RSW RETAIL SALES SYSTEM Back Office User Guide. Version 3.4

RSW RETAIL SALES SYSTEM Back Office User Guide Version 3.4

TABLE OF CONTENT CONVENTIONS USED IN THIS MANUAL...1 ITEM...2 ENTER/MODIFY ITEM...2 Cost/Prices...5 Stock...6 Price Break...7 Barcode...8 Others...9 Pictures...9 To Create an Item...10 To Modify an Item...10 ENTER/MODIFY SPECIAL ITEM...11 To Create a Special Item...13 To Modify a Special Item...13 To Delete a Special Item...13 To Search for a Special Item...14 ENTER/MODIFY MIX AND MATCH TABLE...14 To Define a Mix & Match Group...14 ENTER/MODIFY SPIFF ITEMS...18 ENTER/MODIFY SPLIT INVENTORY TABLE...19 To Create a Split/Combine Item...20 ENTER/MODIFY SUGGESTED ITEM LIST...20 To Create a Suggested Item...21 To Delete a Suggested Item...21 ENTER/MODIFY PARTS FOR FINISH PRODUCT...21 To Create a New Finish Product...22 To Delete a Finish Product...22 To Add a Part from a Finish Product...23 To Delete a Part from a Finish Product...23 MODIFY ITEM DETAILS BY SUBCATEGORY...23 To Modify Item Details by Subcategory...24 MODIFY ITEM STOCK LEVEL BY SUBCATEGORY...24 To Modify Item Stock Level by Subcategory...25 MODIFY ITEM PRICE/COST...25 To Modify Item Price/Cost by Subcategory...26 To Modify Item Price/Cost by Percentage...26 DELETE ITEMS BY SUBCATEGORY...27 To Delete Items by Subcategory...28 DELETE ITEMS BY DATE...28 To Delete Items by Date...29 DELETE BARCODE BY DATE...30 SEARCH ITEM BY KEYWORD...31 PRICE/COST LIST...32 To Generate a Price/Cost List...33 PRICE/COST CHANGE LIST...34 To Retrieve Price/Cost List...34 PRICE BREAK LIST...35 KIT S COMPONENTS LIST...35 To Generate a Kit Components List...36 NON-TAXABLE ITEM LIST...36 To Generate a Non-Taxable Item List...37 Table of Content i

STOCK LEVEL LIST...38 ITEM LABELS...38 To Print Item Labels...40 SHELF LABELS...40 INVENTORY...42 RECEIVE/RETURN INVENTORY...42 Size Items Detail...43 Serialized Item...44 Miscellaneous Charges...44 To Receive an Inventory...45 To Return an Inventory...46 INVENTORY ADJUSTMENT...46 To Increase/Decrease an Inventory...47 COST ADJUSTMENT...48 To Adjust the Cost...48 SPLIT/COMBINE INVENTORY...49 To Split/Combine Inventory...49 CREATE FINISH PRODUCT...50 To Create Finish Product(s)...50 INTER STORE TRANSFERS...51 Transfers In/Out...51 To Transfer Items from One Store to Another...52 To Transfer Inventory by Vendor Invoice...52 Manual Transfer In/Out...53 Confirm Transfer...53 To Confirm a Transfer...53 Inventory Transfer List...54 Inter-Store Transfer Check List...54 INVENTORY AUDIT LIST...55 PRINT RECEIVING INVOICE...56 PRINT RECEIVING LIST...57 PRINT RECEIVE/RETURN REPORT...58 MODIFY SERIAL #/STATUS...59 MODIFY LOT # / EXPIRY DATE...60 To Modify Lot #/Expiry Date...60 CHANGE OF SERIAL # REPORT...60 SEARCH ITEM BY SERIAL #...61 INVENTORY PHYSICAL COUNT...61 Create Physical Count Image...61 Enter/Modify Inventory Physical Count...62 Entry Method...63 To Enter/Modify Inventory Physical Count...65 Physical Count Comparison Report...66 Inventory Uncounted Report...67 Create Item Lookup File...68 CUSTOMER...69 ENTER/MODIFY CUSTOMER...69 Mailing/Preferences...70 Pricing/Tax...70 Credit Terms...71 Notes...72 Contact...73 Shipping...73 To Enter a New Customer...74 To Modify an Existing Customer...74 Table of Content ii

To Delete an Existing Customer...74 ENTER/MODIFY SPECIAL ITEM BY CUSTOMER...75 MODIFY CUSTOMER (TABULAR FORM)...76 CUSTOMER AR ACCOUNT INQUIRY...77 MERGE CUSTOMER...78 To Merge Customers...78 APPLY CUSTOMER CREDIT...78 To Apply Customer Credit...78 MODIFY CUSTOMER AR DUE DATE...79 To Modify an AR Due Date...79 CUSTOMER LIST...80 CUSTOMER BARCODE LABEL...81 ADDRESS LABELS...82 To Print Address Labels...82 REPORTS...84 SALES REPORTS...85 Sales Report by Category...85 Sales Report by Day...86 Sales Report by Price Group...87 Sales Report by Style...87 Sales Report by Salesperson/Department...88 Sales Comparison Report by Period...89 Item Statistics...91 Tender Report by Day...93 Hourly Sales...94 Average Sales...96 Customer Spending Report...97 Best Selling Report...99 Comparative Chart...100 Custom Category Report Sales...100 Custom Category Report Profit...102 Custom Inventory Management Report...102 INVENTORY REPORTS...104 Inventory Valuation Report...104 Inventory Checklist...106 Stock Movement Report...107 Inventory Flow Report...109 Inventory Report by Status...110 Inventory Report by Style...111 Inventory by Lot #/Expiry Date...112 Re-Order Report...113 Buying Report...114 Day End Inventory Valuation Report...115 TRANSACTION REPORTS...116 Sales Transaction Register...116 Transaction Summary Report...117 Tender Report...118 Transaction and Tender Summary Report...118 Discount Report...119 Deposit Report...121 Layaway Report...122 Expense Report...122 Items Exempt from Tax Register...123 Items Return Register...124 Open Item Sales Register...125 Deleted Sales Report...126 Table of Content iii

A/R REPORTS...128 A/R Details Report...128 A/R Aged Summary/Detail Report...130 A/R Aged Overdue Summary/Detail Report...131 Statements...132 AIR MILES REPORT...134 COMMISSION REPORT...134 SPIFF REPORT...137 LAB ACTIVITY REPORT...138 OUTSTANDING ORDER REPORT...139 DROP OFF REPORT...139 REPRINT DAILY CLOSING REPORT...141 AWARD...142 AWARD PARAMETERS...142 ENTER/MODIFY CUSTOMER POINTS BALANCE...143 ITEMS FOR BONUS POINTS...144 ITEMS WITH SPECIAL REDEMPTION VALUE...145 ITEMS EXEMPT FROM POINTS...146 CUSTOMER POINT BALANCE REPORT...146 POINTS TRANSACTION REPORT...148 PURGE POINTS TRANSACTION RECORDS...149 TABLE...150 CATEGORY CODES...150 To Add a New Category...150 To Modify an Existing Category...150 To delete a category...150 SUB-CATEGORY CODES...151 To Add a New Subcategory...151 To Modify an Existing Subcategory...152 To Delete a Subcategory...152 To Search for a Subcategory...152 STYLE CODES...153 To Add a New Style...153 To Modify an Existing Style...153 To Delete a Style...153 To Search for a style...153 COLOR CODES...154 To Add a New Color...154 To Modify an Existing Color...154 To Delete a Color...154 To Search for a Color...154 WIDTH CODES...155 To Add a New Width...155 To Modify an Existing Width...155 To Delete a Width...155 To Search for a Width...155 ITEM ATTRIBUTES...156 ITEM STATUS CODES...157 To Add a New Item Status...157 To Modify an Existing Item Status...157 To Delete an item status...157 To Search for an Item Status...157 VENDOR CODES...158 To Add a New Vendor...158 To Modify a Vendor...159 Table of Content iv

To Delete a Vendor...159 SALESPERSON CODES...159 To Add a New Salesperson Code...162 CURRENCY CODES...163 To Add a New Currency Code...163 To Delete an Existing Currency Code...163 To Modify an Existing Currency Code...163 TERMS / CONDITION...164 To Add a New Terms/Condition...164 To Modify a Terms/Condition...164 To Delete a Terms/Condition...164 To Search for a Terms/Condition...164 REASON FOR DISCOUNT / TAX EXEMPT / REFUND...165 To Add a New Reason...165 To Delete a Reason...165 CUSTOMER PREFERENCES...166 To Add a Customer Preference...166 To Modify a Customer Preference...166 To Delete a Customer Preference...166 CUSTOMER TYPE...167 To Add a New Customer Type...167 To Modify a Customer Type...168 To Delete a Customer Type...168 To Search for a Customer Type...168 STORE CODES...168 To Add a New Store Code...168 To Modify an Existing Store Code...169 To Delete a Store Code...169 To Search for a Store Code...169 SHIP VIA CODES...169 To Add a New Ship Via Code...169 To Modify an Existing Ship Via Code...170 To Delete a Ship Via Code...170 To Search for a Ship Via Code...170 WORKSTATION CODES...170 Printers...171 POS Devices...171 To Add a Workstation Code...172 To Modify a Workstation Code...172 To Delete a Workstation Code...173 GENERAL LEDGER CODES...173 To Create a New General Ledger Code...173 To Modify a General Ledger Code...173 To Delete a General Ledger Code...173 To Search for a General Ledger...174 CASH DISTRIBUTION...174 CUSTOMIZED SALES REPORT DEFINITION...174 To Customize Sales Report Definition...175 PRINT TABLES...176 HOUSEKEEPING...177 SYSTEM INTEGRATION...177 SYSTEM PARAMETERS...178 Company...178 Attributes...179 Setup...180 Payment...181 Table of Content v

Discount...183 Paid Out...184 Taxes/Interest Charge...184 Price Formula...186 USER PARAMETERS...186 Point of Sale...187 Receipt / Invoice...191 Inventory...193 Daily Closing...196 Other...198 Enter/Modify Defaults...200 Customer Preferences...202 CREDIT/DEBIT CARD PARAMETERS...202 AIR MILES PARAMETERS...203 ACCOUNTS RECEIVABLE PARAMETERS...204 HOTEL FRONT DESK PARAMETERS...205 GIFT CARD PARAMETERS...205 SALES REMINDER...206 CASH REGISTER SECURITY...207 MODIFY SALESPERSON COMMISSION...207 GENERATE INTEREST CHARGES...208 VOID INTEREST CHARGE...210 PRINT/CONSOLIDATE GL TRANSACTION...210 IMPORT FUNCTIONS...210 To Import Tables...211 CONSOLIDATE SALES DETAIL FOR REPORT...214 SYSTEM...215 SYSTEM...215 Select Company...215 Maintain Company...216 Select Language...216 Maintain Language...216 Set Workstation ID...217 Show Current Users...217 USER ID...217 Maintain User ID...217 To Add a New User...218 To Modify a User...218 To Delete a User...218 SECURITY...218 Maintain Access Level...218 Update Access Level...219 INTEGRITY CHECK...219 Integrity Check...219 Table of Content vi

Conventions Used in this Manual The following conventions are used throughout this manual: Click Press once on the left button of the mouse. Enabled/Disabled A function is enabled if the box next to it is checked and disabled if the box next to it is unchecked (empty). Button Function Bring up a search list related to the subject beside it Bring up a search list similar to the previous button Bring up a pull down menu for selection Go to the first record Go to the previous record Go to the next record Go to the last record Add a record Delete the selected record Save changes made to the record Discard changes made to the record Bring up a cut-off-date menu to purge records before this date Print the records on screen Create a new record Update/Edit the current record Delete the current record - press <OK> after to confirm Search and retrieve a record Confirm Selection/Action Cancel and Exit Conventions Used 1

ITEM This section explains how to add, modify, and delete items, view the sales statistics of items, modify the price and cost of items, print item lists, and item labels. Enter/Modify Item This function is used to enter a new item, modify, or delete an existing item. Make sure the prerequisites have been met before running this function. Clicking on Enter/Modify Item to bring up the following menu: Item No. An item number can be entered by scanning the product barcode or by manually typing it in. If the item has been previously entered, it can be recalled by pressing the <Search> button next to the Item Number field. This Item search mode will display all the items in the database, sorted by subcategory. In the Item search mode, items can be found By Subcategory, By Description, By Keyword, By Item No., and also bring up full Item Details by pressing F7. Description A description can be manually typed in or be left as blank. The first line represents the general description, which will display during a transaction. The second line represents the Extended description, which can be modified at the time of sale if the option is selected under Housekeeping User Parameters. 2 Item

Attributes #1-4 Attributes are extra lines of description. They can be defined under Housekeeping System Parameters. Some reports allow the user to select these defined attributes to print. Subcategory A subcategory can be found either by clicking on the <Search> icon or by manually typing it in. A subcategory must be entered before proceeding to the next step. Type An item type can be selected by clicking on the arrow to the right of this field and the following choices will appear (A default item type can be set under Housekeeping User Parameters Enter/Modify Defaults): Non-Identifiable Items This selection is for bulk items sold as individual items. For example: a roll of film, picture frame, etc. Identifiable Items This selection is for items that have individual serial numbers. For example: Camera, Cellular Phone. Service This selection is for services performed by the company. The system will not keep track of inventory for service item. For example: Repair, alternation. Size Item This selection is for items that can be organized by size: For example: Clothing or shoes. Kit Items This selection is for packages made up from a few individual items and sold at a bundle price. For example: A camera set which includes a camera, flashlight and a case. The kit item itself is not included in the inventory, but when the kit item is sold, the system will decrease the inventory for all components in the kit. Assemble Kit This option is not currently supported by this version of Profitek. Scale Item This selection is for items sold by weight. A scale must be installed in order to sell this type of item. Price/Pre-Weighed Item This selection is for items sold by volume. Once the amount is entered, the system will calculate the unit based on the unit price. For example: $50 of gasoline at $0.50/L would result to 100L. Gift Card This selection is for gift cards and requires Gift Card Interface. Gift Card Refill This selection is for gift cards refills. Item 3

Linked With This is to link an item to sell with the current item. There are two types of links, a forced link and a suggestive link. If the Force Link checkbox is flagged, the force link item will be sold automatically when the primary item is sold. A suggestive link is where the option is left to the salesperson at the time of purchase as to attach the linked item. All items must be defined before linking. Force Link If enabled, the Linked With item will be forced to be sold with the current item. If disabled, the Linked With item will become a suggestive link. Style A style code can be selected from the table by pressing the <Search> icon or by manually typing it in. All styles must be defined under table maintenance before selecting. This field is accessible for size item only. Status A status can be selected by clicking on an option from the drop down menu. All status must be defined before selection. This feature will keep the item database well maintained and up to date. ACTIVE is the default status, however, if an item will be carried next month, select FUTURE, as the item status. If an item has no stock on hand and you will not carry it anymore, select DORMANT as the item status. If you will not re-order the item anymore but you still have stock on hand, you can select DISCONTINUED as the status. If you have Auto Activate Future Item parameter checked under User Parameter, when you received the future items, the system will change the status to ACTIVE automatically. Items such as DORMANT or DISCONTINUED cannot be received and DORMANT items cannot be sold. Vendor A vendor code can be selected by click the <Search> icon or by manually typing it in. This field is optional. Stock # The vendor number will appear on the purchase order and re-order report, which can make reordering stock easier. This field is optional. There are 6 tabs within Enter/Modify Item: Cost/Prices, Stock, Price Break, Barcode, Other, and Picture. For Kit Items, there are one more selection screens to enter all the component items in the kit. Click on the tabs to move from one screen to another. 4 Item

Cost/Prices This section will keep all associated pricing information when creating an item. This information can be modified any time. Theo. Cost Enter the theoretical cost for the item. When receiving or increasing the inventory, the system defaults the amount to cost multiplied by the quantity received or returned. This field is optional. Foreign Cost Enter the theoretical cost for the item in foreign currency. The system will calculate the theoretical cost based on the currency defined in Vendor Codes. This field is optional. Misc. Charge The misc. charge attribute can be defined under System Parameters Attribute Misc. Inventory Charge 1 to any desired type of charge/cost. Overhead An overhead is any additional charges associated with the item. E.g. custom charges or freight. The system will automatically update this figure when receiving inventory with pro-rated freight charge or other miscellaneous charge. Landed Landed cost will automatically be calculated by the system if duty and overhead are entered. Mark Up The mark up will automatically be calculated when the item cost and price is entered. If the markup value has been changed, the system will recalculate the price. G.P. The gross profit will automatically be calculated. If the gross profit has been changed, the system will recalculate the price. Price Groups Price groups can be defined by manually typing in Price Group 0 field or left alone and allow the theoretical cost and mark up to calculate. A name for each price group can be defined under Item 5

Housekeeping System Parameter. Eg. Regular for Price Group 0, Corporate for Price Group 1. Note: the minimum price group name is hardcoded and cannot be redefined. Calc. Price The calculate price button is used to calculate the price groups according to the pre-defined price formula under System Parameters Price Formula. E.g. If Price Group 1 is 10% less than Price Group 0; <Calc. Price> will re-calculate Price Group 1 based on Price Group 0. Discountable If enabled, the item is discountable. Fractional Quantity Once an item is defined to be fractional quantity, it can be sold as 0.5, 0.75, etc. Print Label If enabled, the system will print labels for the item. Taxes Check all applicable taxes for this item. Stock This section will keep track of the minimum and regular stock levels. Purchase Unit Description If a non-identifiable item is being created, the purchase unit may be entered. E.g. Film may be purchased in a case of 30 rolls. In this example the purchase unit field would be CASE. Selling Unit Description If a non-identifiable item is being created, the selling unit may be entered. E.g. In the previous example with films, the selling unit field would be ROLL. 1 Purchase Unit = [#] Selling Unit If a non-identifiable item is being created, the system will allow the conversion to be entered, which is the factor that a conversion from purchase unit to selling unit or the reverse is used. Only nonidentifiable items can have purchase units different from selling units. 6 Item

E.g. Film may be purchased in a box of 30, but sold as a single roll. In this case 1 purchase unit [box] = 30 selling units [rolls]. Min. Reorder Qty When reordering the item, this number will be the minimum quantity to reorder. Minimum Stock Level A minimum stock level can be defined for each month. When the stock level goes below the minimum, the item will be included on the re-order report. Use this section to keep better track of the inventory levels. This field is optional. Regular Stock Level A regular stock level for each month can be defined. This function can assist in reordering inventory. The reorder quantity = Regular Stock Level (On hand + On Order Quantity On Hold [Layaways]). This field is optional. Breakdown by Size This button will only appear for a sized item. Input the Min/Reg stock levels for each Size/Color/Width and press the <OK> button. Price Break This section explains how to define quantity price breaks for the item. Quantity price breaks can display different prices when certain quantities of the item have been purchased. Item 7

