 1 inch high. The 80 labels per sheet format uses Avery 5167 or equivalent labels.
These labels are 1 and 3/4 inches wide by 1/2 inch high. Sources for quantity purchases of these
labels are available. They generally provide considerable savings over those purchased overthe-counter.
File Mode Format
The 30/80 label per sheet can be used two ways--in File Mode, or not in File Mode. If you are
printing some labels with no need to print the same or similar labels in the future, then you can
ignore the file features. Just enter the labels and print them out.
Frequently, however, the same labels may be needed in the future and you will want to save your
labels to disk. Code Name: Zebra provides full capabilities to save label pages and then recall
them from disk. We call this working in File Mode and it works very similar to working with a
document in a word processing program, or with a spreadsheet in a spreadsheet program.
When working in File Mode, the Windows Title Bar will show the name of the current label page
file, or “(untitled)” if it has not yet been named.
File Menu selections for New Label Page, Open Label Page, Save Label Page, Save Label Page
As..., and Close Label Page are available.
New Label Page: While you don’t have to select a new label page, doing so notifies the program
of your intent to work with files (enters File Mode), then will remind you if you fail to save the
page. An icon on the tool bar is also available for New Label Pages.
Open Label Page: Open Label Page brings up the standard Windows Open File Dialog Box so
you may select a previously saved label page. The program uses the extension “.cnz” for the 30
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per sheet labels and “.z80” for the 80 per sheet labels to identify the label files. An icon on the
tool bar is also available to Open Label Pages.
Save Label Page: If the label page is already named or identified, this function will automatically
save and return to the current label page. If the document has not been identified, it will
automatically bring up the Save Label Page As... Dialog Box. Saving a label page automatically
places the user into File Mode if not already working there. An icon on the tool bar is also
available to Save Label Pages.
Save Label Page As...: Brings up the standard Windows Save As... Dialog Box to allow you to
name the file. The program will automatically add the .cnz/.z80 extensions.
Close Label Page: Closes the opened label page and leaves File Mode. The user may Select
New Label Page to reenter File Mode or work outside of the File Mode.
Entering, Adding, and Editing Labels
The 30/80 labels per page top line, Editing Label Number:, identifies the label number that will be
added or changed when the Add Label(s) command button is clicked.
Once a label has bar code information, the label number will appear on the page layout.
The program automatically places the information bar code information into the label and move
sequentially to the next label on the page when the Add Label(s) command button is clicked.
Alternatively, the user may click on the next label to edit on the label page. The bar code
information will be entered for the last label and the Editing Label Number: will change to the
label that was clicked.
Any time the label quantity is changed from one, the labels sequentially following the selected
label will be filled or overwritten with the same bar card information, up to the 30th or 80th label.
Labels are page specific and will not transcend to the next page.
8. The POS Database Connection
The POS Database Connection offers two type of printing from the database. 1) The automatic
printing prints the number of labels identified in a specific Bar Code Labels field in the database.
2) The Manual printing searches for a specific scanned bar code and brings in the description
and/or price for that item.
Automatic Printing
To print labels using the information from The Product Database Tables, select Database from
the top line menu and then select POS Database Automatic Printing. Database Printing prints a
specified number of labels directly from either the Product1 Database Table or the PO Database
Table.
The Automatic Printing prints labels using the quantity of labels as specified in one of the
following three fields/columns:
1) Bar Code Labels (Product1t Database Table)
2) Quantity Ordered (Purchase Order Database Table)
3) Quantity Received (Purchase Order Database Table)
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To print the labels, select Database, then POS Database Automatic Printing from the top line
menu. Now check Connect to Databases Tables. Select either the Product Database Table or
the Purchase Order Database Table. The bar code information will be the Product Code. Select
if you also wish the Description and/or Price to appear on the labels along with the bar code
information. Click the Print button to start printing.
If the last page (or only page) does not come out to exactly 30/80 labels, the program will place
the remaining labels on the current label page. This will prevent wasting a whole sheet of labels.
You may then decide to add labels to the page, save the partial page, or print it out as is.
To select labels to print from the Product1 Database Table, you simply enter the quantity of labels
you desire into the Bar Code Labels field/column. A special bar codes report is included that
allows only the Product Code, Description, and Bar Code Labels fields to display. The Report
makes it easier to enter the codes because you don’t have to deal with the other fields. You may
use this report or design one more to your liking. Ours is called Bar Code Labels and can be
found in Report Queries, View/Load Saved Reports menu selections for the Product1 Database
Table. Before you begin, you may wish to empty all records of any quantities that may already
exist is the Bar Code Labels field. To do so, select Format, Zero Bar Code Labels from the Edit
menu.
Manual Database Printing
The Manual printing searches the database for a specific scanned bar code and retrieves the
description and/or price for that item. The item(s) are then added to the page by selecting the
Add Labels to Page button and the next code can be scanned. When the page is filled, it may be
printed or saved.
9. Full Page (any coordinates)
The full page selection will print a bar code at any location on the page and in any direction.
Make sure you leave enough room for the entire bar code. You may not be able to tell if you run
the bar code past the end of the page.
You may print as many bar codes on a page as needed. Select the location, the direction, and
then Place On Page. After placing the bar codes on the page, select Print Page to print your bar
code(s).
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Chapter Six
Store Manager Data Integrator
Contents
Introduction
Backup
Working With ASCII Comma Delimited Files
Comma Delimited Record Format
Testing ASCII Comma Delimited Files
Combining ASCII Files
Inventory
Compare/Report Inventories
Report Options
Replace Inventory Quantities
Add/Subtract Inventory Quantities
Price/Cost Updates
ASCII File Utilities
Create Quantity Fields
Combine Duplicate Records
Export Customer Addresses
Importing Product Records
Introduction
The Store Manager Data Integrator is a selection of utility programs for integrating data from
external sources with the Store Manager POS Point-of-Sale system. These external sources
generally come from portable data collectors, vendor supplied product listings, and vendor
supplied cost or price updates.
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The utility programs can provide inventory comparison reports, update inventory quantities,
update product prices, update products costs, and import/merge new products into the Product
database table.
External data files used with the Store Manager Data Integrator must be ASCII Comma Delimited
files. Many programs can convert other file formats to this standard format (see Working With
ASCII Comma Delimited Files). Several utility programs are included with the Store Manager
Data Integrator to test and manipulate ASCII files.
Backup
As you enter the Store Manager Data Integrator, it will request that you make a backup of the
PRODUCTS.MDB. If you should ever need to replace the PRODUCTS.MDB database with the
backup copy, it is located in the same directory as the PRODUCTS.MDB (normally
c:\winpos40\posdata).
First RENAME the existing database from PRODUCTS.MDB TO
PRODUCTS.OLD.
Then RENAME the backup copy from PRODUCTS.BAK to
PRODUCTS.MDB.
Working with ASCII Comma Delimited Files
ASCII ( Standard Code for Information Exchange) Comma Delimited files are also sometimes
referred to as text files or comma separated values. These files often have extensions of .asc, .
csv, or .txt.
