sap pos - transactionware™ gm version 9.5 configurator user guide

Transactionware™ GMversion 9.5

Configurator User Guide

Configurator User GuideDocumentation version 9.5

PN: 072002/TWR95CFGUG

November 30, 2006

Copyright NoticeCopyright 2006 Triversity Inc., 3550 Victoria Park Avenue, Suite 400, Toronto, Ontario, M2H 2N5.

All Rights Reserved. This manual shall not wholly or in part, in any form or by any means, electronic, mechanical,

including photocopying, be reproduced or transmitted without the authorized, written consent of Triversity Inc.

This document has been produced to assist in providing instruction for the Triversity Product Suite. Every effort

has been made to make the information in this manual as accurate as possible. The authors of Triversity Inc. shall

have neither liability nor responsibility to any person or entity with respect to any loss or damages in connection

with or arising from the information contained in this manual.

TrademarksAny software products named in this document are claimed as trademarks or registered trademarks of their

respective companies. Triversity Inc., the Triversity logo, Transactionware, POS Xpress, Store Manager, and

Configurator are all registered trademarks of Triversity Inc. and its subsidiaries.

Printed in Canada.

10 9 8 7 6 5 4 3 2 1

2

Table of Contents

Chapter 1 IntroductionAbout the Configurator .......................................................................................... 9

Configurator highlights ................................................................................... 9

About the POS.ini file ..................................................................................10

Installing the Configurator ...................................................................................10

Chapter 2 Getting StartedStarting and exiting the Configurator .................................................................13

Using the default login ..........................................................................................14

About the navigation system ................................................................................14

Search windows .............................................................................................14

Search options ........................................................................................15

Buttons ....................................................................................................15

Maintenance windows ..................................................................................15

Tabs .........................................................................................................16

Buttons ....................................................................................................16

Scroll arrows ...........................................................................................17

Drop-down lists .....................................................................................17

About record management ...................................................................................17

Creating a new record ...................................................................................17

Conducting a search ......................................................................................19

Modifying a record ........................................................................................19

About permissions .................................................................................................19

Creating authority groups and assigning user access ........................................19

Creating authority groups .............................................................................20

Enabling user access .....................................................................................22

Customizing permissions .............................................................................23

Preparing windows for user access .............................................................23

Setting permissions for buttons ..................................................................24

Setting permissions for tabs .........................................................................25

Setting the same authority group for all tabs and buttons ......................25

Setting permissions for radio and action buttons .....................................26

Setting permissions for fields in a maintenance window ........................27

Chapter 3 Configuring Registers and ReceiptsDefining a keyboard ..............................................................................................29

Attaching a PLU to a keyboard ...................................................................31

Setting up menus ...................................................................................................31

Configuring standard menus ........................................................................31

Creating quick menus ....................................................................................34

Attaching the functions and menus ....................................................34

1

Creating custom menus ................................................................................36

Attaching a PLU to a custom menu ...................................................38

Configuring the register parameters ....................................................................39

Using the settings under the General tab ..........................................40

Using the settings under the Receipt Options tab ...........................43

Using the settings under the Entry/Reporting tab ..........................46

Using the settings under the Polling Options tab ............................49

Using the settings under the Sign On tab ..........................................51

Using the settings under the TLogs tab .............................................53

Configuring register customer displays ..............................................................53

Defining a profile prompt ....................................................................................55

Using profile prompts to mask credit card numbers ...............................58

Configuring multiple-choice display options .....................................................59

Configuring print options .....................................................................................60

Printing policies .............................................................................................60

Printing receipt logos ....................................................................................63

Printing recipes on receipts ..........................................................................64

Configuring generic print criteria ........................................................................65

Assumptions and required information .....................................................65

Defining generic printing criteria ................................................................66

Defining a cash tender receipt .....................................................................66

Creating the cash receipt document ............................................................67

Applying the physical properties and processing rules ............................68

Linking the document to cash tender .........................................................68

Linking a document to multiple departments or categories ...................69

How criteria configuration for a generic print document works ...69

Printing documents for controlled inventory ............................................70

Printing threshold triggered documents .....................................................70

Configuring automatically generated reference numbers ................................70

Configuring Manager/POS functions ................................................................72

Defining manager codes ...............................................................................73

Using the General tab options ............................................................73

Using the Print Options tab .................................................................74

Using the Data Capture tab options ...................................................78

Defining terminal exception and error responses .............................................79

Chapter 4 Configuring and Managing PLUsConfiguring PLUs ..................................................................................................82

Configuring PLU pricing parameters ..................................................................84

Setting additional pricing parameters .........................................................87

Setting taxes and itemizer options .............................................................88

Setting user and control flags .......................................................................89

Linking PLUs ..........................................................................................................90

Creating PLU cross references ............................................................................92

Creating a PLU cross reference code for a package quantity .................93

Exporting PLUs .....................................................................................................93

Modifying extended PLU fields ...........................................................................95

PLU field types ...............................................................................................96

Configuring barcodes ............................................................................................97

Setting barcodes for variable weight items ................................................99

Triggering return lookups through a barcode .........................................100

Configuring tare weights .....................................................................................103

Setting up batch PLU management ..................................................................104

2

Using quick PLU entry ........................................................................................105

Chapter 5 Configuring Tender OptionsSetting up tenders ................................................................................................107

Setting up tender-related tables .................................................................108

Creating and managing tender types .................................................................108

Using the general options for a tender definition ..........................109

Using the print options for a tender definition ...............................113

Using the data capture parameters for a tender definition ...........115

Using the bank information settings for a tender definition ........117

Using the tender exchange options for a tender definition ..........121

Using the reissue tender options for a tender definition ...............121

Using the back out tax options for a tender definition .................122

Using the post void options for a tender definition ......................123

Using return tender parameters for a tender definition ................124

Maintaining the positive file for tender validation ..................................126

Maintaining the negative file for tender validation .................................127

Setting parameters to process a check card as a debit card ...................128

Adding credit service provider information to the credit tender item 129

Configuring food stamps ....................................................................................130

Configuring food stamps as a form of tender .........................................130

Configuring gift cards (stored value cards) ......................................................131

Creating a gift card definition ............................................................131

Setting up a voucher definition for a gift card ................................132

Linking the voucher definition to a manager code ........................134

Defining a non-denominated gift card tender ................................134

Defining denominations for gift card tender values ......................135

Creating a new denominations group ...............................................135

Creating tender denominations .........................................................135

Linking the tender denominations to the tender menu .................135

Linking the gift card balance inquiry function to a hotkey ...................136

Configuring activation for Blackhawk third party cards ........................137

Configuring pending transaction payment options ........................................138

Configuring coupon promotions .......................................................................142

Using private label cards for check authorization ...........................................143

Chapter 6 Configuring Tax Options and Special FeesDefining taxes and tax options ..........................................................................147

Setting tax options .......................................................................................149

Setting print options ....................................................................................151

Setting tax steps options .............................................................................152

Configuring special fees ......................................................................................153

Setting up a bottle deposit fee ...................................................................153

Setting up a bottle return refund ...............................................................154

Creating bottle deposit and bottle return headings ................................154

Chapter 7 Configuring Transaction TypesConfiguring non-merchandise transactions .....................................................157

Using the General options for a non-merchandise definition ......159

Using the Print options for a non-merchandise definition ...........161

Using the settings for a non-merchandise definition .....................163

Using the Data Capture for Bank options .......................................166

3

Using the Tenders options for a non-merchandise definition .....168

Using the Taxes options for a non-merchandise definition .........169

Configuring employee transactions ...................................................................169

Configuring pending transactions .....................................................................169

Setting basic options for a pending transaction ......................................171

Setting advanced options for a pending transaction ..............................172

Initiating a pending transaction pickup by scanning a barcode ............173

Configuring inventory transactions ...................................................................175

Setting inventory count sheet options ......................................................175

Using the inventory feature for inventory-controlled items .................176

Setting up the POS to use the inventory feature ....................................177

Configuring return transactions .........................................................................178

How returns are authorized .......................................................................178

Creating a return transaction definition profile ..............................179

Using the General options to configure a return definition .........179

Using the Return Allowances options for a return definition ......181

Using the Return Authorization options for a return definition .182

Using the Other tab options for a returns definition .....................185

Sample of data capture prompts for return transactions .......................187

Configuring a cross-border return ............................................................190

Configuring a return lookup for a web order ..........................................192

Setting up real time trickle for transaction records ................................193

Configuring user-defined transactions ..............................................................193

Using the General tab options for a user-defined transaction .....195

Using the Print Options for a user-defined transaction ................197

Using the Data Capture options for a user-defined transaction ..198

Using the Tenders tab options for a user-defined transaction .....199

Using the Taxes tab for a user-defined transaction ........................199

Using the Fees tab for a user-defined transaction ..........................199

Using UDT options to configure invoice printing .................................200

Configuring a send sale transaction ..................................................................200

Creating a jurisdiction .........................................................................201

Creating a transaction fee group .......................................................202

Creating a transaction fee for a send sale .........................................202

Using item grouping for a send sale definition ...............................204

Linking an item grouping record to a UDT ....................................205

Linking a UDT to a manager code ...................................................206

Chapter 8 Configuring PromotionsConfiguring promotions .....................................................................................207

Configuring discounts .........................................................................................210

Using the general tab options to configure a discount ..................211

Using the Additional Information options for a discount ............214

Using the Print Options tab to configure a discount .....................215

Using the Taxes tab options to configure a discount ....................217

Configuring mix match pricing promotions ....................................................218

Configuring multiple quantity pricing ......................................................221

Configuring discount inclusion and exclusion rules ...............................221

Configuring PLU quantity/level pricing promotions ............................222

Creating a coupon promotion ...................................................................224

Chapter 9 Configuring Product Hierarchies and Departments

4

Setting up product hierarchies ...........................................................................225

Setting up PLU categories ..........................................................................226

Setting up groups .........................................................................................226

Setting up departments ...............................................................................226

Setting general options for a department .........................................228

Setting tax options ...............................................................................229

Setting print options ............................................................................229

Setting Department Info options and department fields ......................230

Configuring user flags .........................................................................................231

Creating a region record ......................................................................................232

Creating a store record ........................................................................................233

Chapter 10 Balancing and End Of Day ProcessesConfiguring cash management parameters ......................................................235

Setting currency thresholds ........................................................................235

Setting cash float options ...................................................................238

Configuring safe management options .............................................................239

Configuring end-of-day procedures ..................................................................239

Chapter 11 Managing Customer RecordsManaging customer records ...............................................................................243

Creating a customer record ........................................................................243

Configuring a loyalty program ...........................................................................248

Setting up a store in the loyalty program .........................................249

Creating a loyalty program definition ...............................................249

Setting up a loyalty eligibility definition ...........................................251

Setting parameters to track loyalty points ........................................252

Activating the loyalty program external components ....................253

Defining the points redemption policy ............................................254

Creating a profile prompt for loyalty points redemption ..............254

Creating and linking a loyalty policy for receipt printing ..............254

Creating a manager code for loyalty reports ...................................255

Setting parameters for points adjustments ..............................................256

Converting and downloading data to the XPS server ...................257

Accessing the Allegiance component ...............................................................257

Configuring parameters for the Allegiance component ........................257

Configuring a lookup in the Allegiance customer database ..................258

Configuring an Allegiance customer lookup ...................................259

Setting the Customer Database Type parameter ............................259

Setting the Customer Database Options .........................................259

Setting the Customer Database Profile parameter .........................260

Setting parameters to launch the lookup .........................................260

Setting Allegiance as the main points repository ............................261

Enabling the customer information window ..........................................261

Enabling the customer purchase history feature ....................................263

Enabling the edit customer attributes feature .........................................263

Configuring customer lookups through a browser ................................266

About the blank page after ‘Done’ or ‘Cancel’ are pressed ..........268

Configuring the card replacement manager code ...................................268

Chapter 12 Managing Employee and Vendor RecordsCreating employee records .................................................................................269

5

Calculating overtime wages ........................................................................272

Setting up an employee profile ..................................................................272

Setting up an employee position ...............................................................273

Deactivating an employee ...........................................................................273

Activating employee shift schedule verification ......................................273

Creating vendor records .....................................................................................275

Chapter 13 Converting and Exporting POS Parameter FilesExporting POS parameters ................................................................................277

Rebuilding local files through the Xpress server ....................................278

Chapter 14 Configuring Technical and System SettingsConfiguring customer information security parameters ................................281

Configuring password security ..................................................................282

Enabling the auditing feature for employee settings ..............................284

Configuring code maintenance options ............................................................284

Configuring item entry for your POS ...............................................................286

Setting item entry control parameters ......................................................286

Sample configuration of an item entry control definition .............289

Suggested configuration for multiple gift card bins .......................289

Specifying the mask fields ..........................................................................290

Prefix mask ...........................................................................................290

Suffix mask ...........................................................................................290

Translation mask .................................................................................290

Configuring date validation ................................................................................290

Configuring the POS and backoffice literals files ...........................................291

Configuring extended field options ..................................................................292

Creating extended fields for customer records and PLUs ....................292

Creating extended field option types, field options and option details 293

Configuring check digit options ........................................................................294

Configuring scanners, modems, keyboards and other peripherals ...............295

Configuring scanners ...................................................................................295

Configuring modems ..................................................................................295

Configuring keyboards and other peripherals .........................................296

Using terminal reports .........................................................................................297

Creating a terminal report list ....................................................................297

Creating or modifying a terminal report ..................................................297

Configuring DOS thin client options ...............................................................298

About the POS web browser .............................................................................298

Configuring the POS web browser ...........................................................299

Setting browser tags to search HTML .............................................300

Setting up manager codes for the POS web browser ............................302

Configuring the web browser to display FraudWatch transactions .....302

Setting options for the Mobile POS .................................................................302

Heartbeat monitoring for primary and backup servers ..................................303

Chapter 15 Configuring Credit AuthorizationAbout credit services ...........................................................................................305

Configuring parameters for credit authorization ....................................305

Setting credit provider parameters for an IP socket connection ..........306

Setting credit provider parameters for a dial up connection .................307

Adding a new credit service provider to the database ...........................308

6

Mapping credit response parameters ........................................................308

Setting parameters for credit settlement ...........................................................309

Using Quick credit ...............................................................................................310

Setting parameters for Concord Credit ............................................................311

Appendix A Settings and optionsEncrypting reference numbers ..........................................................................315

Profile prompt line prefix codes ........................................................................318

Profile prompt prefix codes for capturing check information .....319

Profile prompt prefix codes for return sale information ..............320

Profile prompt prefix codes for discount thresholds ....................320

Appendix B Launching Third-Party ApplicationsConfiguring parameters to launch third-party applications ...........................321

7

Introduction

This section introduces the Configurator, explains its functionality, and includes basic installation and

system requirement information.

About the ConfiguratorWelcome to the Configurator, an important part of the Transactionware Point of Sale application suite

from Triversity. The Configurator works in conjunction with the Transactionware POS Xpress,

Triversity’s advanced point-of-sale transaction processing application.

A powerful parameter definition tool, the Configurator allows your regional and head office personnel

to tailor the POS Xpress to your retail business needs through a simple user interface. With this

interface, you can control all of your POS terminal functions and processes by manipulating their

settings in a series of detailed data tables. These data tables contain parameter definitions for such core

functions as your tender and transaction types, tax settings, promotions, keyboard layouts, terminal

menus, cashier prompts, customer records, and much more.

From the Configurator, the parameters you define are transferred or converted over to your POS Xpress

terminals during regular system polling. Only those parameter files which have been changed are

converted, reducing unnecessary drain on system resources. This conversion and update can be

performed as often as required to ensure that all terminals in all stores contain the same information.

Many of the parameters in the Configurator need to be set only once, or very infrequently, to reflect

core aspects of your business model (for example, the tender types your company uses, or your

terminal display settings). Other parameters, such as price lookup (PLU) definitions and promotion

settings, can be modified more frequently for maximum system flexibility.

Configurator highlights

The following are just some of the key features of the Configurator:

� All POS functions defined and controlled in flexible data tables

� No programming required. All tender, customer record management, promotions, discounts, tax

rules, and customer loyalty programs can be implemented using Configurator's on-screen options

� Drag and drop selection of register, tender, and store functions

� Customizable reports

� Quick set up and modify register parameters

� Customer, employee, and vendor record management

� PLU file management

9

Introduction

About the POS.ini file

The POS.ini file’s function is similar to that of the Configurator software application; it gives you a way

to change the functionality of the POS Xpress and the Store Manager applications. Each of the options

in the POS.ini file controls a function in the other Triversity applications. Therefore, when you change

a POS.ini file option’s value, you change another application’s functionality.

The POS.ini file should be used only when the Configurator cannot provide the means for easily

altering a setting in the POS Xpress or Store Manager. It does not provide a well-organized user

interface for setting management, and should be used by experienced technical personnel only.

For more information about the POS.ini file, and when to use it, consult the POS.ini chapter of the

Transactionware Technical Reference Guide.

Installing the ConfiguratorThe Configurator installation program is a part of the main install program for the entire

Transactionware suite. Depending on your role and the structure of your company, you choose the

components that you want to install from the main installation menu.

In order to operate the Configurator, you must also install the Configurator database. This requires

that you first have both your SQL database and your SQL Server support product installed. Follow the

appropriate OPOS install instructions from your hardware vendor.

To install the Configurator:

1. Insert the Transactionware Installation CD. The Transactionware Setup program should start

automatically. If the Transactionware Setup program does not start, do the following:

a) On the Windows status bar click Start, and then click Run. The Run dialog box appears.

b) In the Open field, type x:\setup.exe, where x is the letter of your CD-ROM drive.

2. A dialog box appears welcoming you to the setup program. This dialog box describes the version

of the Triversity applications to be installed, and gives you the opportunity to close any other

programs that may be running, in order to prevent potential installation conflicts. Read the dialog

box thoroughly, and then click Next to continue.

3. The Select Components dialog box appears. This dialog box lists the available components in the

Triversity Application suite. Select Configurator, and then click Next to continue.

4. A dialog box appears welcoming you to the Configurator setup program. This dialog box

describes the version of the application to be installed, and gives you the opportunity to close any

other programs that may be running, in order to prevent potential installation conflicts. Read the

dialog box thoroughly, and then click Next to continue.

5. On the next dialog box, you must indicate whether you want to install a new version of

Configurator or upgrade an existing installation. Accept the defaults as displayed, and then click

Next to continue.

6. The next dialog box displays a list of the settings you have chosen for this application. Review the

settings, and then click Next to continue.

Note: If you need to make any changes to the settings, click Back.

7. A progress bar displays the status of the file copy. This process may take a few minutes. Wait until

it has finished.

10

Installing the Configurator

Note: If for any reason you need to terminate the installation procedure at this

time, click Cancel.

When the Configurator installation is complete, the Select Components dialog box will reappear.

Proceed to install the Configurator Database component.

To install the Configurator Database:

Note: We recommend that you install the Configurator component before installing the Configurator

Database.

1. The Select Components dialog box lists the available components in the Triversity Application

suite. Select Configurator Database, and then click Next to continue.

2. A dialog box appears welcoming you to the Configurator Database setup program. This dialog

box describes the version of the application to be installed, and gives you the opportunity to close

any other programs that may be running, in order to prevent potential installation conflicts. Read

the dialog box thoroughly, and then click Next to continue.

3. On the next dialog box, you must indicate whether you want to install the Configurator database

files or bypass installation of these files. Click Next to continue.

4. On the next dialog box, you must indicate where your installation of your SQL database resides.

Accept the defaults as displayed, and then click Next to continue.

5. On the next dialog box, you must indicate where you want to locate the database backup file.

Accept the default as displayed, and then click Next to continue.

6. The next dialog box displays a list of the settings you have chosen for this application. Review the

settings, and then click Next to continue.

Note: If you need to make any changes to the settings, click Back.

7. A progress bar displays the status of the file copy. This process may take a few minutes. Wait until

it has finished.

Note: If for any reason you need to terminate the installation procedure at this

time, click Cancel.

When the Configurator Database installation is complete, the Select Components dialog box will

reappear. Follow the Exit Triversity Installation procedure, and select the Yes, I want to restart

my computer now option.

For detailed installation instructions, please consult the Transactionware Overview and Installation Guide. It

contains step-by-step procedures for installing all of the products in the Transactionware application

suite.

11

Introduction

12

Getting Started

Once you have installed the Configurator and related databases, and have set up your Transactionware

suite to suit your retail environment, you are ready to begin using the Configurator. This section will

help you to get started.

This chapter includes information on:

� Starting and exiting the Configurator

� Accessing the Configurator using the default login settings

� About the Configurator navigation tools

� About using the Configurator Permissions settings

Starting and exiting the Configurator

To start the Configurator:

1. Complete one of the following:

� After installing the Configurator software, you can double-click the Configurator icon on

your desktop to launch the application.

� After installing the Configurator software, you can start by clicking:

Start > Programs > Triversity Inc > Configurator

2. Proceed to login using the default login instructions (for more information see “Using the default

login” on page 14).

To exit the Configurator:

1. On the POS Configurations window, click the Exit tab.

2. Click Yes when prompted to exit the application.d

13

Getting Started

Using the default loginThe Configurator must be installed before you can log in.Passwords and user names are assigned by

personnel with manager authority level.

To log in as a head office user to create authority groups and assign user access, see “Setting

permissions for buttons” on page 24.

To log in to the Configurator:

1. In the User ID field, type your user name.

Note: The first time you log in, the default User ID (trivers) appears.

2. In the Password field, type the default login password POI.

3. Click OK.

Note: To reset the default User ID and password you must first log in as a head office user with the

correct permissions. For information on permissions, see “Setting permissions for buttons” on

page 24.

About the navigation systemThe Configurator application allows you to enter information about your POS operating environment

that is stored in records in tables. You use maintenance and search windows to update these tables

behind the scenes. Search windows allow you to select a specific record from a list of displayed records.

Maintenance windows contain specific options and field which allow you to tailor your various POS

users, functions, and tasks to your specific retail environment.

Search windows

Search windows display all the records in a table. Select a record in a search window, then open the

record to view or edit the information in the maintenance window. You can also create new records

from search windows. For more information on creating new records, see “Creating a new record” on

page 17.

14

About the navigation system

Search options

Use search options to refine a search. The following options are included in each search window:

Buttons

The following buttons are included in each search window:

Tip: Use the Copy button in the search window only when you want to copy all of the records in a

table to another store, region, or group.

Maintenance windows

Some tables have only a maintenance window. The maintenance windows contain the fields that define

a record in a table. For example, a tender is set up in the Tender table using the Tender Maintenance

window.

Search Option Result

All Locates all records in the database

Region Locates all records for a selected region

Store Locates all records for a selected store

Group Locates all records for a selected group

Button Result

Open Opens the selected record

New Creates a new record using a blank template (when you click New, some

fields may be completed by default)

Close Closes the active window

Find Finds all items based on the selected search options

Copy Copies all items from one store to another store, or from one region or

group to another region or group

15

Getting Started

A typical maintenance window may contain tabs and buttons. The records in maintenance windows

may be navigated using scroll arrows and pull-down lists.

Tabs

Some tables have many fields in their maintenance windows. For ease of use, the fields have been

divided into groups and separated into multiple windows using tabs.

� To access a field in a tab, click on the tab.

Buttons

You can perform functions using the buttons in the maintenance window. The following buttons are

included in each maintenance window:

Note: Some fields are already completed by default.

Button Result

New Creates a new record using a blank template

Save Saves changes to a record

Delete Deletes a record

Copy Copies the active file template when creating a new record

Apply All Applies all of the criteria to all of the options in that function

Close Closes the active window

16

About record management

WARNING! The Copy button in a maintenance window does not have the same function as the

Copy button in a search window.

Scroll arrows

You can easily scroll through the records in any table by clicking the arrow buttons located at the

bottom of most maintenance windows.

The following arrows are available in most maintenance windows:

Drop-down lists

Many maintenance windows contain drop-down list fields which provide a variety of options for you

to choose from when setting that specific parameter.

The arrow to the right of the field accesses the list of options from which you can choose.

To display a list of options:

1. Click the down arrow in the field that contains the drop-down list.

2. Click the option you want from the list.

About record managementThis section contains procedures to manage records in a search window and a maintenance window,

such as:

� Creating new records

� Conducting a search

� Modifying an existing record

Creating a new record

You can create a new record in a table by using a new template, or by copying an existing record and

modifying it.

To create a new record using a new template:

1. In the POS Configurations window, click the tab that displays the button for the table that you

want to access.

2. Click the button that represents the table that you want to access (for example, Tender Setup).

3. Click New and complete the appropriate fields.

4. Click Save to save the new record.

Arrow Description

|< Scrolls to the first record in the table.

>| Scrolls to the last record in the table.

< Scrolls to the previous record in the table.

> Scrolls to the next record in the table.

17

Getting Started

5. Click Close to exit the maintenance window.

To create a new record by copying an existing record:


want to access.


3. Select the record that you want to copy, and then click Open.

4. Click Copy. A new record is created that contains the same information as the original record.

5. Modify the information in the new record, and then click Save to save the record.

6. Click Close to exit.

WARNING! Using the Copy button in a search window copies all of the records in a table to another

store, region, or group.

18

About permissions

Conducting a search

Once your table contains records, you can perform a search for an existing record. After locating the

existing record, you can open it.

To conduct a search:


want to search.

2. Click the button that represents the table that you want to search (for example, Tender Setup).

3. Click one of the following search options: All, Region, Store, or Group.

4. Click an option from the corresponding drop-down list.

5. Click Find to display the matching records.

To open an existing record:

1. Click a record in the search window.

2. Click Open.

Tip: You can also open a record by double-clicking on it.

Modifying a record

You can make changes to an existing record in a table using the search window.

To modify an existing record:

1. In the POS Configurations window, click on the tab that displays the button for the table that you

want to access.


3. Click the record that you want to modify, and then click Open.

4. Change the information in the fields, and then click Save.

5. Click Close to exit.

About permissionsThe permissions feature enables or disables Configurator functions based on authority groups. There

are three steps involved in setting permissions for particular functions in the Configurator. You must:

� Create authority groups

� Enable user access

� Set the permissions for access

Creating authority groups and assigning user accessYou must log in as a head office user to create authority groups and assign user access. The default

User ID is trivers and the default password is poi. Logging in using the default User ID gives you full

access to the Configurator permissions features.

19

Getting Started

After you have logged in at the head office authority group level, you have the ability to create new

levels or modify existing ones.

Creating authority groups

Authority groups are created in the Group Setup window. Once the authority groups are created, you

can assign each employee to an authority group that gives them access to appropriate windows and

tables.

Authority groups define the authority levels assigned to personnel to allow them to access certain

functions in the Configurator. The Configurator can support up to four authority groups. The highest

authority group is 1 and the lowest authority group is 4.

There are three predefined authority groups that can be modified or deleted (for more information, see

“To modify an existing authority group:” on page 21).The default group is Head Office User which

provides full access to all functions, as well as allows you to create or modify authority groups and user

information.

Each authority group can set permissions for lower authority groups. For example, Head Office User

can set permissions for the Store Manager and Store User authority groups, while the Store Manager

can only set permissions for the Store User group.

The default authority groups are as follows:

To set permissions using authority groups, you must complete the following:

� Create a new authority group or modify an existing one

� Assign your personnel to the appropriate authority group and provide a unique password

� Set permissions for all the fields and functions in the Configurator.

Authority Group ID Password

Head Office trivers poi

Store Manager store manager

Store User assigned assigned

20

Creating authority groups and assigning user access

To access the Group Setup window:

1. On the main Configurator window, click System Setup.

2. Click Group Setup.

To create an authority group:

You can create up to four authority groups.

1. In the Group Setup window, click New.

2. In the Groups column, type a number from 1 to 4 indicating the level of authority. Note that level

1 is the highest level of authority; level 4 is the lowest.

3. In the Description column, type a name for the new authority group.

4. Click Save to save the new authority group, and then click Close.

You can now assign authority groups to users and give them access to particular functions in the

Configurator.

To modify an existing authority group:

To modify authority groups you must be logged on at the Head Office User authority level. The three

predefined authority groups in the Configurator can be modified or deleted.

1. In the Group Setup window, click the arrow buttons to select the group that you want to modify.

2. In the Groups field, type an authority group number from 1 to 4.

3. In the Description field, type a name for the authority group.

4. Click Save.

5. Repeat steps 3 to 6 for each authority group you want to modify.

21

Getting Started

To delete an authority group:

To delete an authority group you must be logged on at the Head Office User authority level.

1. In the Group Setup window, click the arrow buttons to select the authority group that you want

to delete.

2. Click Delete. A dialog box appears asking you to confirm the deletion.

3. Click Yes.

4. Repeat steps 3 through 5 for any other authority groups you want to delete.

Enabling user access

User access groups are groups of people that have been assigned the same authority level. People with

the same authority level can access the same fields and functions in the Configurator.

After creating authority groups as describe in “Creating authority groups” on page 20, follow the

procedures in this section to set up your users and assign them to the appropriate authority group to

give them access to specific functions in the Configurator.

To access the User Access Maintenance window

1. On the main Configurator window, click System Setup.

2. Click User Access Setup.

The User Access Maintenance window is divided into two sections:

� Personal user information

� User access information

Each user must be assigned a unique ID, password, and authority group. This information defines the

access that each user has to specific fields and functions in the Configurator.

22


To add a new user:

After determining which authority group each user will belong to, you can add new Configurator users

to your system. To do this, you must log in using the Head Office User authority level.

1. In the User Access Maintenance window, click New.

2. In the User # field, type a new number for this user. Each user must have a unique user number.

3. Type the personal user information in the appropriate fields.

4. Type a unique User ID and Password in the Access Information portion of the User Access

Maintenance window. The password can be up to eight characters in length.

5. From the Group drop-down list, select an authority group for this user.

6. From the User Role drop-down list, select the position or title held by that user.

7. Click Save, and then click Close.

To modify user information:

Once you have defined a user, you can modify or delete the details in the User Access Maintenance

window. Follow the steps below to modify or delete the user’s information.

1. In the User Access Maintenance window, click the arrow buttons to scroll to the user file that you

want to modify.

2. Click in the fields that you want to modify and type or select the new information.


To delete a user:

1. In the User Access Maintenance window, click the arrow buttons to scroll to the user file that you

want to delete.

2. Click Delete. A dialog box appears asking you to confirm the deletion.

3. Click Yes.

4. Click Close. The user information is deleted from the system.

Customizing permissions

You can customize the permissions settings to enable or disable user access to specific functions and

fields in the Configurator. For example, you can set the permissions to allow access to some of the

buttons, tabs, and fields and disallow access to others.

Before setting permissions, the windows affected must be prepared or initialized. Once windows are

prepared, you can set permissions for:

� Buttons

� Tabs

� Authority groups for buttons and tabs

� Radio and actions buttons

� Maintenance window fields

Preparing windows for user access

Before you can set permissions, you must prepare all of the windows. This process is called

initialization.

23

Getting Started

After you have initialized a window, you can use the Quick Permissions feature for setting permissions

for individual buttons and fields.

To initialize a window:

1. Right-click a tab, button, or radio button in the window that you want to initialize. A menu

appears.

2. Click Setup Permissions

3. Click Save in the top right corner of the window.

4. If there are tabs in the window, click one of the tab names under Control Description in the

Window Authority Settings window (for example, the Print Options tab).

The names display in the Column Name section of the window.

Note: Steps 4 and 5 are necessary only if the window contains tabs.

5. Click Save in the bottom right corner of the window.

6. Click Close.

7. Repeat steps 1 to 5 to initialize the rest of the windows

Setting permissions for buttons

You can set permissions for buttons in two ways:

� Setup Permissions: Allows you to set permissions for one button or for all the buttons in a given

window

� Quick Permissions: Allows you to quickly set permissions for a single button

Before you begin, ensure that your authority groups are defined and that user access has been set up.

Also, the windows that contain the buttons you want to set permissions for must be initialized.

To use Setup Permissions for individual buttons in a window:

1. Right-click one of the buttons in any window.

2. In the menu, click Setup Permissions.

All of the buttons for the window you are accessing are listed in the left-hand column under

Control Description. The default authority group is ‘Head Office User’.

3. In the Permission drop-down list, select the authority group that you want.


24


To use Setup Permissions for all buttons in a window:

1. Right-click one of the buttons in the window.


3. In the Default Group drop-down list, select the authority level for the buttons listed under

Control Description.

4. Click Reset to set the permissions for all the buttons to the authority group that you selected.


6. Click Close. The same authority level is assigned to all of the buttons in the window.

To use Quick Permissions for individual buttons in a window:

1. Right-click the button you want to set permissions for.

2. In the menu, click Quick Permissions. A list of authority groups appears.

3. Click the authority group you want to set for this button. A check mark appears beside the

authority group you choose.

4. Repeat steps 1 through 3 for the remaining buttons in the window.

Setting permissions for tabs

The Setup Permissions function is the only method available for setting permissions for tabs. You

cannot use the Quick Permissions feature for setting permissions for tabs (for more information on

the two permissions features, see “Setting permissions for buttons” on page 24).

To set permissions for tabs:

1. Right-click the tab that you want to set permissions for.


Note: All the tabs and action buttons in the window are listed under ‘Control

Description’.

3. Under Control Description, click the tab name.

4. In the Permission drop-down list, select the authority group that you want.

5. Click Save.

6. Repeat steps 3 through 6 for the remaining tabs.

7. Click Close.

Setting the same authority group for all tabs and buttons

This procedure assigns the same permissions to all of the tabs and action buttons in a given window at

the same time.

To assign the same authority group to all the tabs and action buttons in a window:

1. Right-click a tab or action button in a window.


3. In the Default Group drop-down list, select the authority group for all the tabs and action

buttons.

25

Getting Started

4. Click Reset. The permissions for all the tabs and action buttons are reset and changed to the

authority group that you selected.


6. Click Close.

Setting permissions for radio and action buttons

You can set permissions for radio buttons and action buttons using either Setup Permissions and

Quick Permissions (for more information on the two permissions features, see “Setting permissions

for buttons” on page 24).

Before you begin, ensure that your authority groups and user access are set up. Also, the windows that

contain the buttons you want to set permissions for must be initialized. See “Preparing windows for

user access” on page 23 for instructions on how to initialize a window.

To use Setup Permissions for an individual radio or action button in a window:

1. Right-click a radio or action button in a window.

2. Click Setup Permissions. All of the radio and action buttons are listed under Control

Description. Note that the Default group is Head Office User.

3. Click the appropriate radio or action button.

4. In the Permission drop-down list, select the authority group for the radio or action button that

you selected.

5. Click Save.

6. Repeat steps 3 through 5 to set permissions for the remaining radio and action buttons.

7. Click Close.

To use Setup Permissions for all the radio and action buttons in a window:

This procedure affects all of the radio and action buttons equally.

1. Right-click one of the radio or action buttons in a window.

2. Click Setup Permissions.

3. In the Permission drop-down list, select the authority group for all the radio and actions buttons.

4. Click Reset. The permissions for all the radio and action buttons are reset and changed to the

authority group that you selected.


6. Click Close.

To use Quick Permissions for individual radio or action buttons in a window:

1. Right-click the radio button or action button you want to set permissions for.

2. Click Quick Permissions. A list of authority groups appears.

3. Select the desired authority group for this radio button or action button. A check mark appears

beside the authority group you choose.

4. Repeat steps 1 through 3 for the rest of the buttons in this window.

26


Setting permissions for fields in a maintenance window

You can set permissions for fields in a maintenance window using either Setup Permissions or Quick

Permissions:

� Setup Permissions: Allows you to individually set permissions for one or for every field and

button in a maintenance window

� Quick Permissions: Allows you to quickly set the permissions for a single field

To assign authority groups to fields in a maintenance window:

1. Right-click the field you want to set permissions for.


3. Under Control Description, click Text Area. The Text Area represents the group of fields for the

window.

4. Click on the name of the field or button that you want to set permissions for.

5. In the Permission drop-down list beside the field that you selected, click the authority group.

6. Click both top and bottom Save buttons.

7. Repeat steps 4 through 6 to assign authority groups to the other fields and buttons in the

maintenance window.

8. Click Close.

To use Setup Permissions fields in a tab:

1. Right-click one of the fields in a tab.


All of the field names are listed in the left-hand column under Column Name in the bottom

section of the window. Note that the default Authority Group is ‘Head Offer User’.

3. Click the tab under Control Description that contains the field that you want to set permissions

for. The fields for that tab appear under ‘Column Name’.

4. Click the field that you want to set permissions for.

5. In the Permission drop-down list beside the field that you selected, click the authority group for

that field.

6. Click both top and bottom Save buttons.

7. Repeat steps 4 through 6 to set permissions for the remaining fields in the tab.

8. Click Close.

To use Setup Permissions for all the fields in a window:

1. Right-click a field in a window.


3. Click Text Area or the tab name under Control Description that contains the fields that you want

to set permissions for.

4. In the Default group drop-down list, select the authority group for the fields in the maintenance

window.

5. Click Reset in the bottom right portion of the window. The permissions for all the fields reset to

the default authority group that you chose.

6. Click Save in the bottom right portion of the window.

7. Click Close.

27

Getting Started

To use Quick Permissions for individual fields in a window:

1. Right-click the field that you want to set permissions for.

2. In the menu, click Quick Permissions. A list of authority groups appears.

3. Select the desired authority group for this field. A check mark appears beside the authority group

you choose.

4. Repeat steps 1 through 3 for the rest of the fields in this window

28

Configuring Registers and Receipts

This section guides you through the process of defining what is displayed on your POS terminals and

how it is displayed. This is accomplished through the configuration of menus and keyboard options for

the POS terminal.


� “Defining a keyboard” on page 29

� “Setting up menus” on page 31

� “Configuring the register parameters” on page 39

� “Configuring register customer displays” on page 53

� “Defining a profile prompt” on page 55

� “Configuring multiple-choice display options” on page 59

� “Configuring print options” on page 60

� “Configuring generic print criteria” on page 65

� “Configuring automatically generated reference numbers” on page 70

� “Configuring Manager/POS functions” on page 72

� “Defining terminal exception and error responses” on page 79

Defining a keyboardThe keyboard selection menu varies depending on the keyboard file being used.

To access the Keyboard Maintenance window:

1. On the POS Configurations window, click the Terminal tab.

29


2. Click the Keyboards icon. The Keyboard Maintenance window appears.

To define keyboard attributes:

1. On the Keyboard Maintenance window, click the Keyboard Type drop-down list and select the

keyboard that is used at your POS terminals.

2. To activate a beep on the keyboard when an error occurs at the POS terminal, click Keyboard

Beep.

3. Click Functions.

4. Click the required category from the popup window to add to your keyboard (for example, if you

are adding a Manager Function such as No Sale to the keyboard, select MGR/POS Function from

the list).

The Drag and Drop popup window for the selected table appears (for example, MGR/POS

Function).

5. Click Specific Item or Menu Item, as required.

6. Click and drag your selection onto a key on the keyboard.

7. Repeat steps 3 to 6 for the remainder of the keys.


Tip: This keyboard is automatically selected in the conversion table when a conversion is done.

30

Setting up menus

Attaching a PLU to a keyboard

You can also attach PLUs to a keyboard.

1. Create a PLU Cross Reference in the PLU cross reference table.

2. Create a new keyboard or open an existing keyboard (see “Defining a keyboard” on page 29).

3. Click Functions, and then click POS Function.

4. In the POS Function list, scroll to locate PLU Key.

5. In the ID Value field, type the previously created Cross Reference Number.

6. Click and drag this function onto your keyboard.

7. Continue adding new PLUs to the keyboard by following steps 1 through 6.

8. Close the POS Function (Drag & Drop) window.


Setting up menusThis feature enables you to define menu options that are displayed at the POS terminal.You can create:

� Standard Menus

� Quick Menus

� Custom Menus

Configuring standard menus

There are three standard menus that can be defined for the POS terminal through the Configurator:

� Main Menu: Lists options that are available at the start of a sale before an item is entered

� Item Menu: Lists options that are available once an item has been entered at the POS or the

transaction has otherwise been started

� Tender Menu: Lists options available during tendering and is displayed when the Total key on

the POS terminal is pressed

To access the Standard Menu Search and Maintenance windows:


2. Click the Standard Menus icon.

To create a standard menu:

You must create a standard menu and then define the options associated with it.

1. On the Standard Menu Search window, select a menu type from the Menu Type drop-down list.

The following items are usually set as default items in the Configurator.

� Time Clock/Signoff

� Sales Exceptions

� Dept/Class Sale

� Layaway Menu

� Preferred Customers

� POS Reports

31


� Manager Functions

� View Journal

� Post Void

� Cash Management

� Store Closing

� Send Sale

� Customization

� Help Desk Functions

� Diagnostics

� Launch Applications

� View Journal

You can add more items to the list by clicking the Function button, and dragging any item under

one of the listed functions into the Standard Menu Maintenance window.

2. Click Open. You can then edit the existing menu in the Standard Menu Maintenance window.

To define a standard menu:

1. In the Standard Menu Maintenance window, type a number in the # field that represents the order

in which the items are displayed in the menu on the POS terminal.

2. Click Functions.

There are nine standard menu functions. Each function has a list of related items attached to it.

� POS Function

� MGR/POS Functions

� Tender

� Dept/Class

� Non Merchandise

� User-Defined Txn

� Discount

32

Setting up menus

� Prompt

� Custom Menu

3. Select an item from the popup window that represents the function that you want to add to this

menu. For example, if you are defining a tender menu, select Tender from the list.

Tip: You can drag and drop the IDs in the window to reorder them.

4. If you want to attach a specific item to the menu, click the Specific Item radio button in the Drag

& Drop window.

5. To attach a group of items that have been defined using the quick menus feature, click the Menu

Item radio button. For more information on quick menus, see “Creating quick menus” on

page 34.

6. Click a line item in the Drag & Drop window and drag it into the Standard Menu Maintenance

window.

7. Redefine the Description field, if required.

8. Click Save.

To add options to a standard menu:

1. In the Standard Menu Maintenance window, click Add Option.

2. Type the number that represents the location of this item on the menu in the # field. This number

represents the order in which these items are displayed in the menu at the POS terminal.

3. Click Functions.

4. Select an item from the popup window that represents the function that you want to add to this



& Drop window.

33


6. If you want to attach a group of items that have been defined using the quick menus feature, click

the Menu Item radio button. For more information on quick menus, see “Creating quick menus”

on page 34.

7. Click a line item in the Drag & Drop window and drag it into the Standard Menu Maintenance

window.


9. Click Save.

Creating quick menus

Quick Menus are menus that have specific functions attached to them from certain POS

Configurations tables, such as Tenders, Non-Merchandise Transactions, Discounts, Profile Prompts,

and Manager/POS Functions. You can create the quick menus that best suit your specific business

needs.

There are three steps involved in attaching a function to a menu using the quick menu feature:

� Create the quick menu

� Attach a function to the quick menu

� Attach the quick menu to the standard menu

After conversion, the new quick menu will appear in the standard menu.

To access the Quick Menu Maintenance window:


2. Click the Quick Menus icon.

To create a quick menu:

1. On the Quick Menu Maintenance window, select the menu type from the Quick Menu Type

drop-down list (for example, Tenders).

2. Click New.

3. In the Menu ID field, type a unique menu identification number (usually the next available

number).

4. In the Menu Desc field, type a description of the menu you are creating.

5. Click Save.

Tip: For more flexible menu creation, see “Creating custom menus” on page 36.

Attaching the functions and menus

To create a quick menu for credit card tenders, follow the steps below:

� Define a quick menu for tenders

� Attach a tender to the credit quick menu

� Attach the credit quick menu to the standard menu

After conversion, the Credit Menu appears in the Tender Menu on the POS terminal.

34

Setting up menus

Note: The following example illustrates the procedure for attaching a function to a quick menu and

the quick menu to a standard menu, using credit card tenders as the example function. The procedure

is the same for other functions and menus.

To attach the function:

1. Define a quick menu following the instructions in “To create a quick menu:” on page 34, using

Tenders as the Quick Menu Type.

2. In the POS Configurations window, click the Tender tab.

3. Click Tender Setup.

4. Select an existing credit card tender from the list (for example, Visa or American Express).

5. Click Open.

6. Click the Quick Menu drop-down list and select Credit.


Tip: Repeat the above process for other tender functions that you want to

include in your credit quick menu.

To attach the credit quick menu to the standard menu:

1. Click the Standard Menus icon in the Terminal tab.

2. In the Menu Type drop-down list, select Tender Menu.

3. Click Open.

4. Click Add Option and type the next available number in the # field.

5. Click Functions and select Tender from the list.

6. Click the Menu Item radio button.

� Selecting the Menu Item button allows you to select the menu item that includes all items

attached to that menu.

� Selecting the Specific Item button allows you to select individual items for that menu.

Note: This is also true for selecting keyboard functions.

7. Click any item tender that is attached to the Credit menu.

8. Drag and drop that item into your new menu line on your standard menu.

9. Modify the description if required.


Note: After conversion, the Credit Menu appears when you choose the Tender Menu at the POS

terminal.

35


Creating custom menus

Custom menus are an alternate and flexible method of creating sub-menus that can be embedded

within standard menus on the POS terminal. You can configure any mix of POS functions, and can

even attach PLUs to a custom menu if it suits your business needs (for example, for frequently

purchased items).

Custom menus allow you to further create sub-menus within sub-menus. Multiple variances of

sub-menus can be created in advance and be attached to the main menu or the item menu within the

standard menus. These sub-menus can then be made available for stores to use when required.

To create a custom menu you must complete the following:

� Create the custom menu

� Define its options in the Custom Menu (Item) window

� Attach the custom menu to the store using the Custom Menu Store Maintenance window

To access the Custom Menu (Item) window:


2. Click Custom Menu Items.

To create a custom menu:

A new custom menu must be created by giving it an identification number and a description; selecting

functions for the menu, and attaching the custom menu to a store. You can also attach a PLU to a

custom menu.


2. Click Custom Menu (Items).

.

3. On the Custom Menu Names window, type a unique identification number and a description for

the menu you are creating in the ID and Description fields.

4. Click Save.

5. Click Close.

To define a custom me nu:


36

Setting up menus


3. On the Custom Menu Names Menu window, select the Custom Menu that you want to edit, and

click Open.

4. On the Custom Menu Maintenance window, type a number that represents the location of the

function on the menu, in the # field. This number represents the order in which these items are

displayed in the menu on the POS terminal.

5. Click Functions.

6. Select an item from the pop-up window that represents the function that you want to add to this



& Drop window.

8. If you want to attach a group of items that have been defined using the quick menus feature, click

the Menu Item radio button. For more information on quick menus, see “Creating quick menus”

on page 34.

9. Click a line item in the Drag & Drop window and drag it into the Custom Menu line item.


11. Define the menu that appears at the POS terminal if the task is successful, unsuccessful, or

cleared:

� When the task being performed at the POS terminal is successful, select STD, PREV, or THIS

from the Function OK drop-down list.

� When the task being performed at the POS terminal is not successful, select STD, PREV, or

THIS from the Function Clear drop-down list.

� When the task being performed at the POS terminal is cleared by pressing ESC, select STD,

PREV, or THIS from the Menu Clear drop-down list.

Note: In each case the default setting, STD, represents the standard menu.

12. To add more items to your custom menu, click Add Option and repeat the above steps until you

have completed your menu.


37


Note: To complete the custom menu process, see “To access the Custom Menu Store Maintenance

window and attach a menu to a store:” on page 38, and “Configuring standard menus” on page 31.

To access the Custom Menu Store Maintenance window and attach a menu to a store:

Once a custom menu has been created, it must be attached to a store.


2. Click Custom Menu Store.


4. Click Custom Menu Store.

5. Click New.

6. In the Store No. drop-down list, select the store number that you are attaching the menu to.

7. In the Custom Menu Description drop-down list, select the name of the custom menu that you

created.

8. Click Save.

Attaching a PLU to a custom menu

To attach a PLU to a custom menu:

You can also attach a PLU to a custom menu, for example for quick access to frequently purchased

items.

1. Create a PLU Cross Reference (for information on creating cross references, see “Creating PLU

cross references” on page 92).

2. Open the Custom Menu Names window (for information on creating a custom menu, see

“Creating custom menus” on page 36).

3. In the ID and Description fields, type a new ID number and description if required.

4. Click Open.

5. In the # field, type the position number of the menu.

38

Configuring the register parameters

6. Click Functions.

7. From the popup window, click POS Function from the list.

8. Scroll to locate PLU Key in the POS Function list.

9. In the ID Value field, type the number of the previously created Cross Reference.

10. Click and drag this function into your menu line item.

11. Click Save to save the Custom Menu (Item).

12. Continue adding new PLUs to the menu by clicking New and following steps 1 through 11.

13. Attach the new custom menu to the store (for information on attaching a menu to a store, see “To

access the Custom Menu Store Maintenance window and attach a menu to a store:” on page 38).

14. Attach the custom menu to the standard menu (for information on standard menus, see

“Configuring standard menus” on page 31).

Configuring the register parametersThis section provides information about setting register parameters. Register parameters allow you to

define and modify the operation of the POS terminal and to control features such as the messages

displayed to customers across the terminal screen, and the text that is printed on the customer’s receipt.

To access the Register Parameters Maintenance window:


2. Click Register Parameters.

Note: From this window you can control various features of the POS terminal

by clicking on one of the records listed, and maintain other POS related

information such as Customer Display, Receipt Logos, or Customer Databases

by clicking one of these sub-categories in the top left corner of the Register

Parameters Search window.

3. Open the register parameter you would like to review or modify.

39


4. If you are creating a new register parameter, click New. The Register Parameters Maintenance

window appears.

Using the settings under the General tab

The options under the General tab of the Registers Parameters Maintenance window allow you to

define and modify general POS functions and attributes such as the date and time formats, error

correction, or screen-saver time-out settings.

To use the register parameter settings under the General tab:

1. Use any of the settings below to define or modify POS terminal parameters according to your

business requirements:

� Open Drawer Timeout— Allows you to configure a sound alert to indicate that a cash

drawer has been left open for a defined period of time. Type a value in seconds that a cash

drawer can remain open before an alert is emitted.

� Open Drawer Sound Frequency— Allows you to set a frequency for the sound alert after

configured Open Drawer Timeout period has passed. Enter a frequency value.

� Open Drawer At End of Day

� Cash Drawer Compulsion

� To accept items in the current sale when the Price Inquiry function is used, click Price

Inquiry/Buy Item. Queried items can be accepted in the current sale by pressing Enter.

� If you require the number of consecutive error corrects to be restricted to one, click Secure

Error Correction.

� Return Scan Check Digit

40


� If a key flick is required when the HALO key (supervisor key) on the keyboard is used, click

Keylock On HALO.

� To display a decimal point in the price during entry and printing, click Display Price

Decimal. For example, foreign currencies such as the Peso would not require a decimal.

� Click the Date Format Type drop-down list and choose the format type required by the

database table being updated. The formats you select will both display at the POS terminal and

be used in reports.

Note: One of the uses of this option is to provide a date format for capturing a

customer’s birthday for the Allegiance database. Only in this instance, if no

value is provided for the year, the default setting is 2049.

� To define a standard ten-digit format type of telephone number that the cashier is prompted

to enter at the POS terminal, type (xxx)yyy-yyyy in the Phone Mask field, where xxx is the

area code and yyy-yyyy is the local phone number.

� Customer/Employee Phone Mask— This parameter allows you to define a mask for a

customer or an employee phone number as well as any phone numbers captured in a profile

prompt. Mask types are defined in the Profile Prompt group of parameters. When the mask

type Extended Phone Number is used in the configuration of a profile prompt, the prompt

uses this mask. For information on defining a mask, see “Defining a profile prompt” on

page 55.

In addition to numeric characters that can be used in the Phone Mask field, the following mask

characters are also valid:

� 9 — When this character is specified in a phone mask it implies that the number entered

must contain a value in that location. For example, in the following mask 999-9999x### a

telephone number containing seven initial digits must be entered.

� # — When this character is specified in a phone mask it implies that additional phone

number digits are optional, but can be accommodated. For example, in the following mask

999-9999x### the last three digits in the phone number are optional but can be provided.

This parameter supports entering, displaying or printing an extended customer phone number

by applying a mask to the number in either the Profile Prompt, Customer Lookup or

Employee Maintenance functions.

� To define a name for the parameter set, click the Param Set Name field and type a name for

the parameter files being defined.

� To define the currency, click the Major Currency Single And Plural fields and type the name

of the currency used at the POS terminal. For example, if the store uses American or Canadian

currency, enter dollar and dollars as the major currency.

� Popup Eligible Promos — Allows the POS to display all the Allegiance promotions the

customer qualifies for at a defined time in the transaction. Each Allegiance promo has a

redemption limit that specifies how many times the promo can be redeemed per transaction.

The redemption limit of each promo is updated every time the customer redeems the promo.

(The maximum number of promo descriptions that can be defined per pop-up window is 13.)

The options are

� Disabled: When this choice is set, no eligible Allegiance promotions are displayed at the

POS.

� At time customer is identified: Occurs when a customer card is swiped or their customer

number entered at the POS.

� At Total Time in transaction: Occurs when all items in the transaction have been entered

and the cashier hits the Total key.

41


� If daily totals are accumulated by the cash drawer, click Accumulate Drawer Totals.

� To locate the positive and negative files on the database server, click Server Negative

Positive. Leave this checkbox blank for the location of the files to be on each POS.

� To allow mix match pricing schemes in conjunction with quantity pricing, click Allow Mix

Match in Quantity.

� Select Price Override

� Enable NSC 2. NSC2 is the barcode numbering format that specifies a variable weight

barcode.

� To give customers multiple discounts based on the value of the coupon (for example, double

coupon days), type the number for the coupon multiple in the Coupon Multiple field. The

number is generated every time a coded coupon is scanned.

� Click the Time Format Type drop-down list and choose a format type. The formats you

select will both display at the POS terminal and be used for reports

� Max Trans No.— Defines the maximum length of the transaction number. For example, to

indicate that the maximum length of the transaction number is five digits, enter 99999.

� Type a dollar value in the Credit Fraud Check Threshold field. When a credit card

transaction is equal to or greater than the threshold amount, the cashier is prompted to check

the last set of digits in the credit card number. The card number is verified against the

information in the negative file.

� To ensure that a close credit batch is performed, click Credit Compulsion @ EOD. If this

checkbox is enabled and a close credit batch has not been performed, the cashier will not be

able to complete the end-of-day process.

� To define the amount of time that the system can remain idle before a screen saver appears on

the POS terminal and at the back office, type the number (in minutes) in the Screen Saver

T.O. field.

� To display a prompt to the cashier at the end of each transaction before the transaction

disappears from the window, click End of Txn Key. This feature is useful if there is no cash

drawer detection available with the POS.

� To initiate a price look up on the POS terminal with a local PLU instead of going to the server

first, click Local PLU First. Leave this checkbox blank to initiate a price look up on the server

first.

� Enable NSC 5

� To set a maximum discount value for coded coupons, type the maximum dollar amount in the

Max Coupon Amnt field. This field works in conjunction with the coupon multiple field to

set the discount value.

� Click the Date Time Separator drop-down list and choose a separator. The formats you

select will both display at the POS terminal and be used for reports

� To automatically apply a discount to an item or transaction when a cashier processes a

transaction, click the Auto Discount drop-down list and choose a discount type. The

discounts are defined in the Discount Maintenance window.

� Labour Scheduler is not currently supported.

� Taxtable Specified By Store Number — This option downloads the same tax file to every

store instead of loading separate tax files for each jurisdiction. It is especially required for

cross-border return configurations. To support this option, you will also need to set up a

jurisdiction tax ID for each store. When this option is selected, all jurisdiction tax tables are

exported to the file jtdtxn.asc. These tax tables are used by the POS to generate taxes. The

POS uses the store number to lookup the jurisdiction tax table for that store and loads this tax

42


table instead of the usual local tax table. When this option is not set, the POS uses tax table 0

as the local tax table. The default setting of this option is Off.

� To choose the language in which to print the dollar amount in words, select a language

translate class from the Languages drop-down list. This setting works in conjunction with the

Amount in Words setting that is defined in Tender Maintenance. When the Amount in Words

and the Languages features are enabled, the POS automatically loads a library file to support

the chosen language.

� Click Minor Currency Single And Plural fields and type the name of the minor currency

used at the POS terminal. Maintaining the previous example, you would type cent and cents

as the minor currency.

2. To capture the Dept Total by cashier, the SKU summary or Item movement click one of the

options.

To skip signature capture security:

3. To skip signature capture security, select one of the following options:

� If a supervisor key is required to override the signature capture prompt in a transaction, click

Supervisor Key Required. Skipping the signature capture prompt allows the customer to

sign the receipt instead of using the signature capture device. If the cashier or supervisor has

the required authority level, password, or supervisor key, then they can press Clear to skip

over the signature capture prompt.

� If a password is required to override the signature capture prompt in a transaction, click

Password Required. Skipping the signature capture prompt allows the customer to sign the

receipt instead of using the signature capture device. If the cashier or supervisor has the

correct authority level, password, or supervisor key, they can press Clear to skip over the

signature capture prompt.

� To assign an authority level for completing a transaction if a customer does not sign the

signature capture device, type the authority level number in the Authority Level field.

Skipping the signature capture prompt allows the customer to sign the receipt instead. If the

cashier or supervisor has the correct authority level, password, or supervisor key, then they can

press Clear to skip over the signature capture prompt.

To set price override parameters for the register:

1. Use the settings below to define or modify price override parameters according to your business

requirements:

� Price Override Threshold

Using the settings under the Receipt Options tab

The Receipt Options in the Register Parameters Maintenance window allow you to define and modify

the information to appear on the receipt and in the journal.

To configure receipt options:

1. In the Register Parameters Maintenance window, click the Receipt Options tab.

43


2. Select fields in the Receipt Options, Journal Options, Detail Line Options and Total Saved

Options sections of the window as required to configure receipts.

Tip: If you need to modify the number of the store, the region, or the Group

being selected, you must do so in the General tab.

To set receipt options:

1. To print the cashier’s name on the receipt, click the Print Cashier Name checkbox. The name of

the cashier currently logged on is printed. Leave the checkbox blank to prevent the cashier name

from being printed.

2. To print the cashier number on the receipt, click the Print Cashier Number. Leave the checkbox

blank to prevent the cashier number from being printed on the receipt.

3. To print the value of the transaction in euros, click Print Transaction Total in Euro.

4. To define where graphics should be placed on the receipt, click the Graphics drop-down list and

select the required position. The options are print at top, print at bottom, and print at top and

bottom.

5. To print the total number of items in the transaction on the receipt, click the Print Item Count

checkbox. Leave the checkbox blank to prevent item count printing.

6. To print the original price details on the receipt, click the Print Price Override checkbox. The

following is an example of a receipt with the Print Price Override option selected:

COCA-COLA 1111 0.89

PRICE OVERRIDE 0.89-

NEW PRICE 1.00

44


7. To provide the triangulation tender for transactions in which the values are required in euros as

well as a national currency, click Euro Triangulation Tender ID drop-down list and select the

desired triangulation tender ID.

8. To determine the number of seconds the printer delays printing after the slip is detected, select the

number of seconds from the drop down box in the Auto Slip Detection field. The delay allows

the cashier to align the paper properly to avoid crooked printing.

9. To define the inset position where a discount amount should appear enter a value in the Discount

Amount Inset field.

10. To define the position where the net price should appear when a discount is being applied to the

transaction, enter a value in the Net Price Position field.

11. To define the amount of space to indent an item price summary when a discount is applied to the

transaction, enter a value in the Item Price Summary Indent field.

12. To print the cashier’s first name on the receipt, click Cashier First Name.

13. To show the original price of an item when a discount is applied, click Original Price Shown.

14. To define the amount of space on the receipt to offset for the transaction discount, enter a value

in the Transaction Discount Spacing field.

15. In a gift card balance inquiry, this option provides the gift card balance in the prompt area of the

POS screen along with the current date, and card number. To activate gift card balance inquiry

functionality, click Print Balance Inquiry in Prompt. This balance can also be printed on a

hard-copy receipt.

16. To allow the gift card balance to be displayed, click Display Balance Inquiry.

17. Print Zero-Total Transaction Discounts— This parameter allows you to prevent losses in

employee transactions where the discount received on a purchased item is not printed on the

receipt and therefore the full price is refunded when items from that transaction are returned. This

is likely to happen when the total discounts on purchased items is equal to total discounts on

returned items that occur in the same transaction. Because the discount totals net to zero, the

discounts are not printed on the transaction invoice. Activating this option will apply zero-total

discounts, print them on the receipt, and capture them in the Tlog. The default setting for this

option is unchecked.

Note: It is possible that a transaction may contain all items that are not eligible

for transaction discounts. In such cases, the discount will not be applied and

not printed on the receipt even if the Print Zero-Total Transaction Discounts

option is turned on.

To set journal options:

1. To print transaction information on the journal tape, click the Print Journal checkbox. An

electronic journal of the transaction activity is also available, so a paper copy is optional. Leave the

checkbox blank if printing the journal tape is not required.

2. To delay journal printing until the transaction is complete, click the Buffer Journal checkbox. The

alternative to buffering the journal is printing the journal as the sale is being entered. Leave the

checkbox blank to print the journal as the transaction is being entered.