Quantity Enter the quantity involved in the price break. Price Enter the price associated to the price break. E.g. If 1 package of film is sold for $3.99, but customers can purchase 3 packages of film for $9.99, quantity 3 and the price $3.33 should be entered. If the customer happens to purchase 4 rolls or more, system will use $3.33/package. Eg. Whenever the selling quantity is over the price break quantity, system will use that price for all items. Multiple Quantity Pricing If enabled, the price being set is only for the quantity entered. For Example: regular price = $3.99, the price break is 3 for $9.99, quantity 3 and price $9.99 should be entered. But if the customer purchases 4 rolls of film, the total price would be 3 @$9.99 + 1 @$3.99 for a total of $13.98. If 5 rolls are purchased, the price would be 3 @$9.99 + 2 @$3.99 = $17.97. If 6 rolls are purchased, the price would be 2 x $9.99 = $19.98. Barcode This section explains how to enter all barcodes associated with the current item. Barcode Enter all bar codes associated with the current item. For size items, if there are no barcodes defined, the system will automatically generate a barcode for each individual size/color/width combination for printing barcode or doing receiving. 8 Item

Others This displays the Quantity On Hand, Quantity on Hold, Quantity On Order, the special pricing (if any) and the effective dates for this item. There is no input field under this tab; the information is for reference only. Pictures Pictures of the product can be attached here. Click on, locate the picture and then click on Open. A thumbnail of the picture will appear on the right. Attach additional pictures to the item by pressing the + button. Item 9

To Create an Item Make sure a Category and a Subcategory are created in Table Category Code and Table Subcategory Code before proceeding. 1. Type in a non-existing code to represent the new item. 2. Press the <ENTER> key. 3. Type in a description to explain what the item is. 4. Type in a second line of description to further explain what the item is (optional). 5. If attributes were defined under Housekeeping System Parameters Attribute/Misc. Inv. Charge, use the drop down menus to define the attributes of the item. 6. Find a subcategory for this item either by clicking on the <Search> button or by manually typing it in. 7. Select a type the item belongs to. 8. Find an item to link with the current item either by clicking on the <Search> button or by manually typing it in (optional). 9. Flag the checkbox to force link the items. 10. Select a style (if item TYPE is Size Item ) for this item either by clicking on the <Search> button or by manually typing it in. 11. Select a status by clicking on the drop down menu. 12. Select the vendor the item comes from (optional). 13. Type in the stock number from the vendor (optional). 14. Fill in the Cost/Price information. 15. Go to the Stock tab and fill in the information (optional). 16. Go to the Price Break tab and create a price break if the item will cost differently at different quantities (optional). 17. Go to the Barcode tab and enter all the barcodes associated with the item (optional). 18. If the TYPE of the item is a Kit Component, please do the following: a. Go to the Kit Components tab. b. Find a kit component either by clicking on the button or by manually typing the item number in. c. Enter the quantity. d. Hit the down arrow key to enter more kit components. e. Repeat steps b-d until all the components are included. 19. Go to the Pictures tab and attach a picture to the item by clicking on the button and locate the picture. 20. Click the <Add> button when finished. To Modify an Item 1. Find the item number either by clicking on the <Search> icon or by manually typing it in. 2. Make the changes. 10 Item

3. Click the <Update> button when finished. Enter/Modify Special Item This function is used to define a special item, that is, to assign a special price to the item within the effective dates. The commission rate entered here will override the salesperson s own rate. Item No. Enter the item no. This item must already be defined in the item database before using it as a special item. From Date Enter the date that the item starts to be on special. If items were sold before this date, the system will not use the special price. To Date Enter the date that the special item will be effective till. Regular Price Item 11

The default price refers to the price defined when the item was entered into the database. On Hand Qty Once the item has been inputted, the quantity of the item available on hand will be displayed. Price Enter the price of the item, which will be in effect for the specified period. Commission % The commission percentage awarded. Print Message Select this option to choose to have the message defined in the Message field printed on the receipt. Message Additional information such as Final Sale or No Refund may be entered in this field. This information will be printed on the receipt right after the item description if Print Message field is enabled. Special Item by Subcategory To define special item by subcategory, click on Add by Subcat : The input fields are similar except the pricing is applied to the entire selected subcategory instead of individual items. Special Item by Vendor To define special item by vendor, click on Add by Vendor : 12 Item

The input fields are similar except the pricing is applied to the entire selected vendor instead of individual items. Order By Sort the data by Date and Item number or by Item number. Purge by Subcat To clear special items based on the Subcategory entered. Purge by Vendor To clear special items based on the Vendor entered. Purge by Cut-off Date To clear special items based on the To Date and Cut Off date entered. To Print a Special Item Report Click on Print and a Special Item Report will print to the report printer. To Create a Special Item 1. Click on the <New> button. 2. Find the item number either by clicking on the <Search> button or by manually typing it in. 3. Define the starting date for the item either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 4. Define the ending date for the item either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 5. Enter the new price. 6. Enter the commission % for the salespeople (optional). 7. Type a message as a note for the item. 8. Click the <OK> button when finished. To Modify a Special Item 1. Double click on the item to modify. 2. Make the changes. 3. Click the <Update> button when finished. To Delete a Special Item 1. Click on the <Delete> button. Item 13

2. Select the item to delete by clicking on the item in the list. 3. Click the <OK> button to delete the special item. To Search for a Special Item 1. Click on the <Search> button. 2. Type in the desired special item code. 4. The desired special item will be highlighted in the list. Enter/Modify Mix and Match Table This function allows price adjustments to be made automatically when specified quantities of certain items are purchased. If a customer purchases items from a Mix & Match group, the system will use the mix & match price instead of the regular item price. To Define a Mix & Match Group A. Define a group and enter the effective date 14 Item

1. Click the <New> button. 2. Enter a name for the new group. 3. Define the starting date for the group either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 4. Define the ending date for the group either by clicking on the drop down menu and selecting a date from the calendar or by manually typing the date in. 5. Hit the <Enter> key. B. Define/Add Batch(es) to the group 1. Click the button under the batch table to search for an existing batch or to define a new batch. 2. If a desired batch does not exist, please do the following: a. Click the <New> button. b. Type in a non-existing name for the new batch. c. To add an item individually, find the item either by clicking on the button or by manually typing it in. d. To add an item by subcategory, please do the following: i. Click the <Add Items by Subcat> button. ii. Find the subcategory either by clicking on the <Search> button or by manually typing it in. iii. Upon selecting the subcategory, all the items belonging to the selected subcategory will be displayed: Item 15

iv. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. v. Click the <OK> button to add. vi. Repeat steps i-v until all the components are included. e. The batch now is populated with the selected items. f. Change the price if needed. g. Click the <OK> button when finished. h. Repeat steps a-f to create more new batches if required. 3. If a batch exists, select the desired batch. 4. Click the <OK> button to add. C. Enter the Price and Quantity for the Selected Batch 1. Enter the quantity for the batch. 2. Enter the price for the batch. 16 Item

Qty refers to the number of items that must be purchased from this batch (along with the items required from other batch components) before the batch Price will take effect. Repeat steps B-C for More Batches Press the down arrow key to continue to Add/Define batches by repeating steps B-C until all the Mix & Match Groups are complete. In Cash Register, when the customer buys some items that belong to a certain Mix & Match group, the system will change the selling price and the color of that line will be changed to green. Users can print the Sales Report for all the Mix & Match under sales by Price Group. Example - Defining a Mix & Match Group Pop & Chip Combo : Sold separately, the cost of a pop and a chip would be $2.50. We want to set up a Mix & Match Group to change the price of a pop and chip when purchased together to $1.99. Here is how we would accomplish this: 1. Define a group called POP&CHIP enter the effective date. 2. Define a new batch called POP and add items like 7UP, COKE, ROOTBEER, etc. to this batch. 3. Define a new batch called CHIP and add items like KETCHUP_CHIP, VINEGAR_CHIP, PLAIN_CHIP, etc. to this batch. 4. Add batch POP to the POP&CHIP group and enter 1 as the Qty and $0.99 as the price. 5. Add batch CHIP to the POP&CHIP group and enter 1 as the Qty and $1.00 as the price. 6. Now the total price of POP&CHIP will be $1.99. In Cash Register, when buying a POP, it is $1.25 and a CHIP is $1.25. But when the customer buys both, the system will change the price for POP to $0.99 and for CHIP to $1.00. Item 17

Enter/Modify Spiff Items This function is used to create spiff items, which are existing items with an additional commission bonus attached to it. This menu is very similar to the Enter/Modify Special Items menu. Item No. Enter the item number. This item must already be defined in the item database. From Date Enter the date for which this item becomes available. To Date Enter the date for which this item will no longer be available. 18 Item

Commission Amount Enter the bonus commission amount (dollars). Commission % Enter the bonus commission percentage. Only enter either the commission amount or the commission percentage. Spiff Items by Subcat Use this function to enter spiff items by selecting an entire subcategory. The menu fields that appear are similar to the main Enter/Modify Spiff Items screen, except an entire subcategory is chosen instead of just one item. Enter/Modify Split Inventory Table This function allows users to define the conversion between two similar items with different package sizes. It is generally used by liquor stores, where items can be sold individually or in cases, boxes, etc. All items must be non-identifiable in order to split or combine. The information defined in this section is used in the Inventory Split/Combine Inventory function. Item 19

To Create a Split/Combine Item 1. Click the <New> button. 2. Find the item number of the item to split FROM either by clicking on the <Search> button or by manually typing it in. 3. Find the item number of the item to split INTO either by clicking on the <Search> button or by manually typing it in. 4. Enter the quantity the FROM item will split INTO in the Split/Combine Qty field. 5. Click the <OK> button to see the new Split/Combine item appear. For example, one CASE of Molson 355 ml, which is equivalent to 36 CANS of Molson 355 ml, were to be split into single CANS, the following would happen: 1. A case of Molson has the item number 100 and a can of Molson has the item number 200. 2. Input item number 100 (case) as the Split Item # (from item). 3. Input item number 200 (can) as the Into Item # (into item). 4. Input 36 as the Split Qty. 5. Click the <OK> button to post it. Enter/Modify Suggested Item List This function is used to create a list of suggested items to sell. The list will automatically pop up in the cash register if enabled under Housekeeping User Parameters Point of Sale. 20 Item

To Create a Suggested Item 1. Click the <Add> button. 2. Select the desired item either by scrolling and clicking on it or by manually typing it in. 3. Click the <Exit> button when finished. To Delete a Suggested Item 1. Select the desired item by clicking on it. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. 4. Click the <Exit> button when finished. Enter/Modify Parts for Finish Product This function is used to create a product which is made up of several other items. Finished product is the same as non-identifiable item except that the user can use Inventory Create Finish Product to adjust the inventory level. It is different from a kit item because it has inventory. It is different from Split/Combine as split/combine is changing from one item to another, where finish product can be created by multiple items. Item 21

To Create a New Finish Product Make sure an item is created in Item Enter/Modify Item before proceeding. 1. Find the finish product item number either by clicking on the search button or by manually typing it in. 2. Click the <New> button. 3. Find the component item number either by clicking on the search button or by manually typing it in. 4. Specify the quantity to be included either by clicking the up/down arrows or by manually typing it in. 5. Click the <Add> button to add the component. 6. Repeat steps 3-5 until all the components are included. 7. Click the <Done> when finished. To Delete a Finish Product 1. Select the Finish Product to be removed. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. 22 Item

To Add a Part from a Finish Product 1. Select the Finish Product to add a component to. 2. Click New button at the bottom. 3. Find the component item number either by clicking on the search button or by manually typing it in. 4. Specify the quantity to be included either by clicking the up/down arrows or by manually typing it in. 5. Click Add button to add the component. 6. Repeat steps 3-5 until all the new components are added. 7. Click the <Done> button when finished. To Delete a Part from a Finish Product 1. Select the Finish Product with the component to be removed. 2. Select the component from the bottom list. 3. Click Delete button. 4. Click Yes to remove it, No to keep it. Modify Item Details by Subcategory This is a very useful function when a change to the same information for all items in a subcategory is needed. E.g. changing the selling price, item descriptions, discountable setting, etc. Item 23

Suppress Inactive Items If enabled, the system will only show active items. If disabled, the system will show all items. To Modify Item Details by Subcategory 1. Find the subcategory code either by clicking on the <Search> button or by manually typing it in. 2. If Suppress Inactive Items checkbox is flagged, only active items will display. 3. Click the <Select Fields> button to pop up a window as in the above figure. 4. Select the fields to modify from the list on the left and click > or click >> to add all fields. To remove fields, click < or <<. 5. Modify the fields by clicking on the fields and type in the new values. 6. Click the <Update> button when finished. Modify Item Stock Level by Subcategory This function is used to modify the monthly minimum and regular stock level by subcategory. 24 Item

Suppress Inactive Items If enabled, the system will only show active items. If disabled, the system will show all items. To Modify Item Stock Level by Subcategory 1. Find the subcategory code either by clicking on the search icon or by manually typing the code in. 2. A new window will pop up. 3. To select multiple fields, hold Ctrl key and click on the desired fields. 4. Click on the > button to add to the Selected Fields area or click >>" to add all fields. 5. To remove selections, select the fields and click < button to remove or click << to remove all. 6. Click the <OK> button when finished. 7. Modify the stock level by clicking on the field and type in a new stock level. 8. Click the <Update> button when finished. Modify Item Price/Cost This function is used to modify the price and cost either by subcategory or by percentage. Item 25

To Modify Item Price/Cost by Subcategory 1. Select By Subcategory and click the <OK> button. The following screen will appear: 2. Find the subcategory code either by clicking on the <Search> button or by manually typing it in. 3. Select a price group, to display for modifications, in the For Price Group field by clicking on the drop down menu. 4. Flag Suppress Inactive Items to only show active items. Uncheck it to show all items. 5. Click the <Apply> button to see the list of items. 6. Modify the fields by clicking on the fields and typing in the new values. 7. Click the <Update> button when all updates are done. 8. Click the <Exit> button when finished. To Modify Item Price/Cost by Percentage 1. Select By Percentage and click the <OK> button. The following screen will appear: 26 Item

2. Find a starting subcategory code and an ending subcategory code either by clicking on the search icon or by manually typing the code in. 3. Select a price group, to apply the modifications to, in the For Price Group field by clicking on the drop down menu. 4. Select a price group, to be based on when applying the modifications, in the Based on field by clicking on the drop down menu. 5. Enter the mark up percentage based on the price either by clicking on the up/down arrows or by manually typing it in. 6. Select the desired method to make it to Fixed to or Rounded to. 7. Select the desired method to round the price to the Nearest, Up or Down dollar. 8. Enter the amount to be rounded to either by clicking the up/down arrows or by manually typing it in E.g. if.25 is entered in this field, all item prices will end with.25 if Fixed to is selected. Otherwise, it will be rounded to 0.25, 0.50, 0.75, 1.00. 9. Click the <OK> button when finished to apply the changes. 10. The system will prompt whether to update other price groups as well or not. 11. Click Yes to update them now, No to update them later. Delete Items by Subcategory This function is used to delete all items in a subcategory quickly. The window displays all the items in the chosen subcategory. To delete, select the desired items and click the <Delete> button. Only items with no quantity on hand will be displayed on the screen. Item 27

To Delete Items by Subcategory 1. Find the subcategory code of the desired items to delete either by clicking on the <Search> button or by manually typing the code in. 2. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. 3. Click the <Delete> button. 4. Click Yes to remove the selected item(s), No to keep the item(s). Delete Items by Date This function is used to remove items from the inventory by date. Only items with no quantity on hand will be displayed. 28 Item

With No Sales Since All items that have not been sold after this specified date will be retrieved for deletion. With No Receiving Since All items that have not been received after this specified date will be retrieved for deletion. Created on and before All items created on or before this specified date will be retrieved for deletion. To Delete Items by Date 1. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing the code in (leave alone to display all subcategories). 2. Define the With No Sales Since field for the items either by clicking on the drop down menu or by manually typing the date in. 3. Define the With No Receiving Since field for the items either by clicking on the drop down menu or by manually typing the date in. 4. Define the Created on and before field for the items either by clicking on the drop down menu or by manually typing the date in. 5. Click the <Start to Retrieve Date F4> button to retrieve all the items that falls in the range. 6. A list of items will appear: Item 29

7. Select the desired items to include either by flagging the items (double clicking the checkbox) or by clicking the <Select All> button to include all the items. 8. Click the <Delete> button. 9. Click Yes to remove the selected item(s), No to keep the item(s). Delete Barcode by Date This function is similar to the Delete Item by Date except it will only delete the barcode number and not the item. This function is very useful by keeping the item in the system and cleaning up some old barcodes. The functions and buttons for this menu operate in the same way as Delete Item by Date. 30 Item

Search Item by Keyword Use this search method to find an item using a keyword search. The system will display all items containing the word in their description and/or attribute. Enter Text to Search Enter a word that is associated with the item. For Example: To search for Kodak camera with 80X zoom, a possible keyword would be Kodak. All matching items will be displayed along with pertinent information. To view more detail for a recalled item, select the item and then press Item Detail. Item 31

Price/Cost List RSW Retail Sales System Back Office This function generates a report, which will include the price and cost of items based on the criteria selected in the screen below: Complete Price Group If enabled, the report will include all price groups. Item Status Select the status of the desired items to include. Print Cost If enabled, the report will include the cost, G.P. and mark up. Print Stock Quantity If enabled, the report will include the on hand quantity for each item. Print Extended Description If enabled, the report will include the full item description. Because this will make the report very long, it is not recommended to be selected every time. Page Break between Each Primary Sorting If enabled, the report will include a page break between each category. Sort by (Primary) / Then by (Secondary) Select the primary and the secondary criterion to sort the items on the report by. 32 Item

To Generate a Price/Cost List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to display all categories). 2. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to display all subcategories). 3. Select the vendor codes either by clicking on the <Search> button or by manually typing them in (leave alone to display all vendors). 4. If the Entry Date checkbox is enabled, the report will only show items entered in the defined date range. 5. If the Complete Price Group checkbox is enabled, the report will include all price groups. 6. If the Selling Unit checkbox is enabled, the report will show the selling unit of each item. 7. Two Price Groups can be selected by clicking on the drop down menus. 8. If the On Hand Qty checkbox is enabled, the report will filter the items according to the selected fields. 9. If the <Select Item Attributes> button is clicked, the following window will be displayed: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 10. Select the status of the desired items to include by flagging the checkboxes. 11. Select the desired print options. 12. Enter any remarks regarding this report. The remarks will be printed on the bottom of each page and may be used as a reference. 13. Click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item 33

This is a sample of Price/Cost list: Price/Cost Change list This function is used to generate a list for price and/or cost changes to items. To Retrieve Price/Cost List 34 Item

1. Define the starting date by either clicking on the drop down button or by manually typing the date in. 2. Define the ending date by either clicking on the drop down button or by manually typing the date in. 3. Click the <Retrieve F4> button. Price Break List This function is used to print a list of all components that has a price break. Once the selections have been made, click <Preview> to view the report on screen or click the <Print> button to print it to the report printer. This is a sample of Price/Cost list: Kit s Components List Item 35

