TRAINING GUIDE Sales Management Systems, Inc. Customer Support Department 5109-C2 East La Palma Ave. Anaheim, CA 92807
Note to Users: Information in this document is subject to change without notice and does not represent a commitment on the part of Sales Management Systems, Inc. Sales Management Systems, Inc. makes no representations or warranties with respect to its contents. The company(s), and all business aspects of the company(s) presented in this document, including all characters, products, and transactions therein are fictitious and are a product of the writer s imagination. Any similarity to real company(s), their products, business situations and relationships, or individuals, either living or dead, is purely coincidental. Copyright Sales Management Systems, Inc., 1996. All rights reserved. No part of this manual may be stored in a retrieval system, transmitted, or reproduced in any way, including but not limited to photocopy, photograph, magnetic, optical, or other record without the expressed written permission of Sales Management Systems, Inc. SMS and QUICKSELL 2000 are trademarks of Sales Management Systems, Inc. Microsoft, Windows, and MS-DOS are registered trademarks of Microsoft Corporation. IBM is a registered trademark of International Business Machines Corporation. All other product names referenced herein are trademarks or registered trademarks of their respective companies.
CONTENTS HARDWARE REQUIREMENTS FOR QUICKSELL 2000... 1 GETTING STARTED... 4 INSTALLING QUICKSELL 2000... 4 SOFTWARE COPY PROTECTION DEVICE... 7 STARTING QUICKSELL 2000... 8 QUITTING QUICKSELL 2000... 10 SETTING UP THE QUICKSELL 2000 DATABASE... 11 QUICKSELL 2000 MANAGER... 14 OVERVIEW OF QUICKSELL 2000 MANAGER... 15 NAVIGATIONAL INSTRUCTIONS... 16 Using the Mouse... 16 Using the Keyboard... 16 Using Menus... 16 Using Dialog Boxes... 16 Using Tabs... 17 Entering Information In Dialog Boxes... 17 Using Buttons... 17 Accessing Online Help... 18 OVERVIEW OF QUICKSELL 2000 OPTIONS... 19 File Menu... 19 Database Menu... 25 Inventory Menu... 52 Journals Menu... 66 Reports Menu... 68 Utilities Menu... 69 QUICKSELL 2000 MANAGER REPORT ENGINE... 73 Sort By Tab... 73 Additional Details Tab... 75 Criteria Tab... 75 QUICKSELL 2000 POS... 79 THE POS SCREEN... 79 KEY DEFINITIONS... 80 PROCESSING POS ACTIVITIES... 83 Log on at the POS Station... 83 Entering Opening Amount... 83 Entering Sales Transactions... 84 Entering Items... 84 Entering the Closing Amount... 86 Printing an X or Z Report... 87 Backing Up... 87 COMMAND KEYS... 89 Help (F1)... 89 Lookup (F2)... 89 Calc (F3)... 89 Journal (F4)... 90 Open/Close (F5)... 90 i
Layaway (F6)... 91 Customer (F7)... 92 No Sale (F8)... 92 Secure (F9)... 92 Drawer (F10)... 92 Special Operations (F11)... 93 Tender (F12)... 96 Sys Info (Shift+F1)... 96 Send Msg (Shift+F2)... 96 Disc Sale (Shift+F3)... 97 Rec v Pmt (Shift+F4)... 97 No Tax (Shift+F5)... 98 Graphs (Shift+F6)... 98 Add Cust (Shift+F7)... 98 Hold Trans (Shift+F8)... 99 Tender (Shift+F9)... 99 Gas Dep (Shift+F10)... 99 Reprint (Shift+F11)... 100 SHORT CUTS... 100 Quick Look-Up Guide For Performing Common Tasks... 100 QUICKSELL 2000 DOCTOR... 107 REPAIR QS2000 DATABASE... 108 EDIT QS2000.INI INITIALIZATION FILE... 109 UPDATE QS2000 DATABASE STRUCTURE... 112 SETUP FOR ICVERIFY... 113 INTERFACING WITH ACCOUNTING... 117 EXPORTING TO PEACHTREE ACCOUNTING... 118 EXPORTING TO QUICKBOOKS... 120 EXPORTING TO M.Y.O.B.... 122 ii
Hardware Requirements for QUICKSELL 2000 QUICKSELL 2000 provides great flexibility for configuring POS systems. It supports multiple POS devices (scanners, printers, pole displays, etc.) connected to the serial ports, the parallel port, or the keyboard input on the PC. QUICKSELL 2000 may be used as a stand-alone POS station or in a networked environment. A stand-alone system may be appropriate for a small store where a single POS register is sufficient for all sales transactions. In this configuration, the same PC is also used to perform the back-office functions provided by QUICKSELL 2000 Manager. A local area network (LAN) uses a common QUICKSELL 2000 database among multiple registers. A master/satellite configuration using a peer-to-peer network operating system may be adequate for up to ten POS registers. A POS register is assigned as the master system where the QUICKSELL 2000 database is located. Typically, the master station is the least used register so it shares the database with the other satellite registers efficiently. Back-office functions may be performed on this or any other register. A file server configuration is appropriate for large stores. This setup is essentially the same as the master/satellite except that one PC is dedicated to be the file server for the whole network. The file server PC is not used for any function other than to allow the satellite PCs to run programs located on it. QUICKSELL 2000 supports whichever configuration or POS devices that are selected. The options and configurations suggested below should be considered as guidelines only. Individual system configurations and resources are essentially driven by Windows system requirements. It is assumed that the Windows software (version 3.1 or higher) or Windows 95 is installed and properly functioning on all necessary computers. Stand-Alone POS Stations Computer 486 processor 8 megabytes of RAM (16 megabytes recommended) 250 megabyte hard drive or greater 3.5" or 5.25" floppy drive (3.5" recommended) VGA color monitor Pointing device (mouse, trackball, etc.) Keyboard 1
Optional POS Devices 40-column receipt printer 80-column report printer Cash drawer with receipt printer interface Barcode scanner/credit card reader combo with keyboard wedge Modem for credit card authorization Master/Satellite Configuration Network Type Peer-to-peer - Windows for Workgroups, Windows 95, LANtastic, Novell Lite, etc. Non-dedicated file server Master Computer 486 processor or faster 8 megabytes of RAM (16 megabytes recommended) 540 megabyte hard drive or greater 3.5" or 5.25" floppy drive (3.5" recommended) VGA color monitor Network card and cabling Tape backup system Uninterruptible power supply (UPS) Pointing device (mouse, trackball, etc.) Keyboard Satellite Computers 486 processor 8 megabytes of RAM (8 megabytes recommended) 250 megabyte hard drive or greater 3.5" or 5.25" floppy drive (3.5" recommended) VGA color or monochrome monitor Network card and cabling Keyboard Optional POS Devices 40-column receipt printer 80-column report printer Cash drawer with receipt printer interface Barcode scanner/credit card reader combo with keyboard wedge Modem for credit card authorization 2
