RETAILMAGIC MANUAL TABLE OF CONTENTS

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1 USER MANUAL

2 TABLE OF CONTENTS OVERVIEW... 3 GENERAL LEDGER AND SUBLEDGERS... 3 FUNDS ON HAND... 4 OPERATING BANK ACCOUNTS... 5 ACCOUNTS RECEIVABLE... 6 INVENTORY... 7 ACCOUNTS PAYABLE RECORDING TRANSACTIONS PURCHASING ORDER ENTRY Manually Create a Purchase Order Generate a Purchase Order PURCHASING RECEIPT ENTRY Manually Create a Receipt Entry Retrieve a Purchase Order PAYABLES TRANSACTION ENTRY SUPPLIER PAYMENT ENTRY DAILY SALES ENTRY VOIDING A POSTED SALES ENTRY DAILY SALES QUICK SALES RECEIVABLES A/R SALES TRANSACTION ENTRY CUSTOMER PAYMENT ENTRY DEPOSIT ENTRY BANK RECONCILIATION INVENTORY ADJUSTMENTS GENERAL JOURNAL ENTRIES FINANCIAL STATEMENTS TOOLS OBTAIN UPDATES COMPRESS DATABASE CLEAR HISTORY MULTISTATIONS... 53

3 OVERVIEW Now that you have completed the basic Setup and Input Opening Balances, you are ready to use the software. Before we begin, an overview of how the system interacts would be beneficial. RetailMagic consists of two modules, the Accounting Module and the Point-of-Sale Module. These modules are accessed separately from the computer s desktop. In this way you can network two computers with the Point-of-Sale module on the front counter computer and the Accounting module on the back office computer. Let s now take a look at the system from an accounting point of view. General Ledger and Subledgers Since RetailMagic is a complete Accounting and Point-of-Sale software program, the system tracks information based on accounting principles. One of these principles states that the General Ledger contain Control accounts who s balance must agree with the total amount in its corresponding Subleger. RetailMagic s Control Accounts and Subledgers (based on the Setup Procedures Manual) are as follows: General Ledger Control Module Subledger Listing or Display Account 1010 Funds on Hand ACCTG Banking / Deposit 1020 Operating Bank Account ACCTG Banking / Statement Reconciliation 1200 Accounts Receivable ACCTG Receivables / Reports / Aged Receivables 1300 Inventory POS Inventory / Reports / Inventory Status 2200 Accounts Payable ACCTG Payables / Reports / Aged Payables The subledgers are updated in Real Time which means that when you post a transaction (a sale, purchase, deposit, etc.) the appropriate subledger is updated immediately. At the same time, the applicable General Ledger Journal Entry is created and added to a Batch. This batch will not be posted to the General Ledger (which updates the Control accounts) until you print (at least to the screen) the batch and post the batch. (NOTE: The batch cannot be posted if a) total Debits do not equal total Credits OR b) a detail line does not have a General Ledger account.) PAGE 3 of 56

4 Funds on Hand This Subledger is made up of the Customer Payment Type you set up initially excluding the On Account payment type. In our initial setup we used the following: Cash Cheque Debit Card Mastercard Visa Increase Subledger: As you post transactions that increase the Funds on Hand, the transaction will be added to the appropriate fund and its balance will increase (i.e. a sale that the customer pays by Debit Card will increase the amount of the Debit Card Fund). General Ledger Batch detail lines created (assume a sale of $ of an item costing $60.00 and PST is not applicable): ACCOUNT ACCT. TYPE DEBIT CREDIT Funds on Hand ASSET Sale of Merchandise REVENUE GST Charged on Sales LIABILITY 5.00 Cost of Sales EXPENSE Inventory ASSET Decrease Subledger: As you post transactions that decrease the Funds on Hand, the transaction will be added to the appropriate fund and its balance will decrease (i.e. a deposit of Cash to the Bank will decrease the amount of the Cash Fund). General Ledger Batch detail lines created (assume a deposit of $ cash): ACCOUNT ACCT. TYPE DEBIT CREDIT Operating Bank Account ASSET Funds on Hand ASSET PAGE 4 of 56

5 Operating Bank Accounts There is a Subledger for each Bank Account and Company Credit Card (bank accounts that normally are overdrawn). The transactions are tracked in Accounting / Banking / Statement Reconciliation. Increase Subledger: As you post transactions that increase the Bank Account, the transaction will be added to the appropriate bank and its balance will increase (i.e. a deposit of a Fund on Hand will increase the amount in that Bank) General Ledger Batch detail lines created (assume a deposit of $105.00): ACCOUNT ACCT. TYPE DEBIT CREDIT Operating Bank Account ASSET Funds on Hand ASSET Decrease Subledger: As you post transactions that decrease the Bank Account, the transaction will be added to the appropriate Bank and its balance will decrease (i.e. a cheque written to pay a supplier for an invoice posted earlier) General Ledger Batch detail lines created (assume a payment on account of $200.00): ACCOUNT ACCT. TYPE DEBIT CREDIT Accounts Payable LIABILITY Operating Bank Account ASSET PAGE 5 of 56

6 Accounts Receivable This Subledger is made up of the Customer s Transactions and Balances. Increase Subledger: As you post sale transactions that increase the Customer s balance, a transaction will be added to the appropriate customer and their balance will increase. General Ledger Batch detail lines created (assume a sale of $ of an item costing $60.00, GST is applicable at 5% and PST is not applicable): ACCOUNT ACCT. TYPE DEBIT CREDIT Accounts Receivable ASSET Sale of Merchandise REVENUE GST Charged on Sales LIABILITY 5.00 Cost of Sales EXPENSE Inventory ASSET Decrease Subledger: As you post transactions that decrease the Customer s balance, a transaction will be added to the appropriate customer and their balance will decrease (i.e. Customer Payment on Account or Sale Return). General Ledger Batch detail lines created (assume a Payment on Account of $105.00): ACCOUNT ACCT. TYPE DEBIT CREDIT Funds on Hand ASSET Accounts Receivable ASSET PAGE 6 of 56

