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Keeping Up With Technology

Training and Reference Manual

Volume

3

K E E P I N G U P W I T H T E C H N O L O G Y

Training and Reference Manual

Sale Control Systems Box 662 • Okotoks, Alberta • T1S 1A8

Phone 403-510-7017 • Fax 403-938-5085 Edmonton Alberta Phone 780-701-2675

www.posal.com

http://www.posal.com/

Table of Contents

Five files you need to have set up in order to run your new POSAL system_________________ - 1 -

The Salesperson File__________________________________________________________________ - 2 -

The Vendor File _____________________________________________________________________ - 3 -

The Category File ____________________________________________________________________ - 4 -

The Customer File ___________________________________________________________________ - 5 -

The Inventory Table__________________________________________________________________ - 6 -

Purchasing Stock From Suppliers _________________________________________________ - 8 -

Purchasing Procedures ______________________________________________________________ - 10 -

Day End Procedures ___________________________________________________________ - 19 -

Extended Features of APSW – Inventory Features ___________________________________ - 23 -

Entering On Hand Values – Opening or Year End Counts _________________________________ - 24 -

Putting Product on Sale ______________________________________________________________ - 26 -

Retail Price Changes ________________________________________________________________ - 27 -

Automatic Package Splitting __________________________________________________________ - 28 -

Change Inventory By Range __________________________________________________________ - 30 -

Inventory Reports___________________________________________________________________ - 31 -

Extended Features of APSW – Selling Features _____________________________________ - 32 -

Payment Code File __________________________________________________________________ - 33 -

Browse Signed on Clerks _____________________________________________________________ - 34 -

Sales Reports_______________________________________________________________________ - 35 -

Transaction Browse _________________________________________________________________ - 36 -

Extended Features of APSW – System Features _____________________________________ - 37 -

Favorites __________________________________________________________________________ - 38 -

Activity Log________________________________________________________________________ - 39 -

Label Design _______________________________________________________________________ - 39 -

The Point of Sale ______________________________________________________________ - 40 -

The POSALRW program (POS)_______________________________________________________ - 41 -

Sales Order Entry (SOE) _____________________________________________________________ - 49 -

Common Errors in Stock Receiving _______________________________________________ - 51 -

Ordering Methods _____________________________________________________________ - 53 -

Putting Your Registers On and Off Line____________________________________________ - 57 -

Regular Register Maintenance ___________________________________________________ - 59 -

Trouble Shooting on POS Registers _______________________________________________ - 60 -

POS program will not run ____________________________________________________________ - 60 -

POS register will not go on line________________________________________________________ - 61 -

Filtered Reports – Creating a Filtered Report _______________________________________ - 63 -

Index _______________________________________________________________________________ 67

Chapter

1 T R A I N I N G M A N U A L

Five files you need to have set up in order to run your new POSAL system The POSAL system includes countless features to help you control your inventory and save money. In this chapter, you will learn the basic files that you will need to have set up in order to run the basic features of the POSAL system.

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW Program. On Line Help is context sensitive. If you need help on a certain entry box, place the cursor in the box and press F1. For general help, press F1

when there are no applications open within the system.

T Using the icons These icons will appear throughout the manual to help you find the information that you are looking for.

To begin, Open the APSW program by double clicking on the APSW icon. Enter your user name and password, and click OK.

- 1 -

I C O N K E Y

Don’t forget! Quick Steps Click Here Keyboard Button

T R A I N I N G M A N U A L

The Salesperson File Every Employee that will have access to the system, for any reason, needs to be entered in the salesperson file.

- 2 -

Quick Steps 1. Open the Salesperson file by clicking on

Modules

System Maintenance

Salesperson Maintenance

Click INSERT to enter a new salesperson.

2. Enter the following information

A.. Code

B.. Name

C.. Password

D. Security Level

Click OK when you have entered the information.


The Vendor File The Vendor File is where you keep information for the companies that you purchase products from. You must have it set up properly to receive inventory properly.

●Click on the HELP button or press F1 to learn how to set up your tax flags correctly.

● If the tax flags are not set up properly, you will not be receiving your inventory properly.

- 3 -

Quick Steps 1. Open the vendor file by clicking on

Modules

Inventory Maintenance

Vendor Maintenance

. Click INSERT to enter a new Vendor.


A. Number

B. Name

C. Flags – The flags are located on the DEFAULTS tab. They are

i. Tax In

ii. Deposit In

iii. Case Price

iv. Extended Price



The Category File The Category File records the main categories that you will group your inventory into. These categories can be broken down even further in the Inventory File.

●If you are unsure what to enter into an entry box, place your curser in the box and then press F1 on the keyboard. This will bring up the help file, with information on that entry box..

- 4 -

Quick Steps 1. Open the category file by clicking on

Modules

Inventory Maintenance

. Category Maintenance

. Click INSERT to enter a new category.


A. Code

B. Description



The Customer File The Customer File contains information about the specific customers that purchase product from you. You can use this file to keep track of their information. Once you have the customer entered into the file, you are then able to track all of the sales made to that customer. You may also choose to give your customer’s discounts, by entering the discount in this file.

●If you are unsure what to enter into an entry box, place your curser in the box and then press F1 on the keyboard. This will bring up the help file with information on that entry box.

● Account Numbers can NEVER be changed once they are used to sell product to a customer!

- 5 -

Note You can also use the Customer file to create generic discounts that you may want to give to customers, like employee discounts.


Modules

Customer Control

Customer Maintenance

Click INSERT to enter a new customer.


A. Account Number

B. Store

C. Name

D. Discount Code



The Inventory Table

The Inventory Table contains information with regards to the product that you sell in your store. You will use this table to look up and reference each individual item. Set up in the inventory table can be very extensive to allow for many extra features. This section will show you how to set up the basic information that you need entered in order to track an item in your inventory.

- 6 -

Note The inventory Table can also be accessed by clicking on the picture of a file folder in the tool bar.


. Modules

. Inventory Maintenance

. Inventory Table

Click INSERT to enter a new item


A. Item Number

B. Description

C. Category

D. Size

E. UPC code (for scanning purposes)

F. Case Quantity

G. Bottle Deposit (if applicable)

Click STORE INFORMATION when you have entered the information.

Continued…


●All other entries in the Inventory Master File are not necessary for basic operation of your system, however filling in the information will increase the number of functions that you may carry out with the POSAL system.

● To find out more information about the individual entry boxes, place the cursor in any entry box, and press F1.

- 7 -

Continuing from page 6…

3. After clicking Store Information, enter the following information

H. Retail Price

I. Unit Cost

J. Last Ordered Cost

K. Tax Flags (Y or N)

L. Reorder Vendor


Click OK again to save the general information.

Chapter

2 T R A I N I N G M A N U A L

Purchasing Stock From Suppliers The POSAL system has a very powerful stock receiving utility. It is extremely important that you are very familiar with this feature in order for your inventory to be tracked and reported correctly. This chapter will cover the steps for entering Purchase Orderings into your POSAL system, and trouble shooting common problems

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW Program. On Line Help is context sensitive. If you wish for help on a certain entry box, place the cursor in the box and press F1. For general help, press F1

when there are no application open within the system.

T Using the icons These icons will appear throughout the manual to help you find the information that you are looking for.

- 8 -

I C O N K E Y


P U R C H A S I N G P R O C E D U R E S

- 9 -

To begin, Open the APSW program by double clicking on the APSW icon. click OK. Enter your user name and password, and


- 10 -

Purchasing Procedures When you order new stock from your suppliers, it will need to be entered into your APSW program. There are 4 steps that need to be completed when entering your

em. These steps my be completed in any number of ways.

