Cashier Manual. Back Office Manual

Cashier Manual & Back Office Manual 1

Cashier Manual Chapter One Chapter Two Chapter Three Chapter Four Getting Started Logging on Passwords Main Menu Screen Using the Touch Screen Monitor Transactions Preset Departments Items Not Scannable Markdown Sales Finalization Special Features Suspend Sale Refund Age Verification Management Menu Price Check Gas Pump Transactions Pump Screen PrePay Canceling a Transaction Symbols Stopping Pumps 2

Cashier Manual Chapter One: Let s Get Started! LOGGING ON: To log onto the system, enter the Logon Password ID number provided by your employer, in the LOGON BOX. PASSWORDS: Passwords are required for security reasons. Enter your password in the box to the left of the arrow. Your supervisor determined access to specific functions when your Clerk File was set up in the Back Office. If you need to access a function that you do not have clearance to do, ask an employee who does. MAIN MENU SCREEN: The main menu screen displays: the clerk who is logged on; transaction number; drawer ID number; current date; current time; and network status. The screen also displays the department keys and keypad for items that cannot be scanned. 3

Cashier Manual USING THE TOUCH SCREEN MONITOR: To access programs or fields on the Touch Screen Monitor, touch the appropriate BUTTON with the pad of your fingertip. (The systems may not respond if you use your fingernail.) Either a double or single touch will be required. For best maintenance of this monitor, please use touch screen cleaner. Apply cleaner to soft cloth and then wipe. DO NOT SPRAY CLEANER DIRECTLY ONTO MONITOR. 4

Cashier Manual Chapter Two: Transactions PRESET ITEMS Items have been setup for your convenience that are preset, meaning all the information has already been placed into the computer for easy access and efficient processing. For example, sandwiches have been preset. Press the SANDWICH key. From this menu you can select the appropriate kind of sandwich. Press the appropriate size. 5

Cashier Manual FOR ITEMS THAT ARE NOT SCANNABLE: To ring up items that you are not able to scan or aren t preset, enter the amount of the item on the number pad provided and press the appropriate department key. If you do not know the correct department, use the department key lookup that will give you a list of all open departments. FOR PLU (ITEM DESCRIPTION): For items that are in the Price Book but do not have a price, the Enter Amt for PLU Price will appear. Enter the appropriate retail and hit Enter. For example, lobster by the pound is priced daily. FOR BOTTLE RETURNS: Select the bottle return key from the Main Page. Enter the amount for the bottle return and Enter. Software can be set up if there is a bottle crushing device that produces a scannable receipt. 6

Cashier Manual For SAFE DROPS: When the safe drop button blinks on the main screen, you will need to do a Safe Drop. A Safe Drop is needed when you have more money than necessary in your cash drawer. To remove a set amount of cash, enter an even amount on the keypad and press ok, or choose one of the preset amounts. Two slips will print. One stays with the money you have removed, and one remains in the drawer to be used during your cash up. For PAYOUTS: Payouts are an amount of money owed to a vendor. Press the Pay Vendor button, enter the amount to pay out, press enter and select the Vendor. Confirm that you have the correct vendor by pressing Yes. A receipt will print. Attach it to the invoice and place in your drawer for Cash Up. For STORE COUPONS: Select the Store Coupon key from the Main Page. Enter the amount for the store coupon and press Enter. 7

Cashier Manual For VENDOR COUPONS: Select the Vendor Coupon key from the Main Page. Enter the amount for the vendor coupon and press Enter. All manufacturer coupons should be scannable and they are allowed only if the customer has purchased the item listed on the coupon. Remember to check for the expiration date. MARKDOWN: If an item is marked down, after scanning an item press the appropriate amount of markdown. If an item is on sale, enter at regular price, press markdown button, and then select New Price button. Then enter sale price for the item, and press OK. 8

Cashier Manual SALES FINALIZATION: To finalize the sale, press subtotal, and then the appropriate payment type button. For checks, press Check button, then Enter. For credit card, press Credit Card button, then Enter. For cash, either manually enter the amount given, or select from common tender boxes on right. 9

Cashier Manual Chapter Three: Special Features SUSPEND SALE: If a customer must leave to get money you can press Suspend key. This will turn the key to Recall. When customer comes back, press Recall to finalize the sale. REFUNDS: To refund an item, press Refund, and then either scan item or manually enter the amount with the appropriate department. AGE VERIFICATION: This feature protects the merchant from illegally selling either alcohol or tobacco to minors by requiring you to check their identification. You will see at the top of the screen a date to go by for verification. 10

Cashier Manual MANAGEMENT MENU This Menu has all the necessary functions for management to make changes, and to check financial reports. 11

Cashier Manual Chapter Four: Gas Pump Transactions Pump Screen This is a screen that will display any open transactions. Click on the Pump that you are working on. The Pump # appears at the top. You may have up to three transactions showing on the screen at the same time. Select the appropriate transaction for the customer. Press on the button and the transaction will return to the Main Screen. If you have chosen the wrong one, highlight it and press Void. That will return it to the pump and you can start again. PrePay If the pumps are not set to automatically flow, you will need to do PrePay. Choose the correct pump and then the PrePay button. Enter the amount the customer gives you for the Prepay and press Enter. Complete the sale. The customer will not be able to put more gas in then they have paid for. When the customer has finished pumping, any amount left that unused will return as a credit to the main pump screen. Press the pump button and return the change to the customer. Drive Offs In the event of a drive off (customer leaves without paying), ring up the amount and press the Drive Off key on the Main Screen. This will immediately print a report, asking for make of vehicle, color, any driver identification, pump time and pump amount. This report is placed in a Suspend file until the clerk has logged off. In the event that the driver returns and you haven t logged off, recall the transaction by pressing the Suspend key and choosing the appropriate transaction. Canceling a Transaction On the Pump Screen you will find a Cancel Authorize button. If you have to cancel an authorization because you selected the wrong pump, press the Cancel Authorize button and go to the correct Pump. 12

Cashier Manual Symbols Symbol Orange Car on Button Guy Waving Gas Pump Idle Gas Pump Fill Visa Logo Car Racing Away What it means The car has completed pumping. Waiting for authorization Pump is not being used. Pump has been authorized and is in process of being filled. Car is on a Pay at the Pump transaction Drive off symbol Stopping Pumps On the Main Screen you will find an emergency stop button that will shut all the pumps down. On each pump, there will be an emergency stop button. 13

BACK OFFICE Introduction to Diamond Scan POS: Let s Get Started Turning It On! Using the Touch Screen Calibration of the Touch Screen Desktop Icons Main Menu Navigating the Back Office Part One: Receiving and Inventory Control Receiving Manual Receiving Handheld Receiving Ordering Suggested New Orders Suggested Orders Liquor Orders Inventory Counts Reset Inventory to Zero Count Setting Inventory for the First Time RF Handheld Price Book Item Maintenance Page UPC/PLU Departments: Price Groups, Sub Dept. 1 and 2, Menu Letter, Restrict Age, Store Coupon, Bottle Deposits, Shell Deposit, Size and Unit of Measurement Seasonal Reordering Defaults Pricing: Vendors, Vendor Cost and Profit Center Item Maintenance Wrap Up Events Cost Events Event Profit Center: Split Level Pricing, BOGO (Buy One, Get One), and Mix Match Labels 14

Part Two: Finances and Reporting Cash Up Cash Up Procedure Financial, Detail and Item Sale Reports Accounts Receivable (House Charges) Customer File Maintenance Payments Inquiry Calculate Balance Aging Report Activity Inquiry Transaction Totals Report Time Keeping Reports Inventory Audit Reports Item Sales Report Price List Extra Reports Markdown Inventory Value Purchase Reports Part Three: Management and Button Control Manager Managers Clerk Check File Discounts Register Settings Vendors Button Setup Function Menu Page Fuel Control Gas Management To Change Gas Prices Part Four: Utilities Back Up File Manager MS-DOS Prompt Part Five: Extras Additional Buttons Trouble Shooting 15

