1 Inventek Point of Sale 7.0 Manual Sigma Software Solutions, Inc. Manual Copyright 2008 by Sigma Software Solutions, Inc.
2 Table of Contents
3 Introduction Thank you for purchasing Inventek Point of Sale. Inventek POS is the solution for running and managing your retail business. This software can be adapted and modified to fit all of your business needs, from product sales to inventory control, through personalized store reports. This product is the key to operating your business. We at Sigma Software Solutions are committed to providing you with the most complete and customizable POS on the market. For questions, suggestions as to how we can improve our product, or to learn more about our customer technical support plans, please call us at or us at Login Procedure You are now ready to begin using the Inventek Point of Sale program. To open the software, double click on the icon named Shortcut to Inventek POS. As soon as the program is launched, a login screen will appear prompting you for a user id and password. The initial User ID and Password are both: admin (typed all in lower case). Note: If instead of the Splash Screen, a window pops up saying that you don t have the latest database update, click on [OK] and you will get the following screen. This is the Database Magic Window; you don t need to worry about all the options shown here. Just click on the button that says [CLICK HERE TO UPDATE]. After the update is complete a message will pop up stating that the update was successful. Click on [OK] and double click on the Inventek POS icon again and log into the system. POS Tab A1 A2 2 A10 A11 A12 A3 A9 A4 A5 A6 A7 A8 The POS tab is where all of your sales transactions are going to take place. A sales transaction may be completed entirely by using the function keys on the keyboard or by using the mouse to click on the function buttons on the POS screen. The following instructions will explain how to execute a transaction using both methods as well as a detailed explanation of the other functions/features available on the POS screen, A1-A9.
4 A sales transaction is completed as follows: 1. Press or click F1 to clear the screen. 2. Scan desired items or type in the product code. All items you scan will show on the sales list. 3. When you have scanned all of the items for the sale, Press or click F2 Tender to go to the tender screen. (See Screen Below) 4. On the tender screen the sub total, taxes, and total sale amount will be displayed. 5. Choose a pay type (Cash will always be your default pay type, you do not need to select cash for each transaction). Then enter the amount given to you by the customer and press or click F3-Tender. The change due will then be displayed, your cash register will open, and a receipt will print.. 6. When you have completed the transaction, press or click F4 to return to the main screen and begin the next sales transaction. Other Functions on the POS Tab A1. The User ID that was used to log on will display in this location. Other Functions on the POS Tab A2. The User may select a specific customer by scrolling down after clicking on the drop down arrow in the customer box and then clicking on the desired customers name from the list. If no customer is selected, the default customer Cash is used by the system for the current transaction. A3. When making a sale using the barcode scanner, make sure that the mouse cursor is on the Product Code field before scanning in the product. If no barcode is present, or the scanner will not be used, the User types in the product code manually, clicking on the [ENTER] key after each item. A4. If a sales transaction needs to be cleared or restarted, the User can click on the [F1-CLEAR] button or press the [F1] key on the keyboard and the current transaction will be cleared. A5. When a customer has a barcode ID card, you can scan the card to identify the customer without selecting their name from the list stored in the customer drop down box. A6. In the event that a customer needs to return an item, click on the [F7-RETURNS] button or press the [F7] key on the keyboard and the Return Mode screen will show. A7. [F9-PRESALE QTY] The presale quantity button allows you to select a quantity before you scan an item and then you only have to scan the item once. A8. [LAY AWAY] You can store items for a customer and let them pay for it over a set time period. A10. The [F5-EDIT], [F6-DELETE] and [F12-CHANGE PRICE] keys/buttons all function similarly. The product to be edited, deleted or have a change of price is chosen from the sales list (See Screen H), then the function key is pressed or the button is clicked on the screen and the change is made. [F5-EDIT] allows the User to change the quantity of a product sold versus having to delete the product and re-enter it. [F6-DELETE] allows the User to delete the selected product from the sales list. F12-CHANGE PRICE] allows the User to change the price of the selected product for promotions, etc. Once the User has entered a new price the system will ask if you would like to make this the default price of the product from now on. Screen H This sales box on the POS screen will list the products that have been entered or scanned for this sale transaction. Click on the desired product to use the F5, F6, and F12 options. A11. Sales Check keeps track of the total number of transactions made with the system. Note the printer icon by the sales check #, click on it to print the most recent transaction. A12. You can select On Account if the transaction (sale) will be charged to a customer s account. (A customer from the list must be selected in order for this option to be activated). When [F7-RETURNS] is selected from the Main POS Screen, the following
5 window appears: The default return is very simple, just scan the items that are going to be returned (you can type the product codes with the keyboard as well). Each item will be listed and you can see the total that is going to be returned. You can edit the quantities of the item the same way you do when you ring up sale (remember to put in a negative quantity, i.e. -3). Once finished, click [F5 Process] or press F5 and the system will ask you if you want to proceed with the return. Click on [Yes] and you will see the following screen. This window will show the amount to return. The default will be Cash, but the return type can be Credit Card or Debit as well (see the actual receipt from the customer, we will explain this later). You can also issue a credit which can be used as part of a future purchase. Once you are ready, click [PROCESS] and two receipts will be printed, one for the customer and one for the store. Note: remember to keep that receipt in the cash drawer for end of day cash out. If the customer has the actual receipt from his purchase you can type or scan in the upper part of the return window the Sales Check number. Then you can see the list of items that were sold, that way you can confirm if the returning item is in that list. Also, it shows if the original payment was with cash, credit card or other payment type, that way you can make the proper return. The rest of the process is the same as doing a return without a receipt. the cash drawer will open up. Note that the receipt is not to give to the customer, unless you have double-ply paper. This copy should be placed inside of your cash register in order to close the register properly (See Close Register procedure). How to Use F10/ Close Register The [F10-OPEN/CLOSE REGISTER] button is used when the store is opening or closing for the day, workers are changing shifts, or when money needs to be taken out of the register. To close access these features, click on the [F10-OPEN/CLOSE REGISTER] button on the main POS Screen or press F10 on the keyboard. One of the two screens below will appear. In the Setup Section of this manual you will learn how to select the close register screen you would like to use in your store. The options will be set up from there. Screen B Screen A There are several ways to use the close register feature as each store is unique and has different needs. You can try all of the options to see which works best for your store. On Screen B the following functions and/or buttons are used: [F1- Change User]- This is used to change the user if you didn t log in to the POS system. [F2- Open Shift] The screen below will appear enter your user name and the cash drawer insert for your shift along with the starting figures (click on [DETAILS] to enter these) and click [OK]. [F3- Close Shift]-The Auto Calculate option (Screen A) prints out a closing report, pops the cash drawer and logs out the POS for the next login. If you use the Detailed Register Close option (Screen B), the cashier counts each denomination of money and enters them in the screen that appears by clicking [DETAILS] next to Closing Figures. Where to choose these options will be shown later. [F4- Make Drop]- This feature should be used when you would like to remove money from the cash drawer during a shift for security and space considerations or to take it to the bank. This may be necessary during a high volume of sales. When you click on Make Drop the following screen will show. Enter the drop amount and click [OK].