7 Inventory This Subledger is made up of the Standard Cost of the Products whose Categories have the same Inventory Control Account. Let s look at the following example: Here we have set up a Product Category called CEQUIP with the Inventory Control account When we set up a Product we must specify the Category to which the Product belongs. Any transaction that affects the Quantity or Standard Cost of the Product will, in turn, affect the Inventory Control Account in the General Ledger. Increase Subledger due to Quantity: As you post transactions that increase the quantity of the Product on hand, the transaction will be added to the Audit Trail for that Product, the total quantity on hand will be increased and the total value of the product on hand will be increased (i.e. Receive merchandise and an invoice from a supplier) General Ledger Batch detail lines created (assume purchase of 5 items at $10.00 each): ACCOUNT ACCT. TYPE DEBIT CREDIT Inventory Control ASSET GST Paid on Purchases LIABILITY 2.50 Accounts Payable LIABILITY PAGE 7 of 56

8 Decrease Subledger due to Quantity: As you post transactions that decrease the quantity of the Product on hand, the transaction will be added to the Audit Trail for that Product, the total quantity on hand will be decreased and the total value of the product on hand will be decreased (i.e. Sell merchandise on account to a customer) General Ledger Batch detail lines created (assume sale of 5 items at $20.00 each with Standard Cost of $10.00 each and PST is not applicable): ACCOUNT ACCT. TYPE DEBIT CREDIT Accounts Receivable ASSET GST Charged on Sales LIABILITY 5.00 Sale of Inventory REVENUE Cost of Sales EXPENSE Inventory Control ASSET Increase Subledger due to Standard Cost: As you post Inventory Adjustment transactions that increase the standard cost of a product on hand, the total value of the product on hand will be increased (i.e. You wish to increase the standard cost from $10.00 to $11.00) General Ledger Batch detail lines created (assume you have a quantity of 5 on hand, current standard cost is $10.00 each and should be $11.00 each): ACCOUNT ACCT. TYPE DEBIT CREDIT Inventory Control ASSET 5.00 Inventory Cost Variance ASSET 5.00 Decrease Subledger due to Standard Cost: As you post Inventory Adjustment transactions that decrease the standard cost of a product on hand, the total value of the product on hand will be increased (i.e. You wish to decrease the standard cost from $11.00 to $10.00) General Ledger Batch detail lines created (assume you have a quantity of 5 on hand, current standard cost is $11.00 each and should be $10.00 each): ACCOUNT ACCT. TYPE DEBIT CREDIT Inventory Cost Variance ASSET 5.00 Inventory Control ASSET 5.00 NOTE: Changes to the Standard Cost of a product that has no quantity on hand will not affect the Subledger or General Ledger. The only effect will be the inventory value on future purchases and future sales. Receiving Inventory before receiving the supplier s invoice. PAGE 8 of 56

9 The system has the capabilities of recording an increase in the quantity on hand before the supplier s invoice has been received (from a Packing Slip). Since the Inventory Subledger is increase, the Inventory Control account must be increased. We can not increase the Accounts Payable Subledger (and its Control account) as we have not yet received the purchase invoice. This necessitates the use of a General Ledger account called Temporary Accounts Payable. The following is an example of the General Ledger detail lines created throughout this process: Receive 5 items with standard cost of $10.00 (Receipt Entry Update Inventory) ACCOUNT ACCT. TYPE DEBIT CREDIT Inventory Control ASSET Temporary Accounts Payable LIABILITY Receive the supplier s invoice for 5 items at $9.00 each plus GST at 5% (Receipt Entry Post Purchase Invoice) ACCOUNT ACCT. TYPE DEBIT CREDIT Temporary Accounts Payable LIABILITY GST Paid on Purchases LIABILITY 2.25 Inventory Cost Variance (5 X $1) ASSET 5.00 Accounts Payable LIABILITY The ASSET account Inventory will reflect the Standard Cost of the merchandise. The ASSET accounts Inventory and Inventory Cost Variance will reflect the actual cost of the merchandise. This logic accomplishes two things: A Debit balance in Inventory Cost Variance indicates the cost of merchandise is higher than your Standard. A Credit balance in Inventory Cost Variance indicates the cost of merchandise is lower than you Standard. A reduced Gross Profit indicates that Selling Prices are being discounted (as Cost of Sales does not vary from the Standard) PAGE 9 of 56

10 Accounts Payable This Subledger is made up of the Supplier s Transactions and Balances. Increase Subledger: As you post purchase transactions that increase the Supplier s balance, a transaction will be added to the appropriate supplier and their balance will increase. General Ledger Batch detail lines created (assume a purchase invoice for Advertising valued at $ plus GST at 5%): ACCOUNT ACCT. TYPE DEBIT CREDIT Advertising EXPENSE GST Paid on Purchases LIABILITY Accounts Payable LIABILITY Decrease Subledger: As you post transactions that decrease the Supplier s balance, a transaction will be added to the appropriate supplier and their balance will decrease (i.e. Payment on Account to Supplier). General Ledger Batch detail lines created (assume a cheque is written to a supplier as a Payment on Account of $210.00): ACCOUNT ACCT. TYPE DEBIT CREDIT Accounts Payable LIABILITY Operating Bank Account ASSET PAGE 10 of 56

11 RECORDING TRANSACTIONS You should be aware that transactions flow in one direction only (i.e. From a Sale Invoice to Accounts Receivable Subledger and Inventory Subledger (if applicable), to Funds on Hand Subledger and end up with a General Ledger Journal Entry). You cannot record a transaction as a General Ledger Journal Entry and expect it to update a Subledger. Let s start by looking at recording a Purchase Order for merchandise we want to buy for resale. Purchasing Order Entry This procedure is not mandatory as the system will allow you to receive inventory (Receipt Entry) even if a purchase order was never created. A purchase order system is beneficial to a company in 2 ways as follows: The quantities and costs are recorded at the time of the order and can be verified when the merchandise (quantities) and supplier invoice (costs) is received. The purchase order can be retrieved into a Receipt Entry to improve the speed of processing when the inventory arrives. Let s take a look at a Purchase Order Entry as follows: 1. Get into the Point-of-Sale module 2. Under Purchasing, choose Order Entry 3. The following window should appear: The buttons along the top of the window (Refresh, New, Duplicate, Generate, Export, Taxes, Delete and Post) have the following functionality: PAGE 11 of 56