Copyright Notice The information contained herein is confidential and proprietary to: CSTARS of Maine, Inc. 35 Bradley Drive. Westbrook, ME 04092 This information may not be copied, excerpted, or reproduced by any means including but not limited to: photocopy, electronic imaging, or other technology present or future, without the express written permission of CSTARS of Maine, Inc. This document is intended for internal use only and any other use or misuse of information contained herein will be prosecuted to the full extent of the law. Copyright 2014 CSTARS of Maine, Inc. 16

Introduction to Diamond Scan POS: Let s Get Started! Turning on the System Turning on the Diamond Scan POS computer system requires that some things happen in sequence. You will need to do the following in the exact order listed here: 1. To turn on the server, push the POWER button on the computer server. If the monitor does not come on, push the button on the bottom right of the monitor. Lights should be lit on both the server and the attached monitor. 2. If you have gas pumps, push the POWER button on the gas computer server. If the monitor does not come on, push the button on the bottom right of the monitor. Lights should be lit on both the server and the attached monitor. 3. If you have the credit card system integrated with your POS cash registers, turn on the computer server. If the monitor does not come on, push the button on the bottom right of the monitor. Lights should be lit on both the server and the attached monitor. 4. To turn on a workstation, push the POWER button on the computer server. If the monitor does not come on, push the button on the bottom right of the monitor. Lights should be lit on both the workstation computer and the attached monitor. 5. Make sure all your servers are running before turning on your lanes. Turn on your cash register lanes by locating the POWER buttons in the access panel at the front of each PC. If the green light is not on the Touch Screen, push the on button in the bottom middle of the screen. USING THE TOUCH SCREEN To access programs or fields on the Touch Screen, touch the appropriate ICON (pictures or symbols), BUTTON or FIELD with the pad of your fingertip. (The system may not respond if you use your fingernail.) A rapid double touch will open an icon and a single touch will operate the software. CALIBRATION OF THE TOUCH SCREEN Double touch the ICON titled SHORTCUT TO ELO TOUCH SCREEN. Follow the instructions to touch the target each time it appears on the screen. Follow the instruction to touch the screen in multiple places to see if the arrow follows to where the screen has been touched. If the arrow follows the touch, touch YES to end the calibration. DESKTOP ICONS The first screen that appears after starting up the computer is the DESKTOP. It shows ICONS (pictures or symbols) with titles beneath. If your monitor is a Touch Screen, you can double touch on the icon. If your monitor is not a touch screen, you will need to use the mouse to place the arrow on the icon and double click the left button on the mouse. The number of icons on the screen depends on the programs chosen for a system and the function of the computer. 17

The following table shows what you see on the DESKTOP and what its function is: ICON WHAT IT DOES MY COMPUTER Access a screen containing icons for the components of the computer. NETWORK Access a screen with a list of computers connected to the network. NEIGHBORHOOD RECYCLE BIN Access a list of files that have been deleted. HOST FOR C STARS Activates PC Anywhere. MENU Access the back office menu. MS-DOS PROMPT Your service provider uses this. Main Menu At the Desktop, click on the Menu icon. This will bring up the Back Office menu screen and you will see the Main Menu Login. P1ease enter the password arranged at installation. NAVIGATING THE BACK OFFICE There are several ways to get around the screens in the BACK OFFICE and its best to become familiar with them right away. We will use these terms throughout the manual. To ADD a new item To REMOVE an item Click Double Click Select Button Insert Button Change Button To SAVE information ESC key Use the insert key located above the four arrow keys. Use the delete key located above the four arrow keys. Use the mouse, position the arrow on the item and push once on the left mouse button. Use the mouse, position the arrow on the item and push twice in rapid succession on the left mouse button. Use the Select button to enter the appropriate highlighted item. Use the Insert button to enter new data in a file. Use the Change button to edit the appropriate file. Use the F10 key to exit a screen and save the information entered. After entering information in a field, always use the Enter key to go at least one or two fields past. This will ensure the information remains in the field. On Report screens, use the ESC key to go back to the previous key. Caution: If the ESC key is used, the information will probably not remain in the field. If the F10 key is always used and the Enter key is always used to go at least one or two fields past the newly entered information, mistakes can be avoided and further work will not be needed to correct the error. 18

Part One: Receiving and Inventory Control Receiving Receiving items into the Price Book is done in one of two ways: manually or via a handheld. Whether it is done in the back office or done on a handheld, the data that is entered all comes together in Receiving. IMPORTANT: Prior to doing any Receiving, your Price Book must first be set up correctly. Items must have the correct Vendor and Reorder Number assigned to them. Items can have more than one Vendor and Reorder number but if you are using Suggested Ordering, only the first vendor listed will be accessed for an order. MANUAL RECEIVING To start Receiving, click on Receiving and then Insert. You will immediately be brought to a Receiving New Record screen and directly to the Invoice Number. Enter it and you will be brought to the Vendor field. (A list of vendors with their numbers is available if you press enter without completing the field. Select an existing vendor or add a new vendor completing all the appropriate fields that will become available.) If you know the vendor number, enter it and continue to enter the Date (which will default to that day s date) and Invoice Total. Choose Insert to begin entering the data and a Vendor Reorder number screen will appear. If no Vendor Reorder number is available, choose Search on this screen and it will take you to the Price Book. Search for the item by description or UPC. When the item is found, hit Select at the bottom to add this item to the invoice, returning back to the screen. The next field to be completed is the Quantity Received. Enter the case count for the item. If there is a cost change for this one time only, you may choose Change Cost For This Receiver Only. If the change is a permanent one or involving an event (sale), the prices need to be adjusted in Price Book. Choose the Go To Price Book or Go to Event button and make the necessary adjustments. When item is received correctly, choose F10 or Ok and return to the Add a New Receiver page. Continue adding any other items to the invoice that are being received. When complete, tab to the bottom left to make any adjustments to the invoice, bottle deposits, credits, etc. The totals on the right side should match if everything has been entered properly. Choose POST and PRINT and a box will pop up to ask OK to POST and PRINT? Answer accordingly and this receiver is complete. You will have an option here to sort your receiver by Department and Description, Description, Received Sequence and Vendor Reorder number. Choose the manner in which you wish your report to be printed and then print it. You will be returned to the Browse Selected Order screen and able to see all the Receivers you have entered. HANDHELD RECEIVING Start the handheld and hit Enter twice, giving you the option to choose 1) RECEIVING, 2) PRICE VERIFY, and 3) INVENTORY. 19

Choose number one. It will have a screen for the following information: vendor number, invoice number, invoice total and the piece count. When all this information is entered, scan the products. The handheld will show what the wholesale price and pack size are on each item you scan. If the cost is different, change it on the invoice before posting it to the inventory. When the entire order is scanned, your piece count should match the invoice. Hit END on the handheld. A screen will come up showing: BOTTLE DEPOSITS CREDITS DEBITS Enter bottle deposits here if they are charged separately on the invoice, as well as credits and debits. When all other charges are entered, hit Enter and the first screen will return. Shut the handheld off and go to the computer. Double click on the Win Receive icon. Find the Receiver Just Completed and when it is highlighted, hit Enter. What you have just scanned in will appear. The order of the receiver can be changed from the way it was received to Description (alphabetical), Department (lowest to highest), or Vendor Reorder number. If the invoice total does not match the vendor total, go through the line items to find where the difference is. It could be a cost change or wrong quantity entered. If something needs to change, highlight the item, double click on it or hit Enter. This will bring up a screen where changes can be made to your case cost or quantity received. You can also go to the Price Book from this screen to add on a deposit or make other changes. When the invoice and vendor totals match and all adjustments have been made to the receiver, be sure to "POST and PRINT". This adds the items received to the inventory, updates cost changes, and any retails changes you may have made. ORDERING Keeping inventory in stock and knowing when to reorder and what to reorder is made easier here in DiamondScan Back Office. The process began in the Price Book under Item Maintenance and continues here in Receiving. Before you begin ordering, you will need to decide if you want to reorder what has been sold (Sales History) or keep a certain number on the shelf. There are different ways to reorder inventory and you may make this decision differently for different items. Flexibility is key. Suggested New Orders Knowing when to reorder is a critical phase of keeping track of inventory. To begin, click on Suggested New Order and a screen will appear that will ask you for a Vendor number and/or Department number. A Sub Department will further filter your Suggested New Order. Clicking on the arrow down at the end of each field will give you a list or the opportunity to enter a new vendor or department depending. The next field is Don t Check on Hand Inventory. You don t want to check this one unless you want the current inventory to deduct from the suggested order amount. For example, there are 5 cans of tuna in stock, the suggested order is 10. Five will be deducted from the 10 and the remaining five will appear on the report. 20

