VisualPOS Jr/VisualPOS Version 1.1 The Ultimate Retail Solutions with Complete Point Of Sale and Retail Management User's Manual ============= COPYRIGHT ========= VisualPOS Jr. and VisualPOS are copyright (c) 1992-1993 and trademarks of WIZ-TEC Computing Technologies Inc. All rights reserved. Information in this document is subject to change without notice. WIZ-TEC Computing Technologies Inc. assumes no liability or responsibility for errors or omissions in any documents WIZ-TEC provided, either printed or file on disk, including this manual. Neither is any liability assumed for damages resulting from the use of the information contained in these documents. No part of this publication may be reproduced or modified in any form or by any means, electronic or mechanical, including photocopying, recording or by any other information storage and retrieval system, without permission in writing from WIZ-TEC Computing Technologies Inc. Calgary, ALBERTA. VisualPOS Jr., VisualPOS, VisualPOS Fuel, VisualPOS+ Ltd., VisualPOS+, VisualPOS+ Fuel, WizLINK, and WizLINK+ are copyright and trademarks of WIZ-TEC Computing Technologies Inc. All rights reserved. PIE is a trademark of Progressive International Electronics Inc. All other products and names used in the documents are used for identification purpose only and are trademarks of their respective companies. SOFTWARE LICENSE AGREEMENT ========================== VisualPOS Jr and VisualPOS are copyright (c) 1992-1993 and trademarks of WIZ-TEC Computing Technologies Inc. All rights reserved world-wide. WIZ-TEC Computing Technologies Inc., herein after called WIZ-TEC, is a corporation registered at the province of ALBERTA, CANADA. VisualPOS Jr and VisualPOS, herein after called the SOFTWARE, are two different software packages. This License Agreement applies to both of them, and binds you to the enclosed SOFTWARE that you purchased and thus entitled to. This is a legal agreement between you, the end user, and WIZ-TEC Computing Technologies Inc. By installing and/or using the SOFTWARE, you fully understand and agree to be bound by all the terms and conditions of this License Agreement. The SOFTWARE is NOT for sale. The purchase payment is for a non-transferable license to use the software as described in this license agreement. You must register your copy of the SOFTWARE and obtain an authorization code from, and only from, the authorized WIZ-TEC personnel by phone or fax after the full payment. The license you purchased is for single user only. You must purchase the according licenses for multi computers or computer terminals, registers, or network stations. 1. GRANT OF LICENSE. -------------------- WIZ-TEC grants to you, and you accept, a non-exclusive license to use one copy of the enclosed SOFTWARE on a single computer or on a single terminal connected to a single computer. You may not network the SOFTWARE or otherwise use it on more than one computer or computer terminal at the same time. You may not duplicate or distribute this SOFTWARE in any form under any condition without obtaining a written license agreement from WIZ-TEC, other than making one (1) copy solely for backup purpose. 2. COPYRIGHT AND WIZ-TEC'S RIGHTS. ---------------------------------- You acknowledge and agree that the SOFTWARE is owned by WIZ-TEC, protected under the copyright law, international treaty provisions and trade secret laws of general applicability. You further acknowledge and agree that all rights, title, and interest in and to WIZ-TEC are and shall remain with WIZ-TEC. Any use of the SOFTWARE in violation of Copyright law or the terms of this limited license will be prosecuted to the best of our ability. 3. OTHER RESTRICTIONS. ---------------------- You may not change or modify any content of the SOFTWARE. You may not reverse-engineer, disassemble, translate, modify, decompile or create derivative works of the SOFTWARE. You acknowledge that the SOFTWARE includes certain trade secrets and confidential information, all of which is the copyrighted intellectual property of WIZ-TEC Computing Technologies Inc. You may not rent, lease, or sub-license the SOFTWARE. But you may transfer the SOFTWARE on a permanent basis provided you retain no copies of either the SOFTWARE or its documentation, and the recipient agrees to the terms and conditions of this License Agreement. All rights not expressly granted here are reserved to WIZ-TEC. 4. TERMS. --------- This License Agreement is effective and shall remain in force until terminated. The License Agreement will be terminated if you fail to comply with any term or condition of this Agreement. Upon any such termination you will either destroy or return to WIZ-TEC the original and any copies of the SOFTWARE, and related documentation. 