6 [F5- Payout]- Similar to making a drop, it acts the same way, but the purpose is different. In this case you remove money from the cash drawer during a shift in order to make a payment (i.e. paying for a delivery that was made to the store). [F6- End of Day]- When the store finishes sales for the day, clicking on this will print a summary on a receipt that shows a registers totals for the day. A close shift only prints a receipt that shows a registers totals for one employees shift. [F7- Exit]- This will exit the close register screen without making any changes. Simplified and Detailed Close Register Screens The functions on the simplified close out register screen (Screen A) are mostly the same as on the detailed screen. The simplified screen is activated if you choose the option to have the register auto calculate cash out. The employee does not count and reconcile the cash drawer. The drawer is just closed our by clicking on [CHANGE SHIFT] or by pressing the F2 key. The employee then takes the cash drawer insert to the office. Begin by making sure that Drawer Insert #, Current User and starting figures are correct. Next, count out the money from the register. You can make a detailed count or simply type in your closing figures on the screen. To make a detailed count, click on the [DETAILS] button next to closing figures. You will see the following screen: Count the money in the register and type in the amounts under each denomination. Click on [Done] and the POS will revert to the previous screen. Next, the discrepancy between the starting figures and closing figures will be calculated. If you have made any drops during the shift, this will be taken into account and displayed. Last, click on [CLOSE SHIFT]. The closing report will print, the current User will automatically be logged out and the next User will be able to login. Save and Load Transactions There are always those customers that forget items and remember them when they are being checked out, and they ask you to wait and wander off in search of the item(s). You can save that transaction, so you can attend to other customers and when he/she comes back, you can load their transaction and continue the sale as if they never left. To save the transaction just click on [SAVE TRANSACTION], a message will pop up indicating that the transaction was saved and lists an ID number. The POS screen resets and is ready for a new sale. To load the transaction, click on [LOAD TRANSACTION] and the screen below appears. On the left is the transaction number and the date and time it was saved. On the right you can see the items that were scanned for the sale in that transaction. Select the transaction from the left and check the items on the right. When you re sure this is the transaction for the customer, click on [LOAD]. The POS screen will contain the items listed and you can continue with the sale. Note that you can also delete a saved transaction. If a customer decides not to buy the items or never returns, just select the transaction and click [Delete]. You can also check the price of an item for a customer. Just click [F-3 CHECK PRICE] and scan or type the product code. You can use this feature during a transaction.
7 The Setup screen is one of the most important sections of the POS program. The user needs to complete all the fields with the information required. Due to security restrictions only the administrator or users with administrator level privileges can edit this information. The screen must be completed prior to installing any licenses into the POS or they will be lost. Licenses will be explained below. This feature is used to [VIEW] any of the sales transactions. The User may choose to view all transactions, or transactions from Today, Yesterday, the current Week, the Last N (number of days the user wants to see) or by Sales Check #. If the User would like to reprint a sales check, select the sales check and click on [REPRINT]. If the User wishes to void a transaction the status must show it is Open. Sales that show as Closed cannot be voided. Sales that show as open may be voided by clicking on the order number and then clicking on [VOID]. Note: The tax rate may be changed by typing the new tax amount in the Tax Rate box. You need to log out and back in for the change to take effect. Sales Checks Once the [SALES CHECK] button is clicked, the following screen appears:
8 License To obtain a license number for this product, visit or call If you do not install a license, the software will be running on Demo mode. To unlock the software, click on license and you ll see the following screen: Computer ID is the specific identification number of the computer where the software is currently installed. Every computer has a different Computer ID. The license key provided is unique to this Computer ID. If you purchased multiple systems, each POS must have its own license installed. Each key will be different. Once you obtain a valid license, enter it in the section labeled Key. Click the [INSTALL] button and exit. Repeat this procedure for every POS station. This sales box on the POS will list the products that have been entered or scanned for this sale transaction. Click on the desired product to use the F5, F6, and F12 options. Control Setup This section allows the user to setup features based on the specific needs of the business. No Product Found Option refers to the action that the system should take when you scan a product that has a barcode which is not in the database. If Use Quick Add is selected, then the system will prompt you to add an item code for the product. If Use Unknown Product is selected the system uses a product that has a product code of UN as the default. Language will allow you to choose the language of the software which can English or Spanish. POS Mode Type allows you to set the software to the particular user group. Use Cost Allows you to select whether you want the inventory to be updated using last in first out LIFO or first in first out FIFO when an item is sold. Most businesses use FIFO. Max digits for tender sets how many digits are allowed to be used in the tendered amount. Security Mode changes the way the employees and administrators log in to the POS. Standard is for the usual user ID and Password; Advanced is for using a Bar Coded ID, no password is required when using a Bar Coded ID. Detailed Close Register: If this checkbox is checked, the system will show you a detailed close register screen in the close register option. If it is not checked you will see a simplified version. For more information please refer back to the how to close your Enable Accounts: This feature will activate the Customer Account System seen in example A2 on the POS screen diagram on page 4. This feature