This function is used to print a list of all components within a kit. Kits are a group of individual items selected to make a package and sold at a set price. For Example: A camera may be sold for $119.99, a roll of film for $7.99, and a carry case for $29.99, which totals to $157.97. To sell all three items as a package for a set price (promotion), a kit can be created and the inventory will be adjusted and maintained accordingly. To Generate a Kit s Components List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing the code in (leave alone to display all categories). 2. Select the desired method to sort the report by Category or Item #. 3. Click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. Non-Taxable Item List 36 Item

This report can be used to check unusual items. Use this report to make sure the tax settings are correct for the items. For example, when printing a non-gst report of all items and some GST taxable items were printed, then the tax settings are incorrect. Similar for Discountable settings or Print Label settings. To Generate a Non-Taxable Item List 1. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to display all categories). 2. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to display all subcategories). 3. Select the vendor codes either by clicking on the <Search> button or by manually typing them in (leave alone to display all vendors). 4. Find a starting item number and an ending item number either by clicking on the <Search> button or by manually typing them in (leave alone to display all items). 5. If the <Select Item Attributes> button is clicked, please do the following: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 6. Select the desired print options. 7. Select the desired item status. 8. Select the desired Non-Taxable types. 9. Select a Primary sorting type. 10. Select a Secondary sorting type. 11. Enter any remarks regarding this report. The remarks will be printed on the bottom of each page and may be used as a reference. 12. Click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item 37

Stock Level List This report will display the Regular Stock Level and Min Stock Level of the items. These stock level are defined under Items Enter/Modify Items Stock. Enter the Category and Subcategory ranges of the items to be included in the report. An option to sort entries in the report by Description or by Item # is available and a typed in remark can be included on the bottom of every single page of the report printed. Once the selections have been entered, click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Item Labels 38 Item

This function is used to print barcode labels for items. Number of Copies Select to have either the number of labels printed based on the quantity on hand or specify the exact number of labels to print. Start Print on Row Here to specify which row to start printing the labels. Margin (inch) Depending on the choice of label size, which is set under Housekeeping User Parameter, set the margin accordingly. For 1.5 x 1 (5 across) on Laser Jet Printer: set 0.5 for Top and Left. For 2.833 x1 (3 across) on Laser Jet Printer: set 0 margins. Print Ext. Description If enabled, the label will have the extended description printed on it. Print Vendor/Stock # If enabled, the label will have the Vendor Stock No. printed on it. Print Attributes If enabled, the label will have the item attributes printed on it. Print Price If enabled, the price will be included on each label. Price Group Applicable only if Print Price is enabled. Item 39

Price Include Forced Link Item If enabled, the price printed on the label will include the forced link item (if applicable). Style From the drop down menu, select the format and layout style of the labels. The selection made depends on the type of blank labels being used. The initial selected style defaults to the style selected under the Housekeeping User Parameters Inventory setup. Label Printer Select the printer to print the labels. To Print Item Labels 1. Select the desired method to print the labels by Category, Inv #, Date, P.O#, Price Chg. or Entry Date. 2. Enter the range of the criteria under the corresponding section on the left hand side. 3. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing them in (leave alone to print all categories). 4. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing them in (leave alone to print all subcategories). 5. Find a starting item number and an ending item number either by clicking on the <Search> button or by manually typing them in (leave along to print all items). 6. Select the status of the desired items to include by flagging the checkboxes. 7. If the <Select Item Attributes> button is clicked, please do the following: a. Enter the range for the attributes (leave alone to select all attributes). b. Click the <OK> button. 8. Enter the number of copies to print either by clicking on the up/down arrows or by manually typing it in. 9. Enter the row number to start printing either by clicking on the up/down arrows or by manually typing it in. 10. Define the printing margins either by clicking on the up/down arrows or by manually typing it in. 11. Select whether to print extended description, vendor/stock#, and/or attributes or not by flagging the checkboxes. 12. Select whether to print prices or not by flagging the checkbox a. If Print Price is flagged, select a price group by clicking on the drop down menu. 13. Select whether to make prices include forced link items by flagging the checkbox. 14. Select a print style by clicking on the drop down menu. 15. Select a printer by clicking on the drop down menu. 16. If the information is to be exported, choose a type of delimiter to separate one item from another. 17. Click the <Generate> button to generate item labels. The system will display the number of labels generated under # of Item Labels Generated field. 18. Click the <Preview> button to view the labels on the screen or click the <Print> button to print it to the selected printer. 19. Click the <Export> button to export the information to another file type. (Note: For the Eltron printer, users cannot preview the label) Shelf Labels 40 Item

This function is used to print labels that are used for the shelves where the items are placed on. The parameters and menu are very similar to the Item Labels function: The function Define Label Format is used to define the different format that will be used for the shelf labels: Choose between format 1 and format 2. For each format, specify which attribute to print in the different fields. When done, press the <OK> button. The functions and buttons for this menu operate similarly to Item Labels. If Print with Qty on Hand is flagged, the system will only print labels for items that have inventory on hand. Item 41

INVENTORY RSW Retail Sales System Back Office This section explains how to accurately maintain the inventory, which includes receiving, returning, adjusting, inter-store transfers and inventory count. Receive/Return Inventory When receiving a shipment from a supplier, enter the quantities here to update on hand quantities for the items. Invoice # This number must be unique for each individual entry. If the number already exists, the system will give a warning and does not continue to the next step. If there is any transaction saved without posting before, click the <Search> button beside it to view all the unposted transaction. PO # If the Profitek Integrated PO Module is installed, enter the PO number here. To search for the PO, click the button beside the PO number. The System will bring up the PO to update the received quantities. Invoice Date The invoice date from the supplier. Due Date The due date will be system generated based on the terms defined for this vendor. This Date may be modified at the time of entry. 42 Inventory

At anytime, when entering the information below, use the following keyboard function keys: <F3> Item Search <F7> Qty Detail Extended Cost System will calculate the extended cost by multiplying the quantity with by the cost. GST If enabled, GST is taxable. Purchase Unit When receiving a box of 30 non-identifiable items, the purchase unit BOX can be entered. Conversion When receiving a box of 30 non-identifiable items, enter the conversion as 30. This value will be multiplied with the Quantity previously entered, to get the Total. Size Items Detail Increase/Receive Enable this option if receiving inventory. If size items with color and/or width are received, please complete the required information before proceeding, a screen similar to the one below will appear: Fixed Unit Cost If enabled, the items being entered have the same cost for all sizes and color. Color/Width Enter the color/width of the item. (must pre-define all the codes under Table Color/Width Code). Decrease/Return Enable this option if returning inventory is needed. Inventory 43

Specifying the quantity for each style (if applicable) of the item Decreased/Returned from the inventory is a must: Identifiable Item If receiving identifiable items (items with serial numbers), entering a serial number for each quantity received is a must. The following screen will appear: If the parameter Allow Same Serial number is not enabled in Housekeeping User Parameter Inventory, then entering a serial number that is already on hand is not allowed. In order words, it is not allowed to have same item on hand with the same serial number. Miscellaneous Charges 44 Inventory

When clicking the <Misc. Charges> button, the system will pop up the following screen to enter the Misc. Charges for this invoice: G.S.T Select Yes from the drop down menu if service charge is G.S.T taxable, No if the charge is not taxable. Prorate Method Applies any miscellaneous charges to the inventory cost. The charge can be prorated to the inventory cost by quantity or by amount. For Duty, the charge can be prorated according to the definition entered in Enter/Modify Item. Upon completing entering the Misc. Charges, the following options are available: Print This will print the receive/return log for verification before posting the inventory into the database. Post This will save the entry and Post the inventory, which will update on hand inventory. Add If the system must be used for another function prior to completing information entering, click Add. This will save the inventory transaction but will not update the inventory. To edit this screen again later is possible by entering the invoice number and continue with the entry. Delete Use this to delete an unposted transaction. To Receive an Inventory Inventory 45

1. Find the vendor code either by clicking on the <Search> button or by manually typing the code in. 2. Enter the invoice number given by the vendor. 3. Enter the PO number (if applicable) either by clicking on the <Search> button or by manually typing it in. a. If a PO exists and no items are on backorder, skip steps 7-15. b. If a PO exists but a few items are on backorder, skip steps 7-13, continue on step 15. c. If a PO does not exist, continue on step 4. 4. Enter the invoice date given by the vendor either by clicking on the drop down menu or by manually typing the date in. 5. Enter the due date either by clicking on the drop down menu or by manually typing the date in. 6. Enter a reference such as who is receiving the shipment (optional). 7. Select the item number either by clicking on the button or by manually typing the code in. 8. Enter the quantity by typing it in. 9. Enter the theoretical cost of each item by typing it in. 10. Flag the GST checkbox if the item is GST taxable. 11. Enter the purchase unit if applicable. 12. Enter the conversion if applicable. 13. Hit the down arrow key to add another item. 14. Repeat steps 7-13 until all the items are included. a. Skip next step. 15. If a few items are on backorder, change the quantity of the item(s). 16. If there are any miscellaneous charges, click on the <Misc Chg> button located above the <Add> button. 17. Enter any miscellaneous charges if any. 18. If there are any GST charges, enter the value either by clicking the <Calculator> button to calculate or by manually typing it in. 19. Click the <Add> button if not posting to the inventory yet. 20. Click the <Post> button to update the inventory. To Return an Inventory 1. Follow the steps of To Receive an Inventory. 2. Make sure the quantity to be entered is in negative form (E.g. -5 if returning 5 items). 3. Hit the <Enter> key. 4. Type in the total number of items to return. 5. Hit the <Enter> key. 6. Adjust the numbers accordingly (if applicable). 7. Click the <OK> button. 8. Repeat steps 2-7 until all the items are included. 9. Click the <Post> button when finished. 10. Click Yes to post it, No to abort posting. Inventory Adjustment 46 Inventory

This function is used to manually decrease or increase the inventory. Txn Date The date of the adjustment or the date of the original inventory entry. Type Selecting what type of inventory adjustment will be applied is a must, a Decrease or an Increase. Qty Enter the quantity to decrease or increase (always a positive number in this field). This value is only adjustable for non-identifiable items, otherwise, it is restricted to 1. To Increase/Decrease an Inventory 1. Enter the date of the adjustment or the original inventory entry. 2. Enter any remarks (optional). 3. Enter any references (optional). 4. Find a vendor code either by clicking on the <Search> button or by manually typing it in (optional). 5. Select the type of adjustment : Increase or Decrease. 6. Find the item number either by clicking on the button or by manually typing it in. 7. Modify the Qty field to increase or decrease the inventory (all numbers must be positive). 8. Hit the down arrow key to adjust another item. 9. If increasing inventory for size items, the following screen will appear to allow entering the quantity for each color and width combination: 10. If decreasing inventory for size items, a different screen will appear. All the color/width combinations of the item will show up to allow entering the quantity to decrease on the last column. Inventory 47

11. Click the <POST> button to save the transaction, the <Cancel> button to restart or the <Print> button to print a report of the adjustment. Please note that if the General Ledger Integration is installed, the system will prompt for an account code. (000-4930 Inventory Adjustment). Confirm the G/L account code as it may vary for some locations. Cost Adjustment This function is similar to the Inventory Adjustment. The difference is, instead of modifying the quantity, the cost is being adjusted. For inventory that is still on hand, it is possible to only adjust the cost. Txn Date Enter the date on which the adjustment is being entered. To Adjust the Cost 1. Enter the date of the adjustment or the date when the inventory was received. 2. Find the item number either by clicking on the <Search> button or by manually typing it in. 48 Inventory

3. Enter any remarks (optional). 4. A list of all the invoices containing this item are now being displayed. 5. The cursor will advance to the Revised Cost field where the extended cost of the items are being displayed. 6. Enter the new extended cost. 7. Click <Post> to save the revision. If the GL module is enabled, upon posting the cost adjustment, balance out the difference resulting from the adjustment is required. Select a GL account to credit or charge the difference to, input the amount and click the <OK> button. Split/Combine Inventory This function uses the information defined in the Split/Combine Inventory Table as previously described. Using the given information, it gives the option to convert from one item to another, updating the inventory accordingly. To Split/Combine Inventory 1. Select the Split or Combine radial button by clicking on it. 2. Find a From Item # either by clicking on the <Search> button or by manually typing it in. Inventory 49

3. Find an Into Item # either by clicking on the <Search> button or by manually typing it in. 4. Enter the number of From Items to split/combine. 5. Hit the <Enter> key to post it in the list. 6. Repeat steps 2-5 until all the splitting items are included. 7. Click the <Post> button when finished. Using the previous example, where 1 CASE of Molson 355 ml (from item, no. 100) is equivalent to 36 CANS of Molson 355 ml (into item, no. 200), to split the inventory. Eg. converting from item(case) to into item (can). The following would occur: 1. Choose Split Inventory as the Type. 2. Input 100 as From Item #. 3. Input 200 as Into Item #. 4. Input 1 as Qty (ie. Desired conversion from 1 case to cans). 5. Click the <Post> button. Now, in our inventory, the quantity of Molson 355 ml CASE will decrease by 1 and the quantity of Molson 355 ml CAN will increase by 36. Create Finish Product This function is used to update the inventory with the number of finish products created and to reduce the number of components used to create the products. On Hand Provides the number of the selected Finish Product on hand. Qty The quantity to increase the Finish Product in the Inventory. To Create Finish Product(s) 1. Find the finish product item number either by clicking on the search icon or by manually typing it in. 2. Specify the quantity to be increased either by clicking the up/down arrows or by manually typing it in. 50 Inventory

3. Click the Refresh button to view the required number for each item (if a specific component is in red, it means there is not enough components on hand to create the finish products). 4. Click Create button to update the inventory. Inter Store Transfers This function is used to receive and send inventory transfers between stores. Transfers In/Out This function is used to transfer inventory from one store to another. (Before commencing the transfers, define the Store Codes under Table Maintenance Store Codes.) The following screen will appear: Fm Store Original location. To Store Destination location. Inventory 51

Txf Qty The quantity to transfer. To Transfer Items from One Store to Another 1. Select a Fm Store number by clicking on the drop down menu. 2. Select a To Store number by clicking on the drop down menu. 3. Find the Item number either by clicking on the <Search> button or by manually typing it in. 4. Enter the transfer quantity in the Txf Qty field. 5. Click the <Print> button to print a transfer log. 6. Click the <Post> button to save the transfer. (Note: the system will assign an audit number and print it on the transfer list. This number will be used as the invoice number at the store level) In order to transfer inventory using the Upload from Vendor Invoice function, the inventory must be received through Receive/Return Inventory. To Transfer Inventory by Vendor Invoice 1. Click the <Import from Vendor Invoice> button. The following screen will appear: 2. Enter the vendor code either by clicking the <Search> button or by manually typing it in. 3. Type in the invoice number. 4. All the items in the invoice will be displayed. 5. Double click on the desired item and click the <OK> button or click the <Select All> button to select all items. 6. Click the <Print> button to view the transfer logs. 7. Click the <Post> button to save the entry. When transferring inventory to another store, the system will decrease the inventory right after posting the entry. The Profitek Host Control system is required in order for the system to automatically transfer the inventory to the other store. When transferring inventory from another store, inventory will increase only after the polling at night. The Host Control system will decrease the inventory from the other store and then increase the 52 Inventory

inventory for this store. If there s insufficient quantity at the other store, the system will not do the transfer. Manual Transfer In/Out Manual Transfers work the same way as the Inter-Store Transfers except it is required to enter the transfer at both the from and to location. For user without the Profitek Host Control system, use this function to transfer inventory out to another store or transfer inventory into a store. How to transfer inventory out has been explained in the last two sections. To receive transfer, change the Fm Store and the To Store accordingly. To transfer inventory into this store, the system will increase the inventory right after posting as there will be no polling for manual transfer. Confirm Transfer Must be used together with the integrated Host Control module. If the Confirm Transfer is enabled under Host Control, then after polling, if there is any inventory transfer into the store, the store must use this function to accept the transfer. Otherwise the system will not update the inventory for the store. To Confirm a Transfer Inventory 53

1. Click the <Open Batch> button. 2. Select the desired batch by clicking on it. 3. Click the <OK> button. 4. A list of items will appear in the window. 5. If the quantities don t match, type in the new quantities in the New column. 6. Click the <Post> button when finished. Inventory Transfer List This function generates a report with the listings of dates, store number, quantity, and cost of the inventories transferred from one store to another. Depending on the current store number, an option to choose to generate the report by inventory transferred in and/or out is available. Inter-Store Transfer Check List 54 Inventory

This function is used to generate a report of all outstanding inter-store transfer. An option to generate the report by the Audit # or by Transaction Date is available. Inventory Audit List This function will provide a detailed report listing all inventory adjustments made through the system. Selection Criteria Inventory 55

Specify the Transaction Date (Invoice Date for Receive/Return Inventory), Entry Date, Vendor Code, and Invoice No. range to include in the report. For the dates, specify whether to use the Transaction Date, the Entry Date, or both by checking off the corresponding boxes. Report to Print Select the desired reports to print along with the audit list. Print options The following options in the report may be chosen: New transactions only, a page break between transaction types, and/or a page break between transaction dates. When all the desired criteria are showing, either click the <Preview> button to preview the report on the screen or click the <Print> button to print it to the report printer. Print Receiving Invoice This function prints invoices for received inventory by subcategory. Select the desired criteria ranges and click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. This is a sample Receiving Invoice: 56 Inventory

Print Receiving List This report will print the received invoices by vendor. The inventory cost, miscellaneous charges, taxes and invoice total for each entry will be printed. Specify the selection criteria and choose between Summary and Detail report. Then click the <Preview> button to view the report on the screen or click the <Print> button to print it to the report printer. Inventory 57

This is a sample Receiving List: Print Receive/Return Report This report prints out information regarding received and returned inventory. It is divided by subcategory and broken down into the inventory items within each category. For each item, the Vendor, Current Cost, Average Cost, Received Quantity, Received Cost, Quantity on Hand, and Total Cost are printed. Please specify the selection criteria and then check any Print Options desired. 58 Inventory

This is a sample Receive/Return report: Modify Serial #/Status This function is used to modify the serial number and inventory status of an item. Enter the desired item number to modify. Then enter the revised serial number and inventory status as shown in the above screen. When the modifications have been completed, click the <OK> button to save. Inventory 59

Modify Lot # / Expiry Date This function is used to modify the items lot number and/or expiry date. To Modify Lot #/Expiry Date 1. Find the item either by clicking on the <Search> button or by manually typing it in. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to abort modification. Change of Serial # Report This report will display all items that have serial number changed. Print this report to check which item s serial number has been changed and who made the change. This could prevent items from being exchanged without being noticed. Specify the Transaction Date, Item No. range, and an optional Report Remark, then click the <Print> button. 60 Inventory