Smaller (less than 64k) files can be viewed and changed in Windows Notepad, larger files can be
viewed or changed in Windows Wordpad.
Comma Delimited Record Format
In the comma delimited format, a comma separates each field within a record. The entire record
will end with a carriage return and line feed (not visible in most programs).
field 1, field 2, field 3, field 4, field 5<CR><LF>
An example of a file might look like this:
089976533, Blueberry Jelly, 3.24, 8, T788
098393992, Strawberry Jelly, 2.38, 6, T738
099338483, Grape Jelly, 197, 9, T745
Sometimes alphanumeric fields are enclosed in quotes. This method is used so commas can be
distinguished within a field (i.e. "Memphis, TN"). Both methods function the same within the
Store Manager Data Integrator. The above file would look like this:
"089976533", "Blueberry Jelly", 3.24, 8, "T788"
"098393992", "Strawberry Jelly", 2.38, 6, "T738"
"099338483", "Grape Jelly", 1.97, 9, "T745"
Sometimes the first record in an ASCII file will contain the field names. For example:
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Item Number, Description, Price, Inventory, Location
089976533, Blueberry Jelly, 3.24, 8, T788
098393992, Strawberry Jelly, 2.38, 6, T738
099338483, Grape Jelly, 197, 9, T745
It is usually necessary to tell the program that will be using the ASCII file that the first record
contains the field names. With the Store Manager Data Integrator utilities, there is a check box to
identify this situation.
Testing ASCII Comma Delimited Files
This utility tests ASCII comma delimited files for the correct number of fields in each record.
When an error (incorrect number of fields) occurs, the program will stop, identifying the record
number where the error was found. Any identified record should be examined for extra commas,
unmatched or out-of-place quote marks, and the correct number of fields.
This procedure should be repeated until it can get through the entire file without encountering an
error.
1. Select Utilities from the top line menu.
2. Select Test ASCII File from the drop down menu.
3. Identify the path/file to test (or open it with the Browse button.)
NOTE: TO SPEED UP THE PROCESS, COPY THE FILE YOU ARE TESTING TO YOUR
HARD DRIVE, IT TAKES ALMOST 100 TIMES LONGER TO RUN THE PROCESS IF THE FILE
BEING TESTED IS ON A FLOPPY DRIVE.
Combining ASCII Files
You can combine (concatenate) two or more ASCII files into one complete ASCII file using the
DOS COPY command. If you specify more than one source, separating entries with a plus sign
(+), COPY combines the files, creating a single file. For Example:
>COPY SOURCE1.CSV+SOURCE2.CSV+SOURCE3.CSV RESULTS.CSV
If you use wild cards in source but specify a single filename in destination, COPY combines all
files matching the filename in source and creates a single file with the filename specified in
destination:
>COPY SOURCE*.* RESULTS.CSV
After combining the files, open the file (with Notepad or Wordpad) and check to make sure there
were no extra lines added between the files. Extra <CR><LF>'s at the end of a file will create
problems.
For example two files with the following information:
File #1:
00871993393, 5
00432229949, 2
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File #2:
02122343456, 3
00871993393, 5
should appear as follows after combining:
00871993393,
00432229949,
02122343456,
00871993393,
5
2
3
5
and not like this:
00871993393, 5
00432229949, 2
02122343456, 3
00871993393, 5
Delete any blank lines. Deleting blank lines at the end of the file before using the COPY
command can prevent these lines from occurring within the file.
INVENTORY
Compare/Report Inventories
Before you begin, you may want to create quantity fields, combine duplicate records, or combine
ASCII files. (See the ASCII File Utilities section for additional information.)
Compare Inventory Quantities compares quantities for inventories taken with portable data
collectors against the inventory in your Product database table. Versatile report options should
provide you with the exact type of information needed from the comparison.
1. Select Inventory from the top line menu.
2. Select Compare Inventory Quantities from the drop down menu.
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3. Select Open External File. Using the Open dialog box, open the ASCII file/database.
4. Identify the Product Code (or SKU) field position and the quantity field position.
5. Select Report Options. Make selections for the type of report desired (see Report Options).
6. Select Make Report.
7. The finished report is written to the text file INVREPRT.TXT. The file is located in the directory
with the PRODUCTS.MDB file (normally c:\winpos40\posdata). The report can be opened in
Windows Notepad or, if larger than 64K, Windows Wordpad. The information can then be viewed
and/or printed as desired. After the report has completed, the program will allow you to select to
automatically take you to Notepad or Wordpad.
Report Options
The first set of report options allows you to select if nonmatching records are found:
1. Report nonmatching records from both databases. This option will set up two report
sections, one showing all items in the external database that have no matching record in the
Product database. The other section will show all items in the Product database that have no
matching record in the external database.
2. Report nonmatching records from external database only. This option will set up a section
in the report showing all items in the external database that have no matching record in the
Product database.
3. Do Not Report nonmatching records. Nonmatching records will not be reported.
The second set of report options selects how the compared inventories are reported:
1. Report Only When Inventories are Not Equal. The report will show the Product Code (or
SKU), the Product database Inventory, and the external inventory for all matching records where
the quantities are not equal.
2. Report when inventories are equal and when inventories are not equal. The report will
show the Product Code (or SKU), the Product database inventory, and the external inventory for
all matching records.
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The third options section identifies an unused field in the Product database. The report function
needs to use one field of the Product database table to track totals. The default field is the
MATRIX field as the Store Manager POS program does not currently use it. However, another
field may be selected if desired.
Duplicate Product Codes
Multiple instances of products will not combine. For example, if your ASCII file contained the
following entries:
00871993454, 5
00871993454, 5
and you have 10 as the Inventory Qty in the Product database, you will get two lines in the
exception report showing the inventory is off by 5. To prevent this, first use the ASCII File Utility,
Combine Duplicate Records, which will combine duplicate records into one (see ASCII File
Utilities--Combine Duplicate Records).
Replace Inventory Quantities
This utility replaces the Product database inventory quantities with those found in an external
ASCII file.
As with all utility programs in the Store Manager Data Integrator, the external database must be
in an ASCII comma delimited format.
1. Select Inventory, then Replace Inventory Quantities.
2. Select Open External File, then identify the ASCII file with the replacement inventory
quantities.
3. The first three records will display.
4. Identify the field position for the matching product code (you can also select to match by SKU)
and the field location for the quantities adding or subtracting from inventory. If the quantity fields
are not part of the record, first use the Create Quantity Fields utility to create these fields.
5. Be sure to check the appropriate box if the first record contains the field names.
6. Select Begin Update.
If you have more than one instance of a product in the external file, the last occurrence will
replace any earlier occurrences. To combine all instances into a single quantity, first use the
ASCII File Utility, Combine Duplicate Records. This utility will combine duplicate records into
one (see ASCII File Utilities--Combine Duplicate Records).