The Show Only Items Ordered field is found in the Price Book. In the Price Book you will find a field that you can check off that will allow items to be brought into Suggested New Orders. If the box isn t checked, it won t be BUILD into this report if you choose this field. You now must select how you want the items ordered. The Reorder Method options are: Min Max; Sales History; and Sales History with Minimums. The Min Max is when the minimum on hand amount of an item is reached, the Suggested Order will bring you back to the Maximum amount. The Don t Check On Hand Inventory field must not be checked off for this to work. You want the On Hand inventory to be factored in to the order. The Sales History allows the system to evaluate the last 4 weeks of sales on that item and then picks the maximum number sold (extreme). The extreme number is multiplied by the order factor amount that is set in the Price Book. For example: Weeks of Sales Week 1 Week 2 Week 3 Week 4 Amount Sold 10 15 20 15 The maximum amount sold was in week 3, 20. The order factor in Price Book is 1.5. The maximum amount sold: 20 is multiplied by the Order Factor of 1.5 resulting in 30 as a suggested order amount. The Sales History With Minimums again checks the extreme that are in Sales History, but looks for minimum instead of maximum sales. For example, you have 4 cans of tuna in inventory. Weeks of Sales Week 1 Week 2 Week 3 Week 4 Amount Sold 1 1 1 1 Inventory 4 3 2 1 The extreme in this instance is 1 and the reorder will occur at the minimum amount or below. If the order factor in Price Book is 1.5, then 3 will be the suggested order amount. Once you have completed making the appropriate choices for your inventory report, choose Build Order. The Order can be sorted by Description, Department/Description or in UPC order. You can view or print it. You can insert a new item and you can make changes to the item if appropriate. Remember, the information shown is from Price Book and making changes here will not result in a change in Price Book. All of the information shown in this report can help you to make appropriate decisions in ordering increased inventory. Save Order will save the report. Create Receiver allows you to turn the suggested order into an inventory order waiting for the appropriate vendors to fill the orders. Once the product appears, it can be checked against this order to ensure proper credit for orders. A PO is a purchase order is a copy of the order in a PO format. Piece Count is the total number of items ordered, and SCU is the total number of products ordered. For example, 52 items but only 4 SCUs would be 4 products all having the same SCU number. Suggested Orders Suggested Orders is a list of all past orders created. Liquor Orders The Liquor Orders is a module that will be added in the future. Inventory Counts Prior to conducting an Inventory, your Price Book must first be set up correctly. Items must have the correct Vendor Number and Reorder Number assigned to them. Items can have more than one 21

Vendor and Reorder number but if you are using Suggested Ordering, only the first vendor listed will be accessed for an order. Once you have all the needed information in your Price Book, you are ready to do your Inventory. RESET INVENTORY TO ZERO COUNT The first time you want to do inventory, you will need to reset the Inventory to Zero. Choose Inventory and you will the choice of Create Tags, Edit Counts, Print Discrepancy Report, and Update Inventory. You can choose what you want to by vendor or department. Begin by choosing Create Tags. Pick whichever department or vendors you wish to inventory. Choose Create Count File and a report will run. When the report is complete, close this window. Then choose Edit Counts. All the items will be set to zero. Proceed with your inventory using either a handheld (See Setting Inventory For the First Time), or you may also do it manually by printing a Print Count sheet and then editing each individual item separately by clicking on the item. SETTING INVENTORY FOR THE FIRST TIME You are now ready to turn on the handheld and select Inventory. Scan in an item and enter how many have been counted. If you discover while you are scanning, that more of that item exists, put in the additional number counted and continue scanning until you either complete your inventory or need a break. Just shut the handheld off. When you have completed counting the inventory, go to the Back Office, choose Inventory Counts and then choose Print Discrepancy Report. The Discrepancy Report will show what has been counted. The Counted Column is what you have counted on the Handheld and the Book Count is the computer s inventory count, and the Over/Short is what is the difference between Counted and Book. The Retail is what you lost or gained at retail, and the Cost is what you gained or lost at cost. The Master Units are how you order the product (cases); the Each Unit will be the individual (singles or packs). Re-check the items on the Discrepancy Report that show a loss or a gain to make sure you have counted correctly. If an error is found, go to Edit Counts. Locate the item by using the Department, Description, UPC/PLU or Vendor Re-order number tab to search. Highlight or double click the item and click on the change button. In the On Hand field, change it to the appropriate amount. Now reprint your Discrepancy Report to make sure the amounts are correct. Once all corrections have been made and a new report printed, choose Update the System from the Counts and that will put the actual numbers into Inventory. You can skip the Discrepancy Report and Edit Counts, but never skip Update the System from Count. Once the store has been inventoried for the first time, sections can be inventoried one at a time. Just remember to always UPDATE SYSTEM FROM COUNT when done or when a section is done. RF or Wireless Handheld Using an RF or Wireless Handheld simply puts running inventory in your hands. It s just that simple. Click on RF Handheld at the Back Office menu screen and minimize it. That activates the handheld and enables you to continue working at your computer if someone else is operating it. 22

The handheld allows you to do Inventory, Receiving and Price Verification from the floor. The information put into the handheld is all stored in the Back Office. 23

Price Book Price Book is the heart of the DiamondScan POS system, and where all Item Maintenance occurs. When entering the Price Book, you will encounter three options: UPC/PLU; Events & Labels. Let s begin with the UPC/PLU tab. ITEM MAINTENANCE When you click on the UPC/PLU tab, the Item Maintenance file will be the first screen you encounter. Everything you need to maintain the Price Book and give you lots of additional information is located here. At the top, you will see Sales History for the current and previous years. This data is available in two ways: The past by giving data for the Last 7 days and Last 30 days; and future, Next 7 days and Next 30 days. More history is available if required. Obviously data must be in place for a long enough period of time for information to begin appearing in these fields. UPC/PLU The most basic way of looking something up in the Price Book is through the UPC/PLU of the item. o The first field: UPC/PLU is the location for the smallest unit possible of an item. For example, a bottle of Sam Adams Summer beer, 12 oz single. o The Description for the UPC/PLU, the smallest unit possible of the item, for example Sam Adams Summer single, 12 oz bottle. o The Alt UPC field is the next smallest item found normally on packaging. For example, a 6 pack of Sam Adams Summer Beer, 12 oz bottle. o The Case UPC would be the UPC located on the case packaging, for example on the case of Sam Adams Summer Beer, 12 oz bottle. If your Item file has been set up for you at installation, when you click on the arrow down at the end of UPC/PLU field, a list will become available to you of all items on file. You will see that you have several options of how to locate the item: UPC/PLU Description; Reorder #; Menu letter; Department; Price Group, or Mix Match. If item is in the file, select it and advance to the next section. If you know the UPC/PLU number, enter it. A screen will appear that will ask you to choose several options: Choose <Enter> to Add UPC data; choose F12 to Add UPC New data; choose <ESC> to retry; and choose F2 to Search. If the item isn t in file, you will need to complete the appropriate description for the item. Departments The next set of fields is the Department fields. This field will further delineate how your inventory is divided. For example, you will want to have a Department set up for all your BEER items. When you choose the arrow down, a list of departments will appear. Choose the correct corresponding department for your item and move on to the next field. To add a new Department to the menu, use the INSERT key. A new screen will become available and you will need to complete the following fields for your item: o Department Number is an identifier for that particular set of items. o Description should be a generic description that will fit all items that will be assigned this department. o Age Required field is needed for items such as alcohol or cigarettes. o High Limit tender sets an amount at which the cashier will not be allowed to over ring into an open department. 24

