Symphony - Toshiba Business Solutions

Symphony - Toshiba Business Solutions

140 Symphony User Manual

Labels are normally printed to the default printer as defined in Windows printer settings. There are several ways to overcome this default behaviour. In the report properties selection window you can select the Printer dialogue option. This will open the printer menu so you can select a printer when it is time to print the specified labels. Available printers and options will be available through the printer dialogue window.

Setting a default printer for labels and reports

Labels are like other reports and are normally printed to the default printer as defined in

Windows printer settings. You can set a different printer to use with Symphony if you cannot redefine the default windows printer. You will need to make a few changes to the system settings. Edit the file in the LBOSS directory called LOCAL.INI. Search for the section called

[System] and add an entry to define the default report and label printer.

[System]

MainReportPrinter="Printer name" (where Printer name is the name of the system printer

Symphony should use to print system reports and labels).

Setting a different printer for specific reports

You may also set a different printer for any report or label by making an entry in the

SERVER.INI under the section that contains the settings for the specific report. Each report has a section in the SERVER.INI that shows the report name in square brackets.

[Report name]

PrinterName="Epson 556677" (where Epson 556677 is an example used to show what needs to be entered to define a specific printer. This is the name of the printer under the windows printer settings).

Example:

[Rpt_LabelTypeA]

"HP Laserjet 1000"

Position=497,203,280,309

Note : The name of the printer can be complete (Ex: "HP LaserJet 1200 Series PCL") or only the beginning of the name as long as there are enough characters to differenciate it from the other printers (ex: "HP LaserJet"). The case does not matter.

6 Entry Module

Entry Module

Entry Module Overview

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This example shows the Entry application's "Desktop".

The Entry module is used for transaction entries that affect stock control as well as some cashier balancing operations. Inventory control has a prerequisite: each item must be created in the Symphony item maintenance. You must assign the purchase format and the cost for each vendor that supplies the product, in the "Cost" PLU table tab. In the "Inventory" and maintain the stock on hand. To use the suggested re-order option, the Ord flag must be set to on.

NOTE: Items should have a "Count" before Symphony can accurately report on hand

inventory. When you manually set an item to be tracked (in the "Inventory" tab), Symphony sets the starting count to 0. However, if you use a "global change" to set the inventory tracking on all items at once, you must perform a count. Before trying to maintain inventory on items, make sure that all items to track have a starting count (before receiving or adjusting stock).

For detailed help on item maintenance, please refer to the Item Table help section

in this manual. You can use the Entry module to create purchase orders or receive stock without placing an order. The following help pages explain how to perform inventory operations.

File Menu Options

As with other Symphony applications, the Entry Module "File" menu contains options that are common to all applications, such as login, language and background. The "File" menu also contains a "Compute on Hand Inventory" option, the same as the "Compute" Entry module desktop icon. You can also use the View log to list a summary log of operations performed on the Entry program.

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Modules Menu Options

This menu allows you to select the different Entry program sections in lieu of clicking on the main form with your mouse.

View Menu Options

The view menu is used to review past transactions made on the Entry module. In order to reprint the receiving report for a completed tranaction use the Vew menu and select

Receiving. Select the transaction you want to print. When the information appears on the screen select the F5-Print function.

6.1

Purchase Orders

Purchase Orders

Creating Purchase Orders

NOTE: Purchase Orders is an optional Inventory Module availalable from your Authorized TEC

Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

We assume that you have created your items, assigned a vendor to the product and set the minimum stock and reorder quantities. When you access the Orders option from the Entry screen, Symphony offers you a choice to create a purchase order manually or to generate a purchase order based on the stock on hand and minimum stock levels. Systems that include the portable data terminal interface allow you to select import data collected on the portable device.

This example shows the Purchase Order selection tool.

Manual Orders

Symphony prompts you to enter the information in the header of the purchase order screen.

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This example shows a Purchase Order Vendor information edit panel.

·Enter the vendor number (double click or press [Alt-Enter] to obtain a list of your vendors)

·You may enter an invoice number if required for your records

·Enter the number you want to assign to this order, or press [Generate] to obtain an order number from Symphony.

·Enter the date of this transaction. You may want to select a previous date (for example you were on holidays and this entry needs to be done as of 3 days ago).

·Enter the store number if you are operating a multi-store system. You may not have access to the Inventory store number if you are controlling inventory in a single store.