1. Creating yo

2. Sending your order to your suppliers

3. Updating y ith any changes

4. Updating your inventory

order into the syst

ur order

our order w


- 11 -

1. Cr ting Your Order ea

Quick Steps Choose one of the following two options for creating you

r order

B. Au matically Create 1. Enter the Automated Ordering Feature by clicking on i. odules ii ventory maintenance iii tock Receipts & Adjustments iv utomated Orders button 2. If an order has already been set up for you, skip to step 12, if not, continue to step 3. 3. Insert to create a new ordering method 4. En r a Code that you will use for this ordering method. 5. Enter the Description of this type of order.

to

M In S A

te

Continued…

A. Manually Create 1. Open Stock Receipts and Adjustmen by clickion i. Modules ii Inventory maintenance iii Stock Receipts & Adjustments 2. Click on Create New Order 3. Enter the Vendor Number that you orderfrom. 4. Click on the Details Tab. 5. Click Insert to begin entering the order. 6. Enter the Item Number (TAB), and esired Quantity. 7. Press Enter on the keyboard or click 8. Repeat steps 6 and 7 until all items youare entered.

ts ng

are ing

items on your

D

OK.

wish to order

Continued…

To get more instructions on what inform ation toput in an entrybox, place your curser in the box, and then press F1.

Tabs are always across the top of the file.

When entering the desired quantity, put in a number that your vendor will understand. If you order from your vendor in cases, then this will be the number of cases that you want.


- 12 -

… Automatically create Continued 6. Select an Ordering Method.

7. Enter the number of days supply that you would like

se.

k

ul e

d, click Select.

to

Ent would

15. Select the type of order. 16. Select where you would like the order sent to.

Continued…

to have on hand. 8. Select the number of days/weeks of history to u 9. Set the Calculation Method.

10. Select the Promotion Weight. 11. Once you have finished your order plan, clicOK. 12. Select the order plan that you wo d like to usfrom the list, by clicking on it. Once the plan is highlighte

13. Enter the store number that you would like order for, and click Accept Current Store. 14. er the Vendor Order Number that youlike to order from.

For a

detailed description of the ordering methods see “Ordering Methods” in the Appendix.

…Manually create continued 9. When finished enter items, click Cancel. 10. Click on the Receiving formation Tab to see the total value of the items that you have entered. 11. When you are finished loo at your order, you may close it by clicking OK r move to Section 2, Sending your Order to your suppliers.

End

In

king, o

If you are unsure of the vendor , ’s order numberrefer to your Vendor Maintenan der ce File, unInventory maintenance.

Most orders will be ORDER FROM SUPPLIERS. If you have a multi-store system then you may use TRANSFER FROM HEAD OFFICE. This entry must be filled out, or your order will not work properly.

If you would simply like to view the

order, then click on none. If you would like to view the order, and then have it sent directly to Stock Receipts and Adjustments, click on Purchase Order ?receiving.

If you are e ring your nte

order directly from an invoice, Skip to Section 4, ep 4. St


- 13 -

.

… Automatically Creating Continued

three entries are filled out, click OK

18. Your order will be shown on the screen. You may look over your order. To print your order, click on the printer in the upper left hand corner. If you do not wish to print your order, click on the red X in the upper left-hand corner of the screen. 19. If you chose PURCHASE ORDER RECEIVING, then your order is now in the Stock Receipts and Adjustments Table. The order you just created will be at the top of the list. To make changes to the order, highlight it, and then click on Change.

ls Tab to see all of the items

21. You can make changes by clicking Insert to

Delete to delete the highlighted to change the highlighted item.

the the total value of

er, you to

End

17. Once all

20. Click on the Detaion your order.

add a new item, item, or Change 22. On dified your order, click once you have mo Receiving Information Tab to see

er. your ord 23. When you are finished looking at your ord

se it by clicking OK, or movemay cloSection 2, sending your Order to your suppliers.



- 14 -

2. Sending Your Order to Yo iers ur Suppl

QuCho

ick Steps ose one of the following two options for Sending Your Order to Your Suppliers

A. Manually Send

7. Open Stock Receipts and Adjustments by

A. Modules B. Inventory Maintenance Stock Receipts and Adjustments

r that you would like to Change.

9. Click on the nt PO button. Your order

n the pi e of a printer your order.

End

B. Electronically Send 1. Open Sto Receipts and Adjustments by clicking

nd Adjustments 2. Hi light the order that you would like to

3. Cl n Place on Order. 4. Enter the name of the text file that you would

5. Cl6. Yo le in

the APSW folder on your computer.

End

clicking

C.8. Highlight the orde

print and then click

ck A. Modules B. Inventory Maintenance

C. Stock Receipts agh

send and then click Change. ick o

like to create. ick OK. ur order is now in the form of a text fi

You may now upload that text file to your vendor.

Pri

ctur to print

will now be displayed 10. Click o


- 15 -

3. Updating Your Order with Any Changes

uick Steps nce you receive yo order back from your suppliers, there may be changes that they have made to it.

Refer to your invoice when you receive it, to make the changes. You will need to look for changes to the Item Numbers, quantities, and invoice prices on your order. You may also change your retail price for each product at this stage. Choose one of the following two options for updating your order with any changes.

QO ur

A. Manually Update 1. Open Stock Receipts and Adjustments by clicking on i. Modules ii Inventory maintenaniii Stock Receipts & Adj nts 2. Highlight the order that click Change. 3. Click on the Details T . 4. Highlight an item that was not shipped, and click Delete. 5 Highlight an item that needs to be changed, and click Change. 6 Change the Received quantity and invoice price as needed. 7 Click OK.

Continued…

ce ustme

you would like to adjust and

ab

B. Electronically Update 1. Make sure that the file with your updated order is saved in the APSW folder on your computer. This file must be an .ORD file. 2. Open Stock Receipts and Adjustments by clicking on

ii Inventory maintenance iii Stock Receipts & Adjustments 3 Highlight the order that you would like to confirm and click Change. 4. Electronic Confirm. 5. Enter the name of the file that has your confirmed order in it. 6. Click OK. 7. The order will be uploaded into the APSW system. Click on the Details tab to view your order.

Continued…

i. Modules


If any error messages come up when you are confirmation your order, they are important. See “Electronic Confirming Errors“ in the Appendix.


- 16 -

…Manually Update Continued

8 Repeat steps 4-6 until all items that need changes have been changed. 9. Click Insert to add items to the order. Enter the Received Quantity, and Invoice Price. 10. Once all items match the invoice, you are ready to procedure to Section 4, Updating your Inventory.

End

… Automatically Create Continued 8. Your order is now uploaded, proceed to Section 4, Updating your Inventory.

End


- 17 -

4. Updating Your Inventory 4. Updating Your Inventory


- 17 -

Quick Steps ory file to receive your new order. Use the

A. Modules

B. Any Adjustments (credits) that you have been given

6. Compare the TAX total on this page with the total on your invoice. These totals should be very close (there may be round off differences). 7. Look at the discrepancy box. This figure should be minimal.

Continued…

There is only one method of updating your inventfollowing steps to receive your order into inventory.

1. Open Stock Receipts and Adjustments by clicking on

B. Inventory maintenance

C. Stock Receipts & Adjustments

2. Highlight the order that you would like to adjust and click Change. 3. Click on the Receiving Information tab.

4. Enter

A. Any Shipping Charges

C. The vendor Invoice number

D. The complete Invoice total

5. Check the Deposit total on this page (if applicable). It should match to the penny with the total on your invoice.


- 18 -

…Updating Your In

8. If the discrepancy is not minimal, or the TAX or Deposits are out, click on the List button errors with your order. Check the following on each item

a. Case Quantities

b. Tax

c. Bottle Deposit

d. Vendor N

e. Invoice P

9. At the bottom of charges, and adjustments.

10. Fix any errors on

11. Once the discrepancy is minimal, the bottle deposits match, and the Tax is similar, the order is ready to be posted.

12. Click on Post

13. A task selection

14. You may be asked “Are the shelf labels in the printer?’ If you have special paper for Shit in the printer now, and then click Yes. Labels will only be prone item.

