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Plexis Point of Sale User Guide POS Version Series 2.9

Plexis Point of Sale User Guide POS Version Series 2.9 Not intend for sale or use

Not intend for sale or use outside of the United States

Installing Your POS Software Single Computer or Network Server Installation Insert the distribution disk in your CD drive or run the downloaded program file BT.EXE. The POS Installer will start automatically.

program file BT.EXE. The POS Installer will start automatically. Click Next to go on to the

Click Next to go on to the folder selection screen.

Installing Your POS Software [Folder Selection]

Installing Your POS Software [Folder Selection] You may select an alternate folder where the POS program

You may select an alternate folder where the POS program will reside although this is recommended for advanced users only. Choose Next. The POS Setup will take you through a few steps and then install on your hard drive.

Single Computer or Network Server Installation

Single Computer or Network Server Installation This is the last step you need when installing on

This is the last step you need when installing on a single non-network computer system or on your Network File Server.

If installing on a Server for a multi-station network obtain professional Networking help if required.

To run the POS program go to Start. Programs and choose POS 29. If you want to start the POS program automatically add BT.EXE to your Start up Folder.

Wireless Networks

Wireless networks are NOT recommended or supported this POS Software. Wireless Networks are generally used for the Internet and not acceptable for use with high speed transaction based applications like this POS software. Wireless networks can be adversely affected from a number of sources not within your control such as cell phones, other wireless networks in your area, etc. Anytime you access databases over a wireless network you risk the chance of loosing data or corrupting the SQL databases.

Terminal / Lane / Workstation Network Installation In order to connect multiple terminals to the POS program you must first Share the drive on the Server or where the complete POS program was installed. Grad Read / Write Access to the entire POS folder. Map the terminal to the Server’s POS program drive and folder to gain access to program. After a successful Share and Map proceed as instructed below. * Consult with a qualified Windows expert form assistance if necessary.

Installing Network Drivers for the POS terminals

necessary. Installing Network Drivers for the POS terminals btWorkStationSetup.exe If installing for a Network

btWorkStationSetup.exe

If installing for a Network Workstation Client browse to the shared POS Program folder (Default=POS 29) from the workstation mapped to the folder and run the BtWorkstationSetup.exe program.

Perform this step for every workstation that will be accessing the POS program.

Creating a Terminal Run Icon from a Shared Network Folder

Creating a Terminal Run Icon from a Shared Network Folder From the Workstation (not the file

From the Workstation (not the file server) open Windows File Explorer, choose View Details From the toolbar menu. Map to the shared Network Drive or Folder. You will then see a file list. RIGHT mouse click on BT.EXE then choose Send to Desktop. This will create an icon that will access the POS program over the network on the shared drive.

Terminal Shortcut Properties

Terminal Shortcut Properties You may edit the shortcut to automatically log that terminal ID in to

You may edit the shortcut to automatically log that terminal ID in to the POS System. All the text “login x” (x = terminal ID to log in) to the end of the Target line.

This shortcut may also be copied to the Windows startup folder so the POS program Will run automatically upon computer restart.

Removing Demo Screens (registering)

Removing Demo Screens (registering) Once you have placed your order you may register your program for

Once you have placed your order you may register your program for use on a Local Area Network and remove the demo restrictions.

On the Single Computer or Server, launch the POS Program (do not do this on a workstation or network client).

From the Main Menu choose Help, Register Now. Enter the Software Serial Number provided to you by your Reseller. Contact us to obtain the Final Key, then enter that key and click OK.

If registering on a work server the BT License Server will start and a shortcut to your Windows Startup folder will be created.

POS Network License Server Application

Important The Network License Server must be running at all times otherwise all workstations will operate in Demo Mode. This option is not required or present in the Single Station Version of the POS program. If you have a Single Station license this screen will not show.

The License server tracks and allows for multiple computers to access the POS Program simultaneously.

multiple computers to access the POS Program simultaneously. Hide Now Minimizes the license server window. Will

Hide Now Minimizes the license server window. Will automatically hide in 2 minutes. Stop Timer Leaves the License Server window open. Shutdown Now Terminates the License Server.

System Recommendations and Best Practices for high reliability Almost all of the calls that come into our support center are related to problems with Hardware, Windows, Networking or other issues not directly related to the POS Software. We have found over the years that if you adopt and follow some tried and true techniques you will have minimal problems with your hardware and software. Most of our customers who have followed these techniques have been running the POS Software for years without a single failure. What you will read below are recommendations and your decision to follow them is entirely up to you.

1. DO NOT turn off your computer without exiting Plexis POS completely.

2. DO NOT reset or restart your computer without exiting Plexis POS completely.

3. Put battery Backups (UPS) on EVERY critical piece of hardware. This includes the Server, ALL workstations, Network hubs, Etc. Leaving one computer unprotected can cause adverse effects on all other computers.

4. Use a WIRED network on ALL computers. Wireless Networks are not designed for high speed database applications and are not recommended or supported with this POS Software.

5. If you use the POS system for surfing the Internet and running your business you risk the chance of picking up a Worm or Virus which could damage your POS program and data.

6. If connected to the Internet properly configure firewalls or anti-virus programs so they don’t slow your sales system down. These programs tend to filter every read and write to the hard drive and can slow performance as much as 75%.

7. Put a Backup Tape Drive, Mirrored Hard Drive or RAID system in your main computer.

8. Use a dedicated File Server. This means a machine that sits in a closet that NO ONE uses for anything.

9. Turn off Automatic Windows Updates. Automatic Windows Updates can restart your computer. If the POS software SQL databases are open or you are using the system and Windows abruptly restarts the databases could corrupt preventing further use of the system. From time to time if you wish to update Windows do it manually under controlled conditions.

Initializing and Configuring the POS program Log In To the POS program The POS program has created a sample company with Customers, Inventory and Basic Setups already installed. The next few pages detail various setups and configuration. To test the POS program simply begin using it now. There is no need to enter further information at this time. Once you have decided to make the POS program match your company profile follow the routines below. The default login for all screens is “1” with no password. You may choose F3 Login, or simply press the Enter Key.

You may choose F3 Login, or simply press the Enter Key. Turning on the Windows Task

Turning on the Windows Task Bar By default this POS software turns off the Windows Task Bar. After logging in as a high level manager you can select from the Setups link “Task Bar”. This will toggle the task bar on and off each time you select this option.

Terminal Setup Module Access

Terminal Setup Module Access Workstation Name Change the Workstation Name to something that describes its role.

Workstation Name Change the Workstation Name to something that describes its role.

Password Any Numeric number sequence of your choice. Leave this field blank for no password.

Activate Check the Activate box to enable this workstation.

Create Login Create a Logon Icon on your Desktop.

Module Access Select Edit and check to enable each function for the selected terminal. You should not password protect regular sales terminals. Select the Client Company to force this terminal to use. If you have a training company setup and want to go live select the live company to use. Selecting delete will disable this terminal ID. You should disable all terminals not being used. This will prevent anyone from un-authorized system access. Choose one or more terminals with all features enabled and password protected so you are not accidentally locked out of the program.

Change Company Highlight the company that you want this terminal to access then click Change Company.

Multi-Station Access If you are using a Network or want multiple-access level accounts edit each terminal ID to reflect your own preferences. Simply remove the demo configuration from each terminal ID and point that ID to your live company folder.

Terminal Setup Printers and Hardware

Terminal Setup Printers and Hardware Printers and Scales Receipt Printer Name Your pre-configured POS receipt printer.

Printers and Scales Receipt Printer Name Your pre-configured POS receipt printer. Receipt Printer Cut CMD The printer paper cut codes as supplied by the manufacturer. Black Mark Label Printer Used for printing labels for boxes, such as Pizza Delivery Boxes. Black Mark Printer Cut CMD The printer paper cut codes as supplied by the manufacturer. Remote Printer Cut CMD The printer paper cut codes as supplied by the manufacturer.

Cash Drawer Cash Drawer Name The name of your pre-configured cash drawer. If the drawer is connected to the receipt printer then select the same name as your receipt printer. If your cash drawer is stand-alone then you must pre-configure the drawer port and select the appropriate drawer port name. Drawer Command The drawer open codes as supplied by the manufacturer.

Pole (customer) Display Pole Display Name Your pre-configured Customer Display Unit. Pole Display Model The emulation mode of your pole display.

Kitchen Video Display with Bump Bar Kitchen Display System The name of the printer port that you have connected the KDS equipment to.

Coin Dispenser Coin Dispenser Port The serial RS232 port where the coin dispenser is connected.

VSS Model The make and model of the Video Security System hardware.

VSS Device Port Name The port where the Video Security Text Inserter System hardware is installed.

Weight Scale Model Select the make and model of your electronic scale. Weight Scale Port The weight scale Serial port (USB to Serial converters are not recommended or supported) Settings You must set your scale to one of these settings

9600

Baud, 7 Data Bits, Even Parity and 1 Stop Bit

or

9600

Baud, 8 Data Bits, No Parity and 1 Stop Bit.

These are industry standard settings and your scale must be capable of being set to these parameters.

Terminal Setup Screen Options

Terminal Setup Screen Options POS Functional Options Invoice / Receipt Copies Number of copies to print.

POS Functional Options Invoice / Receipt Copies Number of copies to print. (Store copy, customer copy, etc) Detailed Invoice Printing Landscape mode with extensive order detail shown on Page Printer Invoices. Ask to Print Receipt Clear this checkbox to be prompted each time to print a customer receipt, otherwise a receipt will be automatically printed for each transaction. Auto Claim Tag Printing Prints a small tag with the order number and order details for the customer to pick up items at a later time. This option will print only after the order is paid for and will not print on Hold Order or Delivery Orders. Auto Remote / KDS Printing Will send all applicable items to the Bump Bar, Remote and Kitchen Printers without prompting. Clear this checkbox to be prompted each time to send to kitchen. Auto Credit Card Printing Will the Credit Card Signature Tag to the Receipt Printer even if Disable receipt Printing is checked. Disable Customer Screen Bypass customer phone number and customer selection screen between orders. Set as Drive Thru Terminal This terminal is used for a Drive Thru Window. Certain screen prompts and printing options are disabled to facilitate quick movement at a drive thru window.

POS Log Out Level

0 - Sales Staff Auto Logout Between Sales

1 – Access Customer Database and Keep Sales Staff Logged In After Each Sale.

2 - Keep Sales Staff Logged In After Each Sale and Bypass Customer Selection.

3 - Keep Sales Staff Logged In After Each Sale and Bypass Customer Selection and allow access to the Sales Screen Only. The user can not access any other portion of the sales system. Order Screen Layout Selects one of Several Touch Screen Layouts and Keyboard Layouts. Try each setting and see which one suits your business best.

Terminal Setup Payment Receiving Preferences

Terminal Setup Payment Receiving Preferences Credit Card Processing Setup CC Copies (0/1/2) The number of Credit

Credit Card Processing Setup

CC Copies (0/1/2) The number of Credit Card Receipts to be printed.

0 = No CC Receipt

1 = Store Copy Only

2 = Customer and Store Copy

Credit Card Program The name of the optional Credit Authorization program you have installed.

Debit Card Program

currently supported with PcCharge integration)

The name of the optional Debit Authorization program you have installed. (not

Gift Card Program The name of the optional Gift Authorization program you have supported with PcCharge integration)

(not currently

EBT & WIC Set No Card for External EBT and WIC machines or Disable to prevent EBT or WIC Transactions. TAX Automatically reverse sales tax when paying with an WIC account.