5. LIMITED WARRANTY, DISCLAIMER, AND LIMITATION OF LIABILITY. ------------------------------------------------------------- WIZ-TEC warrants the physical diskette(s) and physical documentation provided with SOFTWARE to be free of defects in materials and workmanship for a period of ninety days from the date of registration. If WIZ-TEC Computing Technologies Inc. receives notification within the warranty period of defects in materials or workmanship, and such notification is determined by WIZ-TEC Computing Technologies to be correct, WIZ-TEC will replace the defective diskette(s) or documentation. The person using the SOFTWARE bears all the risk as to the quality and performance of the SOFTWARE. The entire and exclusive liability and remedy for breach of this Limited Warranty shall be limited to replacement of defective diskette(s) or documentation and shall not include or extend to any claim for or right to recover any other damages, including but not limited to, loss of profit, data, or use of the SOFTWARE, or special, incidental, or consequential, indirect, exemplary, damages or other similar claims, or any other reasons, even if WIZ-TEC Computing Technologies Inc. has been specifically advised of the possibility of such damages. In no event will WIZ-TEC Computing Technologies Inc.'s liability for any damages to you or any other person ever exceed the lower of suggested list price or actual price paid for the license to use the SOFTWARE, regardless of any form of the claim. WIZ-TEC Computing Technologies Inc. MAKES AND LICENSEE RECEIVES NO OTHER WARRANTY OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, FUNCTIONALITY, DATA INTEGRITY, OR PROTECTION. ALL OTHER WARRANTIES ARE EXPRESS DISCLAIMED. 6. GOVERNING LAW. ----------------- The Agreement shall be constructed and enforced in accordance with the laws of the PROVINCE OF ALBERTA. Any action or proceeding brought by either party against the other arising out of or related to this Agreement shall be brought only in a PROVINCE or FEDERAL COURT of competent jurisdiction located in CALGARY, ALBERTA. 7. SEVERABILITY. ---------------- Should any term of this License Agreement be declared void or unenforceable by any court of competent jurisdiction, such declaration shall have no effect on the remaining terms hereof. TABLE OF CONTENTS =================== CHAPTER 1 INTRODUCTION 1.1 About VisualPOS Jr and VisualPOS 1.2 System Requirements 1.3 Operating Requirements 1.4 Differences between VisualPOS Jr and VisualPOS 1.5 VisualPOS Jr/VisualPOS gas pump control 1.6 VisualPOS Jr and VisualPOS brief feature list 1.7 Other WIZ-TEC Software Products 1.8 How to read this manual CHAPTER 2 GETTING STARTED 2.1 Introduction 2.2 Installing VisualPOS Jr/VisualPOS 2.3 DOS System Files 2.4 VisualPOS Jr programs and files 2.4.1 EXE, COM and VVD programs 2.4.2 Database and database support files 2.4.3 System and setup files 2.4.4 Other system files 2.4.5 Additional VisualPOS system files 2.4.6 Run time generated data files 2.5 Before you start 2.6 Start Up and Log On 2.7 Quick Tour 2.8 Using Menus 2.9 Mode Indicator 2.10 Function Keys 2.11 Forms 2.12 Pick/Choice Lists CHAPTER 3 GENERAL SETUP AND CONFIGURATION 3.1 Introduction 3.2 User Registration Information 3.3 System Configuration 3.4 Currency & Credit Cards 3.5 Departments & Sub-departments 3.6 Quantities/Split Prices 3.7 Taxes Setup 3.8 Printer Setup 3.9 Messages 3.10 Auto Batch Processing 3.10.1 Auto Batch Setup 3.10.2 Batch Execution CHAPTER 4 POS KEY AND MACRO SETUP 4.1 Unshifted Keyboard 4.2 Shifted Keyboard 4.3 Control Keyboard 4.4 Alternate Keyboard 4.5 PREH84 POS Keyboard 4.6 Define Key Macros CHAPTER 5 DATABASE 5.1 Inventory database 5.1.1 Introduction 5.1.2 Add Inventory Items 5.1.3 View/Edit/Delete Inventory Item 5.1.4 Adjust Inventory Items 5.1.5 Item # Field 5.1.6 Description Field 5.1.7 UPC Field 5.1.8 Sub-department & Department Field 5.1.9 Color Field 5.1.10 Size Field 5.1.11 Part # Field 5.1.12 Vendor # Field 5.1.13 Alternate Vendor #1 and #2 Fields 5.1.14 Tax 1 (Federal Tax, GST for Canada) Field 5.1.15 Tax 2 (PST or Provincial Sales Tax) Field 5.1.16 Tax Three & Four Fields 5.1.17 Scale Field 5.1.18 Note Field 5.1.19 Current Unit Cost Field 5.1.20 Average Unit Cost To Date Field 5.1.21 Price #1 Field 5.1.22 Price #2 Field 5.1.23 Price #3 Field 5.1.24 Start Promotional Price #3 Field 5.1.25 Stop Promotional Price #3 Field 5.1.26 Gross Margins Field 5.1.27 Split Price Codes Field 5.1.28 Quantity Codes Field 5.1.29 Deposits Field 5.1.30 Minimum/Maximum On Hand and Reserved Fields 5.1.31 Units On Hand, at Cost or at Retail Field 5.1.32 Units On Order, at Cost or at Retail Field 5.1.33 Sold This Month, at Cost or at Retail Fields 5.1.34 Sold This Year, at Cost or at Retail