12 Refresh New Duplicate Generate Export Taxes Delete Post Refresh the screen To create a new purchase order To duplicate a posted purchase order To generate purchase orders based on Minimum or Maximum stocking quantities recorded for each product. To export the displayed purchase order in.csv format that can be opened with Excel. To view sales taxes applicable to this purchase order To delete the information on the displayed purchase order To finalize a purchase order and update the product with the quantity on order. (NOTE: No General Ledger Journal Entry is created by posting a Purchase Order.) The tabs along the bottom of the window have the following functionality: Entry Posted Orders Suppliers Products View Purchased Invoices View Purchased Product To create a new purchase order To view posted orders and allow you to Recall (unpost) any order that has not been retrieved into a Receipt Entry. To view supplier setup information. To view product setup information. To view any posted Purchase Invoice by Supplier To view any purchased product by Supplier Manually Create a Purchase Order To create a new purchase order, click the New button. The system automatically assigns the next number and your cursor is in the Header section awaiting your input of the following: Supplier Use the drop down arrow and select the appropriate supplier Date Input the date or use the drop down arrow to display a calendar Description Input a description of your choice Once the Header section has been completed you complete lines in the Detail section to specify what products you wish to add to this purchase order. To start, click in the area that states Click here to add a new line or Ctrl-Del to delete. This will add a detail line and you add the following: Product Input the product code or use the drop down arrow to find and select Misc. This column is used if you wish to add a detail line for a Miscellaneous Code set up earlier (i.e. Freight). Each line has a Product Code or a Miscellaneous Code, but not both. Description The system displays the Product Description which you can alter if desired Units Input the quantity of this product you are ordering. The column to the right of the Units column determines the Unit Description. If you have a product PAGE 12 of 56

13 that has been set up with multiple quantities (Each, Dozen, etc.) you may order by the dozen and sell them each.) Cost This is the quoted cost to you for this product Taxes If set up with GST applicable, the amount of GST will appear in this column. Amount This is the quantity times the cost plus the taxes. Customer This column will allow you to select a customer for special orders. When you have completed adding the detail lines you require for this purchase order you can click on the Printer icon to create a hard copy. To finalize a Purchase Order, click the Post button. The purchase order will not appear in this window, but can be viewed (or recalled) via the Posted Orders tab at the bottom of the window. Generate a Purchase Order To have the system create purchase orders based on the Min/Max for each item, click the Generate button. The following window should appear: If you put a check in the Keep products at maximum stocking box, the system will want to order up to the maximum quantity. To determine the quantity to order, the system adds the current quantity on hand to the current quantity on order and subtracts this total from the maximum quantity as specified in the Setup Product window. PAGE 13 of 56

14 If you put a check in the Generate for all Suppliers box, the system will create a purchase order for each supplier who has at least one product whose quantity, as explained above, is not at the maximum. If you put a check in the Include all products regardless of their on-hand quantity, the system will include lines for products even if they are at their maximum. We suggest you choose one supplier at a time to keep things less overwhelming. To specify the supplier, do the following: 1. Make sure the Generate for all Suppliers box in unchecked 2. Put a check mark in the other boxes as you see fit. 3. Choose the supplier in the area at the bottom of the window and click the plus ( + ) button to the right of the chosen supplier. This adds the supplier to the Generate Orders for these Suppliers area. 4. Click the OK button. 5. A window will appear indicating what was generated by the system. 6. You can now: a. Edit the purchase order b. Export as a.csv so you can open and save it in Excel c. Print it and d. Post it. NOTE: When you choose Print, the purchase order is displayed on the screen first. This allows you to print. You can also export to.pdf format that you can attach to an to the supplier. PAGE 14 of 56

15 Purchasing Receipt Entry This procedure is used to receive merchandise into inventory and can be created from scratch or retrieved from a Purchase Order. Let s take a look at a Receipt Entry as follows: 1. Get into the Point-of-Sale module 2. Under Purchasing, choose Receipt Entry 3. The following window should appear: The buttons along the top of the window (Refresh, New, Duplicate, Taxes, Delete and Post) have the following functionality: Refresh To recalculate and refresh the window New To create a new receipt entry Duplicate To duplicate a posted supplier invoice Retrieve P/O To retrieve a posted purchase order Taxes To view sales taxes applicable to this receipt entry Delete To delete the information on the displayed receipt entry Post To finalize a receipt entry and update the product with the quantity on hand. NOTE: The drop down arrow beside the Post button has two options: PAGE 15 of 56

16 Update Inventory Only Used when a packing slip is received without the supplier s invoice. Only the inventory quantities are updated. Post Used after (or instead of) running the Update Inventory Only function. The tabs along the bottom of the window have the following functionality: Entry Posted Orders Suppliers Products Purchases Summary Purchased Products Posted Invoices To create a new receipt entry To view posted purchase orders and allow you to Retrieve them into the Receipt Entry. To view supplier setup information. To view product setup information. To view any posted Purchase Invoice by Supplier To view any purchased product by Supplier To view any posted receipt entry in its original form. Manually Create a Receipt Entry To manually create a new receipt entry, click the New button. The system automatically assigns the next number and your cursor is in the Header section awaiting your input of the following: Supplier Use the drop down arrow and select the appropriate supplier Recv. Date Input the date the items were received or use the drop down arrow to display a calendar Description Input a description of your choice Invoice o If the supplier invoice came with the shipment, input the invoice number (you will post this entry). o If the supplier invoice did not come with the shipment, leave this field blank (this entry will use Update Inventory Only. Later, when you receive the supplier invoice, you will display this entry, input the invoice number, make any adjustments and post.) Invoice Date If the supplier invoice came with the shipment, input the date of the invoice. Due Input the date this invoice is due. If you have set up this supplier with the correct payment terms this field should have the correct date automatically. Once the Header section has been completed you complete lines in the Detail section to specify what products you received. To start, click in the area that states Click here to add a new product item or right-click for more options. This will add a detail line and you add the following: Product Input the product code or use the drop down arrow to find and select PAGE 16 of 56