Bank Checks Set Enable or Disable.

Payment Option Switches Disable Do not accept this type of transaction. Manual Non-Hosted manual entry of all information, does not get authorization from bank. Non-Hosted Gift Cards are processed and store on your local system, does not get authorization from a bank. Your system collects, stores, Credits and debits your own Gift Cards. No Card Non-Hosted processing, does not record card info or get authorization from bank. PcCharge Optional Credit Authorization program installed is PcCharge Payment Server.

Terminal Setup for PcCharge Payment Server Integration

Terminal Setup for PcCharge Payment Server Integration Set up your merchant number, processor and other info

Set up your merchant number, processor and other info as instructed by your Merchant Account provider.

Creating and setting up your company

Creating and setting up your company When you create a new company in the POS program

When you create a new company in the POS program all data is initially blank. You will need to enter inventory, customers and some setups. To create your company, follow these steps From the Main System Menu, choose Main System Setups, Company Management. Choose Add (+) and enter a short 8 character or less short company identifier and press enter. This name represents the Folder on hour hard drive where the live company data is stored. [Ex MyComp] Type the Long Description of your company, select Save. [Ex My Grocery Store]

You will return to the company selection menu. Use the mouse or arrow keys and highlight the company you just created then select Switch. This will initialize the new company and then take you there.

View / Switch Companies

View / Switch Companies The company specific information can now be entered. From the Main System

The company specific information can now be entered. From the Main System Menu choose Main Setups, Edit Selected Company.

Edit Your Company Information Page 1

Edit Your Company Information Page 1 Remit / Bill To This is your company’s billing address.

Remit / Bill To This is your company’s billing address. This information will print on Receipts and Invoices. Phone # Format The default value is 999-999-9999. Blank this out to remove formatting restrictions. Do not enter your telephone number here, this is a formatting mask only. Contact support for other formatting options. Return / Ship To This is your company’s shipping. This information will print on Purchase Orders. Web Site and eMail Address Prints on all receipts and some reports.

Edit Your Company Information Page 2

Edit Your Company Information Page 2 Location Functionality: Check all that apply. These switches will customize

Location Functionality: Check all that apply. These switches will customize how the Point Of Sale system operates.

Retail General retail without food operations. Fine tunes the sales screens for the general retail industry.

Wholesale Enable Wholesale functionality such as automatic price level discounting.

Restaurant / Beverage Anchor item modifiers enabled. (Extra, Hold, etc) Food menus are available in keyboard screen. Customer Credit Card receipt copy printed. (House copy to sign, copy for the customer to keep) Display the Dine In / Take Out button.

Pizza Shop Functions Enables Half & Half & Whole Functionality. Enables various Pizza Restaurant functions.

Grocery Store Grocery Store options are enabled.

Lottery Enable Lottery functionality.

Show Profit on Reports Check to print Gross, Net and % profit on Order Entry Sales Reports.

Deliveries Delivery module enabled.

Driver Tracking Order Tagging to drivers. Delivery Driver Module enabled. Gate codes, x-street displayed / printed.

Delivery Fee Auto-Insert the delivery fee on all new delivery orders. Set the taxable flag if the delivery fee is subject to sales tax.

Enable Double Checking This module allows for the Quality Control of Delivery Orders. Note: Provided for backwards compatibility only, scheduled to be removed in future releases.

Caller ID (if installed) Number of Lines Select the number of incoming lines. Set to Zero if no Caller ID Hardware is installed.

Edit Your Company Information Page 3

Edit Your Company Information Page 3 Standard Terms Used for Open Account (Net Terms) customers only.

Standard Terms Used for Open Account (Net Terms) customers only.

Terms Description This Text prints on invoices and receipts.

Net Number of allowed days to pay. By Number of days to get a discount for early payment. % Off The discount percentage for all open orders if paid by early due date.

Month End Automatic end of period procedures.

Auto Archive Accounts All fully paid invoices are removed from the active invoice register and placed in an archive database.

Months of History Number of months to save before Auto Archiving.

Service charges have been run Checking forces the system NOT to apply service charges on A/R Statement Printing.

Auto Post Sales Automatically posts sales to the Accounting System.

CSV Export on Posting Send Posted Data to Comma Separated Values to a text file for importing into other accounting programs. Each time sales are posted a text file will be created in the live company folder numbered by batch. For example 1023.txt would be batch posting run 1023.

Text Defaults Sets printing and display to the desired characters.

Default Weight LBS, KG, Etc.

Logo to Print You can include a Windows Bitmap logo to print on full page invoices. This will NOT print on receipt printers. If you want to print a logo on a 40 column receipt printer a graphic will need to be uploaded to the printer. Contact your hardware supplier for instructions on how to inject a logo into the receipt printer.

Logo to Display You can include a larger Windows Bitmap to display as a splash Screen.

Default Account Numbers You can reset the starting Invoice, Hold, Customer and Vendor ID numbers by selecting the CHANGE button. WARNING changing these numbers can have serious implications to the accounting system. It is recommended that you clear the accounting system prior to changing these numbers.

Non Resetting Total This is the accumulator for all revenue received to date. This figure never resets even on a new year.

Sales Tax Setup

Sales Tax Setup Go to Modules, Accounting, Sales Tax. Choose Detail to edit an existing Tax

Go to Modules, Accounting, Sales Tax.

Choose Detail to edit an existing Tax Code and Rate or Add to create a new Tax Code.

Add / Edit Tax Code

Add / Edit Tax Code Enter the Name for The tax rate (Sales Tax, GST, VAT,

Enter the Name for The tax rate (Sales Tax, GST, VAT, City, County, Etc). Enter YOUR LOCAL TAX RATE in % (ex 8.25 and not 0.0825). You can have up to three tax rates defined for each tax code. These taxes are detailed in reports and the General Ledger.

Running External Programs

Running External Programs Any Windows compatible program can be executed from within the POS program. You

Any Windows compatible program can be executed from within the POS program.

You can assign up to 11 programmable macro keys.

BUTTON LINE1… BUTTON 3 Type the button text to be displayed for the RUN application. COMMAND LINE Type the exact path and program name to run once the button is selected.

The Run Program selection is available after logging on to the POS Program.

Customer Display Messages

Customer Display Messages You can set an unlimited number of rotating customer messages to be shown

You can set an unlimited number of rotating customer messages to be shown on your pole display. Typing the word “DATE” in the Line1 field will show the Date and Time on the Pole Display. The Date/Time format is not adjustable.

Line #1 20 character message for the first line of the pole display. (Can be blank) Line #2 20 character message for the second line of the pole display. (Can be blank) Duration The length of time the message is displayed. (In seconds)

Returning to the Sales Staff (employee) login screen at POS will begin the rotating message on the customer display (pole) units. This screen must be idle for at least one minute for the dialog to begin.

POS System Wide Properties Page # 1

POS System Wide Properties Page # 1 Sales Options Allow Discounts Enable operator controlled discounting on

Sales Options Allow Discounts Enable operator controlled discounting on the sales screen. Allow Discounts Below Cost Allow discounting below your cost price. Credit Override Allow a customers credit line to be extended at the sales screen if they have gone over limit. Zero Cost Alert Pop up a display if the inventory item has no cost figure assigned, allowing the operator to make an immediate change to the inventory record. Low Stock Alert Display an alert on the sales screen when the amount sold at the sales screen reaches the re- order point. An alert wi1l also be displayed if the inventory quantity crosses zero. Combine Quantities During sales order entry Matching items are located and the quantity is increased. With this option disabled, each item is entered individually on the sales order. Delete Individual Items If deleting an item from the sales screen, when multiple quantities exist for that item, each time delete is selected the item quantity is reduced by one. Items can be manually deleted or scan deleted. If the item is an Add On or BOM Child the item is removed from the sales screen. If deleting an anchor item ALL Add-Ons and Child BOMs are removed as well. Deletes Not Confirmed The Scan delete screen is not shown and no confirmation to delete the item is requested. The item is removed from the sales screen instantly.

Scan Level 1 = Scan for UPC only.

2 = Scan for UPC, if not found then Scan for Product.

3 = Scan for UPC, if not found then Scan for Product, if not found Scan for Description.

Set scan level to 1 for the fastest mode of operation. Price Embedding Type 2 random barcode price support. This option is used for barcodes that have an embedded price. Set to 4 Digit or 5 Digit decoding depending on how your Barcode Printing Scale is programmed. (see detailed spec on barcode formatting in this user guide) Receipt Printing Options Print Two Lines Per Item When selected a more extensive receipt will be printed. Each line item will have a longer description and will print a second line with price and quantity information. Enable Resend All to Kitchen Enables a button at the conclusion of a sale that will allow the operator to re- send the entire order to the kitchen as new. Epson Enhanced Printing Make use of various printing enhancements such as Bold, Expanded, Etc. Epson NV Logo Printing Print a stored logo graphic from the NV printer Memory. Epson Barcode printing A barcode representing the receipt number will be printed on compatible Epson ESC/POS printers. Print order number on receipts Prints “Your Order Number Is XXX” on receipt printers.

Break out Remote Items Prints an individual tag on remote or kitchen printers for each line item in the order. Include pick location Prints the pick location ID in the inventory record on receipt printers.

* Include Tip Line Prints a tip line for the customer on receipt printers.

* Include Tip suggestion Prints several tip amount suggestions on receipt.

* Three conditions must be met in order to print a Tip Line or Tip Suggestion.

a. Accept Gratuities is enabled.

b. Guest Table Service is enabled.

c. The order is placed on HOLD.

Include item count Tallies the number of line items sold at the bottom of the receipt.

Sales Screen Pauses Checking these boxes will prompt the operator to enter information at each screen pause. Description Pauses and prompts for the item description. Quantity Pauses and prompts for the quantity sold. % Discount Pauses and prompts for discount percentage off list price. Age Verification Pauses and prompts for birth date to be verified. Request Zip / Postal Pauses and prompts for the customer’s zip code or postal code. Confirm Order is Completed Paused for you to confirm the completion of the order. This option allows for the sales total, amount tendered and change/cash back to be displayed for up to 45 seconds or until you dismiss the popup window. Max Digits on Payment Tenders The Maximum number of digits allowed when taking a payment. Safe Drop Trigger Enter the amount to alert operator to drop cash into the safe. A value of 0.00 will disable the Safe Drop feature. Sales Screen Logging Exceptions Only, logs to a file Price changes, deletes, drawer pops, etc.

POS System Wide Properties Page # 2

POS System Wide Properties Page # 2 Restaurant Options Set Dine In Primary Sets the initial

Restaurant Options Set Dine In Primary Sets the initial Order Entry Mode to Dine In Service. Prompt for Table, Car or Name Pauses and prompts for the Table / Seat / Customer Name. Guest Table Service Enable Table Service Functionality, Pre-Print Guest Checks, Etc. Accept Gratuities Enable Tip / Gratuity functions.

International Settings Do not show TAX on Receipts Disables all Sales Tax info from printing on receipt. (International use only)

POS System Wide Properties Page # 3

POS System Wide Properties Page # 3 Receipt Message 8 lines of a 40 character custom

Receipt Message

8 lines of a 40 character custom message that prints on receipts and invoices. Invoice Terms Description

4 lines of a 60 character custom message that prints on invoices only.

Pole Display (if installed) Pole Sign On Line 1 and 2 The message your customer sees on the display unit when the register is activated. Pole Sign Off Line 1 and 2 The message your customer sees on the display unit when the register is closed.