15. You may be asked you have stick-on labspecify which row n gin your printing on. Enter it in the space provided, or leave the number at 1, an

16. New labels will on ged on east one item during receiving. If the labels display, click t them.

17. You may be asked “Have the labels printed correctly?” Click es to continue the receiving process.

18. The first receivin report will be displayed. Click on the picture of the Printer to print the report.

19. The second recei oth reports to the inv

20. You will be asked, “Have the reports printed correctly?” If you click Yes, your order will be posted into inventory. If you click No, the order will need to be posted again later.

End

ventory Continued

to find any

umber

rice

the list check the Total Cases and Order Total. This number is before shipping

the order and in the Inventory Table.

For further help with balancing your order see “Common Errors in Stock Receiving” in the Appendix.

Transactions to Update your inventory

list will appear. In most cases you will leave the default boxes checked and click OK.

elf Label Printing, put inted if you have changed the retail price on at least

els that you are printing on, you may “Starting Row Number?” Ifeumber you would like to b

d click OK.

ly display if the retail price was chanon the picture of a printer to prin

at l

Y

g

ving report will be displayed. Click on the picture of the Printer to print the report. Staple boice.


- 19 -

Day End Proc For each day that your store is open ll need to complete the Day End Procedures. These pr nt to ensure that your sales data is correct. Please fol .

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW

n Line Help is context sensitive. If you wish for help on a certain ace the cursor in the box and press F1. For general help, press F1

ere are no application open within the system.

appear nd the

.


eduresfor business you wiocedures are importalow them consistently

Program. Oentry box, pl

when th

Using the icons These icons will throughout the manual to help you fiinformation that you are looking for.

Chapter

3

T I C O N K E Y

Don’t forget! s Quick Step Click Here Keyboard Button


- 20 -

Day End Procedures Once you have completed a day’s transactions yoProcedures. Step 1 MUST be completed at the end of the day. Steps 2-4 may be

p to 3 days later. Any discrepancies found in your reports need to be addressed witSupp

u must complete your Day End

completed uhin 5 business days. To report discrepancies in your Sales reports call you

ort representative during regular business hours.

Quick Ste1. Z report

Each Register MUST print 1 Z report at the end of the day. To print a Z r

POS rt button on the POS k your reports that you print in the APSW program.

Do n

woul OS keyboard.

You do not need to print a Z report on registers that you did not use the POSALRW program for your sales during the day.

Continued…

ps

eport use your POSALRW (cash) program. On each register, when the

ALRW program is open, press the Z repoeyboard.. Use this report to compare to

ot press the Z report button more than one time in a day. If you

d like an intermittent report use the X report button on the P


- 21 -

…

2.

The Cash out allows you to compare that currency that you received from customers with your back office reports. You may do your cash out by C taller know which method you would like to use. To do your cash out you will need to

hecks, coupons, and Gift Cards that you Cashier /Register.

Debit, MasterCard, and Amex, that you each Cashier/Register. To do this, use your

To do your C he APSW program.

llar

Day End Procedures Continued

Cash Out

lerk or by Register. Let your ins

A. Count the Cash, cbrought in for each

B. Total up the Visa, brought in for Debit Machine reports.

ash Out use t

A. To open the Cash Out Table, click on the picture of a dosign that is located on the toolbar in the APSW program

B. Find the Clerk/Register that you would like to cash out in the list. Click on the name to highlight it.

C. Click on Do Cash Out.

D. A list of tenders that the Clerk/Register brought in will be listed. The total that the system calculated for each tender will also be listed. Click on a tender, and click Change.

E. Enter in the amount that you calculated that the Clerk/Register took in for that tender during that day.

F. Click OK.

Repeat steps D, E and F until all tenders have a counted amount entered.

H. Click Close.

I. Click Print to print a cash out report for this Clerk/Register.

J. Repeat Steps B through I for each Clerk/Register that took in sales for the day.

K. When finished all Clerks/Registers, click Close.

Continued…

G.


- 22 -

…Day End

3. Print Reports

The following reports need to be viewed for each day.

A. Tender Summary

Modules

B. Cash Register Management

like to print.

pare the totals on the Tender Summary and the Category Summary

ot need to print the register totals report. If you notice any problems with your reports call your support representative within 5business days your support re

balance tha

End

Procedures Continued

B. Category Summary

C. Register Totals.

To access these reports click

A.

C. Reports

D. The name of the report that you would

4. Check Totals

Comreport. They should match to the penny. Look at the Register Totals Report. It will show you the total from the Z report that you printed, and compare it to the total of sales that reached the back office. These numbers should be the same. If you are not using the POSALRW program to process your sales then you will n

business days. If you do not call within 5 presentative will no longer have access to t day. back up files to help


- 23 -

Extended Features of

The POSAL system has numerous features to simplify your work, and provide you with more information. This section describes features that involve maintaining your inventory. Th used extended features will be explained in this sect raining more specific to your store’s needs, please contac ms to schedule a training session.

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW Program. On Line Help is context sensitive. If you wish for help on a certain

ace the cursor in the box and press F1. For general help, press F1 plication open within the system.

Using the icons These icons will appear throughout the manual to help you find the information that you are looking for.

To begin, Open the APSW icon.

ssword, and click OK.

APSW – Inventory Features

e most commonly ion. If you require tt Sale Control Syste

entry box, plwhen there are no ap

program by double clicking on the APSW Enter your user name and pa

Chapter

4

T I C O N K E Y



- 24 -

Entering On Hand Values

After you hainven s for your

A. Have purchased an existing store

B. Are switching from another POS system

odic inventory count.

If you are opening a new store, you should enter your inventory on hands using the instructions in Chapter 2, Purc

– Opening or Year End Counts

ve completed the set up in chapter 1, you will be able to enter your tory on Hand values. You will use this feature to enter your On Hand Valueinventory if you:

C. Would like to do a year end or peri

hasing Stock from Suppliers.

Quick Steps 1. Print Physical Count Sheets

In the APSW program, click on

A. Modules

B. Inventory Maintenance

C. Physical Counts

D. Print Stock Count Sheets

A table will appear.,

E. Click on the name of the list that you would like to print

F. Do Function

The list of items to count will be displayed on the screen.

H. Click on the picture of a printer to print the list.

Continued….

If you don’t’ see the name of the list that you would like to print, go to the section entitled “Creating a Filtered Report.


- 25 -

…Entering On Hand Values Continued

2.

Once you have counted your on hand values, you will need to enter them into the APSW program.. To do this, click on:

A. Modules

B. Inventory M

C. Physical Co

D. Enter Stoc

A Stock Counts Table will appear.

E. Insert

ter the first Item Number that you have counted

er the Count for this item

to enter the next item

until all items have been en

ntered, you may print the var, by clicking on the buttons at the bottom o

that you ney.

End

Entering the Count into the computer

aintenance

unts

k Counts.

F. En

tered.

ious reports f the table.

ed, click on

G. Ent

H. OK.

I. Insert

J. Continue entering items

K. Once all counts are eavailable

L. Once you have printed all the reports Post Counts to update your inventor

Once you have encocoAPwill now keetrack of thatitem. If you sell one of the items that you have counted. The APSW program will take that into account when updati

tered the unt into the mputer, the SW program

p

ng your inventory.


Putting Product on SaleIf you wish to have a promotional price on

an item for a limited amount of time, you can use the Promotional Pricing section to create your Promotional sale.

ck Steps

1. Promotional Pricing

gram, click on

ules

ance

al Pricing

A table

new promotion.

Price Code that is linked to the item(s)

.

Time and End time if this promotion is only

ive.

End

Qui If you do not know the price code, you can look it up in the inventory Master File. Highlight the item that you would like to place on sale, and then Click Change. The Price Code is listed on the General Page. The price code will automatically be the same as the item number, unless you change it.