is used to sell items to a customer who is going to pay for them at a later time but take them now. Starting Till Amt. is the value that the system will use for the starting figure in the Close Register section of the Detailed Close Register Option on page 9. Pole Display Type allows you to change the type of pole display that you are using. If you purchased the pole display from Techsigma, Inc., Terminal is the selection that must be chosen. Barcode Scanner Type is the type of bar code scanner the POS uses which is Metrologic. Pole display Idle Message: This is used to customize the message the pole display shows when the register is idle. Credit Card Settlements Please call us toll free at: USE-A-POS if you ordered the credit card module and it is not installed. Pin Pad This is used to set the pin pad device. Select it from the drop down box and configure it accordingly to your computer s hardware setup (if you purchased the equipment from Techsigma, Inc., VeriFone PINPad 1000 should be selected). In order to enable the pin pad, check Pin Pad Installed in the Control Setup Screen
9 Set Printer This will set your default printer for the POS system as well as the Font. Next to Receipt Printer, click on the down arrow, select a printer from the drop down menu (if you purchased the equipment from Techsigma, Inc., EPSON TM U-200 No cut or TM U- 220 No Cut should be selected) and click [OK]. If you have a separate 8 ½ by 11 printer and are printing out Invoices for customers, select an invoice printer from the Invoice Printer drop down. Note the default font and font size. Custom Fields This feature when activated is used to add more details to inventory items. Cash Drawer Inserts You can assign an ID number to the different cash drawer inserts that the store has. You may also delete the ones that aren t used anymore. Switching OFF and ON the Training Mode Button For training your employees as well as making sample transactions, please select the [TRAINING MODE ON] button. Simply click on the training mode button to switch it on or off. This will allow you to practice without actually changing your database. ************************VERY IMPORTANT: BE SURE TO EXIT TRAINING MODE BEFORE ENTERING ANY REAL DATA IN THE SYSTEM OR IT WILL BE LOST FOREVER************************* Edit Register Number This feature allows you to change the number of your register. If by any chance you have two registers with the same number, use this feature to change them. Change DB NOTE: Database should be the file shown here.
10 Greetings These are the lines of text that you see printed out at the bottom of each receipt. Users may change the default greeting by clicking next to the desired selection from the list and then clicking on [CLOSE]. To add a Greeting click on [ADD] and enter desired greeting up to three lines on the Add/Edit Greeting screen that opens up. Click on [OK] to finish. To edit a greeting click next to the greeting you want to modify, then Click [EDIT] and change the greeting on the Add/Edit Greeting screen, click on [OK] to close when finished. To exit the Add/Edit Greeting screen without changing anything, click [CANCEL]. To delete a greeting click next to the greeting you want to get rid of then click on [DELETE], click on [CLOSE] to exit. Utilities These features are used mostly by the Sigma Software Solutions support staff. Individual options will be explained when there is a need for them. This button allows the database to be backed up to a hard drive location in the system or an external storage device. CC Settlements This feature is only used by customers that purchase the integrated credit card module. Please call us if you have purchased the credit card module and need to have this feature explained. Label Setup You can customize the way the labels will be printed for products. You can add the price, product description and vendor name to the labels. When making custom labels it is best to print test labels on plain paper to assure that all the information will fit on the label. Note: The Font Name on the left side of the screen MUST be WASP LOGMARS HC. Store Analyzer You can make a quick analysis of the sales volume with this feature. You can look at the average sales totals and the weakest/strongest selling products in the store. In order to use it, do the following:
11 Select the type of analysis in Analysis By. If desired, you can filter the information by checking the filter(s) you wish to enable. The system is capable of Updating Minimum Quantities using the database history. Click on [ANALYZE] and the results will be displayed below Employees Tab From this page the User is able to manage employee information. Each employee in the store should be entered into the system. Each employee is assigned a User Name, Password and needs to be assigned a security level using the [SECURITY OPTIONS] depending on need and level of trust. You can also print badges to be used not only for ID but to Log In when the Enable Advance Buttons is checked in Control Setup (see page 15). Once an employee is registered they may clock in and out and their hours will be calculated. This will be explained further later in the chapter. Clicking on the [ADD] button takes the User to the Employees sub-screen. Clicking on [EDIT] opens the Employees sub-screen to the employee who is highlighted, allowing information to be changed. The [DELETE] option will delete the highlighted employee from the system. Adding/Editing an Employee When the User clicks on [ADD] or [EDIT] from the employee list, the screen below appears. The User may add as much or as little information as they would like as long as the Fields in Blue are populated. A unique number must be entered in Barcode/Track even if no badge is being issued (first initial and last name would work quite well here).choose a User ID and Password for each employee. Security options need to be selected for each employee after they have been added. Assigning a Security Clearance A security clearance allows the employee to view or not view specific features of the POS. To assign that clearance, click on the [SECURITY OPTIONS] button. Once inside, check the features in all the tabs that the employee will be allowed to have access to and then click [SAVE]. Using the Employee Clock The [EMPLOYEE CLOCK] is used to track and record all the daily time clock activity of each employee. When the button is clicked the following screen appears: The employee using the clock must first type in their User ID and Password and click [OK]. Then they can click on the appropriate shift option; [CLOCK IN], [LUNCH OUT], [LUNCH IN], or [CLOCK OUT]. Only available options will highlight. The text box will show a description of all the actions performed by the employee.