Search Item by Serial # This function can be used to quickly search an item on hand or sold today, by Serial No. The system will provide the item status and the receiving information on the item. Under the Source column is the invoice number when the item was received. Inventory Physical Count This section provides functions that are used to maintain consistency between the system inventory and the physical inventory. To access these functions, select Inventory Inventory Physical Count and a submenu of functions will appear. Create Physical Count Image This function is used to create an image file a duplicate database of the inventory. This image can be used to compare the physical inventory count to the on-hand system inventory count, at the time the image file is created. In general, the image file should be created whenever a physical count is to commence. System will show the date the last image file was created (if exists). Clear Clear the existing image. Inventory 61

Create / Overwrite Create a new image or overwrite an existing image if one was previously created. If an image file has already been created, the <Create> button will be displayed as <Overwrite>, which allows overwriting a previously defined image file. Exit To cancel this function. Enter/Modify Inventory Physical Count This function is for inputting the actual physical count inventory. Based on Image File If an image file was created and this field is enabled, when the system calculates the variance, it will compare the actual count with the on-hand inventory at the time the image file was created. Otherwise, it will use the current on-hand inventory. Continue Count Yes to continue inputting the actual amount information from previous session, No to enter the count all over again. If continue count is selected and if the items are already counted, the system will add the current count to the previous count as the final actual count. Item Status The type of items in the inventory physical count to be entered/modified. 62 Inventory

The following screen will appear once the selections are made: Entry Method Item # To enter the inventory count by item number, the required input is as follows: Non Identifiable Items Enter the item number and the actual quantity. Identifiable Items Enter the item number, serial number and the actual quantity. Size Items Enter the item number, matrix information (size, color, width) and the actual quantity. Batch If Batch was chosen, enter the category and sub category ranges in the appropriate fields and click apply. The items will be listed in the data section to allow adjustment of the actual count quantities under the count column. Inventory 63

File Find and open the text file with the physical count information. This is used after completing the physical count with a portable scanner and uploading the file onto the system. (Please refer to download Item/Barcode file for the upload file format) Select the appropriate file and the items will be listed in the data section with the quantities from the physical count file. Adjust the actual count quantities under the count column if necessary. Load Uncounted Items This button will only appear if an image was created within a month s time. Click this button to load a list of the uncounted items. 64 Inventory

To Enter/Modify Inventory Physical Count 1. Go to Inventory Inventory Physical Count Create Physical Count Image. 2. Click the <Create>/<Overwrite> button to create/overwrite the physical count image. 3. Click Yes to process, No to cancel a. The image must be created and/or updated before proceeding to have more accurate comparisons. 4. Go to Inventory Inventory Physical Count Enter/Modify Inventory Physical Count. 5. If Based on Image File is enabled, the system will compare the actual count with the on-hand inventory at the time the image file was created. 6. Select whether to continue count or not. 7. Select the desired item status. 8. Click the <OK> button. 9. Select an Entry Method. a. If by Item #, please do the following: i. Type in an item number. ii. Type in the actual count of the item. iii. Hit the <Enter> key. b. If by Batch, please do the following: i. Find a starting category code and an ending category code either by clicking on the <Search> button or by manually typing it in. ii. Find a starting subcategory code and an ending subcategory code either by clicking on the <Search> button or by manually typing it in. iii. Click the <Apply> button. iv. Modify the Count column to adjust the actual physical count for each item. c. If by File, please do the following: i. A new window will pop up to select a file to load. ii. Modify the Count column to adjust the actual physical count for each item. 10. Select the desired way to sort the list under Sorted By. 11. Click the <PRINT> button to generate the physical count report. The report will provide an on-hand quantity, actual quantity entered, and all variances. This report is used to ensure no errors have been made prior to posting. 12. Click the <Clear All> button to clear all the entries and start all over again. 13. Press the <Load Uncounted Items> button to clear all the uncounted items inventory to zero. Inventory 65

14. When ready to update the inventory, click the <POST> button and confirm this task. If the GL integration is enabled, the Physical Count General Ledger Screen as below will appear: An adjustment to the debits and credits for the items in variance is required to make the Out of Balance equal to zero. The GL account entered here should be an expense account. Once completed, click the <OK> button to save the entry. Physical Count Comparison Report This function is used to print the total on hand quantity before the count and the total actual count. Post the inventory prior to printing this report for an accurate variance. (This report will not be available if an image file was not created before doing the physical count) The Physical Count Comparison Report lists all the categories in which an item's quantities have been manually adjusted. This report can be printed anytime after an adjustment has been posted. 66 Inventory

Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. Inventory Uncounted Report This report tells which items are uncounted (have not yet had their physical quantity inputted) in the system. Please note that the following report is only available if the physical count is based on an image file. Use the <Load Uncounted Items> button under Inventory Inventory Physical Count Enter/Modify Inventory Physical Count to adjust the inventory level of the uncounted item. The button will only appear if a physical count image was created within a month. Inventory 67

Once all the information has been entered and the criteria have been selected, click the <PRINT> button to print a hard copy of the report to the report printer. Please note there is no preview of this report prior to printing. Create Item Lookup File If a portable scanner is used to count the inventory, the item/barcode file must be downloaded for the portable scanner to verify the item number or barcode number. When scanning the inventory, the following screen will appear: Selection Criteria Active Item Only If enabled, include items with Active status only. Suppress Zero Qty. Items If enabled, do not include items with zero quantity. Download Style Fixed Length Records Depending on the scanner, the item code on the item lookup file may have to be changed to 13 digits, i.e. append spaces to make the item code to that length in order for the scanner to find the item from the lookup file. 13 or 16 Digits Depending on the portable scanner settings. Overwrite the Existing File If enabled, the system will overwrite previously created file, otherwise it will append the new records to the existing file (i.e. a certain range of Subcategories can be included for the first time, then for the second time, include the rest and disable overwrite). 68 Inventory

CUSTOMER RSW Retail Sales System Back Office This section explains how to add, delete, and maintain a file for each customer and will provide important and accurate information when requested. Enter/Modify Customer At least one customer must be defined before using the system. Usually, customer number 1 is defined to be Cash Sales. Under Cash Register, the system will default to the smallest customer number. Cust # A number to keep track of the customer. Name (Last, First) The customer s name in the format: Last name, First name. Customer Since The system automatically updates this field when the customer is defined in the system. If the user has access right for Enter/Modify Cust. Entry Date, they can modify this date. Please refer to Housekeeping Cash Register Security to set the access level. Same Group This will apply if the customer is associated with another defined customer. For Example: customer #2 is Hi-Tech Services and the present customer #3 is John Doe who works at Hi-Tech Services. John can then be included in the same group as customer #2. Customer 69

Customer Type The customer type codes are pre-defined in Table Customer Type. Example: Corporate client, Employee, Senior Active If enabled, this account is active. Award Exempt If enabled, this customer will be exempted from obtaining award points. Mailing/Preferences Enter the customer s complete mailing and/or shipping address and phone numbers with contacts. Enter Ship To Address If enabled, the system will display the ship-to address when doing sales. If a shipping address is entered, the default address will be shown in cash register during a sale. If not enabled, shipping address will not be printed. Enter PO # If enabled, the system will prompt to enter a mandatory PO number when doing sales. Pricing/Tax Group A price group can be assigned to the customer. There are eight price groups that can be pre-define for each item (refer to Section 2.1 for defining prices for an items). Price = Landed Cost + % A % can be entered and the system will use the Landed Cost of the item plus this % and will ignore the Price Group setting. 70 Customer

Sales Rep. The salesperson who handles this customer s account. Tender Type Allowed The tender types have been pre-defined under Housekeeping System Parameters. Select the tender types allowed for this customer to use. G.S.T. Exempt/P.S.T Exempt If enabled, any purchases made under this customer account will NOT include the applicable taxes. Credit Terms Discount percentage The default discount percentage for the customer. The system will display the discount at the time of purchase and will allow modification at the time if required. Once a discount percentage has been defined within this section, the discount will apply to all future purchases made by this customer. Term Payment term allowed e.g. NET 30, COD etc. Net # Of Days If the credit term is "NET", the system will prompt to enter the number of days when the full payment is due (i.e.net 30). Credit Limit The credit limit allowed for this customer. If credit limit is exceeded, an E will be printed next to the customer s total balance to indicate that credit limit is exceeded. In addition, a warning will be displayed when a sale is made to an On Account tender type, if the transaction will make the customer s balance greater than the credit limit. Base Currency The currency used by the customer. Currencies can be pre-defined under Table Currency Codes. If set, all invoices entered will be in the pre-defined currency. The system will then use the exchange rate defined to calculate the local equivalent. The invoice will be printed in the defined currency as well. Customer 71

Print Statement If enabled, when choose to print statement, the system will print the statement; otherwise, the statement will not be printed even if the customer s number is being selected to print. Print Outstanding Balance If enabled, the outstanding balance will be printed on the invoice. Charge Interest on Overdue Invoice If enabled, an interest will be charged when this customer has an overdue invoice if the Generate Interest Charge function under Housekeeping is invoked. AR Account # With ARW interface, the ARW customer account number can be attached here. If this number is modified, the system will prompt whether to add the account into the ARW system. Expiry Date If enabled, a new field will appear to enter the expiry date for this customer. When doing sales, if the customer account will be expiring, the system will display a warning message. Notes This section is used to document any additional information regarding this account. This information may be readily available or easily accessed at the time of sale; however will not be visible to the customer and will not be included on the invoice/receipt. When entering customer notes, the following screen will appear: Display Notes in Cash Register If enabled, the customer notes will be displayed at the bottom of the sales screen. A flashing red double arrow button located at the top right of the screen beside the customer name field will appear. By clicking on the button or pressing Ctrl + N, the customer notes can be turned on or off. If disabled, there will be a blue double arrow button located at the top right of the screen beside the customer name field and the customer s notes will reveal by pressing the button or use Ctrl + N. 72 Customer

Contact Multiple contact persons for one customer account can be entered. For example, there might be a few individuals that use the same corporate account. The following screen will appear to allow entering the information of all the contact persons within this account: Shipping This section is used only when the customer s mailing address is different than the shipping address. Customer 73

To Enter a New Customer 1. Enter a non-existing customer number. 2. Enter the customer s name in (Last name, First name) format. 3. Select a date when the person becomes a customer either by clicking on the <Calendar> button or by manually typing it in. 4. Select a group which the customer belongs to (optional). 5. Select a customer type (optional). 6. If the Active checkbox is enabled, the customer account will be active. 7. If the Award Exempt checkbox is enabled, the customer will be exempted from any award points. 8. Enter the information under Mailing/Preferences tab (optional). 9. Enter the information under Pricing/Tax tab (optional). 10. Enter the information under Credit Terms tab (optional). 11. Enter the information under Notes tab (optional). 12. Enter the information under Contact tab (optional). 13. Enter the information under Shipping tab (optional). 14. If the customer has granted the permission for collection and use of personal information for Customer Award & Store Promotion purposes, enable the checkbox at the bottom of the window. When printing customer address label, the user can specify whether to print the one with the consent granted or not. 15. Click the <Add> button when finished or click the <Cancel> button to abort entering a new customer information. To Modify an Existing Customer 1. Find the customer number either by clicking on the <Search> button or by manually typing it in. 2. Make the changes. 3. Click the <Update> button when finished or click the <Cancel> button to abort modifying customer information. To Delete an Existing Customer 1. Find the customer number either by clicking on the <Search> button or by manually typing it in. 2. Click the <Delete> button. 3. Click Yes to delete the customer number, No to keep it. 74 Customer

Enter/Modify Special Item by Customer This function is used to define special items for a certain customer. The special price will only take effect if this customer number is entered at time of sales. And this special price will override the one defined for general customers. This is almost the same screen as the one in Enter/Modify Special Item. Except the customer number is entered first for the special item prices to take effect in Cash Register. Customer 75

Modify Customer (Tabular Form) This function is used to modify customers using a tabular layout. This layout is easy to navigate and to view/modify multiple customers on one screen. Filter record by entry date To only display customers that were entered into the database from a specific time range, check this option off and then input the desired time period. Filter record by customer type To only display a particular customer type, check off this option and then select the customer type. Select Fields Choose the fields to display and hence, make modifiable. To change a field of a customer, just click on the field itself and change it. Then click the <Update> button to save the change or moving down to next record or previous record will update the change as well. To delete customers here, select the customer and click the <Delete> button. 76 Customer

Customer AR Account Inquiry To perform a customer inquiry, select Customer Account Inquiry from the pull down Customer menu. The following screen will appear: When entering the customer number, the system will display the invoices, payment history and outstanding balance of each invoice. Previous Customer To view the previous customer number. Next Customer To view the next customer number. Detail F7 To view the detail of the highlighted transaction. Misc F9 To view the miscellaneous information of the highlighted transaction. Tender F12 To view the tender detail of the highlighted transaction. Customer 77

Merge Customer This function is used to merge one customer to another customer. All history and account balance information will be transferred from the first to the second customer and then the first customer will be deleted from the customer records. To Merge Customers 1. Input the From store number. 2. Select the From Customer # either by clicking on the <Search> button or by manually typing it in. 3. Input the To store number. 4. Select the To Customer # either by clicking on the <Search> button or by manually typing it in. 5. Click the <Merge Now> button when finished or click the <Exit> button to abort the merge. Apply Customer Credit This function is used to automatically apply the AR credit towards the outstanding invoices so both the credit and outstanding invoices will be considered as paid. Cut-off Date Select the cut-off date. All outstanding invoices before this date, for the selected customers, are retrieved. To Apply Customer Credit 78 Customer

1. Input the starting store number. 2. Find a starting customer number either by clicking the <Search> button or by manually typing it in. 3. Input the ending store number. 4. Find an ending customer number either by clicking the <Search> button or by manually typing it in. 5. Select the Cut-off Date either by clicking the drop down menu or by manually typing it in. 6. Click the <Start to Retrieve Data F4> button. 7. A listing of outstanding invoices will appear. 8. Select the desired invoices. 9. Click on the <Apply> button to apply the corresponding customers AR credit towards the outstanding invoices. 10. Click the <Print> button to print a hard copy to the printer. Modify Customer AR Due Date This function is used to modify the accounts receivable due dates. To Modify an AR Due Date 1. Find the desired customer either by clicking the <Search> button or by manually typing it in. 2. Make the changes by clicking on the Due Date column and select a new date either by clicking on the down arrow button or by manually typing it in. 3. Click the <Exit> button when finished. Customer 79

Customer List RSW Retail Sales System Back Office This function is used to print a customer list for reference. Meet Preference Define up to four customer preferences to meet when printing a customer list. The preferences are entered for each customer under Enter/Modify Customer function. Print Options Print Customer Address Enable this option to have the report include the customer address. Print Only the Customer with Notes Enable this only if printing customers with notes in their profile. This is useful for generating a list of problematic customers or customers that require special attention. Print Only the Customer with E-mail Enable this only if printing customers that have e-mail addresses in their profile. 80 Customer

Once all selections have been made, click the <Preview> button to view the list on the screen or click the <Print> button to print to the report printer: Customer Barcode Label This function is used to create customer labels After entering the Selection Criteria and Print Option, click the <Generate> button to generate the labels. Then click the <Preview> button to view the labels on screen or click the <Print> button to print to a printer. The system will print the customer number in barcode format and the customer name on the label size defined under Housekeeping Inventory Label Size. The system only supports 5 across (1.5 x 1-10 rows with ½ top and bottom margins) or 3 across label (2.833 x 1 11 rows). Customer 81

Address Labels RSW Retail Sales System Back Office This function is used to print address labels for a range of customers. E.g. sending promotional flyers. The system will generate and print the labels in alphabetical order. Print Option Print Primary Contact on Label Enable this option to print the primary contact on the label. Print Label for Each Contact Enable this option to print a label for every contact that is listed for each customer. Start Print on Row Select which row to start the printing. Start Print on Column Select which column to start the printing. Margin Set the desired dimensions for the label margins. Sort By Sort the labels by Customer Name or Postal Code To Print Address Labels 82 Customer

1. Specify the attribute ranges of the customers to include in the report (optional). 2. Preferences (if applicable) to match with the ones defined when entering the customer information. 3. Select the desired printing options. 4. Select a method to sort the labels either by Customer Name or Postal Code. 5. Click the <Preview> button to preview the report on the screen or click the <Print> button to print the customer address on the 2.833 x 1 (3 across) labels. 6. Click the <Export> button to export the customer list with the selected fields to a text file. This is a sample of customer labels: Customer 83

REPORTS RSW Retail Sales System Back Office The system provides a number of useful sales, inventory, accounting, and transaction reports to help analyze activities to a broader extent. When printing a report, a few selection criteria may have to be entered, which is the first part of the screen when selecting a report. It helps filter the report. The selection criteria will be some or all of the followings: The default range is usually from to ZZZZ which includes all. Enter the From code and the To code to narrow down the selection (or click the <Search> button to select from the corresponding list) Txn Date The business date of the transaction. Click on the pull down menu to reveal a calendar and select the dates. Most reports can be previewed on screen, with an option to print at the preview screen, or can be printed without previewing. Some reports can be sorted by more than one sorting keys, Primary and Secondary; it will help further analyze the data on reports. The reports will be printed to the selected printer under Table Workstation Code. When previewing a report, click this icon to print the report to the printer. When previewing a report, click this icon to export the report. 84 Reports

Sales Reports Sales Report by Category This report shows the Sales by Categories within the selected criteria, with the tender breakdown. With Salesperson Breakdown If enabled, a report for each Salesperson will be printed (cannot Preview). With Department Breakdown If enabled, a report for each Department will be printed (cannot Preview). Suppress Subcategory Breakdown If enabled, report will only show Category totals. Otherwise, subcategory sales totals will display. Reports 85

Once all information has been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the printer. A report similar to the one below will appear (with Subcategory breakdown): Sales Report by Day 86 Reports

This report prints the Sales Summary for each business day within the selection criteria: This is an example of the report: Sales Report by Price Group This report prints a sales summary for each Price Group that was defined. Select the desired price group to print the report for and choose to group the report information by Txn Date or Item #. Enable Detail Breakdown to have the report in details. Click the <Preview> button to see a preview of the report or click the <Print> to print it. Sales Report by Style Reports 87

Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. This is an example of the report: Sales Report by Salesperson/Department 88 Reports

This report is used to give a breakdown of sales by Salesperson, with Subcategory and Tender breakdowns. If Second Salesperson is enabled, the system will print the report based on the second salesperson of the transaction. Sales Comparison Report by Period This report is to show the sales of all items sold within the selected criteria. It can be used to compare the sales this year with last year for the same month or season. The report will display a change (positive for increase and negative for decrease) in sales. Comparison Period Enter the 2 periods to compare. Print Options Reports 89

Detail Include items in Subcategories. Summary Breakdown up to Subcategories. Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. Detailed Report (with item details): Summary Report (without item detail): 90 Reports