o o o o Master Group Department is for reporting purposes only. It takes multiple departments and shrinks them into one Master Group report. Percent Target field sets a percentage of profit you want to earn for that department. It is for reporting purposes only. Properties Defaults set up such necessary defaults as Taxable or Food Stamp Eligible. A check mark next to Tax1 will add tax to the item when it is rung on the register. If there is not a check mark next to the refundable box, the item will not be able to be refunded. If the department is flagged with tax and it is changed to no tax, the items already in inventory will not change. New items will use the new default. If you check off the Not Display on Register Screen, then it will not be an open department at the register. Restrict Time of Sale fields are used to choose the appropriate day and enter the beginning and ending time for an item that may require time of sale restriction, such as alcohol on Sunday. After all the information is entered satisfactorily, use the click Save. This will bring back the previous screen with a menu of departments. Choose Select and return to the Item Maintenance screen. Price Groups Price Groups are used to combine similar items into one group based on price; for example, all candy bars that are the same price or brand. To select an existing Price Group, click on the arrow down at the end of the field and review what exists. To add a new Price Group, use the Insert key. Complete the group number and description with appropriate information. An example of this would be to choose all Sam Adams beers. Sub Department 1 Sub Departments are used to define the inventory and can be used as a lookup feature at the register. Here you will enter that will identify the sub department and a description of it. For example: Dept. # 36 is Candy and Sub Department #3600 is Gum. Once all necessary changes have been completed, choose Select. Sub Department 2 To further define the inventory, enter the number that will identify the Sub 2 Department and a description of it. For example: Dept. #36 is Candy, Sub Department #3600 is Gum, and Sub 2 Department # 3601 is Trident. Once all necessary changes have been completed, choose Select. Menu Letter A single letter is entered in this field and attaches the item to the flip chart. A menu letter is used for items that do not have UPC/PLU codes, such as produce. Restrict Age This field is used for items that are age restricted, such as cigarettes and alcohol. It comes from the Department. Store Coupon A Store Coupon is a 3 digit PLU used for doing in-store coupons. 25

Bottle Deposits This field is used to fill in the amount of a bottle deposit for an item. The Bottle Deposit s are an inventory item and should begin with the letter D. If you place a number, for instance, 5, in the space, it will become the correct inventory item. Shell Dep A Shell Dep sets in place an amount charged by a vendor for packaging, for example, the plastic container cases of 2-liter soda are delivered in. Size The Size of the item is used for the Label program. (see Label program) U of M The Unit of Measure is how the item arrives (ounces, gallons, etc.). Click on the arrow down and choose or insert an amount that matches the single item. If you need to Insert, a screen will appear that will ask you for a Name; any Comments (such as location of item); Price Per Description (how much per ounce for instance); and Conversion factor (cost per ounce divided by the number of ounces in a container). Seasonal Reordering Deciding how and when to order items that are only offered by a retailer on a seasonal basis is also part of the reordering process. You will begin by choosing a beginning and end date range for the item. Choose if you want it to be an automatic reorder. If you do, then you will need to complete the Reorder Factor that follows. There are 2 methods of ordering: Min/Max and the Reorder Factor. Min/Max method triggers reordering when the minimum amount on hand is reached. You would then order back to the maximum. Both amounts are added here. For instance, the maximum number of bags of charcoal you might want on hand is 20, and minimum is 5. When the minimum is reached, a reorder request will be triggered. The Reorder Factor is a calculation based on sales history: the extreme of the last three weeks times the Order factor. For example, if you sold 10 candy bars in week 1, 20 in week 2, and 10 in week 3. The extreme would be 20, so you multiply 20 by the order factor of 1.5, and it is suggested that you order 30. The On Hand amounts are filled in by the Inventory program and cannot be adjusted manually. The first field is for the number of cases available and the second field is for the single numbers available. Defaults On the upper right hand side of the Item Maintenance screen are the Defaults. Before advancing any further into the pricing structure of the item, you need to review the defaults to make sure that they are appropriate for the item. Tax Table 1, 2 and 3, Refund Enable, Subtotal Discount, Item Discount, Quantity Required, Sale Item, Negative PLU, Food Stampable, WIC, Frequent Shopper, Pop Up and Mix Match Group are all the Defaults used to describe what you want to happen to that particular item. The reason you want to check these so carefully is that if you have chosen a Department for the item, the attributes of that department follow it to these Defaults. For instance, potting soil would be in a 26

Produce department, but it s not food stamp eligible. You would want to uncheck the Food Stamp box. You can override any decisions made in other areas right here at the defaults. Pricing: Vendors, Vendor Cost and Profit Center By moving into the vendor fields you will begin setting up the cost of your items. Your vendors and Receiving programs work hand in hand, but here is one place where you can enter your permanent Vendor information along with the pricing. By pressing the arrow down key, you can select an existing vendor. If the one you want doesn t exist, you will need to choose Insert and complete the fields appropriately. Hint: Your vendor number can come from a warehouse or you can create them yourself. Save all the information once entered. Vendor Cost Once you have entered your vendor information or chosen from the Vendor list, you will complete the remaining fields. The Vendor Reorder Number is the warehouse number for this product and the Customer Number is the number the Vendor has assigned you and can be found on your invoice. Always enter the amount the product arrived in (Pack) and Unit Cost (your cost for the product). This information is key to the Profit Center. Profit Center After completing the Vendor Cost fields, you will notice that some information has been added to the Profit Center fields. For example, a single 12 oz bottle of Pepsi will be divided into the quantities of the product. Price 1 will be listed as the Single; Price 2 is the 12 packs, etc. You will not be able to change the following costs because they are calculations based on the information you have provided in the Quantity and Retail Price fields: Each Cost, Unit Cost, %, Profit Each, Profit Unit). By changing your retail price, you will see these fields change reflecting your profit reality. Item Maintenance Wrap Up You have now completed the Item Maintenance window. The other information concerning Cost Events is entered by saving your item, and exiting the window. You may now move on to setting up a Cost Event. COST EVENT A Cost Event occurs when something happens to reduce the price of an item during a short period of time. In other words, when an item goes on sale. The Cost Event field leaves the regular wholesale price in the Price Book but institutes a new price during the period in which it occurs. By using Cost Event, the cost will automatically go back to the original price when the sale dates have expired. The sale price can be put in long before the dates it will start so that when a sale begins, the work has already been done. This allows the opportunity to work at your convenience and still be ready for the sale. Most vendors, if you ask, will let you know in advance when the sales will be. After exiting the Item Maintenance window, you will be back to the page that offers an additional option: Events. Click on it and you will access a window that is similar in appearance to the Item Maintenance screen. The first decision you will need is to name your event. Choose a name for the event that will be easy to remember. (If there is more than one event at a time, you will need to easily find the one you want if you make changes.) 27