Fields 5.2 Open Items -- Sub-Department 5.2.1 Introduction 5.2.2 Item # Field 5.2.3 Tax Fields Field 5.2.4 Approximate Gross Margin % Field 5.2.5 Sales Table Field 5.2.6 Open Item Keys Field 5.3 Customer database 5.3.1 Introduction 5.3.2 Add Customer 5.3.3 View/Edit/Delete Customer 5.3.4 Customer # Field 5.3.5 Last & First Name Field 5.3.6 Tax Exemption # Field 5.3.7 Type & Group Field 5.3.8 Discount Rate Field 5.3.9 Price Code Field 5.3.10 Taxes Field 5.3.11 Credit Fields Field 5.3.12 Purchase Table Field 5.4 Vendor database 5.4.1 Add Vendors 5.4.2 View/Edit/Delete Vendors 5.4.3 Vendor # Field 5.4.4 Name Field chapter 5 Operator database 5.1 Add Operators 5.2 View/Edit/Delete Operators 5.3 Operator # Field 5.4 Last & First Name Field 5.5 Logon # Field CHAPTER 6 POINT OF SALE MODULE 6.1 Introduction 6.2 Log On 6.3 Register Mode 6.4 Register Screen Layout 6.5 The four vertical columns are status indicators 6.6 Getting Help in POS 6.7 How Does the POS works 6.8 Identifying Items Sold 6.9 POS Functions 6.9.1 Amount/Enter 6.9.2 Auto Price 6.9.3 Backspace 6.9.4 Cash Sales 6.9.5 Change Price Level 6.9.6 Charge Account Sales 6.9.7 Cheque Sales 6.9.8 Clear 6.9.9 Coupons 6.9.10 Credit Card Sales 6.9.11 Currency Tenders and Conversions 6.9.12 Customer # 6.9.13 Decimal 6.9.14 Deposits 6.9.15 Discounts 6.9.16 Item Look Up 6.9.17 Keylock 6.9.18 Auto Batch Execution 6.9.19 Log On/Log Off 6.9.20 Macros 6.9.21 No Sale 6.9.22 Open Department 6.9.23 Open Items 6.9.24 Package Sales 6.9.25 Paid Out (Pay Bills From Cash, or Cashier Loan) 6.9.26 Price Override 6.9.27 Printing Receipts 6.9.28 Quantity 6.9.29 Receipt Advance 6.9.30 Receiving Account Payments 6.9.31 Reference Entries 6.9.32 Return Items 6.9.33 Scrolling Display 6.9.34 Scrolling Journal 6.9.35 Subtotal 6.9.36 Tax Override 6.9.37 UPC 6.9.38 Validating Documents 6.9.39 Voiding Items 6.9.40 Voiding Transactions 6.9.41 Weighing Items (Scale) 6.9.42 Zero & Double Zero (0 & 00) 6.9.43 X Report 6.9.44 Z Report 6.9.45 Training Mode CHAPTER 7 EXACT pump control 7.1 Introduction 7.2 How Does The System Works 7.3 Viewing/Scrolling Pump Information 7.4 Viewing/Scrolling Tank Information 7.5 [WASH] car wash authorization 7.6 [PMUP] pump authorization 7.7 [PMZR] pump status reset/zero 7.8 [PMTR] pump sale 7.9 [PMOK] pump auto process 7.10 EXACT Pump End Of Day CHAPTER 8 PIE pump control 8.1 Introduction 8.2 How Does The System Works 8.3 [AUTH] and [PATH] pump authorization 8.4 [LOOK] pump lookup/scroll 8.5 [STOP] and [RESM] pump suspend and resume 8.6 [CERR] pump clear error 8.7 [READ] pump read status 8.8 [PPU] pump send PPU 8.9 [PSET] pump view setup 8.10 Set Authorization Limits 8.11 [REST] pump controller reset 8.12 [METR] and [VMTR] pump reading totals 8.13 [SAVE] pump stack/save transaction 8.14 [$TRN] and [XTRN] pump ring transaction 8.15 [$CLR] and [XCLR] pump clear transaction 8.16 [VRPT] and [VADJ] view report CHAPTER 9 Gas Pump Setup and Report 9.1 Introduction 9.2 Setup procedures for the EXACT 9.3 Setup procedures for the PIE 9.4 Pump transaction and adjustment report CHAPTER 10 POS Extended POS functions 10.1 VisualPOS End Of Day float control 10.2 Add/Edit/Delete Inventory in POS 10.3 Add/Edit/Delete Customer in POS 10.4 French and Foreign Language 10.5 POS Invoicing CHAPTER 11 Utilities and General Maintenance 11.1 Introduction 11.2 Backup and Restore 11.3 Deleting files 11.4 Zero Totals 11.5 Adjustment Journal CHAPTER 12 Database Custom Reporting 12.1 Introduction 12.2 Custom Reports 12.3 Create Report and Print Reports 12.4 View Report 12.5 Sales Reports 12.6 Daily Sales Report 12.7 Operator Sales Report 12.8 Z Report 12.9 Tax Report CHAPTER 13 Printing Labels 13.1 Introduction 13.2 Label Setup 13.3 Inventory Labels 13.4 Customer/Vendor/Operator Mailing Labels CHAPTER 14 Advanced Topics 14.1 Rebuilding Indexes with REBUILD.EXE 14.2 VisualPOS Programmable Invoicing script file 14.2.1 Variable Pasting Command -- free format 14.2.2 Variable Pasting Command -- line transaction 14.2.3 Control and Formatting Command 14.3 Importing Inventory/Customer with VPIMPORT.EXE 14.4 Resetting VisualPOS Jr to Single User with VPRESET.EXE 14.5 Check and fix database float number with VPCHECK.EXE 14.6 Check and repair database records with VPREPAIR.EXE 14.7 Exporting database to ASCII with VPREPORT.EXE 14.8 Setting up Network CHAPTER 15 Putting it all together 15.1 Making Decisions 15.1.1 How many VisualPOS Jr registers 15.1.2 Open department register or full inventory management 15.1.3 POS devices 15.1.4 Inventory labelling 15.1.5 Organizing your department 15.1.6 Step by step 15.2 Getting support and service 15.3 Sample procedures and topics 15.3.1 Begin Of Shift -- Cashier 15.3.2 End Of Shift -- Cashier 15.3.3 Begin Of Day -- Cashier 15.3.4 End Of Day -- Cashier or Store Manager 15.3.5 End Of Day -- Store Manager or Owner 15.3.6 End Of Week -- Store Manager or Owner 15.3.7 Month End Report -- Store Manager or Owner 15.3.8 Year End Report -- Store Manager or Owner 15.3.9 Gas Pump Control End of Day procedure 15.3.10 Gas Pump Control End of Week or Month procedure 15.3.11 Multi register update 15.3.12 Files to be backed up and procedures APPENDIX A POINT OF SALE FUNCTIONS APPENDIX B OPTIONAL EQUIPMENT SETUP CHAPTER 1 INTRODUCTION ======================= 1.1 About VisualPOS Jr and VisualPOS ------------------------------------ VisualPOS Jr and VisualPOS are two software packages of the WIZ-TEC VisualPOS Jr product series developed by WIZ-TEC Computing Technologies Inc. that provide integrated and complete Point Of Sale (POS) and Inventory Control capabilities. They are PC based Electronic Cash Register (ECR) systems that provide complete POS solution -- both as a cash register system and as a retail management system. It is the most sophisticated, comprehensive, and practical POS system available in the market. VisualPOS Jr and VisualPOS are universal and well designed for all types of retail operations of any size -- from one PC open department register for coffee shop or ticket pass to 26 lanes (networked PCs, Local Area Network, LAN) major department or grocery store. WIZ-TEC also have a special Server Edition of VisualPOS to support up to 99 registers on a single network environment. VisualPOS Jr and VisualPOS are also built with an integrated and real-time universal Pump Control system providing solution for gas station C-Store retailers. The VisualPOS Jr/VisualPOS system consists of two major modules: the Point Of Sale module (POS.EXE) as the POS cash register, and the Maintenance module (MNT.EXE) as the Management/Control/Support back end. They are extremely easy to use with full on-line help system. In the POS cash register module, current transaction (in distinctive and convenient by characters), current status, product and customer information are available on the screen. VisualPOS Jr supports laser scanner, credit card processing, and programmable invoicing. Federal and Provincial taxes are charged automatically according to settings in the inventory database, and may be overridden when appropriate. All journal information is stored in computer files, eliminating the paper journal tape. Journal information appears on the screen and can be printed when required. The MNT module utilizes a full pull-down menu interface with operator message and context-sensitive help to simplify its management operation. It is operated by making choices from the pull-down menus and filling forms. Full security is built in with the software environment. To explode the powerful features of VisualPOS Jr and VisualPOS, please refer to the section of VisualPOS Jr brief feature list. 1.2 System Requirements ----------------------- Basic system requirements: ~~~~~~~~~~~~~~~~~~~~~~~~~~ IBM PC or better DOS 3.1 or higher 4-6MB of free hard disk space for VisualPOS Jr 7-9MB of free hard disk space for VisualPOS 512K of free RAM Recommended system configuration: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ 40-80MB free hard disk space EGA or VGA (Mono or Color) video display 286 or better 2-4MB of RAM (VisualPOS) Optional devices: Network (Any that supports DOS SHARE.EXE) Laser Scanner (Metrologic MS700 or compatible) Electronic Scale (Toledo 8213-0027 or compatible) Customer display unit (SDMS serial, see latest update) Credit card reader (Keyboard wedge, SDMS MAG1000K or compatible) 40 column receipt printer 80 or 132 column report printer 1.3 Operating Requirements -------------------------- VisualPOS Jr/VisualPOS was developed for users with very little knowledge of computers to operate the system for retail operations. Cashier POS operation: ~~~~~~~~~~~~~~~~~~~~~~ - Basic understanding of how to operate a electronic key pad - Basic knowledge of retail store cashier operations - Knowledge of ECR/DOS/computer operations is an asset - Management and system support: - Basic knowledge of DOS, software and computer operation - Essential knowledge of POS and retail store operation - Knowledge of Inventory Control and Accounting is an asset Advanced users/dealers: ~~~~~~~~~~~~~~~~~~~~~~~ For special service and hardware/pump control installation, or utilization of the advanced/programmable features of VisualPOS Jr/ VisualPOS, certain level or degree of knowledge in areas of electronics, PC hardware, Network, DOS, basic programming, database, and other related fields is desirable. 