Item Statistics RSW Retail Sales System Back Office This report gives the sales statistics of the items, which can be sorted by their sales volumes, profit, etc. It will provide an idea of how well the items are selling and which items are making more profit and shows which salesperson is selling more. Select Item Attributes Click this button to narrow down the items to be included in this report by the range of the attributes. Base on Consolidated Detail If enabled, the item statistics will be based on the consolidated details. Print Options Detail Include Subcategory breakdown. Summary Do not include Subcategory breakdown. Print Qty on Hand Flag this option if to include the quantity on hand on this report. Size Breakdown Include detail size breakdown for items with size attributes (color, width etc.). On Hand Breakdown Include On Hand item quantity breakdown. Reports 91

Salesperson Breakdown Individual report for each salesperson in the Selection Criteria. To have the report print only the summary, do no include the Size Breakdown since the report will show only down to Subcategories, but may still include the Salesperson Breakdown. Page Break Between Each Primary Sorting Flag this option to include a page break after each Primary sorting key. Sort by (Primary) Choose the primary criterion to sort the report by. Then by (Secondary) Choose the secondary criterion to sort the report by. Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. The followings are examples of this report in Detail and Summary: Detail Report (with items breakdown): 92 Reports

Summary Report (without items breakdown): Tender Report by Day This report prints the Tender breakdown for each business day within the selection criteria: Based On POS The amount registered by the system. Actual Amount The amount entered by the salesperson at the time of Cashier Closing. Reports 93

This is an example of the report: Hourly Sales This report can assist in setting hourly sales quotas and analyzing peak periods for staff scheduling etc. With Salesperson Breakdown If enabled, the report will display sales by individual salesperson. 94 Reports

Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. This is an example of the report, with Salesperson breakdown: Reports 95

Average Sales RSW Retail Sales System Back Office This report assists in analyzing the average sales for a specified range of dates, salespersons, and departments. Once all selections have been made, click the <Preview> button to view the report on the screen or click the <Print> button to print to the report printer. This is an example of the report: 96 Reports

Customer Spending Report This report assists in analyzing the spending habits and preferences of the customers. It is possible to view the different reports, depending on the selected criteria. An option to flag the customers that fulfill the selection criteria is available. Print address labels for or include these customers only, when printing Address Labels or the Customer List can also be done. Meet Preferences Customer preferences are defined in each customer s record. Enter up to four preferences here and select whether the customers in this report will meet None, All or Any One of the preferences. Sort By This report can be sorted by $ Spent, Profit $, or Customer Name. Breakdown By Customer The report will only display a total of the spending of each customer. Subcategory The customer spending will be broken down to Subcategory totals. Item No. The customer spending will be broken down to the items. Flag Customer If enabled, system will flag all customers included in this report. The flagged customers can be used when printing Customer Address Labels or the Customer List. Reports 97

Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print to the report printer. This is an example of the report (Breakdown by Item): 98 Reports

Best Selling Report RSW Retail Sales System Back Office This report displays the best selling items in the criteria specified. Print Option Print Best # Selling Items/Colors/Sizes Within the criteria chosen, specify how many top-sellers by items/colors/sizes to print. For instance, to print the top 15 selling colors within the selected criteria, check of Print Best # Selling colors and change the # to 15. Rank By This is the criterion to rank best selling by can choose from Quantity Sold, Net Sales, or Profit %. Select Item Attributes Further filter out the items for the report by specifying the desired range of the attributes of items to printed. Based on Consolidated Detail If enabled, the printed details will be taken from the consolidated data to increase report compiling speed. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print to the report printer. Reports 99

Comparative Chart RSW Retail Sales System Back Office This function prints out a chart, providing a comparison of the chosen criterion between Categories, Subcategories, or Items. Type Choose the type to compare: Category, Subcategory or Item. Compare By Generate the chart by comparing Quantity Sold, Gross Sales $, Profit Margin %, or Quantity on Hand. This is a sample of the comparative chart: Custom Category Report Sales 100 Reports

This report gives a comparison between 2 periods for the Customized Group Sales. The Groups of Categories are defined in Table Customized Sales Report Definition. Use this report to compare the total sales of certain group of Categories between 2 periods. For example, Period 1 would be Spring of the current year; and Period 2 would be Spring last year. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print to the report printer. This is an example of the report: Reports 101

Custom Category Report Profit This report provides a profit comparison between 2 periods for the Customized Group Sales. The Groups of Categories are defined in Table Customized Sales Report Definition. Use this report to compare the profits of certain group of Categories between 2 periods. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print to the report printer. This is an example of the report: Custom Inventory Management Report 102 Reports

This report provides best selling items with an option to aggregate item statistics. A possible use of this report is to make a note of popular items during different times of the year. Once the selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print to the report printer. This is an example of the report: Reports 103

Inventory Reports These reports give the statistics or changes to the inventory. Inventory Valuation Report This report gives an accurate value of the stock on hand. Item Type Select the item type to be included in the report. Define Item Attributes Narrow down the items to be included in this report by the range of the attributes. Click on the long button to enter the range. Primary/Secondary Sort Choose the primary and secondary criteria to sort the report by. Print Options Detail To include inventory for individual items. Summary Show inventory of subcategories, do not include item breakdown. Print Barcode/Stock # Select to print either the barcode or stock number next to the item. Item Status Select the Item Status to be included in the report. 104 Reports

Print Cost Select the type of cost to be included in the report. Size Breakdown If enabled, the report will show a matrix showing the inventory of each color/width/size for size items. Once enabling Size Breakdown, select whether to print a subtotal for Color, Width, or None. Print Subtotal for If Size Breakdown is enabled, an option to print the subtotals for Width, Color, or None is available. Print Extend Description If enabled, report will show extended description of the items. Suppress Zero Quantity Items If enabled, items with zero quantity on hand will not be included in this report. Suppress Negative Quantity Items If enabled, items with negative quantities will not be included in this report. Page Break Between Each Primary Sorting If enabled, the report will start on a new page for each new primary sorting key. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 105

Inventory Checklist RSW Retail Sales System Back Office This report can be used as count sheet for doing the Physical Count. Once the selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 106 Reports

Stock Movement Report This report is similar to the Item Statistics Report, except the Item Statistics Report only prints items with sales in a specific date range whereas this report will show items without sales as well. Based On / For Item Sold The report can be based on the Sales Amount or Quantity Sold. If the report is based on Sales Amount, a capping can be entered. E.g. for items sold <= $100.00. If the report is based on minimum Quantity Sold, a minimum amount can be entered. E.g. Quantity sold >=10 units. For the Period From/To Enter the business date range. Qty Sold Incl. Kit Sold If enabled, the amount of quantity sold will include the quantity of kit sold. Include Kit and Service Items If enabled, kit and service items will be included in the report. Suppress Items without Sales and Stock If enabled, items with no sales or stock on hand will not be included on this report. Page Break Between Each Primary Sorting If enabled, the report will start on a new page for each new Primary Sorting Key. Reports 107

Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 108 Reports

Inventory Flow Report This report shows the inventory change for the items during the selected period of time. Select to print only received inventory or sold inventory or both. Which gives a guide whether the inventory was ordered too much or the salesperson is not selling well. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 109

Inventory Report by Status This report gives an up-to-date inventory on hand, pre-sold, on hold or a combination of all three. Item Type Select to only print Identifiable Items or All Items. Print with Cost/Stock # If enabled, the inventory report will include cost and/or stock number information. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 110 Reports

Inventory Report by Style This report gives a report ordered by styles. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 111

Inventory by Lot #/Expiry Date This report lists all items with either an expiry date or a lot number. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report, with the lot number 1234567891: 112 Reports

Re-Order Report RSW Retail Sales System Back Office This report lists all items, which may need to be re-ordered. The calculation is based on the quantity on hand less the minimum stock, defined within each item. Based On Stock Level System will check if the item s On-Hand/On-Order (Layaway) quantity falls below the minimum stock level of the selected month. It will calculate the required re-order quantity in order to meet the Regular Stock Level for that month. Sales Report will show the On-Hand and Sold quantity (within the selected transaction dates) of the items. Decide how many to re-order (excluding Items without sales or stock is optional). Reports 113

Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Buying Report This report helps in deciding the quantity to order based of the sales of the next 3 months from last year. It will also show the sales within the selected transaction dates. 114 Reports

Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Day End Inventory Valuation Report This function is used to print the day end inventory valuation report. The user must turn on the Print Inventory Valuation Report to File parameter under Housekeeping User Parameter Daily Closing in order to print the report for a specified date. The format is the same as the Inventory Valuation Report. To delete the old report, use the Purge function. Reports 115

Transaction Reports To access this function, select Reports Transaction Reports. The following screen will appear: Sales Transaction Register This report lists the detail of all sales transactions for the specified dates. Print the report either from the retail management module or from the cash register when doing the daily closing. There is an option to print voided transactions only. 116 Reports

Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Transaction Summary Report This report provides a summary list of all transactions. Transaction details are excluded in the report. This is the main difference from the Transaction Register Report. Reports 117

Tender Report RSW Retail Sales System Back Office This report shows each selected tender type with all the transactions that has this tender type. It can be sorted by tender type or by salesperson. Include Payment Type Select the desired tender types to include in the report Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Transaction and Tender Summary Report 118 Reports

This report displays a chart of the transactions within a given time with all the tenders used with each transaction. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Discount Report Reports 119

This report shows all discounted transactions. Include Discount Type Select the discount types, the report will include transactions that has one or more of the discount types applied. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 120 Reports

Deposit Report RSW Retail Sales System Back Office This report shows the Deposit transactions. Note: This report will include the layaway deposits as well. Include Applied Deposit If enabled, report will include the transactions that the deposit has been applied to. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of a Deposit report (with Include Applied enabled): Reports 121

Layaway Report RSW Retail Sales System Back Office The layaway report prints items that are still outstanding (not taken yet). It also prints the balance due for each customer. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the Layaway Report: Expense Report 122 Reports

This report provides a detailed list of the expense entered under Cash Register. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Items Exempt from Tax Register Reports 123

This report gives a list of items that are non-taxable or has been exempted from taxes in the transactions. Detail/Summary A Detail report gives all items that meet the criteria. A Summary only gives the total per day within the selected transaction dates. This is an example of a Detail report with PST exempted items: Items Return Register 124 Reports

This report gives a list of items refunded in a transaction. Once all selections have been made, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Open Item Sales Register Reports 125

This function is used to print reports for open item sales. Open item sales are sales that are not with the regular items in the inventory. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Deleted Sales Report 126 Reports

Must have Log Deleted Sales enabled under Housekeeping User Parameter to use this function. If it is not enabled, no data will be printed. Type Delete one at a Time If selected, the report will only display the ones that are deleted one at a time using the <Delete> button under the sales screen. Cancel Whole Txn If selected, the report will only display deleted sales with whole transactions cancelled. Both If selected, the report will display both deleted one at a time sales and cancel whole transaction sales. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. Reports 127

This is an example of the report: A/R Reports A/R Details Report This report provides a detailed listing of all paid, unpaid invoices, and payments based on the selected criteria and cut-off date. Balance Brought Forward If enabled, system will sum the invoices prior to the selected date range as one total balance forward and print only the details of the invoices within the date range. 128 Reports

Cut-off Date If Cut-off Date is used instead of Balance Forward, the system will list all invoices prior to the cutoff entered. There is an option to suppress all zero balance invoices (paid invoices) by checking the option under Print Option. Suppress Zero Balance Invoice If enabled, the report will exclude the paid invoices for the customers. Suppress Zero Balance Customers If enabled, the report will not include any customers with a zero balance owing. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 129

A/R Aged Summary/Detail Report This report provides the total amount outstanding in each aging period for each customer based on the selected criteria. Summary/Detail Detail lists all invoices. Summary shows one total of all invoices for each customer. Cut-off Date Enter the cut-off date for the A/R report. Aging Periods Select the desired aging periods. The report will show the owing amount of the customers after the invoice due date. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report if Detail were chosen: 130 Reports

A/R Aged Overdue Summary/Detail Report This report only shows customers with balance overdue. This is similar to the Aged Summary/Detail Report except that it will only include the invoices that s due. In addition, the system will use the due date to calculate the aging. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 131

Statements RSW Retail Sales System Back Office This function prints statements for customers whose Print Statement flags are checked (Refer to Enter/Modify Customer ). Balance Brought Forward If enabled, system will sum the invoices prior to the defined date range as one total balance forward and print only the details of the invoices within the date range. Cut-off Date If Cut-off Date is used instead of Balance Forward, system will list all invoices prior to the cut-off date entered. To suppress all zero balance invoices (paid invoices), flag the checkbox under Print Option. Aging Periods The report will show the overdue balance for these 3 periods on the bottom of the report. 132 Reports

Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 133

Air Miles Report RSW Retail Sales System Back Office This report provides the Air Miles statistics from the transactions of the specified Process and Transaction date. Air Miles interface must be enabled in order to print this report. Status Choose the status of the Air Miles transactions to print ones that have been sent (processed) or ones that are unsent. Process Date Specify the date range for when the Air Miles transactions were processed. Txn Date Specify the date range for the transactions from which the Air Miles were issued. Sort By Sort the report by Process Date or by Txn Date. Commission Report 134 Reports

This report shows the commission earned by the salesperson during the specified dates. Enable Salesperson Commission parameter must be enabled under Housekeeping User Parameter Other in order to print this report. Include Choose to include the 1 st, 2 nd or all salesperson(s) in the report. Current Period Choose the date range to obtain commission information from. Sort by Paid Status If enabled, the report will be sorted by the paid status choose from Fully Paid, Unpaid/Partially Paid or All. Include Invoices in Current Period That Are Choose between Fully Paid, Unpaid/Partially Paid or just All invoices. Include Outstanding Invoices from Previous Periods If enabled, outstanding invoices from periods before current period will be included in the report. Include Invoices From Previous Periods Paid in Current Period If enabled, invoices from previous periods that were paid in the current period, will be included in the report. Reports 135

Summary/Detail A Detail report will list all transactions for each salesperson. Summary report only shows the total commission earned. Only certain print options are available when selecting the Detail report. Print Txn Detail If enabled, the details (item #, description, quantity, price, etc.) of each transaction will be included in the report. Print Tender Detail If enabled, the tender type for each transaction will be printed. Suppress Profit Column If enabled, will exclude the profit information from the report. Page Break between Salesperson If enabled, a separate page for each salesperson will be printed. Sort by Invoice # If enabled, the invoices of each salesperson by the invoice # will be sorted. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Sample Report 136 Reports

Spiff Report RSW Retail Sales System Back Office This report shows the commissions earned by salespersons on the Spiff Items. Detail/Summary A Detail report gives the dates and invoice# for each Spiff Items sold by the salesperson. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: Reports 137

Lab Activity Report This report is mainly used for photo-finishing stores. It shows the received (drop-off) and finished (pickup) quantities during each hour breakdown. It can assist in labor scheduling. Summary/Detail A Detail report lists the items. A Summary report only shows the total number of rolls or prints during that hour. Qty Based on Select to base the quantity on the # of Rolls or the # of Prints. Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 138 Reports

Outstanding Order Report This report will print out all orders that are outstanding/pending (dropped off but not picked up yet). To track customers with orders that have already been processed, but not yet picked up. Sort By Choose to sort the report by Customer or Category/Sub Category. Print Total Amount If enabled, the total amount that is outstanding will print for the customer. Drop Off Report This function will print a report with all orders dropped off on a specified date. Reports 139

Once all selections have been entered, click the <Preview> button to view the report on screen or click the <Print> button to print it to the report printer. This is an example of the report: 140 Reports

Reprint Daily Closing Report This function will reprint the daily closing report. The Print Daily Closing Reports to File under Housekeeping User Parameter Daily Closing must be enabled to access this function. Select the date to reprint the report and click either the <Preview> button or the <Print> button to print it to the printer. Each flagged selection will produce a report. To purge a report, select the date and click the <Purge> button. Reports 141

Award RSW Retail Sales System Back Office This section explains how to define points awarded to items at sales and point redemption value for items. Award Parameters This function is used to define the point issuance and redemption for items. Award must be enabled to set the parameters. If the VIP System interface is turned on, pointes will be recorded in a centralized location. Thus allowing points earning and redeeming at multiple locations. Note: Profitek VIP System is an add-on module Enable Award Flag to enable the award system. Print Points on Invoice Enable to print point activities on customer invoice. Exempt Special Items from Redemption Enable to disallow redemption of special items. Exempt Special Items from Points Issuance Enable to exempt special items from point issuance. Allow Partial Redemption Enable to allow partial redemption of items. Minimum Redemption Points 142 Award

Minimum points to be redeemed when using partial redemption. Point Issuance How many points to issue for how many dollars on invoice net total (sales minus discount). To issue points for only a few items, set 1 dollar = 0 points. Then only the items with bonus points will earn. Point Redemption Define how many points are required to redeem how many dollars. Point Rounding Option Select a method to round the points. Discount Type for Redemption Redemption is considered as a discount. Select the discount type to use for redemption (it needs to have max percentage 100%). The selected discount type will be hidden in the Sales discount screen. The selected discount type cannot be used for applying other discount other than for redemption purposes. Enter/Modify Customer Points Balance This function is used to modify the Award point balance for customers. This is mostly used to enter the opening point balance when system is installed. Enter the customer number or double click on the customer from the search list - the system will display the points balance. Input the point adjustment in the Points To Adjust field if applicable. Click the <OK> button when finished. Award 143

Items for Bonus Points This function is used to assign bonus points to items. Customer will receive these bonus points for these items on top of the regular points issued based on the setting in Award Parameter. Item No. Enter the item number to add bonus points. These points will be added on top of the original points assigned. From/To Date Enter the range of dates for the bonus points to be effective. Bonus Points Enter the number of bonus points to add to this item at point of sale. Click the <Purge> button to delete items from the list based on a Cut Off Date entered. To add a fix number of bonus points to all items within a Subcategory, click the <Bonus Points by Subcategory> button, the following selection criteria box will pop up: Enter the Subcategory Code, From/To Dates, and the Bonus Points and click the <OK> button. All items within that subcategory will have the bonus points added at point of sale. 144 Award

Items with Special Redemption Value This function is used to assign a Special Redemption Value to the items. Item No. Enter the item number of the desired item to assign the special redemption value. From/To Date Enter the effective From/To Dates and enter the redemption points. Redemption Points Assign a special redemption points to the item. Customers will be able to redeem this item using this number of points within the date range. ** This Special Redemption Points required will override the Point Redemption settings under Award Parameter. E.g., if under Award Parameter, 20 points to redeem $1 of goods value was defined. An item selling at $5 will require 100 points to be redeemed. But if assigning the Special Redemption Points to 30 points for this item, then the system will only deduct 30 points from the customer s point balance when redeeming this item, regardless of the Award Parameter setting. Award 145

Items Exempt from Points This function is used to exempt items from point issuance. Enter the Item Number (or Add Items by Subcategory ) and the effective date range. The item will not earn points when purchased. Customer Point Balance Report This function is used to preview or print a report to list all customers current point balances. 146 Award