Select dates for the Sale Cost Event to begin and end by clicking open the calendar at the end of the field. Highlight the date to bring it to the event. You will also have begin and end dates for Cost which is from your vendor. Often vendors will broaden or expand the dates that they will offer a specific product to you, but not for sale. Created by is the date that will be automatically entered when you create an event, and you will notice that if the event is updated, that information will appear also. Now you may begin bringing items into your Cost Event. Keep in mind that you can bring in multiple items or just one. It s your preference. Click on the UPC/PLU and choose your item. You will notice that all the fields that already have information about that item will be filled in. At the Event Cost area, the Vendor will be listed along with Unit Cost and Pack. Check the Invoice manually for the amount for that item and enter it here along with any Allowance (amount comes directly from the invoice) or Rebate (which is an amount that a Vendor will send to you). You will notice that you cannot change the next section: Item Profit Center. That information is pre-determined by information you have placed in the fields during Receiving or in the Item Maintenance screen. Hint: If you have chosen an item that is part of a Price Group, the entire Price Group will be brought into the event. Make sure you remove that information prior to saving the event. EVENT PROFIT CENTER There are several ways to price an item in a sales situation. Before entering, check to see if the Rebate section was completed if you wish to pass along that savings to your customer. To enter a single item on sale, first check the Item Profit Center to determine what the normal retail price is for that item. Then on Price 1 enter the quantity of items you want on sale at what retail price. For example, a single can of green beans is Quantity 1, Retail,.50. The normal retail price was.55. After entering the Retail in the Profit Center, you will see the costs all break down for you, giving you the option of knowing what your profit margin will be. If you want to use that same item as Split Level Pricing or buy 2 cans of green beans for 1.00, you would enter Quantity 2, Retail 1.00. If you go to your POS and check it, the first can of green beans will ring up for.50 and the second for.50. If you want that same item to be Buy Three, Get One Free, you would first enter on Price 1 the quantity of the retail price, Quantity 1, Retail.50, and on the Price 2 line, you would enter Quantity 4, Retail 1.50. When you scan only one can of green beans, it will be.50, but if you scan 4 cans of green beans it will be.50 the first, second and third cans, but the 4 th can will be free. A Mix/Match will be to set up different items that are the same cost, for example, different candy bars all at the same price. Click on the Mix Match button at the top under the Defaults section of the screen. In Price 1, a candy bar will be Quantity 1, Retail.59. Price 2 is 2 for $1.00. LABELS Printing labels can be one of the most creative tasks you can do in DiamondScan Back Office. But first you need to locate the labels you want printed. In Price Book and Events, you will find at the bottom of the screen, a button titled Add Label. Access through UPC/PLU the item, click Add Label, then Save Label, then Save and Exit. Choose Labels. 28

Find the items you chose on the list that will be available on screen. This list can be sorted by UPC, End Date and Description. Choose View. A screen will open fields that allow you to edit the label for the first time. Here you can change the description, Retail Price, Price 2-5 (2/.89 for example), unit price and description size (unit of measure). None of the changes made here are in the Price Book or permanent for the item. Choose how many copies of the label you want in the upper right field. Click Ok and return to the Label File field. Do all the products you want labels for and then click Print Labels. NOTE: All label jobs on the screen will become part of the Print Labels job once you choose Print Labels. You may want to consider making it a part of your routine to delete this list after you have completed printing all of your labels. Labels Unlimited Labels Unlimited is a Windows based module that allows you to create labels for a multitude of activities. You can Create a New Job, Open Recent Job or Open a Saved Job. Creating a New Job walks you through creating a new label from scratch. You ll need to choose its format and then begin creating what you want it to look like through the Labels Unlimited editing process (font, color, shape, size, etc.) Open a Recent Job makes an assumption that you have already made labels and generally some basic ones have been created for you. The last 4 jobs you have printed will appear in a list with the most recent at the top. This is a tremendous time saving process. Choose the job (label style, such as Shelf Tags) you wish to complete and click on it. You will be brought to an editing screen similar to Windows Paint. Here you can change the font, color, shape, size, etc. of the label. The Constant button will allow you to place a permanent field on your label. For example: Unit Pricing. Click on Constant, draw a box and place the words Unit Price within them. Position it on the label in the appropriate location. Merge will bring in a drop down box that will open up fields that are available from the database (Price Book). Follow the same procedure as Constant to activate it. You can click down through your labels (see bottom of screen for arrows) and complete all the changes. When complete, go to File at the top of your screen, choose to Save it (make it available for the next time you do labels), Export it or Print it. Choose Print and you will then be able to make more choices about what label you want to begin printing at and if you click on the label page that shows, you can black out labels that have already been printing thus eliminating the need to throw away previously used label pages. 29

Part Two: Finances and Reporting Cash Up At the end of every day or clerk s shift, cashing up their drawer is a critical function of DiamondScan Back Office. CASH UP PROCEDURE When a clerk logs off for the day at the register, the clerk s report for that day will drop into the Cash Up portion of your Back Office. To begin, choose Cash Drawers and enter your password. All clerks who have logged off their register for the day will be listed here. The report should default to yesterday s date. If you need a different date, click on the calendar to the right of Beginning Date. Select the date wanted. If you are only looking at one day, the Ending Date should be the same. The clerks for that day will appear in a list. Highlight the clerk you want to work with and double click or press the Change/Declare button and it will bring you to a page to declare the cash in the drawer. Enter the number of coin rolls left in the Rolls column, and enter the number of loose coins left in the coins column. Enter How Many of Each Bill you have remaining in your drawer. Declare the total dollar amount of checks, credit cards receipts, food stamps, Safe Drops, WIC, House Charges, Lottery Paid Outs, Store Coupons, Vendor Coupons, and Vendor Paid Out slips in each appropriate field. If you have slips for Drive Offs, Canadian money, Debit transactions and any Waste slips, enter into the appropriate field. When the data is all entered, go to Print Reconciliation. This will show what was rung through the register as sales, what was declared and the amount over and short for each media. If you want a printed report for this page, click on the printer. If not, click on the red X. The Print Department button will show the sales for each department for that clerk. The Journal button shows each transaction for that clerk. After all clerks are declared for that day, the Print/ Reconciliation button on the first screen will combine all clerks for that day and give you a total for the store. Financial and Detail Reports After completing the Cash Up for your drawers, the next step is to print the appropriate reports and balance the drawers. After choosing Cash Up, at the top of the screen there are several report options, FINANCIAL and DETAIL. These can be run for one day or any other appropriate time frame. You must also choose for a single clerk or all clerks in your date range. These reports are also found under DiamondScan Reports. FINANCIAL REPORTS A Department Report is a total sales report for an individual department for the time frame selected. A Department Group Report or also known as Master Group report is a combination of departments that have been grouped together. This report will show all the sales for the total group. 30

The Financial Totals is a report similar to Print Reconciliation that is done at Cash Up. This is a report many store owners use for end of month, end of week or quarter reporting. It will list the details of taxes collected, gallons of gas sold and lottery sales for example. The Fuel Sales is a report describing the fuel sales for any given clerk or time frame. It is activated for a store owner who has the gas software module. The Hourly Sales report builds a report showing the department sales on an hourly basis for a specific time frame. Many storeowners use this report to determine their busiest times and then staffing accordingly. DETAIL REPORT The detail report is primarily used to look at specific clerks on specific dates to balance their drawers or if something occurs where a store owner will need to look at what a clerk did for any of the following items: The Loans report shows what the clerk rang in as money loaned to their drawer. The Drops is exactly the opposite and shows the money that has been taken out of the drawer when the drawer limit is reached. The Voids report will give a list of all the voids the clerk has done for their shift, Refunds shows what the clerk refunded to customers, and Bottle Returns shows how many bottle returns were processed. Paid Outs is a list of what the clerk paid a vendor for product that was delivered. Subtotal Discounts is a list of all the subtotal discounts issued by the clerk and Rewards will show the list of Frequent Shopper customers that were processed. Tenders (Cash, Check, House Charges, Credit Cards, EBT, WIC, Drive Offs, ATM Cash) is another report that will help a store owner see if a clerk missed a credit card receipt, or generally needs help in balancing their drawer. All of these reports help a storeowner know exactly what their clerks are doing for transactions at any given moment on any given day. ITEM SALES REPORT The Item Sales Report shows item file movement. These can be sorted in various ways, including daily or weekly. These can be run for one day or a range of days. To activate these reports, choose the date or date range. To run a report on a specific choice, enter the beginning number and the ending number as the same. Field Information to be entered: DATE Beginning and ending dates VENDOR Beginning and ending vendor DEPARTMENT Beginning and ending department UPC/PLU Beginning and ending UPC SUBDEPT 1 Beginning and ending Sub Dept 1 (Cat A) SUBDEPT 2 Beginning and ending Sub Dept 2 (Cat B) PRICE GROUP Beginning and ending Price Group 31