In the APSW pro

A. Mod

B. Inventory Mainten

C. Promotion

will appear.,

D. Click Insert to enter a

E. Enter the you would like to put on sale. F. Enter the Special Price that you would like to sell the item(s) for

G. Enter the Effective Dates for this promotion.

- 26 -

H. Enter a Start during certain hours of the day.

I. Select the Days of the Week that this promotion is act

J. Click OK to save the information.

If youto set up acomplex ppress the Flearn moredifferent pthat you can set up.

would like more romotion, 1 key to about romotions


- 27 -

Retail Price Changes

If you would like to permanently change the price of an item, you can use this feature to do this. Using Retail Price Changes to change the prices on items can also automatically print new Shelf tags for those items. Any prices changes that are done using this feature are logged in the system.

Quick St1. Retail Price Changes


A. Modules


C. Retail Price Changes.


Insert to change the price of an item.

ce that you would like for this item.

I. Repeat steps E- H until all price ch

J. If you would like to print Shelf Labels for the new changes, check the Shelf Labels box..

. Click Post Changes when you are ready to update your retail prices.

End

eps

D. Click on

E. Enter the Item Number that you wish to change the price on.

F. Enter the new Retail Pri

G. Click OK.

H. Click Insert to enter the next item

anges are entered.

K

You can also change the retail price by entering in the margin that you would like to have on that item.


- 28 -


- 28 -

Automatic Package Splitting

used if you have items that you sell as cases or indiv tory, eithe

This feature in the system can be idually. Automatic Package Splitting allows you to split the cases up in invenr automatically when you sell the singles, or manually at the push of a button.

Quick Steps 1. Set up the Automatic Package Splitting file

In

A table w

D ist that you would like to print

E p a new package split

Fw

G al items that will be created.

Hth

I.

Continued….

the APSW program, click on

A. Modules


C. Automatic Package Splitting

ill appear.,

Click on the name of the l

. Click Insert to set u

. Enter the From Item. This is the item number for the case that ill be split.

. Enter the To Item. This is the item number for the individu

. Enter the Conversion. This is the amount of individual items at there are in a case.

Click OK to save the information.


- 29 -

…Entering On Hand Values Continued

2.

t you would like to perform.

umber of package that you are splitting under

ual Split Button.

The cases wil e appropriate single items will be added.

3. Splitting th

If youchoose to let the packages split themselves automatically. This will occur when the On Hand valu e of the items w e items will be added. To use this method, perform the following additional setup after setting u

E. Change the Status of the item to S for Split Automatically.

item that is being created and then

Order Control Item

I. Click OK.

The cases will now be broken down automatically in the inventory.

End

Splitting the packages Manually

Once you have the Automatic Package Splitting Table set up, you are now ready to split the packages in the inventory. If you would like to manually split your packages, follow these instructions.

A. Click on the split tha

B. Enter the n Quantity. C. Click once on the Man

l be taken out of inventory and th

e packages Automatically

would prefer to have less maintenance on your inventory, you can

e of the individual items falls below zero. When this happens, a casill be removed from inventory, and the appropriate amount of singl

p the Automatic Package Splitting Table.

A. Modules.


C. Inventory Table

D. Highlight the Case that is being split in the table and click on Store Information.

F. Click OK.

G. Highlight the Individual click on Store Information

H. Change the Status of the item to O for From Split.


Change Inventory BMany times when you are workin

y Range

g with the APSW system, you may need to change information in a large group of inventory items. It can be quite cumbersome to go through every inventory item one at a time, making the necessary changes. Change By Range allows you to select a group of inventory items and make the same change to all of them, all in one step. Please be extremely careful with this feature. The changes that you make with it are not reversible.

A. Modules.

B. Inventory Main

C. Change Inven

D. Under Select b thod of selecting inventory from the available lis

r Store, select Current to change only the store that you tly signed into, OR, select All to change the inventory is

ti-store only).

he first item in the range of items that you ange, based on the Select by method that you have

e last item in the range of items that you d on the Select by method that you have

d to Change select from the drop down list the exact to change the data in.

e to, enter the new information that you would like

gisters box, if you would like this change egisters. This will slow down the system

n sent.

tenance

tory by Range

y .choose the met..

E. Undeare currenall of the stores (mul

F. Under Start at enter twould like to chindicated.

G. Under End at enter thwould like to change, baseindicated.

H Under Fielfield that you would like

I. Under Changto appear in the field that you chose.

J. Click the Update Resent immediately to the runtil the change has bee

K. Double Check the information! Make sure that you did not make a mista

ke. These changes are irreversible.

L. Click Go to make the change.

- 30 -


- 31 -

Inventory Reports

There are several Inventory Reports included in the APSW system.help you to manage your inventory properly. The most commonCurrent Inventory by Category, and Inventory Summary by Categothe option of creating Filtered Reports. Filtered reports allow you tyou would like included on your reports.

These reports will ly used reports are ry. APSW also has o define what items

ick Steps ssing the Inventory Reports

In the APSW program, lick on

A.

QuAcce

c

Modules

Acc


A

Maintenance

ry Reports

s

e repo hat you would like to view.


F. Click Report current store, to report only information in the store you are currently signed in under. Click Report all stores to report information on all stores in your APSW system.

End


C. Inventory Reports

D. The name of the report that you would like to view.

essing Filtered Reports

. Modules

B. Inventory

C. Invento

C. Filtered Report

D. The name of th rt t

E. Click on the name of the filter that you would like to use.

E. Click Do Function.

To how to your owpress F1keyboard. This will bring up the help files.

learn create n filter, on the


- 32 -

Extended Fea f APSW – Sellin es The POSAL system has numerous our work, and

ide you with more information. es features that y. The most commonly used extended

features will be explained in this section. If you require training more specific ease contact Sale Control Systems to schedule a

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW Pr nsitive. If you wish for help on a certain entry box, place the cursor in the box and press F1. For general help, press F1


Using the icons These icons will appear nd the

.


tures og Featur

features to simplify y This section describprov

involve maintaining your inventor

to your store’s needs, pltraining session.

ogram. On Line Help is context se

throughout the manual to help you fiinformation that you are looking for.

Chapter

5

T I C O N K E Y



- 33 -

Payment Code File

The payment Code File, stores information with regards to which type of payments you will accept at your Point of Sale. You also store your foreign currency exchange rates in the Payment code file. Your trainer or your support representative can assist you in linking your payments to keys on the POS keyboard.

ck Steps

1. Accessing the Payment Code File

gram, click on

tenance

ode file

A table

tender, change the details of a lete a tender.

End

Qui

In the APSW pro

A. Modules

B. Cash Register Main

C. Payment C

will appear.,

D. From here you can Insert a newtender, or de


- 34 -

Browse Signed on Clerks

is secured onto the register, if another clerk tries to sign onto the register, and the POS program informs you that the first clerk is already logged onto the register.

When a clerk is signed onto the Point of Sale Program, they will appear in the Browse Signed on Clerks table. If you delete a clerk from the table they will no longer be signed in at the register. This is useful, if a clerk has secured themselves onto the register, and then gone home, without signing off. You will know that a clerk

Quick St1. Removing a er



C. Currently Signed on Clerks


D. Click on the name of the clerk that you would like to remove.

E. Click Delete.

F. Click Close to close the table.

eps clerk that is signed onto a regist

A. Modules

d


- 35 -

Sales Reports

There are several sales Reports included in the APSW system. These reports will hyou to manage and monitor your sales and your clerks. The most commonlySales reports are Tender S

elp used

ummary, Category Summary, and Register totals. Additional reports in the system will allow you to see more specific information on your sales.