Store # Enter the range of stores to include in the report based on customer numbers. Customer # Enter the range of customers to include in the report based on customer numbers. Status Select the status of the customers to include in the report. Points Enter the range of point balance for the report to include those customers whose point balances fall within this range. Sort By Select the sorting method of the report. Either by Customer Name (ascending alphabetically) or Point (descending). Flag Customer If enabled, the customers included in this report will be flagged. These flagged customers can then be specifically selected when printing address labels or the customer listing report. This is an example of the Customer Point Balance Report: Award 147

Points Transaction Report This function is used to preview or print a report of the Award point activities of the customer. Enter the range of the customers by their customer number and the range of the transaction dates within which the points were earned, redeemed or modified. This is an example of a Detail report (with transaction breakdown): This is an example of a Summary report (without transaction breakdown): 148 Award

Purge Points Transaction Records This function is used to clear all point transaction records on or before the cutoff date. The point balance will still exist and the system will only delete the detail record. The balance up to the cut-off date will be summed together and saved as one record with Purged on mm/dd/yy as a remark. System will prompt for a cutoff date: All Award point transaction records will be clear before the selected date. Award 149

Table RSW Retail Sales System Back Office Category Codes This function is used to create or modify category codes. Categories must be created before creating any sub-category codes and items. Sort to display categories either by Code or by Description. To change sorting order, click on the desired button under Order By. To Add a New Category 1. Click the <New> button. 2. Type in a non-existing code to represent the new category (up to 2 alphanumeric characters). 3. Type in a category description to explain what the category is. 4. Select sales type by clicking the drop down menu: Sales ( 0 ) or Non-Sales ( 1 ). 5. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify an Existing Category 1. Select the desired category either by clicking on the category and click the <Update> button or by double clicking on the category. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to abort modification. Note: A category code cannot be modified once it is created. If a mistake was made, delete the category and re-create it. To delete a category 150 Table

1. Select the desired category by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to delete the category or click the <Cancel> button to abort deletion. Note: A category cannot be deleted if it has associated sub-categories or items. Hint: Delete the associated sub-categories and items or associate them to a different category, then delete the category. Sub-Category Codes This function is used to create or modify existing sub-categories. Sub-categories must be defined before creating items. Pricing Default Markup Set a default markup% when creating items in the future. Default GP Set a default GP% when creating items in the future. Recal Based on Default If enabled, when the cost or price of the item has been changed, system will prompt whether or not recalculate the price based on the default markup or GP. To Add a New Subcategory Table 151

1. Click on the <New> button. 2. Type in a non-existing subcategory code to represent the new subcategory (up to 4 alphanumeric characters). 3. Type in a description to explain what the subcategory is. 4. Assign the subcategory to an appropriate category either by clicking on the <Search> button or by manually typing it in. 5. If the salesman commissions are calculated by our system, up to five different commission rates per sub-category can be entered. 6. Type in the G/L account codes if applicable. 7. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify an Existing Subcategory 1. Select the desired subcategory either by clicking on the subcategory and click the <Update> button or by double clicking on the subcategory. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to abort modification. To Delete a Subcategory 1. Select the desired subcategory by clicking on the subcategory. 2. Click the <Delete> button. 3. Click the <OK> button to delete the subcategory or click the <Cancel> button to abort deletion. To Search for a Subcategory 1. Click the <Search> button. 2. Type in the desired subcategory code. 3. The desired subcategory will be highlighted in the list. There is an option to display the subcategories by Code, Description or Category. To change the current selection, click on the desired sort code. 152 Table

Style Codes RSW Retail Sales System Back Office This function is used to create or modify style codes. Styles are needed when size items are defined. For example, jeans are sold in different size ranges, such as 30 in waist and/or 32 in length. To Add a New Style 1. Click the <New> button. 2. Type in a non-existing code (up to 2 alphanumeric characters). 3. Type in a description to explain what the style is. 4. Enable the color and width sections if the current style comes with different color and/or width. 5. Up to 20 different sizes can be defined. Size names can be alphanumeric. 6. Click the <OK> button when finished click the <Cancel> button to cancel creation. To Modify an Existing Style 1. Select the desired style either by clicking on the style and click the <Update> button or by double clicking on the style. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to cancel modification. To Delete a Style 1. Select the desired style by clicking on the style. 2. Click the <Delete> button. 3. Click the <OK> button to remove or click the <Cancel> button to abort deletion. To Search for a style 1. Click the <Search> button. 2. Type in the desired style code. 3. The desired subcategory will be highlighted in the list. 4. To change the current sorting selection, click on the desired sort order. Table 153

Color Codes RSW Retail Sales System Back Office This function is used to create or modify color codes. Color codes must be created before applying them to items. To Add a New Color 1. Click the <New> button. 2. Type in a non-existing code to represent the new color (up to 4 alphanumeric characters). 3. Type in a description to explain what the color is. 4. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify an Existing Color 1. Select the desired color either by clicking on the category and click the <Update> button or by double clicking on it. 2. Make the changes. 3. Click the <OK> button when finished or click <Cancel> to abort modification. To Delete a Color 1. Select the desired color by clicking on the color. 2. Click the <Delete> button. 3. Click the <OK> button to delete the color or click the <Cancel> button to abort deletion. To Search for a Color 1. Click the <Search> button. 2. Type in the desired color code. 3. The desired color will be highlighted in the list. 4. To change the current sorting selection, click on the desired sort order. 154 Table

Width Codes RSW Retail Sales System Back Office This function is used to create or modify width codes. Width codes must be created before applying them to items. To Add a New Width 1. Click the <New> button. 2. Type in a non-existing code to represent the new width (up to 4 alphanumeric characters). 3. Click the <OK> button when finished or click the <Cancel> button to cancel creation. To Modify an Existing Width 1. Select the desired width either by clicking on it and click the <Update> button or by double clicking on it. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to cancel modification. To Delete a Width 1. Select the desired width by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to remove click the <Cancel> button to abort deletion. To Search for a Width 1. Click the <Search> button. 2. Type in the desired width code. 3. The desired width will be highlighted in the list. 4. To change the current sorting selection, click on the desired sort order. Table 155

Item Attributes RSW Retail Sales System Back Office This function is used to create and/or modify item attributes. Entry Method Select the modifying method of the table either entering by from Grid or by Attribute. From Grid will display all the attributes that were created. By Attribute will only display the attributes with properties from the Attribute drop down field. Click the <Refresh F4> button or press F4 key to refresh the list. 156 Table

Item Status Codes This function is used to create or modify inventory status codes. To Add a New Item Status 1. Click the <New> button. 2. Type in a non-existing item status code (up to 2 alphanumeric characters). 3. Type in a description to explain what the status is. 4. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify an Existing Item Status 1. Select the desired item status either by clicking on it and click the <Update> button or by double clicking on it. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to abort modification. To Delete an item status 1. Select the desired item status by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to remove it or click the <Cancel> button to abort deletion. Note: *H, *N, *S are system codes and cannot be deleted. To Search for an Item Status 1. Click the <Search> button. 2. Type in the desired item status code. 3. The desired item status will be highlighted in the list. 4. To change the current sorting selection, click on the desired sort order. Table 157

Vendor Codes RSW Retail Sales System Back Office This function is used to keep track of all the vendors. In this system, the words Vendor and Supplier have the same meaning. This function has two information tabs: Main Detail which stores the standard vendor information and Account Detail which stores the vendors account information. Discount % / Days This discount will be given if settling invoices to this vendor within the number of days specified in the next field. When generating a check to pay this vendor, the system will automatically deduct the discount for the invoices that qualify. Skip this field if this vendor does not offer this type of discounts. Net [#] Days This is the payment term the vendor offers. If the vendor allows 30 days to pay invoices, enter the 30 in this field. If the invoices are paid on a fixed day of each month, enter zero here and proceed to the next field. Day of Month If zero is entered in the Net [#] Days field, enter the day of month to pay. For example, if this vendor is paid on the fifth of each month, enter 5 in this field. # of Months to Pay If zero is entered in the Net [#] Days field, the system will prompt to enter the number of months that will accumulate before paying the invoice. For example, if paying January s invoice in March, enter 2. If paying June s invoice in September, enter 3 in this field. Credit Limit Enter the approved credit limit in this field. Click on the <Calculator> button to calculate. To Add a New Vendor 158 Table

1. Type in a non-existing code to represent the new vendor. 2. Typing in a description to explain what the vendor is. 3. Type in the vendor information (optional). 4. Select a vendor type either by clicking on the <Search> button or by manually typing it in (optional). a. By clicking on the <Search> button, the following screen will appear: b. To define a vendor type, please do the following: i. Click the <New> button. ii. Type in a non-existing vendor type. iii. Type in a description to explain what the type is. iv. Click the <OK> button when finished or click the <Cancel> button to abort creation. c. Select a desired vendor type by clicking on it. d. Click the <OK> button to finish selection or click the <Cancel> button to abort selection. 5. Repeat step 4 until all the vendor types are included (optional). 6. Once the Main Detail tab is completed, go to the Account Detail tab (optional). 7. Type in the vendor information (optional). 8. Click the <Add> button when finished or click the <Cancel> button to abort creation. To Modify a Vendor 1. Find a desired vendor either by clicking on the <Search> button or by manually typing it in. 2. Make the changes. 3. Click the <Update> button when finished or click the <Cancel> button to abort modification. To Delete a Vendor 1. Find a desired vendor either by clicking on the <Search> button or by manually typing it in. 2. Click the <Delete> button. 3. Click Yes to remove the vendor, No to keep it. Salesperson Codes Table 159

This function is used define the salespersons that will be accessing the cash register. Drawer If the current salesperson is assigned to a specific cash drawer, enter the drawer number. Each terminal can support up to two cash drawers. Access Level If the security feature of this system is used, issue the current salesperson an access level depending on his/her job duty. This will prevent access to unnecessary areas of the system. ( 1 being the lowest level and 9 being the highest). This access level is used in Cash Register System only. When prompt for password under Cash Register, the system checks the password in the salesperson table to determine if he/she has access rights to access a certain function. Access Station If the current salesperson is restricted to operate only one specific workstation, enter the station code here. Each workstation in the network has a unique station ID. Password This is the salesperson s private password. This password grants the salesperson access to functions in the system, provided he/she has sufficient access level. Commission based on There are a few different selections for this section. Select the appropriate commission base by clicking on the down arrow to the right of this field, as shown below: 160 Table

The different types are as follows: Subcategory % based on Gross Selling Price The system calculates commissions based on the % of the GROSS selling price. If this method is selected, the rate must be entered (choose among A,, E ) in the next field. This rate is defined under each Subcategory. Subcategory % based on Net Selling Price The system calculates commissions based on the % of the NET selling price. If this method is selected, the rate must be entered (choose among A,, E ) in the next field. This rate is defined under each Subcategory. Subcategory % based on Gross Profit The system calculates commissions based on the % of the Gross Profit. If this method is selected, the rate must be entered (choose among A,, E ) in the next field. This rate is defined under each Subcategory. Gross / Net Sales Volume If either one is selected, the Commission Volume window will appear on the right: Table 161

The sales Volume / Gross Profit breaks is entered under the > column. The Rate % is entered to apply the commission for each Sales Volume range. Retroactive: If set to Yes, system will calculate commission based on the Rate at that Volume for ALL sales amount. If set to No, commission will be calculated based on the rate for each sales volume. E.g. In the figure on the right, if the sales volume is $3,000.00. Then the commission for the first $1,000 will be based of the rate of 5%, the commission for the sales volume $1,001 to $2,500 will use the rate of 10%, and the rest will use the rate of 15%. Note: If Retroactive is set to Yes, then the commission will be calculated using 15% for all sales volume. Gross Profit Will use the Commission Volume window. No Commission If the salesperson does not receive a commission, select this base. Rate Select the Commission Rate that this salesperson will be receive. These rates are defined for each subcategory and the salesperson will receive his/her commission accordingly. To Add a New Salesperson Code 1. Click the <New> button. 2. Type in a non-existing code to represent the new salesperson. 3. Type in the name of the salesperson. 4. Type in the phone number of the salesperson (optional). 5. Select a drawer for the salesperson. 6. Select an access level for the salesperson. 7. Enter the access station (optional). 8. Enter the salesperson s password. 9. Select a commission by clicking on the drop down menu. 10. Select a rate by clicking on the drop down menu. 11. Select a status. 12. Click the <OK> button when finished or click the <Cancel> button to cancel creation. 13. To change the current selection, click on the desired sort order under Order By. 162 Table

Currency Codes RSW Retail Sales System Back Office This function is used to define the different currencies used at the store. Currency Code The code used to represent the exchange currency rate. Exchange Rate The exchange rate with Buying as the exchanged Canadian amount and Selling Rate Based on as the type of tender to use. To Add a New Currency Code 1. Click the New button. 2. Type in a non-existing code to represent the new currency. 3. Enter the amount either by clicking on the calculator button and calculate the value or by manually typing the amount in. 4. Select a type of tender in the Selling Rate Based on drop down menu. 5. Click OK to add the new currency code. To Delete an Existing Currency Code 1. Click on the Delete button. 2. Select the currency code to delete. 3. Click OK to remove the currency code. To Modify an Existing Currency Code 1. Select the desired currency code to change. 2. Click the Update button. 3. Make the changes. 4. Click OK to update the currency code. Table 163

Terms / Condition This function is used to define the terms & conditions to print on invoices/receipts. To Add a New Terms/Condition 1. Click the <New> button. 2. Type in a non-existing code to represent the new term/condition (up to 2 characters). 3. Hit the <Enter> key. 4. Type in a message. 5. Click the <OK> button when finished or click the <Cancel> button to abort creation. It is recommended to have the first code as 00 and this is the system default. To Modify a Terms/Condition 1. Select the desired terms/condition by clicking on it. 2. Click the <Update> button. 3. Make the changes. 4. Click the <OK> button when finished or click the <Cancel> button to abort Modification. To Delete a Terms/Condition 1. Select the desired terms/condition by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to remove it or click the <Cancel> button to abort deletion. To Search for a Terms/Condition 1. Click the <Search> button. 2. Type in the desired terms/condition code. 3. the desired terms/condition will be highlighted in the list. Assuming more than one terms & conditions is created, it is possible to specify one of them as the default. It is also possible to make the selection at the time of sale. Terms and Conditions are discussed further under Housekeeping User Parameters. 164 Table

Reason for Discount / Tax Exempt / Refund This function is used to create reasons for discount / tax exempt/ refund. Reason Type There are four types of reasons to be chosen: All, Discount, Tax Exempt, and Refund. To view all reasons, select All. To view all the reasons for a discount, select Discount. To view all the reasons for exempting tax, select Tax Exempt. To view all the reasons for a refund, select Refund. To Add a New Reason 1. Select a type for the reason by clicking on the radial button under Reason Type. 2. Click the <Add> button. 3. Type in a non-existing code to represent the new reason (up to 2 characters). 4. Type in description to explain what the reason is. 5. Click the <Add> button when finished or click the <Cancel> button to abort creation. To Delete a Reason 1. Select the desired reason to be deleted by clicking on it. 2. Click the <Delete> button. 3. Click Yes to remove the reason, No to keep it. Table 165

Customer Preferences This function is used for salespersons to understand customers more by customer preferences. To set the names of the preferences, go to Housekeeping User Parameters Customer Preferences. To Add a Customer Preference 1. Click on the code field. 2. Click the <Add/Plus/+> button. 3. Type in a non-existing code to represent the new customer preferences. 4. Type in a description to explain what the code is. 5. Select which preference(s) it belongs to. 6. Click the <Check> button. 7. Repeat steps 2-6 until all preferences are added. 8. Click the <Exit> button when finished. To Modify a Customer Preference 1. Click on the desired customer preference. 2. Make the changes. 3. Click the <Check> button when finished or click the <X> button to abort modification. 4. Repeat steps 1-3 until all desired preferences are modified 5. Click the <Exit> button when finished. To Delete a Customer Preference 1. Click on the desired customer preference 2. Click the <Minus/Subtract/ > button. 3. Repeat steps 1-3 until all desired preferences are removed. 4. Click the <Exit> button when finished. 166 Table

Customer Type RSW Retail Sales System Back Office This function is used to keep track and maintain all customer types. Subcategory ID If applicable, enter the subcategory code, which this type of customers will automatically qualify for a discount. Discount If applicable, click the <Modify> button and enter the discount rate for each subcategory entered. Purchase Limit If applicable, click the <Modify> button and enter the purchase quantity limit for each subcategory entered. If defined, customer under this type can only purchase items up to the purchase quantity limit daily. To Add a New Customer Type 1. Click the <New> button 2. Type in a non-existing code to represent the new type. 3. Type in a description to explain what the item is. 4. Click the <Add> button when finished or click the <Done> button to abort creation. Table 167

To Modify a Customer Type 1. Select the desired customer type by clicking on it. 2. Click the <Update> button. 3. Make the Changes. 4. Click the <Save> button when finished or click the <Done> button to abort modification. To Delete a Customer Type 1. Select the desired customer type by clicking on it. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. To Search for a Customer Type 1. Click the <Search> button. 2. Type in the desired customer type code. 3. The desired customer type will be highlighted in the list. Store Codes If the business is multi stored, this function is used to define the stores by a code. If a customer number is associated with a store, when entering sales for this customer, the system will create a receiving file under the Host Control Working directory. Then the file can be used for receiving at other locations. To Add a New Store Code 1. Click the <New> button. 2. Type in a non-existing code to represent the new store (up to 3 alphanumeric characters). 3. Type in a description to explain what/where the store is. 4. Select a customer number either by clicking on the <Search> button or by manually typing it in (optional). 5. Click the <OK> button when finished or click the <Cancel> button to abort creation. 168 Table

To Modify an Existing Store Code 1. Select the desired store code by clicking on it. 2. Click the <Update> button. 3. Make the changes. 4. Click the <OK> button when finished or click the <Cancel> button to abort modification. To Delete a Store Code 1. Click the <Delete> button. 2. Select the desired store code by clicking on it. 3. Click the <OK> button to remove it, click the <Cancel> button to abort deletion. To Search for a Store Code 1. Click the <Search> button. 2. Type in the desired store code. 3. The desired store will be highlighted in the list. Ship Via Codes This function is used to create or modify ship-via codes that are available in purchase order processing functions. To Add a New Ship Via Code 1. Click the <New> button. 2. Type in a non-existing code to represent the new ship via code. 3. Type in a description to explain what the ship via code is. 4. Click the <OK> button when finished or click the <Cancel> button to abort creation. Table 169