1.4 Differences between VisualPOS Jr and VisualPOS -------------------------------------------------- VisualPOS Jr is a limited special edition of VisualPOS. The two editions are fully compatible. VisualPOS includes all features that VisualPOS Jr contains, and is built with additional advanced and powerful features. In the POS module, VisualPOS supports features like adding inventory/ customer, programmable invoicing, customer display, end of day float control cash management, etc. In the MNT module, it provides custom reporting, UPC and mailing label printing, and much more. Many other features such as programmable reporting, general importing/exporting to other applications are also provides with VisualPOS. VisualPOS also takes the advantage of extended or expanded memory and requires less memory to run with or without the extra RAM memory installed. 1.5 VisualPOS Jr/VisualPOS gas pump control ------------------------------------------- In addition to providing the best solution for regular retail operations, VisualPOS Jr/VisualPOS is also built with an integrated universal pump control to support C-Store operation which is a very common small POS retail business. Because VisualPOS is a very comprehensive POS system, probably no individual retailer is going to utilize all available features. If you do not need the gas pump control system, its related sections may be skipped without any effect on the rest of the package. VisualPOS is the new and revolutionary PC based system that provides the one stop integrated solution for both POS and pump control. All major brands and types of pumps are supported, including both the single despensor and the multi despensor blend pumps. It supports fuel management at four levels -- pump, grade, tank and POS inventory. It performs all functions that the ordinary pump controller provides, and much more -- changing price with one keystroke, reading pump totals, transaction stacking, drive away alert, automatic authorization, prepay or limit type authorization... PIE (Progressive International Electronics) or EXACT pump control card/boxes are required as the hardware for pump control. The gas pump control and management system is a add-on product to VisualPOS, and provided seperately as required. 1.6 VisualPOS Jr and VisualPOS brief feature list ------------------------------------------------- VisualPOS POS and Retail Management ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - Network ready, support up to 26 registers on a single network - Extremely fast and easy to operate with full ECR emulation, complete on-line help, and easy to understand pull down menus and forms - Tow line large character clerk/customer display - Programmable POS keyboard, keys and macros for over 100 immediate POS functions - 40 column receipt print on transaction, or demand - Security logon protection - Laser scanner and electronic scale ready - Electronic receipt journal for auditing or re-print - Full customer database and transactions support - End Of Day (EOD, or Shift) Z Report - Multiple tenders with cash, credit card, vendor coupon, foreign currency, customer account... - Price override, multi price levels, quantity and split prices, store coupons, dollar or percentage discount on single or group items, packaging, voiding, returning, open departments... - Full management and control over inventory, customer, vendor, operator databases - Optional transaction ASCII exporting in record or script format for accounting or other database processing - Merged Z and Tax report for period summaries and tax submission - Print inventory item or UPC bar code labels for laser scanning, or mailing address labels - Definable Auto-Batch processing to integrate with any third party software, DOS and DOS batches - on-line cashier/clerk training mode - and much more... Additional brief features for VisualPOS ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - Custom database reporting, Day/Month/Year end reporting/zeroing, - Power (programmable) database reporting and exporting - UPC bar code and mailing label printing - Add inventory or customer in POS - Programmable POS invoicing - EOD float control cash drawer management/re-consolidation 1.7 Other WIZ-TEC Software Products ----------------------------------- The gas pump control will be provided to VisualPOS as a add-on product called VisualPOS Fuel. There are many other software products available from WIZ-TEC. VisualPOS+ Ltd., VisualPOS+, VisualPOS+ Fuel are the enhanced versions of VisualPOS Point Of Sale and retail management products. WizLINK+ is WIZ-TEC's small/fast remote control and communication software. For more information about WIZ-TEC's full line of products, please contact WIZ-TEC directly at the address and phone provided. 