·The Cost target is normally used in multi-store environments. It allows you to select a different cost zone for your products being ordered.

·It is compulsory to enter a remark for tracking purposes.

·The Load all items flag can be used when you want to import a list with all items that can be ordered for the designated vendor.

When required information is entered the order information is retained and a grid appears that displays the item information area. If you have selected the Load all items flag,

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This example shows the Purchase Order using the "Load all items" option.

·If you have not selected the Load all items flag, Symphony will display a blank order form.

The cursor will position itself in the PLU # field. If you know the product code you can enter it manually, or press [Alt-Enter] for a list of items associated with this vendor. You may also press

[Enter] to position the cursor in the vendor code field where you can find the item using the vendor's code.

·Once you locate the item, the cursor will move to the Cases field to allow you to place an order by case. Press [Tab] to switch to the Units field if you want to order by unit count.

·Confirm the cost for the line entry and press [F2-Add] to accept this line. You may also press

[Enter] when the [F2-Add] button is highlighted.

·At any time in the order you can modify a previous line entry by entering that product code.

·You can delete a line entry with the [F3-Delete] function.

·You can modify the current cost record by pressing [F4-Cost].

·To view movement information on this product for today's date press the [F6-Info] button.

Select the Auto refresh flag if you want this window to update each time you enter a new product code onto your order.

When you are in the order screen the Symphony displays several fields in yellow. These fields are for information only, they cannot be accessed. The [Other vendors] button allows you to see the alternate vendor for the selected product. This button will not appear if no alternate vendor exists for the selected product.

·Once the items have been ordered you can save it by pressing the [F12-Post] button. You will have the option to print the order.

·If you need to save the order without posting it definitely to the system use the [F11-Save]

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option. The system will prompt you to enter a file name. The order will then be saved so that you can finish working on it later.

Once the transaction has been posted you will be prompted with the following window. You can use any of the printing options as many times as required. Once you are satsified with the printed contents of your transaction press close to continue other operations.

Automatic Generation of a P/O

Access the Orders screen and select Auto generate. You will then be ready to enter the information in the header of the purchase order screen.

·Enter the vendor number (double click or press [Alt-Enter] to obtain a list of your vendors)

·You may enter an invoice number if required

·Enter the number you want to assign to this order.

·Enter the date of this transaction. You may want to select a previous date (for example you were on holidays and this entry needs to be done as of 3 days ago).

·You may not have access to the Inventory store number if you are controlling inventory in a single store.

·The Cost target is normally used in multi-store environments. It allows you to select a different cost zone for your products being received.

·It is compulsory to enter a remark for tracking purposes.

Symphony will display a list of all items that need to be ordered. You may change the suggested quantity of an item or remove it from the list the same way as with a manual order.

You may also add an item that does not appear on the automatically generated list. Follow the instructions shown to place a manual order if you want to add more items.

·When you are ready to record the order press [F12-Post]. You will have the option to view and print the order. The print option window will display even once the transaction has been printed. This way, if another copy is required or if you want to print labels you can still make the selection before the transaction is archived.

·If you need to save the order without posting it definitely to the system use the [F11-Save] option. The system will prompt you to enter a file name. The order will then be saved so that you can finish working on it later.

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6.2

Receiving Stock

Receiving Stock

Stock Receiving Without a Purchase Order

NOTE: Receiving Stock is an optional Inventory Module availalable from your Authorized TEC

Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

Access the receiving module and select Manual. When you select manual, you need to supply information for Symphony to track the incoming stock.

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This example shows a Manual Receiving screen.

·Enter the vendor number (double click or press [Alt-Enter] to obtain a list of your vendors)

·You may enter an invoice number if required

·Enter the order number you are receiving against.

·Enter the date of this transaction. You may want to select a previous date (for example you were on holidays and this entry needs to be done as of 3 days ago).

·You may not have access to the Inventory store number if you are controlling inventory in a single store.

·The Cost target is normally used in multi-store environments. It allows you to select a different cost zone for your products being received.

·It is compulsory to enter a remark for tracking purposes.

·The Load all items flag can be used when you want to view all items that can be received for the vendor you have selected.

·If you have not selected the Load all items flag, Symphony will display a blank form. The cursor will position itself in the PLU # field. If you know the product code enter it. If not press

[Alt-Enter] for a list of items associated with this vendor. You may also press [Enter] to position the cursor in the vendor code field where you can find the item using the vendor's code.