File Server Configuration Network Type Server-client network (LAN Manager, Windows NT, NetWare, etc.) Dedicated file server File server Computer 486 processor or faster 16 megabytes of RAM or greater 850 megabyte hard drive or greater 3.5" or 5.25" floppy drive (3.5" recommended) VGA color monitor Network card and cabling Tape backup system Uninterruptible Power Supply (UPS) Pointing device (mouse, trackball, etc.) Keyboard Satellite Computers 486 processor 8 megabytes of RAM or greater 250 megabyte hard drive or greater 3.5" or 5.25" floppy drive (3.5" recommended) VGA color or monochrome monitor Network card and cabling Keyboard Peripheral Devices 40-column receipt printer 80-column report printer Cash drawer with receipt printer interface Barcode scanner/credit card reader combo with keyboard wedge Modem for credit card authorization 3
Getting Started Installing QuickSELL 2000 QUICKSELL 2000 may be installed to run on a stand-alone computer system or on multiple computers in a network. The number of computers which QUICKSELL 2000 may be installed onto is reflected by the number of licenses purchased. The QUICKSELL 2000 setup program makes installing the software easy and straightforward for any store configuration. Once started, the Setup routine guides you through the installation process. Microsoft Windows, Windows for Workgroups, or Windows 95 must be installed and properly working on the computer before installing QUICKSELL 2000. At least fifteen megabytes of available space should be present on the Windows disk drive for the QUICKSELL 2000 Setup program to perform properly. The installation program copies the various components of QUICKSELL 2000 to the WINDOWS\SYSTEM directory and updates the WIN.INI file. If a virus detection utility is present, disable it before running QUICKSELL 2000 Setup to prevent any possible conflicts with open files. Also, close all open Windows applications (other than Program Manager in Windows or Windows for Workgroups) prior to starting the Setup process. Note: QUICKSELL 2000 comes with a software copy protection device. Although not required for installation, this device is required to run QUICKSELL 2000 POS. It must be mounted on the parallel port of a POS station. On a local area network, this device is needed on only one POS station. IMPORTANT: The station that the copy protection device in installed on must be the first station to run QUICKSELL 2000 POS each day. To install QUICKSELL 2000 onto a stand-alone computer: 1. Place the diskette labeled QUICKSELL 2000 PROGRAM DISK 1 into any available 3.5 disk drive. 2. Make sure Windows is running and the Program Manager (Desktop in Windows 95) is displayed. 3. Select RUN from the FILE menu and type a:\setup (assuming the disk is in drive A). For Windows 95, press the START button and select RUN, then type a:\setup (assuming the disk is in drive A). 4. When the option appears, select the STAND ALONE option, either by clicking on its icon or by pressing ALT+S. 4
5. Change and/or confirm the location where the main QUICKSELL 2000 files are to be located. Upon completion of the Setup process, a program group titled QUICKSELL 2000 will appear in the Program Manager window for Windows and Windows for Workgroups. In Windows 95, a folder titled QuickSELL 2000 will appear in the Programs folder in the Start menu. To install QUICKSELL 2000 on a network of computers: In a network environment, QUICKSELL 2000 must be installed onto the backoffice server first, then onto each POS station in the network. Each station in the network is assigned a unique register number, with the back-office server designated as register number 1 by default. The number of stations QUICKSELL 2000 may be installed onto is determined by the number of licenses purchased. Installing QUICKSELL 2000 onto a back-office server: 1. Perform steps 1 through 3 from the installation procedure, To install QUICKSELL 2000 onto a stand-alone computer. 2. When the option appears, select the NETWORK option, either by clicking its icon or by pressing ALT+N. 3. Select the BACK-OFFICE SERVER option, either by clicking the appropriate radio button or pressing ALT+B. 4. Confirm the location (directory) where the main QUICKSELL 2000 files are to be located. Make sure the location where the files are to be installed is fully accessible by all networked POS stations (e.g., read and write protection is removed). Refer to the operating system s manual for instructions on how to assign read/write privileges for shared directories. When the Setup process is complete, a program group titled QuickSELL 2000 will be placed in the Program Manager for Windows for Workgroups. In Windows 95, a folder titled QuickSELL 2000 will appear in the Programs folder in the Start menu. Installing QUICKSELL 2000 onto a POS station: Prior to beginning this Setup process, confirm that the back-office server is sharing the QUICKSELL 2000 directory where the previous installation procedure installed to. Also confirm that the POS station has a drive letter mapped to this directory on the back-office server. Refer to the operating system s manual for instructions on how to assign read/write privileges for shared directories and how to map to shared network directories. 1. Perform steps 1 through 3 from the installation procedure, To install QUICKSELL 2000 onto a stand-alone computer. 5