1.8 How to read this manual --------------------------- This manual contains all of the information needed to install and operate the VisualPOS system. The majority of this information is also available in the on line Help system which may be accessed by pressing the [F1] function key. Unless specially notified, all descriptions apply to both VisualPOS Jr and VisualPOS. In Chapter 2 you will learn how to install VisualPOS, log on to the system, use the menus and menu options to perform operations, and learn the use of function keys. The layout of the screens, called "forms" in VisualPOS are described, and a valuable feature called "Choice List" is explained. Chapter 2 also includes a quick tour of the system. Chapter 3 describes the procedures for configuring the VisualPOS system in the general perspective. You will complete a User Registration Information form, and setup the system configuration, departments and sub-departments. This chapter also describes the procedures for setting up quantity and split price structures, tax tables, currency exchange rates, credit cards, etc. Chapter 4 describes the procedures for setting up the VisualPOS system in the POS perspective. You will tell VisualPOS the kinds of printers you have installed for receipt, report, and invoice printing, customize the keyboard functions, set up small programs called macros, and customize your messages for receipt printing, and etc. Chapter 5 explains how to add, edit, and delete database records of your inventory, open department, customers, vendors, and operators. Topics on all important fields are explained to help you understand how your databases management and inventory control (database portion) are structured and constructed. Chapter 6 presents the POS (Point Of Sale, or Cash Register) module, the part of the system that clerks will use in your retail transaction operation when dealing with customers. The POS module includes X reports and Z reports and a Training mode that operators can use to practice the operation as if they were in the Register mode. Chapter 7 introduces to you how to use the EXACT pump controller to implement the universal pump control system. You will also learn the basic concepts of the VisualPOS-EXACT pump control, and how to operate in the POS module. Chapter 8 introduces to you how to use the PIE pump controller to implement the universal pump control system. PIE pump controller is the WIZ-TEC's suggested hardware controller that is optional for supporting the VisualPOS integrated C-Store solution. In this Chapter you will read how VisualPOS-PIE pump control works in details, and learn topics on both the pump control system and the management system. Chapter 9 describes the setup options and report methods on both the EXACT and PIE pump control system. This Chapter is an addition in depth to Chapter 7 and 8 on VisualPOS universal pump control. Chapter 10 describes the operation on the extended POS functions for VisualPOS -- the float control cash drawer management, POS invoicing, adding and editing inventory and customer database in POS, etc. Chapter 11 discusses the general topics on maintenance and utility for your retail operation. Chapter 12 explains the VisualPOS customer database reporting functions for the inventory, customer, vendor, and operator databases, and for sales and tax information collected during the operation of the POS module. Chapter 13 describes the procedures for VisualPOS to produce labels to be applied to items of inventory and to be used as mailing labels, using the customer, vendor, and operator databases. Chapter 14 describes some advanced topics and utilities provided, including rebuilding indexes, repairing database, programming the invoice script, power reporting and exporting, etc. If you are not very familiar with computers and programming, you may need some assistance in performing these tasks. Chapter 15 discusses some important topics and sample operations using VisualPOS for your retail automation. It is one of the most important Chapters to help you making decisions, getting support and service, and setting up customized operating procedures for your clerks. Appendix A lists the POS functions, brief descriptions and their code names. Appendix B lists the settings required to use the optional devices like laser scanner, scale and magnetic stripe card reader etc. with VisualPOS. Appendix C is a Glossary, included to assist readers with terms that may not be familiar, or which are used in specific ways for VisualPOS. Manual Conventions A few conventions have been used in this manual to improve clarity of directions. Documentation referred to as VisualPOS or VisualPOS Jr/VisualPOS applies to both VisualPOS Jr and VisualPOS. When specified with VisualPOS alone, the section applies to VisualPOS package only. The names of keys on the keyboard are printed in capital letters within brackets, such as [ENTER]. POS functions are assigned to keys on the keyboard, and each function has a code name. References to these functions on keys are printed in capital letters within brackets. For example, the Cash Tendered function has the code name CASH. When the operator is directed to press the key to which this function has been assigned, it is printed as [CASH]. Some actions of VisualPOS require more than one key to be pressed at a time. At these times the first key is pressed and held and then the second key is pressed. When two keys are to be pressed at the same time it will be written as, for example, [CONTROL] (or [CTRL]), [ALTERNATE] (or [ALT]), [HOME] or [SHIFT] [TAB]. CHAPTER 2 GETTING STARTED ========================== 2.1 Introduction ---------------- In this Chapter you will learn how to log on to the system and install VisualPOS. Once the system is installed properly on your computer, you may follow a Quick Tour of some of the functions of VisualPOS to have a very first glance and feel about the system. The sections following the tour explain how to use the menus and menu options to perform operations, and the use of the function keys. The general layout of the screens called "forms" in VisualPOS, is described, and then the function and use of Choice Lists is explained. 2.2 Installing VisualPOS Jr/VisualPOS ------------------------------------- It is important you must read, well understand and agree to bind to the Software License Agreement before installing and/or using the software. To install VisualPOS Jr. or VisualPOS: Place the disk labelled "Disk 1" into floppy disk drive A: or B:. Switch to the A: or B: drive by typing A: or B: and pressing [ENTER]. Type "Install C:\VP" and press [ENTER] to install VisualPOS into your hard disk under C: drive "\VP" directory. You must have at least 4-6MB of free hard disk to install VisualPOS, or 7-9MB for VisualPOS. The install program command line syntax is "Install [DrivePath]" where [DrivePath] is the drive and directory you want to install VisualPOS into. You must install VisualPOS in a sub directory other than the root directory. VisualPOS is always set as single user mode when first install. You may configure it into network if you are installing under a multi register network system. It is required that you purchase multi copies of VisualPOS to run under multi-register network. For network installation and setup, please refer to the network setup section for details. After installing VisualPOS into your hard drive, the very first thing you should do is to read the README.DOC text file on disk. This file includes the latest updates, changes and minor bug fixes if any after the manual has printed. There is a brief version of this User's Manual on disk under the file name "MANUAL.DOC". It is a text file that may be printed directly. You may also use this file in a word processor to create custom operations manuals for the store employee -- clerks, cashiers, managers. 2.3 DOS System Files -------------------- To ensure proper operation of VisualPOS, two DOS configuration setup files must be examined to ensure that they are proper to VisualPOS. The two files are called AUTOEXEC.BAT and CONFIG.SYS. These files are to configure your computer when startup. The are in the root directory of your C: hard drive. The AUTOEXEC.BAT file is executed automatically each time you turn on the power to your computer. The file may contain several lines of commands, but only three lines are important to VisualPOS: VERIFY ON PROMPT=$P$G PRE84KEY The first command tells your computer to verify that files are written correctly to disks. The second line sets the format for the DOS prompt that appears on the screen; the current path is displayed. You don't have to set this format, but if you find it necessary to obtain help within VisualPOS, it may be easier for you to use this format. The last line is required only if you are using the PREH84 POS keyboard with VisualPOS. The CONFIG.SYS file often has only two commands that tell your computer the number of files that can be open at one time, and the number of buffers. For VisualPOS, the number of files and buffers must each be set to a minimum of 20, and these two lines must be included in CONFIG.SYS: FILES=20 BUFFERS=20 If the number of files and buffers are already set to larger values, your CONFIG.SYS file does not need to be modified. If any change has been made in your AUTOEXEC.BAT and CONFIG.SYS, you should re-start your computer in order for the changes to be implemented. Press [CTRL]-[ALT]-[DEL] key all at the same time, turn the power off and on, or press a restart button to re-start the computer. VisualPOS is now ready to be used. 2.4 VisualPOS programs and files -------------------------------- In