TOTAL 1.00

CASH 1.00

ITEMS 1 08/11/2001 10:52 0001 01 000111 0076

COCA-COLA 1111 0.89

45


3. To capture transaction information electronically, click the Capture Electronic Journal

checkbox. Leave the checkbox blank if the transaction information is not required to be captured

electronically.

4. To print the cashier number on the journal receipt, click the Print Cashier Number (Journal)

checkbox. The cashier number will be printed on the journal tape. Leave the checkbox blank to

not print the cashier number on the journal tape.

5. To determine the procedures that take place when the journal tape is not available, click on the

Journal Control drop-down box for a selection of available choices.

To set detail line options:

1. To print the item number on the customer receipt, click the Print SKU/UPC checkbox. Leave

the checkbox blank if the item number is not required to be printed on the receipt.

2. To print the department number on the customer receipt, click the Department checkbox. Leave

the checkbox blank if the department number is not required on the receipt.

3. To print regular prices for items that have promotion prices on the customer receipt, click the

Regular Retail Price checkbox. Leave the checkbox blank to not print the regular price.

4. To identify items on a customer receipt which are part of a promotion, enter a character in the

Print Promotion Character field.

5. To print the subtotal on the customer receipt, click the Subtotal checkbox. The subtotal is

calculated as the total amount of the sale excluding taxes. Leave the checkbox blank to not print

the subtotal on the receipt.

6. To print a secondary description line for the PLU on the receipt, click the Print PLU Secondary

Description checkbox.

7. To indicate on the customer receipt that a manual authorization was performed for this

transaction, click the Indicate Manual Auth checkbox.

8. To print the suggested retail price on the customer receipt, click the Print SRP checkbox. The

price for this field is entered in the PLU file. Ensure that the Sugg. Retail Price checkbox in the

PLU Configuration Maintenance window is checked. For information about this checkbox, see

“Configuring PLUs” on page 82.

Note: The suggested retail price is printed only if it exceeds the actual sale

price.

To set Total Saved options:

1. To determine the threshold amount at which ‘Total Saved’ is printed, enter a threshold amount in

the Total Save Threshold field. ‘Total Saved’ only prints when the discount amount is equal to or

greater than the threshold amount entered in this field. An amount of $0.00 indicates ‘Total Saved’

prints for any discount amount when Print Total Saved is selected.

2. To print a total for all item and transaction discounts at the bottom of the customer receipt as a

‘Total Saved’ amount, click the Print Total Saved checkbox. Also click the related discount type

checkboxes for each type for which you want the Total Savings to be printed on the receipt.

3. To print the difference between the suggested retail price and the actual sale price on the customer

receipt, click the Difference Between SRP and Retail Price checkbox.

Using the settings under the Entry/Reporting tab

The Entry/Reporting parameters allow you to define the behavior of the POS when defined items are

entered in to the system. You can also set the length of the reporting period and the fiscal week end.

46


To set the entry and reporting parameters:

1. On the Register Parameters Maintenance window, click the Entry/Reporting tab.

2. Fill in the information in the Entry, Department Sale, and Reporting sections of the window.

To set entry parameters:

1. If price lookup is required, click Enable PLU.

2. If SKU entry is required to record an item sale, click SKU Required.

3. Setup the default transaction that occurs on a POS terminal by selecting an option from the

Default Trans Code drop-down list. Code 190 (regular sale) is the default. Single terminals can

be defined for returns, layaways sales, and so forth.

4. If you require a system prompt for a PLU description after a PLU entry (for a PLU that is not on

file), click PLU Desc.

5. For PLU pricing that is determined by the lowest available pricing scheme or by one pricing

scheme, click Strict Pricing. Leave this checkbox blank for the pricing to be determined by the

lowest possible price in the database.

6. To define the minimum length of a PLU description that can be entered when a PLU is not found

in the database, type a number in the PLU Desc Minimum Length field. A value of 0 indicates

that entry of the description is optional.

Note: Prompt PLU Description must be enabled to define the minimum

length PLU description.

7. If you want the system to match a manufacturer’s code found on a coupon with items entered in a

sale, click Match MFG Code to apply the coupon discount if a match is found. Leave the

checkbox blank to allow any item coupon combination to be accepted.

47


To define the department sale security features:

1. If a supervisor key is required, click Supervisor Key Required.

2. If a password is required, click Password Required.

3. To define a department authority level, type the authority level number in the Department Sale

Authority Level field to indicate the cashier authority level that is required to perform the

department sale.

To enable or disable the reporting features:

1. Do one of the following:

� To enable week-to-date report generation, click Enable End of Week.

� To enable period-to-date reports, click Enable End of Period.


� To set the number of weeks to include in a period-to-date report, type the number of weeks in

the # of Week/Period field.

� To use calendar months for month-to-date reports, click Calendar Month End.

3. To set the day of the week that ends the weekly period for reporting purposes, click the radio

button that represent the day of the week that ends the weekly period.

Using the settings under the Min/Max Digits tab

The Min/Max Digits parameters set the minimum and maximum number of characters that can be

entered at the POS terminal. For example, the length of a cashier’s ID and password are set here.

To set the minimum/maximum digits field length for data entered into the POS:

1. Click the Min/Max Digits tab.

48


2. In the MIN Digits fields, type the minimum number of digits required for the field.

3. In the MAX Digits fields, type the maximum number of digits required for the field.

4. Assign authority levels for the Supervisor Functions, POS Functions, and Manager

Overrides.

5. To bypass the prompts at the POS to sign on as a manager and go directly to the Enter Manager

Number prompt, click the Assume Manager Sign On checkbox.

Using the settings under the Polling Options tab

The parameters for defining and modifying the polling options for the peripheral devices available to

the POS are set in the Polling Options tab on the Register Parameters Maintenance window.

To configure the polling communication options:

1. Click the Polling Options tab on the Register Parameters Maintenance window.

2. In the Polling Communication section, select the options required for your configuration.

� To set the number of days of transaction data that is retained in the server after it has been

polled, type the number of days in the Server Tlog Backup field. Each day’s data is retained

in a separate file.

Note: Leave this field blank to delete the transaction file immediately after it

has been successfully polled.

� To copy the consolidated totals data file to the upload directory for polling, click Poll

Consolidated Totals. This data shows the consolidated totals for each register.

� To compress upload files, click Compress Upload Files. For environments using Triversity

DOS polling, the upload files can be compressed before they are polled.

49


� To copy the electronic journal file to the upload directory for polling, click Poll Electronic

Journal.

� To copy individual register totals to the upload directory for polling, click Poll Register

Totals.

� To copy the item detail data to the upload directory for polling, click Poll Item Detail. Item

detail data shows the line item detail from each sale.

Note: Auto Print At EOD, EOD Exit Code, and Auto EOD Time are

described in “Configuring end-of-day procedures” on page 239.

� To activate the real time trickle of Tlog records to the Customer Chain Foundation (CCF)

centralized database in XML format, click Real Time Tlog Trickle to XML.

Note: When using this feature, you may also need to activate the Add

Miscellaneous At End of Transaction parameter in the T_logs tab and

complete the fields under the Communication Queue section.

� Wrap ASCII Tlog in XML: Wraps the default ASC form of the TLog in XML and places it in

the real time trickle folder (defined by the pos.ini setting ‘ASCTLOGDIR=c:\trickle’.) A

trickle file is created for each transaction. When this happens, the file name is defined as

MMDDRRTTTTT.trx where MM = month, DD = day, RR = register, and TTTTT =

transaction number.

The format of the file is illustrated in the following example:

<?xml version="1.0" encoding="UTF-8"?>

<Transaction>

<Task>CCF</Task> <ChainID>0001</ChainID> <RetailStoreID>0001</RetailStoreID> <MMDD>1127</MMDD> <WorkstationID>15</WorkstationID> <SequenceNumber>01170</SequenceNumber> <FileNumber>1</FileNumber> <LineItem>I 0000115005555005555061127120454011700010011271CAD3 11151100000100000001999 00001999 0000000 100000000000000000000000001999000</LineItem>

<LineItem>I20000115005555005555061127120454011700020011271CAD000019990000199900001999 000000000000000000000000000000000000000000000000000000000 </LineItem>

<LineItem>I60000115005555005555061127120454011700030011271CAD00000000 000019990000199900000100000000 0000000000000000000000000000</LineItem>

<LineItem>T 0000115005555005555061127120459011700040011271CAD00001999 000140 000000000160 000000000000 000000000000 000000100000000 00000000 </LineItem>

<LineItem>T20000115005555005555061127120459011700050011271CAD000000 000000 000000 000000 000000 000000 000000 000000 000000 000000 000000 000000 </LineItem>

<LineItem>TX0000115005555005555061127120459011700060011271CAD010150000001400000199900</LineItem> <LineItem>TX0000115005555005555061127120459011700070011271CAD020150000001600000199900</LineItem> <LineItem>PN0000115005555005555061127120457011700080011271CAD0100002299 00000000 00000000 0 00CAD</LineItem>

<LineItem>M 0000115005555005555061127120500011700090011271CAD370 00000000 00000000000 0</LineItem>

50


<LastFile/>

</Transaction>

In addition if the number of TLog lines exceeds 100 in one transaction, multiple *.trx files are

created with the FileNumber field containing the file number.

When this option is not selected, TLog records are written to an ASCII file (SSSSRR##.asc)

in the directory specified by the ‘ASCTLOGDIR=c:\trickle’ pos.ini setting.

� To set the number of days transaction data that is retained in the secondary POS, type the

number of days in the 2nd POS Tlog Backup field.

� To copy the SKU summary data to the upload directory for polling, click Poll SKU Summary.

SKU summary data shows the total sales for each item number.

� To copy the cashier total file to the upload directory for polling, click Poll Cashier Totals.

� To copy the department summary file to the upload directory for polling, click Poll Dept

Summary. Department data shows the total sales for each department.

� To specify the number of registers to poll, type a value in the Number of Registers to Poll

field.

� Upload XML Tlog Trickle: This option sends the xml file (created from the ASC form of

the TLog file wrapped in xml and placed in the real time trickle folder) to Transnet.

3. In the Communication Queue section, modify or select the options as required.

� Provide the Chain ID and Client ID for the conversion of Tlog records to XML format

when using the Real Time Tlog Trickle to XML feature.

Note: Use of the Log Messages parameter is recommended for debugging

purposes only as it generates an output file of considerable size. When this

parameter is selected, you should also indicate how long the log file should be

kept before it is deleted in the Keep Log File For x Days field.

Using the settings under the Sign On tab

The Sign On tab lets you set options such as the POS requirements for and response to a register being

opened for the day and a cashier’s log in.

51


To set the salesperson sign-on options for the register:

1. Click the Sign On tab on the Register Parameters Maintenance window.

2. Configure or modify any of the following options to configure sign on parameters for the register.

� To require the Salesperson to type their password when signing on, click Sign-On Password.

� To display the Open Terminal Y/N? prompt automatically when a cashier logs on to a closed

terminal, click Auto Open Terminal. The cashier must select the open terminal function

from the keyboard or menu if this option is not selected.

� To set the number of minutes that a terminal remains inactive before automatically logging off

a cashier, type the number of minutes in the Sign-Off Timeout (Min.) field.

� To verify the salesperson number against the employee file during log on, click Verify

Salesperson.

� To define the authority level that is required to unlock a POS terminal, type the authority level

number in the Lock Override Level field.

� Sign On Barcode— In order to allow cashiers to sign on to the POS by scanning a barcode

which contains their employee number and password, this option provides a list of all defined

barcodes. Click the drop-down list and select the required barcode definition.

� To allow a cashier to be logged on to more than one POS terminal at the same time, click

Multi Terminal Cashier.

� If a salesperson number does not need to be entered, click Allow Zero Salesperson. Leave

this field blank if a salesperson number must be entered.

� To open the cash drawer automatically at the start of a day, click Open Drawer @ Sign-On.

� For a list of sign on options, click the Sign-On Options drop-down list. You must choose a

prompt for salesperson number or salesperson defaults to cashier number if using the Store

Manager salesperson reporting.

� To sign the salesperson off and return to the signon screen at the end of the transaction

requiring a second higher authority signon, click Secure Mode.

52

Configuring register customer displays

� If a POS terminal has more than one cash drawer, you can assign which cash drawer a cashier

is assigned to at log on. Click Assign Cashier to Drw to prompt for a cash drawer number.

� To lock the POS terminal when the log off timeout threshold time has expired, click Auto

Signoff Locks. There must be a value in the Sign Off Time Out field in order for this feature

to be enabled.

� To require the cashier to provide a reason code if the variance between the current business

date and the previous business date is greater than a defined number of days, click Prompt for

Reason Code. Type the number of days after which the prompt should appear in the If

Business Date is More than field. Select a choice list from the drop-down list from which

the cashier should select a reason for the business date discrepancy.

Using the settings under the TLogs tab

The TLogs tab allows you to modify options which support the Tlog transmission process.

To set TLog transmission options for the register:

1. Click the TLogs tab on the Register Parameters Maintenance window.

2. Choose the required settings:

� Add Miscellaneous At End Of Transaction: When this option is checked a miscellaneous

type 37 (End of Transaction) is written to the TLog at the end of the register transaction. This

must be checked On when using returns lookup with ER, or using the real time trickle

features.

Configuring register customer displaysYou can define the messages that appear on the POS terminal customer display when not in use by

cashiers.

53


To define messages that appear on the POS terminal customer display:

1. On the Register Parameters Search window, click Customer Display.

2. Click Open.

3. Double-click a record for a specific region, or select the default region.

4. On the Customer Display window, select an option from the Type drop-down list to indicate if

the message should be fixed, scrolled, or paged. Select Fixed if the message type is fixed, otherwise

use the scroll message 1, 2, and 3 field.

5. Type the rest of the messages that you want displayed on the POS terminal in the remaining

message fields.

54

Defining a profile prompt

Defining a profile promptThis section provides information on defining a profile prompt. You can use profile prompts to

capture any information to complete a transaction, or to provide cashiers with specific information

related to the type of transaction or merchandise item in the transaction.

You can also link a profile prompt to a POS terminal key or menu, or use a profile prompt to capture

customer information such as their phone number or zip code on the POS terminal or signature

capture device (numeric capture.)

To access the Profile Prompt Maintenance window:

1. On the POS Configurations window, click the Data Capture tab.

2. Click Profile Prompts.

3. Open the profile prompt record you would like to review or modify, or click New to create a new

profile prompt record.

Tip: To save time when creating a new record with details similar to an existing

one, click Copy to make a copy of the existing record, and then reconfigure the

data fields for the new record.

To set the general options fields:

1. If the Profile Prompt is assigned to a POS menu, click the Quick Menu field and select the item

that identifies that menu.

Note: All Profile Prompts that are assigned to the same menu must share the

same menu identification number.

2. Type a description of the Profile Prompt key as it appears in the keyboard table in the Keyboard

Description field.

55


To set print options:

1. To print the Prompt message on the receipt, click the Print Prompt checkbox.

2. To print the results of the prompted inquiry on the receipt, click the Print Data checkbox.

3. To print the Prompt message on the receipt even if no results were obtained by the Prompted

inquiry, click the Print Without Data checkbox.

To set profile prompt behavior

1. To determine when to display the Profile Prompt, click the Prompt Sequence checkbox.

2. To define the prompts that ask for repeating information until the cashier presses the total key, in

the Cycle on Prompt field indicate the line number that should be returned to at the end of the

prompting sequence.

3. To determine whether or not the cashier can review the response to a Profile Prompt after it has

been entered into the system, click the Review Profile checkbox.

4. To force the system to display a prompt only once if the Profile Prompt is attached to several

functions within the transaction, click the Multi-Prompt checkbox.

Note: The Hash Count checkbox is not currently in use.

To set the prompt lines fields:

1. In the Profile Prompt Maintenance window, click the Prompt Lines tab.

2. To set the text of the Profile Prompt that is displayed on the POS terminal, type the text in the

Prompt Line field. Fifteen prompts can be defined for each prompt ID.

3. To define the minimum length of the required response, type the value in the Min field. A value of

zero indicates that a response is optional.

4. To define the maximum length of the required response, type the value in the Max field. A value

of zero indicates that no data entry is required.

56

Defining a profile prompt

Note: When defining a profile prompt for customer information captured on a

signature capture device, the input length limitations of the device will override

the input length defined in the profile prompt maintenance.

5. To ensure that the correct information is captured and that the formatting of information remains

constant, set a Mask Type. If you have defined a Mask Type choice list with more than 14

choices, they will not display in this drop-down list until a new Edit Mask with a number between

115 and 199 is created. Ensure that the last 2 digits of the new Edit Mask is the Choice list

number. For information about the Edit Mask, see “Configuring customer information security

parameters” on page 281. For information about Choice Lists, see “Configuring multiple-choice

display options” on page 59.

To create a profile prompt for capturing customer information such as their phone number or zip

code on a signature capture device, you will need to set prefixes which identify the captured

information in the Tlog. For example, use the prefix SP to capture a customer phone number and

the prefix SZ to capture a zip code. The SP prefix should be further defined as a Validation Mask

Type 11 (Validate phone number without the () -). The SZ prefix should be defined as a Validation

Mask Type 13 (Validate Numeric Value.)

6. If the prompt cycles, to add the results of a Profile Prompt that requires a numerical response,

click the Sum checkbox.

7. If the prompt cycles, to count the Profile Prompt response, click the Count checkbox. This

function is only activated when the field is checked.


57


Using profile prompts to mask credit card numbers

When a credit card number is obtained through a profile prompt, you can mask the card number and

prevent it from printing by setting parameters in the Profile Prompt Maintenance window, and the

Bank Card Maintenance window in the Configurator. When a cashier is prompted at the POS terminal

to request a customer’s credit card number that would subsequently be printed on the receipt, the card

number can be hidden for a specified tender type, such as an in-store type credit card. The credit card

number is masked only for the store receipt and customer receipt. The number is not masked in the

electronic journal, screen display, slip printing or the TLog.

To prevent a credit card number from printing on the receipt:

� Create a profile prompt where the Mask Type value is set to Tender Mask and equals 20. For

instructions on creating profile prompts, see “Defining a profile prompt” on page 55

� Define the mask string in the Bank Card Maintenance window

To define the mask string:

1. On the Main Menu window, click Transaction Functions.

2. Click Tender.

3. Click Bank Card Setup.

4. Click New to create a new bank card tender, or click Open to open an existing one.

5. Click the Tender drop-down list and select a Tender ID from the list.

6. Click the # of Digits on the Bank Card field and type the number of digits on the card.

7. Click the Print bank Card # on drop-down list and select where the card number is to print.

8. Type a character, such as the pound (#) sign, in the Print Digit Character field.

9. Type a character, such as the @ sign, in the Mask Digit Character field.

10. Click the Mask String field and type the string of characters that will print instead of the card

number.


58

Configuring multiple-choice display options

Configuring multiple-choice display optionsThis section provides information about the fields used to define choices. Choice options can be

assigned to various functions to provide cashiers with a list of options at the POS thereby reducing the

need to manually input data for transactions involving discounts, price overrides, or returns.

To access the Choice Maintenance window:


2. Click Choices.

3. Open the Choice description you want to review or modify, or click New to create a new choice.

To set choice fields:

1. To allow the cashier to select multiple choices for a profile prompt, click the Partial Flag. This

feature determines if the response for the profile prompt is complete once the cashier makes a

choice. If this checkbox is checked, the choice selected for the response to the profile prompt is

only partially complete. Therefore, once the cashier makes a choice, they can continue to make

other choices or append the one they made

2. Type a description (for example, Wrong Size) in the Description field.

3. To link multiple choice lists together or to link choice lists to profile prompts, type the choice list

or profile prompt identification in the Link ID field. Choice list identifications represent the

choice lists that you have already defined. Profile Prompt identifications represent the profile

prompts that you have already defined.

Tip: You must choose the same option from the Link Type drop-down list as

the type of identification that you type in the Link ID field. For example, if you

enter a profile prompt identification in the Link ID field, then you must choose

Profile Prompt from the Link Type drop-down list.

4. To link the choice list that you are currently defining to another choice list or a profile prompt,

click the Link Type drop-down list and choose an option.

5. If you require the cashier to return to the previous menu once they have selected a choice, click

Exit at Entry.

6. Define what you want to appear as the choice for the response to the profile prompt, and type this

choice into the Data field. If this field is left blank, then choice Description appears as the choice

for the response to the profile prompt. For example, if you want to use state abbreviations to

appear as the choices, you would type NY in the Data field and New York in the Description field.


59


Configuring print optionsYou can configure your POS to print various forms of information or messages.

Printing policies

You can use the Policy Maintenance parameters to print company policies, headers, or trailers on

customer receipts. You can also have the POS display specific text on the transaction screen. Text

defined through Policy Maintenance can be linked to tenders, non-merchandise items, pending

transactions or manager functions. You can enter up to fifteen lines of text per policy.

Note: For information on setting receipt logo options, see “Printing receipt logos” on page 63.

To access the Policy Maintenance window:


2. Click Policy.

3. Open the Policy Description record you want to review or modify, or click New to create a new

policy record.

To define output options:

Output options determine where and when a policy is displayed. Signature lines can be used to print

any type of message at the bottom of a receipt.

Note: A policy can only be displayed in one place at a time.

1. If you do not want a policy to display anywhere, click the None radio button.

60

Configuring print options

2. To display a policy on the POS terminal, click the Screen radio button.

3. To display a policy on the signature capture device, click the Signature Capture radio button.

4. To print a policy on the customer’s receipt, click Customer Receipt.

5. To print a policy on the store’s receipt, click Store Receipt.

6. To print a policy on the tender receipt after every tender that is used, click Tender Receipt. For

example, if a customer pays with more than one type of tender (for example, two different credit

cards), a policy is printed for each payment. The customer can then sign for each credit card

payment. This field is used in conjunction with Split Tender on the General tab of the Tender

Setup Maintenance window. For information on Tender Setup, see “Setting up tenders” on

page 107.

7. To print a policy on a separate receipt, click Separate Receipt.

8. To define when a policy is displayed, click the Policy Display Timing drop-down list and choose

a timing option.

9. To display instructions to the cashier on how to proceed once a policy is displayed, click the

Policy Display Confirmation drop-down list and choose a confirmation option.

To set the signature line display options:

Signature line options are defined on the Print Lines Maintenance window in the Data Capture tab.

To select signature lines:

1. To determine the messages that you want printed on the bottom of the receipt, click Signature

Line 1 and choose a message from the drop-down lists. Repeat for each additional signature line

message required.

2. When multiple messages are linked together, a blank line is automatically inserted in between the

messages. If you do not want a blank line inserted between the printed messages, click Suppress

Initial Line Feed.

3. To choose a predefined policy and link it to the policy that you are currently defining, click the

Linked Policy ID drop-down list and choose another policy.

4. Proceed to entering the policy text.

61


To enter the policy text:

Lines 1 through 15 on the Policy Lines tab contain the policy text that applies to the policy description.

For example, stores have specific company policies regarding returns, refunds and exchanges, and

layaways.

1. In the Policy Maintenance window, click the Policy Lines tab.

2. In Lines 1 through 15, type the text that defines the policy that is printed on the receipt.

You can also enter the following special characters that control printing and allow values to be

embedded into the receipt (for example, store number and register number):

%nD: Date (n=date format)

%nT: Time enter (n=time format)

%N: Store Name

%I: Store Number

%S: Translation Sequence Number

%R: Terminal Number

%A: Automatically Generated Reference Number

%K: Print Line Using Special Control Characters

%Lx: Reward Amount For Loyalty Program x

%V: Authorization Post Void Card Number

3. Click Save and Close.

62

Configuring print options

Printing receipt logos

Receipt logos consist of data which is printed in the header and trailer sections of the receipt. The data

can be information on the store, seasonal greetings or promotional notices. Receipt logos are defined

in the Register Parameters Maintenance wi.ndow.

For information on printing policy information on receipts using the Policy Maintenance window, see

“Printing recipes on receipts” on page 64.

To define and modify the header or trailer printed on the receipt:



3. In the Register Parameters Search window, click the Receipt Logos radio button.

4. Double-click a record for a specific region, or click Open to modify the default region.

5. Type the information that you want printed on the header of the receipt, in the Header fields (for

example, your company name and address).

You can also enter the following special characters that control printing and allow values to be

embedded into the receipt (for example, store number and register number):

%nD: Date (n=date format)

%nT: Time enter (n=time format)

%N: Store Name

%I: Store Number

%S: Translation Sequence Number

%R: Terminal Number

%A: Automatically Generated Reference Number

%K: Print Line Using Special Control Characters

%Lx: Reward Amount For Loyalty Program x

%V: Authorization Post Void Card Number

6. Type the information that you want printed on the footer of the receipt, in the Trailer fields (for

example, a greeting, or a promotion notice). The same special characters can be entered in the

Trailer fields as in the Header fields described above.

To print the logo on the receipt:

1. Create a bitmap called rcptlogo.bmp of the logo that you want to print on the receipt, and save it

in the Parm directory in the XPress Server.

2. In the Confugurator on the POS Configurations window, click the Terminal tab.


4. In the Register Parameters Search window, click the Register Parameters radio button.

5. Click New or Open.

6. To enable logo printing and determine the location on the receipt on which the logo is printed,

select an option from the Graphics drop-down list in the Receipt Options section of the window.

7. Click Save, and then Close.

63


Printing recipes on receipts

Printing recipes on receipts is a feature developed to support an in-store marketing program where

customers can request a hard copy of recipes displayed in the store to be printed on their transaction

receipt. All they need is the recipe number which appeared with the recipe.

To set up the POS to print recipes, a new manager code 500 must be defined to invoke recipe printing,

then the recipes must be entered into the database through the Policy Maintenance option of the

Configurator. For further information on creating a new manager code function see “Configuring

Manager/POS functions” on page 72. This feature may have already been hard coded into the

database prior to your installation. If not, you will need to set up manager code 500 first.

A series of policy numbers from 300 to 999 have been reserved for recipe printing.

Note: Because the process of inputting recipes manually through signature lines in the Policy

Maintenance option can be time consuming, an automated procedure can be developed to import

recipes to the database. This is not a regular user function. Please consult your Triversity technical

analyst for further information.

To configure the POS to print recipes:


2. Click Policy.

3. Click New.

4. Type the recipe code in the Policy ID field. The first recipe should begin at number 301.

5. Type the recipe name in the Policy Description field.

6. Click Screen.

7. Click Customer Receipt.

8. Select When Triggered in the Policy Display Timing drop-down list.

9. Select Allow Accept/Reject in the Policy Display Confirmation drop-down list.

10. Click Policy Lines.

11. Beginning on Line 1 type the recipe.

12. Click Save and then click Close.

64

Configuring generic print criteria

Configuring generic print criteriaTransactionware provides a feature called generic printing which allows you to define specifications for

custom printing at the POS. You can reorganize transaction information, add additional text, or group

specific items on the receipt according to your needs. For example, you can group negative sale items

(returns or exchanges) at the top of the receipt and regular sale items at the bottom of the receipt. You

can also define a trigger to print a special document such as a coupon at a specific point during the

transaction such as when a certain item is sold or when a specific tender is used. You can also specify a

different output format for the information such as whether it should be printed on the receipt printer,

the journal printer, or even printed to a file.

The generic print feature also provides functionality to link a print document to multiple departments

or categories through criteria configuration. For example, you can configure rules to track when a

customer has purchased a specific, defined series of items to qualify for a discount coupon for another

product. For more information on using the criteria configuration options, see “Linking a document to

multiple departments or categories” on page 69.

The generic print criteria allow you to:

� Define where or how a specified document should be printed

� Change the print format of each transaction type

� Design the layout and determine the information that needs to be printed for a specific document

� Change the printing order of various elements printed in a specific document

To completely define the generic printing criteria for a specified document, you will need to set

parameters in each of the following categories under the Generic Print icon.

� Physical Properties: These allow you to define document properties such as the print destination

(receipt, slip or file), the form type, and the page setup format.

� Processing Rules: These allow you to create rules which handle the print job and control details

such as when the printing should begin, the print priority of the document and the number of

copies to print.

� Document Maintenance: These create the document and allow you to link it to its various

components.

� Link Documents: These allow you to link a document definition to any transaction components

required to trigger the print job. Any of these may trigger special printing: the transaction type, a

manager/POS function, a tender item, a non-merchandise item, a department or a discount.

Assumptions and required information

These procedures assume that:

� The Configurator application is running.

� There are no existing regular print criteria defined for this tender or regular sale set.

� The cash tender is defined.

65


Before you begin to configure generic print criteria, you will need to have the following information

available:

� The type of document to set up (for example, receipt)

� Information required on the document (for example, store number, transaction number, price,

taxes)

� The print priority level and the number of copies to print

� How the print function should be triggered (for example, whenever the transaction tender is cash)

Defining generic printing criteria

To define generic print criteria, do the following:

� Define the physical properties and processing rules for the document (for example, cash receipt)

� Create the cash receipt by:

� Making the Standard Selection Library active

� Creating the cash receipt document

� Defining the elements to print on the cash receipt

� Apply the physical properties and processing rules to the cash receipt

� Link the cash receipt document to the cash tender

Note: These procedures show the cash tender receipt as an example. The same procedures can also be

applied to other forms of tender.

Defining a cash tender receipt

To set up the physical properties for the cash receipt:

1. In the POS Configurations window click the Transaction Functions tab.

2. Click Generic Printing.

3. Click Physical Properties.

4. Click New.

5. The system will provide the next sequential number for this definition.

6. Type as much of the description “Cash Receipt Properties” as the field width allows in the Media

Description field.

7. Click the Print Destination drop-down menu and select Receipt.

8. Click Save.

9. Click Close.

10. Click Close again.

Note: Receipts and paper journals have standard layouts and cannot be customized.

To set up the processing rules for the cash receipt:

1. In the Generic Printing window click Processing Rules.

2. Click New.

3. Type the description “Cash Receipt Rules” into the Description field.

66


4. Type 2 in the Copies field.

5. Type 1 in the Priority field.

6. Click Save.

7. Click Close.

Creating the cash receipt document

Before you create the print document, be sure that you defined the physical properties and processing

rules for the cash receipt.

Note: You must make the Standard Selection library active. Only the documents created in the

Standard Selection library can be linked to a transaction, tender or department.

To make the Standard Selection Library active:

1. In the Generic Printing window, click Document Maintenance.

2. Right-click Standard Selection and select Set Active Library from the pop-up menu. A yellow

mark appears on the Standard Selection icon.

The Standard Selection library is now active. You can now create the cash receipt document.

To create the cash receipt document:

1. With the Document Maintenance window open, click on the Standard Selection Library.

2. Right-click the Standard Selection Library and select Insert Item from the pop-up menu. A New

Item is added to the bottom of the document hierarchy.

3. Rename the New Item by right-clicking on New Item and selecting Rename from the pop-up

menu.

4. Type Cash Receipt.

5. Click on the Item Type drop-down box in the lower right pane of the window and select

Document.

You have created the cash receipt document. You can now determine the items that should be

printed on the cash receipt.

To define items to print on the cash receipt:

1. With the Document Maintenance menu open, right-click on Cash Receipt and select Insert

Item from the pop-up menu.

2. Right-click on the New Item, select Rename from the pop-up menu and type Cash Receipt

Elements.

3. Click on the Item Type drop-down box and select Document Element. The More button on

the bottom of the window has been activated.

4. Click More. The Print Code (drag and drop) window opens.

5. Click Standard Receipt from the list of print code options.

6. Drag and drop Standard Receipt print code into the bottom right pane of the Document

Maintenance window.

7. In the Print Code drag and drop window, click Close.

8. Click Save.

9. Click Close.

67


Applying the physical properties and processing rules

After defining the elements to print on the cash receipt, you must apply the physical properties and

processing rules for the cash receipt document.

To apply the physical properties and processing rules:

1. In the Generic Print window, click Document Maintenance.

2. Open up the Standard Selection Library by double clicking on Standard Selection.

3. Right-click on Cash Receipt and select Insert Item from the pop-up menu. A New Item is

added to the bottom of the Cash Receipt file structure.

4. Click on the New Item.

5. Click on the Item Type drop-down box and select Physical Property.

6. Select Cash Receipt Properties. The New Item is renamed to Cash Receipt Properties. The cash

receipt physical properties are now applied to the cash receipt.

7. Right-click on Cash Receipt and select Insert Item from the pop-up menu.

8. Click on the New Item.

9. Click on the Item Type drop-down menu and select Processing Rules.

10. Select Cash Receipt Rules. The New Item is renamed to Cash Receipt Rules. The cash receipt

processing rules are now applied to the cash receipt.

11. Click Save.

12. Click Close.

Linking the document to cash tender

After creating the cash receipt document and applying all of its parameters, you must link this

document to the cash tender.

To link the document to the cash tender:

1. In the Generic Print window, click Link Document.

2. Click New.

3. Click on the Document drop-down menu and select Cash Receipt.

4. Click the Link Type drop-down menu and select Tender.

5. Click on the Link Code drop-down menu and select Cash.

6. Click Save.

7. Click Close.



The cash receipt and all of its parameters are now linked to the cash tender.

Note: For this function to work, you must Convert and Apply all modified files to the Xpress Server.

From there they can be copied down to the POS terminal.

68


Linking a document to multiple departments or categories

You can configure a print document to be triggered across several departments or categories of

merchandise by linking it to a configuration criteria definition.

Each criteria configuration definition provides inclusion and exclusion rules that allow you to identify

items which must be present in the transaction for the print document to be triggered. The definition

also provides an option to define a minimum number of items of a series of items that must be present

to qualify for the print document.

How criteria configuration for a generic print document works

As an item is entered at the POS, the POS checks if that item matches any items in existing inclusion or

exclusion rules defined in a criteria configuration definition. An item will not be considered a match if

it is identified by more than one rule or if a previous item has already met the same rule. If the item is

considered a match, the POS adds the matched rule ID and the item ID to the list of items that satisfy

the criteria configuration rule, and increments the number of matched rules towards qualification for

the print document.

The number of matched rules for the document is then compared with the value of the minimum

number of rules to meet in the criteria configuration definition. If the number of matched rules is

greater than or equal to the value of the minimum number of rules required, the linked generic printing

document is generated.

In addition, the Item Void manager code function is also linked into the Generic Printing functionality.

Whenever an item is voided during a transaction, the POS looks through the Generic Printing

document – Criteria Configuration cross-reference list and searches for the item in each document’s list

of items that satisfy the criteria configuration definition linked to the document. If the item is found in

the list, the POS removes the item ID and its matched rule ID from the list and decreases the number

of matched rules for the document.

After you create a criteria configuration definition, you will need to add it to the Link Documents list

of the generic print component to activate this functionality.

To access the criteria configuration function:

1. In the POS Configurations window click Transaction Functions.

2. Click Criteria Configuration.

3. Click New to create a new definition, or to make a change to an existing definition, click Open

and select the definition to be changed from the list.

69


4. To create a new definition, enter a numeric value in the ID field.

5. Enter a description that will identify the definition in the Description field.

6. In the Include/Exclude ID drop-down list, select the inclusion/exclusion definition which

defines the series of items required to qualify for the generic print document.

7. In the Minimum number of rules to meet field, enter a value to define the minimum number of

defined items required to generate the print document.

8. In the Threshold Amount field, enter a value for an amount that must be attained to generate the

print document.


Note: After you have completed creating a criteria configuration definition,

you must add it to the Link Documents list of the generic print component. For

information on adding a definition to this list, see the sample procedures under

“Linking the document to cash tender” on page 68.

Printing documents for controlled inventory

This feature was created for retailers with a requirement to control the sale of specific products such as

alcohol. The transport permit is an example of a document which is automatically printed when a

licensee sale is completed, or when certain conditions are present in a regular sale. The conditions may

be related to the total volume of alcohol being purchased. The transport permit information is usually

printed at the bottom of the receipt after the transaction item details.

Although the generic printing feature generates the controlled inventory transport document, settings

which invoke the transport document printing are configured directly in the POS.INI file.

Printing threshold triggered documents

Transportation permits can be required in some states with laws governing the transportation of

controlled inventory products. The POS can be configured to automatically print a form when a

threshold amount is reached during a POS transaction. The threshold value can be based on any or all

of quantity sold, total size (volume or weight), or total sale dollar value.

Configuring automatically generated reference numbersAutomatically generated reference numbers are used to define how reference numbers for a particular

item or transaction are generated. These reference numbers are sequences of numbers that are printed

on a receipt or a tender such as a voucher.

Reference numbers can be used for tenders, non-merchandise transactions or user-defined

transactions. You can use reference numbers for such things as tracking or for encrypting prices that

are printed on receipts or credit notes. They can be generated locally by the POS terminal or by the

server.

The Auto Generate Reference Number window is divided into two tabs. Each tab contains fields that

you edit to customize your auto generate reference number.

To access the Auto Generate Reference Maintenance window:


70

Configuring automatically generated reference numbers

2. Click Auto Generate Reference.

To create an automatically generated reference number, you may have to set parameters in other

windows first. You must determine which options are required, depending on your original

configuration and complete the settings before you define the auto generate reference number. For

example, if you want a portion or all of the auto generate reference number encrypted on a receipt, you

must setup the parameters for the encryption in the Encryption window first.

The General tab on the Auto Generate Reference Maintenance window defines the Mask, Check Digit

and Encryption parameters.

To use the customer number as the reference number:

� If you are using the customer number from the customer database profile as the reference

number, click Customer # Used as a Reference #.

To configure the auto generate reference number mask:

1. In the Mask field, type the symbols that you want to use in the reference number. Type the

symbols in the order in which you want them to appear on the receipt or tender.

The symbols represent the sequence number, amount, store number and terminal number that are

used as the auto generate reference number.

2. Type the number of digits that can be used for the sequence number in the Sequence Number

Length field. The sequence number represents the number of times that this item or transaction

has been entered at the POS terminal. The sequence number increases by 1 every time this item or

transaction type is entered at the POS terminal. If you enter 1, the sequence number can only be 1

to 9. If you enter 3, the sequence number can be 1-999.

3. To determine the number of digits that you can use for the amount, type the number of digits in

the Amount field. Remember that this includes the cents (i.e., 6=$$$$.¢¢).

71


4. To determine the number of digits that is used for the store number, type the number in the Store

Number field (maximum 4 digits).

5. To determine the number of digits that is used for the terminal number, type the number in the

Terminal Number field (maximum 2 digits).

6. Click Generate Sequence # From Server to generate the number from the server. Clear this

checkbox to generate the number from the POS terminal. Generating the sequence number from

the server ensures that the number is unique within the store.

7. Type the value of the range that you want to use for the sequence number in the Start Position

field. The start value equals the minimum sequence number.

Tip: Start and End positions determine part of the reference number that the

check digit is calculated on.

8. Enter the value of the range that you want to use for the sequence number in the End Position

field. The end value equals the maximum sequence number.

To set the check digit parameter:

� If a check digit scheme is used for this auto generate reference number, click on the Check Digit

drop-down list and select an option.

To define encryption option:

� To determine which encryption is used for the auto generate reference number, click on the

Encryption drop-down box for a list of options.

To define the print information for an auto generated reference number:

1. Click the Print Options tab on the Auto Generate Reference Maintenance window.

The Print Character In Reference # fields (1 to 10) determines how the auto generate

reference number is printed. You can also print characters within the auto generate reference

number.

2. Type the position of the last number that you want to print before the character you want printed.

For example, if you enter 3 in the first position field, and a hyphen in the first character field, the

pattern is as follows: 123-.

If you enter 8 in the second position field and a * in the second character field, the pattern

continues as follows: 123-456787*. The characters are not included when you calculate the

position.

Configuring Manager/POS functionsThis section provides information on how to set manger and POS functions. Manager functions are

administrative functions or POS terminal functions that can be performed at the POS. A manager

code and be followed by a prompt such as “Proceed Y/N?” where this is necessary.

Note: To create a user-defined transaction you may be required to set up other tables first. You must

determine the tables required and complete them before you configure the Manager/POS settings.

Once the tables are created you can link to them in a user-defined transaction definition.

To access the Manager/POS Function Maintenance window:

1. On the POS Configurations window, click the Transaction Functions Tab.

72

Configuring Manager/POS functions

2. Click Manager/POS Functions.

3. Click New to create a new function, or click Open to modify an existing one.

The General tab is used for defining and modifying the basic information for the Manager/POS

Function. Each manager function can be identified by a number (code). Manager codes 501-599

are reserved for user-defined transactions (UDT); the user-defined transaction ID number should

correspond to the manager code. For example, 501 is reserved for UDT ID 1 and 512 is reserved

for UDT ID 12.

Defining manager codes

To define a manager code:

1. Click the General tab on the Manager/POS Functions Maintenance window.

2. Click the Code field and type a unique number to represent the manager code that will be used at

the POS terminal.

3. Click the Description field and type a description, up to 20 characters in length, of the function

that the code is to perform.

Using the General tab options1. To edit the keyboard description, type a description of the manager code in the Keyboard

Description field. The first 7 letters of a manager code description are used for the keyboard

description.

The description appears on a keyboard key when the manager code is attached to a keyboard. For

information on keyboards, see “Defining a keyboard” on page 29.

2. To add a manager function to a quick menu, select a quick menu option from the Quick Menu

drop-down list. Leave this field blank if you are using standard menus. For information on

standard menus, see “Configuring standard menus” on page 31.

73


3. To link manager codes to other manager codes, click the Link Manager Code drop-down list and

choose an option from the list. Existing manager codes can be set to run in conjunction with the

Manager/POS function being created. For example, you can link the existing no sale manager

code (201) to a newly created manager code for a raincheck.

4. To attach the total key to the POS function, click the End Of Transaction Keyboard

Description drop-down list and select the function that you want attached to the total key. The

function is performed when the cashier presses the total key at the end of a transaction.

5. To set the identification number of an option that is attached to the total key, type the

identification number for the function in the End Of Transaction Keyboard ID field. If you

attach a profile prompt to the total key, the identification number represents which profile prompt

you want to use.

To define the security options:

Keys, passwords, manager overrides, and authority levels are used to control the access to certain

manager functions.

1. If a supervisor key is required to perform a manager function, click Supervisor Required. The

supervisor’s key must be turned to the S position on the POS terminal to complete this manager

function.

2. To password protect a manager function, click Password Required. The manager function can

not be performed without entering a password. Passwords are assigned during Cashier Log In at

the POS terminal or Back Office application and also in the employee file in the Configurator.

3. To allow manager overrides, click Allow Manager Override. The Supervisor Override (HALO)

key can be used to override values generated by this Manager/POS function. For example, a

supervisor may want to override a date or a price that is generated by this Manager/POS function.

4. To force the sign on of another cashier with the appropriate level of authority or a manager in

order to complete the selected task or function, click Dual Sign On.

5. To set a secure mode for the selected task or function, click Secure Mode. This feature signs the

user off and returns to the signon screen at the end of the transaction.

6. To set an authority level, type an authority level from 1 to 5 in the Authority Level field. Enter 0

if no authority level is required. Authority levels can be set so that only cashiers who meet or

exceed the minimum required authority level are able to perform the manager function. Authority

levels are assigned to cashiers in the employee file or at the POS during Cashier Log In.

To set the credit service option:

� To determine when a credit service is dialed, select a timing option from the Use PreDial Strobes

drop-down list.

Using the Print Options tab

You can set use the Print Options tab’s printer options to control the quantity and timing of receipt

printing, control headers and footers printed on the receipt, and set validation options (data printed on

the reverse side of a form or check). To configure the payment schedules, payment breakdowns, and

breakout payments to print on the customer’s receipt, see “Using the Print Options tab” on page 74.

74


To set the receipt printer options:

1. In the Manager/POS Function Maintenance window, click the Print Options tab.

2. To print a receipt when a manager function is performed, click Print Receipt.

3. If a second printed receipt is required, click Dual Receipt.

4. To delay receipt printing, click Buffer Receipt Printing. The receipt is printed when the

transaction is finished.

5. You can set a threshold amount so that a receipt is printed only when the item transaction amount

is greater than or equal to the receipt threshold amount. If a printed receipt is required when a set

dollar value is reached or exceeded, type the dollar value that will trigger receipt printing, in the

Threshold field. A value of zero indicates that a receipt is printed for every transaction.

6. To determine which headers and trailers are printed on a receipt, click the Print Control

drop-down list and select a print option. Which headers and trailers are printed on the receipt can

be controlled. Headers and trailers are configured in the Register Parameters table under Receipt

Logo. Receipt Logo is selected from the Register Parameter search window. For information on

register parameters, see “Configuring the register parameters” on page 39.

7. To specify the transaction barcode printing behavior, select an option from the Trans Barcode

drop-down list.

8. To specify the item barcode printing behavior, select an option from the Item Barcode

drop-down list.

To set the validation printer options:

1. To double the width of printing during validation, click Expand Validation Amount.

2. To define the number of lines to advance before printing begins during validation, type the

number of lines in the Validate Advance field. A value of zero indicates that validation printing

begins on the first line of the form.

3. To determine the symbol that represents a negative amount on a receipt, type the symbol in the

Sign Character For Negative Amount field.

75


4. To identify the fiscal printer if being used, type the fiscal printer number in the Fiscal Board

Number field.

To set the slip printer options:

Slip printing prints a transaction receipt on a paper form.

1. Click Print Slip.

2. To delay slip printing until after a transaction is complete, click Buffer Slip. Leave this checkbox

blank if you want the slip to print as the sale is being entered.

3. If a printed slip is required when a set dollar value is reached or exceeded, type the dollar value that

will trigger slip receipt printing in the Threshold field. A value of zero indicates that a slip is

printed for every transaction.

4. To determine which headers and trailers are printed on a receipt, select a print option from the

Print Control drop-down list. Headers and trailers are configured in the Register Parameters table

under Receipt Logo. Receipt Logo is selected from the Register Parameter search window.

5. To determine how many lines to advance before slip printing begins, type the number of lines in

the No Of Lines To Advance field. A value of zero indicates that slip printing begins on the first

line of the form.

6. To set the number of lines to print before beginning to print another form, type the number of

lines in the No Of Lines To Print field.

7. To set the number of spaces to indent before beginning to print on the slip, type the number of

spaces in the Indent Spaces field.

To determine which signature, policy, and validation lines are printed on a receipt:

These fields define the signature lines, a user-defined policy, and validation messages that are printed

on a receipt.

1. Click each Signature Lines drop-down list and select the lines that you want printed. A

description for each signature line is defined on the Print Line Maintenance window in Data

Capture.

2. To print a user-defined policy on the bottom of a receipt in addition to the trailer, click the Policy

Line drop-down list and select a policy option. Up to fifteen lines of text can be defined in the

Policy table.

3. To print validation messages on the reverse of a form, slip or check, click on each Validation

Lines drop-down list and select a print line option. Validation messages are defined on the Print

Line Maintenance window in Data Capture.

To print payment schedules, payment break downs, and breakout payments on the customer’s receipt:

You can set receipt printing to print a customer’s payment schedule information on their receipt.

Payment schedules consist of up to seven payment dates at defined intervals.


2. Click Payment Schedule.

76


3. Click Open to view a schedule, or click New to create a new schedule.

1

4. Click the Break Out Payments checkbox to show the payment due dates on the POS terminal.

5. To print the payment schedule on the customer’s receipt, click the Print Payment Schedule

checkbox.

6. In the Show Payments Break Down drop-down list, select the option that represents which

receipts you want the payment schedule printed on (for example, the store copy, customer copy,

tender copy, or all copies). If you select the default, None, the payments break down will not print

on the receipt.

77


Using the Data Capture tab options

To define and modify the data to be captured for the Manager/POS function, complete the Customer

Database, Choice Type, and Profile Prompt sections of the Data Capture tab in the Manager/POS

Functions Maintenance window.

To configure the customer database options:

1. To define which customer database profile is used for this manager function, select an option

from the Customer Database Profile drop-down list.

2. To set the identification number of a record created in the Item Entry Control table, type the

identification number of the item entry record used to validate a customer number, in the Item

Entry ID field. The criteria for item entry is used to validate the customer number. If the criteria

in the item entry record matches the customer number, then the record is written to the

transaction log. If the criteria does not match, no record is written.

To select the choice type:

� To choose which choice list is displayed when a manager function is selected, select the choice list

from the Choice Type drop-down list. A choice list allows the cashier to select a choice from a

predefined list instead of entering data. A list of choices is defined for each choice type in the

Choice table. Choice Type 99 can be added to any manager function to display the confirmation

prompt Proceed Y/N? (for example, End of Day, Exit POS).

To select a profile prompt:

� To select a profile prompt, select an option from the Profile Prompt drop-down list. The system

displays the associated message for the profile prompt when the Manager/POS function key is

selected.

78

Defining terminal exception and error responses

Defining terminal exception and error responsesThis feature maintains a list of errors (or exceptions) which may occur during a store open or store

close process, and allows you to define corresponding responses for each error. When a listed

exception occurs, the corresponding response is performed automatically by the system.

To set terminal exception and response information:

1. On the POS Configurations window, click the Terminal tab, and then click Exception/

Response. The Exception/Response Maintenance window appears.

2. For each exception listed, select the desired response from the corresponding Response

drop-down list.


79


80

Configuring and Managing PLUs

This section provides information on the many features related to Price Look-Ups (PLUs). The Price

Look Up or PLU number refers to the number assigned to a product to identify it for pricing purposes.

The PLU file is used to configure options that control how a PLU is handled at the POS terminal.

Once PLUs have been created, you can configure parameters such as linking and cross referencing

PLUs. You can also set up barcodes and tare weights.

Due to the large number of features affecting PLUs, the PLU tab accessed in the POS Configuration

window is divided into sixteen tables that allow you to set up item pricing and grouping configurations

for the POS terminal.


� Setting up, managing, and modifying PLUs

� Configuring pricing parameters for PLUs

� Linking PLUs to each other, barcodes, and functions

To access the PLU Price Management tables:

� On the POS Configurations window, click the PLU tab.

WARNING! This function should not be used in live implementations. It should only be used for

demonstration, testing, or training purposes.

81


Configuring PLUsThe PLU Configuration Maintenance window contains fields that you use to build the P LU file.You

can:

� Create a new PLU

� Modify current PLU code settings

� Activate special features available for PLU codes.

To access the PLU Configuration Maintenance window:

1. On the POS Configurations window, click the PLU tab.

2. Click PLU Configuration.

3. To create a new PLU, click New and set the applicable parameters.

To define and modify PLU configurations:


2. Click PLU Configuration.

3. Double-click the PLU you want to configure, or click New to create a new PLU.

4. To define the type of PLU being used at the POS, and the format used to store the PLU number,

click the PLU Type drop-down list and choose an option.

5. To define the length of the PLU number, type a number in the PLU Length field that represents

the maximum number of characters. Ensure that the number in this field is supported by the

selection in the PLU Type field.

6. To include the department class in the PLU file, click Dept/Class.

7. To set the number of characters allowed for the PLU description, type a number in the

Description field. The description is entered in the PLU file.

8. To include a secondary description of the PLU, click Include Secondary Description. The

secondary PLU description is entered in the PLU file.

82

Configuring PLUs

9. To set the number of characters allowed for the secondary PLU description, type a number in the

Secondary Description field. The description is entered in the PLU file.

10. If separate quantity pricing is part of the PLU file, click Quantity Pricing.

11. If additional prompts can be attached to PLUs, click Item Prompt.

12. To include itemizers as part of the PLU file, click Itemizer.

13. To include a quantity description in the PLU file, click Qty Description.

14. If leading zeros are significant, click Leading Zeros. This feature is only used for the second and

third PLU option types.

15. To maintain the cost of an item in the PLU field, click Cost.

16. To indicate that the loyalty program identification is stored in the B-tree PLU database, click

Include Loyalty ID.

17. If you want mix match pricing in the PLU file, click Mix Match.

18. To include a flag for link items in the PLU file (that is, package deals), click Link Item.

19. If dated promotions are part of the PLU file, click Promotions.

20. To include a vendor field in the PLU file, click Vendor.

21. To link a group of products together for discount purposes, click Family Code. Discounts can be

setup for products with the same family code.

22. If weights are part of the PLU file, click Tare Weight.

23. To include limited quantity in the PLU file, click Limited Quantity.

24. To allow PLU items to be cross referenced into package PLUs, click Package Quantity.

25. To store the supplemental length in the B-tree PLU database, click Supplemental Length.

26. If you require a SKU to be case-sensitive, click Case Sensitive SKU. If a cashier searches for a

SKU that is not case-sensitive, then they will find it regardless of the case.

27. To maintain the retail price in the PLU file, click Retail Price.

28. To maintain the manufacturer’s suggested retail price in the PLU file, click Sug. Retail Price.

29. To allow multiple mix matches to be included in the PLU file, click Multiple Mix Match > 1.

30. If level pricing is part of the PLU file, click Level Pricing.

31. To determine the number of user flags required to group items, type the number in the # of User

Flags field.

32. If sell quantity for an item is maintained in the PLU file, click Sell Quantity.

33. To include automatic discounts in the PLU file, click Auto Discount.

34. For products with a shelf-life, (or seasonal merchandise) and an expiry date, click Expire Date to

include an expiry date in the PLU file.

35. To allow cross reference pricing, click Use XRef Pricing.

36. To search the cross reference file first and then search the PLU file second, click Search XRef

Pricing First.

37. Click Save, an then click Close.

83


Configuring PLU pricing parametersPLU pricing is setup in both the General and Additional Information tabs of the PLU Maintenance

window.

Fields and checkboxes for PLU pricing are also configured in the following windows:

� Item Entry Maintenance

� User Defined Transaction Maintenance

� Register Parameters Maintenance

Using the PLU Maintenance and other windows, you can set pricing parameters, apply taxes, and set

user and control flags to create groups of PLUs, for example for special promotion purposes such as

‘back to school’ specials.

The PLU Maintenance window is divided into three tabs:

� General: This tab contains fields used to define parameters for PLU pricing, such as:

� SKU, UPC, bar code, item, or product number for pricing

� PLU description that prints on the customer’s receipt

� Items assigned to departments

� Item quantities, prices, auto discounts, pending transactions, and returns

� Mix/Match policies

� Control flags, such as discountable, returnable, limited quantity, and prompts when an item is

sold

� How an item is priced (for example, by weight)

� Additional Information: This tab contains the fields used to define and modify additional

information for the PLU file, such as:

� Cost of merchandise and competitive pricing

� Choosing vendor options (for information on vendor parameters, see “Creating vendor

records” on page 275)

� Setting price label formats

� Adding a supplemental code entry to bar codes

� Inventory, order tracking, and shelf life

� Authorizing local changes to PLUs using the Store Manager application

� Secondary description for a PLU

� Changes that can be made to PLUs at the POS terminal

� Taxes and Itemizers: This tab contains field used to define and modify tax options for the PLU

file. You can also attach itemizer IDs to particular items, to restrict the items from being used with

specific tenders. For more information see “Setting taxes and itemizer options” on page 88.

84

Configuring PLU pricing parameters

To access the PLU Maintenance window:


2. Click PLU Maintenance.

3. Click the tab that corresponds with the PLU parameter settings you want to set.

To configure pricing parameters in the General tab:

1. In the PLU Maintenance window, click the General tab.

2. To set the actual retail price of an item, type the price in the Retail Price field.

3. To set an original price for an item which may later be discounted, type the original price in the

Original Price field.

4. To set a suggested retail price for an item, type the suggested retail price in the Suggested Retail

Price field. Ensure that the Sugg. Retail Price checkbox in the PLU Configuration Maintenance

window is checked, for information on this checkbox, see “Configuring PLUs” on page 82.

5. To allow quantity pricing for an item, click Qty Pricing. For example, if a customer purchases

one they pay full price, if they purchase two they get 10% off.

6. To allow level pricing for an item, click Level Pricing. Level pricing is defined in the Quantity/

Level Pricing Maintenance window.0

7. To disable price lookup and have the system prompt for the item price, click Verify PLU. This

feature determines if the POS terminal prompts for a price when the item is entered. Leave this

checkbox blank if price lookup is being used.

85


To configure the parameters in the Additional Information tab of the PLU Maintenance window:

1. In the PLU Maintenance window, click the Additional Info tab.

2. To record the cost of an item, type the amount in the Cost field. This field is for information only.

3. To record the competition’s prices of an item, type the amounts in the Competitive Price 1 and 2

fields. These fields are for information only.

4. To choose the format of the price sticker for an item, type the price label format ID in the Price

Label Format ID field. The price label format is setup in the Store Manager application.

5. To choose the format of the shelf label for an item, type the shelf label format ID in the Shelf

Label Format ID field. The shelf label format is setup in the Store Manager application.

6. To define the number of supplemental bar code characters, type the number in the Supplemental

Length ID field. The supplemental number is the part of the bar code that is not stored in the

PLU record. When a PLU is entered at the POS terminal, the cashier is prompted to enter the

supplemental code. The code entered must match the number of characters specified in the

Supplemental Length ID field.

7. To determine if the price of an item can be changed at the store level or by head office only, select

an option from the Price Change Indicator drop-down list.

8. To allow store level modifications to the Department associated with a PLU, click the Dept.

Change Indicator drop-down list and select Local Dept. Changes Allowed. The Allow Dept.

Upd. checkbox, in the PLU Maintenance window in the Store Manager, will be checked to

indicate that authority to make Department changes has been given.

If store level changes are prohibited, select HO Dept. Changes Only.

86


Setting additional pricing parameters

To access the Item Entry Control Maintenance window and configure the pricing parameters:


2. Click Item Entry Control.

3. Click New to create a new entry, or click Open to modify an entry.

4. Select a check digit option from the Price Check Digit ID drop-down list. The option you

choose for this field contains the algorithm that is used to check the string of data that represents

the price. For example, the POS performs a calculation on a price, if the result of the calculation

matches the check digit number then the price is valid. Check digits are defined on the Check

Digit Maintenance window.

5. To define the starting position of the price within the data scanned or entered, type the price start

position number in the Price Start field.

6. To define the total length of the price, type the total price length in the Price Length field.

7. To determine the position of the price check digit in the data string, type the position of the price

check digit in the Price Check Digit Position field.

To access the User Defined Transaction Maintenance window and configure the pricing parameters:

1. On the POS Configurations window, click the Transaction Functions tab.

2. Click User Defined Transaction.

3. To determine how a price is calculated in an item entry user-defined transaction, click on the

Price Method drop-down list and choose a price method option. This field can only be used in

conjunction with Type 1 (start of sale) and Type 3 (during sale).

4. To display the price on the POS terminal, click Display Price.

5. For price levels to be applied to the user defined transaction, type a unique price level

identification in the Price Level field. If you enter zero, no price level is applied.

To access the Register Parameters Maintenance window and configure the pricing parameters:



3. Click the General tab.

4. To accept items in the current sale when the Price Inquiry function is used, click Price Inquiry/

Buy Item. Queried items can be accepted in the current sale by pressing Enter.

5. To display a decimal point in the price during entry and printing, click Display Price Decimal.

For example, foreign currencies such as the Peso would not require a decimal.

6. To enable a price override threshold and determine how it is applied, click the Price Override

Threshold drop-down list. If the new price exceeds the threshold amount, a supervisor key,

password, or both are required to complete the override. Select an option from the following list:

� 0 - Not Used: Override threshold is not used.

� Check Positive and Negative Threshold: Override threshold is applied when the new price

is either higher or lower than the original price by more than the amount set in the Price

Override Percentage field.

87


� Check Negative Threshold: Override threshold is applied when the new price is higher than

the original price by more than the amount set in the Price Override Percentage field.

� Check Positive Threshold: Override threshold is applied when the new price is lower than

the original price by more than the amount set in the Price Override Percentage entry box.

Note: The Price Override Percentage default is set to 0. You must type a

non-zero value to activate this feature.

7. Click the Min/Max Digits tab on the Register Parameters Maintenance window.

8. In the Price MIN and MAX fields, type the minimum and maximum number of characters

allowed in the price of items.

Setting taxes and itemizer options

In this tab of the PLU Maintenance window, you can define and modify tax options for the PLU file.

You can also configure itemizers for PLUs. Itemizers are used to restrict particular items from being

used with specific tenders. For example, all valid food stamp items could be assigned an itemizer ID.

The same itemizer ID should then be assigned to the food stamps tender in the Tender file. The food

stamps tender can only be used toward the amount totaled by the itemized products.

Another example is in-house charge cards, where the charge card can only be used toward the purchase

of specific products like merchandise, but not food. An itemizer must be set up for each chargeable

product (all merchandise), and the tender can then be used only toward the amount totaled by the

itemized products.

Itemizers can also be used for relating discounts to items.

To configure taxes and itemizers:

� In the PLU Maintenance window, click the Taxes and Itemizers tab.

88


To apply taxes to a PLU item:

1. Click the checkbox for each type of tax that applies to each item.

2. Set itemizer numbers to restrict the payment options by PLU.

To restrict payment options by product using Itemizers:

� To set an itemizer for each chargeable product (that is, merchandise), click the tax checkbox for

the appropriate itemizer number.

Setting user and control flags

The User Flag fields determine if user flags are used to further classify an item for reporting and

promotion purposes. User flags are attached to PLUs and are used to create groupings for special

promotions (for example, a ‘back to school’ sale).

User flags and PLU control settings are configured in the General and Additional Information tabs of

the PLU Maintenance window. User Flags are defined and edited in the User Flags Setup window. For

more information on defining and editing User Flags, see “Configuring user flags” on page 231.