17 Misc. This column is used if you wish to add a detail line for a Miscellaneous Code set up earlier (i.e. Freight). Each line has a Product Code or a Miscellaneous Code, but not both. The line must exist, and then you right-click on the line number and select Add Misc. Charge Description The system displays the Product Description which you can alter if desired P/O Displays the original Purchase Order number if retrieved. Ordered Units Displays the quantity originally ordered on the purchase order. Received Units Input the quantity of this product you actually received. The column to the right of the Units column determines the Unit Description. If you have a product that has been set up with multiple quantities (Each, Dozen, etc.) you may order by the dozen and sell them each.) Cost This is the cost according to the supplier invoice. For retrieved purchase orders, the system will display the quoted cost which will allow you to take note of any difference there might be between the purchase order cost and the supplier s invoice Amount This is the quantity times the cost. Customer This column will allow you to select a customer for special orders. When you have completed adding the detail lines you require for this receipt entry you must complete the Footer section. Click the down arrow to the right of the Payment field to indicate whether this invoice is On Account or you issued a cheque (or cash) in payment of the invoice. To finalize a Receipt Entry, click the down arrow beside the Post button and select Post. This will update the supplier s card (if on account) and create the General Ledger Journal Entry lines in the G/L Batch. Retrieve a Purchase Order To retrieve a purchase order: 1. Get into the Point-of-Sale module 2. Under Purchasing, choose Receipt Entry 3. Click the New button 4. Choose the appropriate supplier 5. Click the Retrieve P/O button. The system will display the purchase orders for this supplier. 6. Click on the applicable Purchase Order 7. Click the Retrieve button at the top of the window. If there are any posted orders a window will appear for you to choose the appropriate order. 8. Select the applicable Purchase Order and click the Retrieve button. The following window should appear. PAGE 17 of 56

18 NOTE: The Receipt Entry will automatically be populated with all the items and quantities on the Purchase Order and allow you to edit the Receipt Entry for items you did not receive. Any items or quantities not received will remain on the posted purchase order. This means the system assumes that they are back ordered and will arrive at a later date. If these items will never be received, you must do the following to eliminate them from the system: 1. Under Purchasing, choose Order Entry 2. At the bottom of the window, choose Posted Orders. The system will display all posted orders. 3. Select the appropriate purchase order 4. Click the Recall button at the top of the screen. NOTE: This will Un-Post the purchase order and reduce the On Order quantities based on what was not received. 5. Delete the Purchase Order. NOTE: Each document goes through a stage and should be marked accordingly: 1. Receipt Entry (Packing Slip) input and Inventory Updated 2. Invoice received, Packing Slip attached and Receipt Entry posted 3. Invoice paid 4. Payment posted PAGE 18 of 56

19 Payables Transaction Entry This procedure is used to record supplier invoices that are not for merchandise whose quantities you are tracking (i.e. advertising, office supplies, etc.). Let s take a look at a Payables Transaction Entry as follows: 1. Get into the Accounting module 2. Under Payables, choose Transaction Entry 3. The following window should appear: The buttons along the top of the window (Refresh, New, Duplicate, Taxes, Delete and Post) have the following functionality: Refresh New Duplicate Taxes Delete Post To recalculate and refresh the window To create a new payables transaction entry To duplicate a posted supplier invoice To view sales taxes applicable to this entry To delete the information on the displayed receipt entry To finalize a payable transaction entry and update the general ledger batch and supplier card (if applicable). To create a new payable transaction entry, click the New button. The system automatically assigns the next number and your cursor is in the Header section awaiting your input of the following: PAGE 19 of 56

20 Supplier Use the drop down arrow and select the appropriate supplier Invoice Input the supplier s invoice number Invoice Date Input the date of the invoice or use the drop down arrow to select the date from a calendar. Due Input the date this invoice is due. If you have set up this supplier with the correct payment terms this field should have the correct date automatically. Description Input a description of your choice Once the Header section has been completed you complete lines in the Detail section to specify what you purchased. To start, click in the area that states Click here to add a new line or Ctrl-Del to delete. This will add a detail line and you add the following: Misc. This column is used if you wish to add a detail line for a Miscellaneous Code set up earlier. Each line has a Miscellaneous Code or a G/L Acnt, but not both. G/L Acnt Input the general ledger account (i.e. Advertising) or click the down arrow and select the appropriate account. Description The system displays the applicable General Ledger account description which you can alter if desired Amount This is the subtotal before sales taxes Taxes This column displays the taxes calculated by the system. You can not directly input the tax amount. If you wish to alter the amount, right click on the applicable line in the column that contains the line number and then select Taxes. The system will display the sales taxes that exist and allow you to input the amount for each tax. (NOTE: Some people may prefer to add a separate detail line for the amount of refundable tax (i.e. GST) and leave the Tax column at zero.) When you have completed adding the detail lines you require for this receipt entry you must complete the Footer section. Click the down arrow to the right of the Payment field to indicate whether this invoice is On Account or you issued a cheque (or cash) in payment of the invoice. To finalize a Payable Transaction Entry, click the Post button. This will update the supplier s card (if on account) and create the General Ledger Journal Entry lines in the G/L Batch. NOTE: Each invoice goes through a stage and should be marked accordingly: 1. Invoice posted 2. Invoice paid 3. Payment posted PAGE 20 of 56

21 Supplier Payment Entry This procedure is used to record payments to suppliers and is recorded in the Accounting module. Let s take a look at a Supplier Payment as follows: 1. Get into the Accounting module 2. Under Payables, choose Payments 3. The following window should appear: The buttons along the top of the window (Payment and Payment From Supplier) have the following functionality: Payment Payment From Supplier To record a payment to the supplier displayed in the window To record money received from a supplier (receiving a cheque from the supplier for merchandise returned) To create a new payment entry, click the ellipses (the ) button to the right of the supplier code. The following window should appear with a list of your suppliers: PAGE 21 of 56

22 1. Use this window to find the applicable supplier and then click the Select button. (NOTE: If you click in the Name column you can search by name.) 2. When the applicable supplier is displayed, click the Payment button and the following window should appear: 1. Double click in the Amount column to choose the invoices you wish to pay. PAGE 22 of 56