12 Using the Time Calculator Screen A Screen B The Time Calculator feature is used to total a specific employee s hours worked. Note that this is tied directly to the Employee Time Clock that the employee uses when beginning/ending his/her shift as well as lunch breaks. When the [TIME CALCULATOR] button is clicked, screen A appears. Click on the Employee Name drop down menu and click on the desired employee s name. Enter the Date Range for the hour calculation; a calendar will appear for easier selection. Once the date range is set click on the [CALCULATE] button. The hours that the employee worked for that period of time will show in the text box shown on Screen B. If you wish to print the calculated hours, click on the [PRINT] button. When finished, click on [EXIT]. How you search for a specific employee record to edit. Click on [OVERWRITE] in the Time Calculator screen. Then select the Date and the User who is making the change. When the records selected are displayed click on the box to be edited, change the data, click on [OK], then [RESET] and [EXIT]. To remove a line, click on [DELETE] and click next to that line, then [OK] and [EXIT]. To add a line click on [ADD MISSING] and add the whole line, then [OK] and [EXIT]. Print Badges A nice feature of this system is the ability to make badges for you and your employees, these badges contain a barcode that will be recognized by the POS. That way, instead of the user ID and Password system, employees can use the Bar-Coded badges to clock in and out. Before printing the badges, you need to set them up first to make sure that they will be printed properly. Click on [BADGE LABEL SETUP] and set the values you need for the parameters that the Inventek POS will use to print them. To reiterate test on plain paper to assure everything will fit on the label. After the setup is complete click on [Print Badges] and select the employee(s) that need a badge. If you want to print a badge for all the employees, simply click [SELECT ALL], and then click [OK].
13 The User will now see a preview the badge(s) that will be printed. If it is apparent that the design does not fit, just change the values in Badge Label Setup. The badge will contain the Store Name, the Employee Name, Position and a barcode below it. There is also space for a photo. Inventory Tab From this page the entire inventory can be managed. There are a multitude of tabs to click on in order to manipulate the inventory. Additional features can be accessed by clicking on Inventory Management Options located under the Point of Sale tab. How to Add/Edit Inventory To [ADD] or [EDIT] your inventory information click on the respective buttons on the main Inventory screen. Type in the Product Code or scan the item, then complete the rest of the fields for the item. Click [OK] when you are done. To [ADD] additional items to the inventory first select what kind of item it is: 1. Quantitative Item: These are the majority of the items in the store, they can be physically touched. When you add a new item you get the following screen to input the information. It isn t necessary to fill in all the fields, but we recommend you do so as completely as possible, so there are more ways available to examine inventory. If you created categories in the Setup Wizard those will be available to apply to your inventory items. You may also add new categories and arrange your inventory using the Category Wizard. Lot Matrix can be thought of as groups of the same item that a store sells together (i.e.: the store can sell individual cans of beer, but can also sell six and twelve packs and they are all sold using just on item code, beer), at determined price breaks. Substitute Item is a feature that will allow you to replace an item that you re currently sold out of with one that is very similar to it in price. When you want to edit an item that already is in the inventory there are additional tabs that are explained below. The Item Statistics sub-tab allows you to see the current sales statistics of that particular item. There is an examination of Sales information including the items most recent sales date, the items sales total as a percentage of the entire category s sales, the item s category sales total as a percentage of all the categories sales and if the item is in a subcategory, the subcategory s sales total as a percentage of all the subcategories sales. These percentages are expressed two ways: by quantity sold and by dollar volume. There is also a sales performance Analysis of the item. This analysis shows the quantity of the item sold and its dollar volume for four different time periods. Non-Quantitative Item: A store probably doesn t sell only quantitative items they might also offer uncountable items such as bulk propane and services which they get paid for as well. These are added to inventory as non quantitative items. An example of a service, a store that sells construction materials, might also offer support and guidance to its customers at a determined price. You need to create a product code in this case, since there has to be a way to recognize the revenue.
14 2. Bill of Material: There are cases in which a store sells a set of different items (potato chips and a soda, for example) at a package price. You create a product code and you can set how many of each item will be included in the package. Note: before selling the items as a package, you must first set up the package in inventory with all the information and click [Save]. Inventory Management Options All of the following options can be found as buttons along the top of the Inventory Tab. Inventory Search Options Once the inventory is in the system it can be organized by clicking on Sort By and choosing the option of the desired view. The options available are displayed below. You can also search for a specific item using the selections on the right. Vendor Wizard This feature allows you to associate items that are already in your inventory to a vendor that is already in the vendors list. Alternatively after the initial inventory is imported into the system, you can[add ALL ITEMS THAT ARE IN INVENTORY TO THE VENDORS DATABASE] by clicking that button. To associate an inventory item to a vendor, select the vendor from the drop down box, then search for the item by description, product code or category. Select the item(s) by clicking next to them and then click [SELECT]. The item(s) you have selected will appear below. When you re done choosing items, click [ADD TO VENDOR], [CLEAR ITEMS] and [CLOSE] are self explanatory. Import Inventory This feature is used to import inventory data from an Excel file to your store database. The Excel file must follow certain rules in order to import it using the Inventory Wizard. You may use the template found at or you can create your own Excel file by following the outline detailed below. - The Excel file needs to be named. -The first row should contain the name of the field (fldproductcode, fldvendorcode, flddescription, fldmanufacturer, fldcost, fldsalesprice fldistaxable fldqty, fldminqty, fldcategory). The field titles are important not their order.