To assign a user flag to a PLU:

� On the General tab, click on the User Flag1-6 drop-down lists and select an option from each list.

Up to six user flags for each PLU can be selected.

To set the control flags:

1. To attach a profile prompt to an item, in the Prompt ID drop-down list, select the prompt you

want to associate with this PLU.

2. To limit the quantity of this item that can be purchased in a single sale, in the Limited Quantity

drop-down list, select an option.

3. To allow discounts to be applied to an item, click Discountable. Leave this checkbox blank if the

item can never be discounted.

4. To allow an item to be returned by the customer, click Returnable. Leave this checkbox blank if

this item (for example, a bathing suit) can never be returned.

5. If an item can be returned without a receipt, click Return Without Receipt.

6. If an item is defined by department settings, rather than item settings, click Use Dept?. For more

information on department settings, see “Configuring user flags” on page 231.

7. To allow an employee discount to be applied to an item, click Empl Disc.

8. To allow an item to be sold in a layaway sale or another type of pending transaction, click Allow

Pending Trans.

9. Items on display may have a PLU assigned but not be for sale. To allow such items to be sold,

click Allow Sell.

10. If an item such as produce or bulk materials must be weighed, click the Scale Item checkbox.

11. To allow an item to be exchanged, click Allow Exchange.

12. If additional items are associated with an item, click Link Item. For more information on Link

Items, see “Linking PLUs” on page 90.

13. If a tare weight is required, in the Tare Weight drop-down list, select an option. Tare weight is

used when the weight of a container or package is removed from the total weight of an item. For

information on defining tare weight, see “Configuring tare weights” on page 103.

14. If an item is sold as part of a group, type the quantity of items to be sold within the group in the

Sell Quantity field.

89


15. To set the quantity of an item within a package that is being ordered, type the quantity in the Item

Size field. The Item Size field determines the quantity, per package, that is ordered. This is

applicable where packages are ordered instead of individual items. For example, a carton of

cigarettes contains 10 packs of cigarettes.

16. To set the active date for a PLU, enter the date in the Active Date field.

To set parameters in the Additional Information tab of the PLU Maintenance window:

1. For item tracking for inventory and ordering purposes, type a number in the Ordering Number

field. This number is used strictly for information purposes.

2. To define the number of days that a product is good for, type the number of days in the Used By

Days field. This number is used strictly for information purposes.

3. To add a secondary description to a PLU, type the description in the Secondary PLU

Description field. The description length is defined by the Secondary Description field in the

PLU Configuration Maintenance window.

Note: The Include Secondary Description checkbox must be checked in the

PLU Configuration Maintenance window to enable the Secondary PLU

Description function.

4. To determine if the PLU information can be changed at the store level or at the head office only,

click on the Change Mode Indicator drop-down list and select an option.

5. To determine if an item is weighed or has a fixed measurement, click on the Measurement

Indicator drop-down list and choose a measurement option. This information is read by a

third-party application.

Linking PLUsThe PLU Link Item feature is used to assign a global PLU number to one or more items when they are

grouped in a package or bundle. It also allows each item within the bundle to be tracked individually.

Note: Before PLU items can have link definitions set up in the PLU Link Item Maintenance window,

they must first have the Link option enabled in the PLU Maintenance window.

To access the PLU Link Item Maintenance window:


90

Linking PLUs

2. Click Link Items.

To link a series of PLU items under one global PLU code:

1. Click New. The highlight bar moves to a new line at the bottom of the list of existing linked PLU

items. Blank fields are provided for entering new information.

2. Select the store to which the Linked PLU Items will apply. Note that the 9999 default store code

affects all stores.

3. Type a code for all linked items in the PLU field.

4. Type a code for the item to be linked to the primary PLU code in the Link PLU field.

5. Type a description of the linked item in the Link Description field.

6. Type the number of PLU items, if the global PLU requires that a specific amount of the items

must be sold, in the Qty field.

7. Type the price of an individual item in the Price field.

8. To control whether a price lookup is performed for the link item so that profiles attached to these

link items can be performed, click the Perform PLU checkbox.

9. To use the overall price of the bundle of linked items instead of adding the price of each individual

PLU item, click the Use Parent Settings checkbox. This price is set up in the main link PLU

record. If this field is not checked, the system will tally a price based on the total value of all

individual PLU items. If set, the parent tax flags and department settings will be used.

10. Type the department or class of the individual item in the Dept/Class field.

11. Click the appropriate checkboxes for Tax fields 1 - 16 if the linked PLU item is taxable and if it is

being assigned a new PLU code for use solely in the linked bundle.


To add a new item to an existing global PLU code:

1. Position the cursor on any line within the required global PLU records and click Insert.

2. Enter the required information into the fields.


91


Creating PLU cross referencesPLU cross referencing is used to set up cross referenced pricing schemes. Cross reference pricing

allows multiple PLUs to be referenced to a single price point.

This feature can be used to set a single PLU number to SKU Items that have the same price but differ

in size, color, or item codes. It can also be used to create a single, distinct PLU code for a package or

other quantity of multiple units of the same item.

Note: The PLU Cross Reference function can also be used to attach a PLU to a menu or a keyboard.

To access the PLU Cross Reference Maintenance window:


2. Click PLU Cross Reference.

To create a new PLU cross reference definition:

1. Click New and type the store number to which the global PLU number will apply. Note that the

9999 default is the code for ‘all stores’.

2. Assign a new global PLU number that will incorporate other individual PLU items, or use an

existing PLU number to add a new PLU Cross Reference item to the list.

3. In the Cross Ref # field, type the item’s cross reference code.

4. To display the item PLU number rather than the cross reference number on the receipt, click

Display PLU.

5. If the item should be included in a package PLU cross reference number, type the number of units

of the item the package should contain.

6. If defining a package PLU cross reference, select the package type in the Package Type

drop-down list. Some package types are: case, half case, each (for individual item.). New types are

defined under the POS Code window of the Code Maintenance tab.


92

Exporting PLUs

Creating a PLU cross reference code for a package quantity

To create a PLU cross reference code for a package quantity of an item:

1. Confirm that the Package Quantity field is checked in the PLU Configuration Maintenance

window. For further information see “Configuring PLUs” on page 82.

2. In the PLU Maintenance window for the PLU item (not for the package PLU cross reference),

ensure that there is at least a value of 1 in the Sell Quantity field. For further information on

creating PLUs, see “Configuring PLU pricing parameters” on page 84.

3. Create a new Cross Reference record. For further information see “Creating PLU cross

references” on page 92. In the Package Quantity field, type the number of units per package.

4. In the Package Type drop-down list, select the package type (for example: case, half case, each.)

To create a new type of package, see the POS Code window under the Code Maintenance

window.


Exporting PLUsThe parameters used to define the format of the PLU export information are located in the File

Maintenance window. The format of the PLU export file depends on the file format of the third-party

application that you are exporting the PLU information to.

The actual PLU file is not exported from the Configurator; it is exported from the XPS Server

application. The Configurator only sets the parameters for the export file.

To access the PLU Export File Maintenance window:


2. Click PLU Export File.

3. To open an existing file click Open, or click New to create a new one.

93


The Export File Maintenance window is used to define the export file formats for exporting Extended

PLU information to a third-party application. Extended PLUs are used to create user-defined fields for

maintaining additional PLU information; for more information on extended PLUs, see “Modifying

extended PLU fields” on page 95.

To export files you must complete the following:

� Identify the file that you are defining and determine what type of information is being exported.

� Enter the export file names and locations.

� Assign third-party application identifying numbers.

� Select the file format attribute types from the Attribute List.

To identify the export file and set the type of export information:

1. In the Export File ID field, type a unique number that identifies the export file that you are

defining.

2. In the Entity drop-down list, click PLU.

Note: PLU is the only type of information that can be exported.

To assign export file names and locations:

1. In the Full Export Filename field, type the filename and path of where the export file

information is stored.

For example, C:\xps\fullexport is where the Store Manager stores PLU export file information

as an ASCII file. The third-party application reads the information from this location.

2. In the Update Export Filename field, type the filename and path of where the updated export

file information is stored.

3. In the Delimiter drop-down list, select a character that is used as a separator in the ASCII file.

For example, use a comma for the file format to appear like: action, PLU, and so forth.

To assign numbers that third-party applications recognize:

Note: Add Code, Update Code, and Delete Code are used if Action is chosen

from the attribute list as the type.

1. In the Add Code field, type a number that the third-party application will recognize and use when

encountered. For example, if you type a ‘3’ in this field, it will be used in place of the action code.

2. In the Update Code field, type a number that the third-party application will recognize and use to

update the PLU information when it is encountered.

3. In the Delete Code field, type a number that the third-party application will recognize and use to

delete the PLU information when it is encountered.

To assign the export file format attributes:

1. Drag and drop the attributes, that you need for setting up the export file formats, from the

directories in the Attribute List.

2. For the file to be read as an ASCII file, select an option from the Mask drop-down list:

� ID: Order in which data is read by the third-party application

� Type: Type of data that this line contains:

� Basic: Hard-coded fields that appear in the PLU File table

94

Modifying extended PLU fields

� Extended: Extended field that you create in the Extended PLU Fields table

� ASCII: A text field

� Action: Add, Delete, and Update codes entered into this table

� Attribute: ID created in the Extended PLU Field table for this export file

� Value: Hard-coded field name used for tracking by the third-party application

Modifying extended PLU fieldsExtended PLU Fields are used to create user-defined fields for maintaining additional PLU

information. This information is downloaded to the Store Manager. You apply the additional

information to the PLUs in the Store Manager application. The information is then stored in a PLU

database located on the Xpress Server.

Tip: If you want details or options attached to your user-defined field, you must complete the records

in the Extended PLU Field Maintenance window before you complete your extended field.

To access the Extended PLU Fields:

� In the PLU tab, click Extended PLU Fields.

To define an extended PLU field:

1. On the Extended PLU Fields Maintenance window, click New.

2. In the ID field, type a unique extended customer field identification number between 5000 and

9999.

Note: Numbers 1-4999 are reserved for Triversity use.

3. In the Description field, type a description of the extended field that you are creating.

4. In the Field Type drop-down list, select a type that defines the type of extended field that you are

creating.

� If you select Character or Date, you do not need to complete the Option Type, Width, or

Decimal fields in this window.

95


� If you select Multi Line, you do not need to complete the Width, or Decimal fields in this

window.

� If you select Numeric, you do not need to complete the Option Type drop-down list.

� If you select Single Line, you do not need to complete the Width, or Decimal fields in this

window.

� If you select String, you do not need to complete the Option Type, or Decimal fields in this

window.

For a complete list of field type definitions, see “PLU field types” on page 96.

5. In the Option Type drop-down list, select the option type that is created in the Extended PLU

Fields Maintenance window. You must select Multi Line or Single Line from the Field Type

drop-down list to access the Option Type list.

Note: You must define your option types before you can select them from the

Option Type drop-down list. For more information, see “Creating extended

fields for customer records and PLUs” on page 292

6. Type the number of digits or characters that can be entered into the extended field, in the Width

field. You must choose Numeric or String from the Field Type drop-down list to access the Width

field.

7. In the Decimal field, type the number of decimal places that are allowed in the field that you are

creating,. You must choose Numeric from the Field Type drop-down list to access the Decimal

field.

8. Function ID

9. Screen (S) — To support the display of an extended PLU description, this field displays the

additional PLU attributes on the POS screen.

10. Journal (J) — To support the printing of an extended PLU description, this field prints the

additional PLU attributes in the journal.

11. Receipt (R) — To support the printing of an extended PLU description, this field prints the

additional PLU attributes on the receipt.

PLU field types

The following definition list indicates the field types that are available in the Field Type drop-down list

in the Extended Customer Fields Maintenance window and the Extended PLU Fields Maintenance

window. These field types define the type of entries required for the extended customer and PLU fields

in the Store Manager application. For more information, consult the Store Manager User Guide.

� Character: This field type indicates that a single character entry is required in the extended field.

� Date: This field type indicates that a date format entry (yyyy/mm/dd) is required in the extended

field.

� Multi line: This field type indicates that an option type must be selected in the Option Type

drop-down list in this window. Multi Line is used when the details for the option are required. If

options are required for entry but the option details are not required, select Single Line from the

Field Type drop-down list.

� Numeric: This field type indicates that a numeric entry is required in the extended field. When

Numeric is selected, you must indicate the maximum length of entry in the Width field and you

have the option to identify decimals in the Decimal field.

� Single line: This field type indicates that an option type must be selected from the Option Type

drop-down list in this window. Single Line is used when option details are not required. If you

96

Configuring barcodes

choose Single Line and there are option details for an option, these details are not visible when an

option is selected.

Note: If you are using the Export File option type, you must select Single Line.

� String: This field type indicates that an entry of a string of alphanumeric characters is required in

the extended field. You must indicate the maximum length of characters in the Width field.

Configuring barcodesBarcodes can be attached to tenders and manager codes. When a defined tender or manager code is

invoked at the POS, a barcode can be printed on the transaction receipt.

Barcodes can also be configured through the Item Entry Control Maintenance function. This allows

the data in the barcode to be read back to the system. Using item entry control, the scanning of a

barcode can trigger a function such as a return sale. The profile prompt set up for this function

automatically provides the details required to perform the function. If the system requires additional

information, the cashier is prompted to enter it.

You can also access barcode parameters using the Item Entry Control Maintenance window to set

parameters for variable weight items.

To access the Bar Code Maintenance window:


2. Click Bar Code.

To configure a Barcode:

1. Determine the position and length, within the barcode, of the following Bar Code Format fields.

For example, if ‘3’ is the position of the store number and ‘5’ is the length, the store number starts

at the third digit of the barcode and is five digits long.

97


� Store Number

� Register Number

� Cashier Number

� Transaction Number

� Date: The length is fixed at 5.

� Suspend ID

� Tender Amount

� Automatic Reference Number

� PLU Number

� PLU Unit Price

� Password — This parameter, along with the Cashier Number parameter, supports encoding a

cashier’s password into a barcode allowing them to sign on using a scancard.

� Password Digits — This parameter, along with the Cashier Number parameter, supports

encoding a cashier’s password into a barcode allowing them to sign on using a scancard. If the

barcode is configured to use a numeric barcode symbology, such as interleaved 2 of 5, then

this field must also be included in the barcode format. This allows the POS to determine how

many digits in the password field are actually part of the password data.

Note: To set the length of a barcode, the maximum number of digits for a

UPC/SKU must be set in Register Parameters.

2. Under Item Entry Attributes, set the Prefix Mask and Suffix Mask fields.

The masks are a set of digits or characters that are positioned at the beginning (prefix) or the end

(suffix) of the barcode. This set of alphanumeric characters identifies a function. When the

barcode is scanned, the mask triggers a function. If you are using the EAN barcode format, set the

Prefix Mask to 02. If you are using the NSC 2 standard, set the Prefix Mask to 2.

Note: Scan Data Types Interleaved 2 of 5 and UPCS accept numeric entries

only. Interleave 2of5 and all code128 entries must be set to an even length.

3. Select a data type that can be read by the scanner, from the Scan Data Type drop-down list.

4. Under Print Options, select where you want the barcode to print, from the options in the Print

Position drop-down list.

Note: If you are defining a barcode for a tender, you cannot define where the

barcode prints on the receipt. It always prints after the tender.

5. Select an option from the Print Text drop-down list. This field determines if the data string in the

barcode prints along with the barcode on the receipt. If you choose to print the data string, and

the barcode does not scan properly, the cashier can manually enter the information.

If you are attaching a barcode to a tender, select As Ref Num.

You can also define barcode parameters in the Item Entry Control Maintenance window. The Item

Entry Control Maintenance window is used to configure item numbers entered at the POS terminal.

Item entry control provides flexible configurations for item numbers scanned or entered at the item

entry prompt.

To configure a barcode through the Item Entry Control Maintenance function:

1. On the POS Configurations window, click the Terminal tab

98



3. On the Item Entry Control Maintenance window, select a barcode option from the Barcode

drop-down list.

This field displays a barcode to print with a corresponding manager code specified in the Function

ID entry box. These settings correspond to the Bar Code ID and Description fields in the Bar

Code Maintenance function.

Setting barcodes for variable weight items

You can set up barcodes for variable weight items, such as fresh food, and print the barcode on a label

or the customer’s receipt. Barcodes are also printed on coupons that are used and treated as a tender.

When the coupon is scanned, the information in the barcode is read.

NSC 2 is a barcode numbering format. The UPC and EAN standards can both use NSC 2 numbering.

NSC 2 embedded price labels are used for in-store variable weight items. Products with the NSC 2

embedded price labels can be entered at the POS terminal using a scanner or by manually entering the

random weight barcode number.

Two types of random weight barcodes are supported: UPCA codes start with ‘2’ and are twelve digits

in length; EAN 13 codes start with ‘02’ and are thirteen digits in length

To configure the POS to process barcodes for variable weight items, you must complete the following:

� Configure the Item Entry barcode parameters

� Enable and set the variable weight barcode in the Register Parameters Maintenance window

� Set the PLU File window parameters

To configure the item entry barcode parameters:

1. Type the minimum number of digits that make up the barcode into the Minimum Length field.

The value should be 12 or 13 depending on the standard you are using.

2. Type the number at which the PLU number portion of the barcode starts in the PLU Start field.

If you are using the NSC 2 standard and the PLU number portion of the barcode immediately

follows the prefix mask, then the PLU number starts at the second digit. If you are using the EAN

standard, then the PLU number starts at the third digit.

3. Type the number of digits (between four and six) that the PLU number occupies in the barcode in

the PLU Length field.

4. Type the number at which the price portion of the barcode starts in the Price Start field. If you

are using the NSC 2 standard and the price immediately follows the prefix mask and the PLU

number, then the price starts at the sixth or eighth digit. If you are using the EAN standard, then

the price starts at the seventh or ninth digit.

5. Type the number of digits (typically 4 or 5) that the price occupies in the barcode in the Price

Length field.

6. To enable variable weight items, click the Random Weight checkbox.

7. Select a barcode type used from the drop-down list in the Bar Code field.

Tip: Check Digit settings are optional.


To set variable weight barcode:


99



3. On the General tab, click Enable NSC 2. NSC2 is the barcode numbering format that specifies a

variable weight barcode.

4. On the Min/Max Digits tab set the Quantity value as follows:

� If your hardware’s unit of measurement is lbs, then set the minimum digit to 0, the maximum

digit to 3, and the decimal to 2.

� If your hardware’s unit of measurement is kgs, then set the minimum digit to 0, the maximum

digit to 2, and the decimal to 3.


To set the PLU file settings:


2. Click PLU File.

3. On the General tab, Type the PLU number into the PLU field. This field must start with 2 or 02,

have a four to six digit article number, and end with five zeros.

4. Set the Retail Price field to $0.00. A non-zero price is interpreted as the price-per-unit weight of

this item.

5. Click the Use Dept? checkbox to display Kg @ $0.00 or Lb @ $0.00 on the Detail Window of the

POS terminal, if desired.


Note: In the Department Class window, the Quantity Description should be

set to Kg or Lb if you want the line entry in the Detail Window in the POS to

read Kg @ $0.00 or Lb @ $0.00 for this item.

The variable weight barcode will be processed in the following manner:

� If the random weight bar code is 209352001042, add a SKU of 20935200000 to the PLU database

and assign it a price of $0.00. When this bar code is scanned, the POS terminal recognizes it as a

valid random weight bar code (12 digits with a 2 NSC).

� The POS terminal takes the first 6 digits and adds 5 trailing 0’s. It then proceeds to look this

number up in the PLU database.

� If the number is found, the POS terminal uses digits 6-11 from the scanned bar code (00104), as

the retail price for this PLU. Note that the 2 (digit 6) is not used in the price. The line entry on the

Detail Window on the POS resembles the following:

OVEN BAKED POTATOES 20935200000 1.04 P

Triggering return lookups through a barcode

You can configure a barcode to launch a return lookup in a return sale transaction to speed up and

automate the returns process. When an original, barcoded receipt is scanned in a return, the POS

automatically searches the database for the original transaction details without requiring prompted

responses to be manually read off the invoice and input by the cashier. When configured to be

launched by scanning the barcode, the return lookup automatically occurs each time a return

transaction is initiated and requires no intervention by the cashier other than scanning the original

receipt. If required, a return lookup can also be initiated manually.

After the barcode is scanned a series of events is launched at the POS that result in the displaying the

original transaction detail information on the screen. From there the cashier can select the item or

100


items being returned and complete the return sale transaction. A prompt appears for the cashier to

manually enter information if any required search criteria information is missing in the barcode.

To configure the barcode to launch a return lookup for a return sale transaction (overall procedure):

1. Define a new barcode for return sale lookups. For information on how to do this, see “To create a

barcode for return sale lookups:” on page 101.

2. Attach the returns barcode to a regular sale transaction. This ensures that the barcode is printed

on each regular sale receipt. For information on how to do this, see “To link the barcode to a

regular sale transaction type:” on page 101.

3. Create a new profile prompt to collect information for the return sale transaction. For information

on how to do this, see “To create a profile prompt for the return sale lookup barcode:” on

page 101.

4. Attach the profile prompt to the Return manager code. For information on how to do this, see

“To attach the profile prompt to the Return manager code:” on page 102.

5. Create a new item entry control record to trigger the Return function when a barcode is scanned.

For information on how to do this, see “To trigger the return lookup sequence when the barcode

is scanned:” on page 102.

6. Turn the Return Lookup feature on in the Return table. For information on how to do this, see

“To turn on the return lookup function:” on page 102.

To create a barcode for return sale lookups:


2. Click Barcode.

3. Click New.

4. Type an ID number in the Barcode ID field.

5. Type a description of the barcode feature in the Description field.

6. To set the barcode format, item entry attributes, and print options see procedures on setting up

barcodes.


To link the barcode to a regular sale transaction type:



3. Scroll through the list and open the Regular Sale record.

4. Click the Print Options tab.

5. In the Trans Barcode field, select the barcode created for return sale transactions.


To create a profile prompt for the return sale lookup barcode:



3. Click New.


5. Type a number in the Prompt ID field

101


6. Type a description such as Return Info in the Prompt Description field.

7. Type a description such as Rtn Info in the Keyboard Description field.

8. Under Print Options, click Print Prompt.

9. Under Profile Prompt Behavior select Display profile when a function is triggered in the

Prompt Sequence drop-down list.

10. Click Review Profile.

11. Click the Prompt Lines tab.

12. Using the standard profile prefixes, type the prefixes corresponding to the fields required for the

prompt sequence in the Prompt Line field. This captures the transaction information from the

barcode that is required to initiate the database search for the original transaction. You can follow

each prefix with a short text description of the field content. This will not affect the database

13. Type the minimum and maximum field lengths in the Min and Max fields.

14. Select the required mask type for each field from the drop-down list.


To attach the profile prompt to the Return manager code:

1. On the POS Configurations window, click Transactions Functions.

2. Click Manager/POS Functions Maintenance.

3. Open the record for Returns.

4. Click Data Capture.

5. Select Return Reasons in the Choice Type drop-down list.

6. Select the name of the prompt you created in the previous step (Return Info) in the Profile

Prompt drop-down list.


To trigger the return lookup sequence when the barcode is scanned:

1. On the POS Configurations window, click Terminal.

2. Click Item Entry Control

3. Click New.

4. Type a number in the Item Entry ID field.

5. Type Triggering Return in the Description field.

6. Type the return manager code (510) in the Function ID field.

7. In the Bar Code drop-down list, select the barcode type created at the beginning of this

procedure.


To turn on the return lookup function:

1. On the POS Configurations window, click Transaction Functions.

2. Click Returns.

3. Open the record for Returns with Receipt.

4. In the Default Lookup Method drop-down list select By Transaction.


102

Configuring tare weights

Configuring tare weightsA tare weight is the weight of the packaging or container used for items that require weighing such as

bulk items like honey or olives. The tare weight is subtracted from the total weight of an item before

the item is priced so the customer doesn’t pay for the weight of the container or packaging.

Tare weights are set in the Tare Weight Maintenance window.

To access the Tare Weight Maintenance window:


2. Click Tare Weights.

To create or modify a tare weight:

1. To change the description or weight of an existing tare weight item, click on the required field and

type over the new information.

2. To add a new tare weight item to the list, click New.

3. Type a Tare ID, Description, and Weight for the new item.

4. Click Save.

103


Setting up batch PLU managementBatch Management allows you to update multiple PLUs, with the same information, at once. The batch

records are created through the host system or through the Store Manager. The Configurator

determines which information is included in the batch and which fields can be edited in the Store

Manager.

The Batch Management Maintenance window parameters determine which information is included in

the batch records. They also determine which fields can be edited in the Store Manager.

To access the Batch Management Maintenance window:


2. Click Batch Management.

To configure the Price Batch Management parameters:

Note: The Entity field is always PLU. It determines what type of data is being setup for export. The

Entity Type is always set to Basic. A basic entity type means that the attributes are hard-coded. These

fields are found in the PLU File.

1. In the Batch Management Maintenance window, drag and drop the attributes from the Attribute

List to the Attribute field. The attribute descriptions in the Attribute field are hard-coded and

found in the PLU File. The attributes represent the hard-coded fields from the PLU File.

2. To allow the field to be updated at the store level when it is converted to the Store Manager

application, click the Allow Store Update checkbox.


104

Using quick PLU entry

Using quick PLU entryThe Quick PLU Entry feature is a fast and simple method of creating a PLU entry with specific

attributes that can be displayed on the PLU screen in Store Manager.

To access the Quick PLU Entry Maintenance window:

� On the POS Configurations window, click the PLU tab.

� Click Quick PLU Entry.

To create a new PLU entry using the Quick PLU Entry method:

1. In the Quick PLU Entry Maintenance window, click New.

2. Determine which attributes you want to include in the PLU entry and drag and drop these

attributes from the Attribute List to the Attribute field.

3. To allow the PLU attributes to be edited at the store level, click Allow Store Update beside each

updatable attribute. Leave this checkbox blank if you want the attribute to remain unchanged.


Note: PLU Number is the default Attribute and can not be deleted or edited.

105


106

Configuring Tender Options

This section contains information and step-by-step procedures for setting up and handling

tender-related definitions such as cash and non-cash forms of payment.

The following information is covered in detail:

� “Setting up tenders” on page 107

� “Creating and managing tender types” on page 108

� “Adding credit service provider information to the credit tender item” on page 129

� “Configuring gift cards (stored value cards)” on page 131

� “Configuring pending transaction payment options” on page 138

� “Maintaining the positive file for tender validation” on page 126

Setting up tendersThe fields in the Tender Setup table are used to define the methods of payments accepted at the POS.

You can configure each tender type to suit your retail environment.

To access the Tender Setup table:


2. Click Tender.

3. On the Tender Management window, click Tender Setup.

107


Setting up tender-related tables

To completely set up a tender you may be required to set up related data tables first. You must

determine which tables are required (depending on your original configuration) and complete them

before you define the tender setup. Once the tables are complete, they are available as options for a

tender setup.

The following tables may be required to set up a particular tender:

� Print Lines

� Choices

� Profile Prompts

� Policy

� Positive File

� Negative File

� Quick Menus

� Check Digits

Creating and managing tender typesThe Tender Maintenance window is divided into tabs which contain a variety of fields that you edit to

customize your tenders.

To access the Tender Maintenance window:


2. Click Tender.


108

Creating and managing tender types

4. Click New to add a new tender, or highlight a tender and click Open.

Using the general options for a tender definition

This tab contains the fields used for defining and modifying basic information for a tender.

To define basic tender information:

1. Select the store number for which you want to configure this tender from the Store drop-down

list.

2. Type the name of the region for which you want to configure this tender in the Region field.

3. Type the number of the register group for which you want to configure this tender in the Group

field.

4. In the Tender ID field, type a unique number from 1 to 40 to identify the tender. Tenders are

listed in sequential order. The first Tender ID (ID #1) should always define the local currency.

5. In the Description field, type a description of the tender being defined (for example, cash, check,

Visa, and so forth).

The description can be up to 20 alphanumeric characters in length. By default, it will be displayed

on the cashier display and printed on receipts and terminal reports.

To set general options for a tender:

1. In the Quick Menu drop-down list, select the type of quick menu to which this tender type will

be assigned. The tender type is assigned to a key on the keyboard or to a menu option at the POS

terminal.

2. In the Keyboard Description field, type a description (up to seven characters) of the tender that

you are defining. The first seven letters of the tender description are used to determine the

position of the tender within its category on the tender report. In the Store Manager, tenders are

ordered by identification number on reports.

109


If nothing is entered in the Keyboard Description field, the default entry will be taken from the

Tender Description field.

3. In the Report Category field, type a number from 1 to 9 to represent the report category into

which you want this tender to be grouped. For example, credit cards would be grouped under the

same category.

4. In the Itemizer ID field, type the itemizer identification number that applies to this tender.

You can also assign itemizer identification numbers to individual PLUs. If a match is made

between a PLU itemizer identification number and a tender itemizer identification number, that

PLU item can be bought with that tender. For example, retail customers can purchase only certain

items with food stamps. Attach the same itemizer identification number to the items as to the

food stamps tender. For more information, see “Setting taxes and itemizer options” on page 88.

5. In the Minimum/Maximum Amount fields, type a minimum value and a maximum value that

can be accepted for this tender in a single transaction. A value of 0 in both fields indicates that any

amount can be accepted.

Note: The HALO function can be used at the POS to override any minimum

or maximum value you set.

6. If applicable, in the Exchange Currency Type drop-down list, select the type of exchange rate to

be used. The available options are:

� No Exchange Rate: This is the default. Use for tender types not incurring an exchange rate.

� Euro: Use for all Euro tender types.

� Euro Triangulation: Use for tender types that must be converted to the Euro standard for

exchange purposes.

� Foreign Currency

After you have selected the exchange currency type, the Exchange Rate field will become active (it

will no longer be greyed out). In the Exchange Rate field, type the applicable exchange rate,

using up to four digits before, and six digits after the decimal place.

7. To automatically apply a discount when this tender is used at the POS terminal, in the Auto

Discount drop-down list, select a discount option.

8. Max Over Tender Amount

9. Allow in Suspend

10. To indicate the currency code for the tender used in the transaction Tlog record, click the

Currency drop-down list and select the base currency code of the store.

To configure tender behavior:

1. To allow over-tendering, click Allow Over Tender.

2. To allow under-tendering, click Allow Under Tender.

Under-tendering is commonly used for split-tendering when a portion of the bill is paid in cash

and the remainder is paid by credit card.

3. To allow under-tendering on a refund, click Under Tender On Refund. This function is used for

refunding purchases that were paid for with split tenders.

4. To limit a tender to refunds only, click Refund Only. For example, a credit note is a type of

payment only used as the result of a refund. Leave the checkbox disabled to allow the tender in all

transaction types.

5. To enable default tendering, click Tender Default Total Amt. When default tendering is enabled,

the tender key can be pressed without entering an amount and the amount defaults to the total

110


amount due. If default tendering is not enabled, the cashier must type the amount tendered for

every transaction.

6. To restrict a tender to whole number amounts only, click Whole Amount. This is frequently used

for travelers checks that are only available in whole number tender amounts.

7. To restrict the cashier from issuing a change on an exchanged item, click Disallow Item

Exchange Tendering Out.

8. To limit the amount of change issued for a tender, type the minimum percentage of the tender

that must be used toward a purchase in the% Of Purchase field. For example, if the% Of

Purchase is 60% and a customer uses a $100.00 credit note, their minimum amount of purchase is

$60.00. They can not purchase an item for $10.00 and receive $90.00 in change. This is typically

used for credit note and gift certificate tender types.

9. To set the percentage of this tender that must be used during a transaction, type the minimum

tender percentage amount in the Minimum Tender% field. If this field is set to 50%, then no

less than 50% of the total transaction can be paid for with this tender.

10. To set the rounding rules for this tender, type the appropriate rounding rule identification number

in the Rounding Rule ID For Purchase field. Rounding rules are defined in the rounding rules

table.To set the rounding rule identification number that applies to returns for this tender, type the

appropriate rounding rule identification number in the Rounding Rule For Return field.

11. In the Return Maximum field, type the amount of this tender that can be given to a customer

during a single return transaction.

To configure tender cash drawer options:

You may need to set these options if you have two cash drawers at each POS terminal.

1. If you want one or more of the cash drawers to open after entering a tender amount, type the

number of the drawers you want to open in the Cash Drawer field. You can enter 1, 2, or Both.

Leave this field blank to keep the cash drawer closed after the tender amount has been entered

into the register.

2. If you want one or more of the cash drawers to open when an amount less than the total amount

due is tendered, type the number of the drawers you want to open in the If Split Tender, Open

Drawer field.

To configure tender security options:

1. To restrict a cashier from accepting a tender without a supervisor key, click Supervisor Required.

Turning the key to the supervisor position allows the tender process to continue. This is

commonly used for accepting checks.

2. To require that a supervisor control the reissuing of a tender, click Supervisor Re-Issue.

3. To restrict the acceptance of a tender to cashiers with a set authority level, type an authority level

number from 1 to 5 in the Authority Level field. Type a zero in this field if no authority level is

required.

To configure tender denomination options:

Note: These settings are not supported in the Store Manager at this time. A single set of denomination

options is used for Store Manager reports.

1. In the Balance Denomination drop-down list, select the denomination set you want to use when

balancing.

2. In the Tender Denomination drop-down list, select the tender denomination set you want to use

for safe management transactions.

111


3. To specify the denomination for cash back transactions, select an option from the Cash Back

Denomination drop-down list.

4. In the Payment Schedule ID field, type the identification number of the payment schedule you

want to use for this tender. For example, you can choose a predated check type payment schedule.

Payment schedules are defined in the Data Capture-Payment Schedule tab.

To configure tender cash management options:

Note: Only those POS terminal cashiers with the minimum authority level specified will be able to

perform the cash management actions configured here.

1. To enable a cashier to pickup cash from the cash drawer during the day for this tender, type an

authority level from 1 to 5 in the Allow Pickup field.

Only the tenders that have been defined as pickup tenders are valid during the pickup function.

Pickups are controlled by assigning an authority level to this field for each tender.

2. To enable loans to a cash register, a cashier, or for the opening float for the day, type an authority

level from 1 to 5 in the Allow Loans field.

3. To enable this tender to be used as a float, type an authority level from 1 to 5 in the Allow Float

field. Usually only cash tenders can be used as a float.

4. Allow POS Balance

5. Allow Bank Deposit

6. Allow Safe Deposit

7. To set the maximum amount of this tender that a register or cashier (depending on the balance

type selected) can have before the POS locks the cashier out, type the maximum amount in the If

No Pickup, Lockout at field.

Note: You must set the Balance Type field in the Register Parameter window

to Balance by Register or Balance by Cashier before the lockout can be

performed.

8. To define the maximum amount of this tender that can be in the cash drawer, type a threshold

amount in the Pickup Threshold field. A maximum of $9999.99 can be entered for each tender.

A pickup prompt is issued at the register when the threshold is reached.

9. To include this tender in the safe management functions, click Allow Safe. Cash management for

this tender, if included in the safe, is controlled based on the authority level of the cashier.

10. To activate tender verification during a bank deposit or safe withdrawal transaction, click the

Verify for Bank Deposit checkbox. If enabled, a second user is required to double-check the

tender types and tender amounts of the deposit and withdrawal transactions.

To configure tender policies options:

1. In the On Usage drop-down list, select the policy you want to have displayed at the POS terminal

when the tender is used. Policies are defined in the Policy table. For more information, see

“Printing policies” on page 60.

2. To set the maximum amount that can be used for a tender, type an amount in the Threshold Amt

field.

3. To set the policy that displays on the POS terminal when the threshold amount is reached, select a

policy from the At Threshold Amt drop-down list.

4. To set the policy that displays on the POS terminal when a credit card number is manually

entered, select a policy from the Keyed Card Entry drop-down list.

112


Using the print options for a tender definition

This tab is used for defining and modifying the print options for the tender.

To access the Print Options:

� In the Tender Maintenance window, click the Print Options tab.

To configure receipt printer options:

These options allow you to customize the customer receipt for transactions involving this tender type.

1. If you want this tender to prompt a printed customer receipt, click Print Receipt. Disable this

checkbox if a printed receipt is not required with this tender type.

2. If you want the tender description to be expanded on the receipt to double the default print width,

click Expand Tender Description.

3. If a dual receipt is required, click Tender Copy.

4. If information is captured electronically, then a printer tender receipt is not necessary. For

example, when a credit card is swiped, the signature is captured electronically. If a tender receipt is

not required, click Skip If Data Kept Electronically.

5. Full Detailed Tender Copy is used in conjunction with Tender Copy to determine if item details

are printed on the store copy of the receipts. Click Full Detailed Tender Copy to print the

details and tender information on both receipts. Leave the checkbox blank to print the tender

information only.

6. To print a barcode on the receipt when this tender is used at the POS terminal, click the Bar Code

drop-down list and select a bar code type.

7. If a customer uses a bank card in one language at a POS terminal that uses a different language,

you can set the printing parameters to print the policy on the receipt in the same language in which

the bank card is issued. To define an alternate language supported by the POS terminal for policy

printing on a receipt, click the Alternate Policy drop-down list and select a language.

8. To define an alternate language supported by the POS terminal for bank card authorization, click

the Alternate Policy Language drop-down list and select a language.

113


To configure slip printer options:

These options allow you to customize sales slips printed during transactions involving this tender.

1. If you want to print transactions involving this tender type on the slip, click Print Slip.

Tip: The Number Of Lines To Advance, Number Of Lines To Print, and

Indent Spaces fields are used only in conjunction with the Print Slip option.

The Print Slip checkbox must be checked to enable these features.

2. In the Number Of Lines To Advance field, type the number of lines that you want the printer

to advance before slip printing begins.

3. In the Number Of Lines To Print field, type the total number of lines to print before beginning

another slip.

4. In the Indent Spaces field, type the number of spaces that you want the printer to indent the text

on the slip.

To configure validation printer options:

This section allows you to set check validation printing options. A check validation message is printed

in the 11/2 inch space from the right edge of a customer’s check.

Note: The Validate ID option is reserved for future use.

1. If you want to print only a short validation message on a customer’s check, click Short

Validation. The short validation message is one half the width of a standard validation message.

2. If you want to increase the printed dollar amount to twice the standard width on the validation

slip, click Expand Amount.

3. In the Form Feed field, type the number of lines before validation printing begins when form

feeding a check into the printer. A value of 0 sets validation printing to begin on the first line of

the check.

To configure signature line and policy line printing:

Signature and policy lines can be printed on receipts for a customer or cashier to fill in. Signature lines

are defined in the Print Lines table. Policy lines are defined in the Policy table. For information on

policies, see “Printing policies” on page 60.

1. In the Signature Line drop-down list, select the signature line you want to have printed on

customer receipts during transactions involving this tender type.

2. In the Policy Lines drop-down list, select the policy you want to have printed on customer

receipts during transactions involving this tender type. Policy lines are printed on both the bottom

of the receipt and the receipt trailer.

3. To determine what type of document format is used for printing check validation, type the

document header ID, in the Document Header ID field that corresponds with this tender. The

document format is defined in the docfrjh.asc table.

To configure validation message printing:

The standard validation message includes the date, cashier number, register number, transaction

number, tender, and the transaction amount, and allows up to four lines of text. The message lines are

defined in the Print Lines table.

114


1. In the Validation Lines drop-down list, select the validation line you want to have printed on

customer receipts during transactions involving this tender type.

2. In the Validation Policy Line drop-down list, select the policy line you want to have printed on

the customer receipts during transactions involving this tender type.

3. In the Void Validation Line drop-down list, select the validation line you want to have printed

on the customer receipts during voided transactions involving this tender type.

To configure reissue message printing:

Reissue lines provide information on whether validation is required if this tender is reissued.

Note: These lines apply to the tender being reissued, not the tender that triggered the reissue.

� In the Reissue Lines drop-down list, select the reissue line you want to have printed on customer

receipts during transactions involving this tender type.

Using the data capture parameters for a tender definition

In this tab you can define and modify the cashier prompts used to capture information from the

customer. You can configure parameters for:

� Defining the customer database

� Profile prompt options

� Check options

To access the Data Capture options:

� In the Tender Maintenance window, click the Data Capture tab:

115


The customer database profiles are defined in the Customer Database Profile Maintenance window.

For information on customer database profiles, see “Managing customer records” on page 243.

To define the customer database profile:

� To select a customer database profile for a tender, select a customer profile option from the

Customer Database Profile drop-down list.

Profile prompts are used for data entry or to provide information to the cashier. By selecting a profile

prompt, the system displays the message defined for that prompt when the tender key is selected.

Second profile prompt floor limits are used to set an amount that, when reached using a tender,

triggers a second profile prompt. Profile prompts are defined in the Profile Prompt table. For

information on profile prompts, see “Defining a profile prompt” on page 55.

To choose the profile prompts for display at the register:

1. Select the prompt that you want to display on the POS terminal, from the Profile Prompt

drop-down list.

2. To set a tender amount that triggers a second profile prompt to display, type the tender amount in

the 2nd Profile Floor Limit field.

3. Click the 2nd Profile Prompt drop-down list for a list of profile prompt options. Select the

profile prompt that you want to display for the cashier at the register when the floor limit amount

has been reached.

Check printing and MICR reading is activated by enabling the options under the Check Options

portion of the Data Capture tab window. The MICR function is used if you have a printer with the

ability to print encoded numbers on the bottom of a check. Also, you can set a message that prompts

the cashier to insert a check into the printer for check detail printing, such as the amount of the check.

To enable check writing:

1. Click Enable MICR. The MICR number is read when the check is inserted in the printer face

down, lengthwise.

2. Click Allow Check Writing for the cashier to be prompted to insert the check for printing.

3. To print the total tender amount in words, in addition to numbers, click Print Amount In Word.

For example, if the check is for ten American dollars, the word ‘Ten Dollars’ would be printed on

the receipt.

Check and validation information can be printed on both sides of a check by configuring the check

flipping process. The slip printer prints on one side, and then flips the check over to print the

validation information on the other side.

To enable double-sided check printing and check validation:

1. On the POS Configurations window, click Transactions Functions.

2. Click Tender, and then click Tender Setup.

3. Click the check tender, and then click Open.

4. To set the print orientation of the check, click the Data Capture tab on the Tender Maintenance

window.

5. Select the appropriate option, either Rotate Left or Rotate Right, from the Print Orientation

drop-down list. To configure the check flipping feature, select Rotate Left.

6. Click the Print Options tab on the Tender Maintenance window.

7. To print the validation information on the reverse side of the check, click the Short Validation

checkbox.

116


8. Click Save.

Using the bank information settings for a tender definition

The Data Capture-Bank tab is where you define and modify the information required during a bank

card transaction and set reference number parameters.

To access the Data Capture-Bank options:

� In the Tender Maintenance window, click the Data Capture-Bank tab. For each tender type,

configure any of the following options according to your business requirements.

To configure the bank card Information:

1. To configure a bank card, click the Bank Card drop-down list and select the name of the bank

card (for example, 1=Visa, 2=MasterCard). The list of credit cards is defined in the Code

Maintenance > Bank Card Maintenance window.

2. For a list of credit authorization service options, click the Credit Service drop-down list and

select the name of the credit authorization service that you want to use. If a credit authorization

service is not available, you can set a maximum tender amount that can be accepted without

authorization.

3. Select an Agent ID and Description from the Voucher Agent drop-down list, if applicable. The

default list for empty unless defined

4. To set the maximum tender amount that can be accepted without authorization, type the amount

in the Manual Phone Auth Floor Limit field.

5. Online Auth Floor Limit

6. Manual Card Entry Auth Level

7. Manual Authority Level

8. Check Class Code— This option allows you to differentiate tender items such gift cards from

other tender items which they may resemble, such as merchandise credit vouchers, and ensures

that the correct tender item is issued to the customer, indicated on the receipt and written to the

117


Tlog file. When this setting is turned on for a tender, the POS validates the class code for the card

with the class code value of the tender.

To activate class code differentiation, in addition to the settings required under Tender

Maintenance, the Check Class Code flag should also be turned on for a gift card definition in the

Non-Merchandise settings and its associated Check Class Code value should be set to ‘0’. See

“Configuring non-merchandise transactions” on page 157 for details on creating a

Non-Merchandise definition.

Click the Check Class Code flag for both a gift card and a merchandise credit definition.

9. Check Class Code Value— In conjunction with the Check Class Code flag, the corresponding

values required for a gift card and merchandise credit definition are the following:

� Gift card = 0

� Merchandise credit = 41

10. To set the authority level that a cashier or manager requires to override a declined response from a

credit service, type the authority level number in the Decline Override Auth Level field.

11. To enable credit card receipt printing, click Print Bank Card/Reference No.

12. Print Expiry Date On Receipt

13. Allow Resubmit

14. To skip the expiry date validation, click Bypass Expiry Date Validation.

15. Process SAF File Before Authorizing

16. Force Reissue Declines as Referrals

17. To treat a declined response from a credit service as a referral response, click Treat Declines as

Referrals. The referral response can be overridden by a cashier or manager with the appropriate

authority level, if the Decline Override Requires Mgr Override checkbox is checked. The authority

level is determined in the Decline Override Authority Level field.

18. To require a store manager to manually override a declined response from a credit service by using

an authorization number, click Decline Ovrd Requires Mgr Ovrd. The authority level for the

manager is determined in the Declined Override Auth level field.

19. To specify a verification method which validates the manual authorization code returned by the

authorization service provider, select a method in the Manual Auth Verification drop-down list.

The options include the following:

� IVR ValueLink: Used for offline gift card validation processing when ValueLink is the gift

card provider.

20. To print the name of the bank card on the store receipt, all receipts, or no receipts, select an

option from the Capture Bank Card Name drop-down list.

21. Print Current Balance

22. Authorize Post Voids

23. To authorize returns, click the Authorize Return checkbox.

24. To prevent local authorization for this tender after it has been declined by an external

authorization service, click Disallow Loc Authorization.

25. To prevent the use and authorization of the same credit card multiple times in a split-tender

transaction, click Disallow Multi-Authorization.

26. Include in Settlement

27. Scan Card

28. Scan Card Auth Level

118


29. To prompt the cashier to check the valid from date on a credit card, click Prompt Valid From.

This prevents cards that are not yet active or have expired from being used.

Note: The valid from date is not currently included in the information stored

on the magnetic stripe of credit cards.

30. To prompt the cashier to check the credit card expiry date on a credit card, click Prompt Expiry.

This information is stored on the magnetic stripe of credit cards, therefore this prompt is only

displayed during manual entry of a credit card.

31. To enable a magnetic stripe reader (MSR), click Enable MSR to capture the reference of a credit

card. Leave the checkbox blank if the MSR is not required.

32. Enable Voucher NSF

33. To enable card type detection and allow debit cards, click the Check Bin File checkbox.

34. Manual Auth Profile ID

35. Manual Auth Policy ID

36. Keyed Card Profile ID

37. Swiped Card Profile ID

38. NSF Action Code

39. Local Auth Algorithm

40. Debit Tender ID

41. Backup Credit Service

42. To enable a customer to select which account the debit comes from, click the Allow Debit

Account Selection checkbox.

43. To allow the selection of an unrecognizable card by a cashier, after it is swiped at the POS, click

the Enable Unknown Card Selection checkbox.

44. To specify that when authorization cannot be obtained due to system communication problems

the transaction details will be sent to the Store and Forward file, click the SAF Mode drop-down

list and select the required mode.

� 0=none

� 1=Authorization and Reversal

� 2=Authorization only

45. Select the method of pin control from the Pin Control drop-down list.

To set reference number parameters:

Reference numbers, such as credit card numbers, are used as a backup charge number when the tender

type is a check.

1. In the Prompt field, type a prompt up to twenty characters in length that will prompt the cashier

to enter a reference number. The cashier can enter the reference number manually, or by using the

keyboard magnetic strip, or by using an attached barcode scanner. If more than one prompt is

required, use the profile prompt function.

2. To set the number of tender reference number characters, click the first Minimum/Maximum

No drop-down list and select a number that represents the minimum number of characters

required for the reference number.

3. In the second Minimum/Maximum No drop-down list, select a number that represents the

maximum number of characters required for the reference number.

119


4. To verify reference numbers entered for a tender, click the Check Digit drop-down list for a list

of check digit options and select the algorithm that you want to use to check the reference

numbers for this tender. Check digit algorithms are defined using the Check Digit table.

5. To prompt the cashier for a reference number, click Prompt Reference Number Before

Amount. The cashier is prompted for a tender reference number before the transaction amount.

6. Click the Auto Generate Reference drop-down list of auto generate reference numbers and

select an option from the list.

Note: You cannot use this feature in conjunction with the Auto Generate

Reference to Verify feature.

Reference numbers can be automatically generated for particular transactions. The automatically

generated reference numbers are defined in the Auto Generate Reference Number table.

7. To determine which auto generate reference numbers are used to verify a tender, click each Auto

Generate References to Verify drop-down list of auto generate reference number options.

Choose an option from each list.

Note: You cannot use this feature in conjunction with the Auto Generate

Reference to Verify feature.

8. Use Amount

9. Tender reference numbers can be verified against a positive or negative file defined in the Positive

and Negative File Maintenance windows. Positive and negative files can have up to nine file

identification types. For example:

� ID 1 - valid/invalid gift certificate numbers

� ID 2 - valid/invalid merchandise credit numbers

Only tenders with reference numbers that match a number in the positive file during tendering are

accepted and only tenders with reference numbers that match a number in the negative file during

tendering are rejected. For information on positive and negative files, see “Maintaining the positive

file for tender validation” on page 126 and “Maintaining the negative file for tender validation” on

page 127.

In the Check Positive File field, type a positive file identification number.

Tip: This field works in conjunction with Prompt.

10. To allow updates to the positive file during a sale, click Allow Positive Update.

The cashier is prompted to add a new reference number to the positive file if the number is not

already present.

11. To choose a negative file identification type for reference number verification, type a negative file

identification number in the Check Negative File field.

Tip: This field works in conjunction with Prompt.

12. To define the message that appears on the POS terminal when a cashier enters a reference number

found in the negative file, type a message up to twenty characters in length in the Negative

Message field. A default message from the literal file is used if this feature is not enabled. For

example, when a number entered at the POS terminal matches a number in the negative file, the

message “Call Manager” may appear.

120


Using the tender exchange options for a tender definition

The procedures for defining and modifying the tenders available for exchange are performed in the

Tender Exchange tab of the Tender Maintenance window.

To access the Tender Exchange options:

� In the Tender Maintenance window, click the Tender Exchange tab.

This window shows all of the tenders for which this tender can be exchanged. For example, an

employee can exchange a check for cash.

To define the tenders that are available for exchange for this tender:

� Click the checkbox for each tender to enable it for exchange.

Using the reissue tender options for a tender definition

You can define and modify the parameters for reissuing a tender in the Reissue Tender tab of the

Tender Maintenance window.

121


To access the Reissue Tender options:

� In the Tender Maintenance window, click the Reissue Tender tab.

A threshold amount can be defined for reissuing a tender. When the amount to be reissued is under the

threshold amount, the reissue tender defaults to cash. When the amount is greater than the reissue

threshold amount, one of the tenders selected as a ‘reissue tender’ is used (if there are more than one,

the cashier can decides which reissue tender to use).

To set the threshold amount and determine which tenders can be reissued:

� Click the Reissue Threshold field and type an amount up to $999.99.

� Click the checkbox for each tender that can be reissued to a customer when they give an amount

greater than the total amount due.

Using the back out tax options for a tender definition

In the Back Out Tax tab, you can define and modify the back out taxes for a tender. When a tender is

greater than the purchase amount, the back out tax amount can be calculated on the tender amount.

Taxes are defined in the Tax table. For more information on taxes, see Chapter 6, “Defining taxes and

tax options” on page 147.

Note: If reissue tenders is enabled, you cannot use back out taxes.

Fields 1 through 16 represent the back out taxes that can be used with this tender.

122


To access the Back Out Tax options:

� In the Tender Maintenance window, click the Back Out Tax tab.

To set the Back Out Tax tab parameters:

1. Click Calculate Back Out Tax On Tender Amount to enable the calculation of the back out tax

on a tender amount.

2. Click the checkbox beside each tax that you want to use with this tender.

Using the post void options for a tender definition

In the Post Void tab you can set the parameters to restrict a cashier from voiding a specific tender.

123


To access the Post Void options:

� In the Tender Maintenance window, click the Post Void tab.

To disallow a void for selected tenders:

� Click Disallow Post Void to enable the restriction on the tenders you select below.

� Click the checkbox beside each tender that is not to be voided at the POS terminal.

Using return tender parameters for a tender definition

The options in this section allow you to define thresholds for a return tender for return transactions

with a receipt. For example, if your store policy is to issue a cash refund for transactions which were

originally tendered with a check, you can set a threshold limit for the cash refund amount and define a

second tender as the refund tender if that threshold amount is exceeded. These options are designed

for returns with receipt and are only applied when the Return To Original Tender option in Return

124


Maintenance is turned on. The original tender is then used to map to the return tender. For

information on defining a return transaction, see “Configuring return transactions” on page 178.

To set return tender parameters for a tender definition:

1. Use any of the settings below to define or modify the return tender parameters according to your

business requirements:

Note: These options are designed to configure return thresholds for returns

with a receipt. For returns without a receipt, these options can be configured in

the Returns Maintenance window, under the Return Authorization tab.

� Tender Return Threshold— This defines the threshold amount for a return. A return may

be settled in a different form of tender depending on whether the value of the return is greater

than, less than or equal to this value.

� Above Threshold Tender— This option provides a drop-down list of all tenders available as

secondary tender if the return exceeds the threshold amount for the original tender.

� Force Above Threshold Tender— This option provides a list of options to control whether

the defined tender should be forced when a return exceeds the threshold value. The options

are:

None: Indicates that the defined tender can be overridden.

Force: Indicates that the threshold-defined tender should be used as if the cashier had

intentionally selected it.

Allow Escape: In this scenario, only the threshold tender is available on the list of tenders

displayed to the cashier. By pressing Enter or F1, that tender is incorporated into the return

transaction. If the cashier clears the selection window, the list reverts to the regular tender

menu listing. (Note that for this option to work, the POS.INI option

DISABLESETENTERKEYOF1 must also be turned off.)

Allow Alternate Tender: This option indicates that when default tenders are used for a

refund, the Alternate Tender menu should also be provided.

125


Note: This option requires the POS.INI setting NOTUSEUDTTENDER to be set

to Yes.

� Below Threshold Tender— This option provides a drop-down list of all tenders available as

secondary tender if the return is equal to or less than the threshold amount for the original

tender.

� Force Below Threshold Tender— This option provides a list of options which control

whether the defined tender should be forced when a return is less than the threshold value.

The options are:

None: Indicates that the defined tender can be overridden.

Force: Indicates that the threshold-defined tender should be used as if the cashier had


Allow Escape: In this scenario, only the threshold tender is available on the list of tenders

displayed to the cashier. By pressing Enter or F1, that tender is incorporated into the return

transaction. If the cashier clears the selection window, the list reverts to the regular tender

menu listing. (Note that for this option to work, the POS.INI option

DISABLESETENTERKEYOF1 must be turned off.)

Allow Alternate Tender: This option indicates that when default tenders are used for a

refund, the Alternate Tender menu should also be provided.


to Yes.

Note: In conjunction with these options, the following parameters must also be configured in the

POS.INI file: USEAUTOTENDERMENU=Y; AUTHREFUNDS=1; and EXCHTOGGLE=N.

Maintaining the positive file for tender validation

The Positive File contains a list of reference numbers for items such as gift certificates or in-house

charges. The system uses this file to validate input for POS entries such as tenders, and

non-merchandise or user-defined transactions.

In order for a function to be validated against the positive file, the parameters for that function (that is,

the tender type or transaction type) must be set to prompt for positive file validation. Reference

numbers for each function are then validated only if the reference number is present in the positive

file.

To access the Positive File Maintenance window:

1. On the POS Configurations window, click Data Capture.

126


2. Click Positive File.

iTo create a positive file entry:

1. On the Positive File Maintenance window, click New.

2. In the Type field, type a number to identify the positive file being defined. Up to nine positive

files can be defined. A function can be set up to check this file by entering the number field in the

Check Positive field of the Tender, Non-Merchandise or User-Defined Transaction windows.

3. The File ID field maintains the reference numbers that are validated to check those numbers

entered during certain functions. Enter a reference number using up to 20 alphanumeric

characters. Numbers in this field are validated during the input of reference numbers at the POS.

Only if the reference number input at the POS is resident in this file is the transaction accepted.


Maintaining the negative file for tender validation

The Negative File is a list of reference numbers of specific items that are tracked to prevent fraud or

loss incidents (for example, involving stolen gift certificates or bad accounts.) When one of these

reference numbers is detected during transaction input at the POS, the system invalidates entries such

as check tenders, and non-merchandise or user-defined transactions.

To access the Negative File Maintenance window:


127


2. Click Negative File.

To create a negative file entry:

1. On the Negative File Maintenance window, click New.

2. Specify a type of negative file. The Type field refers to the sequence number assigned to a specific

negative file type (that is, attached to a specific POS function). You can define up to nine negative

file types.

3. Specify file identification numbers to be checked against. The File ID field refers to the reference

numbers that you want the system to track and validate during transaction input.

4. In the Return Code field, specify a reason code, if desired, for rejecting a reference number (for

example, Return code 1 = Expired.)


Setting parameters to process a check card as a debit card

For retailers in the US, a check card can also used as a debit card. Although not generally a default

setting in the POS system, it is possible to configure the POS devices to read a check card and treat it

as a debit card. These parameters will also accept, read and treat EBT cards as debit cards. EBT cards

are a new form of food stamp tender.

Configuring POS devices to treat a check card as a debit card (overall procedure):

6. If required, create new Tender records with the following ID numbers:

� 13 Debit

� 17 EBT Food

� 18 EBT Cash

7. If desired, create up to six denominations for the debit and EBT cards in the Denomination

Group table. This allows the selection of specific amounts for the cashback feature. The most

frequently required denominations are: 5, 10, 20, 50, 100, and 200 dollars.

8. In the Tender Setup table, activate the following parameters for the Debit card record:

� Enable PIN entry

� Allow over tender if the cashback feature will be allowed

128


� Specify Cashback for fast selection of Cashback denominations

� Select the Debit as the bank card

� Select AJB Credit as the credit provider

� Specify Swipe Debit Card as the prompt message

� Select the parameter to force the PIN action

� Select authority level parameter 6. This disables manual card number entry.

� Select the parameters to enable MSR, disallow local authorization, and bypass the expiry date

9. In the Tender Setup table, activate the following parameters for the EBT Food record:

� Select the Credit Quick Menu option

� Allow under tender

� Allow under tender on refund

� Select EBT Food as the bank card

� Enable Unknown Card selection. This parameter identifies the card as an EBT Food or an

EBT Cash card.

� Force PIN action

� Specify Cashback for fast selection of Cashback denominations

� Select the Manual Authorization Profile ID

� Select the Manual Authorization Policy ID

10. In the Tender Setup table, activate the following parameters for the EBT Cash record:

� Allow over tender

� Allow under tender

� Allow under tender on refund

� Select EBT Cash as the bank card

� Force PIN action

Adding credit service provider information to the credit tender item

This information identifies the provider that authorizes credit transactions.

To link the credit provider information to the credit tender item:

1. In the POS Configurations window, click the Transactions Functions tab.

2. Click Tender.


4. Double click the record for a bank or credit card.

5. Click the Data Capture - Bank tab.

6. Under Bank Card Information, click the drop-down menu in the Credit Service field and select

the required credit service provider. If you do not see the credit service provider in the list, it may

not have been defined. You will need to add it to the list. See “Adding a new credit service

provider to the database” on page 308 for further information.

7. Repeat step 6 for every bank or credit card in the tender file.

8. Click Save, and then click Close until you are back at the POS Configurations window.

9. Click Convert.

129


10. Stop and Start the Xpress Server (and the POS if it is also running) to allow the changes to take

effect.

.

Configuring food stampsFood stamps is a form of tender which is acceptable only for the purchase of authorized items. These

items are flagged as acceptable for food stamp tender in the PLU file. You can define food stamps

under Tender Maintenance.

Configuring food stamps as a form of tender

The following procedures describe how to set up a food stamps as a form of tender and how to link it

to a specific PLU item in the Configurator.

To set up food stamps as a form of tender (overall procedure):

1. Set up food stamps as a form of tender. See “To define food stamps as a tender:” on page 130.

2. Link the food stamp tender to each required PLU item to ensure that it can be purchased using

food stamps. See “To link the food stamp tender definition to a specific PLU item:” on page 131.

To define food stamps as a tender:

1. On the POS Configurations window, click the Transactions Functions tab.


3. Scroll down the list of forms of tender, and click Food Stamps.

4. Under General Options, set the Itemizer ID to the value for food stamps.

5. Under Tender Behaviour, click Whole Amount.

6. Click the Reissue Tender tab.

7. Click Food Stamps.

130

Configuring gift cards (stored value cards)

8. Click the Back Out Tax tab.

9. Click all the forms of tax that food stamp itemized items are exempted from.


To link the food stamp tender definition to a specific PLU item:


2. Click PLU File.

3. In the PLU Search window, select the PLU item which is eligible for tender by food stamps.

4. Double-click the item, or click Open.

5. Click Taxes and Itemizers.

6. Click the Itemizer number defined for food stamps. This should be the same value as in step 4 in

the previous set of procedures.