Click on the BUILD PRINT REPORT button at the bottom of the screen. This will prepare the report to be printed or viewed. In the lower left hand corner there is a box that can be checked for on sale items only. This report will include items that are on sale only. At the top is another filtering option: Break Point and Extra Sorting. This option is used to format the report the way you want it to subtotal or sort. Subtotal 1 is used for the way the report will break down subtotals. Sort Level 1 is used for the way the report will be sorted. For example, Subtotal 1 is Department and Sort Level 1 is UPC. The report will print/display with department totals grouped and in UPC order. House Charges Accounts Receivable Allowing your customers to charge their purchases is a terrific way of building a loyal customer base. Here you can build customer identification files, print statements, track charges and payments, and set credit limits. To begin, click on the House Charges button and you will be immediately brought to a screen that requires a password. Enter the password, and the following choices become available: Customer File Maintenance, Payments Inquiry, Calculates Balances, Print Statements, Aging Report, Activity Inquiry, Transactions Total Report, Purge Transactions, and Exit. CUSTOMER FILE MAINTENANCE The Customer File Maintenance screen is where the list of all customers is added and maintained. Begin by choosing Insert and a screen with customer identifying information will appear. Complete all the fields as available but be sure to complete the credit limit field to avoid a constant reminder that will become visible in the POS if you haven t completed it. Be very careful as you enter this information since it will be appearing on any printed statements you send to the customer. The Terms field and the Notes field are both information that will be printed on the customer s statement. Due in Days is where you need to enter the number of days the customer has to send in payment, ie. Due On Receipt, 15 Days, 30 Days, etc, so calculating the payment due date and any finance charges is computed from that location, not the Terms field. Several check off fields, such as the Liquor Customer field, relate to other DiamondScan modules you may add on to your system. You may also Browse Transactions from this screen. Choose Browse Transactions and a list becomes available. You will be able to see transactions, both payments and/or charges, throughout the House Charges module. After leaving that screen you will return to the list of all customers in the system. You may Calculate Balances, Calculate All Balances, and View Statements. You may View or Change any existing customers. You may also see the list of customers by Last Name, Company, Account Number, or Phone Number. PAYMENTS INQUIRY Payments Inquiry is a list of payments made by customers. The list can be viewed by Date or by Customer Number. Choose a customer, click on the transaction and view or change it as necessary. If you are looking for a payment that was incorrectly assigned, this is a good place to look for it and make the appropriate change to the correct customer. 32

CALCULATE BALANCES On a regular basis of your choosing, you should click this button and calculate all of the House Charge balances of your customers. This ensures that all charges and payments have been posted. AGING REPORT Running the Aging Report will give you a report that will show all of the outstanding House Charges currently in your system by 30, 60 and 90 days. ACTIVITY INQUIRY Activity Inquiry is a report that will give you a look at the total amount spent per customer. This list can be generated by name, Payment Date or Dollars Spent. TRANSACTION TOTALS REPORT Transaction Totals Report is another reporting feature that gives you more information about the transactions that have occurred by customers. Here you may select the type of information you are interested in receiving: Invoice, Payment, or Finance Charge; choose the Sort order; and select the appropriate Date range; all to give you the most up-to-date information you need. Time Keeping Time Keeping is a management function that allows a manager or store owner to keep track of the number of hours employees are working. It also assigns a Clerk ID to every person who will be entering data into your computer. You will be able to run your payroll using this information. Time Keeping is password protected. Your password will have been given to you at installation. Enter the password and choose enter. To insert a new clerk, choose Insert. The following fields become available: Clerk ID, a 2 digit number you assign; Date In and Date Out, the date a clerk has worked: and Time In and Time Out, the time a clerk has worked. Your clerks log in and out of the system. To run your weekly hours for employees, choose Print. Fields will become available to enter date range information. You will receive a printed report that shows each employee and how many hours they worked that week, and how many hours all of your employees worked for that week. This is valuable information as you plan for your labor needs over any given period of time. Reports There are many reports that can be found throughout the DiamondScan Back Office. You ve probably located many of them within the area you are working. Under the Reports section of the Back office are the Inventory Audit Report, Item Sales Report, Price List and Extra Reports. Reports can be run for a day, a series of days or any date range you are looking to capture. All reports are run beginning with that information. INVENTORY AUDIT REPORT The Inventory Audit Report shows any changes made to a UPC/PLU in the Price Book. This report can be run for one day or a range of days. To activate these reports, choose the beginning and ending date, sort by date, or date and the type of action. Filter by including added, changed or deleted items. 33

ITEM SALES REPORT The Item Sales Report shows item file movement. These can be sorted in various ways, including daily or weekly. These can be run for one day or a range of days. To activate these reports, choose the date or date range. To run a report on a specific choice, enter the beginning number and the ending number as the same. Field Information to be entered: DATE Beginning and ending dates VENDOR Beginning and ending vendor DEPARTMENT Beginning and ending department UPC/PLU Beginning and ending UPC SUBDEPT 1 Beginning and ending Sub Dept 1 (Cat A) SUBDEPT 2 Beginning and ending Sub Dept 2 (Cat B) PRICE GROUP Beginning and ending Price Group Click on the BUILD PRINT REPORT button at the bottom of the screen. This will prepare the report to be printed or viewed. In the lower left hand corner there is a box that can be checked for on sale items only. This report will include items that are on sale only. At the top is another filtering option: Break Point and Extra Sorting. This option is used to format the report the way you want it to subtotal or sort. Subtotal 1 is used for the way the report will break down subtotals. Sort Level 1 is used for the way the report will be sorted. For example, Subtotal 1 is Department and Sort Level 1 is UPC. The report will print/display with department totals grouped and in UPC order. To exit, click on the big red X. PRICE LIST The Price List gives reports on cost, pricing, sale dates, and sale prices on items. The reports can be done by Department and/or Vendor, and can be sorted by Description, UPC or Vendor re-order number. Also available is an Only On Sale list. Click on the bottom of the screen on the PRINT button. This will prepare the report and then will bring up an option to preview, no or cancel. Preview will show you what the report will look like before you print it. Choosing no will send the report directly to the printer. Cancel will not show or print the report. To exit, click on the big red X. EXTRA REPORTS The following are extra reports that you can run. Markdown This is a report used to show markdowns of items sorted by vendor. Enter in the beginning and ending date. Click on the vendor you want the report on. Report will process. Inventory Value 34

This is a report of the value of the inventory on hand. Department number and/or Sub Department number sort it. Choose Zero on Hand stock and show item detail or summaries if appropriate. Purchase Reports This report is used to show items that have been purchased. These can be sorted in various ways including daily or weekly, and they can be run for a range of days. After entering the appropriate date, vendor and other information, click on the Build Print Report button. You may either view or print the report. 35

Part Three: Management and Button Control Manager A store manager needs access to functions that a store clerk does not. Manager is where you make those decisions. MANAGER Beginning with Manager, a list of current Managers appears. You have the option of selecting an existing Manager or adding a new one. The same fields appear for each choice and you will need to check the appropriate boxes for the Manager you are setting up. The first set of fields: Name, Password, Access Managers Program, and Update Managers file, are all related to allowing your manager access to the area you are currently in. The next set: Fuel Control (changing fuel prices), Button Setup (change buttons on register), Cash Up (run cash reports) and DS Reports (access DS Reports), and the final set: Inventory Control (Price Book, Receiving, Inventory Counts), Time Keeping, Main Menu and House Charges, are all related to functions a manager performs. CLERK Through Clerk Maintenance, a clerk can be added, information about them can be edited, or they can be removed from the system. Only the manager will be able to make any changes to this file. Entering a new clerk, choose Insert. Complete the screen called Adding a Clerk Record. This is where all identifying information about a clerk can be entered. The Clerk Number is a 2-digit number used for a Clerk ID. The 90-99 range is for training purposes and should never be used. The password is a 3 or 4 digit number that is unique to the clerk. The rest of the fields are all appropriate information on the clerk (name, address, social security number, etc.) Now you will want to give that clerk Permissions to perform specific functions. A checkmark here will allow the clerk to perform that particular function. For example: A clerk who is not allowed to do refunds (field is not chosen) would get a manager password prompt when they pressed the REFUND key. The manager could then enter their password to continue with the refund transaction. Always save your information before leaving each screen. CHECK FILE This feature offers the store owner the opportunity to track checks that have been written by a customer which have resulted in either a positive transaction (check cleared upon deposit), or a negative transaction (check was returned for insufficient funds). If you are operating a customer loyalty program, this is where information about that customer will be entered and maintained. When a store clerk enters the account number of a check that is written by a customer whose checks have been returned in the past, a manager message will appear and a manager can address the problem with the customer. The same is true for a positive experience, the clerk can enter the account number and it can be processed flawlessly. The other fields in this section allow a customer loyalty number, set a limit on the check amount allowed, or just not to allow checks written by this customer. 36