Notes: 2. When the option appears, select the POS STATIONS option, either by clicking the appropriate radio button or pressing ALT+P. 3. Move to the REGISTER NUMBER field by clicking in the field or pressing ALT+R. Enter a register number to be assigned to the current POS station. Do not repeat any register numbers throughout the store, as unpredictable results may happen. Note: Do not use register number 1 because that number is assigned to the back-office server by default. 4. Enter the location (directory) on the back-office server where QUICKSELL 2000 was previously installed (i.e., the path the current POS station uses to access the back-office server QUICKSELL 2000 files). The directory must be the path to the back-office server QUICKSELL 2000 files as seen from the POS station. For example, if the drive letter H on the POS station is mapped to the QUICKSELL 2000 directory on the back-office server, H:\ would be entered. 5. When the Setup process is complete, a program group titled QUICKSELL 2000 will be displayed in the Program Manager window for Windows for Workgroups. In Windows 95, a folder titled QUICKSELL 2000 will appear in the Programs folder in the Start menu. 1) When Windows 3.1 (not 3.11 or Windows 95) is being used, the following statement must appear in the AUTOEXEC.BAT file: LOADHIGH C:\DOS\SHARE.EXE /L:500 2) If QUICKSELL 2000 POS is to be run automatically when a POS station is powered up, place the following statement at the end of the POS station s AUTOEXEC.BAT file: WIN {path}\qs2000ps.exe Where {path} is the location of the QUICKSELL 2000 POS execution file (QS2000PS.EXE). Refer to DOS documentation on how to edit the AUTOEXEC.BAT file. 6
Software Copy Protection Device QUICKSELL 2000 includes a software copy protection device, termed Dongle, that is required to be installed on the parallel/printer port in order for QUICKSELL 2000 POS to function. If you have a printer attached, this device must be connected between your printer and computer as shown in the diagram below. Note: If you are running QUICKSELL 2000 POS on a LAN, the software protection device must be installed on the first register that starts up QUICKSELL 2000 POS each day. 7
Starting QuickSELL 2000 QUICKSELL 2000 may be started in one of two modes: manager mode or POS mode. Running QUICKSELL 2000 in manager mode invokes the QUICKSELL 2000 Manager program and requires the user to have manager rights. When QUICKSELL 2000 is initially installed, Cashier 1 is created and assigned a ID number 1 and password PASSWORD. This cashier is granted full manager rights unless otherwise changed. Use this cashier number and password when QUICKSELL 2000 is first started and the following screen appears: Notes: 1) Remember, a default cashier is created with ID number 1 and password password. Use this combination to initially log onto QUICKSELL 2000 Manager. 2) The QUICKSELL 2000 software copy protection device must be installed on the register s parallel port or in a networked configuration, on the first POS station that will run QUICKSELL 2000 POS each business day. 3) When QUICKSELL 2000 is initially installed, a sample database is provided to allow QUICKSELL 2000 to run immediately. This database contains skeletal information for a fictitious store that may be used to learn about QUICKSELL 2000 features. This database may be modified for use with the store. Otherwise, to set up the store database from scratch, change the database switch in the QS2000.INI file from the sample database (SAMPLE.MDB) to the empty database (QS2000.MDB) using QUICKSELL 2000 Doctor. For a networked configuration, this process must be repeated for each POS station in the LAN. QUICKSELL 2000 Manager must be initially started on register 1. To start a QuickSELL 2000 program from a register other than 1, appropriately configure the register database using register 1. Refer to Setting Up The QUICKSELL 2000 Database, page 11. 8
Stand-alone configuration QUICKSELL 2000 POS: If the POS station is configured to run the QUICKSELL 2000 POS program automatically, the program will be started after the POS station is turned on. Otherwise, locate the QuickSELL 2000 program group and select the QS2000 POS icon. In order to log on, a valid Cashier ID and Password must be entered. QUICKSELL 2000 Manager: Locate the QuickSELL 2000 program group and select the QS2000 MANAGER icon. In order to log on, a valid Cashier ID and Password must be entered. Only cashier s with manager rights may log onto QUICKSELL 2000 Manager. Network configuration QUICKSELL 2000 POS: Confirm that the back-office server is sharing the QUICKSELL 2000 files if starting from a satellite register. Locate the QUICKSELL 2000 program group and select the QS2000 POS icon. In order to log on, a valid Cashier ID and Password must be entered. QUICKSELL 2000 Manager: Confirm that the back-office server is sharing the QUICKSELL 2000 files if starting from a satellite register. Locate the QUICKSELL 2000 program group and select the QS2000 MANAGER icon. In order to log on, a valid Cashier ID and Password must be entered. Only cashier s with manager rights may log onto QUICKSELL 2000 Manager. 9
Quitting QuickSELL 2000 QUICKSELL 2000 POS: Press the ESC key until the following message appears: Select the appropriate button. Note: Only cashiers with manager rights may fully quit from QUICKSELL 2000 POS. Those cashiers who do not have manager rights are logged off and the log on screen appears. QUICKSELL 2000 Manager: Select EXIT from the FILE menu. 10
Setting Up The QuickSELL 2000 Database With its Windows-based graphical user interface, QUICKSELL 2000 Manager helps set up and configure the database with ease. The following material represents a recommended course of action when initially setting up the database. The suggested sequence of steps does not represent the only way of setting up the database. However, SMS s years of experience combined with significant user input have contributed to these suggestions. Refer to the appropriate section herein for details on filling in each field in each step. All the steps are initiated from the DATABASE menu except for the first step which is initiated from the FILE menu. For more detail on a step, go to the step s appropriate section in this document. Reminder: The order of operation is merely a suggestion and not all information must be entered. This is what SMS has determined as being a bare-bones database configuration. Step 1: Set Store-Wide Parameters Begin setting up the store-wide parameters by selecting the CONFIGURATION OPTION from the FILE menu. This option allows the entry of the store name and address, layaway options, the cost update method for inventory, store credit account options, tax method, any custom customer fields, and various global options. The information entered in the STORE tab is used by QUICKSELL 2000 in the Inventory and Reports options. The layaway information is used to determine how QUICKSELL 2000 and the store process layaways, if applicable. QUICKSELL 2000 uses the information in the INVENTORY tab when it updates the cost of received items. The information entered in the ACCOUNT tab is used when printing out statements for customer store-credit accounts and when applying any applicable finance charges. The SALES TAX tab is used by QUICKSELL 2000 to determine which taxing method is to be used. The information in the CUSTOMER FIELDS tab is purely optional. The different fields are only for personal use and have no implications on how QUICKSELL 2000 handles customer accounts. 11