Repeat for next item as required, or click Close.

Configuring gift cards (stored value cards)This section provides information on configuring a store-issued tender such as a gift card. You can

create a gift card definition for either a denominated or non-denominated card. Gift cards with stored

monetary value (or merchandise credit) are defined using the voucher feature.

To complete the configuration of a gift card, you will need to activate settings and options in several

tables. This section provides information on the options specifically related to gift card configuration

and does not provide exhaustive information on all the options in the tables accessed. For complete

information on all the options for those tables, please refer to the cross-reference indications.

To create a gift card definition for your POS, you will need to complete the following configurations:

� Create a gift card definition (under Non-merchandise Maintenance.)

� Set up a voucher definition for the gift card.

� Link the voucher definition to a manager code.

� Define a non-denominated gift card tender.

� Define denominations for denominated gift card tenders.

� Create a new denominations group.

� Create tender denominations.

� Link the tender denominations to the tender menu.

Creating a gift card definition

Gift cards are considered non-merchandise items therefore you will need to create your gift card

definition under Non-Merchandise and link it to the other related tables.

To access the Non-merchandise Maintenance window


2. Click Non-merchandise.

3. Click New or Open.

131


To create a definition for a gift card:

1. In the Non-merchandise Maintenance window, click the General tab and configure the options

required to define your gift card according to your business requirements. For information on

these options see “Using the General options for a non-merchandise definition” on page 159.

� Type the Keyboard Description and click the Positive Amount checkbox.

� For a denominated gift card select a definition from the Denomination ID drop-down list.

Leave this field blank for a non-denominated gift card.

2. Click the Print Options tab and configure the options required to define your gift card according

to your business requirements.

3. Click the Data Capture tab and configure the following:

� Type a message in the Amount Prompt Description field such as “Enter Amount”, to guide

the cashier through the process of tendering against the gift card.

� Type a message in the Reference No. Prompt field, such as “Swipe/Enter Gift Card”.

� Enter values in the Minimum/Maximum Amount and Reference No fields.

� Select the appropriate Check Digit method from the drop-down list. For information on the

check digit feature see “Configuring check digit options” on page 294.

� Click the Print Reference Prompt checkbox.

4. Click the Data Capture-Bank tab and configure the following:

� Click the Send Activation At Time of Sale checkbox.

� Select Voucher from the Bank Card drop-down list.

� Select the required options under the Credit Service, Voucher Agent, and Manual Auth

Verification drop-down lists.

� Click Treat Reactivation as Reload if you need to have the POS treat an ‘Already Active’

response message from the authorization service as an approval for a reload request.

� Click Enable MSR and Print Current Balance.

� Select the required SAF Mode.

5. Click the Tenders tab and configure the following:

� Select all the tender methods that you allow as payment for gift card purchases or gift card

value reloads.


Note: These procedures assume that any settings required in the check digit, bank card, credit service

and voucher agent tables have already been configured. If not, refer to each individual topic for

information on configuring those tables.

Setting up a voucher definition for a gift card

To set up a voucher definitions for a gift card:


2. Click Vouchers.

3. Click New.

4. Under the General tab, set up as many voucher definitions as required, providing each definition

with a unique Voucher ID. (Each of these Voucher IDs is linked to an 800-series manager code

later in the procedure.) For each voucher ID, configure the following options:

132


� Specify whether the voucher should be tendered at the Start of the Sale, or if it should be

used solely in a Single Item Sale by selecting the appropriate option in the Type drop-down

list.

� Select a Voucher Function for the current definition from the drop-down list. The available

options are:

Reload with card: You can configure the POS to accept and treat the activation of an already

active gift card as a reload by using the ‘Treat Reactivation as Reload’ option. This option is

located under the Non-merchandise maintenance window, Data Capture - Bank tab.

Reload without card: See Reload with card.

Transaction history inquiry

Replacement: The replacement function is used to transfer any remaining value from one

card to another. Before you define the voucher replacement function, you will need to set up

two additional non-merchandise definitions to allow the transfer of remaining value from the

old gift card to the new one. For information on setting up two additional non-merchandise

definitions, see “To configure the replacement function:” on page 133.

Cashout: To configure the cashout function, go to Tender maintenance for a gift card and

select the tenders to which any unused credit on the gift card can be transferred.

Activation: You can configure the POS to accept and treat the activation of an already active

gift card as a reload by using the ‘Treat Reactivation as Reload’ option. This option is located

under the Non-merchandise maintenance window, Data Capture - Bank tab.

Balance inquiry: See “Linking the gift card balance inquiry function to a hotkey” on

page 136 for information on linking this function to a keyboard hotkey.

Combine

� Click Print Current Balance.

5. Click the Cards tab and configure the following options as required:

� Select the non-merchandise items to which this voucher definition is related, such as the gift

card with denomination, or gift card without denomination.

6. Repeat steps 4 and 5 for all remaining voucher functions.


To configure the replacement function:


2. Create two additional definitions following the procedures in the “Create a non-merchandise

definition for the gift card” section. Label one “Old Card” and the other “New Card”.

3. Click Voucher.

4. Repeat steps 3 and 4.

5. Select Replacement from the Voucher Function drop-down list.

6. Click Print Current Balance.

7. Click the From Cards tab and select the Old Card record.

8. Click the To Cards tab and select the New Card record.


133


Linking the voucher definition to a manager code

To link the voucher definitions to a manager code:

1. On the POS Configurations window, click Manager/POS Functions.

2. Click New.

3. Under the General tab, configure the following options according to your business requirement:

� Type the manager code that corresponds to the voucher definition in the Code drop-down

list. (Records created in step 2 will be mapped to a number in a reserved series of 800

numbers.)

� Type a Keyboard Description.

� If desired, select a Quick Menu.

4. Repeat step 3 until each voucher definition is linked to the appropriate manager code.


Defining a non-denominated gift card tender

To set up a non-denominated gift card tender:


1. Click Tender.


3. Click New.

4. Under the General tab, configure the following:

� Type Gift Card in the Description field.

� Click Allow Over Tender, Allow Under Tender and Allow Safe.

5. Under the Data Capture-Bank tab, configure the following:

� Select the appropriate options under Bank Card, Credit Service, Voucher Agent, Manual

Authorization Verification and Check Digit.

� Type Enter/Swipe Gift Card # in the Reference Prompt field.

� Type values in the Min/Max No. fields.

� Click Print Current Balance, Enable MSR, and Enable SAF.


134


Defining denominations for gift card tender values

To define denominations for a denominated gift card tender:

1. On the POS Configurations window, click Code Maintenance.

2. Click Denominations Groups.

3. Click New.

4. Configure the following options according to your business requirements:

� Select Gift Cert TDR Balancing from the Denomination Group drop-down list.

� Select Bill in the Denomination Type drop-down list.

� Enter the value of the denomination in the Weight field.

� Type a description in the Weight Description field.


Creating a new denominations group

To create a new denominations group:


2. Click Denominations Group.

3. Click New.

4. Type a Denomination ID number and a Description, such as ‘Denominated Gift Card’.


Creating tender denominations

To create tender denominations:


2. Click Tender.

3. Click Tender Denominations.

4. Click New.

5. Configure the following options according to your business requirements:

� Select the Denomination Group item you created in Step 6 from the Denomination Group

drop-down list.

� Select the Denomination type from the drop-down list.

� Type a value for the Weight and a Weight Description.

6. Click Save.

7. Repeat step 5 until all required denominations are created.

8. Click Close.

Linking the tender denominations to the tender menu

To link the tender denomination to the tender menu:


2. Click Tender.

135



4. Click New.

5. Under the General tab, configure the following options according to your business requirements:

� Type Gift Card in the Description field and click Allow Over Tender, Allow Under

Tender and Allow Safe.

� To specify the Denomination ID to be used for balancing, select the required options from

the Balance Denomination drop-down list.

� To specify the Denomination ID to be used for tendering at the POS terminal, select the

required option in the Tender Denomination drop-down list.

6. Under the Data Capture-Bank tab, configure the following options according to your business

requirements:

� Select the appropriate options under Bank Card, Credit Service, Voucher Agent, Manual

Authorization Verification and Check Digit.

� Type Enter/Swipe Gift Card # in the Reference Prompt field.

� Type values in the Min/Max No. fields.

� Click Print Current Balance, Enable MSR, and Enable SAF.


Note: A denominated Gift Card should be linked to a Non-merchandise

definition as a gift card with denomination.

Linking the gift card balance inquiry function to a hotkey

Once you have created a gift card definition, you can link the gift card balance inquiry function to a

keyboard hotkey for quick access to that function. This is available whether a cashier is signed on or

not. The inquiry function can provide a gift card balance electronically at the POS or print out a hard

copy receipt. You can control whether or not to display the balance at the POS by selecting the

appropriate option in the Receipt Options section of the Register Parameters Maintenance screen. For

more information, see “Using the settings under the Receipt Options tab” on page 43. In each method,

the current date, card number and gift card balance are provided.

To link the gift card balance inquiry function to a hot key:


2. Click Voucher.

3. Confirm that a definition exists for balance inquiries. If not, you will need to set one up.



6. Create a new function in the Voucher series (ID 800 to 899) to initiate a gift card balance inquiry.

Use the voucher ID for balance inquiries as the cross reference. For example, if the voucher ID

number is 2, use Voucher Function ID 802. For information on creating a Manager/POS

Function, see “Defining manager codes” on page 73.


8. Click Keyboards.

9. Map the gift card balance inquiry Manager Code/POS Function to the desired keyboard key. For

information on mapping a keyboard, see “Defining a keyboard” on page 29. Note that this feature

is assuming the IBM NAN keyboard.

136


Configuring activation for Blackhawk third party cards

Blackhawk is a third-party service provider which you might use to activate phone cards, third party

gift cards, and non-denominated financial cards such as Visa and Mastercard at the POS. Configuration

to support the activation and authorization of these items through Blackhawk requires the following

configuration steps.

To configure activation for Blackhawk third party cards:

1. In Item Entry Control, create a record for each barcode pattern. For information on accessing

the Item Entry Control maintenance screen, see “Configuring item entry for your POS” on

page 286. If the pattern is the same for all card types, one record is enough. Duplicate it if you

wish to support manual entry of the barcode and set the Scan Data Type to none.

The typical settings are as follows:

Minimum length = 30

Maximum length = 30

Total Length = 30

PLU start = 2

PLU length = 10

Perform PLU = TRUE

PAN start = 12

PAN length = 19

Scan Data Type = CODE128 or “Any Scan Data Type”

2. In PLU create a record for each UPC item and configure the following settings. For information

on accessing the PLU maintenance screen, see “Configuring PLU pricing parameters” on page 84.

� Set the ‘Linked Non Merch. ID’ to the appropriate non-merchandise definition.

� Set the price according to the value if it is a fixed value card. For a non-fixed value card such as

a financial card, set a dummy price to prevent the POS from prompting for a PLU price. The

price for a non-fixed value card is prompted when the linked non-merch item is processed.

3. In Policy create the following new policies:

� Create a policy for the ‘Approved Print Policy’ and set it to print on the receipt. The print line

should be something like “Card Is Active”.

� Create a policy for the ‘Local Auth Print Policy’ and set it to print on the receipt. The print line

should be something like ‘Card Will Be Activated Within 24 Hours’.

4. In Non-Merch create one record for each card type, for example create one definition for a 3rd

party card, one for a phone card, and one for a financial card. For information on accessing the

Non-Merchandise Maintenance screen, see “Configuring non-merchandise transactions” on

page 157.

For each definition, configure the options as follows:

� Turn off the Send Activation At Time Of Sale option. This allows the request to be sent

after tendering is complete.

� Set the SAF mode to ‘2 – Authorization’.

� Set the field Min Online Auth Amount to 9,999,999.99. This is to allow auto-approval locally

when the response times out.

� Set the new option Approved Print Policy to the appropriate policy.

� Set the new option Local Auth Print Policy to the appropriate policy.

� Turn off the Allow resubmit option to force auto local authorization.

� Turn off the Disallow Local Authorization option.

137


� Turn off the Authorize Post Void option, so a void request is not sent on post void.

� Turn on the Drop PLU Parent option.

� Turn on the Use Price From PLU option for fixed value cards, and turn it off for financial

cards.

� Turn on the Use Description From PLU option to have the PLU description printed on

receipts instead of the non-merch description.

� Turn on the Use PLU Number for Non-Merch Sub-Group option.

� The Add to Gross option should be turned on if required to recognize revenue of sales of this

non-merch.

� Turn on the Print Non Merchandise Receipt flag in the Print Options tab.

� Set the flag Print Current Balance off.

5. In Tender, since the Enable SAF boolean field is changed to SAF Mode, verify the existing

configuration to ensure that the set values are correct after the upgrade. For information on

accessing the Tender Maintenance window, see “Setting up tenders” on page 107.

Configuring pending transaction payment optionsDeferred payment option plans, such as layaway transactions or Cash On Delivery (COD)

transactions, are set up as pending transactions in the Configurator. Pending transaction parameters

dictate how the payment options for these transaction types are handled at the POS terminal. You can

configure pending transactions parameters to suit your retail environment. For more information, see

“Configuring pending transactions” on page 169.

By making changes in the literal file, the pending transactions table can be used to set up different

transaction types that involve multiple payment options.

To access the Pending Transactions Maintenance window:


138

Configuring pending transaction payment options

2. Click Pending Transactions.

To configure payment parameters for pending transactions you must complete each of the following

procedures:

� Configure the layaway on the Basic tab of the Pending Transactions Maintenance window as

described in “Configuring pending transactions” on page 169.

� On the Advanced tab of the Pending Transactions Maintenance window, define the Service

Charge, Deposit, and Cancellation Fee parameters for the transaction type.

� On the Payment Schedule Maintenance window, configure the options from the drop-down list in

the Payment Schedule Maintenance section.

To configure service charges for a pending transaction:

You can define a variety of pending transaction payment plans. Each payment plan can have up to

seven payments defined, with specific dates and amounts due. You can also define separate deposits,

service charges, and cancellation fees for each payment plan.

1. After configuring the layaway, click the Advanced tab of the Pending Transactions Maintenance

window. (for more information on configuring the layaway, see “Configuring pending

transactions” on page 169).

2. If a service charge is required on a pending transaction, click Prompt Service Charge.

3. To set the tender amount of a service charge, type the amount in the Service Charge Amount

field. Leave this field blank if no service charge is required.

4. If the service charge is a percent of the total transaction, type the percentage in the Service

Charge Percent field.

139


To configure the minimum deposit required for a pending transaction:

1. If you want the minimum layaway deposit to be a fixed amount, type the minimum amount to be

accepted in the Minimum Deposit field.

2. If you want the minimum layaway deposit to be a percentage of the total price of the layaway

transaction, type the minimum percentage to be accepted in the Minimum Percent Deposit

field.

To configure cancellation fees for a pending transaction:

1. If you want a cancellation fee to apply to a cancelled layaway transaction, click Prompt Cancel

Fee.

2. If you want the layaway cancellation fee to be a fixed amount, type the amount to be charged in

the Cancel Fee Amount field.

3. If you want the layaway cancellation fee to be a percentage of the total price of the layaway

transaction, type the percentage to be charged in the Cancel Fee Percent field.

To configure a payment schedule for a pending transaction:

A payment schedule consists of up to seven defined payment deadlines defined at certain intervals (in

days) from the initial transaction date (for example, payments could be scheduled to occur at 30, 60,

and 90 days after the initial transaction date).

1. In the Advanced tab, from the Payment Schedule drop-down list, select the desired option.


3. Click Payment Schedule.

To configure the general payment options for a pending transaction:

1. Click Break Out Payments to show the number of payments, and the payment due dates on the

POS terminal.

140

Configuring pending transaction payment options

2. In the Show Payments Break Down drop-down list, select the option that represents which

receipts you want the payment schedule printed on (for example, the store copy, customer copy,

or all copies).

3. If interest is charged on layaways, type the interest rate charged, in the Interest Rate field.

To configure payment start options for a pending transaction:

1. To specify a certain payment start date, click Use Start Date and enter the start date in the

adjacent field using the mm/dd/yy format.

2. In the Day Numbers field, type the number of days that pass before the payments are to start.

For example, if a customer puts a deposit down on an item on Monday, and wishes to begin the

payments 10 days later.

3. To set the payments to a specified number, click Force Number of Payments and type the

number of payments in the adjacent field.

To configure usable Business Days:

� Enable the checkbox beside each day of the week that will be counted as a business day for

payment option purposes. Business Days that are not checked are not used when calculating

payment schedules.

To schedule Percent of Balance payment options:

� Type the number of days after the layaway sale that each payment is due in the Days column

beside each Payment number. In the Percent of Balance column, type the corresponding

percentage of the transaction total that must be paid on that payment day. Note that percentages

are cumulative and should total 100.

For example:

Payment 1 -- 30 Days -- 50%



To set the Minimum and Maximum Number of Payments:

1. In the Min and Max fields, type the minimum and maximum number of payments that must be

made as a part of this transaction.

2. In the Interval drop-down list, select the number of days at which payments must be made. You

can select anywhere from 1 to 999 days.

To configure Finance Charges:

If such charges apply, you can specify either a fixed dollar amount or a percentage of the total

transaction amount for the finance charges.

1. If you want the finance charge to be a fixed amount, click Use Amount and type the amount in

the adjacent field.

2. If you want the finance charge to be a percentage of the transaction total, type the percentage of

the transaction total to comprise the finance charge in the Percent field.

141


Configuring coupon promotionsThe fields in the Coupons window are used to define the UPC value codes used to scan manufacturer’s

coupons. For information on creating a coupon promotion, see “Creating a coupon promotion” on

page 224.

To access the Coupons window:

� On the POS Configurations window, click the PLU tab and click Coupons.

To delete an existing coupon:

1. In the list of existing coupons, select the coupon that you want to delete.

2. Click Delete.

3. At the prompt, click Yes to delete the selected coupon.

To create a new coupon:

1. Click New to create a blank row in the Coupon Number and Coupon Description columns.

2. In the Number field, type a number to act as a unique identifier for the coupon. This number

appears in the Coupon Number column adjacent to the Coupon Description column.

3. In the Desc field, type a unique description for the coupon. This is the description that appears

under the Coupon Description column.

4. If the PLU must match the coupon number for the coupon to be effective, click Match PLU.

5. If the items that qualify for the coupon must have a unique PLU number, click Unique PLU.

142

Using private label cards for check authorization

6. Enter quantity information as follows:

Note: The Qty fields determine the number of a particular item that must be

purchased in order to be eligible to use the coupon.

a) If the coupon is valid only when a retail customer purchases multiples of an item, type the

minimum quantity number in the Base field. This field determines how the system handles the

first item(s).

b) To apply this coupon in the same manner to a quantity equal to or greater than the base

quantity, click Or More.

c) To set the dollar value of the coupon for the base quantity (or more, as applicable), type the

dollar amount to be deducted from the item’s retail price in the adjacent Off field.

d) If the coupon works differently for a greater multiple of the item, type that number in the Alt

1 field. This field determines how the coupon applies to additional multiples of the item.

e) To set the dollar value of the coupon for the Alt 1 quantity, type the dollar amount to be

deducted from the item’s retail price in the adjacent Off field.

Consider the following example. A coupon is created with the Base quantity set to 2 or more,

with one dollar off, and the Alt 1 quantity set to 5, with five dollars off. A consumer

purchasing three of the specified item will receive one dollar off the price of each of the items

using the coupon. A consumer purchasing five of the specified item will receive five dollars off

the price of each of the items using the same coupon.


WARNING! The Apply All button applies the current values to all of the

existing coupon records.

Using private label cards for check authorizationPrivate label cards are generally store or other non-financial or non-credit service cards presented by

customers as a form of identification for writing or cashing checks. POS devices can be configured to

read the magnetic data strip of a private label card, driver’s license or military ID when the following

parameters are set.

Configuring POS devices to read private label or other check authorization cards (overall procedure):

1. Contact your Triversity technical representative to update the POS.INI file with information to

read track 2 data on the private label card and to define IDCC credit identification parameters.

This information is vital for this feature and not currently accessible in the Configurator.

2. Select AJB as the credit server where required.

3. If required, modify the check info profile prompt (#99) to prompt for the selection of an

authorization card from a choice list. For more information on how to do this, see “To modify the

check info profile prompt:” on page 144.

4. Create a new mask type to validate the authorization card account numbers. For more information

on how to do this, see “To create a mask type for the private label or other card profile prompt:”

on page 144.

5. Create a profile prompt for each authorization card. For more information on how to do this, see

“To create a profile prompt for each private label or other authorization card:” on page 144.

143


6. Create a record in the choice list for each authorization card, and link it to each card’s profile

prompt. For more information on how to do this, see “To link the private label or other

authorization card choice type to its corresponding profile prompt:” on page 144.

To modify the check info profile prompt:



3. Scroll down the list to the Check Info prompt item and click Open.


5. Move the existing records and all their parameter settings down a line.

6. On line 1 type ID TYPE in the Prompt Line field.

7. Select Choice List Type 7 in the Mask Type drop-down list.


To create a mask type for the private label or other card profile prompt:


2. Click Edit Mask.

3. Click New.

4. Type 20 in the Mask ID field.

5. Type Credit Card ACCT # from Swipe in the Mask Description field.


To create a profile prompt for each private label or other authorization card:



3. Click New.

4. Type a number in the Prompt ID field.

5. Type a description such as CHECK <private label name> CHARGE in the Prompt

Description field.


7. On Line 1 type one of the following parameters depending on the type of card you are setting up:

� T2: <private label name> CHARGE # substituting the store or brand name for “private

label name” for a private label card

� TB: MILITARY (or other) CARD # for a military or other card.

8. Select Mask ID 20 in the Mask Type drop-down list.


10. Click Close to exit the profile prompts search window.

To link the private label or other authorization card choice type to its corresponding profile prompt:


2. Click Choices.

3. Scroll down the list to the ID List choice item and click Open.

4. Type a number in the Choice number field.

144

Using private label cards for check authorization

5. Type the card name in the Description field.

6. Click the up or down arrows in the Link ID field to select the number of the corresponding

profile prompt created for the card.

7. Select Profile Prompt in the Link Type drop-down list.

8. Repeat for next card if required.


145


146

Configuring Tax Options andSpecial Fees
This section provides information on setting the appropriate tax parameters as they relate to different

tax regions. Your business rules will dictate, in part, which taxes are applied to different jurisdictions,

and how those taxes are applied.

Taxes can be attached to a discount, link item table, non-merchandise transaction, PLU file or the

department/class table. They can be set as basic flat taxes or as step taxes, as required by both regional

tax laws and your business rules. The Transactionware system can recognize up to sixteen types of tax.


� “Defining taxes and tax options” on page 147

� “Configuring special fees” on page 153

Defining taxes and tax optionsTo set up your regions and apply taxes to those regions, you must complete a number of tasks in the

Tax Maintenance window, including the following:

� Configure the basic tax parameters

� Configure options for the tax type

� Set the tax description printing options

� Enter the tax steps for a tax type

147

Configuring Tax Options and Special Fees

To access the Tax Maintenance window:


2. Click Tax.

To define a tax:

1. In the Tax Maintenance window, click New to create a new tax definition.

2. Type the number of the Store to which the taxes apply. 9999 is the code for ‘All Stores’.

3. Type the Region to which the taxes apply.

4. In the Type field, type a number from 1 to 16 that represents the type of tax.

5. In the Description field, type a description of the tax being defined (for example, PST 8%, GST

7%). The tax description is visible in the Configurator tables that have tax options available (for

example, Tender Setup, PLU Maintenance, and so forth).

6. In the Print Character field, type a character that identifies the tax that is applied to an item. The

character prints on the receipt beside each taxable item.

7. On the General tab, configure the basic options for this tax, including:

� General Options (see “To configure general options:” on page 149).

� Tax Threshold settings (see “To define the tax threshold:” on page 150).

� VAT settings (see “To configure value-added tax (VAT) settings:” on page 150).

� Jurisdiction and Policy settings (see “To configure tax jurisdiction and policy settings:” on

page 150).

8. Click the Print Options tab, and configure printing related options for this tax, as required (see

“Setting print options” on page 151).

9. Click the Tax Steps tab, and configure any tax step information pertaining to this tax, as required

(see “Setting tax steps options” on page 152).


148

Defining taxes and tax options

Setting tax options

To configure general options:

1. In the Tax Maintenance window, click the General tab.

2. In the Tax Rate field, type the rate at which the tax is charged. This rate is used to calculate tax if

the breakpoint is 0.

3. In the Tax Class drop-down list, select one of the following options:

� 1 Tax is applied to the subtotal

� 2 Applies to class 1 tax and subtotal

� 3 Applies tax to class 1 and 2 tax subtotal

4. In the Minimum Taxable Amount field, type the minimum dollar amount to which tax is

applied to a transaction. Tax is only applied to a transaction once the transaction amount has

reached the limit as defined in this field (for example, if the minimum tax is set to 20 cents, once

the transaction total reaches 20 cents, the tax is applied).

5. In the Round Digit drop-down list, select a number to determine how decimal numbers are

rounded. For example, if the Round Digit is 4 and the calculated tax equals $1.534, then the tax

rounds up to $1.54. ‘All’ means always round up.

6. If the tax you are defining is applied to the total transaction amount including other taxes that have

been applied, click Apply Tax On Tax.

149


To define the tax threshold:

The Tax Threshold fields work together to control the tax on items. The Threshold Amount dictates

the minimum amount of total taxable sales that is required before taxes are applied. If the total sale is

more than the threshold amount, tax is applied.

1. In the Tax Threshold Amount field, type the minimum dollar amount of total sales.

Note: You must enter an amount in the Tax Threshold Amount field to

activate the Use Threshold On Item Amount and Use Threshold On

Differential functions.

2. The Use Threshold on Item Amount and Use Threshold on Differential fields are used in

conjunction with each other:

� Click Use Threshold On Item Amount if you want the amount of tax to apply to individual

items. When an item’s price exceeds the threshold, the tax is applied to the item.

� Click Use Threshold On Differential if you want the amount of tax to apply to the

difference between the transaction and the tax threshold amount. When the transaction price

exceeds the threshold amount, the tax is applied to the difference between the transaction and

the threshold amount.

� Enable both checkboxes if you want the amount of tax to apply to the difference between the

item and the tax threshold amount. When an item’s price exceeds the threshold, the tax is

applied to the transaction.

� Leave both checkboxes unchecked to apply taxes to the total transaction.

To configure value-added tax (VAT) settings:

Value-added taxes are taxes that are included in the price of an item. VATs are embedded in the item’s

price before the transaction begins.

1. To embed the tax in the price of the item, click Use VAT.

2. To prompt the register to calculate the tax before embedding it in the price of the item, click Add

VAT To Item Price.

3. Define the VAT information that prints on the sales receipt and where it prints:

� In the Sales Report Location drop-down list, select the sales report location you want to

associate with this tax.

� In the Print Style drop-down list, select the print style to have use when this tax is applied.

The VAT information is generally printed at the bottom of the receipt after the header.

To configure tax jurisdiction and policy settings:

1. The Tax Region number represents a group of taxes. There can be up to 16 taxes per region. Each

tax region represents a set of taxes that belong to a particular jurisdiction. A jurisdiction can be a

region such as a state or province. For example, in Ontario there is a General Sales Tax (GST) and

a Provincial Sales Tax (PST). These taxes could be part of Region 1. You can then apply Region 1

taxes to an item grouping transaction. In the Tax Region field, type a region number up to 65,000

for the tax region that this tax belongs to.

2. In the On Usage drop-down list, select a policy to be associated with this tax (for example,

layaway). The policy you select prints when the tax is applied to a transaction at the POS terminal.

150

Defining taxes and tax options

Setting print options

The print options for taxes are located on the Print Options tab in the Tax Maintenance window. A tax

description can be printed on a receipt, sales report or both when a transaction is processed with no tax

charged to the customer.

Tax identification numbers are assigned for the tax type that you create and can be printed on the

customer’s receipt and on a generated report.

To configure print options for a tax type:

1. On the Tax Maintenance window, click the Print Options tab.

2. If you want the tax description printed on either of these documents, click Print On Receipt or

Print On Sales Report.

3. To have the tax description printed on both the receipt and sales report when a zero tax is entered

manually at the POS terminal, click Print Manual Tax.

To assign a tax identification number:

1. In the Sum Tax ID For Receipt field, type a tax type identification number between 1 and 16.

The tax type you create is totaled with this tax type. The description of the tax identification is

used on the receipt.

Note: If you enter 0 in this field, the taxes are not recorded separately on the

receipt. The tax is included in the total price.

2. In the Sum Tax ID For Report field, type a tax type identification number between 1 and 16.

The tax type you create is totaled with this tax type. The description of the tax identification is

used on the receipt.

151


Note: If you enter 0 in this field, the taxes are not recorded separately in the

report. The tax is included in the total price.

Setting tax steps options

The rate at which tax is applied to a range of values is set in the Tax Steps tab in the Tax Maintenance

window. Each step represents the amount of tax that is charged between the amounts listed in the step

fields. For example, if step 1 is set to .25 and step 2 is set to .30, then the tax charged on sales between

.25 and .29 inclusive is .01.

Step values are used if the sales amount is within the specified range. For sales amounts beyond the

step values, either the break point or tax rate are used. If a break point is specified, its amount must be

included in the step values.

To configure stepped rate ranges for a tax type:

1. On the Tax Maintenance window, click the Tax Steps tab.

2. Type the appropriate dollar amount for each step.

3. Type a value in the Break Point field to set the recursive tax step to calculate the tax. The

recursive tax step break point is the value at which the tax table repeats.

152

Configuring special fees

Configuring special feesBottle deposit fees are additional fees charged when selected bottled products are purchased. They can

be refunded when the empty bottles are returned to the store. Bottle deposit fees and bottle return

refunds are defined under the non-merchandise category of products. They must also be linked to

specific products in the PLU file so that the fees can be automatically charged whenever these items are

sold. Both transactions must also be added to the options menu to allow them to be selected

independently of a specific product purchase.

Setting up a bottle deposit fee

The following procedures describe how to set up a bottle deposit fee and link it to a specific PLU item

in the Configurator.

To set up a bottle deposit fee:



3. Note the last sequential number under the Non-merchandise ID column in the Non-merchandise

Search window.

4. Click New.

5. Type the next sequential number from the Non-merchandise Search window in the

Non-merchandise ID field.

6. Type BOTTLE DEPOSIT or a similar heading in the Description field.

7. In the Quick Menu drop down list, select Nonmer.

8. Type BOT DEP in the Keyboard Description field.

9. Some default values may already be clicked in your window. Ensure that the following fields are

clicked, and click any that are not:

� Positive Amount

� Add to Gross

� Allow Quantity

� Allow in Merchandise

� Allow Suspend

� Allow Item Void

� Non Income

10. Type a value in the Preset Amount field to define the amount to charge for bottle deposits.

11. Select 1 in the Preset Price Denominator drop down list. Depending on the value you input

here, you may set up a price containing a fraction of a penny.

12. Click Force Preset Amount.

13. Click the Data Capture tab.

14. Type Bottle Deposit in the Prompt Description field.


To link the bottle deposit non-merchandise definition to a specific PLU item:


2. Click PLU File.

153


3. In the PLU Search window, select the PLU item to which the bottle deposit charge will apply.

4. Double-click the item, or click Open.

5. In the Link Non-merchandise ID drop down list, select Bottle Deposit.

6. In the Link Non-merchandise Sell Quantity field, type the number of Non-merchandise items

(bottle deposits) which may be applied per PLU item.


Setting up a bottle return refund

The following procedures describe how to set up a bottle return refund and link it to a specific PLU

item in the Configurator. Steps 1 and 2 can be omitted if bottle return is set up immediately after the

bottle deposit fee.

To set up a bottle return refund:



3. Note the last sequential number under the Non-merchandise ID column in the Non-merchandise

Search window.

4. Click New.

5. Type the next sequential number from the Non-merchandise Search window in the

Non-merchandise ID field.

6. Type BOTTLE RETURN or a similar heading in the Description field.

7. In the Quick Menu drop down list, select Nonmer.

8. Type BOT RET in the Keyboard Description field.

9. Unclick Positive Amount if it is clicked in the Non-merchandise Maintenance screen.

10. Some default values may already be clicked in your window. Ensure that the following fields are

clicked, and click any that are not:

� Add to Gross

� Allow Quantity

� Allow in Merchandise

� Allow Suspend

� Allow Item Void

� Non Income

11. Type a value in the Preset Amount field to define the amount to charge for bottle deposits.

12. Select 1 in the Preset Price Denominator drop down list.

13. Click Force Preset Amount.


15. Type Bottle Return in the Prompt Description field.


Creating bottle deposit and bottle return headings

When the bottle deposit fee is defined and linked to a product, the system will automatically add the

fee to the transaction when this product is purchased. To charge bottle deposit fees for products which

154

Configuring special fees

do not have bottle deposit fees linked to them, or to process bottle return refunds the cashier will need

to select the bottle deposit fee or the bottle return refund from the Non-merchandise menu.

To add bottle deposit and bottle return headings to the Non-merchandise menu:



3. Scroll down to the Non-merchandise menu, and click Open.

4. Click Add Option. This adds a new line to the bottom of the list.

5. Click Function.

6. Scroll to the Bottle Deposit record, click and hold it.

7. Drag the Bottle Deposit record to the Custom Menu Maintenance window, and drop it into the

new record line at the bottom of the list.

8. Repeat steps 6 and 7 for Bottle Returns.


10. In the POS Configurations window, click Convert to convert the Non-merchandise and PLU

files.

11. Stop and restart the Xpress Server to apply the changes.

155


156

es
Configuring Transaction Typ
This section explains how to set up and maintain various types of exception transactions, and includes

information on the following:

� “Configuring non-merchandise transactions” on page 157

� “Configuring employee transactions” on page 169

� “Configuring pending transactions” on page 169

� “Configuring inventory transactions” on page 175

� “Configuring return transactions” on page 178

� “Configuring user-defined transactions” on page 193

� “Configuring a send sale transaction” on page 200

Configuring non-merchandise transactionsNon-merchandise transactions are transactions involving a service product or other item that does not

have a regular SKU or UPC code and is therefore not considered general merchandise. Some examples

of non-merchandise items are gift certificates, charges for clothing alterations, equipment or movie

rental fees, and postage stamps. Non-merchandise transactions can also be set up as accounting entries

for transactions such as Paid In and Paid Outs.

For each specific non-merchandise transaction you must set options in other tables first. You must

determine the tables required depending on your original configuration and make the necessary

configurations before you can configure a non-merchandise transaction.

Some of the tables with settings that can be linked to a non-merchandise definition include Print Lines,

Choice, Profile Prompts, Positive File, Negative File, Quick Menus and Tax.

To access the Non-merchandise Maintenance window


157

Configuring Transaction Types

2. Click Non-Merchandise. The Non Merchandise Maintenance window appears.

3. Open the non-merchandise definition you would like to review or modify, or click New to create

a new item.



data fields for the new transaction type.

To define a non-merchandise item or transaction:

1. In the Non-merchandise Maintenance window, click the General tab.

2. Select the Store ID number to which you would like this definition to apply. 9999 is the default

code for all stores.

3. Type the Group number to which you would like this definition to apply.

4. Type a unique number from 1 to 99 to identify this definition.

You can set up a maximum of 99 non-merchandise items. The non-merchandise item definition

will not be recognized if a number higher than 99 is entered.

5. Select options under each of the following tabs to configure the behavior of a non-merchandise

item according to your business requirements. Detailed descriptions of the options under each tab

are provided in the following sections.

� “Using the General options for a non-merchandise definition” on page 159

� “Using the Print options for a non-merchandise definition” on page 161

� “Using the settings for a non-merchandise definition” on page 163

� “Using the Data Capture for Bank options” on page 166

� “Using the Tenders options for a non-merchandise definition” on page 168

� “Using the Taxes options for a non-merchandise definition” on page 169

6. Click Apply All, click Save, and then click Close.

158

Configuring non-merchandise transactions

Using the General options for a non-merchandise definition

The general options for a non-merchandise item allow you to configure behavior such as adding

non-merchandise items to a quick menu, or creating a quick keyboard description for a

non-merchandise item.

To set general options for a non-merchandise item:

� If you wish to assign your non-merchandise item to an existing quick menu, select the quick menu

by clicking the Quick Menu drop-down list. To set up a new quick menu option, see “Creating

quick menus” on page 34.

� Type a Keyboard Description which will identify your non-merchandise item. This description

appears on a keyboard key when the non-merchandise transaction is linked to a keyboard. For

information on keyboards, see “Defining a keyboard” on page 29.

To set behavior options for a non-merchandise item:

The amount of a non-merchandise transaction can be added to or deducted from a sale. If the amount

is positive, the amount is added to the sale. If the amount is negative (for example, bottle returns or

paid outs), the amount is deducted from the sale.

� To ensure that the value of the non-merchandise item is always added to the sale transaction click

Positive Amount. Leave the checkbox blank to set it to a negative amount.

� To add the value of the non-merchandise item to the gross sales total for the whole transaction,

click Add To Gross. Leave the checkbox blank to get a separate non-merchandise total after the

net sales total.

� Use the Amount Multiple field to ensure that your non-merchandise items are sold at amounts of

a specific multiple, type the dollar value of the desired multiple. For example, a multiple amount of

$5.00 means that your non-merchandise item can be sold for $5.00, $10.00, $15.00, and so forth.

� To allow non-merchandise items to be returned, click Allow Returns.

� To allow discounts on non-merchandise items, click Allow Discount.

� To allow a zero value amount entry on a non-merchandise sale, click Allow Zero Entry. Leave the

checkbox blank to prevent a zero entry.

� To allow non-merchandise items to be sold in quantities greater than 1, click Allow Quantity.

Leave the checkbox blank to prevent the use of the Quantity key.

� To control whether you can include this non-merchandise item in a pending transaction, click

Allow in PTD.

� To allow non-merchandise items to be included in a regular merchandise transaction, click Allow

In Merchandise.

� To allow non-merchandise items to be part of a suspended transaction, click Allow Suspend.

� Use Price From PLU: In configurations for third party gift cards such as Blackhawk where a

non-merchandise item barcode links to a PLU definition, this option exists to provide flexibility in

allowing a price to be entered at the POS instead of using an established price from the PLU file.

When this option is turned on, the POS uses the item price from the PLU file. When this option is

turned off (not selected), the POS prompts the cashier to enter a price for the item. This allows

the cashier to enter variable price amounts for gift cards determined by your customers’ requests.

The default value of this option is unchecked.

Note: To configure the Blackhawk third party card, this option must be turned

off for financial cards and turned on for fixed value cards.

159


� To indicate a tender denomination type which would only allow specific denominations of this

non-merchandise item to be entered, select an option from the Denomination ID drop-down

list.

� To ensure that a non-merchandise item is not included in a transaction that already contains a

non-merchandise item, click No Other Non-Merchandise Sold With This Item. This option

prevents unrelated non-merchandise items such as a paid-in transaction to be processed with a gift

certificate in the same transaction.

� To allow multiple instances of the same non-merchandise item in a single transaction, click Allow

Same Item Sale.

� To allow a non-merchandise item to be voided, click Allow Item Void.

� To allow the positive file to be updated with the non-merchandise item’s reference number, click

Positive File Update Allowed.

� Non Income

� Linked Deposit

To set linking PLU options for a non-merchandise item:

For some non-merchandise items such as third party gift cards (specifically Blackhawk), you will need

to define a barcode for each of the various gift card items and denominations. The barcodes must

consist of the UPC code and the PAN (Primary Account Number.) When the barcode is scanned, the

POS parses out the UPC and uses it for a PLU lookup. When the non-merchandise item is processed,

the price and definition in the PLU file, linked from the non-merchandise barcode, are used depending

on the configuration. You can set options to toggle between using the price and description from the

PLU file or require their manual entry.

� Drop PLU Parents: In configurations for third party gift cards such as Blackhawk where a

non-merchandise item barcode links to a PLU definition, this option disregards the linking PLU

record. The default value is unchecked.

� Use Description From PLU: In configurations for third party gift cards such as Blackhawk

where a non-merchandise item barcode links to a PLU definition, this option forces the item PLU

description to be used for printing on receipts instead of the non-merch description. The default

value is unchecked

� Use PLU for Non-Merchandise Sub-Group: In configurations of the Backoffice report for 3rd

Party Card Sales, use this option to have separate rows shown for each UPC item in ascending

order of UPC. If this option is not turned on, the UPC and Sub-Group Desc fields are blank. The

default value of this option is unchecked. This option also ensures that the UPC and Description

columns show the corresponding information in the detail report option of the Backoffice report.

To set preset amount options for a non-merchandise item:

You can specify whether a non-merchandise transaction must meet a threshold amount. For example,

you can set an amount of $12 for an NSF check. As soon as the non-merchandise transaction is

initiated, this amount is automatically registered.

� To set a Preset Amount, type an amount up to $999.99 in the corresponding field. A value of 0

indicates that no preset amount is set for the non-merchandise transaction and the cashier is

prompted to enter an amount.

� Preset Price Denominator

� To force the use of a preset amount, click Force Preset Amount. Leave the checkbox blank to

allow the amount to be set by the cashier.

160


To set fee options for a non-merchandise item:

If you are setting up a fee related to a non-merchandise items such as a late return charge for a movie

rental, you can have a description of the fee printed on the customer’s receipt. You can also preset a

second fee for the non-merchandise item such as a refundable deposit fee for a steam cleaner rental.

Each fee is printed on a separate line on the receipt.

� Type a description of the fee to be printed on the customer’s receipt in the Fee Description field.

Note: If a description is entered in this field but no fee amount is defined, the

system prompts the cashier to enter an amount.

� To set a fee for a non-merchandise item, type an amount up to $999.99 in the Fee Amount field.

� To force a preset fee amount for an additional non-merchandise item that cannot be changed by

the cashier, click Force Fee. Leave the checkbox blank to allow the amount to be set by the

cashier.

To set security options for a non-merchandise item:

You can assign an authority level for a non-merchandise transactions to ensure that only cashiers with

the minimum required authority level are allowed to process them.

� To force a prompt for a supervisor key for a non-merchandise transaction, click Supervisor Key

Required. The default setting for this option is off.

� To complete a non-merchandise transaction with a supervisor-required security setting at the POS

terminal, a supervisor key will need to be turned to the “S” position on the keyboard.

� To set the authority levels for non-merchandise items, type an Authority Level value from 1 to 5.

Leave this field blank if no authority level is required.

� To force a prompt for a supervisor password for a non-merchandise transaction, click Password

Required.

Using the Print options for a non-merchandise definition

To set receipt printer options for a non-merchandise item:

� To print a receipt for a non-merchandise item, click Print Receipt.

Note: If a Print Receipt option is enabled in another table, this transaction will

be printed even if this option is not enabled here.

� The dual receipt option instantly prints two copies of an original receipt when an additional copy

is required for services such as deliveries. Click Dual Receipt to activate this feature. Leave this

checkbox blank if a dual receipt is not required.

� To print a receipt for a non-merchandise transaction, click Print Non-Merchandise Receipt.

� To prevent the barcode from being printed on a receipt for a Non-Merchandise transaction (such

as a Paid In/Paid Out transaction), click Suppress Barcode.

161


Note: Barcodes are configured in the Barcode section under the PLU tab. For

detailed information on configuring barcodes, see “Configuring barcodes” on

page 97.

To set slip printer options for a non-merchandise transaction:


� To activate slip printing, click Print Slip.

� To specify the number of lines to advance before slip printing begins, type the amount in the No

Of Lines To Advance field. A value of 0 indicates that slip printing begins on the first line of the

form.

� To specify the number of lines to print before being prompted for another form, type the amount

in the No. of Lines To Print field.

� To specify the number of spaces to indent before beginning to print on the slip, type the amount

in the Indent Spaces field.

To set validation printer options for a non-merchandise transaction:

You can set your printer to stretch the printed text to double width during validation.

� To set validation printing to double width for the amount, click Expand Validation Amount.

Leave the checkbox blank if print expansion is not required.

� To specify the number of lines to advance before validation printing begins, type the amount in

the Form Feed field.

To print signature and policy lines for a non-merchandise item:

These fields define the signature lines and user-defined policy lines that are printed on a receipt.

162


� To print text in the signature lines for a non-merchandise item, click the Signature heading

drop-down list to see the signature line items.

� Select the signature item you want to print on the receipt. Each signature line item is defined in the

Print Line table. You can print more than one item in the signature lines by clicking the next blank

line and selecting a new signature item from the drop-down list.

� To print a policy on the receipt, click a blank line below the Policy Line heading for a list of policy

options. This list is available on each blank line.

� Click the policy item you want to print on the receipt. You can print more than one policy item by

clicking the next blank line and selecting a new policy item from the drop-down list. You can

define up to 15 lines of text to print in the Policy table. For information on policies or to add a

new policy to the list, see “Defining a profile prompt” on page 55.

To print validation and void validation lines for a non-merchandise item:

The following fields form the standard validation information that is printed for every transaction

involving a non-merchandise item: date, cashier number, register number, transaction number, tender

submitted, and amount. You can define two additional lines of text to print on the receipt for regular or

voided transaction items.

� To print a custom validation line, click a blank line below the Validation Lines heading for a list

of validation line options.

� Select the validation line option you want to print on the receipt. You can print additional lines by

clicking the next blank line and selecting a new validation line item. Validation line items are

defined in the Print Line table.

� To print a void validation line, click a blank line below the Void Validation Lines heading for a

list of void validation line items.

� Select the void validation line option you want to print on the receipt.

To set the print style for a non-merchandise transaction:

� Click one or more of the following options to define the format for the print lines: Bold, Centre,

or Expanded.

Using the settings for a non-merchandise definition

On the Data Capture tab, you define cashier prompts associated with the non-merchandise transaction

or item type. For more information about profile prompts, see “Defining a profile prompt” on

page 55. You can set up to five different prompts for each non-merchandise transaction.

� Amount prompts: Prompt the cashier to manually enter an amount for the non-merchandise

item

� Choice prompts: Prompt the cashier to make a selection identifying a specific feature of the a

non-merchandise item. When this prompt is activated, the cashier will be required to enter or

select a specific detail regarding the non-merchandise item

� Profile prompts: Display a specific message regarding the purchase of the item triggered by the

sale of the non-merchandise item

� Customer database profile prompts: Identify the database to which any customer information

collected from a prompted inquiry of the customer by the cashier is captured

� Reference Number prompts: Prompt the cashier to enter a reference number for the

non-merchandise item (for example, authorization code, item series number, and so forth)

163


To set amount, choice type, and profile prompt options for a non-merchandise transaction:

Prompts gather information and control what the cashier sees during the sale of a non-merchandise

item.

1. In the Non-merchandise Maintenance window, click the Data Capture tab.

� To create a prompt message to have an amount for this non-merchandise transaction manually

entered, enter a description up to 20 characters long in the Prompt Description field.

� To set a minimum amount for a non-merchandise transaction, type an amount in the left box of

the Minimum/Maximum field.

� To set a maximum amount for a non-merchandise transaction, type an amount in the right box of

the Minimum/Maximum field. Use a value of “0” to indicate that any amount can be accepted.

� At the POS terminal, the HALO function can be used to override any minimum or maximum

value set.

� To select a choice type, click Choice Type, and select the choice type item to be triggered by the

non-merchandise item.

� To select a profile prompt, click Profile Prompt, and select the profile prompt item to be

triggered by the non-merchandise item.

To set customer database profile options for a non-merchandise transaction:

� To capture customer information for this item, click the Customer Database Profile drop-down

list and select the profile to be used for that non-merchandise transaction.

� Bin Number: For a gift card definition, this option is used to specify the BIN number for each

gift card type. This option is used to confirm that the gift card type selected by the cashier is a

valid type. The POS will attempt to match the Bin number by verifying whether the first n digits of

the card number are the same as the defined Bin number.

164


� Low PRIN#: This option is used to confirm that the gift card type selected by the cashier is a

valid type. Each co-brand gift card has a unique PRIN number. For a gift card definition, this field

is used to specify the low end of the PRIN range for each gift card type. Co-brand gift cards have

the same Low PRIN# and High PRIN#. The POS will attempt to match the PRIN number by

verifying that the card PRIN digits (digits 7 to 9 from the swiped card number) is between the

Low PRIN# and High PRIN#.

� High PRIN#: For a gift card definition, this field is used to specify the high end of the PRIN

range for each gift card type. Co-brand gift cards have the same Low PRIN# and High PRIN#.

To set reference number prompt options for a non-merchandise transaction:

� To set a message which will prompt the cashier to manually enter a reference number related to

the non-merchandise item, enter a text message up to 20 characters in length in the Prompt field.

Note: If you need more than one prompt to gather all the required

information, use the Profile Prompt option.

� To set the minimum length in characters of the reference number, type an amount in the left box

of the Minimum/Maximum field.

� To set the maximum length in characters of the reference number, type an amount in the right box


� To set up a function which checks the validity of the reference number entered at the POS, click

the Check Digit drop-down list and select the check digit function required to validate a

reference number entered for the non-merchandise item. For more information on check digit

functions or to set a new one, see “Configuring DOS thin client options” on page 298.

� To have a reference number automatically generated by the system, click the Auto Generate

Reference drop-down list and select the option which determines the manner in which the

reference number will be generated. In most cases you would create a prompt for a reference

number (as for gift certificate redemption) or create a reference at the time of the sale (as for a gift

certificate.)

� To have the text of the reference number prompt printed on the receipt, click Print Reference

Prompt.

� To prompt the system to check the reference number entered following the Reference Number

Prompt field against a specific positive file definition, type the number that identifies that

definition in the positive file in the Check Positive File field. For more information on positive

file records or to set up a new positive file record, see “Maintaining the positive file for tender

validation” on page 126.

Note: Positive files are usually set up to track numbered tender items. The

impact of the positive file flag is that if the reference number entered for the

item is not found in the positive file, the POS system will not allow the

transaction to continue.

� To prompt the system to check the reference number entered in the Reference Number Prompt

field against a specific negative file definition, type the number that identifies that definition in the

negative file in the Check Negative File field. For more information on negative file records or

to set up a new negative file record, see “Maintaining the negative file for tender validation” on

page 127.

165


Note: Negative files are usually set up to track reference numbers of problem

items such as stolen gift certificates or bad credit accounts. The impact of the

negative file flag is that if the reference number entered for the item is found in

the negative file, the POS system will not allow the transaction to continue.

� Generate Gift Certificate No.:

� Get Reference Number From IEC: In configurations for third party cards such as Blackhawk,

you need to set up a non-merchandise item barcode in Item Entry Control to specify a PAN

(Primary Account Number) and a UPC code for each type of card (phone card, gift card or

non-denominated financial card.) The PAN is used for authorization requests regarding the use

and value of the card, and the UPC code is used in PLU lookups for the item description and

price. A separate item entry control record is required to support a manually-entered barcode in

situations where the barcode cannot be read by the scanning device. This option indicates that the

PAN is part of the barcode or the manually-entered number and prevents the POS from

prompting for the reference number again. The default value of this option is unchecked

Using the Data Capture for Bank options

The Data Capture-Bank tab allows you to define bank card settings for non-merchandise items such as

stored value cards and vouchers.

To set bank card data capture information:

� To specify that the card can be activated at the POS terminal at the time of the purchase, click

Send Activation at Time of Sale. When this option is left blank the activation can only be

performed manually using the Voucher Activation function.

� To specify each bank card that can be tendered for a non-merchandise transaction, click the Bank

Card drop-down list and select the cards from the list.

166


� To specify which credit service should be contacted for authorization for the specified bank card,

click the Credit Service drop-down list and select the credit service from the list.

� To specify a voucher agent to contact for authorization for the specified bank card, click the

Voucher Agent drop-down list and select the required voucher agent from the list.

� To specify the minimum amount required for online authorization, click Minimum Online

Authorized Amount.

� To specify the maximum amount that can be processed through a bank card before external

authorization is required, type the amount in the Local Authorization Floor Limit field.

� To specify a verification method which validates the manual authorization code returned by the

authorization service provider, select a method in the Manual Auth Verification drop-down list.

The options include the following:

� IVR ValueLink: Used for offline gift card validation processing when ValueLink is the gift card

provider.

� To place a declined authorization request into the Store and Forward file, click Treat Declines as

Referrals.

� To specify that declined authorization requests will require a manager’s override, click Decline

Override Requires Mgr Override.

� Account Number Mask

� Manual Auth Display Policy

� Backup Credit Service

� Check Class Code: This option allows you to differentiate tender items such gift cards from

similar tender items such as merchandise credit vouchers to ensure that the correct tender item is

issued to the customer, indicated on the receipt and written to the Tlog file. When this setting is

turned on, the POS validates the class code of the tender card against the class code of the tender

definition.

To activate class code differentiation for a non-merchandise gift card definition, click the Check

Class Code setting. Set its associated value to ‘0’.

Note: A gift card also requires a corresponding definition under Tender

maintenance. See “Setting up tenders” on page 107 for details on creating a

tender definition.

� Check Class Code Value: In conjunction with the Check Class Code flag, the following

corresponding value is required to activate tender item differentiation:

� To differentiate a gift card from another tender item = 0

� Approval Print Policy: In configurations for third party gift cards such as Blackhawk, this option

allows you to specify the printing of a policy on the non-merchandise receipt upon approval of the

authorization request. The default value of this option is blank. To activate it, select a policy to

print from the drop-down list of all defined policies.

Note: In order to use this option, you must also select the Print

Non-Merchandise Receipt option in the Print options tab.

� Local Authorization Print Policy: In configurations for third party gift cards such as Blackhawk,

this option allows you to specify the printing of a policy on the non-merchandise transaction

receipt upon local approval of the authorization request. The default value of this option is blank.

To activate it, select a policy to print from the drop-down list of all defined policies.

167


Note: In order to use this option, you must also select the Print

Non-Merchandise Receipt option in the Print options tab.

� To set an authorization level to override a declined authorization request, type a value in the

Decline Override Authorization Level field.

� To set an authorization level to allow manual card entry, type a value in the Manual Card Entry

Authorization Level field.

� To set an authority level for manual authorizations, type a value in the Manual Authorization

Level field.

� To specify that when authorization cannot be obtained due to system communication problems

the transaction details will be sent to the Store and Forward file, click the SAF Mode drop-down

list and select the required mode.

� 0=none

� 1=Authorization and Reversal

� 2=Authorization only

� To activate the Magnetic Stripe Reader, click Enable MSR.

� To specify that the current balance of the card should be printed on the receipt, click Print

Current Balance.

� To specify that Post Void Authorization can be allowed for Non-merchandise items, click

Authorize Post Void.

� To specify that authorization should always be required from the credit provider, click Disallow

Local Authorization.

� To activate a prompt to get the starting date of the bank card’s valid period, click Prompt Valid

From.

� To activate a prompt to get the bank card’s expiry date, click Prompt Expiry.

� Include in Settlement

� Print Expiry Date On Receipt

� Scan Card

� Scan Card Auth Level

� Treat Reactivation as Reload: When set to on, this option provides functionality to treat an

‘Already Active’ authorization response from the credit provider as a gift card reload activity at the

POS. If this option is not turned on, an ‘Already Active’ response message is treated as an error.

� Card Identifier: This option presents a list of card identifiers for each type of gift card. The

selected identifier is included in the authorization request to the authorization service provider.

Using the Tenders options for a non-merchandise definition

Tender fields 1 through 40 represent all the tenders that have been setup for the register. For

information on tenders or to set up a new tender, see “Creating and managing tender types” on

page 108.

To set the valid tenders for a non-merchandise transaction:

� Click the checkbox for each valid tender as required (for example, Cash, Visa, and so forth).

168

Configuring employee transactions

Using the Taxes options for a non-merchandise definition

Tax fields 1 through 15 represent the tax types that can be applied to a non-merchandise transaction.

Taxes are set up in the Tax table. For more information on taxes or to set up a new tax structure, see

“Defining taxes and tax options” on page 147.

To set the taxes applicable to a non-merchandise item:

� To select a required tax structure to be applied to the non-merchandise transaction, click each

required checkbox (for example, PST 8%).

Configuring employee transactionsAn employee transaction is a manager code to which an employee discount is applied. The discount

rate is set up in the employee record file. It can also be set up through Register Parameters. If employee

discount information is set up in both places, the settings in the employee record file will override

those in the Register Parameters. See “Creating employee records” on page 269.

Configuring pending transactionsPending transactions are transactions that have been initiated in theory, but will be completed in the

future. A Layaway Sale is a typical type of pending transaction, in which a customer pays only a portion

of the sales total, with a pending schedule for payment completion and parcel pick-up.

The parameters for pending transactions are defined in the Pending Transactions Maintenance window.

The selection fields are organized under two tabs:

� Basic

� Advanced

To access the Pending Transactions Maintenance window:

1. On the POS Configurations window click the Transaction Functions tab.

2. Click Pending Transactions.

3. Open the pending transaction definition you would like to modify, or click New to create a new

item.


one, click Copy to make a copy of the existing record, and then modify the

fields for the new transaction type.

To define a pending transaction:

1. On the Pending Transactions Maintenance window, click the Basic tab.

2. Type the Store ID number to which you would like this definition to apply. 9999 is the default

code for ‘all stores’.

3. Type the Region to which you would like this definition to apply.

4. Type the Group to which you would like this definition to apply.

5. Type a unique number to identify a new pending transaction definition in the Pending

Transactions ID field.

6. Configure the General Options for your pending transactions definition (see “To set general

options for a pending transaction:” on page 171).

169


7. Configure the Customer Database options for your pending transactions definition (see “To set

customer database options for a pending transaction:” on page 171).

8. Click either Pickup or Sale to specify when the revenue generated by the transaction should be

applied.

9. Click Apply Best Price At Pick Up to ensure that the customer is charged the lower of the sale

date price and the pick up date price if the price of an item in the pending transaction has changed.

10. Configure the Pending Transactions Behavior options for your pending transactions definition

(see “To set behavior options for a pending transaction:” on page 172.

11. Click the Advanced tab.

12. If applicable, type the group ID number your definition will belong to under in the Pending

Transactions Group field. Group IDs are used to group together pending transaction IDs which

share some similar feature such as special orders.

13. Type the Report group your definition will belong to. Reports can be generated for defined report

groups.

14. If applicable, type a Retention period for your definition. Retention refers to how long the pending

transaction item should be held in the database.

15. If applicable, click the appropriate Payment Schedule for your definition.

16. If you would like to allow the pending transaction to remain open (that is, still pending), even if the

balance is at zero, click Allow Zero Balance.

17. Type the headings you would like displayed on the POS for pending transactions under the

Descriptions sections (see “To set description options for a pending transaction:” on page 173).

18. Configure the Service Charge options for your pending transactions definition (see “To set

service charge options for a pending transaction:” on page 173).

19. Configure the Cancellation Fee options for your pending transactions definition (see “To set

cancellation fee options for a pending transaction:” on page 173).

20. If required, type the Minimum Dollar Deposit amount, or if your deposit is a percentage of the

value of the transaction show the minimum percentage value in the Minimum Percent Deposit

field.


170

Configuring pending transactions

Setting basic options for a pending transaction

To set general options for a pending transaction:

1. In the Pending Transactions window, click the Basic tab.

2. Click Enable Pending Transactions to activate the pending transactions function at the POS.

3. In the Writeoff Hold Days field, type the maximum number of days a hold will be retained.

4. Type the No of Bin Locations required for your pending transactions definition. Bin locations

must be specified if there are several locations where pending transaction items may be kept.

5. Auto Gen Pending Trans # specifies whether the pending transaction reference number should

be system incremented by 1 or randomly generated by the system.

6. Check Digit validates the pending transaction numbers generated.

To set customer database options for a pending transaction:

1. Click Customer Name Required to prompt the cashier to ask for the customer’s name when

initiating the pending transaction.

2. Click Phone Required to prompt the cashier to ask for the customer’s phone number when

initiating the pending transaction.

3. Click Customer Database Required to halt the transaction if the customer is not found.

4. Click the Access Method by which you would like the customer information to be referenced in

the POS terminal. The options are:

� by number

� by customer name

� by phone number

� by CDB (Customer Database) reference number

5. Click Retain Detail to have the system keep detail information for certain pending transaction

items instead of only summary information.

171


To set behavior options for a pending transaction:

1. To add a new item into the existing pending transaction such as a pending transaction item

adjustment, click Allow Item Add.

2. To remove an item from an existing pending transaction, click Allow Item Remove.

3. To invoke best price calculation for items grouped in a Mixmatch definition, click Allow

Mixmatch.

4. To apply promotional pricing within a pending transaction, click Allow Promotion.

5. To allow discount to be applied to individual items within a pending transaction, click Allow Item

Discount.

6. To allow discounts to be applied to all items in a pending transaction, click Allow Transaction

Discount.

7. To have the system prompt the user at the POS terminal to indicate whether the pending

transaction statement should be printed, click Prompt to Print Statement.