Always remember to save your work before leaving a screen. DISCOUNT A store owner will decide if they are interested in setting a policy for discounting sales to specific customers, for example, senior citizens or employees. This discount is activated at the subtotal of the transaction, and the manager will need to decide if they want the discount to be done pre-tax and if it should exclude sale items. REGISTER SETTINGS To have information printed on your receipts and on pole displays, and to set specific buttons for taxable or tender keys are set by the manager here. Once a manager decides these options in the back office, each individual register will appear exactly the same. The name of the store is always printed at the top of the Receipt but the program allows the manager to add 4 lines of information, generally the address of the store, to follow it. The Trailer is the information that comes at the end of the receipt after Thank You that is also embedded in the POS software. Two lines of text are allowed to be printed across the Pole Display, and setting up the Safe Drop to a first limit (lowest level) allowed in a drawer to the second limit (highest level) will force the clerk to do one when the drawer amount reaches those limits. The Video gives the manager the ability to track videos that are in or out of the store. The first two lines of the Tax Table Names are embedded in the software to be Tax 1: Tax and Tax Table 2: PFTX Prepared Food Tax. Tax Table 3 is often used for the 5% service provider tax that is applied to video rentals. Tender 1, Tender 2, Tender 3 and Tender 4 are all keys that are used for specific functions. Tender 1 is for Drive Offs (gas), and Tender 2 is for foreign money and you are allowed to monitor the exchange rate and allow over tended amounts. Tender 3 and 4 are open to the discretion of the store owner. They can and often are used for Debit and Waste keys, for example. The Over Tender Amounts allow you to choose how much money you want to allow the customer to receive over the amount spent in the store. VENDOR The Vendor option here allows a manager to build their Vendor files just as they do in Price Book. It s just one more place for a manager to enter information easily into DiamondScan POS. Button Setup Before you begin setting up the Buttons, do a little advance planning. You can choose many options for each button: Placement, Color, Font and Function. By placing buttons of similar function together, the clerks will have an easier time finding them that ultimately results in a quicker training period. So generally place keys involving money to the right, and items to the left. When the POS is set up for you, there will be some pre-set buttons. Begin by choosing Button Setup and a screen with buttons on it will appear. By clicking on any of the buttons you might change, the next screen that will appear offers you the choices you have for every available button. FUNCTION 37

Every button will have a function (job). The following is a list of some key names and an explanation of the functions they perform. NAME FUNCTION: $1, $5, $10, OR $20* Speed tender cash. Example: Sale $3.99, customer gives $5.00 bill, click $5 speed tender. BLANK Leave a button with no function BOTTLE RETURN Pay out for the money given to a customer for the return of empty bottles. CANCEL Void an entire transaction and requires a manager s password. CLOCK Have employees clock in and out as they would on a time clock. DEPARTMENT Access a menu of open departments. DRIVE OFF Suspend a sale when the customer leaves without paying. If the customer does not return, when the clerk logs off, the sale will be sent to the DRIVE OFF category for cash up. ELECTRONIC PAID OUT Pay out for the money given to a customer for a winning ticket. (Megabucks, Wincash, etc.) EXACT AMOUNT* Tender the exact amount of the sale in cash. HOUSE CHARGE Check the balance for a customer with House Charge privileges INSTANT LOTTERY Pay out for the money given to a customer for a winning scratch ticket. LOCK REGISTER Prevent access to the register while the cashier is away from their station. LOGOFF Log a cashier off the register. MANAGER Access a menu of buttons for manager functions. MARKDOWN Reduce the price of an item during a particular sale. MENUPAGE 01,02, 03, through 32 Set up a menu of items to appear after touching a button on the sales screen. See below for more detail. NO SALE Open the cash drawer without a sale OPEN DEPT Put an item without a UPC into a specific department. Example: $3.59 for the meat department. PRESET PLU Assign a specific item to a button. Example: pizza, muffin, etc. Each time the button is touched, one of the item will ring in. PRODUCE Access a flip chart of buttons with letters A thru Z. This can be used for produce items or miscellaneous items. RECEIVED Enter payments received on account. REFUND Return money to a customer for an item returned. REPEAT Ring in the last item on the sales screen again. Each time the repeat button is touched, that item will ring in again. REPRINT Print a receipt if receipts are only printed on request or to reprint the receipt from the last transaction SAFE DROP Record the removal of money from the cashier s drawer. SCALE/TARE Ring up an item that needs to be weighed. Example: Four pounds of bananas at $1.00 per pound. This function is not currently used. SCAN CHECK Used for processing check payments from customers SCAN VOID A clerk mistakenly scans an item twice. Choosing Scan Void will remove the last one scanned. SMART TENDER* The dollar amount closest to the amount of the sale will appear on this button. Touch this button to tender that amount. Example: Sale $3.59, SMART TENDER button says $4 and the customer gives $4.00. Touch the SMART TENDER button to complete transaction. 38

STOPALL Stop all gas pumps from operating. STORE COUPON Enter a coupon produced by the store. SUSPEND Hold a sale while it is still in progress. The cashier will be able to ring up other sales and recall the suspended sale. This key changes to RECALL when a sale has been suspended TAX EXEMPT Remove the tax from a sale for a tax exempt customer TAX SHIFT Change a department from taxable to nontaxable or nontaxable to taxable. WIC Used for customers with WIC VENDOR COUPON Enter a coupon produced by a vendor. VENDOR PAY OUT Pay out for the money given to a vendor for items purchased by the store. VIDEO Used for video rentals or purchase *The speed tender keys are now hard coded into the Total screens. They are included in this list for informational purposes only. After you have chosen the function of the key, you will need to make more choices. You can change: o The text that will be written on the button (Received vs. House Charge payment) o The font in which the text will be written (Arial Narrow or Times Record) o The size of the font and placement of it (left, right, center) o The color of the button AND the color of the text NOTE: Buttons can be any color, but generally cash tender buttons are green and transaction stop buttons such as CANCEL are red. It may be beneficial to make buttons with similar functions the same color, but any color can be used. Also, keep in mind that you ll want to use a font style that can be easily read by the clerk. MENU PAGE If the Function of a key is a menu page, you will have the ability to create a page of items that can then be used to further identify the item. NOTE: The item has to be in Price Book and the registers updated to locate the item number. If, for instance, you choose Candy for the button menu item, begin by choosing the MenuPage #xx. A list will appear at the bottom of the screen allowing you to define menu items. Click on the first line available, and choose Edit Menu Page. You will be brought to a screen with multiple buttons available for further identification. Click on the first available button. The next screen allows you to choose a Store Coupon, a PreSet PLU (taking you to the list of items by PLU in your Price Book), Sub Department (taking you to the list of sub departments previously set up in your Price Book), or leaving the button blank. Following the Candy button, you may want to make the menu page all of the different kinds of candy you have available in your item files or by sub department. After you have chosen the button, you can change Select the Button Font and Color. When all menu items are entered, click OK to save. 39