The Store Manager Data Integrator creates the INVLOG.TXT showing the records that were
updated. Records are considered updated even if the inventory quantity did not change (all
records found have the inventory quantity replaced with the new one). This text file can be
viewed and printed with Windows Notepad or Wordpad. It is located in the directory with the
PRODUCTS.MDB file (normally c:\winpos40\posdata).
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Add/Subtract Inventory Quantities
This utility is primarily used to update incoming or outgoing inventories as recorded by a portable
data collector.
As with all utility programs in the Store Manager Data Integrator, the external database must be
in an ASCII comma delimited format.
1. Select Inventory, then either Add to Inventory Quantities or Subtract From Inventory
Quantities.
2. Select Open External File, then identify the ASCII file with the inventory adjustments.
3. The first three records will display.
4. Identify the field position for the matching product code (you can also select to match by SKU)
and the field location for the quantities adding or subtracting from inventory. If the quantity fields
are not part of the record, first use the Create Quantity Fields utility to create these fields.
5. Be sure to check the appropriate box if the first record contains the field names.
6. Select Begin Update.
You may have more than one instance of a product code in an ASCII file. For example:
00871993393, 5
00432229949, 2
02122343456, 3
00871993393, 5
After adding an ASCII file containing the above data, the inventory quantity for 00871993393 will
have increase by 10 (5 + 5). If using the Subtract Inventory, there would be 10 less in the
inventory.
If you want to see the changes made to your Product database table, adding and subtracting
create the ADDLOG.TXT and SUBLOG.TXT files respectfully. They may be viewed in Windows
Notepad or Wordpad. They are located in the same directory/folder with the PRODUCTS.MDB
file (normally c:\winpos40\posdata).
Price/Cost Updates
Some vendors can supply updated prices, updated costs, or both. Use the Price Updates and
Cost Updates to automatically adjust the prices and cost in the Product database table.
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As with all utility programs in the Store Manager Data Integrator, the vendors database must be
in an ASCII comma delimited format.
1. Select Price Update or Cost Update (if both fields will be updated you will run this procedure
twice--once for price updates and once for cost updates).
2. Select Open External File, then identify the ASCII file with the new prices/costs.
3. The first three records will display.
4. Identify the field position for the matching product code (you can also select to match by SKU)
and the field location for the price or cost.
5. Be sure to check the appropriate box if the first record contains the field names.
6. Select Begin Update.
The Store Manager Data Integrator creates the PRICELOG.TXT and COSTLOG.TXT showing
records that were updated. The report considers records updated even if the cost or price did not
change (all records found have the price or cost replaced with the new one). These text files can
be viewed and printed with Windows Notepad or Wordpad. They are located in the same
directory/folder with the PRODUCTS.MDB file (normally c:\winpos40\posdata).
ASCII File Utilities
Create Quantity Fields
The Create Quantity Fields ASCII Utility scans an ASCII comma delimited database and
creates a second comma delimited database with a quantity field that represents the number of
times the Product Code (or SKU) appears in the original database.
This utility is useful for inventories taken with a portable data collector where quantities are
assumed to be “1” for each bar code scanned. In other words the inventory was conducted by
scanning all merchandise one time. Running this utility will then combine all like items and create
a single quantity field. The resulting data can then be used to compare to the Store Manager
POS Product database.
EXAMPLE:
Original Data
12345
98765
12345
98765
12345
76543
Resulting Data
"12345", 3
"76543", 1
"98765", 2
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Combine Duplicate Records
The Combine Duplicate Records ASCII Utility scans an ASCII comma delimited database and
creates a second database combining any repeated Product Codes (or SKUs) into one record
with one total quantity field.
This utility is useful for inventories taken with a portable data collector where the quantities are
also entered into the data collector. Sometimes scattered inventories may have additional items
in another location and the operator will make two separate entries for the same item. Some
portable scanners automatically adjust for this and some do not. The resulting data can then be
used to compare to the Store Manager POS Product database table.
Original Data
12345, 5
98765, 2
12345, 3
98765, 3
12345, 1
76543, 4
Resulting Data
"12345", 9
"76543", 4
"98765", 5
Export Customer Addresses
To export your customer addresses to an ASCII comma delimited file:
1. Select Export Addresses from the top line menu.
2. In the Save As dialog box identify the path/file name of the new export file.
The Export Addresses feature exports the following 9 fields per record in the order listed:
Customer Code, First Name, Last Name, Company (or Address Line 1), Address Line 2, City,
State, Postal Code, Sort Code
Importing Product/Customer Records
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(Note: The discussion in this section focuses primarily on the product database, however, the
customer database will have identical or similar characteristics.)
Store Manager POS can import an existing database into its Product database table. The
imported records can replace an existing database, fill an empty database, or merge with an
existing database.
The database being imported must be in ASCII comma delimited format. This format can be
"Saved As" with most of the common spreadsheet and database programs (EXCEL, ACCESS,
PARADOX, LOTUS, etc.). This type of file can be referred to as a text file, comma separated
ASCII, comma separated values, and sometimes uses file extensions such as .asc, .txt, and .csv.
Sometimes alphanumeric characters are enclosed in double quotes "xxxxxx" and sometimes they
are not. A sample record might look like this:
"09823338432","9-Digit Calculator",8,"XYZ Inc.",0,1,7,12.95,6.50
The above record has a total of 9 fields (number of commas plus one). This record could also
appear without the quotes as:
09823338932,9-Digit Calculator,8,XYZ Inc.,0,1,7,12.95,6.50
and it would make no difference to the importing routine.
The import function allows importing the 10 most commonly imported fields. Most other fields will
not be relevant to the Store Manager POS database (see Entering Other Fields).
We will use our example record to explain the import process:
1. Before importing the ASCII file, first run the ASCII test utility on the file to make sure each
record is the correct length (see Testing ASCII Comma Delimited Files in this section under
Working With ASCII Comma Delimited Files.)
2. Click on the Open Import File button and identify the file to import from the Open Dialog Box.
3. Enter the field location next to the import field it represents. In the example database, 5 of the
9 fields will be imported. The first field is the product code, so a 1 is placed in that box, next is
the description so a 2 is placed next to the description box, the price field is the eighth field so an
8 is placed in the price box, the cost is the ninth field so a 9 is place is the cost box, the last field
being imported in this example is the vendor field. The vendor field is located in position four so a
4 is placed in the vendor code box. All other boxes are left blank.
4. Select the "Type of Import". Replace existing data (or an empty database), or merge with
existing data.
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5. Be sure to check if the first record contains the field headings.
6. Click on the "Begin Import" button.
Description Field
If the description being imported exceeds 25 characters, the second 25 characters (or remaining
characters) will be placed in the Description Two field. You may want to edit these descriptions
and break them at a more natural separation point.