Quick Steps Accessing the Inventory Reports


A. Modules


C. Reports

C. The name of the report that you would like to view.

End


- 36 -

Transaction Browse This feature allows you to bring up a table of all transactions within From there you can select the transaction that you are interested in, details of the transaction.

a time period. and print the

ick Steps ing the details of a transaction

In the APSW ro r m, lick on

QuPrint

p g a c

A. Modules

An e

D. Enter the Starting Date and Ending date that you would like to view transactions for.

A tabl

a line from the transaction that you would like to

G. Print Invoice.

End


C. Transaction Browse

ntry box will appear

E. OK

e will appear

F. Click on print.


- 37 -

Extended Features of APSW – Syste ures The POSAL system has numerousprovide you with more information. s features that involve System Set up and functiona only used extended features will be explained in this section. If you require training more specific

ease contact Sale Control Systems to schedule a

his manual is designed to be used together with the On Line Help. To access the On Line Help, press F1 on your keyboard, when you are in the APSW Pr text sensitive. If you wish for help on a certain entry box, place the cursor in the box and press F1. For general help, press F1


Using the icons These icons will appear lp you

information that you are looking for.

.

To begin, Open the AP icon. Enter your user name and password, and click OK.

m Feat features to simplify your work, and This section describelity. The most comm

to your store’s needs, pltraining session.

ogram. On Line Help is con

throughout the manual to he find the

SW program by double clicking on the APSW

Chapter

6

T I C O N K E Y



- 38 -

Favorites

The favorites section on the tool bar allows you easy access to the system features that you use most. Each user can have their own favorites linked under the favorites menu.

QuicSetting up you

In the A

B. System Maintenance

C. Favorite Procedure Maintenance

An entry box will appear

D. Click Insert to add a menu item to your favorite list.

E. Enter your Employee ID/Salesperson code.

F. Enter ‘A’ under Procedure Name.

A ne

H. Scroll through the table until you find the name of the menu item that you would like to add to your favorites menu.

I. Click the menu item that you would like to add, to highlight it.

J. Select

K. OK.

k Steps r Favorites

PSW program, click on

A. Modules

G. Press Tab.

w table will appear

You will need to close the program and sign back in before the selected menu items will

appear under your favorites.


Activity Log

The Activity log displays a log of the procedures that have been prsystem. The user that preformed the procedure is also shown. Theby Date, Clerk, or Type of activity.

Label Design

he APSW system has the ability to create user specific shelf labels and price tags. you wish to make changes to either of

ese tags.

eformed within the table can be sorted

ick Steps ew the Activity log

QuTo vi

PSW program, click on In the A

A. Modules

B. System Maintenance

C. Activity Log

TPlease contact your support representative ifth

- 39 -

End


- 40 -

The Point oOnce you have mastered th u are ready to learn the Point of Sale Programs. The of Sale Programs. These programs are the POSALR Sales Order Entry Program. Your dealer will have assisted you to determine which of these

s of your store.

his manual is designed to be used together with the On Line Help. To access in the APSW

certain ress F1


appear throughout the manual to help you find the information that you are looking for.

f Sale e APSW program yore are two main PointW program and the

programs meet the need

the On Line Help, press F1 on your keyboard, when you are Program. On Line Help is context sensitive. If you wish for help on a entry box, place the cursor in the box and press F1. For general help, p

Using the icons These icons will

.

Chapter

7

T I C O N K E Y

Don’t forget! Quick Steps ck Here Cli Keyboard Button



- 41 -

The POSALRW program (POS) The POSALRW program is the most commonly used Point of Sale program. This program performs basic cash register sales.

Opening the POSALRW program

A. Double Click the POS icon on your desktop

up to date file from the server.

The POSALRW program will open. InN

C. Enter your Clerk number using the POS keyboard and then press Enter.

You will be prompted for your password

Enter your

In the upper left hand st incorrectly. Try again.

G. Begin using the POSALRW program for the days’ sales.

End

B. Wait for the program to copy the most

the upper left hand corner it will ask you for your Clerk umber

D. password using the POS keyboard and then press Enter.

corner it will read Enter Command. If this is not displayed, and you are ill being prompted for your clerk number then you have entered it

E. Check that the date is correct on the screen

F. Check that the program is On Line


- 42 -

Executing a sale with the POSALRW program

A. When the screen says Enter Command you may begin a sale. To sell am item you may e er sc If your item numbers begin with a letter then to enter these items you must first press Enter. The pro t wi and then press ain.

here is

no need to total the sales.

is important to note that in all transactions where a debit/credit card is the form of yment, it must be approved through your debit/credit authorization system BEFORE ing entered at the register.

OTE: If the amount of payment received is EXACT, it is not necessary to enter the amount

CASH 1. amount using the keyboard:

EXAMPLE: ter [20.50] for $20.50

NOTE: If the amount received is EXACT, then press the CASH Key without entering the amount

…continued

ith an the item or enter the item number, and then press enter.

mp ll say Enter Item Number. You may now enter the item numberEnter ag

B. Once all items have been entered, payment may be collected from the customer. T

Itpabe

Do the following for the applicable TENDER:

Ntendered

Enter the EXAMPLE: Enter [20.] for $20.00

En

2. Press the CASH ey d K on the keyboar


- 43 -

…Execu the POSALRW program continued

American Express (Amex)/Mastercard/Visa/Cheque/Debit

Obtain approval for the amount through your debit/credit authorization

2. Once approved, press the appropriate tender key on the keyboard

3. Provide the receipt to the customer

CASH

Enter [20.] for $20.00 EXAMPLE: ] for $20.50 Press the on the keyboard

3. will calculate the equivalent C$ CASH and the change in C$

Provide the receipt to the customer

End

ting a sale with

1.

system

US$

1. Enter the amount using the keyboard:

EXAMPLE:

Enter [20.50

2. US CASH Key

The registerCASH

4.

If the customer wishes to pay with two

1. different tenders:

Enter the amount of

key. 2. The amount remaining

with be displayed in the total box.

3. Enter the amount of the second tender and then press the appropriate key.

the 1st tender and then press the appropriate


- 44 -


- 44 -

Additional Function in the POSALRW program

Clears any

QUIT

Closes the

SU

Cltra

RESUME

Resumes a

1. Press the2. Select

POS keyb

3. When the d, press enter.

R

Al

1. Press the Reprint key

number that you wish to reprint, using the POS ke

3. Press Enter.

…continued

CLEAR

error message or incorrect data

POS program

SPEND

ears and saves the current transaction. The customer may return later and the nsaction may be continued using the resume key

saved transaction.

Resume key

the transaction from the list using the up and down arrows on your oard.

transaction is highlighte EPRINT

lows you to reprint a previous transaction from the same day.

2. Enter the transaction

yboard.


- 45 -

…Additional Function in the POSALRW program Continued

VOID

ves the entire transaction. Must be done before a tender is entered.

VOID

Remov h

1. the POS keyboard to select the ion

CUST LOOK

Customer look up key. This key allows you to access discounts for the Customers that you created in your Customer File.

t the Customer/Discount that you wish to use.

E

PRINT

ALL

Remo

es t e currently highlighted item from the transaction.

Use the Up and Down arrows on item that you wish to remove from the transact

2. Press the void key.

1. Press the Cust Look key

2. Use the up and down arrows to selec

3. When the Customer is highlighted press the enter key on the POS keyboard.

4. The discount will now apply to all items that are entered after the discount was selected.

NO SAL

This key opens the cash drawer. This key will not work during the middle of a transaction.

ON/OFF

This key turns the receipt printer on and off

…continued


- 46 -


ITEM LOOK

Allows you to view the inventory file and sell an item, or check the quantity on ha

1.

2. y item you are looking for. On hand

3. s select the item

4. Press enter if you wish to sell the item

X REP

X. Report. This prints a running total of the register’s sales for the day. This report can be printed at any time during the day.

Z

Z. reset the register for the next business day.

nd.