·Once you locate the item, the cursor will move to the Cases field to allow you to receive by case. Press [Enter] to switch to the Units field if you want to receive by unit count.

·Confirm the cost for the line entry and press [F2-Add] to accept this line. You may also press

[Enter] when the [F2-Add] button is highlighted.

·At any time in the receiving you can modify a previous line entry by entering that product

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c o d e .

·You can delete a line entry with the [F3-Delete] function.

·You can modify the current cost record by pressing [F4-Cost].

·To view movement information on this product for today's date press the [F6-Info] button.

Select the Auto refresh flag if you want this window to update each time you enter a new product code onto your order.

·Once the items have been received you save the transaction by pressing [F12-Post]. You will have the option to print the transaction. The print option window will display even once the transaction has been printed. This way, if another copy is required or if you want to print labels you can still make the selection before the transaction is archived.

·If you need to save the receiving data without posting it definitely to the system use the [F11-

Save] option. The system will prompt you to enter a file name. The enrty ransaction will then be saved so that you can finish working on it later.

Receiving Stock from a Purchase Order

When the receiving module is accessed, select the option to receive from an order. Select the order you want to receive and you will see the items that were ordered. You may correct any of the data or post it immediately if all was received as ordered. To modify the contents of the received items list follow these steps.

·Locate the item to modify on the list. The cursor will move to the Cases field to allow you to receive by case. Press [Tab] to switch to the Units field if you want to receive by unit count.

·Confirm the cost for the line entry and press [Enter] to move the cursor to the [Add] button.

Press [Enter] to accept this line.

·At any time in the receiving you can modify a previous line entry by entering that product c o d e .

·You can delete a line entry with the [F3-Delete] function.

·You can modify the current cost record by pressing [F4-Cost].

·To view movement information on this product for today's date press the [F6-Info] button.

Select the Auto refresh flag if you want this window to update each time you enter a new product code onto your order.

·Press [F4-Cost] to post the received products list into the database. You will have the option to print the transaction.

Receiving Stock using a Portable Device

The Symphony PDT630 interface includes a receiving option that allows users to collect reception information by scanning the products and entering received quantities. The portable device is then connected to the Symphony computer with a serial cable, and the information is collected from the device and stored on the local drive. Once the information is on disk, the Entry application can retrieve the information as a reception.

The portable device interface comes with it's own help file, which includes how to retrieve and complete the receiving process.

Printing your stock transaction.

Once the transaction has been posted you will be prompted with the following window. You can use any of the printing options as many times as required. Once you are satsified with the printed contents of your transaction press close to continue other operations.

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6.3

Counting and Adjusting Stock

Counting and Adjusting Stock

Counting Inventory

NOTE: Counting and Adjusting Stock is an optional Inventory Module availalable from your

Authorized TEC Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

NOTE: Items must have a "Count" before Symphony can accurately report on hand inventory.

When you manually set an item to be tracked (in the "Inventory" tab), Symphony sets the

starting count to 0. However, if you use a " global change " to set the inventory tracking on all

items at once, you must perform a count. Before trying to maintain inventory on items, make sure that all items to track have a starting count (before receiving or adjusting stock).

Physical inventory counting is required to reset the inventory levels to actual on hand amounts.

·Access the "Count" option and enter the store number and other header information to store with the count data. Choose the date this count was made on. Note that the count for a given date is added to other transactions done the same day. For example, if you receive 10 pieces and you sell 5 pieces the stock on-hand would show 5 pieces. If you also make a count for that day of 10 items, the total on-hand stock would show 15 pieces for the item.

·You can select the Load on hand option to create a list of all inventory items. When this option is selected you also have the option to reset all current stock on hand values to Zero to facilitate the count procedure. This way you will not need to worry about stock on hand values for items you no longer carry, they will be reset and if they are not counted they will remain at zero. Use the Menu, select Edit and the select the Reset all items to 0 option.

·When you add an item that was already counted for the day you are prompted for user decision: should the system add the new count to the existing count for the day, or should the system replace the previous entry with this new count. This will allow you to count stock found in more than one physical location. By definition, multiple counts performed on the same item using a portable data terminal are added to each other, not replaced.

·At any time in the count you can edit a previous line entry by entering the product code.

·You can delete a line entry with the [F3-Delete] function.

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·When you have finished the count press [F12-Post].You will have the option to print the transaction.