Fixed Discounts Employee Discount in % Creates a button on the sales discount screen for the automatic discounting for employees. Clearance Discount in % Creates a button on the sales discount screen for the automatic discounting of clearance items.

New Customer Defaults When creating a New Customer at the sales screen these defaults will be used, Right mouse click for choices Default Credit Limit Set the limit a new customer can charge on the house account. Default Credit Terms Code The initial credit terms allowed. Drivers Bank The amount a delivery driver carries in cash in order to make change. This amount is totaled on the driver reconciliation sheet.

Setting up Employees

Setting up Employees Password Enter an all numeric password to require this employee to enter their

Password Enter an all numeric password to require this employee to enter their password on critical functions. Blank out to disable. Employee Role Sales – Allows access to the Sales Screen Driver - If you have the Delivery Drive Module enabled you can control and track which employees are authorized to make deliveries. Manager – Allows access to all functions and Employee Roles. Activated Enable or Disable this employee. Bypass Customer Selection Screen Enable to go to sales screen immediately after entering a valid employee code. This employee will not have the option to select a customer. This will bypass Customer Selection Set in POS Logout Level 0 and 1 in Terminal Setups on page #3. Activate Employee Card Creates a swipe card entry for the employee. Simply swipe the card assigned to this employee to activate. Employee Card formatting -- %any data? Examples

%12345aBcD?

%1234?

%90U1L2S6B9Z522Z3?

Employee Access Levels and Privileges

Employee Access Levels and Privileges Employee Security Settings This menu allows you to set which employees

Employee Security Settings This menu allows you to set which employees have access rights to various areas of the POS system. Each time an employee attempts to access a restricted area a Manager Pop Up window is displayed. The manager must use their security code to allow a one-time access to the restricted function.

Log Out Allows exiting the Sales Screen at any time. Deletes Allows the deletion of items during a sale. Returns Allows items to be returned or refunded during a sale. Tax Toggle Allows Tax to be removed or added for items during a sale. Cancel Sale Allows the entire sale to be canceled. Discounts Allows items to be discounted during a sale. Hold / Recall Sale Allows Hold or recalling of orders at the sales screen. Void Hold Orders Allows for the deletion of any previously held order. Finalize Sale Allows for the conclusion or cashing out a sale. Disable for sales staff that are only allowed to take an order and put in on hold or mark it for a delivery. Open Drawer No Sale Allows for the Cash Drawer to be popped at any time. Cash Drawer Turn In Allows for turn in and close out of Cash Drawer. Change Quantity Allows for random quantity changes during a sale. Xfer Items Allows for transferring Cases of Items into Single Units from Inventory. Add Items Allows the adding of items at the sales screen. Lotto Pay Outs Allows for cash to be paid from the drawer for lottery pay outs.

Non-Stock Allows the sale of a Embedded Price non-inventory item at the sales screen. Edit Items Allows the full editing of an inventory item or an item on the sales screen. Paid Outs Allows for cash to be used from the drawer for any purpose. Credit Over-Ride Allows for a customers credit limit restrictions to be ignored during a sale. Change Terms Allows Credit Terms to be overridden. Tag Deliveries Allows the ability to tag delivery orders to a delivery driver. Run Programs Allows the running of external programs. Employee Edit Allows employee privilege changes. Add Comments Allows employee to add Sales Screen, Receipt and Remote Comments

Setting Popup Display Properties in POS

Setting Popup Display Properties in POS This option allows for the display adjustment when requesting an

This option allows for the display adjustment when requesting an inventory lookup in POS. The width and visibility can be set to any value you like. The order of the display cannot be modified.

Touch Screen Setup

Touch Screen Setup The first step in your Menu Setup is to create your own menu.

The first step in your Menu Setup is to create your own menu. If you are not going to be using a different menu on multiple terminals or time menus you can edit the Default Menu.

To add a new menu choose the Add button, to copy an existing menu to a new menu choose Clone.

You then will be taken to the Edit Screen.

*** DO NOT add menus if you will not be using timed menus or different menus on different terminals.

Note You MUST be logged in as the Terminal ID that will be using a custom menu. If using the Default Menu you can be logged in as any Terminal ID.

Edit Menu Timing and Days of Use

Edit Menu Timing and Days of Use This screen allows you to set days of use

This screen allows you to set days of use and the time window in which to use this menu. When creating multiple menus within the same day care must be taken not to conflict the time in use. Time conflicts will cause the system to revert back to the default menu. All times must be entered in the 24 hour Military Format.

Edit Menu Screens

Edit Menu Screens Access these setups from the POS Main Menu. This menu allows for the

Access these setups from the POS Main Menu. This menu allows for the configuration of the Touch Screen buttons and behavior of the sales screen. Button colors, fonts and images can be set here. The five buttons above the yellow line are your Menu Categories. You can have up to 36 menu or category buttons for EACH Panel selected on the left

Click on any button to add/edit or delete the category or menu item. Choose a different menu by selecting the “SEL MNU” button.

Important You MUST enter the item into Inventory first otherwise you can not create a button for it.

Adding Button Images

All images should be 90 Pixels wide and 90 Pixels high. Using the standard Windows bitmap (.bmp) format will display the fastest on your screen. Avoid any file size larger than 20kb in size. Supported image types are BMP, JPG and GIF.

All button images must be copied to the proper folder or they will not display on your sales screen. An example of the folder name would be C\POS 291\A001\Buttons.

If an inventory item assigned to the button image does not exist the image will not display on the sales screen.

Button Loading Options

will not display on the sales screen. Button Loading Options Load Add items, categories, button colors,

Load Add items, categories, button colors, font colors and button images. Un-Load Removes and clears a button assignment.

Choose the option you want and then click on the menu button to change.

Creating Category Panels

Creating Category Panels Select a category button to assign. A popup screen will appear with available

Select a category button to assign. A popup screen will appear with available categories. To add or change categories choose the Change button. Continue with this operation until you have populated all of the category buttons. Duplicate categories are allowed and you should have a “Home” button on each category screen.

Loading Category Buttons

Loading Category Buttons Choose Load and then check the Category Panel Add /Edit button. Click on

Choose Load and then check the Category Panel Add /Edit button. Click on any available button to add the Category Jump. Select the category panel for the button, then accept. Any button can be a category or an inventory item. After a valid category button is added you can add change the font size, color and add an image.

Loading Inventory Buttons

Loading Inventory Buttons Select an inventory button to assign. A popup screen will appear with available

Select an inventory button to assign. A popup screen will appear with available items. To add or change an item button choose the Change button. Continue with this operation until you have populated all of the item buttons. Duplicate items are allowed.

Extended Category Touch Button Setup

Extended Category Touch Button Setup This option allows you to populate the 36 most used category

This option allows you to populate the 36 most used category buttons. The touch button sales screen has an option to display this screen so you may quickly jump to one of 36 categories instantly.

Hardware Setup and Diagnostics

Hardware Setup and Diagnostics The POS program provides hardware diagnostics for the peripheral equipment supported.

The POS program provides hardware diagnostics for the peripheral equipment supported. Choose from the drop down list the hardware item you wish to test. If a successful test cannot be verified it can be assumed that the item will not function within the POS program. Consult your hardware vendor if you encounter problems connecting peripherals to the POS program.

Setting Up Receipt Printers The POS program uses a very easy to configure method for setting up Printers. Using the Windows API system allows for virtually any Windows compatible printer to connect with the POS program. Prior to configuring the POS program to connect with your receipt printer one must be installed through the standard windows interface. Install the printer using the information provided by the printer manufacturer.

using the information provided by the printer manufacturer. Note Output Errors If you are having problems

Note Output Errors If you are having problems such as missing or incorrect characters, try installing a Windows Text Only Generic Printer. Set the properties to “Print directly to printer” avoiding the Windows Print Spooler. Most printers work fine with this setting. The printer can now be tested through the POS program interface. From the Main System Menu choose Utilities, Hardware Diagnostics then Strip Printer. Using the pull down list choose the strip printer name that you previously installed through Windows. Press F2 and verify you have had a successful test. Once tested choose Save.

USB Printers You must install the USB Drivers from Manufacturer First. Receipt Printer Diagnostic and Setup

Manufacturer First. Receipt Printer Diagnostic and Setup Notes Windows 95/98 Users When you choose a printer

Notes Windows 95/98 Users When you choose a printer name in the POS program make sure that name is formatted properly. For example, if Windows reports a name such as Generic Printer on LPT1 Remove the wording “on LPT1” so it is formatted to say “Generic Printer” ONLY.

Cash Drawer Setup and Diagnostic

Cash Drawer Setup and Diagnostic Cash drawers can be connected through the Printer or on it’s

Cash drawers can be connected through the Printer or on it’s own port. If your drawer is connected through your receipt printer select the same name as your printer. If connected to it’s own port then create a Generic Printer in Windows and assign the proper port to the printer. For ease of setup rename the printer to “Cash Drawer 1”.

Coin Dispenser Setup and Diagnostic

Coin Dispenser Setup and Diagnostic Install an approved and certified coin dispenser listed in the certified

Install an approved and certified coin dispenser listed in the certified hardware section of our web site. Choose the serial port the changer is attached to and select test. If properly installed the coin dispenser will eject the denomination selected.

Note If you are installing a coin dispenser on a network workstation mapped to the POS server you must install the dispenser drivers. This can be done by executing the POS installer program and selecting “Custom”. Choose POS drivers to complete the installation.

The REQUIRED Serial Port settings are 9600 Baud, Even Parity, 7 Data Bits, 1 Stop Bit (9600,E,7,1) If the coin dispenser port on your computer is not set to this specification it will not work properly.

The POS Program currently supports TeleQuip Transact 2+ or 100% compatible units.

Customer Display Setup and Diagnostic

Customer Display Setup and Diagnostic Pole display installation is set up just like a printer. Install

Pole display installation is set up just like a printer. Install a Windows Text Only Generic Printer and name it “Pole Display” or any other name you like. Test the Pole display through the POS program interface by choosing from the Main System Menu choose Utilities, Hardware Diagnostics then Pole Display. Press F2 and verify you have had a successful test. Once tested choose Save.

USB Pole Displays You must install the USB Drivers from Manufacturer First. The USB Driver will assign a "Virtual COMM Port". You must remember what port the USB Driver is using. After verifying the pole display is working properly with the USB driver then install the Generic Printer Driver as described above, then assign the "Virtual COMM Port" number previously configured by the USB Driver.

Kitchen Display System (KDS) Setup and Diagnostic

Kitchen Display System (KDS) Setup and Diagnostic After installing a Kitchen Display System, you can test

After installing a Kitchen Display System, you can test its functionality here. You must use a certified and approved KDS to be compatible with the POS System. Setup a KDS port the same was as a Generic Text Printer.

Video Security System (VSS) Setup and Diagnostic

Video Security System (VSS) Setup and Diagnostic After installing Video Security System, you can test its

After installing Video Security System, you can test its functionality here. You must use a certified and approved VSS to be compatible with the POS System. Setup a VSS port the same was as a Generic Text Printer.

Weight Scale Diagnostic

Weight Scale Diagnostic Configure and test your Weight Scale settings. 56

Configure and test your Weight Scale settings.

Integrated Credit Card Diagnostics – PcCharge Payment Server

Credit Card Diagnostics – PcCharge Payment Server If you have installed one of the optional Credit

If you have installed one of the optional Credit Authorization programs testing can be done to insure that the authorization program is installed correctly.