The OPTIONS tab presents many store-wide variables which may be set. These options affect all POS stations. Step 2: Define Departments Although it is not required, we suggest grouping the inventory items by departments and categories within each department. By using this method, QUICKSELL 2000 s extensive reporting features may be used to monitor activities in the various sections of the store, to review each department s contribution to the overall profit, and to adjust pricing based on departmental grouping. The DEPARTMENTS OPTION is used to categorize the store inventory into different sections or departments. Step 3: Define Categories The CATEGORIES OPTION is used to categorize the departments previously defined into different sections or sub-departments. As with the departments, by using categories it is much easier to determine the overall profit for each set of items. Step 4: Enter Suppliers Information The supplier information is entered by using the SUPPLIERS OPTION. It is a good idea to enter the supplier information prior to entering item information. This is because the item record contains fields for supplier information. Step 5: Define Sales Tax QUICKSELL 2000 allows flexible schemes for computing sales taxes. Each item in inventory may be associated with an item tax. The item tax is computed based on one or more sales tax tables. This scheme allows QUICKSELL 2000 to apply the correct tax in even the most demanding retail environments. Because the item tax requires sales tax tables to be defined, this step should be performed prior to defining an item tax. Step 6: Define Item Tax Use the ITEM TAX OPTION to gather and sort all tax breaks (sales taxes) defined in the previous step into separate tax codes. The tax codes created during this step are the tax definitions that are actually applied to an item. Step 7: Set Up Pole Display Messages If a pole display connected to a POS station, use the POLE DISPLAY MESSAGE OPTION to configure different messages to show on it. The selected message will continually display whenever a sale is not in progress and the register is idle. 12
Step 8: Enter Receipt Header Information This feature allows customization of the information that will print in the header of receipts. Using multiple configurations, different header types may be applied any time desired. Also during this step, receipt template-styles may be chosen for each transaction type. Step 9: Set Up POS Register Configuration The REGISTERS OPTION is used to inform QUICKSELL 2000 what types of POS equipment are installed at each register. By using the tab method of configuration, the parameter of any register terminal may be changed to reflect its current configuration easily. Step 10: Enter Tender Types You can probably anticipate what types of tender your customers are likely to present and what types you are willing to accept. By setting up the various types, such as cash, checks, credit cards, etc., you facilitate how the cashier will conduct each transaction at the point-of-sale. Step 11: Set Up Cashiers This feature allows the specification of exactly what rights and limitations each cashiers has. For example, a head cashier may be allowed to open the cash drawer when there is no transaction in progress. Step 12: Define Item Messages By using this feature, QUICKSELL 2000 can display a certain message whenever a desired item is selected for purchase at the register terminal. Use this option to remind the cashier of important information regarding an item, such as, to check for a minimum age requirement. Step 13: Enter Each Item This is generally the last step to perform in setting up the store database. In this step, enter the pertinent details for each item in the store. The item information is readily accessible, virtually at the cashier s fingertips, at the point-of-sale. If more than one POS station is installed, configure each one into the database prior to entering the items. This way, more than one register may be used to enter the item information at the same time, thus reducing the time needed to enter all the items into the database. If a barcode scanner is present, use it to scan the item lookup code into the database. This way no numbers will missed. 13
QuickSELL 2000 Manager This Section includes: An overview of QUICKSELL 2000 Manager capabilities General navigational instructions for using QUICKSELL 2000 Manager features The QUICKSELL 2000 commands, organized by the menus from which they are selected Descriptions of the three tabs used for running the Manager Report Engine 14
Overview of QuickSELL 2000 Manager QUICKSELL 2000 Manager is a personal administrative assistant for handling all back-office activities. The basic categories for these activities include: Configuration: For entering personalized information for the store. Information includes identification data, such as, name, address and phone numbers for the store, layaway and store account policies, and inventory methods. Database: For entering and modifying the data that keeps the store running smoothly. For example, QUICKSELL 2000 provides databases for handling data on each item, the departments in the store, the cashiers and sales representatives, how the registers should process transactions, the suppliers, and store customers. Inventory: For handling all aspects of the inventory. These include entering and manipulating pricing, receiving inventory, printing labels, processing external files that already contain inventory data, and working with purchase orders. Journals: For working with register log activity reports. Options include the ability to view journals, assign general ledger accounts, and post closed journals to external accounting programs. Reports: For viewing and printing countless reports. Once a pre-defined report format is selected, it may be customized by defining the sort order and criteria of choice. Utilities: QUICKSELL 2000 provides an online calculator and appointment calendar for added convenience. Messages may also be sent directly to any cashier or cashiers. Each basic category is represented in the QUICKSELL 2000 window as a menu option. See Using Menus below for more information. 15