23 2. When the Paying Amount at the bottom of the window agrees with the amount of the cheque to this supplier, click the down arrow beside the Payment field to indicate the bank and cheque date and number. The cheque will be added to the Bank Reconciliation and the General Ledger detail lines will be added to the General Ledger Entry batch. PAGE 23 of 56

24 Daily Sales Entry This procedure is used to sell merchandise and services. Let s take a look at a Daily Sales Entry as follows: 1. Get into the Point-of-Sale module 2. Under Daily Sales, choose Invoicing (Extended) 3. The following window should appear: The buttons along the top of the window (Refresh, New, Delete, View, Apply Default Taxes, Post and Posted Invoices) have the following functionality: Refresh New Delete View Apply Default Taxes Post Posted Invoices Customer Payment Misc Purchases To recalculate and refresh the window To create a new sales invoice entry To delete the information on the displayed sales entry (NOTE: The invoice number will remain and should be used for the next sale.) A drop down arrow to view either the Sales Taxes applicable to the sale invoice or a report of activity on a specified date. To apply selected sales taxes to all detail lines. To post the sale invoice after printing the receipt. To duplicate (or void) a posted sale invoice or to print an invoice that had been previously posted. To record a payment for the displayed customer To record a purchase using cash from the till PAGE 24 of 56

25 The tabs along the bottom of the window have the following functionality: Entry Customers Payments View Sales Summary View Sold Products View Posted Invoices To create a new sale invoice entry To view customer setup information. To view (or record) receivable information such as Payment from Customer or Payment to Customer. To view posted Sale Invoices for the current Customer To view products sold to the current Customer and the sale invoices on which they were sold To view any posted sale entry in its original form. The system automatically creates an invoice if one does not already exist. To create a new sale entry, click the New button. The system guides you through the process of finding and choosing the appropriate customer and automatically assigns the next number. If you are using the existing invoice, your cursor is in the Header section awaiting your input of the following: Invoice Date If not set up to automatically override with the current date Customer Search by phone number if setup to search by phone. Description Input a description of your choice Once the Header section has been completed you complete lines in the Detail section to specify what products you sold. To start, click in the area that states Click here to add a new line or Ctrl-Del to delete. This will add a detail line and you add the following: Product Input the product code or use the drop down arrow to find and select Misc. This column is used if you wish to add a detail line for a Miscellaneous Code set up earlier (i.e. Delivery). Each line has a Product Code or a Miscellaneous Code, but not both. The line must exist, and then you right-click on the line number and select Add Misc. Charge Description The system displays the Product Description which you can alter if desired User The ID of the individual making the sale Units The quantity sold Price Automatically input, but can be over-written Discount Dollar discount (input amount) or percentage discount (input amount with the % symbol) Amount Automatically calculated by the system When you have completed adding the detail lines you require for this sales entry you must complete the Footer section. Click in the text box to the right of Tendered and input the amount received from the customer. Then click the down arrow to the right of the Tendered amount and select PAGE 25 of 56

26 the method of payment. (NOTE: The system allows for 2 methods of payment and will display the amount of Change owed to the customer.) To print the Sales Invoice, click the printer icon to the right of the Change field. This will print to the Sale Invoice Form #1. If you wish to print to a different printer (for Sale Invoice Form #2), use the printer icon at the top of the screen. To finalize the Sales Entry, click the Post button at the top of the screen. This will update the customer s card (if on account), update the inventory (if applicable) and create the General Ledger Journal Entry lines in the G/L Batch. (NOTE: The system can be set to automatically post once the invoice has been printed.) PAGE 26 of 56

27 Voiding a Posted Sales Entry This procedure is used when an invoice has been posted with an error. 1. Get into the Point-of-Sale module 2. Under Daily Sales, choose Invoicing (Extended) 3. The following window should appear: 4. At the top, click the down arrow to the right of the Posted Invoices button and choose Make an Unposted Voided Copy. The following window should appear: 5. You can either input the original invoice number or use the ellipses ( ) to find the invoice. 6. Input the date you want for the new invoice(s) 7. Now you must decide whether you only want to reverse the original invoice or create another invoice identical to the original invoice. a. Only reverse the original invoice Click the OK button The system will: i. Create a duplicate of the original invoice with negative quantities and tendered amount(s). PAGE 27 of 56

28 b. Reverse the original invoice and create a duplicate of the original Put a check in the box for Create an unposted copy of the original invoice and then click the OK button. The system will: i. Create a duplicate of the original invoice with negative quantities and tendered amount(s) and ii. Create a duplicate of the original invoice which you can edit before you print and post the invoice. PAGE 28 of 56

29 Daily Sales Quick Sales This procedure is used to sell merchandise and services quickly. Its purpose is to speed up throughput by reducing the information required to post a sale. The limitations include the inability to edit a detail line once it has been added and it allows for only one method of payment. 1. Get into the Point-of-Sale module 2. Under Daily Sales, choose Quick Sales 3. The following window should appear: 4. The invoice number is automatically generated 5. Information is entered at the bottom of the screen. Normally you would use a scanner programmed to scan and then execute the Alt-A key combination (the Add button) and do the following: a. Make sure the cursor is in the Product field (or the UPC field if you have Setup > Sales indicating that Quick Sales input is UPC code). b. Scan the product c. Repeat step b for all other products d. Click (or Touch) the method of payment (bottom left) and click the Printer icon. If the customer does not need a receipt you can click the Post button. e. The invoice is automatically posted and the next invoice number will appear. PAGE 29 of 56

30 NOTE 1: To delete a line in the detail section, select the line and use the Delete key. NOTE 2: If you need to suspend the current invoice to serve the next customer, click the New button. After posting the new invoice, the previous one will reappear. NOTE 3: Input the Units, Discount or Notes before you scan the product. NOTE 4: You can print several times. You complete the sale by clicking the Post button. NOTE 5: If you select the wrong information for either Tendered boxes, the X to the right will clear the information. NOTE 6: If this is an On Account sale, click the Change button at the top right to pick a different customer. When done, click the down arrow for Tendered, choose On Account and input the amount of the invoice. This will record an on account sale and increase your receivables. NOTE 7: If you click in the Search box you can start typing the Description for the product and a list will appear. Click on the item you want to choose. PAGE 30 of 56