8. To indicate that this pending transaction allows partial pickup, click Allow Partial Pick Up.

Setting advanced options for a pending transaction

To set Advanced options:

� In the Pending Transaction Maintenance window, click the Advanced tab.

172

Configuring pending transactions

To set description options for a pending transaction:

1. Type the heading text you wish to use to signify each of the following pending transaction events.

2. If your choice is the same as the text headings displayed for each field, type the field heading name.

Field headings are literal text used by the POS system which supports the use of different

language:

� Short

� Plural

� Pick Up

� Cancel

� Return

� Bins

� Pick Ups

� Cancels

� Returns

To set service charge options for a pending transaction:

� Click the Prompt Service Charge to prompt for a service charge for the pending transaction and

type the required values in the following fields. When this option is not set, the system will

automatically add a service charge to the transaction.

� Service Charge Amount

� Service Charge Percent

To set cancellation fee options for a pending transaction:

� Click the Prompt Cancel Fee to prompt for cancellation fee for a pending transaction and type

values in the following fields:

� Cancel Fee Amount

� Cancel Fee Percent

Initiating a pending transaction pickup by scanning a barcode

To facilitate the pickup of layaway merchandise, a barcode can be created to print on the customer’s

receipt so that when the item is picked up, the customer simply presents the receipt, the barcode is

scanned and the information related to this particular pending transaction is read via the barcode. The

barcode automatically triggers a pending transaction pickup function. For instructions on configuring

barcodes, see “Configuring barcodes” on page 97. For information on accessing barcode parameters

and the Item Entry Control Maintenance window, see “Configuring PLUs” on page 82.

To configure pending transaction pickup via barcode scanning:

1. Define a barcode in the Bar Code Maintenance window with the following parameter settings:

a) Prefix Mask

b) Scan Data Type

173


c) Auto Ref. Number Position and Length. Note that this is the pending transaction number

within the barcode.

2. Create an item entry control record with the barcode definition set in the Bar Code field.

Configure the following additional parameters in the Item Entry Control Maintenance window:

a) Set the Keyboard Function to ADMINID

b) Set the Function ID to the Pickup Function ID (533 is the default).

174

Configuring inventory transactions

If the barcode is 99xxxx, where xxxx is the pending transaction number when barcode 990001 is

scanned, a pending transaction pickup is automatically executed with 0001 being the pending

transaction number. This is as if the cashier executed the pickup function and entered 1 as the pending

transaction to be picked up.

Configuring inventory transactions The inventory feature tracks the inventory levels of merchandise items by calculating the ending

balance of an item after a completed sale transaction, or an order pick up. The ending balances can be

found in a price lookup query. This feature also keeps track of inventory levels after transactions such

as purchase orders, stock receipt, store transfers, or inventory adjustments are performed.

To set up the inventory tracking feature for a specific item, inventory accumulators (also called buckets)

must be activated for the item in its PLU record. The following is an example of inventory

accumulators that can be defined for a merchandise item. You can define a maximum of six

accumulators per item.

� Quantity Available—the quantity of a merchandise item that is available for sale.

� Quantity Allocated—the quantity of a merchandise item that has been committed to an order.

� Not for Sale—the quantity of a merchandise item that is not sales worthy (eg. broken or damaged

goods.)

� Quantity in Stock—the total physical quantity of an item including sales worthy and damaged

items.

There are three ways this can be accomplished:

� By setting the inventory control feature on for the PLU record in Store Manager. Refer to the

Store Manager User Guide, or the Technical Reference Guide for further information.

� By using download file formats to turn on inventory control for specific items (bucket.asc,

invncont.asc or plutxn.asc.)

� By using download file formats to turn on inventory control for a cross reference record

(xreftxn.asc.)

Setting inventory count sheet options

On-hand Inventory information can be quite useful when counting stock in the store. When the

inventory count amount differs considerably from system inventory amounts, it is likely that store

personnel missed something when they counted. A configurable option called Show Quantity on

Hand can be set to show the system inventory levels on the manual count sheets giving the user more

information while performing the count.

Another option Use Shelf Location can also be set to include the product shelf locations to facilitate

the count of individual line items on the count sheet within the store.

To set inventory count sheet options:

1. In the POS Configurations window click Transactions.

2. Click Inventory.

3. Click General Parameter.

4. If no previous inventory records exist, click Yes at the prompt to create a new record. The

Inventory Parameter Setup window appears.

175


5. Click the Physical Inventory/Adjustment tab.

6. To display the system on hand quantity of an inventory item on the count sheet, click the Show

Quantity on Hand option under the Count Sheet heading.

7. To display the shelf location of the item on the count sheet, click the Use Shelf Location option

under the Count Sheet heading and set the minimum and maximum digit values for the location

codes. Note that the value for minimum and maximum digit values must always be 6. This option

assumes that each PLU has only one location.


Using the inventory feature for inventory-controlled items

Transportation permits can be required in some states with laws governing the transportation of

controlled inventory products. The POS can be configured to automatically print a transportation

form when a threshold amount is reached during a POS transaction. The threshold value can be based

on any or all of quantity sold, total size (volume or weight), or total sale amount value.

The following steps are required to set up the controlled inventory feature.

1. Determine the method to be used to set up the merchandise item for inventory tracking: PLU

setting, download file formats, or cross reference record and follow the required set up procedure

for that method.

2. Turn the buckets feature on in the Inventory Parameter Setup window.

3. Specify the number of inventory buckets required. This defines how many different inventory

levels you will be tracking. Each defined inventory level requires one inventory bucket. To activate

the inventory feature you need to define at least one inventory bucket. You can have a maximum

of six buckets.

4. If required, indicate whether a warning should appear when the store is completely out of stock of

a specific item. This feature is optional. When turned on it warns the cashier if there is no more of

a controlled inventory item during order input.

176

Configuring inventory transactions

Setting up the POS to use the inventory feature

The following are required steps to activate the POS inventory feature when a PLU Item is set up to be

tracked by the inventory control feature.

To set up the POS to handle the inventory feature:

1. Activate the option which displays an item’s inventory balance during a price inquiry.

a) In the POS Configurations window click Terminal.

b) Click Register Parameters.

c) Click Show Inventory Counts in Price Inquiry.

d) Click Save, and then click Close.

2. Define the number of inventory buckets. This procedure sets up the overall PLU configuration

with the total number of inventory buckets required across the entire POS system. A separate

bucket is required for each inventory level such as total on hand inventory, orders (committed

inventory) and damaged or otherwise unusable inventory.

a) In the POS Configurations window, click PLU.

b) Click PLU Configuration.

c) In the Number of Inventory Buckets input field, type the number of total inventory buckets

required. In the screen capture example below, the number of buckets were defined as 6.

d) Click Save, and then click Close.

3. If required, activate the Out of Stock warning for controlled inventory items. This feature displays

a warning when the balance for a specific controlled inventory item falls below zero while an order

is being input. It offers the option of continuing the sale despite the negative inventory balance, or

cancelling the transaction or item.

a) In the POS Configurations window click Transaction Functions.

b) Click Pending Transactions.

c) Click the Advanced tab.

d) Click Warn if No Stock under the Inventory Counters heading.

e) Click Save, and then click Close.

177


Configuring return transactionsTransactionware provides the capability to perform return transactions at the POS. Return transactions

consist of a return transaction type attached to a user-defined transaction. At the POS, a return

transaction can be initiated through a user-defined manager code.

How returns are authorized

Return transactions can be authorized through a local database, or a centralized returns authorization

component such as ExpressReturns. In a local database scenario, the original transaction is retrieved

from the store’s GM back office database. The local database can only verify returns for the same store.

A centralized returns authorization component such as ExpressReturns retains transaction information

for all stores and can therefore verify a return at one store for an item that was purchased at another.

This is accomplished by loading transaction daily data into the ExpressReturns database through a data

feed process such as the Common Data Loading (CDL), or by using real time trickle feed. For

information on setting up the real time trickle process, see “Setting up real time trickle for transaction

records” on page 193.

Note: If the CDL data feed process is used, same day returns are authorized differently than previous

day returns. For same day returns, ExpressReturns verifies that the transaction number is valid for the

current day. If the return transaction is determined to be valid, it is authorized by ExpressReturns. If a

real time trickle process is used, ExpresReturns is able to verify the return against the original

transaction.

Two specific return transaction types are created for this function: Return With Receipt, and Return

Without Receipt. To configure your returns policies for your POS, you will need to create a unique

definition profile for each return type.

If you need to track how often a customer returns products without a receipt in an effort to prevent

this from happening too often, you can use the velocity checking feature of ExpressReturns. This

feature prompts for a form of customer identification such as a drivers licence before return items can

be entered for the transaction. The customer information is then used to search the database for

previous transactions. Velocity limits can be set according to number of return transactions or dollar

value of items previously returned.

To configure a return transaction, you must complete the following steps:

1. Create a return transaction definition profile with the following specifications:

� Configure the required options under the Return Maintenance > General tab General

heading

� Configure the required options under the Return Maintenance > Return Allowances tab

� Configure the required options under the Return Maintenance > Return Authorization tab

� Configure tender details for return transactions as required. This is done in the Return

Maintenance > Return Authorization tab for a return without receipt, and in the Tender

Maintenance > Return Tender tab for a return with receipt.

2. Create a user-defined function (UDT) for each return type (Return With Receipt and Return

Without Receipt) and link each UDT to its respective return transaction profile (as created in step

1.) The definition for the Return Without Receipt profile will require a link to an additional

capture prompt for customer information. For more information, see “Sample of data capture

prompts for return transactions” on page 187.

178

Configuring return transactions

Creating a return transaction definition profile

To create a return transaction definition profile:


2. Click Returns. The Returns Search window appears. Here you can click New to create a new

return transaction definition, or modify an existing definition by highlighting it and then clicking

Open.



data fields with information for the new transaction type.

3. Enter the Store number to which you would like this definition to apply. To apply the definition

to all stores, use the default code 9999.

4. Enter the Region to which you would like this definition to apply.

5. Enter the Group ID to which you would like this definition to apply.

6. Enter a unique number to identify the new return definition in the Return ID field.

7. Enter a description for that return profile definition.

Using the General options to configure a return definition

To set parameters in the General section according to your business requirements:

1. Select or modify any of the following parameters according to your requirements:

� Validate Slip on Refund — For refund transactions, prompts for slip to print details of

transaction.

� Show PLU Price — Use this option to determine whether or not to display the PLU price of

a return item. When this option is turned on, the cashier will see the purchase price of the

item. When this option is not turned on, the cashier will only see the net amount of the refund,

179


not the item price. Note that the receipt and journal always show the PLU price regardless of

how you set this option.

� Prompt for Acceptance of Price — Displays the PLU price of the return item and prompts

for confirmation of the price by the cashier. When this option is not selected, a price must be

entered by the cashier.

� Force PLU Price — Prevents the current PLU promotion price from being changed at the

POS.

� Allow Sale to Switch Back to Return — Allows sales associate to switch from a regular sale

to a return in an exchange transaction.

� Allow Review of Authorized Prices — Allows the sales associate to review items for which

the authorized prices were different than the prices entered. Default value is N.

� Return Type — Drop-down list presents a list of defined return transaction types. The

available options are:

� None (no return type)

� Return with receipt

� Return without receipt

� Default Lookup Method — This field provides a drop-down list containing search methods

to lookup a customer’s original transaction. You can set the default lookup method by

selecting one of the available options:

� None — No default method is specified.

� By Transaction

� By Customer Number

� By Customer Information

� Use Lowest Price from Last x Days — When this option is enabled, the POS returns the

lowest price available in the database (not ExpressReturns) for the item being returned. Note:

ExpressReturns has its own series of options to determine and use the lowest price.

� Customer Identification Profile — Indicates the profile prompt definition which is

presented at the beginning of the return transaction to capture customer information such as

their driver’s licence for the centralized lookup. This parameter is required for Return Without

Receipt transactions only.

� Customer Information Profile — (Optional) Indicates the profile prompt to present after

the return approval is received. The intention is to capture the customer name, address, phone

number and so forth.

To set Return Chit parameters:

1. Configure chit printing instructions for the return transaction by clicking each required option.

� Print Return Chit — Prints a return receipt for each item being returned.

� Print Lines — Space for text to print on the return receipt.

� For Each Quantity — Indicates that multiple chits may be printed.

� Selected Items Only — Indicates that a return chit should only be printed for selected items

within a transaction.

� Item Profile Prompt — The profile prompt to display when a specific item is selected from a

list.

180


Using the Return Allowances options for a return definition

Under the Return Allowances tab, configure authorization levels for the return transaction definition

by entering a value for each level. Authorization levels are based on the return amount value. You can

configure up to six different return allowance levels.

� For each required level, type a Maximum Level Amount. When the maximum level is reached, a

warning message appears to indicate that the return amount is greater than the maximum value

and an authority override may be required.

� Click Supervisor Key Required to force the POS to prompt for a supervisor key to complete

the return transaction.

� Click Password Required to force the POS to prompt for a password from whoever is signed

on to the system.

181


Using the Return Authorization options for a return definition

Under the Return Authorization tab, configure the required authorization options by clicking each

required option.

To set Authorization Options:

1. Select or modify any of the following options according to your business requirements:

� Authorize Refund — Indicates whether or not return transactions should be authorized by a

centralized database. When this option is selected, the POS.INI setting AUTHREFUNDS=1

must also be set.

� Refund Service — Presents a list of available return or refund authorizing services. Available

options are:

� None— No service is linked to the return function.

� ExpressReturns— ExpressReturns is used to authorize returns.

� Retrieve Original Txn From Refund Service — When looking up a original purchase

transaction in the returns database, this option allows you to specify that the entire transaction

should be retrieved and displayed on the POS screen allowing the cashier to pick out items for

the return. The information displayed includes all merchandise and non-merchandise items in

the transaction, and any price modifications, promotions or discounts, as well as tender and tax

information. When this option is not selected, the POS will not retrieve or display the

complete transaction details.

� Alternate Lookup Method — For returns without a receipt, this option allows you to

perform a lookup for a customer’s original transaction using alternate information such as

their credit card or loyalty card number. This increases your chances of finding the original

transaction quickly thereby allowing you to process the return using the actual price the

customer paid for an item instead of a potentially lower price. The following are the additional

search methods available:

182


� By Customer # — This option allows you search for a transaction using a number such as

a loyalty card number.

� By Tender Card Number — This option allows you to search for a transaction using a

credit or other tender card number.

This type of lookup can potentially produce a series of transactions for a given customer.

When that happens, you can scroll through the transactions to look for one that contains the

item being returned.

If you have configured your return to retrieve complete transaction information (see the

‘Retrieve Original Txn From Refund Service’ option), the POS will display all the transaction

items on the POS screen. The cashier will be able to select the items to be returned from the

displayed list. If you have not configured your return to retrieve the entire transaction, the POS

will use the information entered by the cashier (store number, register number, original

transaction number, transaction date and items being returned) to look for a matching

transaction in the database and authorize the return accordingly.

If the return is also configured to refund to original tender and if the original tender is a credit

card, the refund amount can be automatically credited back to the customer credit card

without re-swiping the card.

� Apply Original Tax — For cross-border returns, this option forces the POS to use the

original item tax flags, item manual tax rate and item manual tax amount instead of the tax

rates in effect at the store. Click Apply Original Tax to enable this option.

� Policy for Declined Receipts — Presents a list of available choice options. These options

produce a declined receipt which can be presented to the customer.

� Allow Override Decline — Allows sales associate to override a returns request declined by

the returns or refund service.

To set parameters in the Receipted Returns section:

In conjunction with the options in this section, the following parameters must also be configured in the

POS.INI file:

� USEAUTOTENDERMENU must be set to Yes.

� NOTUSEUDTTENDER must be set to Yes.

1. Select the required options to configure a return with receipt. Note that these parameters are not

required for Returns Without Receipt.

� Refund to Original Tender — Indicates that any refund must be made in the same tender as

the original sale transaction provided that the tender can be used in a return transaction. For

example, you could not settle a refund with a check when the original transaction was settled

with a check.

In conjunction with this option, you can define thresholds for a return tender which come into

effect when this option is turned on. For example, if your store policy is to issue a cash refund

for transactions which were originally tendered with a check, you can set a threshold limit for

the cash refund amount and define a second tender as the refund tender if that threshold

amount is exceeded. These thresholds are defined in the Tender Maintenance window. See

“Setting up tenders” on page 107 for detailed information on setting up tender return

threshold amounts.

� Auth Level To Override Orig Tender — Indicates the minimum authorization level the

sales associate must have to override the Refund to Original Tender parameter.

� Refund in Local Currency — This option supports cross-border returns by converting the

price of a return item into a local currency amount if the item was purchased at a location with

a different currency. Click Refund in Local Currency to enable this option.

183


� Print Original Currency Amount — For cross-border returns where the item price has been

converted to local currency for settlement in the local currency, this option forces the POS to

print the item price in the original currency on the receipt. Click Print Original Currency

Amount to enable this option.

To set parameters in the Default Refund Tender section:

1. Select the options required to configure tender threshold values.

Note: Note that these options are designed to provide return thresholds for

returns where the original tender is unknown, when the original tender is

known but the return authorization fails, or when the Refund to Original

Tender option is not selected. For returns with a receipt, these options can be

configured in the Tender Maintenance window.

� Tender Return Threshold — This defines the threshold amount for a return. A return may

be settled in a different form of tender depending on whether the value of the return is greater

than, less than or equal to this value.

� Above Threshold Tender — This option provides a drop-down list of all tenders available as

alternate tenders if the return equals or exceeds the threshold amount for the original tender.

� Force Above Threshold Tender — This option provides a drop-down list of options to

specify whether the defined tender should be forced when a return exceeds the threshold

value. The options are:

� None — Indicates that the defined tender can be overridden.

� Force — Indicates that the threshold-defined tender should be used as if the cashier had


� Allow Escape — In this scenario, only the threshold tender is available on the list of

tenders displayed to the cashier. By pressing Enter or F1, that tender is incorporated into

the return transaction. If the cashier clears the selection window, the list reverts to the

regular tender menu listing. (Note that for this option to work, the POS.INI option


� Allow Alternate Tender — This option indicates that when the original tender is used for a

refund, the Alternate Tender menu should also be provided to the cashier as an option.

� Below Threshold Tender — This option provides a drop-down list of all tenders available as

alternate tenders if the return amount is equal to or less than the threshold amount for the

original tender.

� Force Below Threshold Tender — This option provides a list of options to specify whether

the defined tender should be forced when a return is less than the threshold value. The options

are:

� None — Indicates that the defined tender can be overridden.

� Force — Indicates that the threshold-defined tender should be used as if the cashier had


� Allow Escape — In this scenario, only the threshold tender is available on the list of

tenders displayed to the cashier. By pressing Enter or F1, that tender is incorporated into

the return transaction. If the cashier clears the selection window, the list reverts to the

regular tender menu listing. (Note that for this option to work, the POS.INI option


� Allow Alternate Tender Allow Alternate Tender— This option indicates that when default

tenders are used for a refund, the Alternate Tender menu should also be provided.

184


Using the Other tab options for a returns definition

Under the (Return Maintenance) Other tab, configure additional options for receipted returns by

clicking required options under the Receipted Returns heading. Note that these parameters are not

required for Returns Without Receipt.

To set parameters in the Receipted Returns section:

1. Select or modify any of the following options according to your business requirements. Note these

parameters are not required for Returns Without Receipt definitions.

� Maximum Number of Transaction Receipts— Indicates the maximum number of

receipts. For ExpressReturns, this value must be set to 1.

� Allow Receipts From Other Stores— Indicates whether an original receipt for a purchase

made at another store can be accepted for a valid return. Default value is Y.

� Allow Receipts Not In Database— Indicates whether a receipt which is not in the database

can be accepted for a return transaction. Default value is Y.

Alternate tender menu parameter

Even when automatic tendering to a defined tender is set (through a UDT), in certain transactions such

as returns or exchanges, the cashier may need to use alternate tender menu available. For example, in a

return without receipt, if the refund is greater than $10.00 and the default tender is gift card, the cashier

may be out of gift cards and need to issue the refund in a different form of tender. The following

option is required to allow the alternate tender menu to be presented.

In conjunction with the options in this section, the following parameters must also be configured in the

POS.INI file:

� USEAUTOTENDERMENU must be set to Yes.

� NOTUSEUDTTENDER must be set to Yes.

To set parameters in the Refund Tender Flow section:

1. Select or modify any of the following options according to your business requirements.

185


� Other Tender Reason— This option generates a prompt which can be configured to provide

the cashier with a means of entering a reason why an alternate tender is being used in the

transaction. This can be in the form of a prompt or a choice list. Select the required profile

prompt definition. If no reason is provided, the list will not be used and the transaction will

resume using the default tender.

Note: For this configuration, you would need to ensure that the Display

Profile When A Function Is Triggered option is selected in the Prompt

Sequence field of the General tab in the Profile Prompt Maintenance window.

� Alternate Tender Menu— This option provides a tender menu list that is displayed to the

cashier when they select the Alternate Tenders option.


to Yes.

2. Click Apply All to set the options or changes.


186


Sample of data capture prompts for return transactions

In a Return With Receipt transaction, the original transaction information such as the store number,

register number, transaction number, and date is readily available and can be quickly entered into the

POS. The sales associate can proceed to processing the return by entering the products being returned

as well as their original price. A request for authorization can then be issued to the centralized returns

database to ensure that the returned items had not been previously returned, and that the appropriate

prices have been entered for the products. If all information is correct, ExpressReturns can approve

the return and the customer can be reimbursed.

Since customers do not always have their original receipts for products purchased, Transactionware

GM also supports Return Without Receipt transactions and allows you to process these returns at

the lowest price available in a predefined time range. To process a return without receipt, you will need

to capture some basic customer information. The following configuration shows how to configure

prompts and choices to capture the required customer information for a Return Without Receipt

transaction. Specific information on the Return With Receipt may also be included where appropriate

to illustrate the distinction between both transaction types.

To configure a prompt to capture customer information for a Return Without Receipt:

These steps assume that a User-defined transaction (UDT) definition which launches the Return

Without Receipt function has already been created. For information on creating a user-defined

transaction, see “Configuring user-defined transactions” on page 193. For information on creating a

return transaction definition, see “Configuring return transactions” on page 178. Additionally, you

must configure parameters in the POS.INI file (USEAUTOTENDERMENU and AUTHREFUNDS. See

the Technical Reference Guide for more information.)

1. Create a profile prompt to capture a customer’s identification such as their driver’s licence

information. (Prompt ID 32 in example.) This information is required by the Centralized Returns

Authorization database for returns without receipt.

In this example, a driver’s licence or military ID are used for the authorization. The prefixes IT, ID

and IS are used to identify key data required by ExpressReturns in order to identify the customer.

The following is a brief description of each prefix:

� IT— Identifies the type of ID such as driver’s licence or military ID.

� ID — Identifies the number of the identification presented.

� IS — Indicates the state (when a driver’s licence is used as the ID.)

187


Note: For ExpressReturns, the prefixes ‘IS’ and ‘ID’ (as shown in the diagram)

are required in the prompt line input field. The responses to these prompts are

sent to ExpressReturns.

You may create additional prompts to capture less specific customer identification. (Prompt ID

33.)

2. In the Choice Maintenance window, create an option list of all types of acceptable identification

for return transactions. Each option must be linked to a specific customer information profile

prompt definition. In this example, the choice list contains two customer ID prompt options, a

prompt for a driver’s licence - linked to Profile Prompt 32, and a prompt for military ID - linked to

188


Profile Prompt 33. For ExpressReturns, the values in the Data field must be numeric and must

correspond to the ID types configured in the ExpressReturns application. For example, in

ExpressReturns ID type 1 corresponds to a driver’s licence, type 2 is military ID and so forth.

3. Create an overall profile prompt to capture customer ID when the return without receipt

transaction is launched. This prompt is linked to the UDT manager code that launches the return

without receipt function, and to Choice List definition ID 17. No prompt is required for a return

with receipt.

Note: For ExpressReturns, the prefix ‘IT’ (as shown in the diagram) is required

in the prompt line input field.

4. Create one return transaction definition for each Return With Receipt and Return Without

Receipt transaction type. The following parameters specifically relate to these transaction types

and can be configured to suit your operational requirements. Detailed information on each

parameter is available under “To create a return transaction definition profile:” on page 179.

� Under the General tab

� Allow Sale to Switch Back to Return — Configure as required.

� Allow Review of Authorized Prices — Configure as required.

� Customer Identification Profile — This parameter is not required for a Return With

Receipt transaction because the transaction can be located by original receipt information.

189


It is required for a Return Without Receipt because the POS will attempt to locate the

original transaction through the customer information captured by the profile prompt.

� Customer Information Profile may optionally be used to collect post-approval

information for future velocity threshold checks on the customer, or for other transaction

information for both the Return With Receipt and the Return Without Receipt.

� Under the Return Allowances tab

� Authorize Refund — Configure as required.

� Refund Service — Configure as required.

� Policy For Declined Receipts — Configure as required.

� Allow Override Decline — Configure as required.

� Refund to Original Tender — Configure as required.

� Auth Level to Override Orig Tender — Configure as required.

� Default Refund Tender — Configure as required. Note these options will configure

tender details for a return without receipt only. For a return with receipt, these options can

be configured in the Tender Maintenance window.

� Under the (Return Authorization) Other tab

� Maximum Number Of Transaction Receipts — Configure as required. This parameter

is not required for a Return Without Receipt transaction.

� Allow Receipts From Other Stores — Configure as required. This parameter is not

required for a Return Without Receipt transaction.

� Allow Receipts Not In Database — Configure as required. This parameter is not

required for a Return Without Receipt transaction.

Configuring a cross-border return

If your retail operation includes stores across several provinces, states or countries, you may wish to

allow your customers to return merchandise purchased at a store in one province, state or country at a

store located in a different one. The important consideration in this type of return is adjusting the sales

tax collected at the original store which may be different than tax rate in effect at the return store. The

following steps outline how you should configure a cross-border return.

To configure a cross-border return you will need to complete the following steps:

1. Create a store.asc file containing all required store locations and currency codes used at these

stores. The currency code must be provided per the format available under c:\xps\parm directory.

The following is an example of a fictitious store file for a Toronto store location:

1,1,"TORONTO STORE","2550 Victoria Park Ave.","Toronto",0,ON,M2H-2N5,0,"Mr. Smith",1-416-791-7100",,[email protected],CAD

1,2,"CALGARY STORE","123 Main Ave.","Calgary",0,AL,Z3C-L6U,0,"Mr. Jones",1-416-991-7100",,[email protected],CAD

1,100,"NEW YORK","543 Times Square.","New York",0,NY,1297567,0,"Mr. Bush",1-765-791-7100",,[email protected],USD

1,101,"FLORIDA STORE","654 Black Ave.","Tampa",0,FL,9876543,0,"Mr. Harper",1-765-791-7100",,[email protected],CAD

1,200,"FRANKFURT STORE","7 Red Ave.","Frankfurt",0,GR,654345,0,"Mr. Smidt",1-994-888-7100",,[email protected],XEU

2. In the Configurator application, use the Code Maintenance > Region settings to create region

and Code Maintenance > Store settings to create store records. For detailed information on

190


creating region and store records, see “Creating a region record” on page 232 and “Creating a

store record” on page 233.

3. Create a Currency.cur file and copy it to c:\xps\parm directory. Currency.cur is an ASCII file

that contains only the currency code for the current store. For example, for a Canadian store

Currency.cur would contain CAD; for a US store USD; and for a German store XEU (Euro).

4. In the Tender >Tender Setup >General tab settings, configure a tender record for each base

currency required by all the stores in your chain. This is required even if a tender is not issued at all

stores. For each tender record, the following settings are required. See “Using the general options

for a tender definition” on page 109 for more information on Tender settings.

� Currency Exchange Type— either Local, Foreign or Euro

� Exchange Rate— Used for currency exchange rates

� Currency Code— Used to identify the tender as a specific currency

Note: The base configuration in master.db is set up for USD currency. An

additional configuration has also been set up for CAD tenders. The only

difference between the two configurations is the tender configuration. In the

Toronto lab, the database with the Canadian tender configuration is called

CrossD.db.

5. In the Data Capture > Tax configuration settings, create a distinct tax table for each jurisdiction

in the chain. The jurisdiction tax table should include a record for each required tax type. For

detailed information on creating tax tables, see “Defining taxes and tax options” on page 147.

For the example provided earlier, the following tax records would be required per jurisdiction:

� 2 records for the Ontario tax types - provincial sales tax and GST tax (Tax Table 150)

� 1 record for the Alberta tax type (Tax Table 151)

� 2 records for the New York tax types - local tax and NY state tax (Tax Table 200)

� 1 record for the Florida tax type (Tax Table 201)

� 1 record for the Germany state tax type with VAT (Tax Table 300)

6. In the Data Capture > Jurisdictions configuration settings, create the required tax jurisdictions

and link their related tax tables to them. For information on creating a jurisdiction, see “Creating a

jurisdiction” on page 201.

For the example provided earlier, the following jurisdictions would be created and linked to their

respective tax tables:

� Ontario - Canada linked to tax table 150

� Alberta - Canada linked to tax table 151

� New York - USA linked to tax table 200

� Florida - USA linked to tax table 201

� Germany linked to tax table 300

7. Create a Jurisdiction Tax Search record for each store number. Use the actual store number for the

jurisdiction tax search record number. This allows the system to find the original purchase store’s

tax record for an out of province, state, or country return. For additional information, see “Using

item grouping for a send sale definition” on page 204.

Note: In the Jurisdiction Tax Search ID Maintenance input screen, enter the

store number in the start range and end range fields. This field must be zero

padded to 4 characters. For example, if the store number 1, enter 0001 in both

the Range Start and Range End fields.

191


8. In the Transaction Functions > Returns configuration settings, create the return configuration

for Cross Border Returns using the following parameter settings. For information on creating a

return configuration, see “Configuring return transactions” on page 178.

� General tab > General settings section

� Return Type = Return with Receipt

� Default Lookup Method = By transaction

� Return Authorization tab > Authorization Options section

� Authorize Refund = Yes

� Refund Service = Express Returns

� Apply Original Tax = Yes

� Return Authorization tab > Receipted Returns section

� Refund in Local Currency = Yes

� Print Original Currency Amount = Yes

� Other tab > Receipted Returns section

� Allow Receipts from Other Stores = Yes

� Allow Receipts Not In Database = Yes

9. In the Transaction Functions > Item Grouping settings, create an item grouping record for

Cross Border Returns using the following parameter settings. For more information on item

grouping settings, see “Using item grouping for a send sale definition” on page 204.

� Apply type = All Next

� Use Store Number = Yes

10. In the Transaction Functions > User-Defined Transactions settings, create a user-defined

transaction record for Cross Border Returns using the following parameter settings. For

information on creating a user-defined transaction, see “Configuring user-defined transactions”

on page 193.

� General tab > general options section

� Return ID = the Cross Border Return configuration created in step 8.

� Group Item ID = the Cross Border Return item grouping definition created in step 9.

11. In the Transaction Functions > Manager Code/POS Functions settings, create the required

manager code to invoke the Cross Border Returns user-defined transaction created in step 10

using the following setting. See “Linking a UDT to a manager code” on page 206 for more

information on this configuration. For more information on creating manager codes, see

“Configuring Manager/POS functions” on page 72.

� Set Profile Prompt = Return Info

12. In the Terminal > Register Parameters > General tab configuration settings, select the

Taxtable Specified by Store Number option. For detailed information on all the Register

Parameters configuration settings, see “Configuring the register parameters” on page 39.

Configuring a return lookup for a web order

Transactionware provides options which allow you to configure return lookups for web orders. To

define a lookup for a web order, you must create a UDT profile with the following specifications:

� The existing lookup fields should be set as follows:

Store Number = 0000

Register Number = 00

192

Configuring user-defined transactions

Date = 0000

Transaction number = web ordering number (without the ‘-’ field)

� Create a profile prompt definition containing the prefix TW to identify the transaction number as

a web order number. This supports lookup of the web transaction number. For more information

on creating a profile prompt definition, see “Defining a profile prompt” on page 55.

Setting up real time trickle for transaction records

You can set up a real time trickle process to send transactions to head office throughout the day in near

real time by performing the following configurations. One of the advantages of this process is that it

provides access to the most current transaction information and for transactions such as same-day

returns, it allows the return to be verified against the original transaction. For more information on

returns, see “How returns are authorized” on page 178.

To set up real time trickle of transaction records:

1. In the Register Parameter configurations, select the following options to On. For information on

accessing the Register Parameter configurations, see “Configuring the register parameters” on

page 39 and scroll to the following sections.

� In the Polling Options tab > Polling Communication section, click the following options:

� Wrap ASCII Tlog in XML

� Upload XML Tlog Trickle

� In the Tlogs tab, click the following option:

� Add Miscellaneous At End Of Transaction

2. In the pos.ini file, set the ASCTLOGDR parameter to c:\trickle. This defines the directory for

the XML wrapped transaction TLogs. For information on pos.ini settings, please consult the GM

Transactionware Technical Reference Guide.

Configuring user-defined transactionsUser-defined transactions (UDT) are transactions you can define to handle non-sale business such as

data entry, special item sales, payments, or transaction cancellations.

Before you define a user-defined transaction, you must first define a manager code to launch it. A

special range of manager code numbers from 501 to 599 are reserved for user-defined transactions.

Once created, you can link the manager code to a POS key on the keyboard or to a menu. For

information on assigning the Manager/POS Functions to a keyboard, see “Defining a profile prompt”

on page 55.

When you define a UDT, you may also be required to set up or modify definitions in other tables. You

will need to determine the tables which will be affected by the UDT and then complete them before

beginning the UDT definition. Once the supporting tables are set up, you can include links to them in

the new UDT definition.

The following is a list of tables which provide options that may require some configuration for your

UDT definition:

� Positive File

� Negative File

� Check Digit

� Tender

193


� Taxes

� Pending Transactions

� Group Items

� Discounts

� General

� Print Options

� Data Capture

� Tenders

� Taxes

� Fees

To access the User-Defined Transaction Maintenance window:


2. Click User Defined Transactions.

3. Open the user-defined transaction definition you would like to review or modify, or click New to

create a new item.



data fields for the new transaction type.

To create a user-defined transaction:

Configure settings in any of the tabs as required to define or modify a user-defined transaction

according to your retail operating environment.

194


1. Type the Store to which you would like this definition to apply. 9999 is the default code for All

Stores.


3. Type the Group to which you would like this definition to apply.

4. Type a unique number to identify a new user-defined transaction (UDT) definition in the UDT

field. This number is also used to link the user-defined transaction to manager codes (UDT

definition # 1 corresponds to manager code 501.)

5. Type a Description of the user-defined transaction definition. The description can be up to 20

characters in length.

6. In the Type drop-down list, select the point in the sales transaction when the user-defined

transaction definition can be activated. The options are:

� Start of Sale

� During Sale

� In Sequence

� Single Item Sale

7. When you have finished configuring all your required options, click Save and then click Close.

Using the General tab options for a user-defined transaction

To set General options for a user-defined transaction:

1. To allow Price Look Up, click Allow PLU.

2. To allow promotions to apply to user-defined transactions, click Allow Promotions.

3. To allow mix match pricing within a user-defined transaction, click Allow Mix Match Discount.

4. To allow non-merchandise items to be included in a user-defined transaction, click Allow

Non-merchandise.

5. To allow updates to the positive file to occur during a user-defined transaction, click Allow

Update. If the positive file is being used during the update request and the reference number

input during the transaction does not exist in the positive file, the cashier is prompted for a new

reference number.

6. To allow the price of an item to be displayed on the POS during a user-defined transaction, click

the Display Price.

7. To specify that tender is allowed for a user-defined transaction, click Tender Required.

8. To specify the group item ID for a Send Sale definition, click a Group Item ID record from the

drop down list. This will link the user defined transaction to a particular group sale.

9. To have the system post user-defined transactions to the TLOG file in the order in which they

occur, click Sequentially Post Detail Record To TLog.

10. To allow the POS to launch a web browser lookup by pressing the transaction Total key, enter the

Sub-Total Browser ID. (For more information on configuration parameters for the web browser

lookup feature, see “Configuring the POS web browser” on page 299.) If the Total key is pressed

multiple times, the POS will not invoke the lookup more than once unless the amount of the sale

and the number of items in the transaction has changed.

11. Allow Zero Merchandise Sub-Total— This option allows the cashier to press the Total key

even when the total merchandise sale amount is zero. Because a standard POS configuration

would not allow the cashier to total a transaction when no items have been entered, you would

require this parameter to bypass this restriction for loyalty or other promotional transactions. This

195


allows the cashier to call a browser (in a browser-based look up) even when the transaction total is

zero. (This option is used in conjunction with the ‘Sub-Total Browser ID’ option.)

To set the For Single Item Sale options for a user-defined transaction:

The following options allow you to set how the POS processes single items which are normally part of

a mix-match definition.

� To disable the feature which allows cross-referencing of a PLU in a single item sale, click Disallow

Cross Reference Lookup.

Cross-Referencing is enabled when “Allow PLU” is checked and the type is defined as a “Single

Item Sale” in this tab.

� To disable the feature which allows a department sale look up during a single item sale, click

Disallow Department Sale Lookup.

A department sale look up is enabled when “Allow PLU” is checked and type is defined as a

“Single Item Sale” in this tab.

� To disable the feature that would allow a user-defined transaction item to be used in a return sale,

click Disallow in Return Sale.

� Pricing Target Type— This option allows you to indicate whether all or some defined

promotions are available to a defined customer group. The options are:

� All— This option indicates that in this UDT transaction, a defined target group is entitled to

receive all promotions and mix-match pricing linked to this UDT.

� Defined promotion(s)— These specify specific promotion or mix-match pricing schemes

which the defined target group is entitled to receive in this UDT transaction. Customers who

do not belong to the defined target group do not receive the defined promotional price.

� Price Method— The price method determines how the price is calculated for an item in a

user-defined transaction. The drop-down menu is only activated for type 1 (Start of Sale) and type

2 (During Sale) user-defined transactions. The options are:

� Use pricing defined in the UDT (User Defined Transaction) file

� Use customer D/B auto discount

� Use customer D/B print levels

� Use both customer D/B price levels and discount.

� In the Allow UDT field enter a range of user-defined transactions which can be performed within

this user-defined transaction.

� Type a Price Level for use during PLU. A sale with level pricing must be defined as a user defined

transaction. A value of 0 indicates that no price level is applied.

� To exclude a specific customer type from a user-defined transaction, type the customer type code

in the Exclude Customer Type field.

� The Head Office Record ID field is currently not being used.

� Click a Pending Transaction in the drop-down list.

� In the Return ID drop-down list, select a return.

� Special Pricing

� Apply Customer Discount

To set the Auto Discount options for a user-defined transaction:

Select or modify any of the following options to trigger an automatic discount when a defined

customer is identified.

196


� Select an Auto Discount in the drop-down list. For example, to trigger an automatic discount for

a loyalty customer when their membership number is entered, select the appropriate loyalty

discount definition in the drop-down list.

� Item Auto Discounts

Apply to Previous Items

Replace Previous UDT Auto Discounts

� Re-pricing Previous Items— This option allows the POS to reprice any items which may have

already been entered at their regular price before a special-pricing UDT, such as a mix-match, was

triggered. To use this option, you will also need to specify a target type in the Pricing Target Type

option.

Using the Print Options for a user-defined transaction� Select or modify any of the following options to define the printing requirements for the

user-defined transaction.

To set Suppress Detail Printing On parameters:

You can use this option to control that the POS does not print or display transaction details for a

user-defined transaction. You can also set this parameter to suppress transaction detail printing on any

of the following output media:

� Receipt

� Journal

� Screen

� Summary Receipt — This option prints a summarized version of the transaction receipt which

consists of the following information: header information (such as customer number, store

information, date and time), the merchandise total amount and tender information. This feature

can be used to support the printing of items such as a merchandise pick-up receipts for licensee

orders where specific item information is not relevant. It can also be used in conjunction with the

Network Printed Receipt function which allows for an invoice-type document to be printed on an

8 1/2 x 11 laser printout. It can also be more commonly used for corporate wholesale customer

requirements. Note that this option is only enabled if the Print Receipt option is also enabled.

Only the Summary Receipts are printed when these options are enabled.

197


To set Override Tax parameters:

This option allows you to override defined tax parameters for the user-defined transaction.

� Print VAT Analysis On Receipt — Shows breakdown of VAT taxes applied to items in the

transaction.

To set Override Register parameters:

This option allows you to override defined register parameters for the user-defined transaction.

� Print Regular Price — Transactionware allows you to print different prices on the transaction

receipt in a User-Defined Transaction. This option prints the regular, pre-discount price of an item

in the user-defined transaction in the following situations:

� Print Regular Price if Promo — Prints the regular price only if the current item price is a

promotional price.

� Print Regular Price if Different — Prints the regular price when a difference is detected

between the regular item price and another available price.

� None — Does not print the regular price.

� Print Target Type — This option supports reporting of the savings enjoyed by a target group of

customers on the receipt by identifying the target discount savings to be calculated. To configure

this option, you will need to select the target discount in the drop-down list.

Tip: To configure savings calculation for a Target Type, you will need to set this

option to the corresponding Pricing Target Type. The ‘Print Savings If

Different From’ option can be used to specify printing of anticipated savings

for a different Target Type.

� Print Total Saved — Specifies whether to print any transaction savings for a user-defined

transaction in the following scenarios;

� Promotions

� Mix/Match

� Discount

� Price Override

� Qty/Level Pricing

� Employee Discount

� Difference Between SRP And Retail Price — Prints the difference between the suggested

retail price for an item and its actual sale price. Note that this parameter only takes effect if the

Sugg Retail Price checkbox in the PLU Configuration Maintenance window is checked. See

“Configuring PLUs” on page 82 for more information.

� Print Savings If Different From: Target Type — These options allow you to print

anticipated savings for a Pricing Target which you select from the drop-down list. The UDT

No field allows you to specify the UDT ID for the Pricing Target. Used together, these

options will calculate and print the Additional Savings if this target type were used.

Using the Data Capture options for a user-defined transaction1. Configure the Reference No 1 and Reference No 2 options for this user-defined transaction, as

required.

2. To specify the positive file definition that the system should use to verify a reference number

entered at the POS by the cashier, type an ID number in the Check Positive File field.

198


3. To specify that the system should verify a reference number entered by the cashier at the POS

against a negative file definition, type a negative file ID number in the Check Negative File field.

Note: The system will reject an entered reference number if it finds a match for

it in the negative file.

4. Type the reference number for a prompt if you are setting one up for this user-defined transaction

definition. The prompt can be up to 20 characters long and must be set up in the profile prompt

section of the Data Capture window.

Note: When prompted for the reference number information at the POS, the

cashier can use a keyboard, a magnetic stripe reader, or an attached bar-code

scanner to enter it.

5. Type a minimum and maximum length value for the expected reference number if you have set up

your user-defined transaction to require one.

6. Select an Auto Generate number option from the drop-down list. This tells the system the

manner in which it should generate an automatic reference number. For information on

auto-generated reference numbers see “Configuring automatically generated reference numbers”

on page 70.

7. Click an option in the Check Digit drop-down list to tell the system whether or not a check digit

process was used to verify the reference number input. The check digit algorithm is defined in the

Check Digit table. For details on Check Digit Setup see “Configuring check digit options” on

page 294. Check digit options are usually one of the following:

� No CDV

� Bankcard CDV

� Goody’s SKU CDV

� UPC Standard

8. To have the prompt printed on the receipt, click Print.

Using the Tenders tab options for a user-defined transaction� Click all the tender methods you want the system to accept for user-defined transactions.

Using the Taxes tab for a user-defined transaction1. If required for your definition, click the appropriate VAT as Normal Tax structure.

Note: VAT Tax fields 1 through 16 are used to separate the tax price from the

item price since VAT taxes are embedded in the price of an item. VAT taxes

must be set up in the Tax table before you can use these fields. For information

on taxes, see “Defining taxes and tax options” on page 147.

2. If required for your definition, click the appropriate Tax Exempt structure.

Using the Fees tab for a user-defined transaction

You can set additional fees related to a user-defined transaction (for example, a dispensing fee when

purchasing prescription drugs). When a user-defined transaction has additional fees, the dollar amount

is entered into the Fee Dollar Amount field.

1. Type a value in the Fee Dollar Amount field.

199


2. Type a Fee Description.

3. Click a Fee Type in the drop-down list. This function only works when Allow Modify is not

selected. The options are:

� None

� Once

� Always

4. To allow the fee to be modified at the POS, click Allow Modify.

5. Click the appropriate Fee Applicable to Taxes if required for your definition.

Fields 1 through 16 represent the taxes set up in the Taxes table. For more information about tax

settings, see “Defining taxes and tax options” on page 147.

6. Click Apply All to set the options or changes.

Using UDT options to configure invoice printing

Depending on the nature of the transaction, the customer, or the items sold in the transaction,

sometimes a customer may require a invoice for a sale transaction instead of, or in addition to, a

transaction receipt. Transactionware provides parameters which allow you to print an invoice at the

POS through the use of user-defined transaction options. The UDT can be triggered by the cashier

during any transaction which requires an invoice. The invoice printing UDT can be accessed through a

menu option on the POS screen, or as a hotkey button on the keyboard.

To configure invoice printing, you will need to configure a UDT with the following specifics.

� Configure the UDT to use an auto-generated reference number. This auto-generated reference

number will print the Folio number on the invoice.

� Configure the UDT to capture customer information at the POS, or to initiate a customer lookup.

The customer information required is: customer name, address, telephone number, RFC number

(Fiscal Identification Number). Based on the customer database profile setting within the

corresponding manager code, the customer information can be retrieved from a centralized

database.

You will also need to configure an additional parameter called THRESHOLDPROFILE in the Pos.ini file.

Please consult your Transactionware technical representative for detailed information.

Configuring a send sale transactionA send sale transaction is a sale that is processed at one store, but the items purchased are delivered to

the purchaser’s home, or shipped to a third-party destination instead of taken away by the customer. A

send sale transaction can be configured with any of the following features:

� A shipping charge or a similar fee based on criteria such the items purchased

� The appropriate tax rate can be applied to the transaction based on the tax rules in effect at the

destination

� An extra copy of the sales receipt can be printed for each party involved in the transaction

(purchaser, shipper, receiver) for each destination. This allows you to consolidate transaction

receipts, print individual shipping receipts, or encrypt prices on receipts.

� Specific tax rates can be applied to individual items

� Items within a single transaction can be sent to different destinations

� Additional items which will not be shipped can be added to the transaction

200

Configuring a send sale transaction

Because this type of transaction may impact the taxability of purchased items shipped from one tax

jurisdiction to another, or purchased in one jurisdiction and returned in another, you will need to

define the various tax jurisdictions your stores are bound to, and enable settings which allow the POS

to use tax rates for those jurisdictions instead of the local tax rates.

To configure your send sale feature, you must define information in each of the following POS

configuration categories. In addition, detailed information on these configurations is available through

the provided cross-references.

To configure a send sale transaction:

1. Access the tax table and set up taxes for each of the available destinations. See “Defining taxes and

tax options” on page 147 for detailed information on how to do this.

2. Set up a jurisdiction definition. This provides the applicable tax rates and transaction fees for the

shipping destination. See “Creating a jurisdiction” on page 201.

3. Set up a profile prompt to capture the destination or jurisdiction ID range. See “Defining a profile

prompt” on page 55 for instructions on how to do this.

4. Set up the transaction fees in the transaction fee table. See “Creating a transaction fee for a send

sale” on page 202.

5. Set up the send sale in the item grouping table. See “Using item grouping for a send sale

definition” on page 204.

6. Link the completed item grouping record to the user-defined transaction. See “Linking an item

grouping record to a UDT” on page 205

7. Link the user-defined transaction (and its related profile prompt) to a manager code. See “Linking

a UDT to a manager code” on page 206.

8. Attach the manager code to a menu item or keyboard button. See “Defining a keyboard” on

page 29 for instructions on how to do this.

Creating a jurisdiction

A jurisdiction provides the applicable tax rates and transaction fees for the shipping destination.

To create a jurisdiction definition:


2. Click Jurisdictions. The Jurisdictions Search window appears.

3. Click New. The Jurisdiction Maintenance window appears.

201


4. In the Store No. field, select the store this definition applies to or leave the default value 9999 for

all stores.

5. In the Jurisdiction ID field, enter a number to identify this definition.

6. In the Description field, enter a description for this definition.

7. In the Tax Table ID field, enter the tax table definition number which applies to this jurisdiction.

8. In the Transaction Fee ID drop-down list, select the fees definition applicable to this

jurisdiction.

9. In the Transaction Fee Group ID drop-down list, select the general transaction fee group which

applies to this jurisdiction. A transaction fee group can consist of a number of various transaction

fees. The group of fees are displayed at the time of the transaction. The Policy ID will help

differentiate the specific fee to be applied at the time of the transaction. Depending on the policy,

in effect, the cashier can choose one fee from the group of fees for the transaction.

10. In the Policy ID drop-down list, select the policy definition that will help the cashier determine

the fees to apply at the time of the transaction. These policies are designed to remind the cashier

about the shipping policies or restrictions.

Note: Policies linked through jurisdiction definitions do not have the same

amount of text display space available as regular policies which appear in

pop-up windows. Note that only the first three lines of text in a policy

definition is displayed for a send sale.

Creating a transaction fee group

To create a transaction fee group:


2. Click Transaction/Group Fees.

3. Click Transaction Fee Groups. The Transaction Fee Group Maintenance window appears.

4. Click New.

5. In the ID field, enter a number to identify this transaction fee group definition.

6. In the Description field, enter a description for this transaction fee group.

7. Click Save, and then click Close. This transaction fee group definition is now ready link several

transaction fee definitions together.

Creating a transaction fee for a send sale

To create a transaction fee definition for a send sale:


2. Click Transaction/Group Fees.

3. Click Transaction Fees. The Transaction Fee Search window appears.

202


4. Click New. The Transaction Fee Maintenance window appears.

5. In the Transaction Fee Group drop-down list, select the transaction group this transaction

definition will belong to. Transaction fee groups allows several fee options to be displayed as a

group. At the time of a transaction, the cashier can choose the appropriate fee from the group list

provided.

6. Define the fee range by providing a value in each of the following fields as required:

� Minimum Amount

� Maximum Amount

� Fixed Amount

� Fixed Percentage

7. To define various fee levels by amount, enter a value in the Threshold column, then enter a Fee

Amount or a Fee Percentage. Repeat as required for each level.

8. To allow a fee with a value of $0.00, click Enable Zero Fee.

9. To determine how the fee should be applied, click the Apply Type drop-down list and select a

type option, or select Group.

10. To allow the cashier to override the fee, click Allow Override.

11. To allow the cashier to override the tax, click Allow Tax Override.


203


Using item grouping for a send sale definition

To access the Item Grouping Maintenance window to define a send sale:

1. In the POS Configurations window, click the Transactions Function tab.

2. Click Item Grouping.

3. Click New.

4. In the Item Grouping Maintenance window, type a Group ID number for the definition.

5. Type a Description for your definition.

6. Configure any of the following settings as required to define or modify a send sale transaction

according to your business requirements.

� Click the Apply Type drop-down listing and select All Next.

� Click the Print Options drop-down listing and select As Additional Receipts.

� Additional Gift Receipt

� Gift Receipt Name

� Print Bar Code on Extra Receipt

� Click the Fee ID drop-down listing and select the Fee ID you wish to apply to your

definition.

� Group Exchange

7. In the Jurisdiction Tax Search Criteria section, configure any of the following settings as

required to define the behavior for the jurisdiction tax lookup.

� Click Use Profile Prompt.

� Use Fixed Search Field

� Use Customer DB Field

� Use Store Number — For a return lookup at a store with a different tax rate than the store

where the item was originally purchased, this option forces the POS to look up tax

information using the store number entered in the lookup prompt instead of using the local

204


tax table. This setting must be enabled if you are configuring your POS to allow items

purchased at a store under one tax jurisdiction to be returned at a store in another, different

tax jurisdiction. The default value of this option is disabled.

8. In the Taxes section, configure any of the following settings as required to define the behavior of

tax lookup prompts.

� Click the Failed Lookup Prompt drop-down listing and select Menu for Rate/Amount.

� Confirm Tax Lookup Prompt


Linking an item grouping record to a UDT

To link an item grouping record to a user-defined transaction:

1. On the POS Configurations window click the Transactions Function tab.

2. Click User Defined Transaction.

3. Click New.

4. Type a UDT ID number for the definition.


6. Click the Type drop-down listing and select During Sale.

7. Click the Group Item ID drop-down listing and select the Send Sale record you set up in the

Group Item table.

8. Click Allow PLU.

9. Click Tender Required.

10. Click the Tenders tab.

11. Click Cash and Check.


205


Linking a UDT to a manager code

To link a user defined transaction to a manager code:

Linking a UDT and its related profile prompt to a manager code allows it to be lauched at the POS

when the manager code is invoked. For send sale transactions specifically, manager codes 501-599 have

been reserved.

1. On the POS Configurations window click the Transactions Function tab.


3. Click New.

4. Select the required manager code from the Code drop-down list. (The manager code will consist

of the UDT ID you created when you linked the Item Grouping record to a User-Defined

Transaction + 500.)


6. Type a description for your Keyboard Description.

7. Click the Print Options tab.

8. Click Print Receipt and Buffer Receipt.


10. Click the Profile Prompt drop-down listing and select an appropriate prompt.


12. In the Manager/POS Functions, open the Regular Sale manager code (190).

13. Select Print Options and ensure that Buffer Receipt is set.

206

Configuring Promotions

This section contains information on configuring various types of discounts and promotional product

mixes.

This chapter contains information on:

� “Configuring promotions” on page 207

� “Configuring discounts” on page 210

� “Configuring mix match pricing promotions” on page 218

� “Configuring discount inclusion and exclusion rules” on page 221

� “Configuring PLU quantity/level pricing promotions” on page 222

� “Creating a coupon promotion” on page 224

Configuring promotionsPromotions provide a way for you, the retailer, to reduce the price of an item. This price reduction can

be done by PLU, by Department, by Department Group, by Category, by User Flag 1 or by Vendor.

Three different types of pricing methods can be used for promotional pricing:

� Setting a new price

� Setting up a dollar off amount

� Setting up a percentage off amount

Transactionware allows for a sophisticated nesting of promotions. Promotions on the same item can

be run at the same time. If one of the concurrent promotions has a lower price than any of the other

promotions on the item, the lower priced promotion will be used. When that promotion is complete,

the next lowest price promotion will take effect. Promotions can be configured to begin and end at

specific time intervals.

The Promotion Item Maintenance window is used to set promotional pricing schemes for some or all

stores. A useful feature of this function is that you can set up several promotions for different stores

ahead of time. As each promotion expires, it is automatically deleted from the system at the store level.

To access the Promotion Item Maintenance window:


2. Click Promotion.

3. Open the promotion you would like to review or modify, or click New to create a new promotion.

� For an existing promotion definition, the system displays a listing of all items in that

promotion. To modify the promotions definition of an existing PLU item, click the item.

207


� For a new promotion, the Promotion Item Maintenance window displays.

To create a promotion:

1. In the Promotion Item Maintenance window, type the Store ID number to which you would like

this promotion to apply. 9999 is the default code for all stores.

2. Type the Region to which you would like this promotion to apply.

3. Type a unique Promo ID number to identify this promotion. Note that this number is

automatically generated by the system, but can be changed if required.

4. Type a Description to identify this promotion definition. The description can be up to 40

characters in length.

To define the promotion period:

1. Type a unique Promo Detail ID number to further identify this promotion for this period.

2. Type the starting and ending dates and times in the Promotion Period section.

To define the items within the promotion:

1. To specify that the promotion is effective at the PLU level, click By PLU.

2. Type the PLU number or click the drop-down arrow and select a PLU from the list.

3. To specify that the promotion is effective at the merchandise level, click By Merch Type.

4. Type either the name or number of the Department affected by the promotion, or click in the

blank field to activate a drop-down list of all available departments and click your selection.

5. Type either the name or number of the Group affected by the promotion, or click in the blank

field to activate a drop-down list of all available groups and click your selection.

6. Type a Category number for the merchandise included in the promotion, or click in the blank

field to activate a drop-down list of all available categories and click your selection.

208

Configuring promotions

7. Type the Vendor information for the specific promotion, or click in the blank field to activate a

drop-down list of all available vendors and click your selection.

8. In the six UserFlag fields, type the desired user-defined flag number, or click in the blank field to

activate a drop-down list and select the relevant option.

To define the promotion criteria:

1. To specify the lowest price of an item in the promotion when the promotion is defined as a group

of items in the same price category, type an amount in the Fm Price Pt field.

2. To specify the highest price of an item in the promotion when the promotion is defined as a group

of items in the same price category, type an amount in the To Price Pt field.

3. To specify the base against which the promotional price reduction should be applied, click the

Promo Method Applied To drop-down list and select one of the following options:

� Use original feature

� Apply to regular price

� Apply to level price

4. To specify that items within one promotion can also be included in another promotion, click

Accumulate.

5. After selecting a merchandise type for a promotion, you can exclude specific items from the

group. To control the exclusion of items from a promotion and enable the Except ID field, click

Except.

6. If you want to exclude an item from a group of items that are under a higher level promotion, type

an identification number for that item in the Except ID field.

To define the pricing method:

1. Configure one of the following specific details:

� To specify a price markdown for the item, type the New Price.

� To specify a specific dollar value for the price markdown, type the value of the Markdown.

� To specify a percentage of the regular price markdown, type the value in the Percent Off field.

� To specify whether or not the promotion type is printed on the receipt, select an option from

the Pricing Method drop-down list.

� To differentiate promotional pricing schemes for specific groups of customers, click in the

Pricing Target Type drop-down list to see the available pricing schemes and click your

selection. The POS compares this type to the Transaction Target Type of the UDT which you

would use to launch the promotion. If the types match, the promotional price is applied.


209


Configuring discountsYour discount definition may also require parameters to be defined in any or all of the following

parameter groups: Print lines, Choice options, Profile prompts, Check digits, Tax options, Discounts

or Loyalty programs. These would depend on your configuration or business requirements.

To access the Discount Maintenance window:


2. Click Discount.

3. Open the discount definition you would like to review or modify, or click New to create a new

definition.


one, click Copy to make a copy of the existing record, and then modify the

fields for the new promotion record.

To create a discount promotion:

1. Type the Store ID number to which you would like this definition to apply. 9999 is the default or

all stores.


3. Type the Group number to which you would like this definition to apply.

4. Type a unique number to identify this Discount ID.

5. Type a Description to identify this discount definition.

6. Under each of the tab sections, select or modify options for this discount according to your

business requirements.


210

Configuring discounts

Using the general tab options to configure a discount

General options configure such features as adding discount items to a quick menu, linking discounts,

or creating a quick keyboard description.

To set general discount options for a discount definition:

1. To assign your discount item to an existing quick menu, click the Quick Menu drop-down list

and select the menu.

2. Type a Keyboard Description to identify your discount item. This description appears on a

keyboard key when the discount transaction is linked to a keyboard.

To set security options for a discount definition:

Authority levels can be assigned for discount transactions to ensure that only cashiers with the

minimum required authority level are allowed to process discounts.

1. To force a discount transaction to be completed only with a supervisor’s authorization, click

Supervisor Required.

Note: To complete a discount transaction with a supervisor-required security

setting at the POS terminal, a supervisor key must be inserted into the terminal

and turned to the “S” position.

2. To force a discount transaction to be completed only after a valid password is entered into the

system, click Password Required.

Note: Supervisor passwords are set up in the Register Parameters Maintenance

window. For more information on register parameters, see “Configuring the

register parameters” on page 39.

3. To set the authority levels for discount items, type an Authority Level from 1 to 5. Leave this

field blank if no authority level is required.

211


To set a preset dollar amount options for a discount definition:

You can define if a discount transaction requires a predetermined amount. When the discount

transaction is initiated, the preset amount is automatically registered. Select one of the following

options for your definition:

1. To preset a dollar amount, type a value up to $999.99 in the Preset Amount field. A value of 0

indicates that no preset amount is set for the discount transaction and the cashier is prompted to

enter an amount.

2. To preset a percentage amount, type a percentage value in the Percent Preset field.

3. To force the use of a preset value, click Force Preset. Leave this checkbox blank to allow the

preset amount to be modified by the cashier.

To set itemizers for a discount definition:

Itemizers control the application of discounts to items. The items being discounted must have an

itemizer corresponding to the discount definition.

� To set one or more itemizers, click each Itemizer field.

To set discount behavior options for a discount definition:

1. To define how the discount is administered, click the Discount Type drop-down list and select

one of the following types:

� Item% off

� Item $off

� Price markdown

� Trans% off

� Trans $off

� Manufacturer’s coupon

� Item% surcharge

� Item $surcharge

� Trans% surcharge

� Trans $surcharge

2. To define how the system should handle discount pricing for a product that is on promotion, click

the Apply Rules drop-down list and select one of the following options:

� Apply discount to promo price

� Apply discount to regular price

� Give customer lowest price

� No discount on promo

� Apply discount to selling price

� Apply discount to replaced regular price

� Apply discount to original regular price

3. To control the maximum value in a discount, type a dollar value in the Discount Threshold field.

4. To specify the maximum quantity in a discount, type a value in the Qty Threshold field.

5. To control how linked discounts are handled, click the Discount Link Control field and select an

option from the drop-down list. If you select Apply all discounts in link, every discount will be

processed on an item. If you select Stop one link as one discount applies, as one discount is

212


applied no further discounts in the discount link are processed. If discounts are linked this is the

default.