Navigational Instructions Using the Mouse When a Windows-based program like QUICKSELL 2000 is used, you will find that using the mouse (or other pointing device) is the most efficient way to take advantage of the system s capabilities. In a nutshell, using the mouse saves keystrokes. Using the Keyboard If using a mouse is not comfortable or the mouse is disabled, keyboard commands may be used to select most options. See Using Menus, Using Dialog Boxes, and Using Tabs below for specifics. Using Menus A menu may be opened by either clicking the menu name with the mouse or using a keyboard equivalent. One character in each menu name appears underlined. To open a menu using the keyboard, hold down the ALT key and type the underlined character. For example, to open the HELP menu without using a mouse, hold down the ALT key, type the letter h, then release both keys. Once a menu is open, a list of its options is displayed. To select an option with the mouse, just click the option name. To select an option using the keyboard, type the option s underlined character. To close an open menu click outside of the menu, click on a different menu or press the ESC key. Using Dialog Boxes In most cases, once an option is selected using the menu or a button, the appropriate dialog box for that option is displayed on the screen. Dialog boxes provide a means for viewing, entering, and modifying information. 16
Using Tabs Many QUICKSELL 2000 dialog boxes have tabs. Like dividers in a file folder, tabs separate sections of the dialog box into logical groups. Tabs keep information organized so that specific tasks may be accessed quickly. To access a tab, simply click its name. If a mouse is not being used, select a tab by holding down the ALT key and typing the underlined character in the tab s name. Entering Information In Dialog Boxes There are two basic ways to enter information in dialog boxes. Either type it in from scratch or select it from a list. If a field has a drop-down arrow button, click the button to choose from a list of available options. If not, click within the field and begin typing. The TAB key may to used to move from field to field. Using Buttons Using the buttons displayed in the button bar below the menu bar in the QUICKSELL 2000 Manager window provides shortcuts to commonly used menu commands. CALENDAR. Use this button to access QUICKSELL 2000 s online appointment calendar (equivalent to the CALENDAR OPTION in the UTILITIES menu). CALCULATOR. Use this button to access QUICKSELL 2000 s online calculator (equivalent to the CALCULATOR OPTION in the UTILITIES menu_. DATABASE. Use this button to work with the item database (equivalent to the ITEMS OPTION in the DATABASE menu). REGISTERS. Use this button to view or modify the setup for the POS registers (equivalent to the REGISTERS OPTION in the DATABASE menu). 17
GLOBAL PRICING. Use this button to view or work with global pricing options for the item database (equivalent to the GLOBAL PRICING OPTION in the INVENTORY menu). RECEIVE INVENTORY. Use this button to work with the receivable inventory data (equivalent to the RECEIVE INVENTORY OPTION in the INVENTORY menu). MESSAGE. Use this button to send a message to a cashier(s) (equivalent to the SEND MESSAGE OPTION in the UTILITIES menu). Accessing Online Help Help is a mouse click away from any QUICKSELL 2000 Manager screen. Just click the HELP button that may appear in each dialog box. The help displayed is contextsensitive; that is, the help will be appropriate to the task at hand. In addition to the context-sensitive help information, specific information may be searched for. To do so, select the HELP menu, then select the SEARCH FOR HELP ON option to search for help for features not currently in use. 18
Overview of QuickSELL 2000 Options The following six QUICKSELL 2000 Manager menus lead to all options for processing back-office activities: FILE DATABASE INVENTORY JOURNALS REPORTS UTILITIES Following is a listing of all the QUICKSELL 2000 Manager menus and in-depth explanations of the associated options. File Menu 19
CONFIGURATION Option This option displays the store name and contact information, layaway and store account policies, inventory methods, sales taxing system, custom customer information headings, and store-wide options. There are separate tabs for each logical grouping of information. Store Tab Specific contact data for the store is configured and stored here. The information stored is automatically referenced by the purchase orders, reports, and labels features. Name The name of the store is displayed here. The length of the store name may be 30 characters or less. Address The street address of the store is displayed here. If necessary, the second line may be used to hold more information. City State Zip The city in which the store is located. The two-letter abbreviation for the state in which the store is located. The zip (postal) code in which the store is situated in. Country The country where the store is located. Tel Fax The main telephone number for the store. The fax-line phone number for the store. Layaway Tab Details on how the store will process layaway sales are shown here. If the layaway feature is not utilize, the information displayed is not important. Expiration The maximum number of days customers have before they must pay the total layaway amount, including the day the item(s) is placed on layaway. 20