Entering Other Fields
If a field that is not listed is available for importing, it can be placed in an open field and then
transferred to the appropriate field with an UPDATE Query. For example, suppose an importing
files list price was available and you wished to place it in the Store Manager POS Product1
database tables List Price field. First identify this field during import as the Open Number 1 field,
then use this UPDATE Query to place it in the appropriate field:
UPDATE [Product1] SET [List Price] = [Open Number 1]
Common Importing Problems
Importing must be accomplished perfectly. Unfortunately, even an expert may have to do it
several times before getting it right. Some of the common (but by no means the only) problems
are:
•
Identifying the fields in the incorrect order.
•
Double quotation (") marks existed somewhere in your product descriptions or product codes.
The double quotation mark is used by ASCII to specify an alphanumeric field. If it comes
across one in the product description (many times they are used to indicate inches), it will
think that is the end of the field. From that point on, your database will be incorrect. Use a
text editor to search for stray double quote marks. Also the ASCII Test Utility will identify this
problem.
•
Incorrect number of fields in a record.
offending record.
•
Header information if included in the file, in front of the first record. Be sure to check if the
first record contains the field names.
•
If you edit the file with Wordpad, make sure to save it as "text only" and not in the Wordpad
format. (Notepad always saves in the correct format, however, it is limited to smaller files,
approximately 64K.)
Again, use the ASCII Test Utility to identify the
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APPENDIX ONE
STORE MANAGER FOR WINDOWS
95/98/Me/2000/xp NETWORKS
Figure 1
Network Setup
A Window’s server is not required to run Store Manager POS as a network system, Store
Manager will run on a peer-to-peer Widow’s network. One computer is designated as the
“server” and that computer will hold the Store Manager POS database files. The “stations” will
update those files on a real time bases across the network.
Figure 2
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138
Server Installation
We will refer to the networked computer which stores the Store Manager POS data files as the
server although it can be any computer on your network.
During the Store Manager POS installation, select Single User or Network Server (Install new
empty data files). See Figure 2.
In addition to storing Store Manager POS's database files, the server can also be used as a cash
register or back office machine.
Be sure to share the server's drive or folder where the Store Manager POS data files are located
(\winpos40 by default). In My Computer, highlight (single click) the drive or folder to share, then
select File|Sharing|Shared As. Provide a share name (we will use C_Drive, for drive c, as the
share name in our examples). Access type must be “Full” (see Figure 3).
Figure 3
Sharing with Windows XP
In My Computer, highlight (single click) the drive or folder to share, then select File|Sharing and
Security. Click the Sharing tab. Check the two boxes under Network Sharing and Security
(as shown below). Provide a share name for the drive. Click Apply and OK.
Note: Windows will give you a warning that other users on the network will be able to access
your files.
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Figure 3a
Station Installation
We will refer to all computers that will connect with the server's data files as Stations.
Install Store Manager POS on each computer in the network that will be used as a station. The
server must be installed before any station’s setup can be completed.
During the installation select the Network Station (Client) option (see Figure 2).
To establish the path to the Store Manager POS data files, select the Network Setup Icon in the
Store Manager POS Group (Windows START, PROGRAMS, Store Manager POS, NETWORK
SETUP). Select the STATION option (see Figure 1). Click the Identify Path to Server button.
In the Open Dialog box which appears click the down arrow and select Network Neighborhood
(or My Computer Places) off the tree, then drill down to the Server's \winpos40\posdata folder. If
the default installation was used and the server computer's name is XXX and the share name is
c_drive, then the path will be \\Xxx\C_drive\winpos40\posdata. Open the file named Net.id.
The correct path to the server will then be displayed on the screen. Click OK.
Transaction Numbers and the Network
In the network environment, new transaction numbers are sequentially assigned as the cashier
moves from the main Cash Register Screen to the Tender Window. The first computer to enter
the Tender Window receives the next available transaction number.
The Cash Register’s Transaction Box displays the last transaction number processed on the
station (except in the case of a recalled open transaction). The Void Last Transaction and
Print Last Receipt refer to the last transaction made on the specific computer and not on the
overall network. The Menu's Edit|Refresh Transaction Number selection will refresh the
Store Manager Point-of-Sale for Windows
Transaction Box to display the last transaction number assigned on the network.
computer to enter the tender window will be assigned the next consecutive number.
140
The next
Date/Time and Transaction Numbers
When a transaction is recorded in the Transaction Log, the date and time are taken from the
Station's computer time. Because of this, each computer's time should be kept as accurate as
possible.
The Transaction Log may record the time in a different order than the transaction numbers. To
explain, consider this example:
Two stations are running--computer name AAA and computer name BBB. Station AAA enters
the Tender Window and is assigned transaction number 1701, station BBB enters immediately
after and is assigned transaction number 1702. However, station AAA is conversing with the
customer, and station BBB records the transaction before station AAA does. Station BBB would
have recorded an earlier time than station AAA even though station AAA has an earlier
transaction number.
Unused Transaction Numbers
A transaction number can become unused (shown in the transaction log as (Unused)) as follows:
Station AAA enters the Tender Window and is assigned transaction 1701.
immediately follows and is assigned 1702.
Station BBB
Station AAA cancels the tender and returns to the transaction to add another item the customer
had forgot. When the transaction number is assigned it will assign 1703. Transaction 1701 will
be recorded as "Unused".
If Station BBB had not entered into the Tender Window, the transaction number would have
remained at 1701, even with the cancel. The transaction only becomes unused if another user is
assigned a transaction number before the tender is canceled.
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APPENDIX TWO
CHARGE CARD SOFTWARE SETUP
Store Manager Point of Sale can process credit cards with MultiCharge or PC Charge Pro. You
may also use your standalone credit card processing equipment instead of charge card
processing software.
MULTICHARGE SETUP INSTRUCTIONS CONTENTS
GENERAL SETUP STEPS
MULTICHARGE INSTALLATION
Downloaded
On CD
PRINTER SETTINGS
Report Printer
Receipt Printer
SETTING THE PATH TO PROCESSOR
Single User
Network Server
Network Stations
STARTING MULTICHARGE
Automatic Startup
MODEM SETUP
SYSTEM SETUP
AVS Tab
Entry Tab
Processor Tab
Batch Tab
Password Tab
Term ID Tab
MULTICHARGE NETWORK SETUP/INSTALLATION
Processor/Server Setup Steps
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142
Station Steps
SETTINGS IN Store Manager POINT OF SALE
On a Store Manager Server or Stand Alone
On a Store Manager Station
MULTICHARGE SETUP INSTRUCTIONS
GENERAL SETUP STEPS
1.
2.
3.
4.
5.
6.
7.
Install Modem hardware and drivers per manufactures instructions
Install MultiCharge
Identify Receipt Printer and Report Printer
Set Path to Processor (necessary on network stations only).
Enter modem information including initialization string and phone numbers.
Enter bank number, terminal ID, and merchant number.
Set any other program options (i.e. password, decimal placements, etc.)