31 Receivables A/R Sales Transaction Entry This procedure is used to record information from you Cash Register assuming you do not use RetailMagic s POS module. 1. Get into the Accounting module 2. Under Receivables, choose A/R Sales Transaction Entry 3. The following window should appear: 4. In the left side of the window, input the sale accounts and amounts and the sales tax account and amounts. 5. In the right side of the window, input the amount for each fund. 6. Make sure the totals at the bottom agree as illustrated below. 7. Click the Print button 8. Click the Post button The funds on hand will be updated and the general ledger journal entry will be created. PAGE 31 of 56

32 Customer Payment Entry This procedure is used to record payments from customers and can be recorded in the POS or the Accounting module. POS Module Daily Sales / Entry / Payments tab at bottom of window Accounting Module Receivables / Payments Let s take a look at a Customer Payment as follows: 9. Get into the POS module 10. Under Daily Sales, choose Entry 11. Click the tab Payments at the bottom of the window 12. The following window should appear: The buttons along the top of the window (Payment and Payment to Customer) have the following functionality: Payment Payment to Customer To record a payment from the customer displayed in the window To record money paid to a customer (issuing a cheque to a customer for merchandise returned) To create a new payment entry, click the ellipses (the ) button to the right of the customer code. The following window should appear with a list of your customers: PAGE 32 of 56

33 1. Use this window to find the applicable customer and then click the Select button. (NOTE: If you click in the Name column you can search by name. If you click in the Phone column you can search by phone number.) 2. When the applicable supplier is displayed, click the Payment button and the following window should appear: PAGE 33 of 56

34 3. Double click in the Original Amount column to choose the invoices you wish to pay in full (or input the amount to apply to this invoice in the Paying Amount column. 4. When the Paying Amount at the bottom of the window agrees with the amount of the money received from this customer, complete the Tendered section. 5. The following is an example of a completed transaction that is ready to post: PAGE 34 of 56

35 6. Click the Post button to complete the transaction, reduce the customer s card, increase the Funds on Hand and create the General Ledger journal transactions in the G/L Batch. PAGE 35 of 56

36 Deposit Entry This procedure is used to record deposits to the bank. To mirror the transactions on your bank statement it is recommended that you group the funds in the same way your bank would group them (i.e. Cash & Cheques together, Debit Card, Visa and Mastercard individually) Let s take a look at a Deposit as follows: 1. Get into the Point-of-Sale module (Also accessible through Accounting > Banking > Deposit) 2. Under Daily Sales, choose Deposit 3. The following window should appear: The buttons along the top of the window (Refresh, Reconcile, Cheque To Petty Cash, Print, Post, Set Station Filter and Set Staff Filter) have the following functionality: Refresh Reconcile Cheque to Petty Cash Print Post To recalculate and refresh the window To adjust the amount in a specific fund. Select the fund and then click the Reconcile button. (The General Journal entry involves the Funds on Hand account and the Cash Short / Over account.) To issue a cheque to increase the amount of the float (for the Cash fund only) To print either a Reconciliation form as designed in the Setup Forms section, or, to print a report of funds received, sorted by staff. To post the deposit after indicating which funds and what amounts to be deposited. (This will result in the funds on hand reduction and a Deposit transaction in the Bank Reconciliation.) PAGE 36 of 56

37 Set Station Filter Set Staff Filter For multi station situations to display deposit detail for a specified work station only. To display deposit detail for a specific staff member. To create a new deposit entry, do the following: 1. Click the + button to the left of the applicable fund. This will display the individual amounts that make up the total as shown below for DC (Debit Card): 2. Now you need to choose the amounts. Either: a. Double-click on the amounts to be included in the deposit (from you banking POS machine report) or b. Right-click and then left click on Select All 3. Assuming we want to select all 4 of the above DC amounts, the screen would appear as follows. Notice the lines have turned blue and the far right column Deposit contains the amount to be deposited for each item. PAGE 37 of 56

38 4. Once selected, click the Refresh button and the detail window will disappear: 5. Notice the Selected for Deposit column displays the total deposit amount for the fund. 6. Click the Post button at the top of the window and the system will prompt you for the date and the bank to which you want to deposit this money. This will update the Bank Reconciliation and create the Journal Entry lines in the G/L Batch. 7. Click the Refresh button again to refresh the information on the screen. PAGE 38 of 56

39 Bank Reconciliation This procedure is used to reconcile your bank account and company credit cards (treated like a bank that is always overdrawn). Let s take a look at a Bank Reconciliation as follows: 1. Get into the Accounting module 2. Under Banking, choose Statement Reconciliation 3. The following window should appear: The buttons along the top of the window (Refresh, Add Charge, Transfer Fund, Close, Print and Void) have the following functionality: Refresh Add Charge Transfer Fund Close To recalculate and refresh the window To add a transaction that the bank applied to your account like a bank charge. (NOTE: A positive amount is a withdrawal and a negative amount is a deposit.) To transfer money from the currently displayed bank to a specified bank. To close a statement after reconciliation is complete. The selected lines will be removed from the window leaving only the outstanding items. PAGE 39 of 56

40 Print Void To print the reconciliation for a range of dates. (NOTE: Use the date of the oldest outstanding item to the end of the month you are reconciling.) To void the currently selected transaction, usually a cheque written by your company to a supplier. The system will offset the entry to the supplier s card as it assumes you will still owe the supplier. If you wish to remove the transaction from the supplier s card, a negative (credit) invoice must be input. To reconcile your bank do the following: 1. Double click on the items that appear on the Bank Statement. This will move the item from the top half of the window to the bottom half. 2. Click the Refresh button to recalculate the balances. 3. The ending balance in the bottom half should agree with the ending balance on the Bank Statement. 4. When the amount at the bottom of this screen agrees to your ending bank balance, click the Close button: You will be asked a Closing Date (usually the end of the month). PAGE 40 of 56