Minimum Deposit The minimum percentage of the sale the customer must pay as a deposit when the item(s) is initially placed on layaway. The deposit s tender must be something other than Layaway, such as, cash. Inventory Tab How the store will handle cost updates to inventory items is shown in this tab. Cost Update Method None This radio button signifies that the current item database costs of items received from a supplier are not to be adjusted. For example, if an item has a current item database cost of $1.00 and the exact item is purchased from a supplier for $1.50, the current item database cost of $1.00 will not be updated. Last Cost This radio button signifies that the current item database costs of items received from a supplier are to be updated to the current cost for the items being received. For example, if an item has a current item database cost of $0.50 and the exact item is purchased from a supplier for $0.25, the current item database cost of $0.50 will be changed to $0.25. Weighted Average This radio button signifies that the current item database costs of items received from a supplier are to be adjusted based on a weighted average of the current in-stock quantity and cost and the quantity being received and cost. For example, if 10 cups have a cost of $1.00 each and 20 cups are received at a cost of $0.50 each, then the current item database cost for the cups will be changed to $0.67. See below for calculation of this value: First: (10 cups) x ($1.00) + (20 cups) x ($0.50) = 20 Then: 20 / (10 cups + 20 cups) = $0.67 per cup Account Tab This tab shows how the store handles in-store customer charge accounts. The options shown are only utilized if the store uses customer charge accounts. 21
Annual Finance Rate The annual finance rate for charge accounts is displayed here. From this percentage, QUICKSELL 2000 determines any applicable finance charge per billing cycle for each account with a balance. The finance charge is computed as follows: Finance charge = (outstanding balance) x (annual finance rate) / 12 Minimum Finance Charge The absolute minimum dollar value a customer must pay if there is an outstanding store credit account balance. QUICKSELL 2000 will compare this dollar value with the value obtained from calculating the current billing cycle s finance charge and use the higher value as the minimum payment requirement. Grace Period The number of days a customer with a charge account balance is given to pay their entire balance before a finance charge is assessed. Monthly Closing Date The date on which QUICKSELL 2000 will close the billing cycle for all months. For each customer charge account, QUICKSELL 2000 will determine if any items were purchased with their store credit account within the closed billing cycle. The date shown is used as the beginning and ending dates. Any items purchased or returned within this period will affect the customer s credit account balance. This date also determines when a finance charge will be assessed, if necessary. Apply Finance Charges to Unpaid Finance Charges If selected, QUICKSELL 2000 will include any previously unpaid finance charges, along with the current outstanding balance, when calculating the current billing cycle s finance charge. Note that in some states (AL, AK, AR, DE, FL, GA, HI, MD, MN, NC and TN) it is unlawful to include any previously unpaid finance charges when calculating a new finance charge. Check with the state laws to determine the exact policy. Sales Tax Tab How the store handles the application of sales tax on purchased goods is selected here. Sales Tax System Tax-Exclusive This selection signifies whether or not the store operates with the taxexclusive form of taxing sales. The tax-exclusive sales tax system adds 22
tax to the price of the item being purchased. The United States and Canada are examples of countries that use the tax-exclusive taxing system. VAT / Tax-Inclusive This selection determines if the store operates with the value added tax system. The VAT sales tax system has the tax for all items already accounted for in its price, thus it is called the tax-inclusive or tax included with price taxing system. European countries are key examples of locations where this form of taxing is used. QUICKSELL 2000 automatically determines the amount of tax being paid for each purchase based on the tax percentage and price by dividing the total price by the tax percentage. If this form is taxing is used, the VAT Registration Number appears in the space below. This number appears on all tax-related outputs, such as tax reports. Customer Fields Tab The fields represented in this tab contain the names of additional information about the customer. For instance, if in addition to the standard QUICKSELL 2000 information regarding customers the customer birth dates are to be recorded, then Birth date would appear in the appropriate field; a Date Field for this example. Use of this tab is voluntary and dependent on whether the store uses the customer feature. Text Fields The heading for each available custom customer text field is displayed. Numeric Fields The heading for each available custom customer numeric field is displayed. Date Fields The heading for each available customer date field is displayed. Options Tab This tab controls various store-wide parameters. Careful selection/de-selection of any parameter is necessary because all cashiers and POS stations are affected. Require Customer for Sales If selected, the cashier is required to select a customer account before processing any tender amount for every sale. Require Customer for Orders 23
If selected, the cashier is required to select a customer account before generating a work order. Require Customer for Quotes If selected, the cashier is required to select a customer account before generating a quote. Prompt For Customer If selected, the cashier is prompted to select a customer account after logging on, completing a sale, or canceling a sale. Allow New Customer If selected, cashiers are able to create new customer accounts at the pointof-sale. Display Out Of Stock If selected, a message at the point-of-sale is displayed indicating the cashier is selling a quantity of an item greater than the in-stock quantity of the item. Enable Back Order If selected, cashiers may sell a greater quantity of an item than the in-stock quantity. QUICKSELL 2000 allows this by creating a back order. Otherwise, the item quantity will be displayed as a negative value in the database. Note: For this item to be implemented correctly, a customer account must be selected. Print No Sale Receipt If selected, a receipt is printed when a no sale action is performed. Require Serial Number If selected, the serial number of a serialized item must be entered when entered into the sale. Prompt For SN At Pickup If selected, the cashier will be prompted for the serial number of a serialized item when it is picked up from a layaway. 24