Adding Customers Page 1 Select Modules, A/R, Customers, then choose Add to add a new customer.

A/R, Customers, then choose Add to add a new customer. Billing The customer’s billing address. This

Billing The customer’s billing address. This will print on receipts, invoices and statements. Shipping The customers Delivery or Shipping address. Credit Card The stored credit card information for recurring invoices. Birthday For age restricted sales. Alternate ID Enter any identifying information of your choice. Club ID Number Loyalty Club ID Custom Sort Any data you choose, this can be searched at POS Must Read Notes Prompts the sales staff to read all notes for this customer prior to proceeding with the sale.

Adding Customers Page 2

Adding Customers Page 2 Tax Code If this customer is NON-TAXABLE enter a “0” as the

Tax Code If this customer is NON-TAXABLE enter a “0” as the TXCD (Tax Code). Terms Code Credit Terms (right mouse click for a list) Must not be “0” charge on account. Credit Limit Maximum allowable credit allowed. Must not be “0” charge on account. Resale Number Tax exempt account number. Balance Current open balance due. (Can not edit) Price Level discount key linked to an inventory item for the automatic discounting of items. Service Charge Customer is subject to a Service or Finance charge. Credit Hold No On Account Sales allowed. Ask for P.O. Sales system prompts for PO Number prior to taking a sale. Ask for Shipping Sales system prompts for a shipping address prior to taking a sale. No Alcohol Sales Alcohol orders are rejected at the sales screen. No Tobacco Sales Tobacco are rejected at the sales screen.

Inventory Control Main Menu

Inventory Control Main Menu From this screen you can access all of the Inventory Control Functions.

From this screen you can access all of the Inventory Control Functions.

View Inventory Items

View Inventory Items Detail Show full item detail and allows you to edit an inventory item.

Detail Show full item detail and allows you to edit an inventory item.

Add Add a new inventory item.

Clone Create a new inventory item based on the currently selected item.

Options Changes the display options when viewing and editing inventory items.

Adding Inventory Items (Main Page)

Adding Inventory Items (Main Page) Item Description Primary Description Field prints on all invoices and receipts.

Item Description Primary Description Field prints on all invoices and receipts. Product Item Alias Field #1, used as secondary search field. Category Product Category (searchable). Subcategory Product Sub-Category (searchable). Custom Any data of your choice. Unit Unit of measure. ex Each, Box, Carton, LB, OZ, KG, Etc. Weight The unit weight of the item. Locate The location of the item in the store or warehouse. Qty On Hand The quantity on hand. On Order The quantity in transit from the supplier. Order Point Order Point. When the on hand quantity reaches this point a re-order report can be generated or an alert to be displayed on the Sales Screen at time of order. Order QTY The amount to order once the order point is triggered. Department Choose the inventory department where this item belongs. You may also add new departments here on the fly. Product Type Standard Basic item, no special sales screen handling. Alcohol Customer can be restricted from purchasing, age limit option available. Tobacco Customer can be restricted from purchasing, age limit option available. Lotto Lottery Ticket. Used to detail on various Sales Reports. Auto-Weigh Trigger the Weight Scale dialog during a sale of a weight based item.

Price to Quantity The sales screen will calculate quantity based on purchase price amount. Price to Quantity Trigger The sales screen will calculate quantity based on purchase price amount and trigger a price query dialog. Age Restriction Enter the minimum age to purchase this item. Blank or Zero if none. Operator Alert Message Display a dialog box on the sales screen when this item is selected. Notes The notes box allows for the display and printing during sales entry. Sales Screen Options Anchor / Standard Item This is the main item or final assembly. Modifier / Add On / Topping This item is a side, topping or condiment and will indent and print double sized on compatible printers. Modifier Detached from BOM Anchor If this item is a part of a Main Item Assembly, enabling this feature will cause the part to disconnect from printing to the same printer as the main assembly. You can then route sub-assemblies to different printers. For example Cooked Shrimp Sushi, The shrimp can be cooked and prepared in the hot kitchen, then delivered to the sushi bar for final assembly into a roll. A metal plate can be cut and drilled in the machine shop and then be delivered to the milling machine to be assembled with other parts. This option affects BOM Sub-Items ONLY. You can not use this option with Modifiers, such as Ketchup, Mustard, Medium Rare, Etc. Disable Auto Combine Forces the POS system NOT to add item to an existing item quantity. Enabling this feature will create a separate line item on the order. Use this option when item modifiers may differ for each anchor item. This option can be temporarily overridden on the sales screen at the time of sale if required. Hide on Popup Do not show this item on the POS browse screens. Printer Access Enable / Disable printing on receipts, Remote Printers and KDS.

Adding Inventory (Pricing)

Adding Inventory (Pricing) Pricing Unit Cost What the item costs your store to buy. Sell Price

Pricing Unit Cost What the item costs your store to buy. Sell Price The price the customer for the item. Extra Price If the customer requests extra amounts of an item, this is the additional price they will be charged. This option allows for a first item free, second item pay rule. Note this functionality is available if the store type is set to Restaurant or Pizza only.

Profit Margin Calculator Calculates a final selling price based on Margin of Profit. Formula Selling Price = Cost Calculates a final selling price based on Margin of Profit. Formula Selling Price = Cost / (100 – Profit %) x 100

List Price Calculator Calculates a simple price markup from Cost or a Price Markdown from Current List. Calculates a simple price markup from Cost or a Price Markdown from Current List.

Tax 1 3 Check to enable taxation of up to three tax rates.

Tax Inclusive pricing Set a fixed monitary amount to be added as tax when this item is sold. This option can be used if your final price includes the tax pre-calculated on the shelf.

Disable Tax On Take Out / Drive Thru All taxes are disabled on take out and drive thru order for this item.

EBT Qualified EBT approved item.

WIC Qualified WIC approved item.

Redemption Lookup Redemption value for recycled products.

Case / Pack Control Single Not a Case or Carton. Item is sold as a unit of Each. Case / Carton Sold as a single Case only, regardless of the quantity in the case. Popup Choices Pops up a screen during the sales process that allows for the choice of several Case sizes and prices. You may set up to six individual Case sizes and prices. Note; Case Pack Control overrides the Standard Selling price in favor of the Case Price.

Case / Pack Selling Prices A choice of several sizes and prices are available.

PKName 1

PKQty 1

PK Price 1

Note; overrides the Standard Selling price in favor of the Case Price.

3

The title of the Case / Pack size.

3

The number of items in the Case / Pack. The total price for the entire Case Pack.

3

Inventory Item Discounting and Sale Pricing

Inventory Item Discounting and Sale Pricing Automatic Customer Discounting Set the dollar or percentage amount for

Automatic Customer Discounting Set the dollar or percentage amount for discounting of this item.

Use Percentages Converts the numeric value entered into percentage discount off list price.

Never Discount Never allow discounting of any kind to this item.

On-Sale Pricing by Date Range Set the beginning, ending dates and final price of the discounted item.

Price Level Discounting This functionality links the discount price to the customer record. When a match occurs An automatic price change will occur when ring up an inventory item. You can have Several levels of discounting based on the customer profile you have setup. Entries must be greater than 0.00 otherwise this function will be ignored. If the item is on sale or quantity discounts are better the best discount is always precedent. Note: Visible only if the Wholesale box is checked in Company Setup.

Quantity Discounting Apply discounting based on quantity. This can be used for example, 2 for $4.00, 3 for 3.50, etc. Use this type of discounting to such as 2 for 1.50, 3 for 3.00, etc.

type of discounting to such as 2 for 1.50, 3 for 3.00, etc. Choose F2 ADD

Choose F2 ADD Enter a quantity trigger and discount percentage or a new selling price for the item. Once the trigger has been reached all items from that point forward will be sold at the discounted price. Prices must be for each unit, not the total of all units.

Example # 1 Suppose the unit price of a single item is $8.00 and you want to give your customers a special price of $14.00 if they buy two units. You would set the Quantity to 2 and the Price Each to 7.00. When two units are rung up the system will calculate 2 x $7.00 = $14.00

Example #2 Suppose the unit price of a single item is $7.95 and you want to give your customers a special discount of 10% if they buy two units. You would set the Quantity to 2 and the Disc % Each to 10. When two units are rung up the system will calculate 2 x $7.95 x .90 = $14.31

The system will continue to discount at the lowest price until the next threashold is reached. For example, if the regular price is $0.99 and you have a special of 2 for $1.50( discounted to 75 cents each) and the customer purchases 3 units, the 3 rd unit will be sold at the 75 cent price.

Deleting an item below the quantity discounted price threshold will not reset the entire block back to standard price. Once the discount is trigger all individual prices will remain at the discounted price each.

Quantity Combining in POS System Properties must be turned on in order to use this feature.

Adding Inventory (Touch Buttons)

Adding Inventory (Touch Buttons) Button Line1 through Button Line 5 Touch Button Text. Button Image for

Button Line1 through Button Line 5 Touch Button Text.

Button Image for the Touch Button Screen [ 96 x 96 pixels ]

Clear Clears the Button Image.

Jump To Touch Screen Category Panel name to jump to after this item is selected.

Main Item Picture The image that is selected here is for display pursoses only.

Adding Inventory (Restaurant Functions)

Adding Inventory (Restaurant Functions) Alternate KDS Description Data in this field will replace the default description

Alternate KDS Description Data in this field will replace the default description KDS or Bump Bar Displays. Remote Printer Name Send a preparation list to the remote (Kitchen, Bar or Make Line) printer on demand. Not required for Add On / Modifiers. Remote Bump Bar Name Send a preparation list to the KDS Video Display or Bump Bar on demand. Not required for Add On / Modifiers. Note The Remote Printer / Bump Bar selection box will not display if an item is an Add On / Modifier. The Remote devices are controlled by the Anchor Inventory Item. If the Anchor item has a remote printer or KDS Bump Bar associated with it, all add on items will be directed to that device automatically. You can not select a Remote Printer and Bump Bar at the same time as only one device is supported for each Anchor item.

Selecting Remote (Kitchen) Printers

Selecting Remote (Kitchen) Printers You can select, Add or Edit Remote Station Printers or Kitchen Display

You can select, Add or Edit Remote Station Printers or Kitchen Display units at any time. To select a remote printer for this item highlight the printer name (or add a new one) and choose accept.

To disable remoter printing clear the Printer or KDS boxes.

Linking Inventory Items to Aliases

Linking Inventory Items to Aliases Alias Item Numbers An unlimited number of cross references are available.

Alias Item Numbers An unlimited number of cross references are available. Aliases can be assiged only once per part number. Aliases can not exist in inventory. Aliases are “Virtual Part Numbers” uses to cross refernce commodity items.

Adding Inventory (Modules)

Adding Inventory (Modules) Combo (Kitting/BOM) Automatically add sub items to the main item. Serial Number Tracking

Combo (Kitting/BOM) Automatically add sub items to the main item. Serial Number Tracking Force operator to choose from serial number pool. Edit Vendors Add your Vendor ID and Names here. Add / Edit Vendors Vendor association with this item. Note Changing the item number may cause unpredictable behaviour in the system. It is recommended that you delete the item and enter a new item number instead.

Combo’s and Bill of Materials

Combo’s and Bill of Materials Create a Combo or Main Item first. Add all sub-items to

Create a Combo or Main Item first. Add all sub-items to link with the main item. When the Main Item is selected at the sales screen all sub-items will be added below it.

You may add a sub-assembly that requires preparation at a different station or location here.