·If you need to save the count without posting it definitely to the system use the [F11-Save] option. The system will prompt you to enter a file name. The count will then be saved so that you can finish working on it later.

Inventory Adjustments

It may become necessary to modify the stock level of a product because of breakage, returns, etc. Use the Adjustment entry module to record these transactions. (Note that inventory adjustments are always performed on the current date. If you need to affect a previous date try using the manual receiving module.)

·Select the store number if you are working on a multi-store system.

·Enter a remark to save with this transaction.

·Enter the code of the item to modify. The cursor will move to the units field to allow you to make an adjustment. Use the [-] key to make a negative entry. You cannot adjust the inventory by case quantity, only by unit.

·Confirm the cost for the line entry and press [F2-Add] to accept this line. You may also press

[Enter] when the [F2-Add] button is highlighted.

·At any time in the receiving you can edit a previous line entry by entering the product code.

·You can delete a line entry with the [F3-Delete] function.

·When you have finished the adjustments press [F12-Post].

6.4

Transfer

Transfer

Inventory Transfers

NOTE: Transfer is an optional Inventory Module availalable from your Authorized TEC Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

In multi-store situations stores sometimes exchange inventory, transferring items from one store to another to supplement stock levels. The Transfer operation exists as a way to reduce inventory in one store and augment stock levels in another store. This option is only used in

multi-store situations, and is not for use in single store installations.

NOTE: Although the Transfer option affects the inventory report information, such as item

movement, on hand, cost and retail stock values, it does not affect accounting information, such as billing or invoices. For example, you can transfer inventory out of a store, reducing inventory values but there is no trace of how that inventory was paid for as with sales, potentially causing accounting problems. You should consider this before using the Transfer option.

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6.5

Other Entry Options

Other Entry Options

Compute Option

NOTE: Other Entry Options is an optional Inventory Module availalable from your Authorized

TEC Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

Use the compute selection to recalculate the current stock levels anytime you want to be sure that all transactions are being considered, especially important if you are making inventory counts. For example, you have done a count for today, and then you realize that their are sales that were not processed. After you have processed the sales data, use the

Compute option to recalculate the stock levels.

View or reprint previous transactions

Use the View menu option to recall any transaction including your orders, received goods, adjustments and counts that have been entered on the system. Once the transaction is recalled you may revise it, print it, or even delete it. If any change is made to an order that had already been posted you need to use the C o m p u t e option to recalculate the stock levels. A warning will appear to this effect.

Purging Old Inventory Records

The View option allows you to see entries made in previous transactions. To remove received transaction data from the list use the Purge option. You cannot purge orders. Select the date before which you want the transaction data to be removed. Note that this does not in any way affect stock levels.

6.6

Pickups and Loans

Pickups and Loans

Working with Cashier Pickups, Loans and Declarations

NOTE: Pickups and Loans are an optional Inventory Module availalable from your Authorized

TEC Dealer. If this module is not purchased in addition to the Symphony Software the following options are not available.

Pickups and Loans

This Entry module option is used if your store balances cashiers in the "back end", that is to say from an Symphony station. Entries made here are used to compile the financial information used and viewed in the reports, such as end of day, financial and cashier reports.

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The Pickup module is accessed from the Entry application's "Module" menu by selecting "Pick up". The pickup, loan and declaration screen will appear. The screen has two types of columns: the gray columns cannot be edited, and only show amounts that have already been "posted". The white (new) columns are used to enter transaction amounts by cashier, that once posted, are added to amounts already existing for the corresponding gray column.

NOTE:If you have entered and posted incorrect amounts, you cannot edit the grey columns.

To modify existing entries, you must make a new (perhaps negative) entry for the transaction type in question. For example, if the declared amount for cash tender was supposed to be

$1024.10 but was entered incorrectly as $102.41 and was posted, you can either enter the difference as a "new declaration" and post, which will add the new entry to the previous, or you can enter -102.41, post and re-start from zero.

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This example shows the Entry application's Pickup, Loan and Declaration utility.

Choose the cashier, date and balancing type for the transaction entry, then press the "View" button to see the theoretical amounts that should be in the TEC ECR drawer, or have already been picked up. The selected cashier's name appears at the top of the screen as a reference, so you can tell which cashier is being treated.

If you use "Loans" at the beginning of a cashier's shift to create the drawer (or "float") amounts, enter the "Loan" amounts by tender type for the current cashier.

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