Database Menu 25
Items Option This option contains ten tabs. Some tabs are only available for certain types of items. For example, the MATRIX ITEM tab is only available if the current item type is defined as Matrix in the ITEM tab. Use the appropriate tab in this option to fully describe each item in the database. Along the top of every tab the item number and description are displayed for convenience. Item Tab The ITEM tab contains all the basic information concerning the item currently loaded. Item Type The item s type is displayed in this field. The available item types are: Standard Items that cannot be described with the other item types. Typically the most frequent item type used. An item of this type does not have access to the MATRIX ITEM, KIT, LOT MATRIX, or SERIAL tabs. Serialized Items that have a unique sequence of alphanumeric characters that are to be kept track of. If selected, the SERIAL tab is available. When an item of this type is entered at the point-of-sale, a dialog box requesting for the serial number is displayed. Matrix Items which differ only by size, color or some other attribute and which have the same unique description, lookup code and price that are grouped into different descriptive categories. For example, pants with the same item lookup code can be grouped based on size and color. It is important to realize that although the items are placed into different groups, they all have the same item lookup code. If selected, the MATRIX ITEM tab is available. When brought into the sale, a table will appear from which the cashier selects the corresponding group(s) the item being purchased belongs to. Kit Items that consist of other existing items in the database, which combine to make the current item. If selected, the KIT tab is available. When this type of item is sold, the quantity in-stock of each item defined in the kit will decrement by the quantity sold. 26
Lot Matrix Items that have the same lookup code but are sold in different predetermined lots or quantities. If selected, the LOT MATRIX tab is available. When an item of this type is brought into the sale, a table appears allowing the cashier to choose which predetermined lot is being purchased. Gasoline Items that are based on three decimal pricing. This allows the selling price of the item to extend to three numbers past the decimal. Weighed Items that are sold based on their weight. The price entered for an item of this type is cost per (unit of measurement). Unit of measurement is determined in the REGISTER OPTION - SCALE tab. Tax Table The tax code that is applied to the item when it is sold at the point-of-sale. The tax codes are defined in ITEM TAX OPTION. Department The department the item is associated with. The departments are defined in DEPARTMENTS OPTION. Category The department category the item is associated with. The categories are defined in CATEGORY OPTION. Barcode The barcode type that is present on the item or the barcode type that is to be printed when labels are generated by QUICKSELL 2000. If a valid barcode type is chosen, it is displayed. Whether the item s lookup code is appropriately formatted for the chosen barcode type determines whether it is valid or not. Food Stamp If selected, the item may be purchased using food stamps. Quantity The current in-stock item quantity. This value may be negative or positive. If the item type is defined as Lot Matrix, this displays the total quantity of all the lots combined. If the item type is defined as Matrix, this displays the total quantity of all the matrixes combined, and is not editable through this field. Committed 27
The total item quantity that is currently placed on back-orders and workorders for customers. This field is not adjustable. Price Cost The selling price of the item. If the item type is defined as Gasoline or Weighed, the price may be extended to three numbers beyond the decimal. The cost for the store to purchase one of the current item. Last Sold The date when the item was last purchased. Supplier Tab The Supplier Tab displays the supplier(s) from which the item may be purchased from. Multiple suppliers may be used per item. The suppliers are defined in SUPPLIERS OPTION. Supplier Table Displays the supplier(s) that is able to sell the current item to the store. If there are multiple suppliers listed, the first supplier listed is considered the primary supplier. The primary supplier is the supplier for which QuickSELL 2000 generates purchase orders for when no specific supplier criteria is selected. Reorder Number An alphanumeric code the supplier needs for the item when ordering. Contact the specific supplier for more information. Cost The value the supplier charges for purchasing the item. Min Order The minimum quantity that must be purchased from the supplier whenever the item is ordered. Add Button This button is used to add suppliers to the list. Delete Button This button is used to remove a supplier from the list. A supplier entry must be selected before the button is useable. Up Button If multiple suppliers are listed, this will move a selected supplier up above the previous supplier listed. 28
Down Button If multiple suppliers are listed, this will move a selected supplier down below the next supplier listed. Quantity The current in-stock item quantity. This value may be negative or positive. If the item type is defined as Lot Matrix, this displays the total quantity of all the lots combined. If the item type is defined as Matrix, this displays the total quantity of all the matrixes combined, and is not editable through this field. On Order The item quantity that is currently on order from the supplier(s) listed. This field cannot be edited in this tab. Reorder Point When this quantity is met, the item will be flagged for inclusion in a purchase order report. Restock Level If the item s in-stock quantity is less than the reorder point, QuickSELL 2000 will request that the quantity to reorder should meet this level. For example, an item s current in-stock quantity is 5, the reorder point is 10 and the restock level is 15. If a purchase order is generated, QuickSELL 2000 will place this item in the appropriate purchase order (because its current in-stock quantity is less than the reorder point) for 10 items (restock level minus current in-stock quantity). Last Ordered Displays the last time a purchase order was generated that including the item. This field cannot be edited in this tab. Last Received Displays the last time a quantity of this item was received into the database. This field cannot be edited in this tab. Pricing Tab This tab contains all the pricing features of the items. This allows quick and easy access to how items are sold. Price Each Options The fields contained herein contain the different selling prices for the item. Regular 29