Fuel Control GAS MANAGEMENT To access your gas management feature, choose the Fuel Control button on the Main Menu. This will bring up a menu of available options. Field What to Enter: A. ENTER STICK READINGS The beginning inventory, deliveries, sales, etc. B. TANK MAINTENANCE Tank information and stick reading charts for each tank. The tank information will be set up according to your tank chart. C. GRADE MAINTENANCE Grade information and prices. Grade information will be set up before the system is received. Prices will need to be updated. D. PUMP MAINTENANCE Pump information. This will be set up before the system is received on site. E. STICK READING To print a report or view a report on the screen. REPORTS X. SYSTEM MENU To exit out to the MAIN POS MODULES menu TO CHANGE GAS PRICES On the DESKTOP, double click on the menu. This will bring up the Office icons. Choose GAS MANAGEMENT. This will bring up a menu of available options. Choose GRADE MAINTENANCE. This will bring up a list of fuel grades on file. Choose the grade that needs to have its price changed. This will bring up a screen with information about the grade. Enter until the field next to SELF SERVICE CASH PRICE is highlighted. Enter the new price using a decimal point. Enter and fill in the price in all four fields. Use the F10 key to save and exit. On the Gas Computer, using the mouse, position the arrow over the SEND PRICES button and Click the left mouse button. 40

Part Four: Utilities Back Up An important security measure that can sometimes be overlooked by busy storeowners is to back up their computers on a regular basis. Because we know that can happen, an automatic backup is set up at the time of installation. A zip disk is left in the zip drive of your back office computer and should be removed only when replaced by another zip disk. The zip disk that has been removed should be stored off site in a safe location in case of emergencies. The first back up will take the longest. Subsequent backups are much shorter because only new information (data) is added. The system is backed up to the office, the zip and a different register every night. If you need to re-install a back up, contact your service provider for assistance. Check Futures Check Futures is a back office feature that looks for any future events or pricing and then updates the Price Book. It is an automatic function that runs after you press the button. Dealer Utility Support use only. Check with your service provider for assistance. MS-DOS Prompt MS-DOS Prompt is a system administrator button. Your service provider will guide you through any necessary steps in using this button. 41

Part Five: Additional Buttons The additional buttons you may find on your screen are for AG of Maine stores only: Download Step 1 Download Step 2 Download Step 3 TCI/DSD Convert & Update These buttons are all used when downloading item and prices changes from AG of Maine or another such vendor. Each button is self-explanatory. 42

TROUBLE SHOOTING PROBLEM Monitor Screen is Black. SOLUTION Check the power cord and video cable. They should be plugged in securely. Check the power switch on the lower right corner. The switch is on the front on regular monitor and on the back of a flat panel monitor. Check the power switch on the computer tower. There should be a light indicating the computer is turned on. Password or numbers won t work Make sure the NUM LOCK light is lit. It is located on the right top of the keyboard. If it is not, press the NUM LOCK key above the 7 key on the right side of the keyboard. A button on the sales screen will not work. Check under BUTTON SETUP to see if the FUNCTION KEY NAME is correct. A clerk can t perform a function such as Check to see if the clerk has that permission checked. refunds without a manager s password. On the register, MANAGER button, CLERKS button. Find the clerk and check permissions under the PERMISSIONS tab. If the clerk was setup on the Back Office computer, they need to be setup on the registers as well. Also, there are more PERMISSIONS Clerk drawer missing for DECLARE CASH. Scanner/Scale will not work at open. The Scanner will beep but nothing rings into register. The register box has a screen that says waiting For printer Or another message pertaining to the printer shows on the screen. Handheld says waiting for prompt from host. available on the register. If a clerk logs off while the network is down or if the power is off, the drawer may not show in the list of drawers for that day. To make the drawer drop (appear) go to the register and log the clerk in and out twice. Using WIN98, when the Scanner/Scale goes to sleep overnight, it cannot wake up if the register has been left at logon keypad. It is best to Esc out to the Windows desktop and leave the registers there for the night. Check the paper in the printer. If the paper has run out or is too low, it will send a message to the register. Reset handheld by unplugging the power from the Base. Wait 20 seconds and plug the power back into the base for the handheld. At logon a screen appears with a choice of This is a setup for a 24-hour store. Touch the three days. MANAGER button on the sales screen. Touch the POS SETUP button. Touch the clerk mark next to 24-hour store to remove the check mark and leave the square blank. Information entered in the Back Office Always use the F10 key to exit a screen. This saves the in Price Book did not hold. Information. Also, always enter once or twice past the field with new information. Rebooting the computer or register doesn t Check to see if there is power-either normal or backup 43

seem to work. UPS is working correctly. If not, call administrator. There is no response from the touch screen. Keyboard. Press ESC on the keyboard. If this does not work, press The computer seems to be locked up. the CTRL key and the ALT key at the same time and press the DELETE key once. This should bring up a box with the programs that are open and End Task at the bottom. Enter and enter again when the second box appears. If this does not work, the computer needs to be rebooted. To do a soft reboot, press the CTRL key and the ESC key. This will bring up a menu. Use the arrow keys to highlight SHUT DOWN in the menu. Enter touch or highlight RESTART. This will reboot the computer. If the keyboard will not restart at all, the only choice is to reboot by turning the power button off. The power button is located on the tower if you have a Back Office computer or touch screen register. The power button is located behind the keyboard on a register with Preh keyboards and no touch screen. Turn the power off and wait at least 20 seconds before turning back on. The computer will reboot. 44

More Trouble Shooting: How to do a Full System Reboot This document is intended to assist you in completing a full system reboot of all the POS related computers in your store. It is strongly recommended that a Windows operating system be shut down and rebooted at least once a week. It is best to choose a day of the week to do it, and then schedule it to ensure that it happens. To properly complete a full system reboot, it is critical that you follow the steps below in the order given. Step 1: Go to your register(s) and log out of your POS program to the desktop (desktop refers to the screen that has icons such as My Computer Recycle Bin Network Neighborhood ). Once at the desktop, go to Start (lower left of the screen) and then choose, Shut Down. Next, choose shut down my computer and select OK. At this point it may say, It is now safe to turn off your computer. Press the power button on the front of your computer. Once these steps are completed your computer should be fully powered off. Repeat the above steps for all registers. Step 2: Now that ALL registers are powered off, go to any workstations. If you don t have any workstations please skip to Step 3. At the workstations, close all programs that may be running. This should bring you to the desktop. Once at the desktop, go to Start (found at the lower left of the screen), and then choose Shut Down. Next choose Shut down my computer and select OK. At this point it may say, It is now safe to turn off your computer. Press the power button on the front of the tower and your workstation will be fully powered off. Repeat this step for all workstations you may have. Step 3: Now it s time to shut down the office computer. Close all programs to bring you to the desktop. Once at the desktop, go to Start (found at the lower left of the screen), and then choose Shut Down. Next choose Shut down my computer and select OK. At this point it may say It is now safe to turn off your computer. Press the power button on the front of the tower (or baby box, depending on your set up). This should fully power off your computer. Step 4: Once your office computer is fully powered off, count to 10. Once you ve counted to 10, press the power button on the office computer, and your computer will come back up. It will flash through various screens of information. Once it starts booting into Windows it may give messages such as, unable to connect to R01 R02 and or Workstation(s). This is fine as these computers are off and not currently accessible by the office computer. Once all computers are powered on, the office will re-connect automatically. It may ask if you wish to reconnect next time and you ll want to choose yes. Step 5: Skip to Step 6 if you do not have a workstation(s). Now that the office is back up and running, go to the workstation. At the workstation(s), press the power button on the front of the tower (or baby box depending on your set up). This should bring up similar screens as when rebooting the office computer. During the reboot process you may again find messages such as, unable to connect to R01 R02, etc. This is because your registers should still be 45

powered off. After a minute or two the workstation will be back to the desktop and you can move on to the registers. Step 6: Now that the office and workstation(s) (if applicable to your set-up) are up and running, go to the register(s). At the register, press the power button on the front of the tower (or baby box depending on your set up.) After a few moments you should find yourself at the desktop. In some cases you may find a small pop up, normally w/ the message - AddMon or something similar, with the option of OK. If this is the case, press OK until this is no longer on the screen normally it takes 3 times. Once at the desktop, open POS (perhaps named Start Register) to make sure your full system reboot has been successful. If you have any questions or are concerned about any messages that may appear on the screen, please call us at 1-207-894-7600. 46