15 To import, click on the [IMPORT INVENTORY]. Next click on [SELECT SOURCE] and search for the Excel file(s) you wish to import. After the source(s) have been chosen the import button will be enabled. Click on [IMPORT] and when completed, a message stating Import Wizard Completed will appear on the screen. Inactivate Items This feature is exactly what the name implies it inactivates an item that s in the inventory. It doesn t delete the item it just makes it not appear in the active inventory. It s useful when a store sells seasonal items but does not want to delete and add them to the database each year. Secondly, when vendor files are imported into the system, there may be many items your store does not carry from that vendor. - Items are selected to inactivate the same way as when using the Vendor Wizard. - Type in or search for the item(s) you want to inactivate by choosing one of the three filters. - Select the item(s) you want to inactivate and click [SELECT]. - Click [INACTIVATE], you will be prompted to click [YES] to confirm Return to Vendor With this feature the reason can be specified for the returning the item to the vendor that it was purchased from. Just search for the item, [SELECT] it and specify the reason for the return on the list that will appear and click [SELECT]. Next click [UPDATE QTY.] to take the item out of inventory. Click on [REMOVE] to take an item off the list. When finished, just click on [RTV] to complete the return. Location Wizard The location wizard allows you to create and manage the location of items within the store. This is beneficial for tracking which locations of your store have the highest sales for better product placement. It can also be used as a tool when restocking your store as each item will have a location. Another benefit of using store locations for items is that you can spot problem areas for shoplifting. When items are gone and still appear in inventory trends can be spotted by looking at which store location the missing merchandise is from. To assign items to locations in your store you will first need to create location names. Click on [MANAGE LOCATIONS]. This will take you to the following screen: Type in the name of your first location and click [ADD]. It will now show on the screen with an ID. Number. Continue to add locations in your store in the same manner. When you are finished click [EXIT]. Use [DELETE] to change or remove any locations as needed.
16 Now you are ready to assign Store Locations to your items. First, using the drop down menu, choose the location where you would like to start. Next, either scan or search for the item(s) to be added to the location. Filtering choices are available to narrow your search. You may filter your inventory by Product Code, Description, Vendor or Category. You can add a single item or several items at a time. Once the item(s) you would like to add are found click on [SELECT] or [SELECT ALL]. This will move the item(s) or down to the bottom of the screen. If you would like to remove an item from the bottom screen click on [REMOVE] When you have selected the item(s) you would like to add, click [ADD TO LOCATION]. Once store locations are added to inventory items a new report will appear under the Sales Report Tab that shows sales for each location in the store. You can use this report as a tool to rearrange your inventory to see if location is the key to selling more of an item. Print Labels The Print Labels button will allow you to print barcode labels for items in your inventory. To use this feature you will need a printer that takes 8 1/2 x 11 paper. For better quality, a laser printer should be used. The labels that are generated by the program use sticky back 1 x 2 5/8 address labels which can be purchased in sheets anywhere paper products are sold. When the [Print Labels] button is clicked, the following screen is shown: A B C D E The box labeled (A) lists your entire inventory by Product Code and Description. Select the product(s) you want to print labels for. To choose individual items simply scroll to and click next to the desired product and then click the [F1- SELECT] button shown in (C). You can also search for items by Product Code or Description to save excess scrolling by using the Filter box (D). Once the product code or description is entered in the box click [F1- SELECT], the product code will then appear in the selection list (B). If labels are being printed for the entire inventory or a filtered group click on [SELECT ALL]. Once you are ready to print, click on the [F-3 OK] button (E). This action will take you to another page that contains the labels for the products selected. Click on the printer icon to print the labels. Once again remember it is a good idea to do a test printing using plain paper first. Category Wizard Categories and Subcategories are used to group products into specific departments or sections of your store. This will make inventory management easier. Some categories may have been created while using the Setup Wizard. To set up a new category, click on the [MANAGE CATEGORIES] button on the screen shown below. A sub-screen will appear, on this second screen enter the new category name, if this category will have a different tax rate check Overwrite Default Tax and type a Promo Tag if applicable. Subcategories can also be added by clicking on [SUBCATEGORIES] and yet a third screen will appear where it is possible to [ADD] and [DELETE] subcategories.
17 Choose an existing category or add a new one Set a new tax rate Search Select an item or multiple items to be categorized Remove a selected item from the list below Remove selected item from the list below Subcategories can also be created by clicking on [MANAGE SUBCATEGORIES] and following the same steps outlined above. The other function of the Category Wizard is to allow the user to add inventory item(s) to existing categories this is done the same way as when using the Location Wizard. Markup Wizard This feature allows you to select a single item or a group of items from the inventory and mark them up a specified percentage over cost. The item selection process is the same as in other wizards that have been explained previously. Inventory Adjustment Wizard The Inventory Adjustment Wizard is another way to add or remove inventory from your store. This option is best used if you do not use Excel spreadsheets or Purchase Orders to receive shipments. To adjust an inventory item, you first need to select a filter: Product Code, Vendor Code or Description. Next type the item that you want to adjust into the search field. You will notice that the list shortens as you type. When you see the item you are looking for in the list, double click on it or click the [F1 SELECT] button. This will move the Product Code and Description fields to the bottom. Enter the adjustment quantity and click [UPDATE]. If you are receiving merchandise, the adjustment quantity would be a positive value. Otherwise, if you are taking inventory out, this number would be negative and you will need to use the minus sign. If the items cost has changed adjust that here as well.
18 Store Transfers Store transfers are made to move inventory from one store location to another. Items to transfer are selected the same way as an inventory adjustment. The minus sign is not used. Promotions Promotions can be used as incentives during holidays, or seasonal activities, or for discounts on slow moving items etc. Also, price breaks, coupons and other kind of promotions for your customers can be created here. The following is a review of each type of promotion with an explanation of its use. Regular Promotions A promotion can be created for a specific item, items or an entire product category and be for a specific time period. Just select the Type, Category or Product Code. Next choose the Product Code or Category and set the Begin Date and End Date. Thirdly set the Discount as a Percentage of the sale price or an amount to be taken off the Price of each item. Finally click [ADD] to move the Product or Category to the top of the screen. Promotions can be taken off the list by clicking on [DELETE]. (Review) To create a new promotion in the Promotion Center, first select the promotion type: Category will select the promotion for the entire category. Product will only place that one product in the promo. Next, select the date range you want that product/category to be on promotion. A calendar will appear for easier date selection. Next select the type of Discount, either a percentage or a specific amount off the price. Finally, click [ADD] and the promotion will show up above on the Promotion Center board. The promotion will begin and end automatically. Product Price Break Promotions This kind of promotion is used to set up Product Price Breaks for example 1 for $1.00 or 2 for $1.75. Quantities that are between two price breaks will sell for the higher price. This promotion doesn t have a start and end date, so it must be manually deleted to take it out of effect. See the two illustrative screens shown below.