INSTALLING MULTICHARGE
Downloaded…
You can find the setup file, mcsetup.exe with Window’s Search or Find Feature. If you know
where the setup file was downloaded, locate it with Windows Explorer, My Computer, or Run,
Browse. Double click the file to begin the installation program.
On CD…
Insert the CD into the CD-ROM drive of your computer. Select, Start, Run and enter
D:\mcsetup.exe, then click OK (where D: is the drive letter corresponding to your CD-ROM
drive.)
The installation program will start, generally you will select all the default options. If this is a
network station, you will select the Network Station option on the Type Installation window
during this installation (see below).
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143
PRINTERS
Report Printer
To print reports with MultiCharge you will need a full-page printer (ink jet or laser printer). Set the
Windows default printer to this printer. Do not set your receipt printer as the Windows default
printer.
Note: Even if you don't have a laser or ink jet printer connected to your computer, you should
still set the Windows default printer to one of these types of printers. Then MultiCharge’s report
printing capabilities (and many other programs) will be able to correctly format and display
printable (WYSIWYG) information on your screen. If you don't have a printer driver installed, use
Windows' ADD PRINTER WIZARD to install one of the drivers included with Windows. Any HP
Laser is a good choice.
Receipt Printer
As explained above, don't set the receipt printer as the Windows default printer or MultiCharge's
reporting capabilities won't be able to format a full page report (see Report Printers above).
MultiCharge will remember the printer you select as the receipt printer without setting it to the
Windows default printer.
To set your receipt printer to print charge slips with MultiCharge, select Setup, Charge Slip
Setup, and then identify the receipt printer from the drop down list. Enter a charge slip heading
and select from the available options.
Note To Store Manager POS Users: Normally, Store Manager Point of Sale will be controlling
the printing of your charge slips. However, you should still set MultiCharge to print to your receipt
printer as you may occasionally have a reason to print directly from MultiCharge. (For example,
printing a past charge slip. Store Manager can reprint the last charge slip, but if you want one
further back you will need to go directly to MultiCharge).
SETTING THE PATH TO PROCESSOR
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144
MultiCharge is actually two programs--(1) the MultiCharge Interface, and (2) the MultiCharge
Processor.
(1)The MultiCharge Interface is the user interface where credit cards are swiped, reports
are constructed/viewed/printed, and program settings are made. Often third party
software (such as Store Manager Point of Sale) will perform many of the same functions
of the MultiCharge Interface.
(2)The MultiCharge Processor runs invisibly in the background (and only on the server for
network installations). The Processor dials the modem, connects with your credit card
processing company, exchanges credit card data, then passes the data back to the
Interface.
In order for the MultiCharge Interface to pass and receive data from the MultiCharge Processor, it
must know where the Processor is located (the path to the processor).
Setting the Path to Processor on a Single User System
On a Single User System, the path to the processor will set automatically.
Single User paths will normally be the default path: c:\MCharge.
If for some reason you need to change the settings, then you may enter the alternate path within
the MultiCharge Interface by selecting Settings, Path To Processor.
Setting the Path to Processor on a Network Server
On a Network Server, the path to the processor will be set automatically.
Network server paths will normally be the default path: c:\MCharge.
If for some reason you need to change the default settings, then you may enter the alternate path
within the MultiCharge Interface on the server by selecting Settings, Path To Processor.
Setting the Path to Processor on Network Station
For network stations, the path to the processor should reflect the network path to the MultiCharge
directory/folder on the server. An example where the server or computer name with MultiCharge
and modem installed is MainComp, and the shared drive where MultiCharge is installed is
C_Drive, the path to the processor would be: \\MainComp\C_Drive\MCharge
To set or change this path, use the MultiCharge Interface on the station and select Settings,
Path To Processor .
STARTING MULTICHARGE
As explained previously, MultiCharge is actually two programs--(1) the MultiCharge Interface, and
(2) the MultiCharge Processor. The MultiCharge Interface is where credit cards are swiped,
reports are constructed, and settings are made. The MultiCharge Processor dials the modem,
exchanges data with the host, then passes the data back to the Interface. The Processor runs
Store Manager Point-of-Sale for Windows
145
invisibly in the background and only on the server for network installations. The MultiCharge
Processor must be running to process credit cards.
The MultiCharge Interface runs on the server and any station where credit cards are to be
processed. The Interface does not have to be running to process credit cards using third party
software. Third party software (such as Store Manager Point of Sale) also have interfaces that
communicate directly with the MultiCharge Processor
To start the MultiCharge Processor, simply start the MultiCharge Interface by clicking the
Lightning Bolt Icon on the Windows desktop (do this on the server for network installations). Both
the Interface and Processor will load. You may close (Exit) the MultiCharge Interface screen if
you will be using another software to communicate with the Processor. The Processor will
remain running as can be seen by the Yellow Lightning Bolt in the System Tray.
The MultiCharge Processor can be closed/unloaded by selecting File, then Exit and Unload
Processor in the MultiCharge Interface. It is not necessary to unload the Processor as it will be
unloaded when your computer is shut down.
Automatic Startup
Note: Remember, it is not necessary to run the MultiCharge Processor on the network stations.
To load/run the MultiCharge Processor each time Windows starts:
1. Click Start, point to Settings, and then click Taskbar & Start Menu.
2. Click the Start Menu Programs tab.
3. Click Add, and then click Browse.
4. Locate the MultiCharge Processor (C:\MCharge\mcp.exe) and then click it.
5. Click Next, and then double-click the StartUp folder.
6. Type the name that you want to see on the StartUp menu, and then click Finish.
7. If Windows prompts you to choose an icon, click one, and then click Finish.
MODEM SETUP
Note: Modem settings are made only on the server for network systems.
Select Setup, Modem Setup. Select an initialization string for your modem, the communication
port (serial port), and enter the primary and alternate phone numbers.
SYSTEM SETUP
Access to the System Setup Options is from the Setup menu, System Setup selection.
AVS Tab
If you will be using the Address Verification System, select the verification type you will be using.
Entry Tab
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146
- If you will be using Electronic Commerce or Pre-Authorization transactions check the box to
place those options on your sales screen. (Note: Electronic Commerce transactions may require
NOVA Information Systems, Inc. approval.)
- When Don't Automatically Place Amount's Decimal is selected, MultiCharge will insert a
decimal point between the second and third digit from the right. For example, if you enter 859, the
amount becomes 8.59. When not selected, MultiCharge places the decimal point at the end. For
example, if you enter 859, the amount becomes 859.00.
- You may set the system to alert you if an amount is higher or lower than your normal sale.
Processor Tab
- Prompt For More Time After nn Seconds. If the transaction has not complete after this many
seconds, the system will prompt for additional time or to cancel.
- Redial Attempts. A “1” will dial the original plus one more attempt.
- Dial Connect Timeout. If the modem cannot make a connection and cannot disconnect itself,
the system will disconnect it after this many seconds.
Batch Tab
Shows the current batch number and the last transaction number. These should not be changed
unless you become "Out of Sync" with the host.