Note Add On / Modifiers can not be selected here. Add Ons such as Ketchup, Mustard or any sub-modifier must be added at the sales screen.

Inventory Quick Add

Inventory Quick Add This option allow for an abbreviated inventory insertion. Quickly add items or groups

This option allow for an abbreviated inventory insertion. Quickly add items or groups of items with the most commonly needed data in order to sell at the Cash Register Screen.

Inventory Quick Edit

Inventory Quick Edit This option allow for an abbreviated inventory edits. Quickly edit items or groups

This option allow for an abbreviated inventory edits. Quickly edit items or groups of items with the most commonly needed data in order to sell at the Cash Register Screen.

Expanded Inventory Option Menu To enter the mass edit mode select Inventory, Items, Options and check the Mass Edit Box.

Inventory, Items, Options and check the Mass Edit Box. Expanded View Displays more of the most

Expanded View Displays more of the most commonly used item fields. Show Aliases Displays Item Aliases. Show Vendors Displays Vendors attached to each item. Show BOM Displays the Kitting / BOM parts for completed assemblies Show Serial Numbers Displays Serial Numbers attached to items. Mass Edit Allows for hot editing of all displayed cells. After selecting mass edit, every row and column can be edited. You can multi-select items to delete. Warning Edits and deletes are immediately executed and can not be reversed. There are no confirmations, warnings or validations. Use this option with extreme care.

Mass Inventory Edit Screen

Mass Inventory Edit Screen This screen allows for tabular editing of all inventory items. The navigation

This screen allows for tabular editing of all inventory items. The navigation bar above allows for positioning the cursor at the beginning and end of the inventory database. You may also delete and refresh the screen with the navigation bar.

Warning Edits and deletes are immediately executed. There are no confirmations, warnings or validations. Use this option with extreme care.

Transferring Case Lots into Single Units

Transferring Case Lots into Single Units Choose the Case lot to transfer FROM, then choose the

Choose the Case lot to transfer FROM, then choose the Single Item to transfer the case quantity INTO.

Barcode and Inventory Part Number Setup UPC-A

Barcode and Inventory Part Number Setup UPC-A UPC-A is an abbreviation for ‘Universal Product Code-A’. It

UPC-A is an abbreviation for ‘Universal Product Code-A’. It is the most commonly used barcode on retail products in North America. Although many retailers in North America use the UPC-A symbol for scanning books, the EAN Bookland bar code symbology is the one intended for the retail bar coding of books.

UPC-A encodes a 12 or 13 digit numeric barcode. The first digit identifies what type of UPC-A code is being used

Digit(s)

Use

0

regular UPC code

 

1

reserved

2

Embedded Price item; the item and its price are encoded by the bar code; the scanning system can determine a price if the cost per weight for that item is stored in the scanning system’s database

3

code used as a National Drug Code or National Health Related code

4

in-store use of the UPC code

 

5

coupon; discount information is encoded by the barcode

6

regular UPC codes

 

7

regular UPC codes

8

reserved

9

reserved

10

(5 digits)

manufacturer’s identification; this number, along with the appropriate first digit, is assigned by the Uniform Code Council (UCC) in Dayton, Ohio

 

11

(5 digits)

product number of the goods to which the barcode is affixed; 100,000 (#00000-#99999) different product numbers can be encoded by a given manufacturer

12

modulo-10 checksum digit

 

UPC Barcode

RIGHT

WRONG

0

12300 70321 5

01230070321

012300703215

0

12345 67890 5

01234567890

012345678905

0

41540 56400 3

04154056400

041540564003

0

41548 87076 7

04154887076

041548870767

Type 2 Embedded Price Barcode Support The POS program follows Universal Product Code standards for reading the item price. The barcode printing scale should be programmed to issue a barcode in the following format

2AAAAABBBBBC

Where

2

= The Number System Character (price check trigger)

AAAAA

= Item identifier

BBBBB

= Price

C

= Modulo Check (no transmit)

The Item ID stored in the Inventory item record must 5 digits exactly (AAAAA); that is, you must use zeroes before 4, 3, 2, and 1 digit Item Ids.

The embedded price must 5 digits exactly (BBBBB); that is, you must use zeroes before 4, 3, 2, and 1 digit price.

UPC ID Field

Number System

Item Identifier (a)

PRICE (b)

Mod 10 (should not transmit)

2

46821

00680 ($6.80)

0

2

10034

01000 ($10.00)

0

2

35656

02499 ($24.99)

0

2

25243

09999 ($99.99)

0

2

23489

99999 ($999.99)

0

When the Type 2 barcode is scanned at the point of sale, 5-digit item code is extracted and the POS program looks for the item number (AAAAA). If the item record is found, the item is entered into the transaction and the price embedded in the barcode (BBBBB). When the transaction is completed, the price for the item is divided by the Base Price in the item record to determine how much of the item was sold. Notes on Embedded Price / Type 2 Barcodes If the item can also be sold by weight without an Embedded Price barcode, the item must have a weight profile assigned and the Base Price set to the weight unit price. To track the inventory movement of an item sold with Embedded Price barcodes, the Base Price must be set to the weight unit price. If the Base Price is left blank or is zero, a quantity of 1 (one) will be subtracted from the Quantity On Hand for each package sold. When an Automatic Item Discount of Prompt for Price Override is applied to an item that is labeled with an Embedded Price barcode, the price entered will be applied as the price per unit (such as pound) and will be multiplied by the unit quantity as calculated from the embedded price.

Selling a Embedded Price Barcode item at the register Example Item No 19434 Base Price Per Lb 9.99 Weight 0.37 lbs

Your Stand Alone Barcode printing Scale should produce a barcode in the following format

Scale should produce a barcode in the following format ^ this digit is ignored on 4

^ this digit is ignored on 4 digit scale configurations

where

2

= Embedded Price Trigger

19434

= Your Base lookup Item Number (includes package code as the first digit generated by the scale)

00370

= The Price per Unit / 100

0

= Modulo Check (generated by the scale)

Scan this at the POS Terminal and you will get

Description

Total Price

Shrimp, Large, Raw 9.99 / lb

3.70

How to set up a Embedded Price Barcode item Define the 5-digit Weight Based lookup Item Number Example 19434 (note the first digit is a package code produced by your scale)

the first digit is a package code produced by your scale) Minimum Requirements You must ensure

Minimum Requirements You must ensure the scale will produce as the Package Code of 2 for the first digit of the barcode. Set the Quantity and Per Unit Base Cost and List prices for the item. Choose that proper department and on Page # 3 Set the unit Tax Switches. Save the item.

Embedded Price Sales Screen Example

Embedded Price Sales Screen Example 83

Coupon Management

Coupon Management Add in store or manufacture coupons here. 1. Click ADD then enter or scan

Add in store or manufacture coupons here.

1. Click ADD then enter or scan a coupon ID.

2. Enter the minimum quantity of items in the order for the coupon to be valid. For example If three (3) items are needed before the discount can be applied enter 3, if only one item is needed enter 1.

3. Enter the value of the coupon in whole numbers. This is the amount to subtract from the item price.

4. Enter the description of the coupon.

5. Use the pull down box set the coupon expiration date.

Inventory Remote Device Video and Printing

Inventory Remote Device Video and Printing Select Bump Bar or Remote Printer There is no practical

Select Bump Bar or Remote Printer There is no practical limit to the number of device (stations) that Sales may be routed to. If you are using shared devices on a network make sure that the FULL UNC path is defined. For example, //Main-Server/KDS #1. This will allow the local machine Where the device is connected plus any of the other workstations to access the device. If you use Just the local name KDS#1, only orders entered on the machine where the device is connected Can access it, other workstations have no way to communicate with that device without the Full machine name it is connected to.

Logging in as Sales Staff

Logging in as Sales Staff Logon with your sales ID. If password protected you will be

Logon with your sales ID. If password protected you will be prompted to enter a password. Choose Help for a list of available sales staff. The default Demo Login ID is “1” with no password.

Select Transaction Type

Select Transaction Type F1 Accept Customer phone number or Club Card. F2 Enter a sale without

F1 Accept Customer phone number or Club Card. F2 Enter a sale without selecting a customer. F3 View or Search customers. F4 Scan / Enter Customer’s Club Card F5 Display an option panel for additional sales staff functions. F7 Display the full inventory list with prices. F6 Run any external program. F9 Answer incoming call. Use this option if you do not have a Touch Screen system. F10 Exit to Sales Staff Login. F11 Delivery shows open / pending deliver orders. (If installed) F12 Tagging, assigns orders to drivers. (If installed)

Note This screen is shown with the Multi-Line Caller ID Installed and Customer Selection option enabled.

Sales Option Buttons

Sales Option Buttons F1 - Exit to the Sale Selection Screen. F2 - Price checks an

F1 - Exit to the Sale Selection Screen. F2 - Price checks an inventory item. F3 - Print the last receipt entered on this terminal. F4 - Cash Drawer Operations (Open, Paid Outs, Safe Drops, Turn In, Etc). F5 - Gift Card Balance Check F6 - Lottery Pay Out F7 -Run and External Program F8 - Print X – Register (long) F9 - Print XX – Register (short) F10 – View all tickets (sales) for the currently logged in employee. F11- Lock into Cash Register Mode (you can un-lock at any time)

The X-Register, XX-Register and Cash Drawer reports contents for the logged on terminal only. If you need these reports for all terminals at one time access these reports from the POS Main Menu. Note This screen is shown with the Multi-Line Caller ID Installed and Customer Selection option enabled.

Running an External Program

Running an External Program From the Transaction Select Options, then screen select “RUN”. Choose any pre-configured

From the Transaction Select Options, then screen select “RUN”. Choose any pre-configured applications to run. This open can also be selected inside a sales screen by first selecting Options then Run. You must specify the full path in order for the program to execute. Example c\Windows\System32\calc.exe

Note The Run Function is also available at the Sales Screen Options Menu.

Sales Screen Option Buttons

Sales Screen Option Buttons F2 - Hold / Recall Sale Suspends or Recalls orders F3 -

F2 - Hold / Recall Sale Suspends or Recalls orders F3 - Reprint Re-Prints any un-posted receipt F4 - Drawer Cash Drawer Operations (Open, Paid Outs, Safe Drops, Turn In, Etc). F5 - Take Out / Dine In sets the sales mode for the desired operation F6 - Lotto processes a Lottery Pay Out F7 - Run Runs any External Program such a Time Clock F8 - Tickets View / Split / Combine / Print or Settle all of your current sales F9 - Tips Tip Adjust your tickets (open or closed) F10 – Cancel Sale / Log Off Exits the Sales Screen

Cash Drawer Options

Cash Drawer Options F2 - Open Drawer F3 - Process a Paid Out Cash Transaction F4

F2 - Open Drawer F3 - Process a Paid Out Cash Transaction F4 - Process a Paid In Cash Transaction F5 - Perform a Safe Drop F6 - Turn In Cash Drawer. (Balance and Close Out)

Sales Screen with Picture Buttons

Sales Screen with Picture Buttons Entering items at the sales screen Enter or scan items in

Entering items at the sales screen Enter or scan items in any order. When all of the items are entered select the PAY button.