Press the Item Look key

T pe the description of the value and retail price are displayed.

U e the up and down arrows to

5. Press clear is you do not wish to sell the item. This will close the file.

REP

Report. This prints the total sales for that register for the day. It will

It is very important that you only execute one Z report each day. If you execute more than les will be compromised.

TR

Tr de for the instruction of new cashiers.

one Z report a day your back up fi

AIN

aining Mode. This key puts your register into training mo

No transactio

ss the Train key

3. To exit training mode press the Cash key on the POS keyboard

4. then press the Train key. …continued

ns preformed in this mode will be saved.

1. To enter training mode press the Cash key on the POS keyboard

2. Then pre


- 47 -

RETURN

Allows omer.

is purchasing first

3. Enter/Scan any items that the customer is returning

PAY OUT

Cash Paid Out. This allows you to remove cash from the register to pay for items/s i ged in the cash out.

ove from the register in nd cents.

2. Press the Pay Out key.

SAFE DROP

This allows you to remove money from the register to put into the safe.

1. Enter the amount that you wish to remove in dollars and cents

2. Press the Safe Drop key.

SIGN OFF

This key logs off the current clerk. A new clerk can then log on.

SECURE

This key logs off the current clerk. If a clerk uses the Secure key to log off of the program, only he/she will be able to log into the program. This protects the cash in the register from other employees when the clerk is away from the register. A manager may remove the clerk from the register by using Browse Signed on Clerks.

…continued


you to return merchandise for the cust

1. Enter/Scan any items that the customer

2. Press the Return key

6. Complete the sale as usual.

erv ces. The transaction is log

1. Enter the amount that you wish to remdollars a


- 48 -

the POSALRW program Continued

PR

y using the up and down arrows.

2. Press th Button

3. Enter the new price in dollars and cents

4. Press th n the POS keyboard.

QUAN

Quantity. This key allows the clerk to sell more than one item at a time.

er the quantity of the item that you are selling

…End

…Additional Function in

ICE OVER

Price Override. This allows the clerk to change the retail price of an item.

1. Highlight the item that you wish to change the price on b

e Price Over

e Enter key o

1. Ent

2. Press the Quan key.

3. Scan the item or enter the item number.


Sales Order Entry (SOE) The SOE program is an op may also choose to add an Accounts Receivable program to your SOE program. You may choose to use the SOE program instead of the POS program, or to use both the SOE a Discuss the benefits of both programs with your dealer.

tional program that can be used for invoicing. You

nd POS programs.

Creating an invo

A SOE icon on your desktop

The Sales O rogram will open.

C. On the tool bar, click on

D.

Your Customer Table will appear

E..

F. Sh

G Ins

A Header information entry box will appear

H

I.

The Header Infor

J. sert.

K. Enter the Item Number that you wish to sell to this customer

Continued…

ice for a customer

. Double Click the

B. Enter your user name and password, and press enter.

rder Entry p

Order Entry.

Order Entry – Customer Selection

Highlight the name of the Customer that you wish to create an invoice for by clicking on them

ow Customer Orders

. ert to enter a new invoice for this customer

. Enter your clerk code under Sold by and Entered by.

OK

mation entry box will close and you will be brought to an Order form.

Running In

- 49 -


- 50 -

…Creating an invoice for a customer continued

L. Press Tab.

L. Enter the Quantity of this item that you wish to sell to this customer.

or this item, if you wish to change the current price of

The entry box will clear, and you may now enter the next item by repeating steps K - O.

You will be brought back to the order form, and all items that the customer is ordering will be shown in the table.

S. You may add a payment for the invoice by clicking on Payment

iii. Enter the amount of the payment under Value.

iv. Click OK

Save/Exit.

V. You may Post the invoice (update the inventory and the sales) by clicking on Post Order.

M. Press Tab.

N. Enter the Unit Price fthe item.

O. Press Enter.

P. When all items that the customer is purchasing have been entered, click

Cancel.

Q. You may print a Packing List by clicking on Packing List.

R. You may add Special Instructions to the invoice, by clicking on

Special Instructions.

i. Insert

ii. Highlight the payment type and then click Select.

T. You may print the invoice by clicking on Print Invoice.

U. You may save the invoice to work with later by clicking on

…End

For this entry box only, the + key on the keyboard keypad can be used as a TAB key. This speeds up your data entry.


A

- 51 -

ppendix Common Errors in Stock Receiving To find errors with the following, go into your order in Stock Receipts and Adjustments, and click on the List button. Print the List, and exam your order for any of the following errors:

ay come up different than the p ular vendor that you are receiving stock from. As you enter

e item numbers, wat isplayed with ch item. Examine th bers.

C. Tax Flag. If the Tax flag is not set right on each individual item that you are receiving your Tax will be calculated incorrectly, and you may have a discrepancy. Examine the LIST for any items with an incorrect tax flag.

D. Case Quantity. If the Case Quantity is incorrect on any item, it will cause your argins to be incorrect and may cause a discrepancy when receiving. Examine the ST for any items that have the wrong case quantity displayed.

. Bottle Deposit. If you are using bottle deposits, an incorrect or missing deposit ll cause your deposit total to be wrong and may cause a discrepancy when receiving.

Examine the LIST for any items that may have missing or incorrect bottle deposits.

A. Incorrect data entry. Check that data that you have entered and make sure that the item numbers, quantities, and invoice prices are correct.

B. Vendor Number. If an individual inventory item does not have the correct vendor linked to it in the Inventory Master File, then the flags for that item m

articch to make sure that the proper vender number is de LIST for any items with incorrect Vendor num

thea

mLI

Ewi


- 52 -

ure that the mistake does prices, and on hands that were posted.

Once you post a receipt the new cost prices are posted as well. The cost price of each inventory item will be adjusted to reflect what you have specified in the Vendor flags, and the invoice price that was entered. If the inventory items were not received properly, then your margins will be incorrect. This can be changed by manually correcting the cost price on the individual inventory items, or upon your next receipt of the items, if they are received properly.

The consequences of incorrect stock receipts are not only incorrect margins, and cost prices, but also, incorrect Inventory value, and anything that is related to incorrect margins, incorrect on hand values, and cost prices (ie. Cost plus pricing.) There is no way to reverse these consequences of incorrect margins and incorrect total inventory value. You can only correct your receiving procedure, to insnot happen again and correct the cost

If you come across aninventory file, first go to thmistake. Next, go to the or

item that has a mistake in the e inventory file and correct the der. Delete this item from the

the discre

order and re-enter the item. Make sure that you enter the correct item number, quantity and invoice amount. Once the changes have been made, check your order to see if

pancy has been resolved.

Remember, once you have entered your invoice total under the Financial Tab, your discrepancy should be minimal. If you have followed these instructions to correct your discrepancies, and you have not been able to correct your discrepancy, call your support representative and correct the discrepancy before posting your order.


- 53 -

Ordering Methods

Currently there are 7 basicneeds. You may w

methods to order. Choose the method that best suits your ant to choose different methods for different vendors.

Maximum on-hand amounts are set up in the Store Information g method will pick up any items in which int. These items will be ordered to bring

n-hand amounts are set up in the Store Information area of the Inventory This ordering method will pick up any items in which the on-hand value he maximum on-hand. These items will be ordered to bring the inventory

(but not exceeding) the maximum on-hand value.

eeks

order to use orders based on Sales History, a history record must be kept for the ry records can be set up in the Inventory Master File.

This ordering method is based on Sales history. A history week ends on Sunday. This

weeks as you wish to use in your ordering. The umber of units of history to use is 8. The system will take the specified

nits of history and divide them to calculate the average daily sales. The average daily

ted inventory level. The actually inventory on hand is then subtracted

r these

Below Reorder Up To Maximum

Reorder Points andarea of the inventory master file. This orderinthe on-hand value is less than the reorder pothe inventory level up to the maximum on-hand value. If the dedicated amount is greater than the maximum on-hand value, then the system will order the dedicated amount minus the on-hand amount.