19 Coupons: A store coupon deducts a specific discount from an item, items in a category, or off the total sale as either a Percentage or a set amount off the Price. It s different from the Regular Promotion because you can create different discount amounts for the same item or group of items that are active concurrently. In this screen the list of coupons the store has set up at any time can be viewed. Coupons can be added, edited or deleted by just clicking on the respective buttons below. When you click [Add] or [Edit], a window will open with the coupon setup options (see next page). Create and type in the Coupon Code and its Description. Select the Discount Type: Total Sale discounts the total sale, Item discounts are for a specific item. Choose the Coupon Link Type: By Product, By Category, or General. The General type will discount all items that are set up in inventory as discountable the other two apply the discount specifically. Enter the Coupon Link Information, choose the Category from the dropdown or enter the description of the item. Define the Discount Details as a Percentage or Price deduction, and type in the Amount of Discount. If the coupon has an expiration date, check off Has Expiration and set the End Date of the coupon. If the coupon takes effect at a certain dollar amount check On Purchases Over and type in the amount. Once finished, click [OK]. The new coupon will appear in the list shown on the previous page. Mix and Match Promotions Let s say for example that a store has several different brands of shirts. To sell them all quickly, the store owner decides to create a promotion that when a customer buys a certain amount of shirts of any brand he/she will get them at a discount price. The following picture shows the screen you ll encounter when you access this promotion. The screen contains a list of any promotions currently in effect. To Add/Edit a mix and match promotion: Click on [ADD]/[EDIT] (edit only if you have an existing promotion) Type the Mix, Match Name and the Description of the promotion. Set the Quantity at which the promotion will take effect. Set the price and click [OK]. To add an item to a Mix and Match promotion for a sale: Search for the item in the inventory list on the main tab (see page 27) and hit [F3 - EDIT]. Click on the to the [ADDITIONAL OPTIONS] tab. Click on the Mix and Match Promotion drop down and select the promotion you created. Click on the tab with the items name at the top on the left which returns you to the previous screen and then click [OK] at the bottom to exit. Additional items are added to the promotion by repeating the same procedure.
20 Rewards/Point Discount System This promotion is used for the customers that have been set up in the customer database. When those customers buy at the store they earn one point for each dollar spent. A promotion can be created using these points to get discounts on specific items for being a frequent customer. It s associated to a loyalty program that will be explained in chapter 7. When a customer has a certain number of points that are in a defined range, the customer gets a discount on a specific item(s). Here is how the promotion is Added, Edited or Deleted. In order to set it up click [F-2ADD] on the Rewards/Point Discount System screen. Search for the item by scrolling down from the Product Code drop box or find it with a filter by clicking [FIND]. The item description will fill in automatically. Type the range of points needed to qualify for the promotion. Then type the Discount % and choose an expiration date for the promotion. Finish by clicking [OK]. Reorder Wizard The reorder wizard is a useful tool to calculate the quantities of an item or a group of items that need to be ordered from a vendor. The wizard can also be used to generate purchase orders making it a great tool. The quantity to order is calculated depending on the formula chosen. However, in order to be more accurate the item to be ordered must have ALL the information required to do the calculations. The process of using the Reorder Wizard to create a purchase order is as follows: Select the Vendor from the drop down list. You will see by default the list off all the items that the vendor provides to your store. You can choose to see the list of only the items that have reached the Minimum Quantity/Reorder Point by selecting Alert By. Next choose the way that the minimum quantity will be calculated with one of the formulas in Order Qty. If you want to manually enter the quantity, select Specific Qty. Look over the items on the list that appeared and when you re done, click [F1- ADD TO LIST]. The Items To Order list is then generated To change the quantity of an item ordered, click [F2- UPDATE ORDER QTY.] and make the change. To remove items from the order select them and click [F3 REMOVE FROM LIST]. Click on [F4-GENERATE PURCHASE ORDER] when finished. The purchase order that was generated will appear in the Vendors tab, which will be explained in the following chapter. Inventory Track This feature allows you to track a particular item of your inventory and view its sales, adjustments and returns history. This way you can see a detailed profile of an items activity. Just scan the product with
21 the cursor inside the product box or click on the three dots next to the box and either scroll and select or enter the product code, filter the time period you want to see by setting a date range and click on [VIEW HISTORY]. The items information will be displayed in chronological order on the screen. When you are finished looking at the search results click on [OK] to exit. Vendors Tab From the Vendors Tab the User is able to manage all the information regarding their vendors, as well as create purchase orders and receive shipments from vendors into the database. 1. Vendors When adding a vendor, complete the desired fields and click [OK]. [ADD] This button takes the User to the Add Vendor Screen. [EDIT] This button takes the User to the Edit Vendor Screen. [DELETE] This button deletes the selected vendor from the list. 2. I would recommend filling in Transit Time in Days, Minimum Order and the Reorder from This Vendor Every Days, these fields contain very useful information to know when you place an order with a vendor. If you don t have these details to input, you can enter them later. When 3. editing, the User corrects the desired fields and clicks [OK]. The [CLOSE] button is used to exit without saving. 4. From the Edit/Change Vendor screen you have to option of setting up a Quick Order. This feature helps you set up items that you repeatedly order 5. from a vendor, so you can quickly add them to a Purchase Order. Also from the Edit/Change vendor screen a Vendor s Statistics can be accessed, this contains information about the last time an item was sold that was purchased from that vendor, the total sales of that vendors merchandise for the last year, month, day or history (since day 1). It also displays graphically sales of that vendor s items as a percentage of the total sales for all vendors.