Navigation and Sales Modifier Buttons

Navigation and Sales Modifier Buttons Home Button Icon Immediately places the sales screen at the first

Home Button Icon Immediately places the sales screen at the first touch screen menu category. Left and Right Barrow Buttons Moves forward and backward one menu category at a time. Catgry Displays 36 most used categories. Modifier Keys Mult key (+++) Allows for the freehand adjustment of any quantity for the selected item. Item modifier keys (-) and (+) will allow you to quickly increase or decrease and Anchor item’s quantity by one or Tag an Add On item as “Extra” or “Hold Item”. Note – If the Restaurant Option in Company Setup is NOT enabled the (-) key will reduce the quantity by one or delete the item if the quantity crosses over to zero. The (+) key will increase the quantity by one.

Paid Out Functionality

Paid Out Functionality Access the Paid Out screen from Options, Cash Drawer, Paid Out. The Pay

Access the Paid Out screen from Options, Cash Drawer, Paid Out. The Pay out function allows you to take cash from the till and record the transaction. Use this function if you wish to keep accurate drawer tallies. You can also select this function inside the sales screen.

Paid In Functionality

Paid In Functionality Access the Paid Out screen from Options, Cash Drawer, Paid In. The Pay

Access the Paid Out screen from Options, Cash Drawer, Paid In. The Pay In function allows you to put additional cash in the till and record the transaction. Use this function if you wish to keep accurate drawer tallies. You can also select this function inside the sales screen. Access the Paid In function from the sales screen by selecting Options, Drawer, Paid In.

Lotto Pay Outs

Lotto Pay Outs Pay out any amount for lottery wins Note The Lotto function in Company

Pay out any amount for lottery wins

Note The Lotto function in Company Setup must be enabled and the Sales Person must have security clearance to access this option.

Selling by Weight (electronic weight scale installed)

Selling by Weight (electronic weight scale installed) Electronic Scale Operation All weight-based items can be

Electronic Scale Operation All weight-based items can be automatically entered into the sales system by selecting the Weight button on the sales screen. Selecting “Auto Weigh” in the inventory record can automatically trigger the weight Scale interface. Once the scale is stable and a valid weight is read the Accept Button will be enabled.

Zero Scale Calibrate (Zero) the scale by removing all items from the platform and select Zero. Tare Out Tare the scale by placing the empty contained on the platform, then select Tare. This is not to be confused with the Zero command.

Sales Screen Actions Buttons, Selection #1

Sales Screen Actions Buttons, Selection #1 Coupons Redeem In-Store or Manufactures Coupons Case/PK Case Pack control.

Coupons Redeem In-Store or Manufactures Coupons Case/PK Case Pack control. Sell Six Packs, 12 Packs, Cartons, Etc. New QTY Change the quantity to be sold. Weight Weight Item, Manual or Automatic if a scale is installed. Discounts Line Item discount control. Discount by % or modify price. Gift Card Access Gift Card Functions (if installed) Delete Delete selected Line Item. Comment Add a comment to the sale. Return Return the selected Line Item. No Charge Charge 0.00 for the selected Line Item. More Continue to the next set of Action Buttons.

Sales Screen Actions Buttons, Selection #2

Sales Screen Actions Buttons, Selection #2 Chg Shpng Change Shipping Address Pole TTL Displays the current

Chg Shpng Change Shipping Address Pole TTL Displays the current total sale amount on a Pole Display, if installed. Edit Item Edit the current inventory item. The change is made immediately to inventory and the sales screen is updated to reflect the new price. Non-Stock Sell an item that is not in the inventory database. Add Item Add a new item to the Inventory Database. Tag Order Tag existing orders to Delivery Drivers, if installed. Deliveries View pending deliveries, if installed. Tax Y/N Line Item Tax toggle. Cancel Sale Cancel the entire sale. Warning No confirmation is given cancellation is immediate.

Sales Screen Actions Buttons, Selection #3

Sales Screen Actions Buttons, Selection #3 XFR C/P Transfer Case / Pack to Single Units SAF

XFR C/P Transfer Case / Pack to Single Units SAF DRP Safe Drop, Transfer funds at any time to the Safe.

Transferring Cases to Singles at the Sales Screen

Transferring Cases to Singles at the Sales Screen You can transfer a case of items into

You can transfer a case of items into single lot units. Scan the case item to transfer from, then scan the single unit to add to the inventory quantity. A successful transfer will reduce the Case by 1 and add the Case Quantity to the Single Lot’s on hand quantity.

Coupon Redemption

Coupon Redemption Redeeming coupons should be done after entering all items in the sale. This assures

Redeeming coupons should be done after entering all items in the sale. This assures that quantity restricted coupons can be accounted for.

Select the CPN button to begin redeeming coupons. Scan or enter the coupon ID. If it is an In-Store coupon with a discount price associated the coupon amount will automatically be calculated. Manufactures coupons will require you to validate and enter the discount for each coupon entered.

When completed choose F1 – Back to take the payment.

Hold / Suspend / Recall Sales

Hold / Suspend / Recall Sales 103

Hold Sale / Open Tab After a Sale has been Suspended or Held it may be recalled at any time. In order to recall a suspended sale the sales order screen must be empty of all items. Holding a sale is equivalent to Opening a Tab. You may be prompted to send the items for preparation to the kitchen depending on how you have configured the POS System Properties.

on how you have configured the POS System Properties. If you have configured the system for

If you have configured the system for a Guest Table Service Restaurant Holding a sale will bring up options to print the tag or send to kitchen every time the order is held.

the tag or send to kitchen every time the order is held. Recall Sale Choose to

Recall Sale Choose to sale to be recalled by using the arrow keys or Touch Buttons, then select Recall. When a sale is recalled it is immediately transferred to the sales screen for processing. If you do decide not to process the recalled order you must choose Hold sale again to send it back to the Hold Order Register. View All You will be able to see and recall orders taken at any terminal or lane. Scan Tag Scan or Enter the Hold Tag Number. This will recall the sale even if it was entered on another terminal or lane. Transfer Sale Choose to sale to be transferred to another station by using the arrow keys or Touch Buttons, then select Transfer. Void Choose to sale to be deleted by using the arrow keys or Touch Buttons, then select Void. All Hold Order Voids are recorded the Hold Order Registry Report.

Split Tickets (Split Guest Checks)

Split Tickets (Split Guest Checks) You can break up a single ticket into as many as

You can break up a single ticket into as many as 8 additional and separate tickets plus the original tickets for a total of up to 9 tickets. Choose the ticket to split and select the Split Button.

Split Ticket Screen

Split Ticket Screen Choose the first ticket ID (buttons 1-8) highlight the item to move then

Choose the first ticket ID (buttons 1-8) highlight the item to move then select the Right Arrow Button on the screen. If you make a mistake use the Left Arrow Button to move any item back to the Source Ticket. After moving all of the items to their new tickets select the Save Button. And items still remaining on the original source ticket will be preserved. The Red Dot on each button indicates items have been split into that new ticket number. The “X” indicates what new ticket is currently open. After Splitting you can print all new tickets at one time.

Combine Tickets

Combine Tickets Choose the tickets you want to combine by using the Right Arrow. After moving

Choose the tickets you want to combine by using the Right Arrow. After moving all of the tickets over choose Save. If you make a mistake, Choose Exit and begin the process over from scratch. After Combining you can print all new tickets at one time.

Choose Payment Type

Choose Payment Type You can pick a common tender from the sales screen or choose Actions,

You can pick a common tender from the sales screen or choose Actions, Pay for more payment choices. Choose the appropriate payment type. Split Tenders or multiple payment types are supported. Once payment has been verified the system returns to the ready state for the next order.

The transaction can be placed on “Hold” to be recalled at a later time as well.

Cash Payment

Cash Payment Enter the cash amount to be tendered. The POS program will calculate any change

Enter the cash amount to be tendered. The POS program will calculate any change due to the customer. Decimal points are not used, for example if the tendered amount is $35.81, enter 3581. Quick tender buttons are provided for the most common denominations. The Exact button uses the sale amount if the customer has exact change. The Tender button rounds up to the nearest dollar amount.

Bank Check Payment

Bank Check Payment Enter the Bank Check amount to be tendered. The POS program will calculate

Enter the Bank Check amount to be tendered. The POS program will calculate any change or cash back due to the customer. Decimal points are not used, for example if the tendered amount is $10.25, enter 1025. Enter the check info, such as the check number and Drivers License or ID number associated with the customer. The Exact button uses the sale amount if the customer writes the check for the exact amount.

Gift Card Payment

Gift Card Payment Swipe, Scan or enter the gift card number. If the card is valid

Swipe, Scan or enter the gift card number. If the card is valid a balance will be presented. Enter the amount the amount to be paid using the Gift Card. You can Split Tender Gift Cards if there is not sufficient balance to cover the sale.

EBT Transactions (Manual)

EBT Transactions (Manual) Electronic Benefits Transfer (Food Stamps) transactions will cause the POS system to break

Electronic Benefits Transfer (Food Stamps) transactions will cause the POS system to break out any EBT qualified items from the sale and calculate the total price. EBT items are Tax Exempt and Redemption Value Exempt. The taxes will be reversed for these items. If there are EBT and Non-EBT items in the order then split tendering will be required. You can disable the automatic reversal of sales tax if your state does not support non-tax EBT items. EBT and WIC transactions can not be combined on the same order due to accounting regulations. You will need to use a stand alone EBT Machine to pre-authorize the EBT Payment.

WIC Transactions (Manual)

WIC Transactions (Manual) WIC transactions will cause the POS system to break out any WIC qualified

WIC transactions will cause the POS system to break out any WIC qualified items from the sale and calculate the total price. WIC items are Tax Exempt and Redemption Value Exempt. The taxes will be reversed for these items. If there are WIC and Non-WIC items in the order then split tendering will be required. You can disable the automatic reversal of sales tax if your state does not support non-tax WIC items. A WIC Voucher or ticket ID must be entered in order for the tender to be accepted by the system. WIC and EBT transactions can not be combined on the same order due to accounting regulations. You will need to use a stand alone WIC Machine to pre-authorize the WIC Payment.

Tip / Gratuity Tracking and Adjustment

Tip / Gratuity Tracking and Adjustment Using the Tip button on the sales screen or from

Using the Tip button on the sales screen or from the POS Main Menu choose the ticket that you need to add or adjust the Tip. Choose Tip Adjust button. Tips are not allowed on EBT or WIC transactions.

Tip Adjustment Screen

Tip Adjustment Screen Enter the new tip amount or adjust the existing tip. 115

Enter the new tip amount or adjust the existing tip.

Safe Drops

Safe Drops Once the Safe Drop trigger is reached the operation will be asked to remove

Once the Safe Drop trigger is reached the operation will be asked to remove cash from the drawer and tender it as a Safe Drop. This is an optional request and can be bypassed by the operator. Enter the amount in whole numbers. Example 100.00 as 10000

Customer Options at Time of Sale

Customer Options at Time of Sale Choose Cust Ops – F8 to access the Customer Option

Choose Cust Ops – F8 to access the Customer Option Screen. F2 - Select a new customer you can choose from the list of customers. F3 - If you wish to duplicate all or part of any previous order from this customer. F4 – Club Card, not yet implemented. F5 – Review customer specific notes. F10 - Reset sales to an a generic cash customer

Change or Select a Customer

Change or Select a Customer This option allows you to change the customer on the fly

This option allows you to change the customer on the fly even if there are items on the order. If there are items already on the order they will be preserved with discount and on sale rules applied for the customer profile selected. If there are no items in the order you will be prompted to duplicate an existing order or start a new blank order. If items exist on the order you will not be prompted to add items from a previous order.