To Modify an Existing Ship Via Code 1. Select the desired Ship Via Code by clicking on it. 2. Click the <Update> button. 3. Make the changes. 4. Click the <OK> button when finished click the <Cancel> button to abort modification. To Delete a Ship Via Code 1. Select the desired Ship Via Code by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to remove it or click the <Cancel> button to abort deletion. To Search for a Ship Via Code 1. Click the <Search> button. 2. Type in the desired Ship Via Code. 3. The desired ship via code will be highlighted in the list. Workstation Codes This function is used to create or modify workstation codes. Each workstation in the PROFITEK system has a unique workstation code regardless of whether operating a stand-alone or network environment. PROFITEK software uses workstation codes to determine equipment configuration of each station. Before operating the system, an authorized PROFITEK Systems Specialist will complete this section. This function has 2 different tabs as follows: Printers and POS Device. Each system may have different configuration, therefore the setup for each of them may vary. To assign a workstation code for a workstation, go to Module System Set Workstation to, highlight the desired one to assign, then click the <OK> button. The number at the bottom left corner of the screen is the workstation ID. 170 Table

Dept Enter a 2-digit department code. Examples of department codes are as follows: Dept 01 = Restaurant, Dept 02 = Retail Store Printers Printers Click on each printer button (Invoice, Order, Statement, Report, and Label), a print setup box will appear. Click on the drop down menu to the right of the Name field and select the printer. Once the proper printers are selected, select the forms by clicking on the drop down menu to the right of the field for each printer and select the correct form. If the form is pre-printed with the company name, specify it by checking the Pre-printed Company Name box. If a receipt printer was selected, specify the type/model of the receipt printer. If the wrong type is chosen, the printer will not print properly. Print Invoice If a receipt is required to be printed automatically for each transaction, select Yes. Otherwise, select No. POS Devices Table 171

Display Pole 172 Table RSW Retail Sales System Back Office Type If a display pole is installed, select its type. the standard pole is DSP 800. Select No if a display pole is not installed. Port Select the display pole s communication port. Usually COM1 is selected for the display pole connection. Cash Drawer Scale Interface If the cash drawer is connected to the receipt printer, select Printer. Select Card if a cash drawer controller card is used. Select No if a cash drawer is not used. Port If the cash drawer is interfaced with a printer, the port will be the same as the printer to which it is connected. If the cash drawer is interfaced with a card, the port may vary. With Scale Select Yes if a weight scale is used and No if not used. COM Port Select the scale s communication port. Normally COM1 is used, but this may vary depending on the number of peripherals operated. Pinpad (For Debit Card interface) Number Enter the Pin pad number, which is an 8-digit number printed on the back of the Pinpad itself. Terminal ID Provided by the bank, the debit card terminal ID must match the Pinpad. COM Port Select the Serial Port where the Pin pad is connected. To Add a Workstation Code 1. Click the <New> button. 2. Type in a non-existing code to represent the new workstation (up to 2 alphanumeric characters). 3. Type in a description to explain what the workstation is. 4. Type in the department code. 5. Enter the printer information by clicking on the buttons (Invoice, Order, Statement, Report, Label). 6. Go to the POS Device tab and enter the POS device information if applicable. 7. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify a Workstation Code

1. Select the desired workstation code either by clicking on it and click the <Update> button or by double clicking on it. 2. Make the changes. 3. Click the<ok> button when finished or click the <Cancel> button to abort modification. To Delete a Workstation Code 1. Select the desired workstation code by clicking on it. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. General Ledger Codes This function is used to maintain the chart of accounts. It is used for the Accounting interface. To Create a New General Ledger Code 1. Click the <New> button. 2. Type in the account number for the new general ledger. 3. Type in a description to explain the account number. 4. Click the <OK> button when finished or click the <Cancel> button to abort creation. To Modify a General Ledger Code 1. Select the desired account number to modify either by clicking on it and click the <Update> button or by double clicking on it. 2. Make the changes. 3. Click the <OK> button when finished or click the <Cancel> button to abort modification. To Delete a General Ledger Code Table 173

1. Select the desired account number by clicking on it. 2. Click the <Delete> button. 3. Click the <OK> button to remove it or click the <Cancel> button to abort deletion. To Search for a General Ledger 1. Choose the desired method of searching by selecting the method of Order By. 2. Click the <Search> button. 3. Type in the desired information. 4. The desired account number will be highlighted in the list. Cash Distribution This function is used to define a Cash Distribution table for the salesperson/cashier to count the cash using [Shift-F10] Enter Cash Distribution. The function Shift-F10 is used for entering cash distribution after Daily Closing has been done. Customized Sales Report Definition 174 Table

This function is used to set the parameters for the Customized Category Sales Report. To Customize Sales Report Definition 1. Type in the description of the fee that will be calculated based on the percentage sales of the categories. 2. Enable the taxes that are chargeable on the fee. For example: Royalty Fee, which is submitted by a franchisee to the franchiser, as a percentage of the sales. 3. Go to the Sales Category tab to create the groups to add the categories. 4. Type in the group name under Group Description. 5. Hit the <Enter> key. 6. Select the categories to be included in this group either by clicking in the category field to bring up a drop down menu to select. 7. Hit the down arrow key to add another category to include. 8. Repeat steps 6-7 until all the categories are included. 9. Click the <OK> button when finished or hit the <Esc> key to abort creation. In the Customized Category Sales Report, system will generate the total sales of the categories under each group. If a fee is defined, it will be calculated under the total category sales. Table 175

This is an example of the report (2 Groups, with a Royalty Fee of 0.35%) when previewing it: Print Tables This function is used to print information defined under the Table Menu. Select the desired list to print. System will prompt for the sorting method. 176 Table

HOUSEKEEPING This section explains how to configure company profile, PROFITEK software operating parameters, and security features. System Integration If Profitek integrated modules that can be use with the Retails System are purchased, enable the integration under each module is required. This will allow the system to transfer data among the modules. Flag the checkboxes beside each module that are integrated with the Retail System and then input all G/L Account information if applicable. Press the <OK> button when finished or click the <Cancel> button to abort entering information. Housekeeping 177

System Parameters If changing the address or phone number of the store, please call Infospec Systems. Once a new address or phone number has been entered, the serial number must be changed as well. Otherwise the system will change the company name to *** Demo ***. This function contains multiple tabs, which defines the company profile and the main PROFITEK system operating parameters. Company This is where the company s information and the Profitek Retails System serial number is entered. Each company will be associated with a unique 15-digit serial number provided by InfoSpec Systems Inc. If any changes are made to the company information, a new serial number will be required. Company Logo If defined, the logo will be displayed in the Cash Register opening screen under the Profitek logo. 178 Housekeeping

Attributes Item Attributes Up to four attributes can be defined. These serve as user-defined item description fields. Example: A clothing store may define a Brand and/or Season attribute. To have attributes Print on Receipts, flag the corresponding checkboxes. [Enter/Modify Attribute List] Item attributes can be pre-defined here. Refer to Table Item Attribute for more details. Misc. Inventory Charges Up to five miscellaneous inventory charges can be defined. Examples of these charges are Duty, Freight, and Insurance. If the General Ledger system is used, a G/L account code must be assigned to each of the charges. An option to pro-rate or not pro-rate these charges onto item costs when receiving inventory is available. Prorate Item Definition Pro-rate charge according to the % as defined under each item. This option is only available to Misc. Charge 1. Quantity Pro-rate charge based on each item s received quantity. Amount Pro-rate charge based on each item s cost amount. Housekeeping 179

Setup RSW Retail Sales System Back Office Generate Transaction Date Based On This is for businesses that operate until after midnight. As transactions are entered after midnight, the dates will be different, which become difficult to balance the sales in the future. Choose First Transaction to allow transactions that are entered after midnight to have the same transaction dates. Support Size Item If enabled, the system will recognize size items in Cash Register (Enable this only if size items are sold). Style Attribute Custom define the descriptions that correspond to the three different style attributes used by the system - size, color and width, e.g. width can be changed to Length. Support Identifiable Item If enabled, the system will recognize identifiable items in Cash Register (Enable this only if items with serial numbers exist, e.g. cameras). Use Transaction # as Invoice # If enabled, the system will use the transaction number as the invoice number. In this case, invoice numbers may NOT be in sequence, because deposit and layaway transactions are assigned transaction numbers but not invoice numbers. 180 Housekeeping

Support Fractional Qty in System/Report If disabled, the system will not allow selling fractional qty in Cash Register and will round to nearest dollar in Back Office. Automatically Generating New Item # If enabled, the system will automatically generate new item numbers according to the Next Item # field. If minimum length of digits is set to 8 and the next number is less, the system will add 0 as the leading digits. Setting a minimum length can make all item numbers have the same length. Next Customer # The next new customer will use this number. If a customer number was to be entered manually, enter a large number in this field, e.g. 99999999. Next Transaction # The next transaction will use this number. Next Invoice # The next invoice will use this number. Next Item # The next item will use this number. Payment A payment type must be defined here in order to use it in Cash Register. Define the payment types in this tab. Up to a maximum of 15 payment types are allowed. Cash and on Account payment types are pre-defined by the system. The account payment types are linked to the AR or ARW interface. Housekeeping 181

Description The payment type description e.g. VISA, AMEX, etc. Type Bank Deposit If the tender amount is deposited to the bank, choose this option. The system will total all the bank deposit tender types and print the total amount under the daily closing report. Other Payment types that aren t bank deposits e.g. Coupons. Room Charge For PROFITEK system with Hotel Front Desk interface. Credit Card For Credit cards with PROFITEK CCA interface. Debit Card For Debit cards with PROFITEK CCA interface. Gift Card For gift card with Profitek Gift Card Interface. Min. Change If foreign currencies are accepted, specify the minimum change amount. For example, for Japanese Yen (minimum change = 100), give change on Japanese Yen only if the change in Japanese Yen is at least 100. Exchange Rate If the payment type is a foreign currency, enter an exchange rate. Reference If enabled, a box will appear on the screen when this payment is applied. Enter a reference (if applicable) to document a credit card authorization number or a driver s license when accepting a check or the reference number of a coupon, etc. Open Drawer If enabled, the cash drawer will open when this payment is applied. G/L Account Enter a G/L account code for the General Ledger interface if applicable. Exchange Rate Gain/Loss If a difference currency is used for different customers, select this to enable exchange rate gain/loss. For example, if a customer purchases an item with $100 USD and places the item on account while the conversion is 1.3, then the result would be $130 CDN. However, if the conversion is 1.2 during 182 Housekeeping

the actual payment, the result would be $120, which would create an exchange rate difference of $10. The system will then use the selected exchange rate gain/loss tender type to settle the $10 difference. The original sales transaction will have the following GL journals created: Account Debit Credit A/R $130 Sales $130 The payment transaction will have the following: Account Debit Credit Tender account $120 Exchange Rate Gain/Loss $10 A/R $130 Discount In this section, up to a maximum of 15 discount types can be defined. Description Description of the discount type. Maximum % Maximum percentage discount allowed. Maximum $ Maximum dollar discount allowed. Type ($ / %) Housekeeping 183

Fixed Percentage Fixed percentage discount (% set under Maximum%). Fixed Amount Fixed dollar discount ($ set under Maximum$). Open % or $ Manually enter a discount % or amount. Reference If enabled, a reference must be entered when this discount is given. G/L Account Enter a G/L account code if the PROFITEK General Ledger interface is enabled. Paid Out In this section, up to a maximum of 15 paid out types can be defined. Expenses, which are paid for by money taken out of the cash drawer during the day, have to be account for. Some businesses prefer to pay for general expenses by petty cash. In that case, ignore this section. Paid Out Description Description of the payout. G/L Account Enter a G/L account code if the PROFITEK General Ledger interface is enabled. Taxes/Interest Charge 184 Housekeeping

In this section, up to a maximum of five tax types can be defined. In addition, interest charge parameters can be defined. Number The registered Tax Number (optional). Rate Enter the rate of the tax. G/L Account A G/L account code must be entered if the PROFITEK General Ledger interface is enabled. Inc in Price If enabled, current tax is included in the selling price. Default in New Customer If enabled, this tax will, by default, apply to new customers. Item If enabled, new items will, by default, be taxable under this tax. Annual Interest Rate The annual interest rate applied to overdue invoices. G.L. Account Specify the G.L. Account for the interest rate fees. Compound Interest If enabled, interest will be compounded. Housekeeping 185

Charge on Invoice Overdue Days Specify the numbers of days before invoices are considered overdue and subject to interest fees. Minimum Interest Charge If interest charged is less than this amount, then interest will not be charged. Price Formula Formulae can be defined for price levels 1 to 8 and level M. These formulae can be based on group 0, Cost or Landed Cost. Price Formulae are used in conjunction with the <Calc. Price> button under Enter/Modify Item to recalculate each price group. If Recalculate Price Based on Formula is enabled under Housekeeping User Parameter Inventory, when doing receiving, the system will update the price based on the formula. Description of each price group can be changed to reflect the customer type. For example, in the above figure, price group 2, which is 15% off the regular price, is for Friends. When a minimum price is set for an item and selling this item below this price (using price override), the system will prompt to confirm. (Security Levels can be set for both Modify Price and Override Minimum Price under Cash Register Security Settings) User Parameters 186 Housekeeping

This function is used to set up global settings and default values. It contains a Point of Sale, Receipt/Invoice, Inventory, Daily Closing and Other tabs. Point of Sale Information in this tab controls how the cash register program operates. Here are the functions applied when the parameter is enabled : Enter Salesperson s Password If enabled, salespeople need to enter their password after entering the their code under Cash Register. Enter Customer # before Phone # If enabled, the system will prompt for Customer Number first when opening a transaction. Otherwise, phone number will be prompted first. Expand Customer s Note to Max. Height If enabled, when a salesperson checks on the customer s note, the system will expand the note to maximum height. Default Qty Fixed To One If enabled, the system will default the selling quantity to 1 for each item and return to the Item code field. To change the quantity, click the <Qty> button. Use <Lock> and <Qty> buttons to bypass this parameter. That is useful when user wants to enter -1 as the quantity for refund. No Decimal Point When Entering Price When entering 100, system will treat it as 1.00. Release [Lock] on Every New Item The [Lock] button will be released when a new item is purchased. Housekeeping 187

Prompt to Enter Reason for Refund System will prompt for a reason when a refund occurs. Prompt for Cost for Open Items When doing an Open Item sale in Cash Register, the system will prompt to input a cost. Modify 1 st Description Line Allow salesperson to modify the 1 st Description of the item using the <Descrip> button. Modify Extended Description Allow salesperson to modify the Extended Description of the item using the <Descrip> button. Pop-up Ext. Description if Exists This can be used with Modify Extended Description. If enabled, system will automatically pop up the extended description for the salesperson to modify if there is an extended description defined. Show Default Tender Amount If enabled, the system will default the transaction total as the tender amount. Otherwise, no default amount will be shown under the tender screen. Show Salesperson s Commission If enabled, the salesperson s commission will be displayed under the cash register sales screen Confirm Saving Transaction If enabled, user needs to press OK to save the transaction. Otherwise, once the tender amount is greater than or equal to the Invoice total, the system will save the transaction. Prompt Change for # Sec. Input how long (in seconds) the window displaying the change amount for a transaction will remain on the screen. Start Transaction At This controls where the cursor will position after a transaction is saved. An option to start each new transaction at the Salesperson Code, Cust #/Phone #, or Item Number field is available. If the same salesperson enters all transactions and most/all of the transactions are cash sales, it would be more convenient to start each new transaction with an item number. The new transaction will assume the same salesman and customer as the previous transaction. Hit the <ESC> key to back to the salesman or customer field to change them if needed. Warning on Over Credit Limit If using On Account payment and customer is over the customer s credit limit, system will pop up warning message. Warning on Invoice Overdue If enabled, the system will display a warning message for customer with invoice overdue more than a certain days under the Sales function. Warning on Membership Expires on [#] days 188 Housekeeping

If enabled, the system will display a warning message for customer with expiring membership. Display Suggested Item List If enabled, suggested item list will appear when a sales transaction begins. Print Ticket at the End of Transaction If enabled, for each item that needs a ticket to be printed, a ticket will be printed to the label printer after each transaction. A separate label printing interface is required. Apply Customer Markup Price on Forced Link Item If this parameter is unchecked and the customer has markup price defined, the system will not use the markup price on the forced link item. Otherwise, the markup price will be used on the forced link item. Allow Changes in Foreign Currency System will allow the user to select what currency to give as change if the tender type is a foreign currency. Apply Highest Discount System will apply discount to a special item if the discount will give the customer a higher saving. For example, an item with $10 regular price and it is on special for $8. If a 10% discount is applied, the system will not use the discount as the special price saves more than the 10% discount. If the discount is now 30%, the system will apply the 30% discount to the original price of the item, which will yield to $7. Allow Discount on Special Item System will allow discount on a special items. Update AR to Same Cust. Group Housekeeping 189

All On Account transactions will be updated to the same account for all customers set to belong to that Customer Group. For example, if customer Tom is defined to the same group as customer ABC Corporation, all the A/R transactions by Tom will be updated to ABC Corporation, though the transactions themselves are still saved under Tom s account. Only Apply Price Break For Item on the Same Line If enabled, price break will only be applied to items purchased all together. Once the items has been recorded on the monitor, any additional quantities would have the original cost. For example: if more than 6 cans of coke were purchased, each would cost $0.50. Otherwise, a single can of coke costs $1.00. If a customer purchases 8 on the first batch and later on brings 2 more, the price would be 8@$0.50 + 2@$1.00 = $6.00. Log Deleted Sales System will keep a record of sales that are deleted. Sales at Zero Stock Level This option is used to pre-sell items with no stock on hand With [a] Warning or Without [a] Warning message. Opt out to disable pre-selling entirely (Select No ). Default Linked Item Qty to When an item (say can of beer) is sold, which is linked to another item (say a can deposit fee), set the linked item (can deposit fee) to default to the same quantity as the item being sold (can of beer). In the situation where 3 cans of beer were sold, 3 can deposit fees will automatically be linked. For example, to sell one beer cap opener with each pack of bottled beer, set the linked item quantity to default to Same as Base Item. For Photo-finishing, Prints will be the items and Development will be the linked item, which is always default to One. The customer would be charged for one development fee plus the number of prints developed. Price Group Selection No Price Group will not pop up after item is selected. The item price cannot be modified by the user. Yes If item has different prices, the price groups pop up. Yes Plus Prices Shown The price groups will pop up with the prices. Yes Plus Modify System will stop at a the price field for modifying the price. Scale Pricing This parameter is meant for use for stores that support scale/weight items. Choose to apply item pricing Per 100 g or Per 1 kg or Per 1 lb. Park Transaction 190 Housekeeping

Carried Over to next Day System will carry over all parked transactions to the next day when Daily Closing is done. Otherwise, parked transactions will be deleted at daily closing. Auto Print Packing Slip to Order Printer A packing slip will be printed when saving a Park Transaction. Auto Print Parking Order to Receipt Printer A packing order will be printed when saving a Park Transaction. Packing Slip Template Choose between the Original template or Template 2 (addition of Item attribute 1 and 2 on the packing slip). Receipt / Invoice This section configures the printing options for receipts and invoices. Terms and Conditions If Allow Modification is enabled, the terms and conditions can be modified at the time of sale. A different term to different type of cash register transaction can then be assigned. (Terms and Conditions are defined under Table Terms/Conditions) Printing Options Select the printing options to be enabled when printing invoices/receipts. If Enable suppress printing of item price on invoice is checked, under the Sales tender screen, user can select not to print the item price on the invoice, though invoice subtotal will still be printed. Housekeeping 191