Password Tab
If you wish to password protect MultiCharge from unauthorized use, enter a password here.
Passwords must be at least 6 characters. To turn off password protection, enter a blank as a
new password.
Term ID Tab
Enter your bank number, terminal ID, and merchant number given to you by your processing
company. These unique numbers identify you to the host.
MULTICHARGE NETWORK SETUP/INSTALLATION
Running MultiCharge on a network requires only one modem. This modem will normally reside
on the computer selected as the server. This computer does not actually have to be a server; the
system will function on a Windows peer to peer network. The computer you choose to act as the
server must be installed with the "Single User or Network Server" option during the MultiCharge
Installation. All other computers on the network will be installed with the "Station" option during
installation.
Processor/Server Setup Steps
1. Select one computer to act as the processing computer.
2. This computer will also have the modem to be used with MultiCharge.
3. Install MultiCharge using the "Single User or Network Server" installation option.
Store Manager Point-of-Sale for Windows
147
4. Share the computer's path to MultiCharge.
5. Sharing the path varies slightly with different versions of Windows. On a Win95/98/Me
machine, open My Computer, highlight the C drive, select File, then Sharing...
6. In the sharing window give the C drive a name like C_Drive, access type should be FULL, and
no password.
7. Set/change any MultiCharge Options following the instructions in the System Setup section.
Station Steps
1. Install MultiCharge using the "Station" option during the MultiCharge installation.
2. Set the Path To Processor to point to the server/processor (see Setting Path To Processor).
3. Set/change any MultiCharge Options following the instructions in System Setup section.
SETTINGS IN Store Manager POINT OF SALE
On a Store Manager Server or Stand Alone
1. In Store Manager Office select Setup, then Charge Card Setup.
2. Choose the MultiCharge Selection.
3. Select the Path to Charge Program (normally default path C:\MCharge\).
4. Select the Charge Slip Printer (normally Default to Receipt Printer).
5. The charge slip will use the heading entered in the Store Manager Receipt/Invoice Setup.
6. Select the More Button to choose between additional available options.
7. Select OK/Save. The Store Manager Cash Register must be restarted to pick up these new
settings.
On a Store Manager Station
(Each station has separate charge-card setting and must be set individually.)
1. In the station's Store Manager Office select Setup, then Charge Card Setup.
2. Choose the MultiCharge Selection.
3. Select the Path to Charge Program. This will be the same network path identified in "Path to
Processor" (see Setting Path to Processor).
4. Select the Charge Slip Printer (normally Default to Receipt Printer).
5. The charge slip will use the heading entered in the Store Manager Receipt/Invoice Setup (a
network-wide setting).
6. Select the More Button to choose between additional available options.
7. Select OK/Save. The Store Manager Cash Register must be restarted to pick up these new
settings.
PC-Charge Pro Setup Instructions
Set Up PC-Charge according to PC-Charge’s installation manual and instructions. Be sure you
can run transactions directly with PC-Charge before trying to use the interface within Store
Manager POS. If you cannot complete a credit card transaction directly from within PC-Charge,
you will not be able to complete one from within Store Manager POS.
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148
PC Charge Setup In Store Manager POS
To process charge cards with PC-Charge through Store Manager POS, you must first select
PC-CHARGE SETUP from the Store Manager POS Office SETUP menu.
•
Select the printer you will print charge slips to. Note: If you select "Default to Receipt Printer”
the system will pause after a charge slip has been printed, allowing the charge slip to be
removed prior to printing the receipt. If any other printer is selected, there will be no pause
between printing a charge slip and printing a receipt.
•
Enter the path to the PC-Charge program (generally c:\pccw).
•
Select the Credit Card Processing Company. This must match the processing company
selected within PC-Charge. If the company is not listed, enter the abbreviation from the PC
Charge Setup/Credit Card Company. It abbreviation will be enclosed in parenthesis (XXX).
•
Check PC-Charge Installed. This toggles the system and will cause any entry in the charge
cards or user defined tender categories to automatically invoke the charge card processing
screen.
•
Select the More button.
•
Enter any comments to be printed on the bottom of the charge slip.
•
Enter the number or copies of charge slips to print (a zero suppresses charge slip printing).
•
Enter the merchant number. This number must match the number list as "Credit Card
Company Number" in the PC-Charge Credit Card Company Setup Screen. This number is
case sensitive.
•
Place User1 in the PC-Charge User box.
•
See Appendix One for special Network Setup instructions.
Using PC Charge With Store Manager POS
Charge Card Window
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149
To use PC Charge from within Store Manager POS, PC Charge must be running prior to
starting the Store Manager POS Cash Register.
Any entry into a charge card or user defined tender category automatically pops up the charge
card processing screen.
To "swipe" a charge card, the focus must be on the Credit Card Number input box (automatically
defaults to this location). Once the card is read, all fields will be filled in automatically.
The information can also be entered manually. Generally, the only information actually required
is the Card Number, expiration date, and amount. However, processing companies have
different requirements for information sent to them. Always use the card if available. Some
companies charge additional and/or require the Address Verification System (AVS) information if
the card is not swiped. They know if the card is swiped because the information on track two is
not sent to them (because it is not available) when the card is entered manually.
Store Manager POS links to PC-Charge for sales only. Because PC-Charge is already running,
it is a simple matter to enter that program to use the many features available. Check guarantee,
settlements, voids, pre-authorization and post authorization, reports, reprint past charge slips, are
a few of the many useful features available in PC-Charge.
Keep this in mind concerning voids and returns. When a Store Manager POS transaction is
voided or a sales return is made, Store Manager POS does not automatically contact the credit
card company with that information. You must separately process a refund/void using PCCharge to remove the charge from the customer’s account.
Address Verification System (AVS)
Some processing companies require zip code and street numbers for verification of mail order or
other manually entered card numbers. If this is the case, select the AVS button to display the zip
and street boxes. The zip code should be entered as a 5 digit or 9 digit number. Enter as either
92582 or 925823885. The street number should be entered per instructions from your
processing company.
PC-Charge -- Charge Slips
The charge slip printer can be the same printer or a different printer than the receipt printer.
Store Manager POS will automatically switch between the two printers. Select the charge slip
printer from within the PC-Charge Setup.
The charge slip assumes a 40-column tape-type POS printer for printing charge slips. The charge
slip takes the receipt heading and lines to advance after printing from the Receipt Setup
Universal Settings and POS (Tape) Printer.
Other information, number of charge slips to print, additional comment lines at bottom of charge
slip, come directly from the Store Manager POS’s PC-Charge setup. This separate setup
allows for a different number of charge slips than receipts to be printed if necessary.
Past charge slips may be reprinted directly from within PC Charge.
PC Charge and Networks
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150
PC Charge and the modem can reside on any computer on the network. All computers on the
network can process a credit card using the single-user version of PC Charge. However, only
one computer at a time may process a charge. All processing must be completed before another
computer can begin.
To process two or more transactions at the same time, additional users must be purchased from
Go Software Inc (www.gosoftinc.com).