6. To allow multi-level discounts click the Link Discount ID drop-down list and select another

discount. The highest value must be first in the link. For example, buy $100.00 or more, get $20.00

off; buy $50.00 - $99.99, get $10.00 off.

7. Click the Threshold Control drop-down list and select one of the following options:

� Either: meets either threshold (amount or quantity)

� Both: must meet both thresholds

8. Click the Qty Threshold Calc drop-down list and select one of the following options:

� Qualifying: includes only qualifying (itemizer controlled) items

� All: includes all items in the threshold calculations

9. To control the relationship between the transaction and item discount, click the Trans Item Disc

Control drop-down list and select one of the following options:

� Trans Discount on Item Discount: Transaction discount applied to items already item

discounted

� Trans Discount Skip Item Discount: Skip items already discounted

10. To specify that multiple-item discounts can be applied to single items, click Item on Item.

11. To specify whether the unit price or the extended price is used to calculate item discounts when

quantity entries are performed, click Discount Extended Price to set the extended price, or leave

the field blank to use the unit price.

12. Affect Base Price

13. To allow a supervisor to override discounts that are greater than the maximum allowable discount,

click Maximum Discount Override.

14. To specify how the discount should be used for competitive price discounts, click the Apply

Type drop-down list and select one of the following options:

� Apply discount to entire amount

� Discount calculated on amt > threshold

� Discount calculated on amt < threshold

� Discount = threshold diff + 0 above



15. To specify when the transaction discount should be applied, click the Apply Method drop-down

list and select one of the following options:

� Discount on previous item

� Discount on total of transaction

� Discount at item entry

16. To specify the maximum percentage to apply to a discount, type the percentage amount in the

Maximum Discount Percent field.

17. To specify the maximum amount for a discount, type the amount in the Maximum Discount

Amount field.

18. To set the maximum number of item or transaction level discounts that can be applied in a single

transaction, type the maximum number in the Discount Limit field.

19. Check or uncheck the Affect Net option, as desired. When this parameter is selected the

Consolidated Sales Report is affected as follows:

213


� The Gross Sales figure does not include discounts.

� The Net Sales figure is equal to the Gross Sales figure less discounts (coupon discounts not

included).

When this parameter is not selected, the Consolidated Sales Report is affected as follows:

� The Gross Sales figure does not include discounts.

� The Net Sales figure is equal to the Gross Sales figure (coupon discounts not included).

20. To define the date that the discount is to Start and to Stop, click the appropriate fields and type

the dates.

21. To define the time that the discount is to Start and to Stop, click the appropriate fields and type

the times.

22. You can exclude specific groups and combinations of vendors, SKUs, price points, departments,

and categories from discount promotions. To enable discount exclusions, select the required

Discount Inclusion/Exclusion definition.

To set transaction discount options:

1. To specify that a transaction discount can be applied to items with an item discount, click

Transaction on Item.

2. To specify that multiple transaction discounts be applied within the same transaction, click

Transaction on Transaction.

3. To apply transaction discounts after totalling instead of at the time of discount, click All Items in

Transaction. All items in the transaction are discounted including those which were entered

before the discount function was activated.

4. On Item Transaction Discount

Using the Additional Information options for a discount

The Additional Information parameters allow you to further define loyalty redemption, UDT auto

discount prompts and birthday discounts.

214


To set the loyalty redemption parameters:

1. On the Discount Maintenance window, click the Additional Information tab.

1. Under the Loyalty Redemption Parameters, set any of the following parameters as required:

� Loyalty ID— Presents a drop-down list of all configured loyalty programs for your store or

chain. Select the loyalty program you would like to activate.

� Threshold Points— Shows the minimum number of points the program member must

acquire before they can request a redemption.

� Point Redemption Minimum

� Redeem by Fixed Points— Shows the number of points removed from the program

member’s account for a redemption.

� Prompt for $Amount

� Free Membership Renewal— This option allows you to configure free membership renewal

with no associated SKU added to the transaction.

� Redeem All Available Points— This option makes the POS use all the points available in

the member’s account for a redemption and resets the points balance in the account to zero.

To set other parameters:

� UDT - Auto Discount Prompt At Start Of Txn

� Birthday Discount— This option allows you to configure a discount for customers based on

their birth date. By setting a value in the By Days field, you may trigger a birthday discount in a

defined number of days before or after a customer’s birthday. To trigger a discount anytime in the

customer’s birthday month, click By Month.

Using the Print Options tab to configure a discount

To set receipt printer options for a discount promotion:

1. To print the discount data, click Print Receipt.

2. To print a second receipt, click Dual Receipt. Leave this checkbox blank if a dual receipt is not

required.

215


To set slip printer options for a discount promotion:


1. To activate slip printing, click Print Slip.

2. To specify that printing not begin until the transaction is completed, click Buffer Slip. To have

items print on the receipt as the sale is being entered, leave this checkbox blank.

3. To specify the number of lines to advance before slip printing begins, type the amount in the No

Of Lines To Advance field. A value of 0 indicates that slip printing begins on the first line of the

form.

4. To specify the number of lines to print before being prompted for another form, type the amount

in the No. of Lines To Print field.

5. To specify the number of spaces to indent before beginning to print on the slip, type the amount


To set signature line options for a discount promotion:

These fields define the signature lines that are printed on a receipt.

1. To create a signature line(s) that is printed on the receipt for the defined discount transaction, click

the Signature heading for a drop-down list of the available signature line items.

2. Click the signature item you want have printed on the receipt. A description for each signature line

is defined in the Print Line table. You can create more than one signature print line by clicking on

each blank line and selecting a different signature option from the drop-down list.

To set validation and void validation line options for a discount promotion:

The following details are part of the standard information that is printed following completion of the

transaction: date, cashier number, register number, transaction number, tender submitted, and amount.

Four additional lines of user-defined text can also be printed. In order for this feature to be available,

the Validation Required field must be checked.

1. To print a custom validation message on a receipt, click a blank line below the Validation Lines

heading for a drop-down list of print line options.

2. Click the validation print line option you want printed on the receipt. If required, repeat this

process for each additional line. Validation messages are defined in the Print Line table.

To set general print options for a discount definition:

1. Print Description in Transaction Header

2. Pricing Target Type— This option allows you to identify target customer groups who are

entitled to an exclusive discount. This option is required if you would like to calculate savings

totals on a transaction basis and print this information on the customer’s receipt showing them

how much they saved in the transaction. It also allows you to show non-members how much they

could have saved if they were group members.

Using the Data Capture tab options to configure a discount

On the Data Capture tab, you can define the prompts associated with this particular discount

promotion type. Prompts are messages which appear on a cashier’s terminal as a reminder to perform

a specific task during the transaction or as a request to ask the customer a specific question and enter

their response into the system. You can set up three different types of prompt for discount

promotions:

� Reference Number prompts: Prompt the cashier to enter a reference number for the discount

item (for example, authorization code, item series number, and so forth).

216


� Choice prompts: Prompt the cashier to make a selection identifying a specific feature of the a

discount item. When this prompt is activated, the cashier will be required to enter or select a

specific detail regarding the discount item.

� Profile prompts: This field determines whether a prompt is displayed when the discount key is

pressed.

To set prompt options for a discount promotion:

1. To define a message which will prompt the cashier to manually enter a reference number related

to the discount item, enter a text message up to 20 characters in length in the Prompt field.

Note: If you need more than one prompt to gather all the required

information, use the Profile Prompt option.

2. To set the minimum length in characters of the reference number, type an amount in the left box


3. To set the maximum length in characters of the reference number, type an amount in the right

box of the Minimum/Maximum field.

4. To check the validity of the reference number entered at the POS, click the Check Digit

drop-down list and select the check digit function required to authorize the reference number

entered for this discount item. For more information on check digit functions or to set a new one,

see “Configuring check digit options” on page 294.

5. To have the text of the reference number prompt printed on the receipt, click Print Reference

Prompt.

6. To select a choice type, click the Choice Type drop-down list and select the choice type item to

be triggered by the discount item.

7. To select a profile prompt, click the Profile Prompt drop-down list and select the profile prompt

item to be triggered by the discount item.

Using the Taxes tab options to configure a discount

On the Taxes tab, Tax fields 1 through 16 represent the tax types that can be applied to a discount

transaction. Taxes are configured in the Tax table. For more information on taxes or to set up a new

tax structure, see “Defining taxes and tax options” on page 147.

1. On the Discount Maintenance window, click the Taxes tab.

2. To select a required tax structure to be applied to the discount transaction, click each required

checkbox (for example, PST 7%).

217


Configuring mix match pricing promotionsThe Mix Match pricing feature is used to set up special pricing schemes based on the sale of specific

quantities of a product.

Setting up a mix match definition consists of creating a specific pricing scheme using the MixMatch

Maintenance window, and identifying which items are for mix match pricing.

To identify an item for mix match pricing, enter the mix match identification number in the mix match

identification fields of the item in the PLU file. In addition, an item can be identified for mix match

pricing by checking the Allow in Merchandise Type Mix Match checkbox. An item can be assigned up

to four mix match pricing schemes.

Note: Mix match pricing is on the regular price and is only applied if it is better than any active

promotion on the item.

To access the MixMatch Maintenance window:


2. Click Mix Match.

3. Open the mix match definition you would like to review or modify, or click New to create a new

definition.


one, click Copy to make a copy of the existing record then type over or click

any new information in the required fields and click off any parameters you

don’t need.

218

Configuring mix match pricing promotions

To create a mix-match promotion:

1. In the MixMatch Maintenance window, type the Store ID number to which you would like this

definition to apply. Type 9999 if you would like to apply it to all stores.


3. In the MM ID field, type a unique number to identify this mix-match definition.

4. In the MM Description field, type a unique description to identify this mix-match definition.

5. In the Discount Description field, type a description to identify the discount applied by this mix

match definition. If you do not enter anything in this field, the POS prints whatever you entered in

the MM Description field as a discount description on the customer receipt.

6. Set parameters as required to configure the mix-match discount according to your business

requirements.


To define the mix-match promotion period:

� Type the starting and ending dates for the mix-match promotion in the Start and Stop Date

fields.

To define details for the mix-match promotion scheme:

1. To specify that a target product should match every defined level in the mix-match definition

before the mix-match can be executed, click Complete MM. When this option is not turned on,

every item receives the mix match discount regardless of the quantity purchased or the transaction

level.

2. To specify that all items defined in the mix-match pricing scheme share the same PLU number,

click Match PLU.

3. To specify that all items defined in the mix-match pricing scheme have unique PLU numbers,

click Unique PLU.

4. To specify that all items defined in the mix-match pricing scheme match the value of User Flag 1,

click the Match User Flag1 checkbox.

5. To specify that User Flag 1 is required for the mix-match definition to be unique, click the

Unique User Flag1 checkbox.

6. To specify that promotions and item discounts should be recalculated after a mix-match discount

is realized, click the Recalculate Promotions and Discounts checkbox.

7. To specify the items to which the discount can be applied, click the Apply Discount to Alt

drop-down list and select the option corresponding to the number of items you need. The options

are:

� None: The discount is applied to the last item that was discounted

� Apply Alt#1...9: The discount is applied to the last item at the level specified

� Prorate: The mix-match discount is applied proportionately, by price, to every item in the mix

match

� As Defined: The mix-match discount is applied according to the defined levels.

Note: If you wish to configure the Apply Discount to Alt option you must

ensure that you have also checked the Complete MM option.

8. To force the POS to calculate the mix-match discount at the end of the transaction when the

Total key is pressed, click the Calculation at Total Time checkbox. If you leave this option

unchecked, the POS will process the mix-match discounts as items are scanned.

219


9. On the Mix-Match Maintenance window, click the Discount on Lowest Price checkbox.

10. To specify the policy displayed to a cashier when a mix-match item is entered at the POS, click the

Policy drop-down menu and select the desired policy. This allows the cashier to advise customers

of the mix-match promotion.

11. To specify mix-match quantities to track in the reports, type the required quantity of an item to

track in any of the Report Group Quantity fields. This creates a mix-match transaction summary

record in the TLog.

12. On the MixMatch Maintenance window, click the Match by Merchandise Type checkbox to

enable this type of mix-match pricing.

13. Select one or more of the following drop-down lists for this type of mix-match pricing:

� Vendor

� User Flag 1: If more than one classification is entered, an item is considered for mix match

pricing when all specified classifications are matched.

� Department

� Dept Group

� Category

To set the mix-match items, prices and discounts:

14. To specify the quantity of an item that will fill a level, type the quantity amount in the Buy

Quantity field. If the mix match scheme is to be extended to additional quantities above the Buy

Quantity amount, select the or more (unit price) option in the field beside the Buy Quantity

field. If or more (unit price) is selected, only 1 level in the mix match scheme is used. The or more

(unit price) option is used in conjunction with the Complete MM option. When using the or more

(unit price) option, the Sell Price field in the first level can be set to the adjusted unit price.

15. To specify how the item’s price should be matched against the Match Price, click the OP

drop-down list and select the appropriate option. For example, if Match Price = $8.00 and OP =

< (less than), and $8.00 is less than an items regular price, the item will be considered for a mix

match discount.

16. To specify the selling price for the level, type the extended amount for each alternate level in the

Sell Price field.

17. To specify the dollar amount to be deducted for the alternate price, type the amount in the Dollar

$Off field.

18. To specify the amount to be deducted as a percentage of the total value, type the percentage

amount in the Percentage% Off field.

19. To define a specific audience for the pricing scheme, click the Pricing Target Type drop-down

list and select the target type.


To define a mix match pricing scheme by merchandise type:

1. On the PLU Maintenance window, in the General Tab, ensure that the Allow in Merchandise

Type checkbox is checked. To exclude specific items from the merchandise type of mix match,

leave this checkbox unchecked. For information about the PLU Maintenance window, see

“Configuring PLUs” on page 82.

Note: The mix match number does not have to be in the PLU record for a

merchandise type of mix match.

220


To define a mix match discount on the lowest priced item:

� For the mix match discount to be applied to the lowest priced item, order the items in the mix

match by price.

� Ensure that the mix match definition is defined with the higher levels in the definition having the

higher discount (for example, the lower discounted price).


Configuring multiple quantity pricing

Multiple quantity pricing is configured the same way that a Mix Match promotion is, except the

information that is printed on the receipt and recorded in the journal file shows each item in the Mix

Match represented by its individual price only. For example, if you have a Mix Match promotion

consisting of six items for $2.99, the first five item’s price prints as 50 cents each on the receipt, but the

last item’s price prints as 49 cents, to equal $2.99 for six. There are two ways to configure this method

of Mix Match pricing:

To configure multiple quantity pricing:

1. Create a mix match pricing scheme following the instructions given above in To create a mix

match promotion.

2. Using the example above, click the Alt. 1: through Alt. 6: fields, and type a 1 in each field.

3. Click the first 5 Sell Price fields and type 0.50 as the single price for each item.

4. Click the remaining 6th Sell Price field, and type 0.49 as the single price for the last item.

or

An alternate method of configuring multiple quantity pricing is to type the number 6 in the Alt. 1:

field, and type $2.99 in the first Sell Price field.

5. Click Save, and then click Close. The customer’s receipt will show items 1 through 5 at a price of

50 cents each, and the 6th item at a price of 49 cents.

Configuring discount inclusion and exclusion rules

Inclusion/Exclusion rules are a key component of the Transactionware POS Xpress discount-related

functions. You can set rules from any level of the product hierarchy to define whether or not a

particular product is eligible for discounting. An example of an exclusion rule is a discount which

applies to the entire transaction but excludes tobacco products.

Inclusion/Exclusion rules can also include Non-Merchandise items. Typically the Non-Merchandise

category is used for products or services that are not part of the general merchandising system (for

example alterations, postage stamps, or gift cards).

You can define the rules which apply to specific Non- Merchandise products.

To define a discount inclusion or exclusion rule:


2. Click Inclusion/Exclusion. A prompt to add a new record appears.

3. If you are creating a new Inclusion/Exclusion rule, click Yes,

or

If you are modifying an existing record, open that record.

4. Enter the following information to create a new Inclusion/Exclusion record:

221


� ID number

� Description

5. Click New.

6. Click Yes at the prompt to save changes.

7. Click New in the Include/Exclude Rule Search window. The Inclusion/Exclusion Rule Item

Maintenance window appears.

8. Enter information as required to configure the discount inclusion/exclusion rule.


Configuring PLU quantity/level pricing promotions

Quantity and level pricing can be combined to create a comprehensive price matrix for a PLU item.

Note: To ensure that the quantity and level pricing schemes are successfully applied for each defined

PLU item, click the Level and Quantity fields in the PLU file first.

To access the PLU Quantity/Level Pricing Maintenance window:


222


2. Click Quantity/Level Pricing.

To create a quantity/level promotion:

1. On the PLU Quantity/Level Pricing Maintenance window, highlight the PLU item you would like

to review or modify, or click New to create a new definition.

2. Type the Store Identification number to which you would like this definition to apply, in the Store

field at the far right of the window. 9999 is the default for all stores.

3. Type the PLU number to which this definition applies, or click the PLU drop-down list and

select a PLU.

4. Type a Description name for the quantity/level definition. You will notice that as you type the

PLU number, the system displays it in the dialogue box to the left of the fields, and fills the

Description field with the default item description from the PLU file.

5. To set a price for the selected PLU item based on a quantity or level sale, type an amount in the

Retail price field.

6. To set the quantity amount in which the PLU item is to be sold under the quantity/level pricing

scheme, type an amount in the Quantity number field.

7. To set a number to indicate the price level for the pricing scheme being defined, type a value in the

Level number field.

8. To select a required tax structure to be applied to the PLU item, click each required checkbox (for

example, PST 7%).

9. To add a new level price to an existing quantity/level definition, click Insert below the record

under which you want to insert a new level and type the required PLU information.


223


Creating a coupon promotion

Coupons are defined in the Promotion Item Maintenance window and can be configured for some or

all stores. A useful part of this feature is that several promotions can be set up for different stores by

setting an advance date. After the promotion expires, it is automatically deleted from the system at the

store level.

To access the Coupon window:


2. Click Coupons.

To create a coupon promotion:

3. On the Coupons window, highlight the PLU item you would like to review or modify, or click

New to create a new definition.

4. Type an identifying Coupon number to which this definition will apply. The number can be up to

10 digits long.

5. Type a Description name for the coupon definition. The description can be up to 20 characters

long.

6. To specify that the item PLU must match the coupon PLU in order to be effective, click Match

PLU.

7. To specify that the item PLU must have a unique PLU number, click Unique PLU.

8. To specify the base quantity of a PLU item that must be purchased in order for the coupon to be

accepted, type the quantity in the Base field.

9. To specify that the coupon is also applicable when more than the base quantity of a PLU item is

purchased, click Or More.

10. To specify the monetary value of the discount coupon, type a dollar amount in the $Off field.

11. To specify the details of a second offer if the coupon affects a second product, type a quantity

amount and dollar value to define the second offer on the Alt 1 line.


224

s
Configuring Product Hierarchies and Department
All PLU items can be classified into various groups for reporting and promotional purposes.


� Creating and managing item groups

� Configuring parameters for each type of item grouping

� Creating regions

Setting up product hierarchiesThe Configurator provides four levels of hierarchy within which PLU items can be classified. In

descending order of breadth, these levels are: category, group, department, and user flag.

To access the Product Hierarchy window:


2. Click Product Hierarchy.

225

Configuring Product Hierarchies and Departments

Setting up PLU categories

Categories form the highest level of the product hierarchy. Categories must be created and configured

before groups or departments can be set up.

1. In the Product Hierarchy window, click Category.

2. Click New to create a new category.

3. Type a unique ID number and description for the new category.


Note: The PLU level always overrides the Department level unless the Use Department field is

checked in the PLU file.

Setting up groups

Groups form the second highest level in the product classification hierarchy. Each group must be

assigned to an existing category. If you want to attach a new group to a new category, the category

must be set up first.

To create a group:

1. On the Product Hierarchy window, click Group.

2. Click New to create a new group.

3. Type a unique ID number and description for the new category.


Setting up departments

The third level hierarchy, the department level is used to group together products with similar features

or of a common utility making it easier to administer promotions or for reporting and classification

purposes.

Although the department is the third level of product classification, you are not required to assign a

department to a group or a category if you do not need to; however, if you do need a group or

category, you must set those up first.

To access the Department Maintenance window:

1. On the Product Hierarchy window, click Department.

2. Open the department you would like to modify, or click New to create a new department.

226

Setting up product hierarchies



data fields for the new department.

To create a department:


2. In the Department ID field, type a unique number to identify this department.

3. In the Description field, type a unique description to identify this department (for example,

housewares, grocery, or automotive).

4. If required, type a Dept/Group number or click the drop-down arrow for a list of available

groups and select one from the list.

5. Configure the price-related options for this department, as required (see “To set pricing options

for a department:” on page 228).

6. Configure the register-related options for this department, as required (see “To set register-related

options for a department:” on page 228).

7. Configure the Units-of-product related options for this department, as required (see “To set

unit-of-product related options for a department:” on page 228).

8. Configure the Item pricing- and policy-related options for this department, as required (see “To

set item pricing and policy options for a department:” on page 228).

9. Click the Taxes tab, and configure the tax parameters for the department (see “Setting tax

options” on page 229).

10. Click the Print Options tab, and configure the Print options for this department, as required (see

“To set pricing options for a department:” on page 228).

11. Click Apply All, click Save, and then click Close.

227


Setting general options for a department

To set pricing options for a department:

1. Type or edit the keyboard description of the defined department. Normally the first 7 letters of

the department description is the default keyboard description but you can edit this label to make

it more relevant for your POS terminal.

2. To preset a standard price for items in the department, type an amount in the Preset Amount

field.

3. To specify whether any preset price can be modified by the cashier at the POS terminal, click

Force Preset.

4. To set the minimum price for any item in the defined department, type a Minimum Price.

5. To set the maximum price for any item in the defined department, type a Maximum Price.

6. To specify whether or not a value of $0.00 can be entered as a valid price for an item in the defined

department, click Allow Zero Price.

7. To specify an additional charge for an item in the defined department, type an Additional

Amount.

8. To specify a description of the additional charge, type a description in the Additional

Description field.

To set register-related options for a department:

1. To define an authority level for access to all PLU items within that department, click the desired

authority level. Only cashiers with the minimum level of required authority can perform a

department entry.

2. To assign the department to one or several menu keys or options on the POS terminal, type the

Menu No.or click the drop-down arrow and select a menu number from the list.

3. To select a prompt to precede the usual transaction prompts for a department sale, type the

prompt ID or click the drop-down arrow and select a prompt form the listing.

4. To ensure that the price of an item from the defined department is always treated as a positive

value amount, click Positive Department.

5. To specify that a PLU is required, click PLU Required.

6. To specify whether the system should prompt the cashier to enter the cost or cost code of an item,

click the Cost Required drop-down menu and select the appropriate prompt option.

To set unit-of-product related options for a department:

1. To specify a tare weight standard for the department items, click the Tare Weight drop-down

menu and select the appropriate tare weight.

2. To specify that the department item need to be weighed, click Scale Item.

3. To specify whether the quantity mode for items within the defined department is allowed, click the

Qty Mode drop-down menu and select the required response.

4. To specify the text description of the quantity unit (for example, pounds, grams, and so forth) that

would be printed on the receipt, type a quantity description.

5. To specify whether fractions of a unit are allowed (for weighed items) on sales of items from the

department, click Allow Dec Qty.

To set item pricing and policy options for a department:

1. To specify that discounts are only applied to a department sale, not at an item level, click Allow

Discount.

228

Setting up product hierarchies

2. To apply a preset discount scheme to either the item or transaction, click the Auto Discount ID

drop-down menu and select a defined discount.

3. To specify whether employee discounts are permitted on items within the defined department,

click Allow Employee Discount.

4. To set a standard employee discount value for items within the defined department, type the

percentage amount of the discount in the Employee Discount field.

5. To specify whether items in the department can be sold (for example, display items), click Allow

Sell.

6. To specify whether items in the department can be used in an item exchange transaction, click

Allow Exchange.

7. To specify whether items in the department can be returned, click Allow Returns.

8. To specify whether items in the department can be returned without a receipt, click Allow

Returns w/o Receipt.

9. To specify whether items in the department can be selected for pending transactions (layaways),

click Allow Pending Transaction.

Setting tax options

To set tax parameters for a department:

1. Click the Taxes tab.

2. Click the tax structures applicable to the items being set up in the department. For more

information on tax structures, or to create a new tax structure see “Defining taxes and tax

options” on page 147.

3. Click the Itemizer and Itemizer tax structures applicable to the items being set up in the

department. For each itemizer, there are currently only four types of taxes supported.

Note: Itemizers are specific options which are tagged to certain PLU items to

prevent them from being sold when specific tenders are used for payment (for

example, food stamps.) Selected PLU items are assigned an Itemizer ID which

is then also assigned to the controlled tender item in the tender file. The

itemized tender item can then only be used to settle the total of itemized

products only.

Setting print options

To set print options for a department:

1. To specify that the retail price of items in the defined department are printed on the receipt, click

Print Regular Receipt.

2. To specify that a slip is printed for sales in the defined department, click Print Slip.

3. To specify the total number of lines to print on one slip, type the number of lines in the Slip Total

Lines field.

4. To specify the number of lines to advance on the slip before printing, type the number of lines in

the Slip Advance Lines field.

5. To specify the number of spaces to indent on the slip before printing, type the number of spaces


6. To specify the number of validations required for printing, type a number between 1 and 9 in the

Number of Validations field.

229


7. To specify the number of a remote printer, type the number in the Remote Printer number field.

Note: The remote printer is set up in the POS.ini file. For details on the

POS.ini file, see the Transactionware Technical Reference Manual.

8. To specify the items that should be printed by the remote, click the appropriate option in the

Remote Print Control drop-down list. The options are: Print item only, and Print complete

transaction.

Setting Department Info options and department fields

Once you have completed the options and provided all the necessary details to set up a new

department, you will need to specify when the system should use the Department table definition

rather than the PLU table definition for transactions involving that department.

Only some of the fields under the Department Maintenance window are controlled by the Use

Department Info Maintenance window. For each of the selected fields, specify when the Department

file definition should override the PLU file definition. The options are:

� Do not use

� Use always

� Use only if the department is non empty

� Use only if the department and PLU fields are non empty

� Use only if the department field is non empty and the PLU field is empty

� Use only if the department field is greater than the PLU field

Note: When an item is set up in the PLU file with the Use Dept parameter checked, the system will

use the parameter definitions in the Department file to override the settings in the PLU record.

To access the Use Department Maintenance window



230

Configuring user flags

3. Click the Use Department Info tab.

To define the behavior of department fields:

1. In the Use Department Maintenance window, click the desired a store record.

2. In the Department drop-down list, select an existing department definition. To create a new

department, see “Setting up departments” on page 226.

3. For each of the listed fields, specify when the system should use the Department file definition for

the PLU item.

Configuring user flagsUser flags are the lowest category level and allow more precise reporting or promotions. The user flag

is used to distinguish items based on a similar feature. For example, User flag 1 can be used for color: 1

is red, 2 is blue. This allows a promotion to be based on user flags rather than departments.

You can create up to six user flags.

To access the User Flags Setup window:



231


3. Click the Set User Flag tab.

To create a user flag:

1. In the User Flags Setup window, click New to add a new user flag under the current tab.

2. Create a new user flags using a description up to 10 characters long or the following naming

convention: USRFLG1-1. The next user flag under category 1 would be USRFLG1-2, and so

forth.

To delete a user flag

3. To delete a user flag, highlight the line it appears on and click Delete.


Creating a region recordThis section describes how to create a region record. A region must be set up before it can be assigned

in any configuration.

Note: Regions are usually predefined as defaults in your system.

To create a region record:


232

Creating a store record

2. Click Region. The Region Maintenance window appears.

3. In the Region Maintenance window, click New to add a new region to the list.

4. In the Region ID field, type a unique number for a region.

5. In the Description field, type a name for the region.


Creating a store recordThis section describes how to create a store record.

Note: Before you create a store record, you must set up the region the store will belong to.

To create a store record:


233


2. Click Store. The Store Maintenance window appears.

3. Complete each field by providing the required information.

Note: The Region must be created before you create a store record. The

Currency must be the valid currency for the region.


234

Balancing and End Of Day Processes

This section presents procedures for setting Configurator options that deal with managing the cash

flow and the end of day procedures.


� Setting currency thresholds

� Setting balance, deposit, loan, and cash pickup options

� Configuring safe management options

� Configuring End of Day procedures

Configuring cash management parametersCash Management parameters allow you to define safe and cash-related management functions, such

as currency thresholds for your store’s safes. Thresholds can also be set to control the type and amount

of balances, deposits, loans, and pickups.

Setting currency thresholds

Currency thresholds are set up to signal a warning and rejection if the amount of currency entered

using the Store Manager is over the defined threshold. If a procedure is performed with a value that

falls within the range specified in the Warn and Reject fields, a warning message appears prompting

you to “Continue with the warning thresholds Y (Yes) or N (No)”. If a procedure is performed with a

value at or above the defined Reject Threshold, then the amount entered is rejected until a value is

re-entered within the threshold range.

Note: The parameters set in the Configurator are applicable to the Store Manager only.

To access the Cash Management parameters:



3. In the list of regions and stores, click on the store record you want to access, and then click Open,

or click New to create a new entry.

235


4. Click the Cash Management tab.

To define warning and reject thresholds for a safe:

1. To set the level at which a warning is issued for total POS pickups, click the POS Pickup field

under Warn Thresholds and type a dollar value. If the total amount for a single tender reaches the

Warn Threshold value, a warning is sent to the Store Manager user.

2. To set the level at which a POS pickup is rejected, click the POS Pickup field under Reject

Thresholds and type a dollar value. If the total POS pickup amount for a single tender reaches the

Reject Threshold value, a reject message is sent to the Store Manager user.

Note: Multiple POS pickups can be entered to reach the total amount for a

tender.

3. Repeat steps 1 and 2 above for POS loans and balances.

4. To set the level at which a warning is issued for a safe deposit, click the Safe Deposit field under

Warn Thresholds and type a dollar value. If the total amount for a single tender reaches the Warn

Threshold value, a warning is sent to the Store Manager user.

5. To set the level at which a safe deposit is rejected, click the Safe Deposit field under Reject

Thresholds and type a dollar value. If the total amount for a single tender reaches the Reject

Threshold value, a reject message is sent to the Store Manager user.

Note: Multiple safe deposits can be entered to reach the total amount for a

tender.

6. Repeat steps 4 and 5 for safe withdrawals, balances, and transfers.

236

Configuring cash management parameters

To define warning and reject thresholds for cash:

1. To set the level at which a warning is issued for a pickup, click the Pickup field under Warn

Thresholds and type a dollar value. If the total amount for a single tender reaches the Warn

Threshold value, a warning is sent to the Store Manager user.

2. To set the level at which a pickup is rejected, click the Pickup field under Reject Thresholds and

type a dollar value. If the total amount for a single tender reaches the Reject Threshold value, a

reject message is sent to the Store Manager user.

Note: Multiple pickups can be entered to reach the total amount for a tender.

3. Repeat steps 1 and 2 above for loans, deposits, and balances.

Note: For detailed instructions on completing the Balance/Deposits/Loans/

Pickups section of the Cash Management tab, see “To set balance, deposit,

loan, and cash pickup options:” on page 237.

4. Click Save to save your settings

To set balance, deposit, loan, and cash pickup options:

1. On the Cash Management tab, specify the Cash Denomination type by clicking the appropriate

option (for example, US or Canadian currency) in the drop-down list.

2. To specify that the cashiers should not see any difference amounts until after they cash balance,

click Blind Balance.

3. To specify that cash balancing totals should be input as dollar values per denomination instead of

counts per denomination, click Balance Total Cash. When this field is not selected, the system

calculates a cash total based on the count per denomination.

4. To specify that charge totals should be input as a total value of all individual charges, click

Balance Total Charge. When this field is not selected, the system will calculate a total for

charges by adding together individual charge amounts.

5. To specify that cash deposits should be recorded as dollar values per denomination instead of

counts per denomination, click Deposit Total Cash. When this field is not selected, the system

calculates a deposit total based on the count per denomination.

6. To specify that charge deposits should be input as a total value of all individual deposits, click

Deposit Total Charge. When this field is not selected, the system will calculate a total for charge

deposits by adding together individual deposit amounts.

7. To specify that the system should clear the loan amount at the End of Day, click Clear Loans

EOD.

8. To specify that loan amounts should be entered individually, click Detailed Loans/Pickups/

Floats. When this field is not selected, the system expects you to enter a loan amount as a total of

all individual loans. When selected, this option prompts the cashier to enter a lump sum when

Balance/Loans/Pickups/Deposits are configured to use denominations. The cashier can enter a

lump sum at the POS, but balance by denomination in the Store Manager application. By default

this option is set on.

9. To specify how cash balancing should occur, click the Balance Type drop down list and select

the appropriate balancing method. The options are:

� To balance by register

� To balance by cashier

� To balance by cash drawer

� To balance by shift

237


� None

10. Blind Balance

11. Balance Total Charge

12. Deposit Total Charge

13. Detailed Loans

14. To specify how the system should process pickup transactions, click the Pickup Control drop

down list and select the appropriate pickup method. The options are:

� Pickup any amount

� Validate pickup

� Validate & display pickup

� None

Setting cash float options

There are two options in the Register Parameters Maintenance window which tell the system how to

account for and treat the float value during cash balancing.

To set cash float options:

1. On the Sign On tab, to specify that a float definition has been set up at the POS terminal, click

Retained Float.

Note: Float amounts are defined in the POS system as special tenders through

manager code 235.

2. To specify how a balance should be automatically followed by a pickup of the balance amount

during the end of day procedures for a defined terminal, select one of the following options in the

Auto Balance Pickup drop-down list.

� None: No automatic pickup required

� Prompt For Auto Pickup: Upon balancing, display a prompt asking whether or not you want

to automatically perform a pickup of the balance amount.

� Auto Pickup: Upon balancing, automatically perform a pickup of the balance amount

Note: This function applies to each terminal, not to each cashier.

3. To specify that the system-calculated cash total should include the float value, click System Total

Includes Retained Float.

4. To help eliminate mistakes in the balancing process and have the POS display running totals

during the balance function, click Display Running Totals for Balancing. Running totals are

only maintained on the POS for the duration of the Balance function are not captured in the Tlog

or Journal. If this option is unchecked, the POS will not perform any additional calculations and

the cashier will perform the balance without running totals. The default value of this option is

unchecked.

Note: The POS will not maintain running totals for each individual tender in a

given currency, for example cash and checks. The running total for the second

tender being balanced will include all amounts entered previously for the same

currency.

238

Configuring safe management options

Configuring safe management optionsThe safe management option is used to define an intermediary entity for receiving cash loans and

deposits from the terminals. Tender items, such as cash, must be specifically defined to be transferable

to or from the safe through the tender management options of the Transactions Functions tab. Only

cashiers with an appropriate level of authority can initiate cash management functions involving the

safe option.

When a safe entity is defined and enabled on the system, the system will automatically assume that any

deposit transaction initiated at the POS terminal is going to the safe and will track safe balances

accordingly.

To configure a safe:


2. Click Tender.

3. Click Safe Management.

4. Type a Safe ID and a Safe Name in the appropriate fields. You can define up to 5 safes.

5. To configure the non safe option, assign an ID number of 0 to a safe.

6. To allow only bank deposits and withdrawals for the defined safe, click Non-POS Txns.

7. To confirm that POS pickup, loans, and POS balance transactions can interact with the safe, click

POS Txns.


Configuring end-of-day proceduresThe end-of-day setup for the registers is performed in three tabs in the Register Parameters

Maintenance window.

In the Register Parameters Maintenance window use the General tab and Sign On tab to set End of

Day parameters.

To access the Register Parameters Maintenance window tabs for end-of-day configuration:



3. Click Open or New.

4. Set up the fields and options in the General and Sign On tabs as described in the following

sections.

To set general parameters for end-of-day options:

1. To open the cash drawer when the end-of-day procedure is completed, click Open drawer at

EOD.

2. To ensure that a close credit batch is performed, click Credit Compulsion @ EOD. If this

checkbox is enabled and a close credit batch has not been performed, the cashier will not be able

to complete the end-of-day process.

3. In the Capture the Following section, click the following checkboxes:

239


� Dept Total By Cashier: Department totals are captured by a cashier for reporting at the POS

terminal.

� SKU Summary: SKU summary totals are captured for POS reporting.

� Item Movement: Item movement totals are captured for reporting.

240

Configuring end-of-day procedures

To access the Poll/Peripherals options and set end-of-day parameters for polling communication:

1. On the Register Parameters Maintenance window, click the Polling Options tab.

2. To set the number of days transaction data that is retained in the server after it has been polled,

type the number of days in the Server Tlog Backup field. Leave the field blank to delete the

transaction file immediately after it has been successfully polled.

Each days transaction data is retained in a separate data file.

3. To poll the consolidated totals files, click the Poll Consolidated Totals checkbox. The

consolidated totals data files are copied to the upload directory for polling. This data shows the

consolidated totals for each register.

4. To poll the electronic journal file, click the Poll Electronic Journal checkbox. The electronic

journal file from each register is copied to the upload directory for polling.

5. To poll the register totals file, click the Poll Register Totals checkbox. The data for individual

register totals is copied to the upload directory for polling.

6. To poll the item detail data, click the Poll Item Detail checkbox. The item detail data is copied to

the upload directory for polling. Item detail data shows the line item detail from each sale.

7. If there are reports that are set up to automatically print at end-of-day, and end-of-day is initiated

automatically at a predefined time, click the Auto Print at End of Day checkbox. This works in

conjunction with Auto EOD Time to determine if reports are printed if end-of-day is

automatically generated by time.

8. To set the number of days transaction information that is kept in the POS, type the number of

days in the 2nd POS Tlog Backup field.

9. To poll the SKU summary data file, check the Poll SKU Summary checkbox. The SKU summary

data is copied to the upload directory for polling. SKU summary data shows the total sales for

each item number.

241


10. To poll the cashier totals file, click the Poll Cashier Totals checkbox. The cashier total file is

copied to the upload directory for polling.

11. To poll the department summary file, click the Poll Department Summary checkbox.

Department data shows the total sales for each department.

12. In the EOD Exit Code field, type a non-zero value greater than 15 if you want the Xpress Server

or Store Manager to exit after an end-of-day is complete. Enter zero if you do not want the Xpress

Server or Store Manager application to exit after end-of-day is complete. You must enter a

number greater than 15 to prevent a conflict with internal exit codes generated by the Xpress

Server.

The code in this field can also be used to invoke other batch or script files once the Xpress Server

or Store Manager applications have exited. For example, once the Xpress Server has exited you

can use the code to restart the Server or you can use the code to perform end-of-day functions

such as scandisk or tape backup.

13. To set the time an end-of-day should automatically be performed, type the time in the Auto EOD

Time field. This is used to automatically initiate end-of-day, at POS #1, on a regular basis or can

be used as a security measure if a store forgets to do an end-of-day.

14. Determine the number of registers that you want to poll, and type the number in the Number of

Registers to Poll field.

242

s
Managing Customer Record
This section presents procedures for setting Configurator options which deal with customer records.


� “Managing customer records” on page 243

� “Creating a customer record” on page 243

� “Configuring a loyalty program” on page 248

Managing customer recordsThe customer database contains information collected by the cashier during a transaction. The prompt

for information can be triggered at set points in the transaction. Before you can create a specific

customer database, you must define certain parameters in other databases to control the behavior of

the customer database. For example, in order to set up a new customer record you must set up options

in each database sequentially. The databases are:

� Customer Database Type database: Lists the fields that you want to include in the database you

are creating or attaching to an external database (such as the specific series of details that will be

collected by the cashier during the sale)

� Customer Database Option database: Defines when and how the database is accessed at the

POS terminal (the triggers which will initiate the request for customer information)

� Customer Database Profile database: Defines the type of customer information to be gathered

at the POS

� Customer Database Extended Fields database: Defines new fields which do not exist in the

regular database which is updated by the transaction

Creating a customer record

Customer records have many uses. They allow you to collect purchase information on a customer, or

to link customers to specific transactions. They can be used for loyalty programs, product promotions

or for pending transactions. To create a customer record, you must complete the following

configurations:

� Define the customer database type and options

� Set up a customer database profile

� Set up the customer database extended fields

To create a customer database type:

The customer database type allows you to define the database into which the information is collected.

1. On the POS Configurations window, click the Administration tab.

243

Managing Customer Records

2. Click Customer Database Type.

3. Click New.

The system presents a blank Customer Database Type Maintenance window for you to provide

details on the new customer database. It will automatically assign the next sequential number to

your definition.

4. Type a Description for the database type.

5. Type the Field ID of the field you would like included in the customer database.

WARNING! It is important that the correct name of the field is typed in this

field or the system will not be able to capture the information.

6. Type the Field Description of the field you selected in step 5.

7. Repeat steps 5 and 6 for each field you are adding to your database.


To configure customer database parameters:

The customer database options control when and how customer information can be accessed.


2. Click Customer.

3. Click Customer Database Option.

4. Click New.

You will see a blank Customer Database Option Maintenance window where you will have to

enter details on the new customer database. Configurator automatically assigns the next sequential

number to your definition.

5. Type a Description for the database option definition.

6. In the Trigger When drop-down list, select the point in the transaction at which you want the

cashier to be prompted to ask for customer information.

7. To print options in the Customer Database Profile Maintenance window, click Print.

244

Managing customer records

8. To have the customer database information updated to the TLog, click TLog.

9. To prompt for customer information when the transaction total is greater than the purchase

threshold on a sale, click Purchase Threshold and define the purchase threshold amount.

10. To prompt for customer information when the transaction total is greater than the refund

threshold on a return, click Refund Threshold and define the refund threshold amount.

11. In the Browser Options section, select any of the following parameters as required to define or

modify the browser option settings for the customer database options. When these options are

used, customer information, such as the customer number, name or address, is provided through

browser HTML pages.

� Allow Browser Lookup: This option activates the browser lookup feature to retrieve

customer data.

� Browser ID: This option identifies the browser lookup definition.

12. In the Access Options section, select any of the following parameters as required to define or

modify the access options for the customer database options:

� Allow Query

� Allow Add

� Allow Modify

� Allow Delete

� Confirmation Required: This option indicates that the cashier will need to look for the

customer’s record in the customer database. If this field is left blank, the cashier will need to

add the customer to the database (when the Allow Add field is also enabled.)

� Allow Display in Signature Capture

� Disallow Duplicate Phone

� Prompt for Accept

� Allow Adjust Point For New Customer: This option allows you to manually make a points

adjustment to the balance of a new customer account you set up.

� Allow Adjust Expiry Date For New Customer: This option allows you to manually adjust

the expiry date for a new customer account you set up. Note that this option is specifically

designed to support expired loyalty memberships serviced by Datamark.

� Reference Number Validation: This option enhances accuracy upstream to Allegiance by

allowing you to enforce validation of a customer reference number by specifying the expected

format of the number being entered. For example, if your expected reference numbers contain

alpha characters that are often mis-entered as numeric characters or vice versa, you can define

the validation process to look for a certain character type at a given position. By default, this

option is blank.

The following wildcard characters can be entered into the Reference Number Validation field.

Any character entered in the Reference Number Validation field will make the POS verify if

the customer reference number entered has the same character in the corresponding position.

“Ref. Number Validation” field Value

Matching Customer Reference Numbers

% No validation is performed. Any Customer Reference

Number entered at the POS will pass the validation.

245


13. In the Point Adjustment section, select any of the following parameters as required to define or

modify the points adjustment policy for your loyalty program.

� Allow Point Adjustment: This option indicates that you can run the manager code for points

adjustment (manager code 702) at the POS. The default setting is disabled. Click this option to

allow the cashier to process points adjustments.

� Allow Gain/Loss: This option determines whether you are allowed to add (gain) or remove

(loss) points from a customer’s loyalty account. The default setting is 0=Both gains and losses.

The following options are available:

� 0= Both gains and losses

� 1=Gains only

� 2=Losses only

� Prompt for Comment: This option allows you to specify that a reason must be entered for

the points adjustment transaction. The default setting for this option is disabled.


To configure a customer database profile:

The customer database profile specifies what customer information is going to be collected and, how it

is going to be handled (printed on the receipt, collected in a database, displayed on the POS terminal,

and so forth).


2. Click Customer Database Profile.

3. Click New. The system presents a blank Customer Database Profile Maintenance window for you

to provide details on the new customer database. It automatically assigns the next sequential

number to your definition.

4. Type a Description for the database profile.

5. In the Customer Database Type drop-down list, select the type of information you want to

capture at the POS terminal. This list includes the Type you created under the ‘Setting up a

customer database type’ section.

#% Customer Reference Number should contain a number (0–

9) in the first position. Any characters can follow from the

second position.

@% Customer Reference Number should contain an alphabet

in the first position. Any characters can follow.

?@#% Customer Reference Number can start with any character,

must have an alphabet in the second position, must have a

number in the third position. Any characters can follow

from the fourth position.

ABC##@@??% Customer Reference Number must start with ABC, must

have a number in fourth and fifth positions, must have an

alphabet in the sixth and seventh positions, must have any

two characters in the eighth and ninth positions, and any

number of characters can follow

CO% Only Customer Reference Numbers starting with CO will

pass the validation. Any characters can follow.

246

Managing customer records

6. In the Customer Database Option drop-down list, select the option which defines when you

wish the information to be captured at the POS. This list includes the Option you created under

the ‘Setting up a customer database option’ section.

7. For each field listed in the window, specify how you would like it to be treated by the system

(printed on the receipt, displayed at the POS terminal, and so forth).

Note: Even if checked, the Print field will have no impact if Print is not also

checked in the Customer Database Option Maintenance window.


To configure customer database extended fields:

The customer database extended fields allows you to create new fields to collect customer information.

You can also attach options to your defined fields. If you want to do so, you must first specify

parameters in the Extended Field Options section.

1. In the POS Configurations window click the Administration tab.

2. Click Customer Database Extended Fields.

3. Click New. The system presents the Extended Customer Fields Maintenance window for you to

provide details on the new fields.

4. Click New again to get a new row added to the bottom of the list of Extended Customer Field

definitions.

5. Type an ID number greater than 4999 to identify the Customer Database Extended field

definition.


7. Click the Field Type field for a drop-down list of available field types.

8. If required, select the Option Type you would like to attach to your extended field.

9. Type the width of the field you created.

10. Type the number of decimal places of the field you created for a numeric field.

11. Click Save.

12. Click Close.

247


Configuring a loyalty programA loyalty program awards points to customers for purchases they make at your store. Transactionware

GM provides parameters which allow you to configure a loyalty program according to your business

needs. For example, Transactionware GM allows you to define multi-level spending thresholds and

reward customers with discounts, gifts or special promotional items when defined target balances are

achieved. To set up a loyalty program, you will need to define parameters which specify the threshold

amounts, how the points are tracked and rewarded, and how the points are redeemed.

To successfully set up a loyalty program, you will need to define parameters in several parameter

groups in the Configurator. The following is a list of the configurations you must undertake to

configure a basic loyalty program. Depending on your requirements, your environment may also

require additional configurations:

1. Set up a store number other than the default store 9999. Do this only if one doesn’t already exist.

For detailed information on the parameters required to do this, see “Setting up a store in the

loyalty program” on page 249.

2. Create a loyalty program definition. For detailed information on this procedure, see “Creating a

loyalty program definition” on page 249.

3. Define which customers and which PLU items are eligible for the loyalty program. For detailed

information on this procedure, see “Setting up a loyalty eligibility definition” on page 251.

4. Set up register parameters to track loyalty points. For detailed information on this procedure, see

“Setting parameters to track loyalty points” on page 252. This is also where you set parameters to

charge customer’s a fee to enroll in your loyalty program if that is how you choose to administer

your program.

5. Activate the external component. For detailed information on this procedure, see “Activating the

loyalty program external components” on page 253.

6. Set up your points redemption rules in the Discount group of parameters. For detailed

information on this procedure, see “Defining the points redemption policy” on page 254. If your

loyalty program is normally configured to charge a membership fee, you can set parameters

allowing free renewals here. This is also where you can set parameters which allow redemption of

all available points.

7. Set up a prompt profile to prompt for points redemption or other aspects of the loyalty

transaction. For detailed information on this procedure, see “Creating a profile prompt for loyalty

points redemption” on page 254.

8. You can configure your POS to automatically apply a discount to the current transaction when an

active loyalty member is identified at the POS. This is done in the User-defined Transaction

Maintenance window. For detailed information on setting this UDT parameter, refer to the steps

to set the Auto Discount options for a user-defined transaction in “Configuring user-defined

transactions” on page 193.

9. Create and link loyalty policies for receipt printing. For detailed information on this procedure, see

“Creating and linking a loyalty policy for receipt printing” on page 254.

10. Create manager code 346 for loyalty reports. For detailed information on this procedure, see

“Creating a manager code for loyalty reports” on page 255.

11. Convert and download the data to the XPS server. For detailed information on this procedure, see

“Converting and downloading data to the XPS server” on page 257.

12. Define parameters to handle points adjustments. For detailed information on the parameters

required to do this, see “To configure customer database parameters:” on page 244

248

Configuring a loyalty program

13. If your loyalty program requires this feature, set options to allow manual points adjustments and

expiry date adjustments for new members in the Customer record group of parameters. For

detailed information on these parameters, see “Creating a customer record” on page 243.

Note: At the POS terminal, you will need to run manager code 414 to download the parameter files.

14. You can configure your POS to display a message in the help window regarding the customer’s

eligibility for a reward. This is done in the Policy Maintenance window. For detailed information

on the Policy Maintenance parameters, see “Printing policies” on page 60.

After you have set up and activated your loyalty program, each new transaction will be screened by the

POS to determine if it qualifies for loyalty points.

Setting up a store in the loyalty program

Unlike the generic store number 9999 which you can use when setting up most other functions in the

Configurator, you must link a loyalty program definition to a specific store number. If you have not

already set up a specific store number for your store, you will need to set one up now.

To set up a store:

1. On the POS Configurations window, click the Code Maintenance tab.

2. Click Store.

3. Click New.

4. Type the Store number.

5. Type the Store name.

6. Click the Region drop-down list and, unless you require a specific region, select 99 Default

regions.

7. Type the Store address information as required.


Creating a loyalty program definition

In this step you setup up the overall loyalty program and define how basic program points and any

additional points, such as bonus points, are granted.

To define a loyalty program:


2. Click Loyalty Management.

249


3. Click Loyalty Programs.

4. Click New.

5. In the Loyalty ID field, enter a unique number to identify this loyalty definition.

6. In the Description field, type a description for this loyalty definition.

7. Configure any of the following settings as required to define or modify a loyalty program

according to your business requirements:

� To set the minimum purchase amount at which loyalty points tracking begins, click the

Threshold Amount radio button and type a purchase value in the Threshold Amount field.

� To set the minimum number of units of an item required for loyalty tracking, click the

Threshold Quantity radio button and type a value in the Threshold Quantity field.

� To set the number of points awarded for each defined multiple of either the amount or

quantity, type a value in the Points Per Threshold field.

� To set the maximum number of points which can be earned per transaction, type a value in the

Maximum Points Per Transaction field.

� Type the Tracking Program ID for this definition. The tracking program ID can contain the

main loyalty definition and one or more bonus loyalty definitions.

� To indicate that this definition is a loyalty bonus plan, click the Bonus Program check box.

� If required, type a User Comment related to this definition. You can use this option to

identify other loyalty definitions with different ID numbers related to this loyalty definition.

� Allow Point Adjustment: When this option is enabled, the cashier can activate the manager

code which initiates a points adjustment transaction at the POS (manager code 702). The

default setting for this option is disabled.

� To print a message on the customer receipt regarding loyalty program information, select a

Print Policy ID from the drop-down list. Loyalty program information may contain the

previous points balance, points earned for the current transaction, and/or ending balance

points, a loyalty description, identification, and loyalty redemption. You can also show the

rewards the customer is eligible for based on their current points balance. To set up a print

policy, see “Printing policies” on page 60.

250


� Print On Receipt

� Print On Customer Display

� Print Available Points

� Level Threshold

� Discount ID

� Level Printing Flag drop-down list

� Print Points As Dollars/Cents

� Point Value


Setting up a loyalty eligibility definition

To set up a basic loyalty program eligibility definition:


2. Click Loyalty Program Eligibility.

3. Click New.

4. Select a Loyalty ID promotion number from the drop-down list.

5. Type the required amount in the Transaction Eligible Total field.


To set up enhanced features for the loyalty program eligibility definition:

1. Follow the steps outlined in the previous procedure for basic loyalty program definition.

2. To limit the loyalty program to specific customers, click the Select Customer Number radio

button, and type their number in the adjacent field.

3. To limit the loyalty program to specific customer types (for example, Preferred, Seniors, and so

forth), click the Select Customer Type radio button, and type a value in the adjacent field.

4. To limit the loyalty program to specific products, click the Select PLU Number radio button, and

select the PLU item from the drop-down list.

251


5. To limit the loyalty program to a specific department, click the Select Department radio button,

and select the department from the drop-down list.

Setting parameters to track loyalty points

To set up register parameters to track loyalty program points:



3. Select the store for which you want to set parameters, and click Open.

4. Click the Loyalty Program tab.

5. In the Points Record section, click to show if you would like the loyalty points detail and

summary information to be written to the TLog or printed on the receipt.

6. To calculate the number of points earned locally instead of at the server, click the Calculate

Loyalty Points Locally check box. You must enable local PLU to use this option. The default

setting for this option is unchecked.

Tip: For optimum speed of the calculation of points, it is recommended that

you calculate loyalty points locally whenever possible. This reduces the time

that the customer has to wait for their receipt to print.

7. To calculate the accumulation of points between items sold, click the Calculate Loyalty Points

Between Items checkbox. The default setting for this option is unchecked.

Note: If points accumulation is based on a minimum dollar amount, the

information is gathered from the server and can potentially increase the

processing time.

8. Disable Loyalty Points Retrieval

252


9. Loyalty Method

10. Loyalty Points Redemption

11. Point Adjustment Loyalty ID— This parameters identifies the specific loyalty program to which

adjusted points should be credited.

To set parameters which define the enrollment policy for the loyalty program:

1. Enrollment Points

2. Enrollment Point Bucket ID

3. Free Membership Discount ID

4. Free Membership Non-Merch ID

5. New Membership SKU— If you wish to charge your customers a fee for enrollment in your

loyalty program, you can set up a SKU number for the enrollment fee. Every time a new member

enrolls in the loyalty program, this SKU will automatically be added to the transaction. Any

override of the new membership fee is considered a discount. You will need to set up a specific

definition under the Discount parameters for this. This parameter is also used to provide the

‘Number of loyalty memberships sold’ and the ‘Loyalty program conversion’ values for the POS

Sales Update reports (manager code 371.)

6. Renew Membership SKU— If you charge your customers a fee to enroll in your loyalty

program, you can set a SKU number for membership renewals. Expired memberships must be

renewed in order for the customer to be considered active. If a customer whose membership has

expired wishes to renew, this SKU will automatically be added to the transaction. Any override of

the membership renewal fee is considered a discount. You will need to set up a specific definition

under the Discount parameters for this. This parameter is also used to provide the ‘Number of

loyalty memberships sold’ and the ‘Loyalty program conversion’ values for the POS Sales Update

reports (manager code 371.) Note that this option is specifically designed to support expired

loyalty memberships serviced by Datamark.

Note: The status of the customer’s membership is known when their

membership number is scanned or entered at the POS. If their status is

‘Expired’, the POS will automatically expect the membership to be renewed. If

the customer does not wish to renew their membership, the transaction reverts

back to a configured manager code and can continue as for a non-merchandise

sale.


Activating the loyalty program external components

To activate the loyalty program external components:


2. Click External Components.

3. Click New.

4. Click the Component Name drop-down list.

5. Select Loyalty.


253


Defining the points redemption policy

To configure the points redemption parameters:

These parameters allow you to set your loyalty redemption policy. Points redemption is configured and

treated as a transaction discount so you will need to configure settings in the Discount group of

parameters. For information on how to use the loyalty parameters within the Discount parameters, see

“Using the Additional Information options for a discount” on page 214.

Creating a profile prompt for loyalty points redemption

To create a profile prompt for loyalty points redemption:

This step sets up a message about redeeming a customer’s loyalty points which is displayed at the

beginning of their transaction.



3. Highlight record 190 - Regular Sale and click Open.


5. Click the Customer Database Profile drop-down list and select Default Profile.

6. Click the Prompt Profile drop-down list, and select Cust Info.


Creating and linking a loyalty policy for receipt printing

To create and link a loyalty policy for receipt printing:

You can define a policy for the loyalty program so the policy prints and/or displays at the POS. If

multiple policies are defined, they should be printed with no spaces between them.

254



2. Click Policy.

3. Click New to create a new Loyalty Program Policy.

4. Create a standard policy following the instructions provided in “Printing policies” on page 60.

5. In the Policy Lines tab, type the text that you want printed on the receipt, such as “Congratulations,

you have earned xxx points”. The following variables can be calculated and printed on the receipt as

part of the policy:

� %LxFactor:

� B = balance

� E = earned

� A = available

� R = redeemed

� D = description

� I = loyalty ID

� Factor: is the print point factor, it ranges from 1000 to 0.001 with a default of 1. The factor is

used to decrease or increase the size of the number of points printed on the receipt. For

example, if the factor equals 0.001 and 100 points are earned, then the number of points

multiplied by the factor equals 0.1 points earned. 0.1 is the number printed on the receipt. If

there are multiple variables on different lines in a policy, you must use the same value for each

factor in the policy.

In the above example the policy line would appear as “Congratulations, you have earned %LE0.001

points”. Where % indicates the position in which to insert the variable, L equals loyalty

program, E equals earned, and 0.001 is the factor by which the actual points are multiplied to

equal the number printed on the receipt. Note that up to 8 policies can be printed on a receipt.

Tip: To ensure that the % command is printed in full on the receipt, it is

recommended that you do not put the % commands close to the end of a line.

Also, ensure that variables are typed without spaces.

Up to 250 policy IDs are valid.

6. Link the policy to the Loyalty ID, see “To define a loyalty program:” on page 249.

Note: Up to 250 policy IDs are available. There can be 1 primary program and

many bonuses.

Creating a manager code for loyalty reports

After you have defined all the parameters to set up your loyalty program, you will need to define a

report which would show loyalty activity

To create manager code 346 for loyalty reports:


255



3. Click New.

4. Type 346 in the Code field.

5. Type Loyalty Report in the Description field.


Setting parameters for points adjustments

After you have created a loyalty program profile, you will need to set additional parameters to define

special transactions, such as point adjustments, within the program. Points adjustment transactions

allow you to add non-purchase-related loyalty points to a customer’s account to resolve customer

service or other such issues. You can control when and how a cashier can initiate a point adjustment

transaction at the POS by configuring the following settings.

To set parameters for points adjustment transactions:

1. In the Customer Database Option Maintenance window, set the following parameters according

to your business requirements. See “To configure customer database parameters:” on page 244 for

specific information on the options.

a) Click Allow Point Adjustment to allow the cashier to process points adjustments.

Depending on your general configuration, you may need to manually add manager code 702 to

the list of manager codes for your POS system to activate this functionality. For more

information, see “Configuring code maintenance options” on page 284.

b) Select the option you require for your loyalty policy in the Allow Gain/Loss drop-down list

to specify whether you want to allow someone to add (gain) or remove (loss) points from a

customer’s loyalty account.

c) Click Prompt for Comment to specify whether you require a reason to be entered for the

points adjustment transaction.

256

Accessing the Allegiance component

2. In the Loyalty Program Maintenance window, set the following parameter. See “Creating a loyalty

program definition” on page 249 for information on accessing this window and on other

parameters for this function.

a) Click Allow Point Adjustment to allow the cashier to process points adjustments.

Converting and downloading data to the XPS server

To convert and download data to the XPS server:

1. On the POS Configurations window, click Convert.

2. Click Convert again.

3. At the File Conversion Complete message, click OK.

4. Close the File Conversion window.

Accessing the Allegiance componentThe Allegiance component is an external database which tracks customer purchases to accumulate and

grant points or discounts as a reward for purchases. You can access Allegiance from the POS anytime

during a transaction by entering or swiping a customer loyalty card.

Using Allegiance allows you to:

� Contribute points to the loyalty database for the customer’s transaction

� Convey promotional information from Allegiance to the customer once the customer’s identity

and points status are confirmed.

� Lookup a customer when their membership card number is scanned or typed into the POS.

When conveying promotional information from Allegiance to the customer, the POS terminal is

considered to be acting as an Allegiance kiosk.

Note: Before you begin to define the Allegiance parameters, you must first confirm that a loyalty

program has been defined as an external component to the system.

Configuring parameters for the Allegiance component

Configured options for Allegiance define how the POS system should handle information retrieved

from the Allegiance database once the customer’s record and points status is displayed. To configure

the Allegiance component, you must define the loyalty program as an external component and then set

options to control its behavior.