Displays the regular selling price. This field is the same as the Price field on the Item Tab. Level A, B, C These fields display the selling price for each of the available levels. The different pricing levels can be accessed and applied during the sale. If an item does not have an entry for a chosen level, the Regular price will be applied. Sale Options The fields within this option are available so that the item may be priced for a sale quickly, or to determine if the item may not be discounted. Price The selling price of the item during the sales interval defined. Starts, Ends The beginning and ending dates, both included, for when the item is on sale for the price defined. Item Not Discountable If selected, the item price is not changed when a discount to sale operation is performed. A discount to sale is done whenever a customer has a discount percentage defined50. A discount to sale is also done at the point-of-sale using the DISCOUNT SALE OPTION Price Range Options Lowest, Highest The prices entered represent the recommended lowest and highest selling price of the item. The prices may be overcome at the point-of-sale, although QUICKSELL 2000 displays a message notifying of the exceeding price. Cost Shown as a reference to the current cost for the item, as displayed in the ITEM Tab. Quantity Discount Table This table is used to establish quantity discount prices. The first column represents the item quantity levels and each following column displays the price each pricing level charges per item. The value of this table is seen in the buy one, get one free situation. Let s say the item is normally sold for $0.50 and the previously stated situation is implemented; 2 would be shown in the quantity levels column and $0.25 in the Regular price column. So if two of this item are 30
purchased, the customer is charged $0.50 (2 x $0.25) instead of $1.00 (2 x $0.50). Discount Odd Items If selected and values are entered in the Quantity Discount Table, odd items will also be discounted at the point-of-sale. Odd items are defined as items that do not fit exactly into a quantity level in the Quantity Discount Table. For example, an item which normally sells for $1.25, has a Quantity Discount Table with a quantity level of 5 entered and a corresponding regular price of $1.00. A customer purchases seven of the item. Instead of being charged $7.50 (5 x $1.00 + 2 x $1.25), as what happens when this option is not selected, the customer is charged $7.00. In this situation, the customer purchased more than what the quantity level listed, but instead of applying the discount to the quantity that matched the level, the extra items (2) were also priced at $1.00. M&M This displays the Mix and Match pricing structure the item is associated with. See MIX AND MATCH OPTION, page 35. Aliases Tab This tab functions as a holder of alternate item lookup codes for the item. The table holds all item lookup codes that point to the current item. When searching for an item, if the primary lookup code (the one that is directly associated with the item) is not found, then an item may be found by searching its alias table for alternate lookup codes. Aliases may be added and removed using the Add and Delete buttons. Substitutes Tab The substitute tables contains items that may be used as substitutes for the current item. If the current item is out of stock, the cashier may use this list to suggest an alternate or equivalent in-stock item to the customer. Substitute items may be added and removed using the Add and Delete buttons. Special Tab Tag Along Displays the item lookup code of the item that is automatically included in the sale whenever the current item is entered. The quantity of the item to tag along is displayed in the adjacent field, Qty. 31
The The button is used to search for the item to tag along. button is used to remove the current tag along item. Parent Displays the item lookup code of the parent item to the current item. A parent item is defined as an item that contains a set quantity of one single item. When the on-hand quantity for the single item is depleted, the parent item is opened up so that the total number of single items it contains are now seen as the on-hand quantity for the single item. The total number of single items the parent contains is displayed in the adjacent field, Qty. The The button is used to search for the parent item. button is used to remove the current parent item. Message Displays the title of the message that is displayed at the point-of-sale when the item is brought into the sale. See ITEM MESSAGES OPTION, page 34. Picture Displays the name of the graphic file that is associated with the item. The graphic file must be in the standard Windows bitmap (.BMP) format and located in QUICKSELL 2000 s DATA directory (by default, QS2000\DATA). If the picture is in the proper format and located in the proper directory, it appears in the adjacent field. The The button is used to search for the graphic file. button is used to remove the current graphic file. Tare Weight If the item s item type is defined as Weighed, the field displays the actual known weight to subtract from the scale measured weight at the point-ofsale. Such tare weights may be bags, boxes or any other packaging that should not be counted as the actual weight of the product. The second Tare Weight field displays a percentage of the measured weight to subtract as the tare weight. If the first Tare Weight field contains a value, that value is subtracted from the measured weight first, then the percentage value is subtracted next. Bin Location Displays the location in the store where the item belongs. Use of this field is optional. 32