22 Purchase Orders Purchase Orders for new or existing inventory items can be created for any vendor; Click on [PURCHASE ORDERS], from the Main Vendors tab to add, edit or delete purchase orders. Add a New Purchase Order or Edit /Delete an Existing One To create a purchase order click on [ADD], the screen below will then open. This screen allows the User to add a new purchase order by completing the form. To search for an existing purchase order, choose one of three filters and click on [FIND]. To modify an existing purchase order, highlight it from the list and click on either the [EDIT] or the [DELETE] buttons. A more detailed set of instructions is listed below. Begin by selecting the Vendor Name from the drop down menu. The Billing Address is automatically added as soon as the highlighted name is selected. If you are creating a purchase order for a vendor who is not in the system type in the Vendor Name. Next click on the Billing Address box and the system will ask you if you would like to add this vendor to the Vendor List. Click [YES] to add the vendor s information. If you check Internal PO-> Send to Warehouse it will create a purchase order to send to the store s warehouse. Next, choose the products you would like to order. Select a product by typing in the UPC or by scanning the UPC (Remember to have the cursor inside the Item Description box). Enter the quantity to order and pick one of the three choices to define the quantity; then click on [INSERT (F4)]. Continue to add products in this manner and they will appear at the bottom of the screen. Use [EDIT (F5)] or [DELETE (F6)] to change a completed item. The [MINIMUM ORDER] (see page 28) and [QUICK ORDER] (see page 48) buttons can be used with existing vendors that already have this information in place. To preview or print the purchase order click on [PRINT/PREVIEW (F1)]. When you have completed the order click on [OK]. How to Receive a Shipment From the Vendor Tab select Receive Shipment. This feature is used when a shipment arrives that was placed using a Purchase Order.
23 To receive a shipment from a vendor, follow these steps: 1. Click on the down arrow (V) and select the Purchase Order from the list. The selection will open and the system will display the list of products associated with that Purchase Order. An example of this screen is shown below. 2. There are two filters to choose from to receive the order: Receive All which accepts all the items with the provided quantities or Receive by Item (W). 3. If Receive by Item is selected, click on the desired product (X) and click [SELECT]. This item will be added to the Receive Merchandise list (Y). If you wish to delete an item from the Receive Merchandise list, simply select the item by clicking on its respective product code and click [REMOVE]. 4. If a Quantity Received needs to be edited, click on the Qty. Rec. field on the same line as its Product Code. Enter the edited quantity in the Quantity Received field and click [UPDATE]. 5. When you ready to receive the merchandise, click on the [RECEIVE] button. If exiting without saving simply click [CANCEL]. V W X Y Customers Tab On this screen the User can manage all of their customer information, including setting up price levels and discounts for select customers. Clicking on the [ADD] button takes the User to the Add Customer Screen. Clicking on the [EDIT] button takes the User to the Edit Customer Screen. Clicking on the [DELETE] button allows the User to delete a customer.
24 How to Set Customer Discounts This feature controls Price Levels that you may set for your customers in order to give discounts to select customers. When the [MANAGE CUSTOMER DISCONTS] button is pressed, the following screen appears: This will show you all the discount levels that are currently set up. To add a level, simply click [ADD]. To [EDIT] or [DELETE], select a level and click on the respective button. The Add feature opens up the screen immediately below. The Discount # is the discount level number is the reference added to the new discount. Discount Type determines whether the discount will be calculated by a percentage of the sales price or if the total sale will be reduced by a set amount. If you choose percentage from the Discount Type drop down and enter 10 in the Discount Amount each item purchased will be discounted 10% individually. Discount Amount is the amount of the discount, this value must be numeric. Custom Discount is used to set up a special discount item for specific customers. To use this effectively, you will need to go to the Inventory section and set a new price for Custom Level Price. When Custom Discount is checked, Discount Type and Amount is ignored and the system will use the Custom Level Price for all customers set to this particular level. How to Add/Edit a Customer To [ADD] or [EDIT] a customer click on the respective button. Next, enter or change the customer information in the fields provided. To set this customer as a taxable customer, make sure that the Taxable checkbox is selected. To set up a credit account for the customer, type in the Spending Limit the customer will be able to charge. Click [OK] when finished. The Points Accumulated field does not need to be set; it will begin automatically with zero and will accumulate one point for each dollar spent by the customer. Also, in the Add/Edit Customers screen, you can click on the [CUSTOMER STATISTICS] tab; here the user can view a customer s sales history. The most recent sale date to that customer is shown along with total purchases made in the last year, month, day or their entire time as a customer. The customer s retail dollar volume is also shown as a percentage of total retail dollar volume. Printing Labels You can create a barcode for a customer in the Barcode/Link field of the Select Customers for Printing Labels screen. The reason for printing a barcode label for a customer is so when he or she comes to the store to make a purchase; you can scan their barcode and he/she will be identified without scrolling down through the list accessed in the drop down box on the POS screen to select them.
25 Look for the customer name in the list. Select it by clicking next to the name. Click [F1 - SELECT] when found. Click on [SELECT ALL] if you want to print barcode labels for all your customers.. Type the number of labels that you want to print for the customer in the screen that will pop up and then click [OK]. Remove a customer who is set up in the list on the right by selecting them and then clicking on [F2 - REMOVE]. Click [F3 - OK] to preview and print the labels. Gift Certificates Gift certificates are prepaid cards or tickets a customer buys that can be used as a form of payment for a future purchase in the store. To Edit/Delete/Add a Gift Certificate If you want to edit a Gift Certificate select it from the list and click the [EDIT] button. If you want to delete a Gift Certificate select it from the list and click [DELETE]. To create a Gift Certificate type an Account Number or Track Info (barcode) in the Account Number/Track Info field. (Note a customer needs to be in the system to create a G.C.) Select an existing Customer from the drop down box or add a new customer by using the Add/Edit Customer screen as shown on page 56 then return to the Gift Certificates Screen and select them from the customer drop down box. Set the Date Issued and Expiration Date of the Gift Certificate. Type in the Certificate Amount (Note an existing certificate can be recharged). Click [ADD] when finished. Marketing You can communicate with your customers about a special promotion in the store by sending them promotion coupons in the mail, or by informing them about a promotion by . An can be created using the Marketing option of the Customer tab.