Below Maximum

Maximum oMaster File.

tis less thanlevel up to

Previous W

Initems being ordered. Histo

report will not use the current week in the calculation. The number of units of history to use will determine how many weeks worth of Sales that the system is to take into account when ordering. Please note that you must have your system set up to record weekly history for at least as many maximum nusales are then multiplied with the number of days supply that you require. This willcreate the suggesfrom the suggested inventory level. The remaining amount is the suggested ordering amount. If the suggested inventory level is less than either the minimum on hand or the dedicated amount (Head Office only), the system will automatically ordeitems up to the greater of the two.

If the suggested ordering amount is less than 1 (ie. 0.87), then the system will not order this item. For low sales volume items, we recommend that you enter “1" into the reorder point field. This way the system will insure that you always have at least one of


- 54 -

this item on hand. The maximum on hand value will override the suggested order based on sales history, but will not override the amount to be ordered for dedicated. If you do not think that the system is ordering sufficient amounts for an item, based on the sales history, examine your Maximum on-hand value and adjust accordingly.

Dedicated Only

This method will create an order for those items that have a dedicated amount that is greater than the on-hand amount. This method will order just enough to cover the amount dedicated.

Specified Days Back from Entered Date

the days used to calculate the order would be:

/00 ec 7/00

Etc.

Dedicated Plus Reorder

n the on hand amount. This method will order enough to cover the dedicated amount, plus leave enough stock in the store to

eet your minimum requirements.

ays

use orders based on Sales History, a history record must be kept for the being ordered. History records can be set up in the inventory master file.

les History. This report will not use the current day in the calculation. The number of units of history to use will determine how may days worth of sales that the system is to take into account when ordering. Please note that you must have your system set up to record daily history for at least as many days as you wish to use in your ordering. The maximum number of units of history to use

This ordering method is the same as Previous Days, except that the days used in the calculation are taken from a user specified day. This date is entered when the order is calculated. For example if the date entered is Dec 12/01, and you create an order based on specified Days Back from Entered Date,

Dec 11/00Dec 10/00 Dec 9/00 Dec 8D

This method will create an order for those items in which the dedicated amount plus the minimum on hand amount is less tha

m

Previous D

In order to items

This ordering method is based on Sa


- 55 -

is 8. The system will take the specified units of history and divide them to calculate the average daily sales. The average daily sales are then multiplied with the number of days

ire. This will create the suggested inventory level. The actually inventory on hand is then subtracted from the suggested inventory level. The

), then the system will not order this item. For low sales volume items, we recommend that you enter “1” into the reorder point field. This way

at you always have at least one of this item on hand.

/01 and you create an order based on last year’s weeks, the weeks used to calculate the order would be:

Dec 1/00 Dec 8/00 Dec 15/00 Dec 22/00 Etc.

Last Year Days

This ordering method is the same as Previous Days, except that the days used in the calculation are taken from the previous year in order to predict seasonal sales. For example if the date is Dec 12/01, and you create an order based on last year’s days, the days used to calculate the order would be:

Dec 13/00 Dec 14/00 Dec 15/00 Dec 16/00 Dec 17/00 Etc.

supply that you requ

remaining amount is the suggested ordering amount. If the suggested inventory level is less than either the minimum on hand or the dedicated amount, the system will automatically order these items up to the greater of the two. If the suggested ordering amount is less than 1 (ie.87

the system will insure th

Last Year Weeks

This ordering method is the same as Previous Weeks, except that the weeks used in the calculation are taken from the previous year in order to predict seasonal sales. For example in the date is Dec 1


- 56 -

Calculation Methods

tage of the calculation you wish to use. The ory level and multiply it by the promotion

Promotion Weight

The promotion weight states the percensystem will take the suggested inventpercentage before calculating the amount to order. We recommend that you keep the Promotion Weigh at 100%

Calculation Method

Average- this will calculate your orders as stated above

Weighted average- The weighted average, if selected, will take the most recent day/week of history and multiply it by three. In the end this will give more emphasis to the most recent history.


- 57 -

Putting Your Registers On and Off Line

You may be required to put your registers off line if: -Your system is being updated -Your server computer is not operational -You need to restart your server When your registers are off line they will not transmit any data to the server. Transactions are stored at each register until the registers are put back on line, and the processor is running. Once this happens, transactions for that day will be sent to the server. You must not execute a Z report while the registers are off line. If you do execute a Z report while the registers are off line, it will not print. Also, all of the transaction executed since the last Z report will be sent into a back up file. The processor does not have access to this back up file, until the day end procedures are executed. The day end procedures will recover the transactions in the back up file as long as the registers are back on line, the processor is running, and only one Z report was executed that day. The day end procedures must be set up to run automatically on your system. Most stores already have these set up on their system. Very rarely a register will go off line by itself. This may be caused by a power surge, a loss of power, or lost communication with the server. If this happens the register must be put back on line in order for the transactions to be processed for that day. You will know if a register is off line by looking in the bottom left hand corner of the screen. The register will show the word LINE followed by either N or Y. If there is an N there, then the register is off line. If there is a Y there, then the register is on line.

Putting the Registers Off Line WINDOWS XP Each register must be put off line individually. To put a register off line, go to the register and close all programs that are running on the register. Click START then click Log Off, then click Switch User.’ Select the user called off-line. Now when you enter the POS program the register will be off line.

Putting the Registers On-Line Windows XP

Each register must be put on line individually. To put a register on line, go to the register and click START then click Log Off’, then click Switch User. Select the user called Staff. Now when you enter the POS program the register will be on line.


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If this does not put e computer.

If you are still hav resentative.

gencies only.

your POS program on line, try restarting th

ing problems call your support rep

Business hours are Monday through Friday 8 AM to 5 PM. Please reserve calls outside of these hours for emer


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Regular Register Maintenance

o avoid complications with your registers the following should be applied to your procedures:

1. Restart your registers ever that may have een corrupted. This will also insure that your registers are on line every day. If you

rt representative. Do not restart computers by pressing the ‘Reset’

ogram you are using the QUIT key located on the keyboard. DO NOT exit the program in any other manner.

4. Make sure that you have a quality surge protector on every computer. A universal

5. Make sure that when computers are shut down that they are shut down properly, using

T

y morning. This will reset settings in Windowsbare unsure how to restart your registers properly, please request a document on this from your suppobutton, or by shutting the power off.

2. Restart your server at least once a week.

3. Make sure that every time that you exit the POS pr

Power Supply is also highly recommended for each computer.

the start menu. DO NOT shut down computers by unplugging them, turning off the power, or pressing the Reset button. If you are unsure of how to shut down your computer properly, please request a document on this from your support representative.


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Trouble Shooting on POS

POS program will not run

gister is not responding try the following before calling your Support Representative:

y using the POS program to see if the problem has been fixed.

program.

file.

the exact problem, and

Registers

If your POS Re

After Each step tr

1. Use the mouse and click in the middle of the screen on the POS

2. Check to see if your Receipt Printer is out of paper.

3. Restart the computer

4. Turn off the power/unplug all peripherals, and then turn on all peripherals (ie printers, scanners, pole display). Make sure that all connection are tight.

5. Make sure that no clerks are logged onto the register. To do this go to the APSW program (back office), click on Modules, then Cash Register Maintenance, then Browse Signed on Clerks. If there is a clerk signed onto the register, delete the clerk from this

6. Write down any errors that the system is giving you. Write down note any symptoms. Note exactly what you were doing when the problem occurred. Call your support representatives and relay the information.


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POS register will not go on line

on to the server is restored. At this point any transactions that have not

ilar to a phone line, but thicker) that comes out should be connected to your hub or router (small box with

router to the back of the ck to make sure that the

5. Once you are positive that the connections are tight, the hub/router has power, and that there is one light on for each computer connected to the hub/router, restart your server computer and your register.