To define the loyalty program as an external component:

1. In the POS Configurations window, click Code Maintenance.

2. Click External Components.

3. Select the Allegiance loyalty program in the Component Name drop down list. The system will

automatically populate the Component ID and Component Product fields with the required

information.

4. Click Save.

5. Click Close.

257


To set options for Allegiance components:

1. If you are still in the Code Maintenance window, click Allegiance Parameters. If not, click Code

Maintenance, then click Allegiance Parameters.

2. To specify that the POS terminal performing the Allegiance transaction should behave as a kiosk,

click Act as Kiosk.

Note: When this option is not checked the system will not convey any points

status information to the customer during the transaction and therefore it is not

necessary to define any of the printing or display parameters. The customer’s

purchase is still tracked in the Allegiance database.

3. Select the Customer Identifier from the drop down list.

The customer identifier is the specific piece of information about the customer that will be used to

retrieve their loyalty account information from the Allegiance database. The options in the drop

down list are:

� Customer reference number

� Phone number 1

� Phone number 2

� Reference number 2

� Reference number 3

4. Click Save.

5. Click Close.

To set options when the POS is acting as a kiosk:

1. If you are still in the Allegiance Parameters window, continue to step 2. If not, click Code

Maintenance, then click Allegiance Parameters.

2. If required, specify the number of blank lines to insert between messages when more than one

message is to be printed.

3. Check one or any of the options showing where the POS should print the customer’s message.

The options are:

� Receipt printer

� Journal printer

� Validation printer

� Slip printer

4. To have the system mirror each printing instance in an image file, click Image File for each type

of printer required.

5. To have the system display the customer’s message on the POS terminal display screen, click

Screen Image.

Configuring a lookup in the Allegiance customer database

You can configure your POS to perform a lookup on the Allegiance database. The lookup can be

launched by scanning or entering any of the following information: frequent shopper card number or

customer telephone number. To access the Allegiance customer database, you must perform the

following configurations:

� The Allegiance DB component must be enabled.

258


� Allegiance parameters must be set in the Code Maintenance table.

� The Customer Database Type must be set up in the Customer Database Management table.

� The Customer Database Option must be set.

� The Customer Database Profile must be defined.

� The Customer Database Profile must be set in the manager code table.

Configuring an Allegiance customer lookup

If any of the Allegiance programs have been already been actively supported, the Allegiance Database

component should already be enabled on your system, and the Allegiance parameters should be set in

the Code Maintenance tables. To activate the Allegiance customer database lookup feature, you will

need to set the following additional parameters.

To configure the POS for an Allegiance customer database lookup:

1. Click Administration.

2. Click Customer.

3. Set each of the following parameters in the Customer Database Management window.

Setting the Customer Database Type parameter

These allow you to define the customer data fields.

4. Click Customer Database Type.

5. Click New. The Customer Database Type Maintenance window appears.

6. Type a 5 in the Customer Database Type ID field. This is required for the lookup feature.

7. Type Allegiance in the Description field, and press Enter.

8. Type the names of the database fields that can be accessed by the lookup. The following is a list of

data fields for the Allegiance database.

� aolCustomerNumber

� aolFirstName

� aolLastName

� aolAddress1

� aolAddress2

� aolCity

� aolZip

� aolPhone

� aolCustAttributes

9. Type a description of the field in the Description field.


11. Close the Customer Database Type Search window.

Setting the Customer Database Options1. Click Customer Database option.

2. Click New.

3. Type Allegiance in the Description field.

259


4. Click Allow Query.

5. Click Confirmation Required.


7. Close the Customer Database Options Search window.

Setting the Customer Database Profile parameter

A profile definition is used to accept the scan or entry of the customer ID at the POS as well as define

the customer lookup in the specified database.

1. Click Customer Database Profile.

2. Click the Allegiance Profile.

3. Click New.

4. Type Allegiance profile in the Description field.

5. Select Allegiance in the Customer Database Type field.

6. Select Allegiance in the Customer Database Option field.

7. Click the desired options for each displayed field.


9. Close the Customer Database Profile Search window.

10. Close the Customer Database Management window.

Setting parameters to launch the lookup

There are two ways to set up a customer lookup request from the Allegiance database:

� Using the manager code for a regular sale (manager code 190), or

� Setting up a new item entry control definition.

If you choose the regular sale manager code option, the POS will prompt the cashier for the customer

number or phone number at the beginning of each sale transaction. (The Allegiance Customer

Database interface currently does not support a search by Name.) If you select the item entry option,

then you can scan or input the customer number any time during the transaction on an as needed basis.

The choice really depends on your business needs.

To set up parameters for access to Allegiance through a manager code:

1. Click Transaction Functions.

2. Click Mgr/POS Functions.

3. Scroll down the list of manager codes and select manager code 190 (Regular Sale).

4. Click Data Capture.

5. Select Allegiance in the Customer Database Profile drop-down list.


7. Close the Mgr/POS Functions Search window.

To set up access to the Allegiance Customer Database through the item entry control function:

1. Click Terminal.


260


3. Click New.

4. Type a value in the Item Entry ID field.

5. Type a description in the Item Entry Description field.

6. Type a numeric value in the Prefix Mask field. This is value is determined by the numeric patterns

of the customer’s card.

7. Type a numeric value in the Suffix Mask field. This value is determined by the numeric patterns

of the customer’s card.

8. Set the value in the Maximum Length field to be larger than the sum of the characters in the

Prefix and Suffix Mask fields.

9. Set the Function ID to correspond to a user defined manager code in the 500 series range. It is

recommended that you select the manager code defined for a Preferred Customer.


11. Click Transaction Functions.

12. Click Mgr/POS Functions.

13. Select the manager code for Preferred Customer.


15. Select the Allegiance Database profile.


Setting Allegiance as the main points repository

By default, the local database actively participates in any points retrieval and accumulation activities at

the POS. When an Allegiance component is configured and activated it also performs the same points

tracking and accumulating activities. In order to avoid the possible duplication of points, the local

points retrieval process should be disabled when Allegiance is selected as the main points tracking and

accumulating mechanism.

To disable points retrieval and accumulation by the local database and set Allegiance as the main points repository:

1. Click Terminal.


3. Click the Loyalty Program tab.

4. Click Disable Loyalty Points Retrieval.


Enabling the customer information window

Transactionware GM, in tandem with the Allegiance customer relationship management solution,

provides functionality which supports enhanced customer service features. Among these features is the

ability to display customer information on the transaction screen during the transaction. When

configured and activated, this feature can be triggered at the POS by swiping a customer loyalty card,

or manually entering a customer number. By configuring settings in the Customer Database

Maintenance window, you can select the fields to make available for display on the POS screen.

To provide fields for display in the POS customer display window, you will need to ensure that a profile

for the relevant database (Allegiance) has been set up and that specific database fields from this

database are available the Customer Database Type Maintenance window. Additional configuration

261


activities such as enabling the customer information window and formatting the layout of the window

are carried out directly at the POS using manager code 40 - the Screen Layout and Design function.

To select customer information fields to display in the customer information window:


2. Click Customer.

3. Click Customer Database Type. The Customer Database Type Maintenance window appears.

4. Locate the source database for your customer information and click Open, or click New to add

this database to your list of databases.

5. For an existing database, ensure that all the fields you would like available for display in the

customer display window are listed. If they are not, click New and enter the field names as they

appear in the database under Field ID. Enter a description of the field under Field Description.

The new fields must coincide with fields available in Allegiance.

or

For a new database entry, for each field required for display in the customer window, click New

and enter the field name as it appears in the database under Field ID. Enter a description of the

field under Field Description. Note that whatever you enter in the Field Description field

displays in the customer window.

This updates the list of fields available for selection under the Customer Window option in the

POS.


7. Take the option to convert the configuration files for download to the POS parm set.

Note: The remaining configuration tasks for this feature are carried out in the POS application. For

information on setting the Customer Window parameters at the POS, consult the POS Xpress User

Guide.

262


Enabling the customer purchase history feature

An extension of the customer information display feature is the capability to access a customer’s

purchase history. This allows the sales associate to take immediate action, if warranted, to motivate the

customer to maintain their usual shopping levels or entice them to spend more. Once a customer’s

information is retrieved from the customer database and displayed at the POS, the customer purchase

history information can be retrieved via a menu option which appears at the bottom of the POS

window. A series of prompts determine the type and extent of information to display. The information

is available by date range, number of transactions, and/or by department.

This feature assumes that you are already using a defined customer database. To be activated, the

customer purchase history feature requires the following configuration:

� Manager code maintenance — Manager code 431 has been created to support this feature

however you must manually enable it to turn this feature on.

To enable the customer purchase history feature:

1. If it is not already enabled, enable manager code 431. To do so:

a) On the POS Configurations window, click the Code Maintenance tab.

b) Click POS/Mgr Function.

c) Scroll to the bottom of the list of codes and in the Mgr Code field, enter 431.

d) In the Function field, enter a name that will identify the Customer Purchase History function

at the POS. Note that whatever is entered here also appears directly on the POS menu button

which has a maximum width of 20 characters. You can enter an abbreviation such as: ‘Cust

Purch Hist’ or something similarly relevant.

e) Click Save, and then click Close.

Enabling the edit customer attributes feature

You can collect information on a customer such as their birthday or their favorite color and store this

information in their customer record. This allows you to tailor very specific promotions to them and

enhances their shopping experience. Once this information is gathered, you can allow a cashier to

update or edit the information at the POS. To do this, you will need to set the following configurations

in the Edit Customer Attributes feature:

263


� Loyalty Management > Allegiance Attributes — This is where you set up a list of the

customer attributes that you want to display and make available for editing. A checkbox controls

access to the attribute and determines whether the cashier can modify the information. The list of

customer attributes is converted into a parm file and downloaded to the POS.

� Customer Database Type — Ensure that the loyalty database is listed as a relevant database.

� Customer Database Profile — The field called ‘aolCustAttributes’ in the Customer Database

Profile controls whether to display or print the list of customer attributes at the POS. Ensure that

‘aolCustAttributes’ appears as an available field

To enable the edit customer attributes feature:

1. Add a new attribute to the list of customer attributes in the Loyalty Management series of

parameters. To do so:

� On the POS configurations window, click Data Capture.

� Click Loyalty Management.

� Click Allegiance Attributes.

� Click New to add a new attribute and enter the information for the new attribute. Note that

the attribute code must come from the Allegiance database.

OR

Ensure that the Editable field is checked for an existing attribute.

Extension of screen

� Enter required information into each of the following fields to create an attribute:

Attribute Code— This code must match the code set up in the Allegiance database.

Prompt— This column contains the text to display in the POS prompt.

Attribute Name— The name of the attribute that is sent to the host.

Min

Max

264


Mask Type— Masks convert information entered at the POS into specific data formats or

types required by the database table it updates. The following is a list of the data types and the

type of corresponding information which may be captured at the POS. You can set up a mask

to capture any type of information. (Masks are defined under Code Maintenance > Edit

Mask.)

� CHAR: The data captured at the POS is required in or converted to text format.

� INTEGER: The data captured at the POS is required in numeric format. Depending on

the type of numeric information required, this format can be further specified in the Register

Parameters Maintenance window.

� DATE: The data captured at the POS is required in date format. For prompts which are set

up to capture information such as a customer’s birthday, the required date format can be

further specified in the Register Parameters Maintenance window.

Note: One of the uses of this option is to provide a date format for capturing a

customer’s birthday for the Allegiance database. Only in this instance, if no

value is provided for the year, the default setting is 2049.

� YESNOBLANK: Yes/No/Blank Entry

Display— Indicates that the customer attribute can be displayed at the POS when the

customer is identified.

Print— Indicates that the customer attribute can be printed.

Editable— Indicates that the customer attribute can be edited by the cashier at the POS.

Identity— This specifies the attribute entity required by the POS so that the attribute can be

processed. For example, an attribute with an identity of ‘Expiry Date’ forces the POS check if

a membership has expired.

2. Ensure that the ‘aolCustAttributes’ field appears in the relevant Customer Database Profile. To do

this:

� Navigate to the Administration tab.

� Click Customer.

� Click Customer Database Profile.

� Open the record for the relevant customer database.

� Ensure that ‘aolCustAttributes’ appears in the list of database fields.

265


Configuring customer lookups through a browser

Transactionware GM provides options which allow you to configure a customer lookup in a third-party

database through a web browser. A web browser lookup can help you access customer information for

any of the following activities.

� Lookup a customer who does not have their loyalty card

� Replace a customer loyalty card

� Allow customer to pick up a card that they ordered online at a store location

� Give customer a promotional item and include it in the transaction (even with a zero balance)

� Give customer a birthday gift promotion

A cashier can trigger a browser lookup by evoking the Loyalty Sale UDT. If a loyalty customer number

has not yet been introduced into the transaction, the POS will launch the browser lookup. The

following is a list of the configurations you will need to complete to configure a browser lookup for a

customer ID.

To configure a customer lookup through a browser:

1. In the POS Browser Maintenance window, configure a Browser definition for each of the

following lookup scenarios. For information on the Browser Maintenance parameters, see

“Configuring the POS web browser” on page 299.

� Customer lookup— This allows you to lookup a customer who does not have their customer

card.

� Total key lookup— This allows you to launch a web lookup by pressing the Total key.

2. Configure the following parameters in UDT Maintenance. For specific information on the UDT

parameters, see “Using the General tab options for a user-defined transaction” on page 195.

� Sub-Total Browser ID— This refers to the definition created in step 1.

� Allow Zero Merchandise Sub-Total— This overrides standard POS configuration and

allows the cashier to total a transaction even if there are no items in order to call the web

browser.

Note: These options also require the following POS.INI settings:

� CDBMULTILOOKUP=N — This limits one customer per transaction.

� CDBCUSTFIRST=Y — Places customer TLog records at the beginning of the transaction.

3. To handle customer identification, do the following:

� Create an item entry control record to accept a card number that is scanned or keyed. This

number will be used as the customer ID. For information on item entry control parameters,

see “Configuring item entry for your POS” on page 286. This record also triggers the Loyalty

Sale UDT.

4. In the Customer Database Type Maintenance window, enter each field that you need to access

in the third-party database in the Field ID field. Enter the corresponding description in the Field

266


Description field. For information on the Customer Database Type parameters, see“Creating a

customer record” on page 243.

5. The Customer Database Profile is used to accept the customer ID scanned or keyed in at the

POS and defines the customer lookup from the web database. You will see the fields you entered

in the previous step in the Customer Database List on the right side panel of the maintenance

window. Drag and drop each required field into the Field Name column and click Display and

Print for each required field.

6. In the Customer Database Option Maintenance window, create a definition for a browser or

web lookup and set the following parameters:

� Click Print

� Click TLog

� Click Allow Browser Lookup

� Select the Browser ID number in the drop-down list

� Set the following options off

Allow Query

267


Allow Add

Allow Modify

Allow Delete

About the blank page after ‘Done’ or ‘Cancel’ are pressed

Because Internet Explorer always displays the current page before navigating to a specified page, the

screen sometimes shows a previous page which can be misleading to the cashier. This problem is

noticed when response from the web service is slow as may be common in Web lookups.

To resolve this problem, when ‘Done’ or ‘Cancel’ are pressed while on the cashier is on the Internet

Explorer screen, a local file called PleaseWait.html will be displayed. This html page must be located in

the \Program Files\POSWIN\parm directory.

Configuring the card replacement manager code

A new manager code 156-Cust Card Replacement has been created to perform the card replacement

function. This function prompts the cashier to enter the customer’s old card number. The old card

number can either be captured through the web browser (if configured), or through a scan. The

captured old number is placed in the Customer Administration record in the customer number field.

The new card number is placed in the Customer Administration record in the field called New Card

Number.

If the manager code is run at the main menu, the replacement card becomes a stand-alone transaction

which will not allow any sale items to be entered. If the manager code is run within a defined UDT,

then after the card replacement takes place, sale items can be entered as defined by the UDT. If the

customer number has already been captured, manager code 156 will not prompt the cashier for it.

The following options must be configured for the new manager code 156 Customer Card

Replacement. For information on the Manager/POS Function parameters, see “Using the Data

Capture tab options” on page 78.

� In the Customer Database Profile option, specify the lookup method.

� Provide the Item Entry ID. This provides a validation function for the old and new card formats.

268

Managing Employee and Vendor Records

This section describes procedures for setting up employee and vendor record options. The following

topics are covered in this section:

� “Creating employee records” on page 269

� “Activating employee shift schedule verification” on page 273

� “Creating vendor records” on page 275

Creating employee recordsFor an employee to use the POS, they must have a record in the employee database. Employee records

contain personal information on an employee as well as their login information, discount privileges,

salary information and their POS user profile information and authority level.

You can create an employee record in the Configurator and send it down to a store or to all stores.

Alternately, employee records can also be created or modified at the store level in the Store Manager

application.

To set up or modify an employee record:

1. On the POS Configurations window, click Administration.

2. Click Employee. The Employee Management window appears. This window contains links to the

Employee, Position and Profile maintenance screens.

3. Click Employee. The Employee Search window appears.

269


4. Open the employee record you would like to review or modify, or click New to create a new

employee record.

Note: At the bottom of the Employee Search window is an option called Use

Additional Fields & Validation. When this option is selected, the Employee

Maintenance window displays more information on the employee such as their

date of birth, hire date, emergency contact name and phone numbers. If this

option is not checked, only basic personal, login, discount entitlement, salary

and user profile information is displayed

270

Creating employee records

5. In the Store drop-down list, select the store the employee can sign on to. When this option is set

to 9999, the employee will be able to sign on at any store in your chain.

6. Type the Employee ID number.

7. Type the Employee Type. Employee types are defined and set up under User Defined

Transactions. For information on creating a User-Defined Transaction, see “Configuring

user-defined transactions” on page 193.

8. Type the Employee Status. Employee status values are defined and set up under User Defined

Transactions. For information on creating a User-Defined Transaction, see “Configuring

user-defined transactions” on page 193.

9. Enter information in the Employee Personal Information section as required.

10. Enter information in the Cashier Login Information section as required.

11. Enter information in the Employee Discount section as required:

� To specify the price level discount the employee is entitled to, enter a value in Price Level.

Price Levels are defined in the Quantity/Level Pricing section.

� Enter the Employee’s Discount Rate.

If no discount amount is entered here and the Allow Employee Discount option in the

Register Parameters settings is enabled, the POS will use that discount as the default discount.

� To prevent employee discount information from being modified at the POS during a sale,

click Force Preset.

Note: If you define a price level for an employee discount, the Employee Sale

function must be activated at the beginning of the transaction at the POS.

12. Enter the Salesperson ID number.

13. Type the Salary Information as required.

14. If required, click the Employee Profile drop-down list and select the desired profile. For

information on setting up employee profiles, see “To set up an employee profile:” on page 272.

15. If Employee Positions have been defined for your stores, click the appropriate position for the

employee. For information on setting up Employee Positions, see “To set up an employee

position:” on page 273.

16. If you selected the option to display additional employee information fields in the Employee

Maintenance window, enter that information in the following fields as required.

� Date of Birth

� Hire Date

� Last Day Worked

� Eligible for Rehire

� Gender

� Home/Borrowed— This setting indicates whether the employee is assigned to work at a

fixed store, or whether they can be borrowed by any store.

271


Note: In conjunction with this option, in order to activate a filter which will

display a store’s own employees as well as borrowed employees, you must also

set a Show Only Employees For This Store parameter to No. This

parameter is located under the General tab of the Backoffice Parameters

settings in the Configurator.

� Home Store #— This setting refers to the employee’s home store number. Borrowed

employees can have their information available at all stores by entering 9999 in this field.

� Emergency Contact

� Emergency Phone

� Job Code

� Increase Reason

� Status Reason

� Performance Review Rating


Calculating overtime wages

To have the POS automatically calculate overtime wages:


2. Click Backoffice Parameters.

3. In the General tab, tab to highlight Use Employee Profiles and type a Y for yes in the Parameter

Value column.


5. Click Convert in the Configurator, and then open the Store Manager application to configure

the profile and overtime factor parameters. See Chapter 4, Managing Personnel” in “The Store

Manager User Guide” for further information.

Setting up an employee profile

To set up an employee profile:

Employee profiles are set up to define the authorized shift schedule for the employee. You can specify

minimum, maximum or regular hours for a daily or a weekly schedule.

1. On the Employee Management window, click Profile.

2. Click New.

3. Type an Employee Profile ID to identify this definition.

4. Type a Description for this definition.

5. Type the minimum, maximum or regular hours per shift or week as required.

6. If required, type the Overtime Factor.


272

Creating employee records

Setting up an employee position

To set up an employee position:

The employee position database is used to define a series of positions within your store.

1. On the Employee Management window, click Position.

2. Click New.

3. Type a Position ID to identify this definition.

4. Type a Position Description.

5. Type an abbreviated position description in Short Description.

6. To keep track of employee’s sales versus their goal, click Calculate Goal.

7. To specify that this position is a budgeted position, click Budgeted Position.

8. Type the expected working hours before breaks and the length of the breaks.


Deactivating an employee

You can change the status of an employee from active to not active while maintaining access to their

clocked in/out times. After you click Convert in the Configurator, the modified employee record

appears in the Store Manager application when you try to delete the employee. The cashier number,

salesperson ID, and the authority level are all reset to zero, and the employee status is ‘Deactivated’.

See Chapter 4, “Managing Personnel” in The Store Manager User Guide.

Note: If any changes are made to a deactivated employee’s cashier number, ID, or authority level, that

employee will automatically be reactivated.

To deactivate an employee:


2. Click Backoffice Parameters.

3. On the General tab, tab to highlight Allow Deactivated Employees and type a Y for yes in the

Parameter Value column.


Activating employee shift schedule verification

Transactionware supports the ability to validate when an employee clocks in and/or out at the POS

against a local shift schedule. You may also set a maximum threshold before or after which a manager

override is required when an employee attempts to clock in or out beyond the scheduled time.

Employees clock in and out at the POS by selecting the Clock In or Clock Out function key and then

entering their employee number. This number is verified against the employee table. An enhancement

to this functionality now also verifies the employee number against a local schedule to determine

whether the employee is clocking in or out within the allotted time for their scheduled shift. You can

set a threshold beyond which a manager sign-on is required for the employee to clock in or out.

Configurator provides options which allow you to turn this feature on in the Register Parameters

Maintenance window. When activated, this feature uses a shift schedule uploaded from a third-party

labour scheduling tool to validate the clock in or clock out times.

273


Note: The settings and options described here are applied to all employees in a defined store or region.

Individual employee records are created in the Employee and Employee Profile Maintenance

windows under the Administration tab. For more information, see “Creating employee records” on

page 269.

This section describes how to turn on settings which compare an employee’s clock in or clock out time

against a shift schedule.

To define employee-related settings:

1. In the POS Configurations window, click Terminal.

2. Click Register Parameters. The Register Parameters Search window appears.

3. Select the Register Parameters option in the radio box in the top, left hand corner of the screen.

4. Make sure the Default Regions record (or any record you require) is highlighted then click Open.

If you are creating a new record, click New and enter the required information for a new record.

The Register Parameters Maintenance window appears. This allows you to choose options to

define employee transactions, discounts or shift schedule settings.

To configure employee options:

1. Click the Employee/Supervisor tab.

2. In the Employee Sale Options section, you can select the options you require to define or

modify an employee sale policy.

3. In the Multiple Discount Options section, you can select the options you require to define or

modify an employee multiple discounts policy.

274

Creating vendor records

4. In the Supervisor Options section, you can select the options you require to define or modify the

scope of the supervisor override function.

5. In the Shift section, choose the options you require to turn on the clock in and out times

verification feature. You can select the parameters you require from the following:

� Verify Shift Schedule— This option allows you to specify whether or not to verify the clock

in and clock out times against a shift schedule. From the drop-down list, select the appropriate

application. The available options are:

Not Required — This setting indicates that no verification of the shift schedule is required.

By People Planner — This setting indicates that employee shift information should be verified

against the People Planner application.

Labour Watch — This setting indicates that the employee shift information should be verified

against the Labour Watch application.

Note: You must select the LabourWatch option to activate clock in and clock

out verification against a shift schedule however the LabourWatch database will

be implemented at a future date. Currently, the system will verify against a local

file on the system.

� Manager Override Shift — This option determines whether an employee clock in or out

occurring beyond a set variance allows a manager override to allow the clock in or out to

continue. The default is blank. If this option is not enabled, the employee is not able to clock

in or out. No override is allowed if this option is not checked.

� Override Shift Authority Level — This option defines the minimum authority level required

in the manager sign-on to successfully override the clock in or clock out. The default value of

this option is set to off.

� Allow Variance — Defines the maximum allowable amount of time in minutes that an

employee may clock in or out before or after the beginning or ending of a scheduled shift. The

POS will not allow an employee to clock in or out beyond the set variance time. You may

allow this condition to be overridden by selecting the Manager Override Shift option.


Creating vendor recordsVendor records allow you to keep track of vendors and their special pricing offers or promotions.

To create a vendor record:


2. Click Vendor.

3. Click New.

4. Type a Vendor ID.

5. Type the Vendor Name.


275


276

S
Converting and Exporting POParameter Files
This section presents procedures for converting and managing parameter files. It also includes

information on the local files rebuilding process.

Exporting POS parametersWhen configuration settings are set or changed in any of the configurator tables, they must be

converted and exported to the POS.

To access the File Conversion window:

1. On the Main Menu Bar, select System Setup.

2. Select Export POS Configurations.

277

Converting and Exporting POS Parameter Files

To convert and export POS configurations:

1. In the File Conversion window, you should see the target path for the converted parameters in the

Send v7.6 Parameters To field.

2. To begin the conversion process, click Apply Parameters Now.

3. Click Send Entire File.

4. Click on every tab in which changes were made to records and click on the checkboxes that

represent the records that you want to send to the POS terminals.

5. Click Convert.

6. Click Ok, and then click Close.

Rebuilding local files through the Xpress server

This feature allows local files to be rebuilt by the Xpress server during the End of Day process. It

provides the ability to ensure that local files are brought in sync with the server files as frequently as

required. When activated, the rebuild process will occur automatically after the End of Day is

completed on every day specified until it is deactivated. For instance, if an End of Day for Monday is

initiated at 11:59 and completed after 12:00 am Tuesday, the rebuild will only impact Monday files. It

will not occur during any other parameter file download process. It will also not occur if there not

sufficient disk space on the machine.

The files currently supported by this feature are:

� PLU

� Xref

� Promotions

� Qty/Level Pricing

� Link Items

� Department.

278

Exporting POS parameters

To define when selected local files should be rebuilt:

1. In the POS Configurations window click the Terminal tab.


3. Click Open.

4. Click the Local File Rebuild tab.

5. For the required file (see list of supported files above) click beside the day of the week when the

selected file should be rebuilt. You may click more than one day. The file will be rebuilt after

regular End of Day processing is completed.


279

Converting and Exporting POS Parameter Files

280

Configuring Technical and System Settings

This section contains information on options which allow you to configure miscellaneous POS-related

features and system settings. Topics include:

� “Configuring customer information security parameters” on page 281

� “Configuring code maintenance options” on page 284

� “Configuring item entry for your POS” on page 286

� “Configuring date validation” on page 290

� “Configuring the POS and backoffice literals files” on page 291

� “Configuring extended field options” on page 292

� “Configuring check digit options” on page 294

� “Configuring scanners, modems, keyboards and other peripherals” on page 295

� “Using terminal reports” on page 297

� “Configuring DOS thin client options” on page 298

� “About the POS web browser” on page 298

� “Setting options for the Mobile POS” on page 302

� “Heartbeat monitoring for primary and backup servers” on page 303

Configuring customer information security parametersTransactionware GM can safeguard information such as a customer’s name, phone number or credit

card number through processes which encrypt or mask sensitive data transmitted from the POS to the

server or beyond, or stored in the TLogs, journals or databases. You can define parameters which

control certain aspects of these processes such as the appropriate encryption key to activate when

several keys are defined, or which portion of a data string should be masked.

Transactionware GM supports the use of multiple encryption keys through a security module which

works behind-the-scenes. This module maintains a library of encryption keys and allows the active

encryption key to be changed at any time. (The underlying assumption in a multiple key scenario is that

there is only one key per transaction and that the key cannot be changed in the middle of a transaction.)

There are two instances when you may need to change the encryption key: for regular security

maintenance, or because the integrity of the key has been compromised. During regular maintenance,

there is no change of the key value for historical data. A new decryption key is defined for data

encryption. If the integrity of the key has been compromised, the data in the back office database is

decrypted, and then re-encrypted with the new key. (This procedure is not extended to Tlog records or

to the credit.saf file.)

281


The following procedures describe how you can set these parameters.

To configure customer information security parameters:


2. Click Security Policies.

3. Click Security Parameters. The Security Parameters window appears.

4. Check the desired parameters to configure the security parameters for your data.

� Real Time TLog Encryption: When Real Time trickle is configured, the Xpress Server

application automatically converts Tlog records to an ASCII file format as they trickle to the

Xpress Server. When the CISP security feature is enabled, by default this option is checked and

Tlog records are automatically encrypted. This option allows you to override the default action

to encrypt the data in the ASCII Tlog file by deselecting the Real Time TLog Encryption

option. For information on setting up the Real Time trickle process, see “Setting up real time

trickle for transaction records” on page 193.

� Customer Information Encryption: This option allows you to override encryption of

associated customer attributes. When set to No, this option overrides the encryption of

customer information. This option applies to all defined attributes for a customer, it cannot be

set to encrypt only some attributes.

� Encryption Key Index: The value of this setting represents the current, active encryption key

on the Xpress Server. The allowable range for this setting is 0 to 255 (zero is represented by a

blank.) Entering a value of -1 as a means to stop the data encryption module once it has been

activated is not allowed for this option.

5. Click Save to save your settings and then click Close.

Configuring password security

You can use Transactionware’s Advanced Password Management feature to configure a policy for

securing passwords. For example, you can set the minimum and maximum length required for the

password as well as how soon after a password has been inactive it should lockout a user. The Password

Security window provides options to set these parameters.

To configure password security options:


282

Configuring customer information security parameters


3. Click Password Security. The Password Security window appears.

4. Select the Password Format in the drop-down list. Here you can select whether you would like

the password to consist of only alpha characters, only numeric characters, or a combination of

both.

5. Use the following options to set the password security according to your requirements:

� Minimum Password Length in characters: Sets the minimum password length for the

password.

� Maximum Password Length in characters: Sets the maximum password length for the

password.

� Reset Password Every x Days: Sets the time frame during which a password is valid. After

this time has expired, the user must set a new password. The minimum number of days

required for this option is 1. There is no restriction on the maximum number of days.

� Enforce Different Password x Times: Sets the number of different password change cycles

the user must pass before they can recycle a previously-used password.

� Lockout Use After x Login Attempts: Sets the number of times a user can attempt to enter

their password if they make a mistake. After they exceed this number of attempts, they will be

locked out of the system and required to reset or change their password. The minimum

number of attempts required for this option is 1. There is no restriction on the maximum

number of attempts.

� Lockout Use After x Days of Inactivity: Sets the number of inactive days after which a user

will be locked out. After they exceed this number of days, they will be required to reset or

change their password. The minimum number of days required for this option is 1. There is no

restriction on the maximum number of days.

Note: In the event that a manager is locked out of the system, the superuser

(back door account) must be used to reset the password.


283


Enabling the auditing feature for employee settings

This feature allows you to enable or disable auditing of changes made to defined employee settings in

the Store Manager application.

To enable or disable the auditing feature:



3. Click Auditing. The Auditing window appears.

4. To enable the auditing feature, click Enable.

5. To disable the auditing feature, click Disable.


Configuring code maintenance optionsCode maintenance options allow you to update tables which contain defined records for your POS

features, functions, or related elements such as credit and authorization mechanisms. You are usually

required to update a code maintenance table as one of the several steps to successfully configure a POS

function. For example, when setting up your POS to handle bank cards, even though bank cards are set

up in the Tender Management section, you must also set specific parameters for bank cards in the Bank

Card table of the Code Maintenance section.

The following is an alphabetical list of the tables available under the Code Maintenance tab as well as a

a brief description of the function they belong to.

For more information on the procedure to set up each major function, see the section for that

function.

� Allegiance Parameters: Are used to define interaction of POS system with external Allegiance

database.

� Backoffice function: Contains a list of all backoffice functions supported by the POS terminal.

These functions must be implemented or hard-coded in the POS terminal before they can be

added to this table. Back office functions can be assigned specific authority levels which allow you

to restrict the type of users that can access them, or block access to them completely.

� Backoffice literals: Contains all the prompt messages which are displayed at the back office.

Each prompt message can be modified to support the language or terminology requirements of

any environment. For information on modifying the POS literals file, see “Configuring date

validation” on page 290.

� Backoffice parameters: Define functions performed by the back office.

� Bank card: Contains a list of defined bank cards accepted at the POS terminal and their assigned

system ID number. The cards listed in this table must be implemented or hard-coded in the POS

before they can be added to this option.

284

Configuring code maintenance options

� Baud rate: Contains a list of baud rates supported by the communications program. The baud

rates listed in this table must be hard-coded or implemented at the POS terminal before they can

be added to this table.

� Card Identifiers: This function is used to launch the Card Identifiers Maintenance window which

is used to specify an identifier for each category of gift card (such as co-brand, personal, corporate,

promotional and so forth.)

� Connect message: Contains a list of all the connection and no connection messages that can be

returned from the modem. Connect messages must be implemented or hard-coded at the POS

before they can be added to this table.

� (Credit) Authorization modem: This option is an actual modem setup option. Please refer to

procedures for setting up modems in “Configuring scanners, modems, keyboards and other

peripherals” on page 295.

� Credit service: Contains a list of the active credit authorization services supporting credit

transactions.

� Discount type: Contains a list of all defined types of discounts which can be handled at the POS

terminal. These must be implemented or hard-coded at the POS before they can be added to this

table.

� Denomination groups: Contains a list of defined denominations per type of tender item.

� Edit mask: Contains a list of all masks supported at the POS terminal. They must be

implemented or hard-coded in the POS before they can be added to this table. Edit masks are

used to set up data capturing functions at the POS terminal and are similar to defined templates

which ensure that information is correctly captured and consistently formatted.

� External components: Contains parameters which identify an external component which could

be accessed during a transaction at the POS terminal.

� Modem list: Contains input fields for setting up parameters for a head office polling modem. For

more information on procedures for setting up modem string commands for head office polling.

see “Configuring modems” on page 295.

� POS codes: Contains a list of codes defining database access features which are displayed as

choices in drop down boxes for configurable functions such as tenders or pending transactions.

These features are hard-coded in the Configurator.

� POS functions: Contains a list of all defined POS terminal functions. The Key Description field

contains the description of the POS function that is displayed on the keyboard.

� POS literals: Contains all the prompt messages which are displayed and/or printed at the POS

terminal. Each prompt message can be modified to support the language or terminology

requirements of any environment. For information on modifying the POS literals file,

“Configuring date validation” on page 290.

� POS/MGR function: Contains a list of all manager codes supported at the POS terminal. These

must be implemented or hard-coded at the POS terminal before they can be added to this table.

� Pricing Target Types: Defines the pricing target types used in promotion and mix-match

definitions.

� Region: Contains a list of all defined regions.

� Store: Provides input fields for setting up stores. These stores must already be defined before they

can be added to this table.

� Terminal reports: Contains a list of reports supported by the POS terminal and the

corresponding manager codes which launch them. All POS reports must be associated with a

manager code. The reports listed in this table must be implemented or hard-coded in the POS

before they can be added to this table.

285


� Voucher agents: Contains a list of all voucher agents supporting stored value card accounts. They

must be implemented or hard-coded in the POS before they can be added to this table. The

information here is required to update the Voucher Agent field under the Data Capture (for Bank

information) tab of the User Defined Transaction section.

Configuring item entry for your POSItem entry control parameters help you to define how the POS should read numbers that are entered at

the POS. These numbers may be entered through a card or barcode scan or through manual entry. You

can also use item entry parameters to specify the action you expect from the POS after the numbers are

read. For example, you might need the POS to read a preferred customer card and then initiate a

preferred customer discount, or you might configure it to read and use a credit card number and then

partially or completely mask the number as it prints on the customer receipt or displays on the POS

screen.

Other uses for the item entry control parameters include the following:

� You can configure a customer loyalty card to trigger a user-defined transaction.

� You can configure the scanning of a store coupon to trigger a special discount.

� You can create a sheet of bar codes for special transactions.

� You can set up item entry to allow the manual input of a number at the POS if the number was

not scanned or read properly through the initial input method.

Setting item entry control parameters

You can create an item entry control record or profile to define a specific type of number, such as a

barcode, and then specify each component that makes up the barcoded number as well as the PLU

item it may link to. When creating the item entry definition such as for a barcode, you would create one

item entry record for each barcode pattern.

You can also use the item entry control record to specify a function to be called when a configured

event occurs. For example, you can specify that a manager function such as Identify Gift Card, which

identifies the gift card based on its Bin and Prin settings, is called whenever a gift card is swiped at the

POS item entry prompt.

To access the item entry control maintenance window:



286

Configuring item entry for your POS

3. To create a new definition, click New, or, to modify an existing item entry control definition,

select the definition from the list and click Open. The Item Entry Control Maintenance window

appears.

4. Type a unique number to identify your definition in the Item Entry ID field.

5. Type a brief description for the definition in the Item Entry Desc field.

6. In the first section, configure any of the following settings as required to define or modify your

item entry definition.

� Minimum Length

� Maximum Length

� Total Length

� Suppl Length

� Prompt for Supplemental

� Supplemental Prompt

� Position

� Strip SKU Supplemental

� Print Suppl Control

7. In the following section, configure parameters as required to define the data components of an

entry number and specify their respective starting positions and lengths:

� PLU Start

� PLU Length

� Price Start

� Price Length

� Pan Start: For third party value card service providers (Blackhawk) this option allows the item

entry control feature to identify the starting position of the PAN (Primary Account Number)

in the item barcode.

287


� Pan Length: For third party value card service providers (Blackhawk) this option allows the

item entry control feature to determine the length of the PAN (Primary Account Number) in

the barcode.

� Price Type

� Standard Unit Price

� Extended Price

� Checkdigit ID

� Price Checkdigit ID

� Checkdigit Start

� Checkdigit End

� Price Checkdigit Position

� Random Weight

� Department Start

� Department Length

� Quantity Start

� Quantity Length

� Effective Date Start

� Expiry Date Start

� Function ID Start

� Function ID Length

8. In the following section, configure parameters as required to define how the entry number is

formatted for PLU or SKU items:

� SKU Override Type:

� SKU Override Department

� Perform PLU

� Force Uppercase

� Keyboard Function

� Function ID

� Prefix Mask

� Suffix Mask

� Translation Mask

� Scan Data Type

� Date Format

� Bar Code

� Allow for Keyed Entry

� Extended Merchandise Lookup


288

Configuring item entry for your POS

Sample configuration of an item entry control definition

Barcode for Blackhawk gift cards

The following is a sample configuration of an item entry control definition for a barcode for a third

party gift card (Blackhawk). If the pattern is the same for all card types, one record is enough. If you

plan to support manual entry of the barcode number, you will need to duplicate each configuration and

set the ‘Scan Data Type’ value to none.

Minimum length = 30

Maximum length = 30

Total Length = 30

PLU start = 2

PLU length = 10

Perform PLU = TRUE

PAN start = 12

PAN length = 19

Scan Data Type = CODE128.

A second similar definition for this would be required with Scan Data Type value set to ‘none’ for

manual entry of the barcode.

Suggested configuration for multiple gift card bins

The following is an example of the configuration required to set up the triggering function (manager

code 723) which automatically identifies gift cards that are entered or swiped based on the Bin and Prin

settings of the card (These are specified in the Data Capture tab of the Non-Merchandise Maintenance

window.) This configuration is also an example of blocking reloads for a defined Bin range.

To configure multiple gift cards bins and value load blocking:

1. A distinct Non-Merchandise record must be created for each gift card specifying the BIN, PRIN,

card identifier and settings.

2. A separate item entry control (IEC) record must be created for each of the triggering bins. The

prefix mask in each IEC record should be set to the corresponding bin number. This allows the

POS to check all the defined bins and trigger the Identify Gift Card manager code when a gift card

is swiped. The Identify Gift Card manager code verifies the BIN and PRIN settings and loads the

corresponding Non-Merchandise record.

The following are configuration specifics for the IEC record:

� Set the Minimum Length, Maximum Length and Total Length fields according to the gift

card numbers that will be accepted.

� Turn off the Perform PLU option.

� Set the Prefix Mask to the bin number.

� Set the Keyboard Function to ADMINID.

� Set the Function ID to 723.

3. Set the RELOADBLOCKEDBIN POS.INI option to specify the bin number of the gift cards that

should be prevented from getting value loaded. For example, RELOADBLOCKEDBIN=448244

What this does: Whenever the cashier invokes the Value Load function, the POS prompts the

cashier to swipe the gift card. After the gift card is swiped, the POS checks if

RELOADBLOCKEDBIN is activated. If it is not activated, nothing further happens. If it is activated,

the POS checks if the bin number of the entered card matches the number specified by the

RELOADBLOCKEDBIN option.

289


If the gift card does not match the bin number, nothing further happens. If the gift card does

match the bin number, the POS displays a message such as ‘Card Not Valid For Value Reload’

(this message is configurable) and exits the Value Load function.

Specifying the mask fields

The mask fields allow you to specify how the POS should process numbers it reads from a specific

entry method (scanned card or barcode, PLU code).

Prefix mask

The Prefix Mask can contain any alphanumeric character, or it can be defined with one of the

following characters:

� #: Any digit from 0-9

� ?: Any alphanumeric character

� @: Any ASCII character 0x21-0x7F

Suffix mask

The Suffix Mask can contain any alphanumeric character, or it can be defined with one of the

following characters:

� #: Any digit from 0-9

� ?: Any alphanumeric character

� @: Any ASCII character 0x21-0x7F

The Prefix Mask and Suffix Mask combine for a maximum length of twenty characters. The length is

dictated by minimum and maximum length values. The default mask is ######### even if blanks

are specified.

Translation mask

The Translation Mask is used to change a number that was entered at the POS. The change may be in

the form of cropping the number entered, or adding a prefix or suffix to it. The following characters

may be used in the Translation mask field.

� x or X: Exclude the original character

� @: Include the original character

� !: Include the rest of the characters

� Blank: Do not perform translation

If the mask is longer than the item number and the extra characters are just @ or x characters, there is

no resulting character. Extra characters that are anything else would be appended.

Configuring date validationThe date validation feature allows you to set up criteria for validating dates for identification or tender

item authentication purposes. For example, you can use Date Validation to check for the expiry of gift

certificates.

To be activated, date validation records must be attached to a profile prompt using the Mask Type

option. Mask type ID numbers in the 200 to 250 range are reserved for date validation in the Profile

290

Configuring the POS and backoffice literals files

Prompt table. An error message can be defined in the Policy table to indicate when an item fails the

date validation calculation.

To set up a date validation definition:


2. Click Date Validation.

3. Click New.

4. Type a Date Validation ID number from 1 to 50.

5. Type a Description of the Date Validation definition.

6. Complete one of the following:

� To indicate a period during which the defined item is valid counting back from the current day,

type the number of Days, Months or Years in the fields under the Past Duration section.

� To indicate a period counting forward from the current day, type the number of Days,

Months or Years in the fields under the Future Duration section.

7. Choose the Operator option which will test the date validity for an item.

8. If an Error Message has been set up for this date validation record, select it from the drop down

list.

9. Type the number of times that a cashier is allowed to enter a date and perform date validation,

after first entering an invalid date, in the Allowable Numbers of Data Re-entry field. An invalid

date is based on the entries in the duration fields.

10. Click Save.

11. Click Close.

Configuring the POS and backoffice literals filesThe literals files contain all the prompt messages which are displayed and/or printed by the system:

� POS literals files contains messages for the POS terminal

� Backoffice literals files contain messages which are displayed at the head office

Each prompt message can be modified to support the language or terminology requirements of your

operating environment.

To modify the POS literals file:


2. Click POS Literals.

3. Click OK.

Note: The Literals Editor appears in a DOS shell box. The content of the

literals file is displayed in two columns; the information in the left column is the

master text and cannot be modified. To access the information in the right

column, use the navigation arrows to highlight the text you need to modify and

type over the new text.

4. To save and exit, press Esc or press F10.

5. Close the POS Literals window.

291


To modify the backoffice literals file:


2. Click Backoffice Literals.

3. Click OK.

Note: The Literals Editor appears in a DOS shell box. The content of the

literals file is displayed in two columns; the information in the left column is the

master text and cannot be modified. To access the information in the right

column, use the navigation arrows to highlight the text you need to modify and

type over the new text.

4. To save and exit, press Esc or press F10.

5. Close the Backoffice Literals window.

Configuring extended field optionsExtended fields are used to create user-defined fields for maintaining additional information on

customers or merchandise (PLUs.) The information is stored in a customer database located on the

Xpress Server. Data collected through extended fields does not affect the customer database that is

accessed through the POS.

Creating extended fields for customer records and PLUs

These fields are created in Configurator but populated in the Store Manager application.

To create extended fields for customer records:


2. Click Customer.

3. Click Customer Database Extended Fields.

4. Type a unique number between 5000 and 9999 in the ID field.

5. Type a Description for the extended field definition.

6. Select a Field Type from the drop down list:

� Character: When this type is selected an entry of at least one character is required in the

extended field. You do not need to specify the option type, width or decimal fields.

� Date: This field type requires a date entry in the following format: YYYY/MM/DD.

� Multi Line: This field type is used when details for the option are required. If a definition has

been set up to require options but not option details, the Single line type should be used.

You do not need to specify width or decimal fields when this type is selected.

Note: You must define option types before you can select them in the drop

down listing.

� Numeric: Requires a numeric entry and a value in the width field. If required, you may also

specify a value in the decimal field. When the numeric type is selected, you do not need to

select any value in the Option type drop down listing.

� Single Line: This field type indicates that an option type must be selected in the Option Type

drop down listing. Single line is used when option details are not required; if any are selected

292

Configuring extended field options

they will not be visible when an option is selected. With this type you do not need to provide

any values for the width or decimal fields.

Note: When you are using the Export File option type, you must select Single

Line.

� String: This field type indicates that a string of alphanumeric characters is required in the

extended field. You must indicate the maximum length of characters in the width field. When

this type is selected, you do not need to specify any values for the option type or decimal fields.

7. Click Save.

8. Click Close.

9. Convert the files to the Store Manager. For further information see procedures for converting

files.

To create extended fields for PLU records:

1. In the POS Configurations window, click PLU.

2. Click Extended PLU Fields.

3. Follow steps 6 to 9 as for customer extended fields.

Creating extended field option types, field options and option details

Extended field options are used to create user-defined options that can be attached to customer or

PLU fields to maintain additional information. These fields are then downloaded to the POS terminal.

There are three levels associated with extended customer fields options:

� Extended customer field option types: Option types are the highest level in the hierarchy of

field options

� Extended customer field options: Options are attached to the customer records

� Extended customer field option details: Provide additional information on the Extended

Customer Field Options

Note: Extended fields can be created for either Customer or PLU tables using these procedures.

To create an extended customer field option type:

1. In the POS Configurations window, click Data Capture.

2. Click Extended Field Option.

3. Click New.

4. Type a unique ID number between 5000 and 9999.

5. Type a Description for the option type.

6. Click Save.

To create extended customer field options:


2. In the Extended Field Option Type section, select the option to which you need to specify

sub-options.

3. In the Extended Field Options section, click the ID field.

293


4. Click New.

5. Type a unique ID number for the sub-option definition.

6. Type a Description of the sub-option definition.

7. Type a list of all the sub-options linked to the main option.

8. Click Save.

To create extended customer field option details:


2. In the Extended Field Option Type section, select the option type to which you need to specify

option details.

3. In the Extended Field Options section, select the option to which you need to specify details by

clicking its ID number.

4. Click Line Number.

5. Click New.

6. Type the line number. (The line number represents the order in which the details are saved.)

7. Type the first line of details.

8. Continue typing line by line until you have entered all the detail information required for that

option.

9. Click Save.

10. Click Close.

Configuring check digit optionsThe check digit options is used to validate numeric entries made at the POS terminal for items such as

banks cards or gift certificates. It consists of a defined algorithm through which the numeric entry is

tested.

To set up a check digit option:

1. In the POS Configurations window, click Data Capture.

2. Click Check Digit Setup.

3. Click New.

4. Type a unique ID number for the check digit algorithm definition.

5. Type a Description for the check digit definition.

6. Type the complete series of digits which will be multiplied with the number of the item being

tested in the Weight field. Carry the series across to fill in the field completely.

7. Select an action for the system to perform with the results of the multiplication of the weight value and the test number in the Product Add Methods drop down list. There are three types of possible actions:

� Type 0—Add product: Results of the multiplication of each digit in the test number by the

weight value are added; two digit results (10 or higher) are not broken down.

� Type 1—Add digits of product: Results of the multiplication of each digit in the test number

by the weight value are added; two digit results are broken down to individual digit values. For

example, a result of 10 becomes 1+0.

294

Configuring scanners, modems, keyboards and other peripherals

� Type 2—Add mod-10 of product: Results of the multiplication of each digit in the test

number by weight value are added; 10 is subtracted from every two digit result. For example, a

result of 10 becomes 0 (10-10), 12 = 2, and so forth.

8. Specify a value (between 1 and 100) by which to divide the result of the Product Add action in the

Divisor field.

9. Select an action for the system to perform with the results of the division of the Product Add

action by the Divisor in the Remainder Options field.

10. Specify a value to calculate the check digit when the remainder standard value of 1 is used in the

Constant field.

11. To specify that the check digit calculation should begin with the first number in the numerical

string, click Calculate from Left. When this option is not selected, the system will begin the

check digit calculation with the last number in the numerical string.

12. To specify that the last digit in the numerical string should be included in the check digit

calculation, click Include Last Digit.

13. Click Save.

14. Click Close.

Configuring scanners, modems, keyboards and other peripherals

This section discusses setting up options for peripheral hardware devices such as scanners, modems,

and keyboards. For detailed information regarding the configuration of these devices, please see the

documentation provided by the hardware manufacturer.

Configuring scanners

Please refer to the POS Manager module for information on configuring scanners.

Configuring modems

There are two categories of modems that can be configured:

� Authorization modems: Automatically dial out to credit agencies for transaction authorization

checks

� Head office polling modems: Convey information between the POS terminal and Head Office

Both modem categories require you to provide the same type of set up information.

Note: Please note that if these options have not already been set up by Triversity during installation of

the Configurator at your location, you must contact Triversity Support for assistance in setting them

up.

To set up modem string commands for a credit authorization request:

1. In the POS Configurations window click Code Maintenance.

2. Click Authorization Modem.

295




any new information in the required fields.

3. Triversity will provide values for each of the following fields:

� Modem ID: Specific number for your type of modem.

� Description: Specific description for your type of modem.

� Attn: Attention string command

� Init: Modem initialization commands

� Dial: Dial string commands

� Hang-up: Hang up string commands

� Esc: Works in conjunction with the hang up string command

� DTR time: Data terminal ready time

� Modem connect messages: Messages which indicate the connection speed once the

connection is established

� Modem no connect messages: Messages which indicate when no connection is made

To set up modem string commands for head office polling:

1. In the POS Configurations window click Code Maintenance.

2. Click Modem List.



any new information in the required fields.

3. Triversity will provide values for each of the following fields:

� Modem ID: Specific number for your type of modem.

� Modem Type: Commercial brand of your modem.

� Description: Specific description for your type of modem.

� Init: Modem initialization commands

� Hang-up: Hang up string commands

� Wait for connection: Time delay before the system attempts to redial the connection.

� Dial: Dial string commands

� Wait for carrier: How long the system will wait for a signal from the host once a connection

has been made

� Modem connect messages: Messages which indicate the connection is established

� Modem no connect messages: Messages which indicate that no connection has been made

Configuring keyboards and other peripherals

For information on configuring keyboards see “Defining a keyboard” on page 29. Please refer to the

POS Manager module for information on configuring other peripherals.

296

Using terminal reports

Using terminal reports

Creating a terminal report list

The Terminal Report List is used to set up a list of reports supported at the POS terminal. The reports

in this list must be implemented or hard-coded in the POS before you can add them to this table.

To access the Terminal Report List and create a new report:

1. In the POS Configurations window, click the Code Maintenance tab.

2. Click Terminal Report List.

3. Click New to create a report.

4. In the Mgr Code field, type a number that is associated with a particular report. All POS terminal

reports have an associated manager code.

5. In the Report Type field, type a description of the new report.

6. Click Save and Close.

Creating or modifying a terminal report

The Terminal Report Maintenance window is where you define how the system generates POS reports.

You can set options that determine factors such as the frequency of automatic printing (day/week end)

or the number of copies to be printed.

Reports can be initiated at the POS by keys, menus or by entering a manager code. Reports can be

further defined in the Manager/POS Function Maintenance window. For more information on the

Manager/POS functions, see “Configuring Manager/POS functions” on page 72.

To access the Terminal Report Maintenance window:

1. In the POS Configurations window, click the Terminal tab.

297


2. Click Terminal Reports.

3. Open the required Terminal Report type, or click New to create a new terminal report.

To create or modify a Terminal Report:

1. In the Terminal Report Maintenance window, select a manager code that identifies each terminal

report from the Report Code drop-down list.

2. Type a description of the report in the Type field using up to 20 characters.


Configuring DOS thin client optionsThe DOS thin client application allows customers with hardware that cannot support Windows

applications access to the POS or other Triversity applications through a server intermediary. The thin

client application resides on the POS terminal and acts as a communication layer between the POS and

the server, relaying transaction information entered at the terminal to the server. The information is

processed at the server. After it is processed, the information is returned to the POS terminal for

printing and/or transaction completion.

For more information on the DOS thin client, refer to the installation procedures in the Transactionware

Overview and Installation Guide.

About the POS web browserTransactionware GM can support web browsers as a means of accessing customer or other

information located on third-party databases. Web browsers can also be used to access sites on your

internal network providing quick access to product or other store information. You can control the

298

About the POS web browser

browser functions and sites which can be accessed from the POS through manager codes and profile

prompts which you set up in the Configurator.

Configuring the POS web browser

The web browser component can be installed along with other Transactionware components such as

the POS, Store Manager and Configurator.

Note: In order to use the web browser functionality, a mouse or touch screen capability must be

available at the POS.

In order to enable browser access at the POS, you must carry out the following configurations.

� In POS Browser configuration, define a URL for each web site the POS browser will be allowed

to access (each one should be a distinct Browser ID).

� For access to web sites where information must be entered to launch a query, create a profile

prompt to capture this information at the POS.

� Create a manager code using a value in the 751 to 800 code range for each location the POS

browser can access and, if required, link it to the profile prompt set up for the URL address.

To define the URL for each required POS browser event:

1. In the POS Configurations window, click POS Browser.

2. Click New in the POS Browser Search window, or click Yes to add a new record to the table.

3. Type a number in the Browser ID field to identify this URL definition.

4. Type a description of this POS browser request event in the Browser Description field.

To set general parameters for the required url:

1. Type the URL (Uniform Resource Locator) address for the web site the POS browser will access.

299


2. In the Suffix/Data field, type the required string to access the specified web site. This is required

to initiate searches or lookups for specific information.

� To specify a GET method, use a ‘?’ (question mark character) to the beginning of the string.

No question mark is required for POST method requests.

The POS automatically incorporates the profile prompt responses entered at the POS to the

suffix/data field and launches the lookup. To allow the system to recognize the responses, you will

need to set up name-value pairs showing the names of all the fields which will be queried in the

source database, followed by the number of the line in the profile prompt that the response

corresponds to. This links the prompt response to a specific field in the source database. For

example, if the first line in the profile prompt asks for the color of an item, and the field

containing information on color in the source database is called i_color, construct the string in the

suffix/data field as follows:

For a GET request:?i_color=%1

Subsequent name-value pairs are separated by an ‘&’. For example,

?i_color=%1&i_size=%2

The following is a list of control identifiers you may use to define the suffix field for a Total

Browser ID. This passes the sub-total amount to the browser HTML page as a parameter.

3. If a password is required for access to a specific web site or database such as FraudWatch, type this

in the Secure Data field. The POS will incorporate the captured information from this field into

the suffix/data field when the “_%P_” string is inserted into the suffix/data field. The value of

the _%P_ field is replaced when the HTTP request is sent.

To set the Buttons Displayed parameters:

1. Click each navigation button you would like to display on the browser window from the following

options:

� Back

� Forward

� Print

� Allow Select Printer

� Cancel— This option displays a Cancel button when the web browser is displayed. When the

cashier selects Cancel, no data extraction is carried out.

Setting browser tags to search HTML

This section describes parameters which allow the POS to search a HTML page for the configured

tags. The data element field indicates what the extracted field will be used for. It must comply with the

maximum field lengths indicated.

%N Store number

%R Terminal number

%C Customer number

%S Sub-total (excluding Non-Merch and Tax amounts)

_%P_ Configured secure data

300

About the POS web browser

To set the Data Element and Tag parameters:

1. In the Data Element column, select up to nine elements from the drop-down list to configure

your customer lookup, and provide the name of the embedded tag the POS must seek in the third

party database source. When the first occurrence of the tag is found, the alpha-numeric string

following the tag will be extracted from the page and used as the extracted data.

The following are the Data Element options and their maximum field lengths:

To set the URL parameters:

1. Specify the type of the web request for this definition by selecting the appropriate option in the

URL Type drop-down list.

� A Regular request refers to a simple request for access to a specified web page.

� A Login request refers to a request required to gain web access to a secure site or to a database

such as FraudWatch. This request can be set to occur automatically without any user

intervention. To do so you simply set up a separate URL definition for the login, specify

Login in the URL request type field and reference this definition number in the Login URL

ID field of the definition which contains the main request details. If you are setting up the

Login request to occur automatically, do not link it to a profile prompt. If the login request is

to occur through the manager code only, you can use a profile prompt.

� A Logout request refers to a request to leave a secure site or database such as FraudWatch.

This request can be set to occur automatically without any user intervention. (See Login

request for details on how to do this. Substitute Logout values wherever Login is referred to.)

If you are setting it up to occur automatically, do not link it to a profile prompt. If the logout is

to occur through the manager code only, you can use a profile prompt.

2. If required, specify the HTTP Request Method by clicking the appropriate option in the

drop-down list.

� A GET request method is usually used for requests for web pages.

� A POST request method is usually required for web pages which contain forms.

3. For requests to secured web sites which require a login before access is granted, type the URL ID

number of the Login URL ID definition which will complete the login process.

4. For requests to secured web sites which require a logout to leave the site, type the URL ID

number of the Logout URL ID definition which will complete the logout process.

Data element Description Maximum field length for Embedded Tag

webCustNum Customer ID 14 alpha-numeric

webFirstName Customer first name 40 alpha-numeric

webLastName Customer last name 20 alpha-numeric

webAddress1 Customer Address 1 40 alpha-number

webAddress2 Customer Address 2 40 alpha-number

webCity City 20 alpha-number

webState State 10 alpha-number

webZip Zip 10 alpha-number

webPhone Phone 10 numeric

301


5. To select buttons to be displayed on the web browser, click each required option.


Setting up manager codes for the POS web browser

You can control the external web sites which the POS web browser can access through manager codes.

A range of codes from 751 to 800 have been reserved for URL addresses. Each defined manager code

will access one web site. For information on setting up manager codes, see “Defining manager codes”

on page 73.

Configuring the web browser to display FraudWatch transactions

For access to FraudWatch transactions you need to have an activated FraudWatch account which

provides you with an access userid, password and the required format to request information via the

suffix/data field. You can then follow the general instructions for Configuring the POS browser to set

it up. For more information, see “Configuring the POS web browser” on page 299.

Setting options for the Mobile POSThe Mobile POS application runs on a hand held device linked to a host POS through the Xpress POS

Thin Server. Detailed installation procedures for the Mobile POS are provided in the Transactionware

Overview and Installation Guide. Most of the Mobile POS functionality is determined by the POS terminal

which supports it, however there are some settings which affect the operation of your Mobile POS

device which you can set directly in the Configurator. These include the following:

� Identification of the printer TCP/IP address and port (or name). In order to use a wireless printer

in conjunction with the Mobile POS device, you will need to specify the printer’s TCP/IP address

and port ID.

� Screen dimensions for the Mobile POS device including an override-auto-detect feature

� Option to enable or disable the MSR associated with the Mobile POS device

To set Mobile POS options:


2. Click Mobile POS. The Mobile POS Search window appears displaying a list of configurable

options for the Mobile POS.

3. Highlight the parameter you wish to configure and click Open.

4. Make the required changes to the parameters.

5. Click Save.

6. Click Exit.

302

Heartbeat monitoring for primary and backup servers

Heartbeat monitoring for primary and backup serversHeartbeat monitoring provides the ability to monitor the communication status of the primary and

backup server applications (XPS.exe) used in the credit authorization process. This is accomplished

through the same messaging system used for credit authorizations. The term heartbeat is used to

denote the frequency of the outgoing messages. In the event of failure in either server, an alert message

is issued advising of the communication breakdown in the affected server. This allows for immediate

failure response.