41 5. The selected items (bottom half) will be removed from this window leaving only the outstanding transactions (top half) as shown below: 6. Now you need to print the reconciliation. 7. Click the Print button at the top of the window. 8. The From Date is automatically populated by the date of the oldest transaction that has not cleared the bank. PAGE 41 of 56

42 9. The To date should be the date of the reconciliation (usually the month end). 10. Make sure only the Include Un-Selected Transactions box is checked. 11. Click the Print button. 12. The following report appears. The Opening Balance ($4, in our example) is the balance on the Bank Statement. The detail lines are the outstanding items. The ending balance ($4, in our example) is the Book Balance. 13. Click the Printer icon (top left) to print a hard copy of the reconciliation. NOTE: This report must be printed immediately after reconciliation as you cannot print it after you have done another closing. PAGE 42 of 56

43 Inventory Adjustments This procedure is used to record adjustments to the inventory quantities or the standard cost of items that have a quantity on hand. Let s take a look at an Inventory Adjustment as follows: 1. Get into the POS module 2. Under Inventory, choose Adjustments and then choose Adjustment Entry 3. The following window should appear: The buttons along the top of the window (Refresh, Print and Post) have the following functionality: Refresh Print Post To recalculate and refresh the window To print the Adjustment report. This must be done before the system will allow you to post the adjustment. To post the transaction to the Inventory quantities on hand and record the General Ledger journal entry. If quantities are adjusted, the system will offset the entry to the Inventory Control account with an entry to Adjustment / Write Off account as specified in the Product Category screen. If the Standard Cost is adjusted, the system will offset the entry to the Inventory Control account with an entry to the Standard Cost Variance account as specified in the Product Category screen. PAGE 43 of 56

44 To record an adjustment, do the following: 1. Input a Date and Description. NOTE: The system will allow you to back-date adjustments. The adjustment process assumes you are making the adjustment at the end of the day which means that any receipt or sale of inventory on the same day as the adjustment will be assumed to have occurred before the adjustment. 2. Click on the line that states Click here to add a new adjustment for a product or Ctrl- Del to delete. 3. Use the drop down arrow or input the Product Code. NOTE: The system will display the product, the quantity on hand and the Standard Cost as at the end of the specified date. 4. Input the On Hand / Counted quantity. NOTE: The system does not allow you to change the Standard Cost in the Setup Product screen if there is a quantity on hand. You must use this process. 5. When complete, click the Print button to print an Adjustment report. 6. Once the report has been printed (at least to the screen), click the Post button to adjust the inventory and create the General Ledger journal entry. PAGE 44 of 56

45 General Journal Entries When your post a transaction (i.e.: Sale, Deposit, Purchase, etc.) that affects your general ledger, the system generates detail lines in a General Ledger Batch. This batch must be printed to the screen which allows the system to verify that: a) Debits equal Credits b) There are no detail lines with fictitious general ledger accounts c) The fiscal year for the batch is within the acceptable range (2 years can be open) You can manually input a Journal Entry. This procedure is used to record a Batch of Journal Entries Detail Lines that affect only the General Ledger. Transactions input manually to this screen DO NOT affect any subledger (i.e. Receivable, Payables, Inventory, Bank Reconciliation, Funds on Hand). Adjustments to a subledger must be input to the subledger and will automatically flow to the General Journal Entry. Let s take a look at a manually created General Journal Entry: 1. Get into the Accounting module 2. Under General Ledger, choose Entry 3. The following window should appear: The buttons along the top of the window (Refresh, Print and Post) have the following functionality: PAGE 45 of 56

46 Refresh New Delete Print Post To recalculate and refresh the window To create a new Batch To delete the batch currently displayed Contains 3 functions accessed via the drop down arrow: Batch Details Print entire batch (must be done, at least to the screen, before a batch can be posted). This function also checks for detail lines that do not have a legitimate general ledger account number and checks that total Debits equals total Credits. Either scenario will result in an error message that must be corrected and Batch Details reprinted before posting is allowed. Batch Summary Total of changes to each General Ledger account Batch Debug Printout of any un-balanced entries to locate transactions where Debits do not equal Credits. To post the batch to the General Ledger. To record a General Journal Entry, do the following: 1. Click the New button at the top of the screen (a Batch number and blank batch will automatically be created for a Fiscal Year and Fiscal Period (month) based on the current date. (Fiscal Period does not necessarily coincide with calendar months. For example, if your fiscal year starts in April, then Fiscal Period 2 represents May) 2. If necessary, change the Fiscal Period and press the tab key to move forward 3. Input a Description for this Batch and press the tab key 4. Click the first Detail Line that states Click here to add a new entry or Ctrl-Del to delete. (Select a line, then hold down the Ctrl key and tap the Delete key to remove a detail line.) 5. Accept (with the tab key) or change the date. (The date must be within the Fiscal Period) 6. Input the General Ledger account number or use the down arrow to select 7. Input a Description of your choice (or leave the account name) and press tab key 8. Input the amount of the Debit or press the tab key to move forward 9. Input the amount of the Credit or press the tab key to move forward 10. Input a Reference of your choice (used for Debug out of balance Batches) 11. Input GL for the Module since this is a manual journal entry and press tab key 12. Repeat steps 5 to 11 for any other Detail lines. 13. When complete press the ESC key to exit the Detail area 14. An example of a completed screen could appear as follows: PAGE 46 of 56

47 15. If you are satisfied with the entry choose Print Batch Details and the following report should appear on screen 16. If there are no errors you click the Close button at the top of the report screen 17. Click the Post button to post the batch to the General Ledger 18. Click Yes to confirm that you wish to post the batch. PAGE 47 of 56

48 Financial Statements This procedure is used to print a Balance Sheet or Income Statement. Let s take a look at choosing the columns to appear on the statement as follows: 1. Get into the Accounting module 2. Under General Ledger, choose Reports and then choose Print Income Statement 3. The following window should appear: 4. Click the Green Arrow at the right of the window and the following window should appear: PAGE 48 of 56