Duplicate a Previous Order

Duplicate a Previous Order Copy All You may choose copy all to duplicate the previous order

Copy All You may choose copy all to duplicate the previous order of pick any specific item from the list. If the previous order has multiple quantities if the same item you will be prompted to keep the previous quantities or reset them to qty one each for every item.

Pick Item Pick any one or combination of items to add to the Sales Order. Individual selections reset the order quantity to one. You may selectively change the quantity at any time.

Pizza Restaurant Sales

Pizza Restaurant Sales Half & Half Pizza Topping Selection Whole When a half & half pizza

Half & Half Pizza Topping Selection

Whole When a half & half pizza is ordered the “Whole” button applies the topping to both sides. Half #1 Apply toppings to the first half of the selected item. Half #2 Apply toppings to the first half of the selected item.

Functionality Selected Whole, Half #1 or Half #2 will immediately apply to the currently selected topping. If no topping has yet been selected then the next topping selected will be applied to the button choice.

Remove a topping To remove a topping select from the sales screen the same topping, you will then be prompted to confirm the removal of the topping.

Half side toppings are prices at ½ of the full topping price automatically.

Voiding Invoices

Voiding Invoices This option allows voiding of invoices. Once voided the invoice cannot be recovered. All

This option allows voiding of invoices. Once voided the invoice cannot be recovered. All voided invoices are logged in a voided invoice register.

Voiding invoices will perform the following functions automatically

1. Reverses all Credit Card charges associated with the invoice.

2. Un-Tags and reverses Delivery Driver assignments.

3. Removes the invoice from the Sales Log.

4. Stored Voided invoice into a Voided Log.

Closeout Sales Staff / Server End of Shift

Closeout Sales Staff / Server End of Shift This module allow for the accurate turn in

This module allow for the accurate turn in of payments made to a staff member or server. To close the Cash Drawer first log on as a valid employee. Enter the denomination count for each cash tender. If there are Checks or Credit Cards enter the total tender amounts for each.

Cash Drawer Balancing and Closeout

Cash Drawer Balancing and Closeout To close the Cash Drawer first log on as a valid

To close the Cash Drawer first log on as a valid employee. Enter the denomination count for each cash tender. If there are Checks or Credit Cards enter the total tender amounts for each.

Print Prints a Cash Drawer Tally Sheet. Open Opens the Cash Drawer. Settle Prints all of your sales tickets sold under your ID. X - Register Print the X-Register (detailed) XX - Register Print the XX-Register (short) Close Drawer Prints a Tally Sheet and Zeros out the drawer.

Note If you have configured your terminal as “Cash Register Mode Locked” the Turn in button is located on the Sales Option Screen.

Detailed Sales Register and X-Reports

Detailed Sales Register and X-Reports Various sales reports of current activity can be printed prior to

Various sales reports of current activity can be printed prior to posting sales. Once the sales are posted these reports are zeroed out and will accumulate data during the next sales cycle.

Daily Posting of Orders to Accounting

Daily Posting of Orders to Accounting You must Post Orders to account EVERY DAY. When you

You must Post Orders to account EVERY DAY. When you Post Orders to Accounting all of the detail data is transferred to the accounting system and your Daily Sales files will be cleared and ready for the next day’s transactions. You can void any transactions prior to posting orders.

Notes Posting Orders does not clear the Cash Drawer contents. Cash drawers must be balanced independently of the Order Posting Process. After Posting you can not print the Sales Register, X or XX Register or any other pre-posing reports. All of these reports are reset to zero for the next days sales.

Typical Business Day Flow Chart

1. Enter Sales throughout the day.

2. Close the Cash Drawer Out (balance).

3. Print every report you need.

4. Post Orders to Accounting.

5. Settle Credit Card Batch (if Credit Card Processing is installed)

report you need. 4. Post Orders to Accounting. 5. Settle Credit Card Batch (if Credit Card
report you need. 4. Post Orders to Accounting. 5. Settle Credit Card Batch (if Credit Card
report you need. 4. Post Orders to Accounting. 5. Settle Credit Card Batch (if Credit Card
report you need. 4. Post Orders to Accounting. 5. Settle Credit Card Batch (if Credit Card
report you need. 4. Post Orders to Accounting. 5. Settle Credit Card Batch (if Credit Card

Settle Credit Card Batch PcCharge Payment Server Integration

Settle Credit Card Batch PcCharge Payment Server Integration F1 – Exit Credit Card Settlement is abandoned.

F1 – Exit Credit Card Settlement is abandoned. F2 - Inquire Check current pending Credit Card transactions ready for settlement. F3 - Settle Settles and closes the pending batch.

Delivery Module

Delivery Module If you have enabled the Delivery Module, delivery orders can be taken. Deliveries require

If you have enabled the Delivery Module, delivery orders can be taken. Deliveries require first selecting an existing customer or entering a new customer’s phone number. If the customer does not exist a new record will be created and you will be prompted to enter the delivery location information. Enter the order as you would for any counter sale, choose the payment type and the order will be stored in the system. You can duplicate a previous order for those customers who tend to order the same items on a regular basis.

New Sale Non-Delivery, just like a sale taken at the counter. New Delivery Delivery Order. Change Deliv Addr Changes the delivery address for this order. A list of all available delivery points for this customer are available here. ROA Receive on Account. Apply payment to open orders. New Cust Adds a new Customer to the system. Chg P.O. Num Changes or adds a customer’s Purchase Order Number and method of Delivery.

Duplicating a Previous Order

Duplicating a Previous Order By selecting the “Previous Orders” button you can pull up a list

By selecting the “Previous Orders” button you can pull up a list of previous placed orders. Select “COPY” to bring all of the previously ordered items into the new order. Choose “Pick” to pick individual items from the previous order screen. You can delete or modify all items once they are in the active sales screen.

Delivery Order Recall

Delivery Order Recall To recall a delivery order, log on as a valid sales person and

To recall a delivery order, log on as a valid sales person and then select Delivery.

Recall a Pending Delivery Recalling will allow you to Add, Edit or Delete items from the order.

Re-Print Order Reprint existing order.

Check Out a Pending Complete the order. (See QA and Track Driver Option)

Void a Pending Delivery Cancel the order completely. (Sends to voided order register)

Double Check Order (QA) Note: Provided for backwards compatibility only, scheduled to be removed in future releases.

only, scheduled to be removed in future releases. The QA Module allows for you to verify

The QA Module allows for you to verify that each and every item to be delivers is correct. If this option is enabled barcodes will be printed on the receipt tags and the remote printer items (kitchen). The barcodes will allow you to quickly scan a delivery tag, bring up the order and scan (or manually check off) each item in the order. Each time an item is checked it is removed from the QA screen. Once all items are double checked the order moves to the final payment screen.

Delivery Driver Assignment

Delivery Driver Assignment When the order is ready to take to the customer the Delivery Driver

When the order is ready to take to the customer the Delivery Driver screen appears (if Driver Tracking is enabled). Assign an available driver to the order.

Delivery Driver Module

Delivery Driver Module Log on with your deliver driver ID number. After successful login you can

Log on with your deliver driver ID number. After successful login you can access all of your delivery driver functions.

Delivery Driver Drops

Delivery Driver Drops The Delivery Driver logs on to the Driver Drops menu. Tally sheets can

The Delivery Driver logs on to the Driver Drops menu. Tally sheets can be printed and the driver reconciles the payments received during the delivery cycle. This procedure can be used at any time during the shift and as often as needed.

Posting Daily sales to the General Ledger

Posting Daily sales to the General Ledger Posting Reports Various reports are generated during the posting

Posting Reports Various reports are generated during the posting process. You must have a standard report printer configured.

Posting Sales to Accounting In order for the accounting system to be updated sales must be posted regularly. We suggest each day at a specific time sales to be posted. This updates the G/L, A/R, Inventory, Taxes, Etc. Checking the appropriate boxes will produce various posting reports. Note Once the sales are posted some data is aggregated in totals, therefore if a particular report is not printed at the time of posting some detail data will be lost.

General Ledger View

General Ledger View The General ledger module contains you Profit and Loss Balance sheets, Sales Tax

The General ledger module contains you Profit and Loss Balance sheets, Sales Tax data and other important financial information.

G/L Year to date Totals for all current year periods (months). G/L Period to date Detail for all current year periods (months). G/L Batch Detail Details for each posting run in each period (month).

G/L Balance Sheets for any year

G/L Balance Sheets for any year Choose the any year or the current year, check any

Choose the any year or the current year, check any of the reports you need then select “To Screen” or “Print”.

Sales Tax Reports The Sales Tax report gives you an up to date listing for your Sales Tax liability by Month and Year. Aged A/R The Aged Accounts Receivable report produces all open account balances for all years up to a given year.

Reset Accounting

Reset Accounting This feature resets all accounting data to zero. Use this feature if you need

This feature resets all accounting data to zero. Use this feature if you need to reset the accounting system after your live training or you simply want to start the accounting system from scratch. Once started the reset feature cannot be stopped or reversed. It is advisable for you to back up your data prior to using this function. Do not allow unauthorized employees access to this feature by disabling the accounting security tab for those employees.

Accounts Receivable Module

Accounts Receivable Module This module allow access to all of the customer databases, customer discounts, monthly

This module allow access to all of the customer databases, customer discounts, monthly statements and all Other Accounts Receivable functions that are available in Plexis POS.

Entering Payments by Invoice

Entering Payments by Invoice This module allows for a single payment to be applied to one

This module allows for a single payment to be applied to one open invoice at a time. The payments will not be applied until you Post the transactions. After all Payments have been entered you can print a Proof Run to make sure all payments will be properly applied.

Note You can not apply payments greater than the amount owed.

Receive On Account (ROA) at Accounts Receivable

Receive On Account (ROA) at Accounts Receivable This module allows for a single payment to automatically

This module allows for a single payment to automatically be applied to one or more open invoices. The payments will not be applied until you Post the transactions. After all ROA’s have been entered you can print a Proof Run to make sure all payments will be properly applied.

Note You can not apply payments greater than the amount owed.

Receive On Account (ROA) at Order Entry (POS)

Receive On Account (ROA) at Order Entry (POS) Select the customer that you want to apply

Select the customer that you want to apply payments on account then choose ROA. Enter any amount up to the total amount due. The system will then apply the payment beginning with the oldest invoice forward until all of the payment funds have been exhausted. You can not choose which invoices payments will be applied to. If you wish to apply payments to specific invoices you may do this in the A/R accounting module.

By default the system chooses the entire outstanding balance to be applied. You may change the amount to apply to the open balance by using the selected the F8 button. You may choose any amount up to the current balance other than zero or an amount that exceeds the open balance.

After select the amount to apply select the F7 button to enter the payment amount. For payments other that cash the EXACT amount must be tendered. If you are accepting a payment of cash and that payment exceeds the amount to be applied a “CHANGE” window will appear in order for you to make change for the customer.

Gift Card Module (non-hosted)

Gift Card Module (non-hosted) The Local Gift Card Module is designed to store and debit funds

The Local Gift Card Module is designed to store and debit funds from a company issued gift card. This module does not allow for the “Sharing” of gift cards for multiple locations, it is intended for use with a single location store only. Gift card operations do not process through an external processor but controls funds in your local database. If you intend to implement this module it is imperative that you back up your data frequently to insure that there is no loss of data in case of a system failure or other unforeseen issue.

Gift Card Format You can use any all numeric numbering format of to 15 digits. This number can be manually entered by keypad or touch screen pad. Example 100015

Magnetic Stripe Format If you intend to use a Magnetic Stripe Reader number format must be used with beginning and ending sentinels. You must inform your Gift Card Manufacture of the formatting parameters. You can use Track 2 (Preferred) or Track 1, You can not use Track 1 and Track 2 combined. Example

;100015?