6.

My Computer. You should see listed in the main box the name of your server. It should say something similar to “C on server

A.

B. If when you click on the name of your server an error message appears, you will need to call your personal computer technician to assist you in restoring the connection to your server.

C. If when you click on the name of your server, the files from your server are displayed. Check to see if your register is on line now. If your register is not on line, move to step 8.

8. In My Computer, on the tool bar, click on Tools

9. Click Map Network Drive

If your POS register is not on line, you can still use the register. Transactions will be stored on the register until the connectibeen sent will be sent to the server. You will not be able to execute a Z report while the register is off line. To put your register back on line use the following steps.

1. Restart the Server

2. Restart the register

3. Check to see if the register is on line. If it is not on line, continue to step 4.

4. Check all connections. There is a network wire (simof the back of the register. This wirelights on it). From there another network wire should go from the hub orserver. Check to make sure that all of these connections are tight. Chehub/router has power. Check to make sure that the lights are on, on your hub/router. There should be one light for each computer that is hooked up to the hub/router. There may also be another light indicating power.

Check to see if your register is on line. If it is not on line move to step 7.

7. On the desktop of the register computer, double click on

(E:)” . Double click on the name of the server.

If you do not see the name of your server move to step 8.


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10. Under drive choose E:

11. Beside Folder, clic

12. Look thoroughly u r server. Clicking on the (+) sign will expand the ca

13. If you find the na , click on the (+) to expand it, and select the C drive on your server.

14. Click OK

15. Make sure that

16.

17. Check to see if your register is on line. If it is not online, move to step 18.

18. Restart your server, and your register.

19. Check to see if your register is on line. If it is not online move to step 20.

20. If you were able to map the network drive without errors, and your register will still not go on line, call your SCS supp ou were not able to map the network drive without errors, call your personal assist you in restoring your network connection.

Information for your Computer Technician to assist in putting your register on line:

For the register to be on line, it must be able to have free access to the server, with no restrictions. The server must b ive of the register. Check to make sure that the network is running smoothly the network will put the register off line.

k Browse.

nder Entire Network to find the name of youtegory.

me of your server

Reconnect at logon box is checked.

Click Finish

ort representative. If ycomputer technician to

e mapped to the E dr. Any interruptions in


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Filtered Reports –

for. There are two steps to creating a st step is to select the information that will be reported. The

Selecting the informa

ory

Monthly Dollar History

Monthly Sales History

Previous Year Comparative

Selected Inventory

Weekly sales History

1.

2. Inventory Maintenance

3. Inventory Reports

4. Filtered Reports

Creating a Filtered Report Filtered Reports are used to create user defined reports. These reports will help you find specific information that you are looking filtered report. The firsecond step is to select the items that will be reported on.

tion that will be reported. To select the information that will be reported you need to choose a report format. The report formats that are available are as follows:

Custom Report

Daily Sales Hist

Margin Analysis

Selected Sales History

Monthly Sales History

To select a report format do the following:

Modules


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5. the nam the repore of t format that you would like to use.

A selection table will appear.

To select the items that you will be reporting on, do the following:

2. you remember the items that it includes. ( IE Pop Category)

3. .

5. de Select Data Field. Select how you t your ory)

6. rop do arrow beside Select Operator. Select an operator.

ion of

8. Click OK.

9. the method you would like to use for sorting this report

10. Click OK.

11. Your new report will be shown in the Custom Reports Table. To print the the na

Do Function.

In the previous example, the filter we created would bring up a report that included all items in the category POP. Here are more examples of filters that you could create using the Filtered Reports feature:

erator:: =

Enter Value: 6 PK

This report would bring up all items that have 6 PK entered under their Department

1. Insert

Type a name for this filter that will help

Press Tab

4. A filter selection table will appear

Click on the drop down arrow besiwould like to selec items (IE categ

Click on the d wn(IE =)

7. Click on the drop down arrow beside Enter Value. Enter a descriptthe Data you are requesting (IE POP)

Under Sort by click

report click on me of the report that you want to print, and then click

Select Data Field: Department

Select op


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Select D ndor

endor

Ha d

Select Data Field: Case Quantity

Select operator:: <

This report would bring up every item that did not have a case quantity entered.

Select Data Field: Deposit Code

Select operator:: =

Enter Value: (leave blank

This report would bring up all items that did not have a bottle deposit linked to them.

Select Data Field: Discountable Item Flag

Select operator:: =

Enter Value: 0

his report would bring up all items that were set to be non-discountable. For a report of discountable items, use 1 under Enter Value.

ata Field: Ve

Select operator:: =

Enter Value: 1

This report would bring up all items that had Vendor 1 selected as the reorder v

Select Data Field: Quantity On n

Select operator:: <

Enter Value: 0

This report would bring up every item that had a negative on hand value.

Enter Value: 2

T


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Select Data Field: Tax 2:GST flag

Select operator:: =

Enter Value: N

This report would bring up all items that were set to not charge GST or Tax 2.

Select Data Field: Retail Price

Select operator:: <

Enter Value: LOC:Unit_cost

This report would bring up a list of items in which the retail price was less than the cost price.

It is also possible to add two filters together. To do this, first enter one filter, and then eat the process to add a second filter. Entering one filter immediately after another

filter, adds the two filters together.

Select Data Field: Category

Select operator:: =

Enter Value: POP

Select Data Field: On Hand Quantity

Select operator:: >

Enter Value: 0

This report would bring up all items in the category of POP that were currently in stock.

rep

67

Index

A

Activity Log · - 38 - Automatic Package Splitting · - 27 -

B

Bottle Deposit · - 6 -

C

Case Quantity · - 6 - Out · - 18 - gory · - 4 -, - 6 -, - 30 -, - 34 -, - 63 -, - 65 -

Change Inventory By Range · - 29 -

D

CashCate

clerk · - 2 - Clerk monitoring · - 38 - Clerks · - 33 -, - 59 - Customer · - 5 -

Day End · - 18 -, - 19 - Debit · - 32 -

cription · - 6 - Des

F

Favorites · - 37 - port · - 6Filtered Re 2 -

Funds · - 32 -

I

Inventory Reports · -

· - 30 -, - 62 - 6 - Inventory Table

Item Number · - 6 -

L

Label · - 38 - Last Ordered Cost · - 6 -

68

M

Mastercard · - 32 -

O

Off Line · - 56 - On Hand · - 23 -, - 64 -, - 65 - on line · - 56 -, - 57 -, - 58 -, - 60 -, - 61 - Ordering · - 52 -

P

Payment Code · - 32 - Payment methods · - 32 - POS · - 23 -, - 32 -, - 33 -, - 40 -, - 48 -, - 56 -, - 57 -, - 58 -, - 59 -, - 60 - Purchasing · - 8 -, - 9 -, - 23 -

R

Receiving · - 50 - Register Maintenance · - 58 -, - 59 - Registers · - 56 -, - 59 - Reorder Vendor · - 6 - Reports · - 30 -, - 34 -, - 62 -, - 63 -

Inventory Reports · - 30 - Sales Reports · - 34 -

Retail · - 26 -, - 65 - Retail Price · - 6 -

S

Sale · i, - 22 -, - 25 -, - 31 -, - 32 -, - 33 -, - 36 -, - 39 -, - 40 - Sales Order Entry · - 39 -, - 48 - salesperson · - 2 - Salesperson · - 2 - Size · - 6 - SOE · See Sales Order Entry

T

Tax Flags · - 6 - Tenders · - 32 - Transaction Browse · - 35 -

U

Unit Cost · - 6 - UPC code · - 6 -

69

V

Vendor · - 3 -, - 50 -, - 51 -, - 64 - Visa · - 32 -

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