26 To use this feature, you need to know your service provider s information. Click on [CONFIGURATION] and fill in ALL the required fields. Click [OK] when finished to save the setup. To Send the to the Customers Click the [SELECT CUSTOMER] button and the following screen will appear. In the Select Recipients screen select customer(s) by clicking next to their name and clicking [SELECT] or [SELECT ALL] for the entire list. Click [OK] when the list is complete. Do not enter anything in the Customer Filter or Advanced SQL Filter boxes. The list of selected customers will move to the left hand side of the Marketing screen. Type in the Subject and the Message for the customer(s) to read. Click [OPEN FILE] if you want to attach a document that it in rich text format (RTF). Click on [SEND ] to begin the process. The Status box shows the progress of the being sent. Do not change any of the settings in the Options box at the center of the screen. Loyalty Program This program allows you to associate a specific coupon to a specific customer who falls into a set point range. A Loyalty Program will help you reward your best customers for their patronage. In order to use the feature, you must have customers set up in the database. To add a Loyalty Program: Select a coupon and customer from the drop down boxes. If you want to apply to all customers, type All in the Select Customer field. Define the point range that must be attained to trigger the promotion. Click on [ADD] to save the program and add it to the list. Receive Payments When you set up store credit accounts for your customers, you need to keep track of them. Customers can pay part of the amount owed or the total. The POS will have all the information for you. If a customer is going to charge a purchase, on the POS screen their name must be selected from the Customer List or their ID scanned and On Account must also be selected. To Process a Payment Highlight the customer who wants to pay on account from the Customer Name drop down box and all that customers invoices will appear underneath as well as the Account Balance. Click on [PAY AMOUNT] and enter the amount to be paid. The system will apply the payment to the oldest invoice first. The invoice(s) will appear at the bottom part of the screen. To eliminate an invoice from the bottom list highlight it and click [REMOVE]. To pay by Invoice Number click next to the invoice number and then click [SELECT], repeat until all the invoices to pay have been chosen. If an invoice is not going to be paid in full, highlight it and click on [UPDATE AMOUNT PAID]. Type in the amount the customer is paying on that invoice on the sub-screen and click [OK]. (Note
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Excel 2010: Create your first spreadsheet Goals: After completing this course you will be able to: Create a new spreadsheet. Add, subtract, multiply, and divide in a spreadsheet. Enter and format column
MobileAsset Users Manual Web Module Copyright Wasp Barcode Technologies 2010 No part of this publication may be reproduced or transmitted in any form or by any means without the written permission of Wasp
2) Point of Sale Handbook BASIC TRAINING WORKSHOP & REFERENCE MANUAL E4W Level 14 Last Revision on Wednesday, February 09, 2005 TRAINING ASSISTANCE Help is available to aid you in the operation of your
Creating a new Parts Invoice A Part Invoice is used to record part sales to a customer. When opening a new Parts Invoice, Dealer Logic will assign the next Invoice Number. The date will be the date the
Postage Accounting Module User Guide Table Of Contents INTRODUCTION...1 ACCOUNTING PRINCIPLES...1 Access Postage Accounting...2 LOGGING IN AND SECURITY...2 SETTING THE INTERACTION BETWEEN POSTAGE ACCOUNTING
MOBILE INVENTORY MANAGER USERS GUIDE MOBILE INVENTORY MANAGER All rights res erved. No part of the contents of this work may be reproduced or trans mitted in any form without the written permis s ion of
OVERVIEW SALES END OF DAY TIMECLOCK LOGIN PRACTICE QuickBooks Point Of Sale User Manual Overview QuickBooks Point of Sale (POS) is used to ring up sales, manage customers, provide inventory control, and
Table of Contents: Overview - ecommerce Integration 2 How it Works 2 CHECKLIST: Before Beginning 2 ecommerce Integration Frequently Asked Questions 3 Stock Export for ecommerce 5 Configure Ascend Products
INTRODUCTION Welcome to SAHAJ ACCOUNTING software, not just accounting, complete business solutions. Whether you plan to manage your personal accounts or the finances of your business, you can use SAHAJ
Job Streaming User Guide By TOPS Software, LLC Clearwater, Florida Document History Version Edition Date Document Software Trademark Copyright First Edition 08 2006 TOPS JS AA 3.2.1 The names of actual
Hosting Users Guide 2011 eofficemgr technology support for small business Celebrating a decade of providing innovative cloud computing services to small business. Table of Contents Overview... 3 Configure
Fleet Maintenance Software Welcome Thank you for taking time to review FleetWise VB Maintenance Management Made Simple. This guide is intended to provide a quick overview of installing the software and
Contents SECTION 1 5 INTRODUCTION 6 STARTING UP 7 Starting the Workstations 7 Running Onetap 7 Logging On 7 Using the On Screen Keyboard 7 Minimise Onetap 8 Restore Onetap 8 Exiting and Shutting Down 9
TOPS v3.2.1 Calendar/Scheduler User Guide By TOPS Software, LLC Clearwater, Florida Document History Version Edition Date Document Software Trademark Copyright First Edition Second Edition 02 2007 09-2007
Extension Course -9006 Notes, Attachments, and Document Management Version 9.0 Information in this document is subject to change without notice and does not represent a commitment on the part of Technical
2 CONTENTS Module One: Getting Started... 6 Opening Outlook... 6 Setting Up Outlook for the First Time... 7 Understanding the Interface...12 Using Backstage View...14 Viewing Your Inbox...15 Closing Outlook...17