PC Charge Network Setup
PC Charge Network Setup is the same as the single user setup with the following exceptions:
•
Each computer on the network that will be processing credit cards must complete both PC
Charge Setup screens (see Figures 4 & 5). Enter PC Charge Setup from Store Manager
Office’s Setup menu.
•
The path to PC Charge must reflect the network path. For example, if the computer name is
XXX and the share name is C_Drive and PC charge resides is the default installation
directory, then the path would be:
\\Xxx\C_Drive\Progra~1\Pccw\
Note: In the above example the entire drive is shared. If you have previously only shared the
winpos40 folder, you will have to re-share the entire drive before this setup will work.
•
The path to PC charge on XXX, the computer with PC Charge and the modem, would use
the local path to PC Charge (see Figure 4):
C:\Progra~1\Pccw\
Figure 4
•
If you are using a single-user version of PC Charge, you must use the default user name
"User1" (see Figure 5). IF you have purchased additional users from Go Software Inc., the
PC Charge User in Store Manager POS's PC Charge Setup must match a user name as
assigned in PC Charge's Setup|Users.
Store Manager Point-of-Sale for Windows
Figure 5
151
Store Manager Point-of-Sale for Windows
152
APPENDIX THREE
Instructions for Store Manager Touch Screen
Version
Standard Version and Touch Version Compatibility
Store Manager Touch Version and the Store Manager Standard Version are completely
compatible. You may switch between the two versions without any changes to your data files.
Network users may use either or both versions within the same network.
Touch, Keyboard, or Mouse
It is not necessary to have a touch screen monitor to use the Touch Screen Version of Store
Manager. Additionally, having a touch screen monitor does not mean you can't use your mouse
or keyboard together with the touch capabilities.
Businesses without touch screen monitors may still prefer to use the Touch Screen Version of
Store Manager due to the Programmable Menu functions available.
Some businesses may want to use just touch screen while others may want to use both touch
and keyboard and still others may want to use touch, keyboard, and mouse.
Use whichever combination you find best suits your business.
Installation
Both the Standard Version and Touch Version are installed during the normal installation. Select
either the Standard Store Manager Icon or the Store Manager Touch Screen Icon to start the
Cash Register.
Touch Screen Version Control Keys
In additions to the obvious letter and number keys available on the screen, there are few
differences between the Standard Version and Touch Version control keys.
On the main cash register screen there are three keys not on the Standard Version. The first is
in the F2 position and is labeled Menu. This key brings down a touch version of the top line
menu. The second key is the Enter key, used when you would normally use the Enter Key. (e.g.
to manually enter typed-in items into a transaction. A manually typed-in item can also be entered
by simply touching the input box.)
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153
The third key is the Keys . . . button. The Keys... button toggles the screen between a numbers
only touch screen, a numbers and letters touch screen, and a programmable touch screen.
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154
Touch Key Options
To get to the Touch Screen Options window. Select the Menu key, then Preferences, then Touch
Screen Options.
Four color options are available for the touch controls:
(1) Letter and Number Keys
(2) Special Character Keys
(3) Primary Menu Programmable Keys (level one)
(4) Submenu Programmable Keys (level two)
The Touch Screen Options window also provides two selections that control the Programmable
Keys Menu feature:
(1) You may select to not use the programmable menu option. If you make this selection, the
programmable menu keys will not display when you toggle the Keys... button.
(2) You may also select to automatically return to the Primary Programmable Menu (level one)
after a Submenu (level two) selection is made. The next section will fully explain what this
means.
The Programmable Touch Menu
The programmable touch menu allows up to 579 items to be quickly entered into a transaction by
touching a key. Each individual key can display its own icon and/or a text label.
There is one primary menu screen with 24 submenu keys (and 3 direct keys), and 24 submenu
screens with 24 keys each.
Submenus would normally be arranged by types of items, but don't have to be. The same item
can also be included on as many submenus as desired.
A business that primarily sales the same items, and occasionally a different item will probably
want the Auto Return to Primary Menu function turned Off. That way the menu they primarily use
would be available for one-touch operation (not having to first go from the Primary to the
SubMenu). A business with a large variety of sales may wish to use the Auto Return function
(On) so they don't have to press the Up key. It is easy to change between the two methods and
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155
you will instinctively know which way is best for you within a few minutes. The main thing is to
know that there are two ways to use this menu and that you can easily select the one that is best
for you.
Programming the Key Matrix
Setting up or changing keys on the menus is very easy. The information for the programmable
touch screen is kept in a pre-designed database table. To get to the database table, enter the
Store Manager Office, select File, Open Database Table, then select Touch Programmable Keys.
The Programmable Keys Matrix database table has been pre-designed for you. All you need to
do is enter a Key Label and the Product Code for the keys you want to use. You may also enter
icon names for any keys you wish to show icons on. There are thousands and thousands of free
icons on the web. Additionally, there are many free icon designing programs available. Search
for "ICONS" on your favorite search engine. Icons can help greatly with key recognition for new
cashiers. Remember, an icon is helpful even if it is not an exact representation of the item.
Store any icons used in the IMAGES folder.
The path
c:\winpos40\images\xxxx.ico (where xxxx.ico is the name of the icon file).
will
normally
be
To make the matrix easy to visualize we have assigned a letter of the alphabet to each screen.
The Primary Menu uses letter A (and B), while the submenus are assigned letters C through Z
We have put sample data in the Primary Menu and Submenu C to more clearly show how the
keys are laid out. Change or remove this data when designing your menus.
On the Primary Screen, the top row (A1 thru A8) correspond to submenus C thru J, the second
row (A9 thru A16) correspond to submenus K thru R, and the bottom row (A17 thru A24)
correspond to submenus S thru Z Keys B1, B2, and B3 are direct entry keys on the Primary
Menu (the 3 small keys located at the end of each row). When a primary key is touched, it will
bring up the submenu (except for the 3 direct B keys). Because the A keys bring up a submenu,
any information placed in the Product Code field for the A Keys will be ignored.
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156
For the submenus simply enter a Key Label and/or Icon file name for any keys you wish to use.
Then enter the Product Code for the item to be entered into the transaction. Note that if the
Product Code does not exist is the Product1 database table, you will get the "Enter On-The-Fly"
choice the first time the key is touched. Using Submenu C as an example, Keys C1 thru C8 are
on the top row, C9 thru C16 are on the second row, and C17 thru C24 are the bottom row keys.
$10 and $20 Tender Screen Keys
Ten and twenty dollar touch keys have been placed on the tender screen. The System
Preference for the “Need to Press Enter after Exact Cash” also controls these two keys. By
default, the transaction will automatically be tendered when one of these keys are pressed. If the
above system preference is checked, you will need to press ENTER to complete the transaction.
Notes to Network Users
To prevent slow menus, the programmable key matrix database is kept locally on each machine
running a touch version. If you have more than one touch machine and wish them to have
identical menus, you may program one machine, then copy the database file and any referenced
icons to each of the touch machines.