If the Magnetic Stripe fails you can still enter the card number in by hand, without the beginning and ending sentinels.

Balance Check

Balance Check Swipe or enter the Gift Card number to check the current credit balance. 144

Swipe or enter the Gift Card number to check the current credit balance.

View Active Gift Cards

View Active Gift Cards This option allow you to view all active Gift Cards Edit Gift

This option allow you to view all active Gift Cards

Edit Gift Card balances.

allow you to view all active Gift Cards Edit Gift Card balances. Note When editing changes

Note When editing changes take effect instantly.

Reports

Gift Card Detail Prints Gift Card Detailed Information

Gift Card Balances Prints all Gift Card Balances

Setup

Gift Card Balances Prints all Gift Card Balances Setup This option allows you to apply a

This option allows you to apply a Maintenance Fee to the open balance Gift Cards. If enabled each month the Maintenance Fee will be deducted from the Card Balance.

Utilities

Utilities Each month you must manually run the Maintenance fee routines in order to apply those

Each month you must manually run the Maintenance fee routines in order to apply those fees to Open Balance Gift Cards.

Purchase Order Module

Purchase Order Module Vendors Add/Edit Vendors View PO Allows you to View / Print / Edit

Vendors Add/Edit Vendors View PO Allows you to View / Print / Edit purchase orders. New PO Create a new purchase order.

Edit Vendors

Edit Vendors This option allows for the modification of the vendor record. 149

This option allows for the modification of the vendor record.

Create New Purchase Order

Create New Purchase Order Adding Items to a new purchase order This operation is similar to

Adding Items to a new purchase order This operation is similar to entering a sale. Add items, quantities and costs to the new PO.

Viewing Open Purchase Orders

Viewing Open Purchase Orders F2 Print Prints selected purchase order. F3 Select Choose the P.O. to

F2 Print Prints selected purchase order. F3 Select Choose the P.O. to receive items or make changes. F4 Ven Inv # Add or change the Vendor’s Invoice Number. F5 Delete Removes selected P.O. from System.

Receive Items on Open Purchase Orders

Receive Items on Open Purchase Orders Select the P.O. to receive items and then choose F3

Select the P.O. to receive items and then choose F3 Select. Enter the new quantity that you have just received. This can be the full quantity or a partial quantity. To change the purchase order’s expect quantity select F6 CHG QTY. The reset button simply clears the QTY Received field to editing ease. Next selects the next open item on the P.O. Choose F10 Accept if you are satisfied with the received quantity entered.

Change Order Quantities or Delete Items on Open Purchase Orders

Order Quantities or Delete Items on Open Purchase Orders You may change expected order quantities to

You may change expected order quantities to remove items from purchase orders in progress.

Label / Shelf Tag Printing Module

Label / Shelf Tag Printing Module This module allows for the printing of Shelf Tags and

This module allows for the printing of Shelf Tags and Barcode Labels. You can select a range or individual items to print. The POS program allows for several popular choices on label size.

Incremental Label Printing

Incremental Label Printing Use this option to print a sequential range of labels. This is option

Use this option to print a sequential range of labels. This is option is useful when printing serialized items.

Customer Address Labels

Customer Address Labels This option allows for the printing of customer address labels. USA Post net

This option allows for the printing of customer address labels. USA Post net barcodes are supported.

Zip Code Database

Zip Code Database Automatic Zip Code System The POS program will store the Zip / Postal

Automatic Zip Code System The POS program will store the Zip / Postal code, City and State for later use. This feature allows for the quick entry of Customer and Vendor addresses. The Zip Code database can be edited at any time.

Zip Code Importing

Zip Code Importing You may import new Zip Codes or update existing zip codes using the

You may import new Zip Codes or update existing zip codes using the built in import function. The format must be CSV using only three fields in the following order Zip Code, City, State<CR>. Each line must be terminated with a Carriage return. An example of this would be zip codes in an Excel Spreadsheet and then saved as MSDOS CSV.

Installing the Caller ID Server Module

Installing the Caller ID Server Module The Caller ID Server can be installed on a Single

The Caller ID Server can be installed on a Single Computer or Network Server. Hardware required to run the Caller ID Server must be physically connected to the machine that the software is running on. The Caller ID Server software requires that you purchase compatible hardware designed for use with this module. Please contact your reseller for more information.

Monitor Places the Caller ID Server software in a polling mode that checks the telephone lines for caller activity.

Setups Device Type Selects the make and model of your Caller ID hardware. Communication Settings The port and baud rate of your Caller ID hardware. Diagnostics Test your hardware and software. Reset Device Resets your Caller ID hardware to factory defaults.

Caller ID Diagnostics

Caller ID Diagnostics Provides data for troubleshooting your Caller ID system. 160

Provides data for troubleshooting your Caller ID system.

Caller ID Server Operation

Caller ID Server Operation Monitor Poll Caller ID data from incoming lines. Stop Shut down the

Monitor Poll Caller ID data from incoming lines. Stop Shut down the Caller ID Polling Monitor. Hide Send the Caller ID Server to the system tray. Note RIGHT mouse click over the icon to display a menu choice. Double click the icon to restore to the screen.

In order to for the Caller ID Software to operate you must specify a working company folder at the command line.

The format is Application Folder | Program Name | Active Company Folder

Example #1 c\POS 291\CallerIdServer.exe A001

To Auto start and send the Caller ID Server to the system tray enter the following commands

Example #2 c\ POS 291\CallerIdServer.exe A001 AUTOSTART

All commands must be separated by spaces.

Caller ID Server Shortcut Setup

Caller ID Server Shortcut Setup This example shows how to assign a working company folder to

This example shows how to assign a working company folder to the Caller ID Servers command line. Add the POS Active Company Folder name in the shortcut target field.

Caller ID Server Shortcut with Auto-Start Setup

Caller ID Server Shortcut with Auto-Start Setup This example shows how to assign a working company

This example shows how to assign a working company folder to the Caller ID Servers command line. Add the POS Active Company Folder name in the shortcut target field. Add “Autostart” at the end of the line to have the Caller ID Server minimize to the Windows system tray.

VeriFone’s PcCharge Payment Server Compatibility Requirements The POS program is compatible with PcCharge Payment Server Version 5.9.1. Earlier versions of PcCharge software are not be compatible with the POS program. It is not recommend that you use any version other than what is specified above.

PcCharge Payment Server (for Single or Multi-Station Networks) The PcCharge Payment Server product allows for the fully integrated processing of Credit Card transactions within the POS program from any network terminal. Due to certification requirements we have restricted use of the PcCharge product to the versions than what is specified above; no other version is supported within the POS program as of the date of this document. If you attempt to use an un-supported version of PcCharge the POS program may not be able to communicate with PcCharge. As certifications, regulations and laws change you may be required to upgrade PcCharge and the POS program together. It is important to keep PcCharge and the POS program updated at all times in order to be compliant with current certifications, regulations and laws.

PcCharge Configuration in the POS Program

and laws. PcCharge Configuration in the POS Program Access the PcCharge configuration screen from Setups, Main

Access the PcCharge configuration screen from Setups, Main System Setups, Edit Selected Company. All parameters must match the PcCharge Payment Server configuration. Fully Configure, Test and Verify that PcCharge is working outside of the POS environment prior to configuring the POS software.

With PcCharge you must purchase seat licenses for each terminal that will access the PcCharge Payment Server. If you have a single station setup then this is not an issue. You must user in sequence the POS terminal ID numbers 1-10. If you have a single station then you must log on and use terminal #1 for Credit Card Processing.

PcCharge Payment Server TCP/IP (Internet) Setup

PcCharge Payment Server TCP/IP (Internet) Setup Make sure you have enabled and properly configured PcCharge to

Make sure you have enabled and properly configured PcCharge to access the Internet.

Integrated Credit Card Diagnostics for VeriFone PcCharge

Integrated Credit Card Diagnostics for VeriFone PcCharge If you have installed one of the optional Credit

If you have installed one of the optional Credit Authorization programs testing can be done to insure that the authorization program is installed correctly.

Proper formatting of your Magnetic Stripe Card Reader Hardware Interface Keyboard Wedge, Serial or USB Decoder Output Setup Enable Track One and Two No Line Feed Between Track One and Two. Run Windows Note Pad, Maximize the window and swipe any credit card. If the output is on two lines this is not correct and the card will not process within the POS program.

CORRECT OUTPUT

%B4444333322221111^SMITH/SAM Q^04051011245800830000000?;4444333322221111=040510112458830?

NOT CORRECT

%B4444333322221111^SMITH/SAM Q^04051011245800830000000?

;4444333322221111=040510112458830?

Integrated Credit Card Processing with PcCharge

Integrated Credit Card Processing with PcCharge The Credit Card amount will automatically be filled in for

The Credit Card amount will automatically be filled in for you. Swipe the card or enter the card number and expiration date.

F1 – Back Returns to the Payment Type Screen. F3 – Clear Clears the current field the cursor is positioned on. F4 – Add Tip Allow you to add a Gratuity to the end of the transaction. (must be enabled by your credit card processor and in POS Terminal Setup). F6 – Exact Accepts the exact amount remaining on the order and immediately processes the card. F7 – New Card Resets all card data and allows you to re-enter the card or enter a new card. F8 – Show Un-masks the card number so you can see all digits entered. F10 – Sale Process the card and conclude this payment type.

Registration Policy In order to install and use this program you must agree to the following

1. Prior to registration, all of the features within this software can be fully tested without

purchase while operating in the demo mode and in as such all sales are final and no refunds will be issued after registration.

2. A single registration code will be given to you only once and multiple registration codes will not be issued

free of charge, regardless of circumstances.

3. If the registration code is lost there will be a charge to recover the key and not all keys

may be recovered requiring the purchase of a new license.

4. If you need to re-install the software you MUST CONTACT US FIRST prior to

removing the software, erasing the hard drive or transferring to a new machine.

Failure to contact us first may require you to purchase a new license.

Software License Agreement and Copyright Notice Grant of License Plexis Software Systems grants you a non-exclusive license to Use the SOFTWARE on a single computer or Local Area Network. Make one (1) copy for archive purposes.

You cannot Rent, Lease or sublease any portion of the SOFTWARE. Modify, translate, or merge the SOFTWARE with any other software, except as expressly permitted in this agreement. Reverse engineer, reverse assemble, or de-compile the SOFTWARE. Transfer this license to any third party without written consent.

Limited Warranty Plexis Software Systems makes no warranty of any kind, expressed or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose. The SOFTWARE is licensed on an AS IS basis. In no event will Plexis Software Systems be liable for direct, indirect, special, or consequential damages including but not limited to any loss of business, interruption of service, loss of anticipatory profits, your ability to use the product, or the inability of the product to operate with or in conjunction with other products. The entire risk arising out of use or performance of the SOFTWARE remains with you. Some states do not allow the exclusion of implied warranties so this language may not apply to you.

Copyright The enclosed software program (the Software) and its related documentation are owned by Plexis Software Systems or its suppliers and is protected by international copyright laws. You must treat the SOFTWARE like any other copyrighted material, EXCEPT you may copy it to a single computer hard disk to be used, or make one (1) archive copy of the SOFTWARE for the sole purpose of protecting your investment from loss.

Licensed under agreement with Plexis Software Systems, Owner