49 5. Drag any item in the left pane and Drop it in the right pane 6. Repeat step 5 for any other item 7. An example of the screen is as follows: 8. Click the OK button 9. Click the Print button to print the statement. 10. Repeat the above procedures for the Balance Sheet PAGE 49 of 56

50 TOOLS Besides the setup of information and the recording of transactions there are other functions within the software. Obtain Updates Updates to the software program occur to incorporate new functions or improve performance. This function is used to receive these updates. Let s take a look at the Obtain Updates function: 1. Make sure you are connected to the internet 2. Get into the Point-of-Sale module 3. Under Tools, choose Obtain Updates 4. The following window should appear 5. Click the Proceed button 6. The information in the window will be different depending upon whether there are any updates or what updates are available. a. If no updates are available, click the X in the upper right corner of the window. b. If updates are downloaded, a message will appear instructing you to restart the program. Click the OK button to exit the program. When you get back into the program you will be using the latest update. PAGE 50 of 56

51 Compress Database The system is set up with un-posted transactions accumulating in files. When the transaction is posted, the information is copied into another file and the records in the unposted file are marked for deletion, but still exist in the file. An example is an unposted Sale Invoice that, when posted, is copied from the un-posted sale invoice file to the posted sale invoice file and the un-posted sale invoice is no longer visible, but still exists in the un-posted file. To clean up the system we need a procedure that completely removes the information (records) from the un-posted file. That is the function of Compress Database. Let s take a look at the Compress Database function: 1. Get into the Point-of-Sale module 2. Under Tools, choose Compress Database 3. The following window should appear 4. Click the Proceed button 5. When complete the window should appear as follows: 6. Click the Done button. PAGE 51 of 56

52 Clear History The system is set up so that no historical transactions are ever deleted from the system. Depending on the number of sales and inventory activity you may wish to remove transactions that are years old. This function will allow you to delete these old records, but only for sales invoices and the inventory audit trail. MAKE SURE YOU BACKUP YOU DATA BEFORE YOU RUN THIS PROCESS. Let s take a look at the Clear History function: 1. Get into the Point-of-Sale module 2. Under Tools, choose Clear History. You will see two menu items: a. Delete Historical Sales Invoices b. Delete Historical Product Audit Trails. Delete Historical Sales Invoices Use this function to remove posted sales invoice data up to a specified date. Delete Historical Product Audit Trails Use this function to remove the detailed information of every purchase, sale and adjustment transaction for every product, up to specified date. You should perform Recalculate Product Audit Trails (Inventory menu) before and after you run this procedure. PAGE 52 of 56

53 Multistations The system support several sales stations within one store. To use this function you must understand the following: 1. One computer must be designated as the Main Station. 2. All information will be accumulated in the Main Station 3. You must use the Main Station to add Product Categories, Products and Customers 4. Sale invoice numbers must be allocated to each station including the Main Station 5. The Main Station must have the block of sale invoices that contains the highest numbers. As an example, let s assume that you have a store with 4 check out stations. You designate one of the computers as the Main Station. You designate the other stations as Station 2, 3 and 4. You process is as follows: 1. Set up all your information on the Main Station 2. Network all stations together and ensure the Main Station can see the other stations 3. Under Tools, select Multistations and then choose Setup Stations and you will see the following window: 4. Click the detail line to add a new station 5. Input a number to represent one of the other stations (i.e.: 2) 6. Click the ellipses ( ) to browse for the location of Station 2) 7. Select the location of Station 2 PAGE 53 of 56

54 8. Repeat steps 4 to 7 to add the other stations (i.e.: 3 and 4) 9. When done, close this window. You are now ready to send the Setup Information from the Main Station to the other stations. The Setup Information includes the Company Profile, General Ledger, Taxes, Miscellaneous Charges, Banks, Customer Payment Types, Customer Pricings, Inventory Control, Sales, Users, Forms, Customers, Suppliers, Product Categories and Products. 1. Under Tools, choose Multistations and the choose Send Setup Files to New Stations. 2. The other stations should appear in the top box. 3. Select a station and click the Proceed button. 4. Repeat step 3 for any other stations you have set up. Now that each station has the setup information you must designate the sale invoice numbers to all stations. In our example we are assuming 4 check out lines. If we also assume that the Main Station will be open most of the time and the others will be used only when necessary, we can assign sale invoice numbers as follows: Main Station 5,000,001 to 9,999,999 Station 2 0,000,001 to 0,999,999 Station 3 1,000,000 to 1,999,999 Station 4 2,000,000 to 2,999,999 PAGE 54 of 56

55 This would still leave room for more stations for sale invoices 3,000,000 to 4,999,999 Your next step is to set up each station with its starting sale invoice number as follows: 1. Under Setup, choose Sales and the following window should appear: 2. Change the invoice number in the Last Sales Invoice No. used field to indicate what the next invoice number should be. In the above example we set it as 5,000,000 which means that the first sale invoice, on this station s computer will be 5,000,001 You are now ready to use each station independent of the others. The system will accumulate sale and fund information on each station. The Main Station will retrieve this information when instructed as follows: 1. At the Main Station, under Tools, select Multistations and then choose Retrieve & Post Station Sales and the following window should appear (With 3 stations besides the Main Station you would see 3 network locations): PAGE 55 of 56

56 2. Select the station whose data you wish to retrieve and click the Retrieve & post sales of the hilited stations. The Main Station will retrieve the sale invoice information and post it in its dataset. There s one more thing. As mentioned earlier, you should not set up Categories, Products or Customers at any station but the Main Station. When you do that you must run a process to update the information at the other stations as follows: 1. At the Main Station, under Tools, select Multistations and then choose Send Product, Category and Customer Updates and the following window should appear: 2. Click on the Proceed button to send the new information to the other stations. NOTE: Only the new Product Categories, Products and Customers are sent to the stations. If you change anything else at the Main Station that is needed at the other stations (i.e.: Company Profile, General Ledger, Taxes, Miscellaneous Charges, Banks, Customer Payment Types, Customer Pricings, Inventory Control, Sales, Users, Forms or Suppliers), these changes must be manually made at each of the other stations. NOTE: When retrieving or sending information, we are assuming that the other stations are up and running and the Main Station can see them. PAGE 56 of 56

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