Copies of Receipt/Invoice Prompt before Printing System will ask how many copies of receipt to print after payment. Default # of Copies By default, the System will print this number of receipt each time. # of Copies for On Account For each transaction that has On Account as the tender type, the system will print this number of receipts. Invoice Only Select the desired options. If Print Logo (.BMP) is chosen, please find the path to the file and either copy and paste the path into the text field or manually typing the path in. Receipt Only Select the ones that to print on the receipt. If chosen to print Net Price on Receipt, the regular price and the discount rate will be printed under the item. Otherwise, receipt will show regular price and discount will show under subtotal. Coupon If enabled, the system will print a coupon on the end of the receipt. The coupon amount will be based on the pre-defined rate of the sales amount. The system will not keep track of the coupons printed. 192 Housekeeping

Inventory Information in this tab controls the inventory. Receiving Update Theoretical Cost by Current Cost Our system keeps track of each item s actual cost. The costs in the Enter/Modify Item screen are the items theoretical costs. When receiving inventory, the option to update the theoretical costs based on the current (most recent) cost is available. Modify Price This option is used to modify items selling prices at the time of receiving. Recalculate Price Based on Formula This option is used to automatically calculate item prices based on theoretical pricing and formula entered under Housekeeping System Parameters. Inter Store Transfer After Receiving System will prompt to transfer stock among stores after receiving. Allow Same Serial # Flag this option to have the same serial number. Sort Item by Stock # When Receiving by PO When receiving an inventory by PO, items in the receiving list are sorted by stock number. Cost include GST If enabled, the system will deduct the GST from the item cost to calculate the actual landed cost. Housekeeping 193

Auto Calculate GST If enabled, the system will automatically calculate the GST of received items. Otherwise input it whenever items are received. Cost Include Forced Link Item If enabled, the system will deduct the forced link item cost from the item cost to calculate the actual landed cost. Auto Receive Forced Link Item If enabled, when doing receiving items with forced link item, the system will automatically receive the forced link item as well. If Cost include forced link item is enabled, user should not turn on this parameter. Input Lot # and Expiry Date This parameter is used to keep track of Lot No. and Expiry date of the inventory received. If this parameter is checked, the system will prompt the user to enter the lot number and expiry date during inventory receive. Upon enabling this option, it is also possible to specify the desired Date Format to be used. Allow Post Receiving if Access Level >= # If access level number is entered, only users with access level equal or greater than the number are allowed to do postings when receiving inventory. Users with lower access level are only allowed to add the received inventories instead of posting. Display Cost in Receiving/Modify Item if Level >= # If an access level is entered, users with access level equal or great to the number will be able to view the cost of the item during modification and receiving. Users with a lower level will not be able to view it. Inventory Transfer Allow Request Transfer In If enabled, the system will allow the user to request inventory from other stores and transfer those inventory into this store. Auto Transfer GST If enabled, the system will add GST into inter-store transferring items. Allow Transfer Inventory for Other Stores If enabled, the system will allow user to transfer inventory for other stores. E.g. Head office can request a store to transfer inventory to another store. Display Cost If enabled, the system will display the cost on the screen and print the cost in the transfer checklist. 194 Housekeeping

Input Lot # and Expiry Date This parameter is used to keep track of Lot # and Expiry date of the inventory transferred. If this parameter is enabled, the system will prompt the user to enter the lot number and expiry date during inventory transfer. Disallow Transfer at Zero Stock Level If enabled, the system will prohibit transferring of inventory that is at 0 stock level. Print Price on Inter-Store Transfer Check List If enabled, when generating an Inter-Store Transfer Check List, the prices of the items will be printed. Display Warning if Transfer Qty Exceeded [#] A warning will display if the transfer quantity is greater than the amount entered. Track Inventory for An option to enable and inventory track for Scale Item, Price Item, and Gift Card items. Inventory Flow This is the inventory flow control. FIFO First in first out: Oldest stock will be sold first. Update Barcode with Stock Number Create a barcode with the Stock Number. Auto Generate Barcode when > Max. Chars Automatically generate a barcode when the item number is greater than the defined number of digits. This is useful if user has a very long item number. The system will generate a shorter number for barcode printing. Always Use Item # as Barcode if Possible If enabled, the system will use the item number to print the barcode. Otherwise, it will use the barcode number to print barcode. Real Time Inventory Lookup If enabled, the system can pull inventory information from different stores under the Inventory Lookup function. This requires all stores data to be kept under the same network. Housekeeping 195

Daily Closing RSW Retail Sales System Back Office Select Reports for Daily Closing These selected reports will be printed automatically at time of daily closing. For new users, it is recommended to select all reports. For advanced users, turn off reports that are not needed when desired. These reports except the Daily Journal Listing can be reprinted at any time. Cashier Closing No No Cashier Closing is done. By Cashier Each cashier must perform a cashier close before a daily close can be performed. Once a cashier finishes the close, that cashier cannot do sales until daily close has been performed. By Department Similar to By Cashier, except each department must perform department close first (departments are defined under Table Workstation Code). Select Reports to Print on Receipt Printer An option to print the Cashier/Department Closing report and/or the Daily Closing report to the receipt printer is available. This is used when a report printer is not installed. Other Options 196 Housekeeping

Show Cash Distribution Screen If enabled, system will pop up the Cash Distribution table for counting cash when doing Daily Closing. Allow Choice of Daily Reports at Closing If enabled, the report selection can be changed at the time of closing. Allow Daily Closing Even if No Sale If enabled, a daily close can be done even with no transactions. This is useful if GL integration is enabled. If there were no transactions but inventory adjustments were done, a daily close must be done in order for the system to create the GL journal entries. Do Blind Closing If enabled, the user will not see the Total screen (Tender Types and POS Amount vs. Actual Amount information). The system will also automatically perform the actual Close operation once the reports have been printed. Print Daily Report to File If enabled, the daily report will be printed to a file. And Printer If enabled, the report will be printed to a file and to the printer as well. Print Inventory Valuation Report to File If enabled, the inventory valuation report will be printed to a file. Print Confirmation Slip after Daily Closing If enabled, a confirmation slip will be printed to the receipt printer after daily closing. Suppress Subcategory Breakdown on Reports If enabled, the system will not show breakdown on Subcategory sales on reports and only category total will be printed. Print Only Tender on Closing Report If enabled, only tenders will be printed on a closing report and no sales breakdown will be printed. Group Daily GL Journal If enabled and the GL interface is enabled, the journal entries will be consolidated each day. Discount as Separate GL Journal If enabled, discounts will be considered as a separate GL journal, otherwise only the net sales amount will be accounted for in one journal. Auto Rollover of Sales Data If enabled, the system will allow daily close even if there are transactions that are not included in any cashier or department close. All those transactions will not be included under the daily close and will be considered as the sales for the next day. Housekeeping 197

Other RSW Retail Sales System Back Office With the rollover parameter turned on, all the cashier/department closes should be done before midnight and the daily closes after midnight. By doing this, the system will automatically change the transaction date of the rollover transactions to the date when the daily closing are performed which will be the next day. This is useful for 24 hours operation where there will be cashier on shift on the time. Enable Salesperson Commission If enabled, the system will calculate the commission for the salespersons. Otherwise, no commission will be calculated. Commission for Second Salesperson If a second salesperson is involved in a transaction, determine how to divide the commission: N/A No commission for second salesperson. 50-50 Split Based on 1 st Salesperson Split the 1 st salesperson s commission to 2 halves. Based on 1st Salesperson Receive same commission as the 1st salesperson. Order Tracking 198 Housekeeping

Enable Due Date/Time If enabled, the order tracking can by due either by hour or by day. If by hour, the hours due for each item can be pre-defined. When the item is dropped off, the system will prompt for the number of hours/days due and calculate the due date/time. Use Dropoff Price and Description If enabled, user can modify the item price under dropoff and pickup screen. Prompt for Item Description If enabled, the item description and the extended description can be modified at the time of an order tracking drop off (for drop off, pickup purposes). Export Order Taken Records If enabled, orders taken will be exported to an external interface. Print Label for Track # If enabled, the system will print a barcode label (2 x 2 ) for each item entered under order tracking. The system prints the barcode label to an Eltron printer - please define the barcode printer under Tables Workstation code (Note: Page mode is the default setting). Save First Track # as PO # If enabled, for customers without a PO number, the first picked up item s track number will be saved as the PO number (for drop off, pickup purposes). Auto Generate Track # If enabled, the system will automatically generate the order track number according to the Next Track # defined. Display Pole Message Start Input the Welcome message that will be shown on the display pole before the start of a transaction. Enter up to two lines (corresponds to the two text boxes) for the message. Exit Input the Exit message that will be shown on the display pole after the program is exited. Report Font Choose the font used for report printing. Prompt to Select Printer before Printing If enabled, prior to printing, a printer selection will be prompted. Display Option Housekeeping 199

Hide Inactive Customer (Customer List) If enabled, inactive customers will not be shown under the customer list. Display Only Active Items (Item List) If enabled, inactive items will not be shown under the item list. Display Ext. Desc. Under Desc. (Item List) If enabled, extended description will be displayed under first description in the item list instead of a separate column. Always Display Cost (Item List/Reports) If enabled, the cost of item will be displayed under item details. Override with Access Level >= # If Always Display Cost is not enabled, the access level number entered here will allow the users with access level above the entered value to be able to view the cost under item details. Enter/Modify Defaults 200 Housekeeping

Defaults for New Item Price Group The selected price group will be the default price group for new customers. The item list will show this price group for all items. Item Type The selected item type will be the type new items are by default. Discountable If enabled, new items are discountable by default. Fractional Qty If enabled, new items can have fractional quantities. Print Label If enabled, new items can have labels printed. Minimum Stock Level / Regular Stock Levels These will be the minimum / regular stock levels new items will have by default. Defaults for New Customer Default Tender Type Select the payment type as default for new customers. Apply Tender Type To All Customers When this button is clicked, system will update the payment types of the existing customers to the selected ones. Housekeeping 201

Default City/Province/Country If most of the customers are from the same city or province, enter the default here for any new customer. Customer Preferences Label Caption The captions to be displayed when entering customer preferences under Customer Enter/Modify Customer. Mandatory Selection If enabled, the preference must be selected from the pre-defined table. Preference List Automatically Add New Preference for Non-Mandatory Selection If enabled, non-mandatory selections have new preferences added automatically. Enter/Modify Customer Preferences This will lead to Table Customer Preferences. Credit/Debit Card Parameters This section is applicable only if the Integrated Profitek Credit Card Authorization Module is purchased. 202 Housekeeping

The fields in this section should be completed by a Profitek technician. Air Miles Parameters This section is for Air Miles configuration and should be completed by a Profitek technician. Housekeeping 203

Accounts Receivable Parameters If the Accounts Receivable module was purchase, this section is for its configuration and should be done by a Profitek technician. 204 Housekeeping

If enabled, under Enter/Modify Customer Credit Terms, an AR account number can be entered. Hotel Front Desk Parameters If the Hotel Front Desk module was purchased, this section is for its configuration and should be done by a Profitek technician. Gift Card Parameters If the Gift Card module was purchased, this section is for its configuration and should be done by a Profitek technician. Housekeeping 205

Gift Card System Enabled If enabled, the Cash Register will have the ability to sell and recognize gift cards. IP Address The IP address where the Cash Register will gather the gift card information from. Port The port where the IP address will allow access to the gift card information. Time out The amount of pausing time before reconnecting to retrieve gift card information. Must Swipe Card If enabled, a gift card must be swiped at the Cash Register during a transaction. A security can be set to override this parameter. Serial # The location to type in the serial number for the Gift Card System. Sales Reminder This Sales Reminder will automatically pop up when clicking the <Total> button in Cash Register. For example, enter a message reminding the salesperson to push certain items. Click the <clear> button to delete the message to prevent it from popping up. 206 Housekeeping

Cash Register Security The system is used to associate an access level to each Cash Register function as shown below, scroll down the list to enter an appropriate access level for each function: Remember access levels range from 0 (lowest) to 9 (highest). A Salesman with access level 5 can access all cash register functions among level 0 to level 5. To block a function from anyone, enter a level higher than 10. Modify Salesperson Commission This function is used to manually modify the commission of salespersons. When this function is selected, a screen listing all the transactions with commission issued will be displayed. Housekeeping 207

Find and select the desired particular transaction to modify, click on the Profit, Commission, or Spiff Commission field to modify it. It is also possible to modify the salesperson of a transaction. To filter the records to only show transactions belonging to a certain date, flag Filter record by Txn Date and then specify the date range. To filter the records by salesperson, flag Filter record by Salesperson and select the range of salespersons IDs. Generate Interest Charges This function generates the interest charges incurred by customers from overdue invoices. It will calculate the amount of interest owing for each customer and allow charging the interest fee to that particular customer s account. To access this function, go to Housekeeping Generate Interest Charge. The following screen will appear: 208 Housekeeping

Salesperson Overdue invoices issued by this salesperson will be retrieved for generating interest charges. Apply Interest Charge From/To Select the date range for applying interest charges. After specifying the salesperson and date range, click the <Start to Retrieve Data F4> button. A list of customers with overdue invoices and the corresponding interest charges will appear: Toggle whether to charge or not charge interest on a customer by checking or unchecking the box in the first column (or use Select All or Deselect All). Once everything is set, click the <Generate> button and the interest charges will be appropriately applied to each customer account as a new invoice of type Interest Charge. Note: once interest have been generated for a particular customer of a particular date range, the same customer will not appear again in the list of customers if the same date range is selected again. This prevents accidental repeated charges. Housekeeping 209

Void Interest Charge This function is used to void an interest charge incurred on a customer. To access this function, go to Housekeeping Void Interest Charge. The following window will appear: Enter the salesperson, the customer number, and the Txn # (transaction number) of the interest charge to void, then click the <Void> button. Note: to determine the transaction number use the Customer Account Inquiry function. Print/Consolidate GL Transaction This is used to consolidate the GL transactions. The system will sum all transactions to one entry under each GL account. Choose the cut-off date and select to consolidate by Month or by Day. An option to enable Group Daily GL Journals under User Parameters Daily Closing to consolidate GL transactions each day upon Daily Closing is available. Import Functions This function is used to import pre-defined tables from comma separated files (*.csv). 210 Housekeeping

To Import Tables 1. Select the type of function to use by clicking on it. 2. Select a table (if applicable). 3. Find a file to get the information from either by clicking on the <Search> button or by manually typing in the location of the file. 4. Click the <Next> button and the following screen will appear: 5. Select the table to append and/or update to the existing table. 6. Click the <Next> button and the following screen will appear: Housekeeping 211

7. Enable the checkbox if the file has a title line. 8. Select the title line of the data by clicking on the desired name in the first list box. 9. Select the data starting position by clicking on the desired name in the second list box. 10. Click the <Next> button and the following screen will appear: 11. Enter the character the text file uses to delimit and separate the data by typing the character in the text box. 12. Click the <Next> button and the following screen will appear: 212 Housekeeping

13. Match the field name on the left side with the text file field name by selecting the field names on both sides and click the < > button. 14. To remove mapping, select the field name and click the < > button. 15. Click the <Next> button and the following screen will appear: 16. To save the import setting, flag the Save This Import Setting checkbox. 17. Click the <Do it!> button to import, or click the <Back> button to make changes, or click the <Cancel> button to abort importing. 18. Click the <Done!> button when finished or click the <Print> button to print the log to the printer. Housekeeping 213

Consolidate Sales Detail for Report This function is used to consolidate sales detail to shrink the reports to day by day report. This function is very useful when previewing and/or printing a report. After the sales details are consolidated, even after archiving the transaction history, reports can still be printed using the consolidated details file. 214 Housekeeping

System To access the system menu, go to Module System on the menu bar. The menu bar has now changed to the System menu bar, with new functions available: System The system menu provides functions to maintain the retail sales system. Here to maintain different companies, languages, workstation IDs, and also view the current users of the system. Select Company RSW systems may be used to manage multiple companies. In these cases, select the desired company for the system to currently manage through the Select Company function: System 215

Simply click the drop down menu and select the company. The selected company s modules and the modules paths will appear on the screen. If this is the correct company, click the <OK> button. Maintain Company This function is for maintaining the different companies that are available to the system. These settings are preset by a Profitek technician and should be left unaltered. Select Language If the system was configured for multiple languages, select the language through this function. Simply go to System Select Language. Choose the desired language and then click the <OK> button. Maintain Language This function is used to define/modify the translations for the different languages available on the system: 216 System

Choose the language to maintain from the drop down menu. The screen will then populate with the original message (in English) and the translated message (in the second language) for each category. Change the translations here if desired. If there is a language translation file, upload the file to the system through the Upload command. The language setup is pre-configured by a Profitek technician and should usually be left unaltered unless absolutely necessary. Set Workstation ID This is used to change the current workstation s ID. To access this function go to User ID Maintain User ID. A screen similar to the following will appear: Choose the workstation and then click the <OK> button. Flag Reassign Printer s settings when printing to apply all the current printer settings to the newly selected workstation. Show Current Users This function will display the computers that are currently using the system database. User ID Maintain User ID This is used to create, edit or delete user IDs that are permitted to access the BackOffice program: System 217

To Add a New User 1. Type in a non-existing user ID to represent the new user. 2. Hit the <Enter> key. 3. Click Yes to create a new user, No to abort creation. 4. Type in a name to represent the user ID. 5. Type in a password for the user ID. 6. Click on the ID column and a drop down menu will appear. Click the drop down menu and select the packages that is used. 7. Type in the access level. 8. Click the <Add> button when finished or click the <Cancel> button to abort creation. To Modify a User 1. Find a user either by clicking the <Search> button or by manually typing it in. 2. Make the changes. 3. Click the <Update> button when finished or click the <Cancel> button to abort modification. To Delete a User 1. Find a user either by clicking the <Search> button or by manually typing it in. 2. Click the <Delete> button. 3. Click Yes to remove it, No to keep it. Security Maintain Access Level This function is used to define the access levels required to perform all the functions in the different modules that are available on the system. Go to Security Maintain Access Level to use this function: 218 System

Simply choose the module and the section, change the Required Access Level of the desired Program Description if necessary. This access level corresponds to the access level that was defined when creating a new User ID for the system as previously described. When done, click the <OK> button. Update Access Level Run this function whenever the RSW program is updated to a newer version. This function will ensure that all new security settings have been applied to the system. Integrity Check Integrity Check This function will perform an integrity check for the selected module for the selected company. Choose the company from the Company Drop Down menu. Next choose the module to perform the integrity check on. The integrity check will ensure that all numbers, quantities, etc. are accounted for and add up properly. Run this function after unusual events, such as computer crashes, power outages. System 219