You can configure parameters for this feature through Credit Parameters maintenance. This feature

currently only supports the AJB credit service. The following parameters are required to activate this

feature.

To set up heartbeat monitoring for the primary and backup server:

1. In the POS Configurations window click Credit.

2. Click Credit Parameters.

3. In the Credit Parameters Search window, click New.

4. In the Heartbeat Interval field type a numeric value to define the frequency with which messages

should be dispatched to the credit approval provider.

5. Select AJB in the Credit Service drop-down list. (At the present time, AJB is the only credit

service set up for this feature.)


303


304

tion
Configuring Credit Authoriza
The credit function in Transactionware is broken down into two separate processes: credit

authorization and credit settlement. In addition to the authorization and settlement processes, this

chapter describes the parameter settings that allow for an online credit application called Quick Credit.

About credit servicesThe Transactionware application suite allows for a variety of credit service configurations. These

services require specific information from the pertinent credit service provider. It is recommended that

you contact your credit service providers for any relevant documentation before you configure your

credit services.

Configuring parameters for credit authorization

This section provides information on setting up the parameters required to facilitate the credit

authorization process which is initiated when a bank or credit card is presented as tender at the POS

terminal. For each credit transaction, the POS submits a request to the designated credit provider for

verification of the credit card and availability of funds on a customer’s account. This request is

launched according to parameters which define modem and/or system settings as well as credit

provider information. Upon verification, a response returned from the credit provider’s host is either

displayed or printed at the POS. Separate parameters must be set up for each credit service provider

you use.

Credit authorization requests can be made by dialing out to the credit provider’s host system via

modem or by direct link to the host via an IP socket connection. The parameters to be defined for each

method are slightly different. Most credit service providers use a modem-based connection method. At

the time of this printing, only VisaNet and FirstData were accessible via IP socket. Before beginning,

you must be sure to confirm the transmission method for each credit service provider you will use.

To set up the access parameters for credit authorization, the following tasks must be completed:

For an IP socket accessible credit provider (VisaNet, First Data)

� Depending on your network configuration, either the hosts and services files on the XPS server

will need to be updated with the credit provider host information, or an update will need to be

made directly on your DNS server.

Note: It is strongly recommended that you consult with your network

administrator or a Triversity technical analyst for assistance on completing

these procedures.

� Specific parameters for each credit provider must be set up under the Credit tab of the

Configurator.

305

Configuring Credit Authorization

For a dial up accessible credit service provider

� Your modem parameters must be defined in the Configurator

For all credit service providers

� The credit service provider information must be updated for each accepted bank or credit card

under the Tender icon of the Transaction Functions tab.

Setting credit provider parameters for an IP socket connection

The following procedures describe the Configurator settings required to facilitate credit authorization

through an IP socket connection to the credit provider.

To configure credit provider parameters in Configurator:

1. On the POS Configurations window, click the Credit tab.

2. Click the icon for the first credit service provider you are setting up (For example, click

VISANET to configure parameters for VisaNet.)

3. In the Phone Number 1 field under the Phone Numbers, type the word SOCKET.

4. Depending on the credit provider, type the following parameters in the required fields:

� In the Record Type field set values according to instructions provided by your service

provider.

� Set the value of every Time-out (T.O.) field to 50.

306

About credit services

Setting credit provider parameters for a dial up connection

All parameters related to the modem settings required to reach the credit service provider are set in the

Configurator.

Note: It is recommended that only hardware-based modems that can also be controlled through DOS,

UNIX or any operating system other than Windows be used for this process. Winmodems or other

software-based modems are not supported in Transactionware.

To set up the modem parameters for dial up access to a credit provider for authorizations:


2. Click Modem/Port Setup.

3. Type your Com port value in the Port ID field.

4. If your setup requires values in the Port Address (Port Addr) and IRQ fields, type the values

which appear beside your COM port value in the following table:

5. If required, type the appropriate modem initialization string.


7. Click the icon for the credit service provider.

COM Port value Default IRQ Address

COM1 4 3F8

COM2 3 2F8

COM3 4 3E8

COM4 3 2E8

307


8. Ensure that the account parameters (Merchant No, Bank No, Plan No, and Company No) are

correct.

9. Ensure that the Service Phone number is correct.


After all parameters defining how to reach the credit service provider are defined, each bank or credit

card accepted as tender must also be updated with information on the credit service provider.

Adding a new credit service provider to the database

If you are going to begin accepting credit from a new credit service provider you will need to add them

to the credit service provider database and then link them to all the tender instruments that they will be

called upon to authorize. This step allows you to add a credit service provider to the database.

To add a new credit service provider to the database:


2. Click Credit Service.

3. Click New.

4. Type an ID number for the new credit service provider record.

5. Type the name of the new credit service provider.


Mapping credit response parameters

To create a credit response mapping definition:

1. On the POS Configurations window, click Credit.

2. Click Credit Response Map.

3. Click New. The Credit Response Mapping Maintenance window appears.

4. In the Credit Service drop-down list, select the credit service this error code relates to.

5. In the Error Code field, enter the error code number.

6. Select and configure the following parameters according to your requirements.

308

Setting parameters for credit settlement

� Response Code

� Retries

� Response Message: The following response messages are configured for the POS.

� Approved

� Referral

� Decline

� Error

� Verify

� Cancelled

� Use Floor: This option, only when set in conjunction with the Bank Card parameter being

set to Blackhawk, makes the POS treat a 91/92 response from Blackhawk, or a 908/911

response from Transnet (inval tran decline) as an ‘Auto Local Authorization For

Online’ authorization and not as a hard decline. If this response is received for SAF

requests, the request is set as processed and a new identical request is created at the end of

the SAF file to avoid repetitive processing of the same SAF request. This option does not

apply for any other bank card.

� Pin Error

� Bank Card: This parameter allows you to identify the bank card. The default value is blank. It

is important that this value is the same as the bank card option in Tender and

Non-merchandise maintenance.

Note: If you do not see the bank card you require in the drop-down list, you

can add it through the Code Maintenance>Bank Card Maintenance screen.

Note that Blackhawk must have a bank card ID of 100.

Note: If one error code is mapped for a card type, the system will not pick up

other mapping defined for other card types even if the ‘Bank Card’ option is

defined for the other card type, that is blank in this configuration. For example

if 911 is defined for Blackhawk, a mapping of 999 for other cards (Bank Card is

blank) will not work for Blackhawk, even when there is no 999 defined

specifically for Blackhawk.


Setting parameters for credit settlementSettlement for credit-tendered transactions occurs in one of two ways: 1) through immediate

settlement following each approved request, or 2) through a batch process which accumulates

information on all credit transactions throughout the day and submits a total settlement usually during

End of Day processing.

Because settlement instructions and parameters are normally defined through manager codes, the only

parameter that needs to be defined in the Configurator is the dial out phone number to reach the credit

provider’s host machine.

To set up modem parameters for dial up access to a credit provider for settlement:


2. Click the icon for the credit provider being set up.

309


3. Scroll down to Phone Numbers and Network Logon, and type the phone number which will

access the credit provider’s host in the Phone Number 3 field.


Using Quick creditQuick Credit is an online credit application and acceptance process provided to customers at the POS

for their convenience. For example, a customer can apply online for an in-store credit card, be

accepted immediately, and also be granted a maximum credit limit to be used on the current

transaction.

To apply for the in-store card, the customer must first swipe a valid credit card such as Visa,

MasterCard, or American Express because the customer’s first, middle, and last names are captured

and populated in a profile prompt at the POS. After the rest of the customer’s personal information is

entered in the online application, the request is sent to the server which subsequently returns a

response to the POS. The valid responses are as follows:

� Approved

� Declined

� Call Center

� Verify Address

To configure the online Quick Credit application:

1. Create a profile prompt with the following prompt line prefixes, note that the prefixes must be

exactly as shown in the Profile Prompt Maintenance window below. For instructions on how to

create profile prompts, see “Defining a profile prompt” on page 55.

2. Create a manager code (233) and link it to the profile prompt ID. Manager codes are defined in

the Manager/POS Function Maintenance window. For instructions on how to create manager

codes, see “Configuring Manager/POS functions” on page 72.

3. Set the parameters in the ACS Credit Maintenance window. All of the information you require to

complete this window is provided to you by ACS with the following exceptions:

a) No. Of Phone Numbers: This is the number (1 to 3) of phone numbers provided by ACS.

b) No Of Retries: This is the number of times the modem attempts to dial the server after a

timeout.

310

Setting parameters for Concord Credit

Note: Ensure that the Card Issue Sequence field displays the prompt line

prefixes from the Profile Prompt Maintenance window.

Setting parameters for Concord CreditCredit authorization requests for Concord Credit use the Transnet message transfer facility. Since there

is currently no interface to update parameters directly into Transnet, they are entered through the

Configurator which transfers the information to the appropriate Transnet directory via the Xpress

server.

To set up Concord Credit, parameters must be defined in the following windows:

� Concord EFS Maintenance window

� Concord TN Maintenance window

To set up the Concord EFS parameters:

1. In the POS Configurations window, click Credit.

2. Click Concord.

3. Click Concord EFS.

4. Type the store number in the Company Number field. This value should match the value

defined in Transnet.

5. Type the value in milliseconds of the expected delay for the response start message before a

timeout occurs in the Time for Start of Response message field.

6. Type the value in milliseconds of the expected delay for the response end message before a

timeout occurs in the Time for End of Response message field.

7. Type the client id number in the Client ID field. This value should match the value defined in

Transnet.

311


8. Click XML File Should be Logged to specify that a history log of the authorization requests and

responses (used by Transnet) should be maintained at the POS. This feature would usually be used

for diagnostic purposes only as it can impact system performance.

9. Type the transaction currency code in the Currency code field.


Note: After all parameters are defined, the server will need to be stopped and

restarted in order for the settings to take effect.

To set up the Concord TN parameters:

1. In the POS Configurations window, click Credit.

2. Click Concord.

3. Click Concord TN.

4. Type the company id number in the Chain ID field. This value can be provided by Concord.

5. If required, type the POS id number in the Register ID field.

6. Type the credit service provider name in the Route Name field.

7. Select the type of tender authorizations this provider supports. The possible options are:

ALL: credit service provider supports credit, debit, check and stored value card forms of tender.

8. Type the lowest possible value in the numeric range of the first x number of digits in the credit

account number in the BIN Lower field. The value of x is set in the BIN Digits field.

9. Type the highest possible value in the numeric range of the first x number of digits in the credit

account number in the BIN Upper field. The value of x is set in the BIN Digits field.

10. Type the number of leading BIN digits which identify the account as belonging to a specific credit

issuing company in the BIN Digits field.

11. Type the merchant id number in the Merchant ID field. This value is provided by Concord

credit. For Concord Credit specifically, this value also includes a two digit terminal id number at

the end of the merchant id number. No values are therefore required in the Primary and

Secondary credit and debit terminal id fields for Concord credit.

12. In the Merchant Business Code field type the value provided by Concord credit.

13. In the Settlement Institution Code field type the value provided by Concord credit.

14. If required, in the Primary Credit Terminal ID field type the value provided by the credit service

provider.

15. If required, in the Secondary Credit Terminal ID field type the value provided by the credit

service provider.

16. If required, in the Primary Debit Terminal ID field type the value provided by the credit service

provider.

17. If required, in the Secondary Debit Terminal ID field type the value provided by the credit

service provider.

18. If required, in the Check Processor field type the code which identifies the check agent. The

possible values are:

� 01 Telecredit

� 02 TeleCheck

� 03 JBS

� 04 Check Security

312

Setting parameters for Concord Credit

� 05 ETC

� 06 Proprietary check card

19. Type the street number, street name, city, state, country information for the store in the Store

Information section.

20. Type the currency code in which the credit transaction is transacted. This value should be an

ISO4217 standard currency code.


Note: After all parameters are defined, the server will need to be stopped and

restarted in order for the settings to take effect.

313


314

Settings and options

This appendix outlines the process for encrypting reference numbers and provides a list of profile

prompt prefixes.

Encrypting reference numbersEncryption algorithms are defined to disguise automatically generated reference numbers. You must

create an automatically generated reference number before you can create an encryption algorithm,

since a component of the encryption algorithm is based on the automatically generated reference

number. See “Configuring automatically generated reference numbers” on page 70 for information on

generating reference numbers.

To encrypt a reference number you must complete the following procedures:

� Create encryption components using constant values or the seed number

� Create a key using the encryption components

� Create an encoded number using the encryption components

� Create a scrambled number using the encryption components, keys and the encoded number

� Create the encrypted reference number using the scrambled number and (or) the original number

To access the Encryption Maintenance window:


315


2. Click Encryption.

To create encryption components:

1. Click the Step 1 tab.

2. To identify the encryption algorithm, type a unique number in the Encryption ID field.

3. Type a description of the algorithm you are defining, in the Description field.

4. Type the position of the first number in the seed string, in the Start field. The seed string is

created from the automatically generated reference number. Seed numbers are used to ensure

randomization when creating an encryption algorithm.

5. Type the total length of the seed string, in the Length field.


� Type a static number to use in the encryption component, in the Value fields. You can use a

static number or a number from the seed string (see Start) in the encryption component.

� Type the number that represents the position of a digit, from the seed number, that you want

to use with a check digit in the encryption component, in the Start fields.

7. Type the length of the seed number that you are using with a check digit, in the Length fields.

8. Select the check digit that you want to use with the part of the seed string that you have defined, in

the Start and Length fields, from the Check Digit drop-down list. Check digits are defined in the

Check digit table. See “Configuring check digit options” on page 294 for information on check

digits.

9. Click Save.

To create an encode number and keys:

1. Click the Step 2 tab.

2. Type the position of the first digit of the encode number, in the Start field. The encode number is

the portion of the automatically generated reference number that you want to encrypt. For

316

Encrypting reference numbers

example, the price of a gift certificate could be part of the automatically generated reference

number.

3. Type the number that represents the length of the encode number, in the Length field. The

encode number is created from the automatically generated reference number. The encode

number is the portion of the auto generate reference number that you want to encrypt.

4. Click on the Keys drop-down lists to select the encryption component options. The encryption

components are created in the step 1 tab. Each key is created through an algorithm using the

encryption components.

To create an encode number:

1. For lists of encryption options that you can use in the algorithm, click on the Create Encoded

Number drop-down lists and select an option. These fields, combined, create an algorithm that

encrypts the encode number.

2. If you are using a key index, choose an operator and select a key index from the Key Index

drop-down lists.

To create a scrambled number:

The EC or Index fields are used to scramble and add numbers to the encrypted number. They

represent the final position of the encrypted number. For example, in the first part of field 1 (EC) you

can use an encryption component. In the second part of field 1 you can use a digit from the encrypted

number. You can only use one or the other. Both parts of these fields can not be populated.

1. Click on the drop-down lists in the first part of the fields to add an encryption component to the

encrypted number.

2. Type the position of the digits in the encrypted number you want in the second part of the fields.

To define how the encrypted number is printed on the receipt:

1. Type a number that represents the position of the first number in the reference number, in the

Original Number Start field.

2. Type the length of the original number, created from the reference number that you are creating,

in the Original Number Length field.

3. Click Place Scrambled Number in Front to scramble the number in front of the original

number when it is printed on the receipt. The scrambled number is placed in front of the original

number when printed on the receipt.

4. Select a check digit option from the Check Digit drop-down list. This field contains a check digit

that is used in the final encrypted number string that is printed on the receipt or credit note.

317


Profile prompt line prefix codesProfile prompt prefix codes are special codes which are used to capture and identify specific

information related to a POS transaction through a profile prompt so that it can be used in a

subsequent process such as submitting a credit or check authorization request with a third party

vendor. The prefix code must be included in the prompt line field of the Profile Prompt Maintenance

window and must be entered in the following format:

[Prefix code:] [Description of the information being gathered by the code as it should appear on the

POS screen.]

To see an example of a profile prompt definition using prefixes, see “Using Quick credit” on page 310.

The following is a list of the current prefix codes. The descriptions are only intended as a definition of

the code they follow. In an actual profile prompt definition they can be worded in any way which

effectively prompts for the required information at the POS.

� MR: MICR transit #

� MS: MICR account #

� DL: Driver’s license #

� DB: Date of birth

� ST: State code

� CK: Cheque #

� SS: Social security #

� CP: This codes instructs the system to compress the printing of a specified piece of captured

information.

� NP: This code is used to instruct the system not to print a specified piece of captured information

when a global print parameter is defined for the profile prompt.

� S1: Additional information to be defined as needed.

� S2: Additional information to be defined as needed.

� DI: Document ID #

� DT: Discount threshold. Used in price override situations to match or better a competitor’s price.

This code prompts for the competitor’s price.

� TX: Tax jurisdiction lookup. Used to differentiate tax jurisdictions.

� SN: Store #

� RN: Register #

� C#: Cashier #

� TN: Transaction #

� DD: Original sale date

� NM: Name

� AG: Auto reference #

� F1: Generic field 1





318

Profile prompt line prefix codes



� LN: Customer last name

� FN: Customer first name

� CN: Customer #

� A1: Address

� A2: Apt #

� CT: City

� A5: Address line 5

� A6: Address line 6

� PC: Postal code

� CC: Country code

� PN: Phone #

� PX: Phone extension

� K1: Alternate key 1 (Eg. can be used to capture frequent buyer points)

� K2: Alternate key 2 (Eg. can be used to capture date field for frequent buyer)

� LC: Language code

� GR: Gender

� MT: Marital status

� PR: Province

� CH: Card holder name

� CI: Card issue

� RF: Reference #

� T2: Track 2A information. Specifies the information to extract from a magnetic card swipe.

� TB: Track 2B information. Specifies the information to extract from a magnetic card swipe.

� MI: Generic information

Profile prompt prefix codes for capturing check information

These following codes are generally used to create profile prompts to capture information for check

authorizations. This list does not preclude use of additional or new codes to refine data capture.

� CK: Check #

� MR: Micr transit #

� MS: Micr account #

� DL: Driver’s license

� DB: Date of birth

� ST: State code

� SS: Social security #

� CP: Compress profile printing

� NP: Don’t print this field

319


Profile prompt prefix codes for return sale information

These following codes are generally used to create profile prompts to capture information for return

sales. This list does not preclude use of additional or new codes to refine data capture.

� CN: Customer number

� RN: Register number

� SN: Store number

� TN: Transaction number

� DD: Original date

Profile prompt prefix codes for discount thresholds

These following code is generally used to create profile prompts to capture information when a

discount threshold is exceeded. This list does not preclude use of additional or new codes to refine data

capture.

� DT: Discount threshold

320

Launching Third-Party Applications

The information in the following sections enables you to configure the settings in the Launch

Application Maintenance window. The settings in this window are used to configure parameters for

launching third-party applications from a POS terminal. Third-party applications include any software

program not included in the Transactionware application suite that you may want to be able to run

from a POS terminal (for example, a word processing or spreadsheet program).

Configuring parameters to launch third-party applicationsIn order to function correctly, the Launch Third-Party Application parameters must be attached to a

manager code. A block of manager codes have been reserved for this purpose.

To access the Launch Application Maintenance window:


2. Click Launch Application.

321

Launching Third-Party Applications

To customize the launch parameters for a third-party application:

1. Type a unique identification number to represent the third-party application, in the Launch

Application ID field.

2. Type a description of, or the name of, the third-party application, in the Launch Application

Description field.

3. Type the location path of the third-party application’s executable (.exe) file, in the Executable

Filename field. This is the file that launches or opens the application.

4. Type the path for the parameters that accompany the .exe file of the third-party application, in the

Command Line field.

5. Select the option that best matches the way in which you want the application window to behave

when it opens from the Run drop-down list.

6. Type the name of the application library that contains the main window of the third-party

application, in the Application Main Window Class Name field. If you do not know the library

name for the application, consult your system administrator or the application’s support desk.

7. Type a name or title of the main window of the third-party application, in the Window Name

field.

8. Select an option to determine the launch behavior of the third-party application, from the Launch

Options drop-down list. For example, if you always want to launch a fresh instance of the

third-party application regardless of whether an instance is already active, choose the “if

application is active, start new instance of program” option.

9. Select an error condition option to determine what happens if the executable filename of the

third-party application is not found, from the Error Condition Options drop-down list.

10. If you want the third-party application to always be closed before POS terminal functions can be

resumed (the POS terminal screen waits in the background), enable the Let POS Wait For

Application To Finish checkbox.

11. Select the method of data retrieval you will use for this third-party application, from the Data

Retrieval Method drop-down list. For example, you can retrieve data from the clipboard or from

the keyboard buffer.

12. Select the type of data you will retrieve using this third-party application, the Data Retrieval

Type drop-down list.

13. If you require that the data retrieved be verified as the correct type before proceeding, enable the

Verify Retrieved Data checkbox.


322

Glossary

This glossary defines a variety of terms used in the Transactionware Configurator.

Authority groups

Define the authority levels assigned to personnel to allow them to access certain functions in the

Configurator. Groups are head office personnel, store managers, and store users.

Back office

The computer which handles behind the scenes processes not directly involved in customer

transactions. Typically these processes involve accumulating transaction totals from a group of POS

registers and producing an amalgamated total for the store.

Barcode

A series of vertical bars of varying widths, in which each of the digits zero through nine are represented

by a different pattern of bars that can be read by a laser scanner. The bars are commonly found on

consumer products and are used especially for inventory control.

Component

In the Configurator, a component is a functional area (such as tenders, tax rules, discounts, and so

forth) which groups a variety of related configuration parameters. These functional groupings help to

organize the process by which you set up your POS terminals for different regions and business

purposes.

Custom menus

An alternate and flexible method of creating sub-menus that can be embedded within standard menus

on the POS terminal. You can configure any mix of POS functions, and can even attach PLUs to a

custom menu if it suits your business needs (for example, for frequently purchased items).

Customer record

Customer information collected by the cashier during a transaction.

Device

A physical device or piece of equipment, such as a server or a POS terminal.

323

Discount exclusion rule

Discount exclusion rules define whether or not a particular product is eligible for discounting. An

example of a discount exclusion rule is a defined discount which applies to an entire transaction but

excludes any tobacco products present in the transaction.

Discount inclusion rule

Discount inclusion rules define items which must be present in the transaction in order to apply a

defined discount. The definition may also provide an option to define a minimum number of items of

a series of items that must be present to qualify for the discount.

DOS thin client

An application that allows customers with hardware that cannot support Windows applications to

access the POS or other applications through a server intermediary.

Employee transaction

A transaction in which the customer is an employee of the store or chain.

Encryption

A procedure using algorithms known to the sender and the intended receiver which converts plaintext

data files into an undecipherable format thus preventing an unintended party from reading the

contents of the data file.

Float

A set amount of money which remains in a till at the end of the operating day to satisfy minimum

operating requirements for change.

Food stamp

A form of tender which is acceptable only for the purchase of authorized items.

Group

Two or more entities forming a defined unit.

Head office

In a retail setting, the main corporate location for a chain or group of stores.

Initialization

Preparation of all the windows to permissions set in the Configurator.

324

Item

Any retail good in a transaction.

Itemizer

Used to restrict particular items from being used with specific tenders.

Journal

A record of retail transactions.

Jurisdiction

Provides the applicable tax rates and transaction fees for the shipping destination.

Loyalty program

A program that awards points to customers for purchases they make at your store.

Manager code

A code used to launch a defined POS function.

MICR

An encoding system which enables automated processing of financial information by using special

characters and ink on specified documents.

Mix Match pricing feature

A discounting feature used to set up special pricing schemes based on the sale of specific quantities of

a product or combinations of products.

Mobile POS

Application that runs on a hand held device linked to a host POS through the Xpress POS Thin

Server.

Non-merchandise transactions

Transactions involving a service product or other non-hard good items.

Pending transaction

Deferred payment option plans, such as layaway transactions or Cash On Delivery (COD)

transactions.

325

Permissions settings

Used to enable or disable user access to specific functions and fields. For example, you can set the

permissions to allow access to some of the buttons, tabs, and fields and disallow access to others.

POS

Point of Sale

Post void

A transaction that is reversed after it has been completed and logged.

PLU

Price Lookup

PLU number

Refers to the identification number assigned to a product for pricing purposes.

Private label cards

Generally store or other non-financial or non-credit service cards presented by customers as a form of

identification for writing or cashing checks.

Product hierarchy

Defines the hierarchy within which PLU items are classified.

Promotions

A means for the retailer to stimulate business by temporarily reducing the price of some items. These

63.events are usually advertised.

Quick menus

Menus that have specific functions attached to them from certain POS Configurations tables, such as

Tenders, Non-Merchandise Transactions, Discounts, Profile Prompts, and Manager/POS Functions.

You can create the quick menus that best suit your specific business needs.

Reference numbers

Sequences of numbers that are printed on a receipt or a tender such as a voucher. Reference numbers

can be used for tenders, non-merchandise transactions or user-defined transactions. You can use

reference numbers for such things as tracking or for encrypting prices that are printed on receipts or

credit notes. They can be generated locally by the POS terminal or by the server.

326

Region

An administrative area typically encompassing a specific geographic and often composed of smaller

areas.

Register

A device which totals items being purchased and calculates the amount a purchaser owes.

Site

A physical location, such as a store or a head office.

Store

A retail establishment where goods and services are available for purchase.

Tare weight

The weight of a container used for unpackaged food items which are weighed and charged according

to the amount the customer buys. The tare weight is subtracted from the total weight of the food item

so the customer is not charged for the packaging.

Tax

An additional charge imposed by a governmental body which is added to the cost of item at time of

purchase.

Tender return threshold

Defines the threshold amount for a return. A return may be settled in a different form of tender

depending on whether the value of the return is greater than, less than or equal to this value.

Tenders or tender types

A form of payment for items purchased. Some forms of tender are cash, debit, credit and gift cards.

Tlog

Transaction journal log

UDT

User-defined Transaction. A transaction for an item other than a hard good. Often used for service or

delivery fees.

UPC

Universal Product Code

327

User access groups

Groups of people that have been assigned the same authority level.

User flags

User flags are used to create groupings for special promotions.

Value-added taxes

Taxes that are embedded in the price of an item. The sticker price of the item already contains the tax

amount.

328

Index

Aaccessing

extended PLU fields 95accounting entries for non-merchandise transactions 157ACS Credit Maintenance 310action buttons

setting permissions 26Additional Info tab

PLU Maintenance window 86, 90Advanced tab

Pending Transactions Maintenance window 139, 172AJB credit 303algorithms

encryption 315Allegiance component

see also loyalty programs

accessing the database 260configurable options 257convey promotional information 257customer database lookup 258customer database profile 260customer database type 259customer points 257loyalty program definition 257parameters 257parameters (Code Maintenance) 284POS terminal as kiosk 258setting options 258third party loyalty programs 257

assigning user flags to PLUs 89attaching

barcodes to tenders 97manager codes to barcodes 97PLUs to custom menu 38

authority groups 20-21assigning employees 20assigning passwords 20create 20, 21default 20

ID 20passwords 20

define 20delete 22Group Setup window 21head office user 20, 21, 22maintenance window fields 27modify 21

permissions

buttons 25tabs 25

store manager 20store user 20user access group 22User Access Maintenance window 22

authority levels 20authorization modems 295Auto Generate Reference Maintenance window 70-72

General tab 70Print Options tab 72

automatically generated reference numbers 70, 315 see also reference numbers

BBack Out Tax tab

Tender Maintenance window 122backoffice

function (Code Maintenance) 284parameters (Code Maintenance) 284

backoffice literals file 291, 292backoffice literals file (Code Maintenance) 284Backoffice Literals window 292backup server monitoring 303bank card transactions

define 117modify 117

bank cards

non-merchandise transactions 166bank cards (Code Maintenance) 284Bar Code Format fields 97Bar Code Maintenance window 97-98barcode numbering formats

EAN 99NSC2 99UPC 99

barcodes 97, 99attaching manager codes 97attaching tenders 97Bar Code Maintenance window 97-98configure item numbers 98for variable weight items 99item entry control 97Item Entry Control Maintenance window 98item entry parameter settings 99

329

item entry parameters 99numbering formats 99on receipts 97parameters 97, 98PLU files 100printing

coupons 99labels 99receipts 99

random weight 99scanning to initiate pending transaction pickups 173variable weight 99, 100

Basic tab

Pending Transactions Maintenance window 171batch management

fields 104PLUs 104price 104records 104

Batch Management Maintenance window 104batch records for PLU updates 104baud rates (Code Maintenance) 285Blackhawk third party cards 137buttons

authority groups 24-26permissions 24-26

Ccancellation fees for pending transaction 140cancellation fees for pending transactions 173cash

balancing float 238management options 112payment 107procedures 235setting float options 238setting pickup options 237tender management 109

cash drawer

assigning cashiers 53options 111

cash flow management 235cash management

safe 239Cash on Delivery (COD) transaction 138cash register entries

validation 126, 127cashier

assigning cash drawers 53ID (configure length) 48login to multiple terminals 52

cashier choices

at POS see also choice maintenance

defining field options 59fields settings 59profile prompt fields 59

cashier prompts 115check expiry date 119

Choice Maintenance window 59choice prompts 217discount promotions

choice prompts 217profile prompts 217reference number prompts 216

for check information 116for customer information 115for price 85non-merchandise transactions

amount prompt 164Profile Prompt Maintenance window 55profile prompts 217set for non-merchandise transactions 164Tender Maintenance window 115

categories. see product hierarchies

Centralized Returns Authorization

sample configuration 187check digits (entry validation) 294

setting options 294check options

double-sided printing 116MICR 116printing 116writing 116

Choice Maintenance window 59choice prompts

discount promotions 217Code Maintenance

backoffice literals 284Code Maintenance options

(Credit) Authorization modem 285Allegiance parameters 284backoffice function 284backoffice parameters 284bank card 284baud rates 285connect messages 285credit service 285denomination groups 285discount type 285edit mask 285external components 285modem list 285POS codes (Code Maintenance) 285POS functions 285POS literals 285POS/MGR function 285region 285store 285terminal reports 285voucher agents 286

Code Maintenance options tables 284Code Maintenance window 284Configurator

and POS Xpress 9data tables 9database 10, 11database management 9

exiting 13file conversion to terminals 9getting started 13highlights 9installing 10interface 9navigation system 14overview 9parameter settings, overview 9POS.ini file 10register parameters 9reports 9starting 13

configuring

item numbers for entry prompt 98item numbers for scanning 98keyboards 296modems 295peripherals 296PLU file settings 100PLUs 81, 82receipts 29registers 29

displays 53scanners 295variable weight items barcodes 99

connect messages for modem (Code Maintenance) 285container weights (tare weights) 103control flags 89

setting 89controlled inventory 176coupons 142, 224

Coupon window 224create 142, 224create promotions 224manufacturer’s 142PLU match 142printing barcodes 99set value 143store-specific promotions 224timed 224UPC value codes 142

Coupons window 142, 224credit

ACS 310modem parameters 309Tender icon 306Tender Setup 129via IP socket 305

credit authorization 118modem 285services list 285setup 305

Credit Authorization modem (Code Maintenance) 285credit card

authorization service options 117credit service provider

AJB 303dialup 306

FirstData 305setup 306, 307VisaNet 305

credit services 74declined response 118

credit services (Code Maintenance) 285credit settlement

setup 305, 309Credit tab 305cross-border returns 204currency exchange

tender options 110Custom Menu (Item) Maintenance window 36Custom Menu Maintenance window 37Custom Menu Names window 36Custom Menu Store Maintenance window 38custom menus 36

attaching a PLU 38attaching to a store 38create 36define 36sub-menus 36

customer

identifier 258information data capture 115profile information 78

see also profile prompts

records 243extended fields 292link transactions to customer 243pending transactions 243promotions 243

customer attributes feature 263customer database

create 243Customer Database Option Maintenance window 244Customer Database Profile Maintenance window 244Customer Database Type Maintenance window 244define 243extended customer fields 247

field options 293option details 294option type 293

Extended Customer Fields Maintenance window 247extended fields 247

attach options 247loyalty programs 248options 243, 244, 246profile define 246profile prompt options 116profile prompts

see profile prompts

purchase history display feature 263type 243, 246

Extended Fields database 243Option database 243Profile database 243Type database 243

Customer Database Option Maintenance window 244

331

Customer Database Profile drop-down list 116Customer Database Profile Maintenance window 116, 244Customer Database Type Maintenance window 244Customer Display window 54customer information window

enabling 261customer lookup

browser 266customer records 243

DData Capture tab

User Defined Transaction Maintenance window 199data tables 9, 108databases

Configurator 10, 11defining customer profile 116extended fields

see extended customer fields

see extended PLU fields

installation 10-11date validation 290

attach records to profile prompt 290item authentication purposes 290mask type 290records 290setting up 290

defaults

login 14User ID 14

deferred payment. see pending transactions

define

basic tender information 109custom menus 36customer database profiles 116export file formats 94extended PLU fields 95keyboards 29, 30methods of payment 107PLU configurations 82PLU cross references 92print options 74quick menus 34regions 285security options 74standard menus 32stores 285tenders for exchange 121

denomination groups (Code Maintenance) 285Department Maintenance window 227

General tab 228Print Options tab 229Tax tab 229

department table 230department/class tax table 147departments. see product hierarchies

deposit options

setting 237

disable post void 123Discount Maintenance window 210

General tab 211Taxes tab 217

discount rules

inclusion/exclusion 221discounts

authority levels 211cashier prompts 217create 210definition 210employee 169general options 211itemizers 88, 212keyboard description 211preset amount 212pricing parameters 212, 213promotion

create 210itemizer options 212preset dollar amount options 212printer options 216prompt options 217security features options 211signature line options 216slip printer options 216validation line options 216

quick menu 211receipt printing options 216setting up 210tax 147, 217Tax tab options 217type list (Code Maintenance) 285

DOS thin clients 298setting options 298

drag and drop window

MGR/POS Function 33drop-down lists

Customer Database Profile 116parameters 285

EEAN (barcode numbering format) 99edit mask (Code Maintenance) 285edit mask.see masks

embedded price labels 99employee

authority levels 20discount 169position (store positions) 273position database 273profiles 272

shift schedules 272shifts 275verifying clock in/out times 273

employee records

create 269discount information 271

332

employee position 273employee profile 272maintaining 269modify 269options 269

employee sales or transactions

applying discounts 169define options 274manager code 169

Employee/Supervisor tab

Register Parameters Maintenance window 273encrypted reference numbers 315

components 316create 315encode number 316encryption activities 315Encryption Maintenance window 315keys 316print on receipt 317scrambled number 317

encryption

algorithms 315Encryption Maintenance window 315encryption. see encrypted reference numbers

end-of-day

configuring 239general parameters 239Poll/Peripherals tab register parameters 241polling communications options 241procedures 235, 239Register Parameter Maintenance window 239terminal exception and error response 79

Entry/Reporting tab

Register Parameter Maintenance window 47error response definition

store open and close 79Exception/Response Maintenance window 79exiting the Configurator 13Export File Maintenance window 94export files

ASCII masks 94assign attributes 94assign names 94define format 94extended PLUs 94file formats 94format 94formatting PLU files 93identify files 94locations 94parameters 93PLU Export File Maintenance window 93PLU files 94PLUs 93set information 94to third-party applications 93, 94XPS server 93

extended customer fields 96create fields for customer records 292

database 247option 293option details 293option types 293setting options 292, 293

Extended Customer Fields Maintenance window 96, 247extended field options

customer and PLUs 292extended PLU fields

accessing 95create fields for PLU records 292, 293database 95defining 95exporting file formats 94Extended PLU Field Maintenance window 95field types 96-97options 96setting options 292, 293Store Manager 95using 95

Extended PLU Fields Maintenance window 95, 96external components

loyalty programs 253external components (Code Maintenance) 285

Ffields

Bar Code Format 97extended 292extended customer 96, 292extended PLUs 96, 292for batch management 104PLUs 96set permissions 23, 27user-defined 292

File Conversion window 277file formats

define 94export 94

flags

control 89user 89

float options 238Function Maintenance window. see Manager/POS Function

Maintenance window

functions

permissions 23

GGeneral tab

Auto Generate Reference Maintenance window 70Department Maintenance window 228Discount Maintenance window 211Manager/POS Function Maintenance window 73, 255PLU Maintenance window 84, 89Policy Maintenance window 60Profile Prompt Maintenance window 55

333

Register Parameters Maintenance window 239Tax Maintenance window 148Tender Maintenance window 109User Defined Transaction Maintenance window 205

generating reference numbers 70 see also reference numbers

at POS terminal 70at server 70

generic print

criteria configuration 69generic print options 295

automatic printing 297create print document 67managing 295physical properties 68processing rules 68receipt 66

see also receipts

getting started 13gift card

balance inquiry hotkey 136gift cards 131

configuring 131, 132define non merchandise 132denominated 135link to tender menu 135new denominations group 135non-denominated 134validation (check digit) 294voucher 131voucher definitions 132

glossary 323Group Setup window 20, 21grouped items for PLU (linked items) 90groups. see product hierarchies

Hhead office polling modems 295, 296head office user 20, 21headers

receipts 60, 63heartbeat interval 303hierarchies. see product hierarchies

IID number and manager code 73Identify Gift Card function 286inclusion/exclusion rules 221indication required validation 115initializing windows

Window Authority Settings window 24installing

Configurator 10database 10-11

inventory 176count sheet settings 175

item authentication

date validation 290item entry

control (barcodes) 97validation (check digit options) 294

item entry control 286barcodes 98mask settings 290prefix mask 290suffix mask 290translation mask 290

Item Entry Control Maintenance window 98, 99barcode parameters 98

Item Entry Maintenance window 87Item Grouping Maintenance window 204item menu 31item numbers

configuring for item entry prompt

98configuring for scanning 98

itemizers 88 see also PLU pricing parameters

for discounts 88, 212restricted tender types 89to restrict payment options 89

Jjournal 43

options 45jurisdiction

tax 147

KKeyboard Maintenance window 30keyboards 295, 296

attaching PLU 31configuring 295, 296define 29defining attributes 30discount description 211key description field 285

LLaunch Application Maintenance window 321layaway sales or transactions 138, 169

see also pending transactions

link

items under one PLU 90, 91PLU pricing schemes (cross reference PLUs) 92tax to transactions or items 147

literals files 291backoffice 291backoffice prompt messages 284modify 291pending transactions with multiple payments 138POS 285

loan options

334

setting 237local files

rebuilding at Xpress Server 278logging in 14login default 14logos (printing receipts) 63Loyalty Program Eligibility Maintenance window 251Loyalty Program Maintenance window 249loyalty programs 248

Allegiance. see Allegiance component

converting data 257create manager code for reports 255customer identifier 258customer transactions 249define 249discount (points redemption) table 254downloading data 257eligibility 251eligibility definition enhanced features options 251eligibility definition options 251external components 253, 257information types 250Loyalty Program Eligibility Maintenance window 251Loyalty Program Maintenance window 249Manager/POS Function Maintenance window 254points redemption (discount) table 254profile prompt for redemption 254register parameters 252store set-up 249threshold amounts 248tracking ID 250

Mmain menus 31maintenance windows 15-??

buttons 16record management 17tabs 16

Manager Code 346 (loyalty programs reports) 255manager codes 73

and user-defined transaction IDs 73attaching to barcodes 97defining 73, 310employee transactions 169for user-defined transactions 193table 285user-defined transactions 195voucher 134

Manager/POS Function Maintenance window 72, 254General tab 73, 255Print Options tab 74security options 74settings 72

manager/POS functions 72choice list 78choice type 78data capture

choice type 78

customer database 78profile prompts 78

database options 78define and modify information 73print options 74profile prompts 78security options 74

manufacturer’s coupons 142mask settings 290

item entry control 290Masking credit card numbers 58masks 71, 285

date validation 290export files as ASCII 94type 290

menus

attaching to a store 38custom 36quick 34setting up 31standard 31

item 31main 31tender 31

methods of payment

see also tender

define 107MGR/POS Function (Drag & Drop) window 33MICR

activate reading 116check options 116

Min/Max Digits tab

Register Parameter Maintenance window 48minimum deposit for pending transaction 140mix match pricing 218mix match promotion

create 219features 218flags 220MixMatch Maintenance window 218multiple quantity pricing 221PLUs 219, 220, 221recalculate promotions and discounts 219

MixMatch Maintenance window 218modem list (Code Maintenance) 285modems 285, 295

authorization modems (dial out) 295configuring 295connect messages 285head office polling (convey information) 295string commands for credit authorization 295string commands for head office polling 296

monitoring

primary and backup servers 303multiple-choice display options

setting up 59multiple-choice register display option

see also cashier choices 59

335

Nnavigation system 14Negative File Maintenance window 127negative files

create entries 128Non Merchandise Maintenance window 157non-cash payment 107non-merchandise transaction-related tables 157non-merchandise transactions

authority levels 161authorization levels 167bank card information 166behavior options 159cashier prompts

amount prompts 164creating accounting entries 157define 158gift cards. see gift cards

pending 159 see also pending transactions 159

preset dollar amount 160print options

print style details 163receipts 161sales slip 162service fee 161signature and policy line 162validation and void validation 163validation text 162

profile prompts 163 see also profile prompts; cashier prompts

security features 161service fee 161set cashier prompts 164tables 157tax 147tax options 169with sale 159

NSC 2 (barcode numbering format) 99numbering formats

barcodes 99

Ppackage quantity 93packaging weights (tare weights) 103password 282passwords

assigning 14length 48

payment

see tender

deferred. see pending transactions

payment parameters (pending transactions) 139Payment Schedule Maintenance window 76, 140payment schedules (pending transactions) 140pending transactions 169

Advanced tab options 172

Basic tab options 139, 171behavior options 172business days 141cancellation fees 140, 170, 173Cash on Delivery (COD) 138configuring 139, 169customer database 170customer database options 171customer records 243define 169description options 173finance charges 141general options 169, 171general payment options 140layaway 138, 169min/max number of payments 141minimum deposit 140payment 140, 141

parameters 139plans 139start options 141

payment schedule 140, 141, 169Payment Schedule Maintenance window 140Pending Transactions Maintenance window 138, 169percent of balance payment option 141service charges 139, 173setting multiple payment options in the literals file 138setting parameters 139, 172

pending transactions and barcodes 173Pending Transactions Maintenance window 138-140, 169

Advanced tab 139, 172Basic tab 171

pending transactions pickup 173pending transactions table 138peripheral tables

user-defined transactions 72peripherals 295, 296

configuring 295polling 49

permissions 19, 23, 315authority groups

buttons 24, 25, 26fields 27tabs 25

customizing 23fields 23functions 23Group Setup window 21initializing windows

Window Authority Settings window 24quick permissions

buttons 24, 25, 26fields in a window 28

Quick Permissions function 24setup permissions

buttons 24, 25, 26fields in a window 27maintenance window fields 27tabs 25

336

Setup Permissions function 24user access 23Window Authority Settings window 24

PLU (Price Look-Up) 81PLU configuration 81-105

define 82fields 83

see also PLU fields

modify 82PLU Configuration Maintenance window 82PLU Cross Reference Maintenance window 92PLU Export File Maintenance window 93PLU fields

see also extended PLU fields

defining entries 96extended 95length 82modify 95type definitions 96

PLU file 81, 100, 147configuring settings 100itemizers 88settings 100tax options 84, 88

see also PLU pricing parameters

PLU File Maintenance window 100PLU files

barcodes 100PLU flags 89PLU Link Item Maintenance window 90PLU link items 91PLU Maintenance window 84-90

Additional Info tab 84, 89, 90General tab 84, 85, 89Taxes and Itemizers tab 88

PLU price management tables 81PLU pricing parameters 84, 207

additional information 86allow exchange 89barcodes 86, 100check digit option 87control flags 89cross reference 92general options 85item entry control 87Item Entry Maintenance window 87itemizers 84, 88, 89

see also itemizers

label format 86overrides 87PLU Maintenance window 84-86, 88, 89price batch parameters 104prompting for price 85register display 87Register Parameters Maintenance window 87setting prices 85

for user-defined transactions 87tare weights 89, 103tax 84, 88, 89

User Defined Transaction Maintenance window 87user flags 89

PLU quantity/level pricing 222create 223

PLU Quantity/Level Pricing Maintenance window 222, 223PLU quantity/level pricing promotion 222

create 223PLU Quantity/Level Pricing Maintenance window 222PLUs 223

PLUs

applying taxes 89assigning user flags 89attaching to a custom menu 38attaching to keyboard 31attribute display in Store Manager 105Bar Code Maintenance window 97barcodes 100batch management 104

Store Manager 104Batch Management Maintenance window 104categories 225

see also product hierarchies

classification group types 225 see also product hierarchies 225

configuration 81-105 see also PLU configuration

control flags 89cross references

create 92define 92

departments. see product hierarchies

edit attributes at store level 105entry

create 105Export File Maintenance window 93extended fields 95, 292, 293

see also extended PLU fields

Extended PLU Field Maintenance window 95field types 96file settings 100

see also PLU file

for grouped items (linked items) 90formatting export information 93groups 225


Item Entry Control Maintenance window 98Item Entry Maintenance window 87Keyboard Maintenance window 31link items 90

see also link

linking (cross reference) 90managing 81mix match pricing 219, 220, 221PLU Configuration Maintenance window 82PLU Cross Reference Maintenance window 92PLU Link Item Maintenance window 90PLU Maintenance window 84PLU quantity/level pricing promotion 223price batch management 104

337

pricing. see PLU pricing parameters

product hierarchies. see product hierarchies

Product Hierarchy window 225quick entry 105Quick PLU Entry Maintenance window 105Register Parameters Maintenance window 87Tare Weight Maintenance window 103tax. see PLU pricing parameters; tax

Taxes and Itemizers tab 88third-party applications 93, 94update multiple. see batch management

User Defined Transaction Maintenance window 87user flags 89, 225, 231


using 81, 84variable weight barcodes 99

points redemption (loyalty programs) 254policy lines 76

define output 60input text 62printing options 114

Policy Maintenance window

General tab 60policy text on receipts

see also policy lines 60Poll/Peripherals tab

Register Parameters Maintenance window 241polling

end of day 241modem list 285peripheral devices 49

Polling Options tab

Register Parameter Maintenance window 49POS

codes 285configurations 278

converting 278exporting 278

functions 72functions (Code Maintenance) 285journal options 43, 45literals files 285, 291parameter files

converting 277exporting 277managing 277

reports 285POS literals (Code Maintenance) 285POS reports. see terminal reports

POS terminal

as Allegiance kiosk 257settings 258

Auto Generate Reference Maintenance window 70cash drawer

assign to cashier 53options 111

cashier choices for register fields 59 see also cashier choices

cashier login to multiple terminals 52

Choice Maintenance window 59Custom Menu Maintenance window 36Custom Menu Names window 36Custom Menu Store Maintenance window 38customer display messages 53

see also register display

end-of-day setup 239 see also end-of-day

entries 46validation files 126, 127

entry parameters 47entry validation (check digit options) 294Entry/Reporting tab 46error response 79exception response 79Exception/Response Maintenance window 79item entry options 47Keyboard Maintenance window 29manager codes 73manager functions 72Non Merchandise Maintenance window 157non-merchandise transactions 158parameters

setting up loyalty program 252settings 99

performance on item entry 46polling options 49Polling Options tab 49Print Options tab 74profile prompt line options 56Profile Prompt Maintenance window 55Quick Menu Maintenance window 34Receipt Logos options 63Receipt Options tab 43Register Parameters Search window 54reporting features 48sale authority 48security settings

access manager functions 74department sale authority 48discount authorization levels 211non-merchandise transaction authority levels 161tender options 111

Standard Menu Maintenance window 32POS terminal reports list. see terminal reports

POS Xpress

and the Configurator 9POS.ini file 10

use with Configurator 10POS/MGR function (Code Maintenance) 285Positive File Maintenance window 126positive files

create entries 127for tender or transaction validation 126

post void options 123Post Void tab

Tender Maintenance window 123prefix mask 290price batch management parameters 104

338

price look-up. see PLU

price reduction

types 207price-to-quantity pricing schemes. see mix match promotion

pricing 84 see also PLU pricing parameters; tender; transactions;

promotions

departments 228discounts rules 212mix match 218parameters 84, 87promotions options 209setting up 84

pricing parameters

user-defined transactions 196primary server monitoring 303Print Lines Maintenance window 61print options 74

see also generic print criteria

define 74policy line 114policy lines 76receipts 75, 113

see also receipts

reissue message 115signature lines 76, 114slips 76, 114tender 113validation message 114validations 75, 76, 114

Print Options tab

Auto Generate Reference Maintenance window 72Department Maintenance window 229Manager/POS Function Maintenance window 74Tax Maintenance window 151Tender Maintenance window 113

printing

on checks 116product hierarchies 225

categories 226create 226

Department Maintenance window 226department table 230departments 226

authorization levels 228controlling fields 230creating 226, 227department fields behavior options 231fields 230General options tab 228item pricing and policy options 228PLUs 228pricing options 228print options 229Print Options tab 229register-related options 228select table definition for fields 230setting up 225, 226setting Use Department Info 230

tax 229Tax tab options 229unit-of-product related options 228

groups 225attach to category 226create 226setting up 226

levels 226setting up 225Use Department Info Maintenance window 230user flags 231

creating 232deleting 232setting up 231

Product Hierarchy window 226profile options. see customer database: profile prompts

Profile Prompt Maintenance window 55-56General tab 55Prompt Lines tab 56

profile prompts 55, 78 see also customer database; cashier prompts

Choice Maintenance window 59discount promotions 217field choices 59

see also cashier choices

for display at register 116 see also cashier prompts

Manager/POS Function Maintenance window 78masking credit card numbers 58non-merchandise transactions 163print options 56Profile Prompt Maintenance window 55prompt behavior 56prompt line options 56second profile prompt trigger 116select 116tender key 116Tender Maintenance window 116

Promotion Item Maintenance window 207, 224promotions 207

coupons. see coupons

mix match pricing. see mix match promotion 218parameters

create 208criteria options 209customer records 243definitions display 207features 207general options 208items options 208list items 207period options 208price reduction options 207pricing method options 209pricing method types 207setting up 207simultaneous 207store-specific 207timed 207

339

PLU quantity/level pricing see PLU quantity/level pricing

promotion

pricing schemes 207Promotion Item Maintenance window 207

Prompt Lines tab

Profile Prompt Maintenance window 56

QQuick Credit 310

No Of Retries 310No. Of Phone Numbers 310online application 305, 310Profile Prompt Maintenance 310

Quick Menu Maintenance window 34quick menus 34

attaching a function 35attaching to standard menus 35create 34discounts 211

Quick Permissions 24, 27buttons 25, 26fields 27fields in a window 28

Quick Permissions function 24Quick PLU Entry Maintenance window 105

Rradio buttons

setting permissions 26random weight barcodes 99real time trickle 178real time trickle process 193

encryption 282real time trickle to XML format 50rebuilding local files after EOD 278Receipt Options tab

Register Parameters Maintenance window 43receipts

additional text 60, 74, 76 see also receipts, printed information

barcodes 97, 99create print document 67define items to print on cash receipt 67discount promotion printing options 216encrypted reference numbers 317headers and trailers 63non-transaction merchandise 161options 44print options 74, 75, 113printed information 43, 63printing barcodes 99printing recipes on 64receipt logos 63show total saved options 46validation printing options 74

recipes

printing on receipts 64

record

create 17records

batch management 104copy existing 18create 17customer 243date validation 290

attach to profile prompt 290employee 169employee. see employee records

manage 17modify 19open existing 18open new 18search 19search for existing 19vendor. see vendor records

reference numbers 315automatic generation 70customer number 71encrypting. see encrypted reference numbers

encryption 316generating 70items 70mask 71print options 72requirements 71tenders 70transactions 70user-defined transactions 70using 70validation 126, 127validation (check digit) 72

region (Code Maintenance) 285Region Maintenance window 232regions

Region Maintenance window 232tax parameters 147

register display 53cashier prompts for checks 116configuring 53customer profile prompts 116sale authority 48

Register Parameter Search window (customer displays) 54Register Parameters Maintenance window 63, 87, ??-242

Entry/Reporting tab 47General tab 239Min/Max Digits tab 48Poll/Peripherals tab 241Polling Options tab 49Receipt Options tab 43

reissue messages

printing options 115reissue tender 121

define 122threshold amount 122

reporting period

length 46

340

reports. see terminal reports

restricting tender types for items

itemizers 88return transactions

authorization levels 181configuring 178create 179PLUs 180

returns

cross-border 204

Ssafes

configuring 239management options 239tender management 112transfer authority 239transfer cash 239

scanners 295configuring 295

search windows 14buttons 15search options 15Standard Menu 31

security

employee settings, auditing 284password 282

security settings

access manager functions 74department sale authority 48discount transactions authorization levels 211manager functions 74non-merchandise transaction authority levels 161tender options 111

send sale (direct delivery) transactions 200send sale transactions 200

features 200Item Grouping Maintenance window 204linking item grouping record to user-defined

transaction 205linking user-defined transaction to manager code 206setting up definition 201setting up definition in group item table 204User Defined Transaction Maintenance window 205

service charges for pending transaction 139service product 157Setup Permissions 24, 25, 27

buttons 24, 25, 26fields 27fields in a window 27

Setup Permissions function 24shift schedules

employee profiles 272signature capture device

profile prompts for 57signature lines 76

see also receipts; generic print options

non-merchandise transactions 162

printing options 114setting display options 61

slips

see also receipts; generic print options

non-merchandise transaction options 162print options 76, 114

Standard Menu Maintenance window 31, 32Standard Menu Search window 31standard menus

adding a function 33create 31define 32type

item 31, 36main 31, 36tender 31

starting the Configurator 13Store manager

PLU attribute screen display 105store policies

printing 60store policy displays 60store valued cards. see gift cards

store-issued tender types 131stores

attaching menus 38Code Maintenance options 285exception and error responses when opening 79setting up 249specific promotions 207

suffix mask 290

Ttables

configuring POS options 284data 108department 230for tender configuration 108non-merchandise transactions

related 157PLU price management 81tax 148Tender Setup 107tender-related 108updating 284

tabs

authority groups 25permissions 25, 27setting permissions 25

Tare Weight Maintenance window 103tare weights

configuring 103create 103modify 103

tax 147back out tab 122define tax 147department/class table 147

341

discount 147, 217flat 147general options 149identification number

assign 151identification numbers 151jurisdiction 147link transactions or items 147non-merchandise transactions 147, 169PLU file 88, 147PLUs 89

see also PLU pricing parameters

print options 151Print Options tab 151regional parameters 147stepped tax 147, 152

rate ranges 152rates 152values 152

tables 147tax descriptions 151tax jurisdiction and policy option 150Tax Maintenance window 147tax options 147tax region number 150Tax Steps options tab 152tax threshold options 150types

discount 217print options 151

user-defined transactions 200value-added tax (VAT) options 150

Tax Maintenance window 147, 148General tab 148Print Options tab 151Tax Steps tab 152

Tax Steps tab

Tax Maintenance window 152Tax tab

Department Maintenance window 229Discount Maintenance window 217

Taxes and Itemizers tab

PLU Maintenance window 88tender 107

attaching barcodes 97authorizations 117back out tax 122Back Out Tax tab options 122bank card

decline 118options 117transactions 117

behaviors 110cash drawer options 111cash management 109

options 112check

options 116printing options 116

check flipping 116coupons 142

see also coupons

Coupons window 142credit card decline 118currency exchange 110customer database 116customer profile prompts 116data capture check options 116Data Capture tab 115Data Capture-Bank tab options 117data tables 108deferred payment transactions (pending transactions) 138define for reissue 122defining basic information 109denominations 135

link to tender menu 135options 111

disable void option 123enable void option 123exchange 121

define 121options 121

general options 109gift card denominations group 135gift cards

denominated 135non-denominated 134

itemizers. see itemizers

menu 31tender denomination 135

MICR check reading/writing 116Negative File Maintenance window 127payment schedules 112, 140pending transaction payment plans 139pending transactions 138

see also pending transactions

Pending Transactions Maintenance window 138policies options 112Positive File Maintenance window 126positive files

see also positive files

Post Void tab options 123post voids 123print options 113Print Options tab 113profile prompts 115, 116

see also profile prompts 115options 116

receipts 113, 114reference numbers 117

validation 126, 127refund 110reissue 121reissue messages 115reissue tender parameters 121safe management 112sales slips 114security options 111

342

setting basic information 109store-issued 131Tender Exchange tab options 121tender reissue define 122tender reissue threshold amount 122tender setup options 108Tender Setup table 107types 108

create 108manage 108

validation

negative file 127validation messages on receipts 114void options 123voucher. see voucher

Tender Exchange tab

Tender Maintenance window 121Tender Maintenance window ??-123

Back Out Tax tab 122General tab 109Post Void tab 123Print Options tab 113Tender Exchange tab 121

Tender Management window 107Tender Setup table 107tender-related tables 108Terminal Report List 297

accessing 297create 297

Terminal Report Maintenance window 297accessing 297

terminal reports 297automatic printing 297create 298generate 297modify 298

terminal reports (Code Maintenance) 285thin client options 298third party cards

configuring activation of 137third-party applications 321

and PLUs 94define launch parameters 322Launch Application Maintenance window 321launching 321

Tlog 50trailers

receipts 60, 63transactions

cash 112coupon 224deposit at POS 239employee 169exceptional 157mix match promotion 218non-merchandise 157pending 169PLU quantity/level pricing 222, 223returns 178

send sale (direct delivery) 200service product 157types 157user-defined 193

translation mask 290Transport permit

controlled inventory 70transportation permits for controlled inventory 176

UUDT. see user-defined transactions

UPC barcode numbering format 99UPC value codes for coupons 142Use Department Info Maintenance window 230user access 22

enabling 22permissions 23User Access Maintenance window 22

user access group 22add user 23define 22delete user 23delete user information 23head office user 23modify user information 23

User Access Maintenance window 22, 23User Defined Transaction Maintenance window 87

Data Capture tab 199General tab 205

user flags 89 see also product hierarchies

User Flags Setup window 231user ID

default 14user names

assigning 14user-defined fields 292user-defined transactions 73, 193, 205

create 194link to manager codes 195peripheral tables 72PLUs 195, 196price method 196printing a POS summary receipt 197reference numbers 199send sale 206tax 200type 195validation files 198

users

see also user access

add 23delete 23modify 23

Vvalidating POS entries 126, 127

343

validation

for reference numbers

using negative files 127using positive files 126

indicating requirement 115non-transaction merchandise receipt 162reference numbers 126

validation lines (receipts) 76, 114 see also receipts; generic print options

message printing options 114printing options 74, 114standard components 114

validation messages

non-merchandise transaction options 163variable weight barcode 99, 100vendor records 275

create 275options 269pricing offers 275

verify for bank deposit 112voucher 131

see also gift cards 131definitions 132link to manager codes 134

voucher agents (Code Maintenance) 286

Wweb browser 298web orders 192weights

packaging or container (tare weight) 103window

Authority Settings 24Auto Generate Reference Maintenance 70-72Backoffice Literals 292Bar Code Maintenance 97-98Batch Management Maintenance 104Choice Maintenance 59Code Maintenance 284Coupons 142, 224Custom Menu (Item) Maintenance 36Custom Menu Maintenance 37Custom Menu Names 36Custom Menu Store Maintenance 38Customer Database Option Maintenance 244Customer Database Profile Maintenance 116, 244Customer Database Type Maintenance 244Customer Display 54Department Maintenance 227Discount Maintenance 210Encryption Maintenance 315Exception/Response 79Export File Maintenance 94Extended Customer Fields Maintenance 96, 247Extended PLU Fields Maintenance 95, 96File Conversion 277Group Setup 20, 21Item Entry Control Maintenance 98, 99

Item Entry Maintenance 87Item Grouping Maintenance 204Keyboard Maintenance 30Launch Application Maintenance 321Loyalty Program Eligibility Maintenance 251Loyalty Program Maintenance 249Manager/POS Function Maintenance 72-78, 254MixMatch Maintenance 218Negative File Maintenance 127Non Merchandise Maintenance 157Payment Schedule Maintenance 76, 140Pending Transactions Maintenance 138-140, 169PLU Configuration Maintenance 82PLU Cross Reference Maintenance 92PLU Export File Maintenance 93PLU File Maintenance 100PLU Link Item Maintenance 90PLU Maintenance 84-90PLU Quantity/Level Pricing Maintenance 222, 223Policy Maintenance 60-62POS Literals 291Positive File Maintenance 126Print Lines Maintenance 61Product Hierarchy 226Profile Prompt Maintenance 55-56Promotion Item Maintenance 207Promotion Item Maintenance window 224Quick Menu Maintenance 34Quick PLU Entry Maintenance 105Region Maintenance 232Register Parameter Search (customer displays) 54Register Parameters Maintenance 63, 87, ??-242Standard Menu Maintenance 31, 32Tare Weight Maintenance 103Tax Maintenance 147, 148Tender Maintenance ??-123Tender Management 107Terminal Report Maintenance 297Use Department Info Maintenance 230User Access Maintenance 22, 23User Defined Transaction Maintenance 87User Flags Setup 231

Window Authority Settings window 24windows

drag and drop 33

XXpress Server 95XPS server 93, 248, 257

344

sap pos - transactionware™ gm version 9.5 configurator user guide

Software