The database path normally will be c:\winpos40\posdata\pkeys.mdb. Any icons used will be kept
in the images folder so the path will be c:\winpos40\images\xxxx.ico.
Store Manager Point-of-Sale for Windows
Index
Access
83
Access Database Password
83
Accounts Receivable 101
customer statements 103
maintenance
102
manual posting/changing
101
Amount Due
23
Audit Log 10
Authorization Levels 26
Average Cost
110
AVS (Address Verification System)
Backup
backup plan
82
what to back up
82
Balance Forward
103
Balance Icon
79
Bar Code Labels
120
adjusting print location
121
code 3 of 9 121
print media (labels) 121
printer
120
printing from a POS database 123
Symbologies
120
Basic Transaction
5
Carry Along
69
Cash Drawer Starting Cash
12
Cash Drawer Totals 71
Cash Drawers
24
opening
76
Cash Paid Out
81
Cashier Identification 75
Center Screen
29
Close Month
113
Close Year 114
Closing the Register 79
Code
Commission
70, 112
heading
96, 103
price
35, 63
sales tax
13
sort
115
tax
63
type
32
Comments 79
Common City, State, Zip
13
Compacting Databases
115
Company Info Database Table 96, 99
Consignment Sales 10, 98
Consignment Totals, Clearing 101
Cost
110
Cost Plus Customer Pricing
36
Credit Limits
63
Customer
identifying 62
Customer Address Labels
114
Customer Credit Limit Option 10
Customer History
10, 64
Customer Identification
12
Customer Information Window 62
148
157
Store Manager Point-of-Sale for Windows
Customer Open Field's Captions
12
Customer Window
63
Customizing Purchase Orders 96
Data Integrator
add/subtract inventory quantities
130
ASCII file utilities
132
backup
126
combining ASCII files
127
comma delimited record format 126
contents
125
export customer addresses
133
importing product records
133p.
introduction
125
inventory 128
price/cost updates
131
replace inventory quantities
130
testing ASCII files
127
working with ASCII files
126
Database Tables
adding records to
87
changing/updating records
87
navigating in
84
Departments
111
Discounts 39
Discounts, Customer 36
Dollar Signs
9
Drawer Totals
81
Drawer Totals
sales returns and
46
Dummy Customers 36
Editing Data
88
Employee Commissions
cash register topics 70
office topics
112
returns and voids
70
Enter/Scan Line
29
Equipment 24
Equipment
optional
5
requirements
4
Exact Cash Icon
10, 79
Exact Check Icon
10, 79
Fixed Percent Discount
38
Food Stamps
64
Getting Started
4
Gift Cards 47
accepting a gift card 50
accounting for
54
add value to an existing card
51
and sales returns
52
cash back 51
check the balance on 53
combine two cards into one
51
custom gift cards
48
discounting 53
getting started with 47
gift card database
54
preventing the sale of
53
selling a gift card
49
static value vs adjustable value 49
voiding and returning 53
Gift Certificates
47
accounting for
54, 58
158
Store Manager Point-of-Sale for Windows
discounts on
57
IDing the customer 56
redeeming 56
refunds
58
reselling
56
returning in-house credit as
57
sales returns and
58
sales tax and
56
selling
55
serial numbers
55
Gift receipts
24
Hiding Columns
87
Importing 8
In-House Accounts
payments to
43
Inventory
bulk breakdowns
66
quantity lookup
74
update without PO
97
Inventory Value Report
110
Invoice-type receipts 23
Keyboard 5
Kits
67
Layaways 39
abandoned 41
database table
40
multiple
42
payments on
43
picked up 40
returned/canceled
41p.
voided
42
Life Sales 10
Liquor Stores
114
Lock
auto-lock between transactions 11, 76
Management Reports 109
Manager Override
76
Manual Purchase Order
96
Marking Multiple Records
85
Master Sales Report 80, 108
Mouse
5
Moving Transaction Lines
29
Multiple Monitors
25
negative quantities
9, 45
Networks
and PC Charge
148
and transaction numbers
138
Server Installation
137
Station Installation
138
New Customer Credit 12
Nontaxable 13
Notes
customer 64
product
74
On Account
23
On-the-Fly 74
Order In Qty Of
93
Order Up To
93
Paper Cut Commands 21
Password, Database 27
Pay Period Commission Report 112
Price
best price 34
159
Store Manager Point-of-Sale for Windows
changing 30
customer 35
list
37
override
37
promotional
35
quantity
36
standard price
35
system price selections
34
update
37
Print Preview
85
Printers
dot matrix (tractor fed)
18
laser
18
POS
18
Product Access Window
30
Product Box
30
Product Information Window 72
Product Lookup
12
Products
alternates 73
images
74
number of 4
Program Overview 4
Purchase Orders
92
Quantity
changing 30
decimal places in
12
notification when zero
10
rental items 61
Queries
view
88
Quick Product Add/Edit
7
QuickBooks Interface 116
Random Weight Bar Codes
118
Recall Transaction Sales Return
Receipts
40 column 18
cash register options 76
clear past 116
for dot matrix printers
21
for laser printers
22
logo on
23
preprinted 23
print last
77
print past 77
selecting the printer 77
statement file
21p.
Receive Merchandise 94
Receive Merchandise (w/o PO) 97
Rentals
59
Reorder Point
93
Repairing Databases 115
Reports
accounts receivable summary 103
consignment
100
designing 85
miscellaneous sales information
sales
104
saving report layout 86
tax
105
Reset
86
Resizing and Moving Columns 84
Round Column
86
45
106
160
Store Manager Point-of-Sale for Windows
Sales Database Table 104
Sales Returns
44
Sales Tax
altering at time of sale
14
alternatives 33
customer auto tax
33
discounts with
16
display on receipt
15
exchanges and trade-in's
34
manual
33
manual entry
14
rounding method
15
setting the rate
14
Sales Totals and Voids
46
Sales Totals Database Table
108
Sales, Cost, and Profit Report 109
Scales
118
Security
75
Select Queries
88p.
Serial Numbers
47
Setup
MultiCharge
141
PC-Charge 26, 146
pole display
24
quick
6
receipts and invoices 17
sales tax
13
security/password
26
system
9
Sort Order 91
Special Charges
32
Statement Numbers 104
Store Transaction
79
Suggested General Journal Entries
Switch Cashier
76
Sysop
27
System Preferences 9
System Requirements 4
Tender Captions
12
Tendering the Transaction
78
Tool Bar
29
Top Line Menu
29
Totals by Tender Accounts
107
Touch Screen Version
control keys
151
programmable touch menu
153
programming the key matrix
154
touch key options
153
Transaction
numbers
12, 32
open
72
Transaction Information Box 30
Transaction Options Window 31
Transaction Totals Box
30
Unhiding Columns 87
Update Queries
88, 91
Vendor Database Table
96
Voids
45
Where Clause
90
106
161
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