your installed VisualPOS directory, several types of programs and files are present as described below: 2.4.1 EXE, COM and VVD programs ------------------------------- - VP.EXE is the startup and supervise program to run VisualPOS - POS.EXE is the main POS module to perform POS cash register tasks - POS.VVD is the POS module screen definition and screen files - MNT.EXE is the maintenance (MNT) module to perform inventory control, setup, management, reporting, and other back end functions - MNT.VVD is the MNT module screen definition and screen files - HC$$.COM is VisualPOS internal support program - VPRESET.EXE is a utility program to reset VisualPOS to single user - REBUILD.EXE is a utility program to rebuild database indexes - VPREPAIR.EXE is a utility program to repair database records - VPCHECK.EXE is a utility program to scan/fix database float number If VisualPOS is installed, several extra EXE programs are also included: - POSX.EXE is the VisualPOS version of POS.EXE without VisualPOS features. It runs faster without extended or expanded memory - MNTX.EXE is the VisualPOS version of MNT.EXE without VisualPOS features. It runs faster without extended or expanded memory - VPIMPORT.EXE is the utility program for VisualPOS database importing - VPREPORT.EXE is the report engine for database power reporting/exporting - and other EXE programs that are additional utility programs for power reporting and database importing etc. If you have VisualPOS installed but do not use its additional features in the POS module, you may rename the program POS.EXE to a different file name and rename the POSX.EXE to POS.EXE instead. If you have VisualPOS installed but do not use its additional features in the MNT module, you may rename the program MNT.EXE to a different file name and rename the MNTX.EXE to MNT.EXE instead. 2.4.2 Database and database support files ----------------------------------------- - SYSTEM.LOK is the database system support file - HC$.P is the database parameter file for VisualPOS database - HC$HC$.P is the parameter script file for VisualPOS database - POS.P is the database parameter file for VisualPOS database - HC$POS.P is the parameter script file for VisualPOS database - INVENTRY.DAT is the main inventory database file - ITEM.IDX is the item number index file for inventory database - UPC.IDX is the UPC number index file for inventory database - MFR.IDX is the part number index file for inventory database - CUSTOMER.DAT is the main customer database file - CUSTID.IDX is the customer number index file for customer database - CUSTNM.IDX is the customer name index file for customer database - VENDOR.DAT is the main vendor database file - VENID.IDX is the vendor number index file for vendor database - VENNM.IDX is the vendor name index file for vendor database - OPERATOR.DAT is the main operator database file - OPID.IDX is the operator number index file for operator database - OPNM.IDX is the operator name index file for operator database - OPLOG.IDX is the operator logon number index file for operator database - INVENTRY.MAS is the blank inventory database file - ITEM.MAX is the item number blank index file - UPC.MAX is the UPC number blank index file - MFR.MAX is the part number blank index file - CUSTOMER.MAS is the blank customer database file - CUSTID.MAX is the customer number blank index file - CUSTNM.MAX is the customer name blank index file - VENDOR.MAS is the blank vendor database file - VENID.MAX is the vendor number blank index file - VENNM.MAX is the vendor name blank index file - OPERATOR.MAS is the blank operator database file - OPID.MAX is the operator number blank index file - OPNM.MAX is the operator name blank index file - OPLOG.MAX is the operator logon number blank index file 2.4.3 System and setup files ---------------------------- - REGISTER.REC is the VisualPOS registration file - SYSCONFG.REC is the VisualPOS system configuration file - CURRENCY.REC is the currency and credit card definition file - GRPDEPT.REC is the department and sub-department definition file - PRINTSET.REC is the printer definition file - PRNTCODE.REC is the compiled printer driver file - QTYSPLIT.REC is the split pricing definition file - QUANTITY.REC is the quantity pricing definition file - TAX.REC is the tax table and setup file - CARDEOD.REC is the automatic credit card processing end of day file - MESSAGES.REC is the receipt message definition file - PUMPINIT.REC is the PIE pump control definition file - GASWASH.REC is the EXACT pump control definition and reporting file - AUTOBATH.REC is the Auto Batch definition file - AUTOPOS.REC is the compiled Auto Batch definition file - PUMPSALE.REC is the PIE pump control transaction file - PUMPREPT.REC is the PIE pump control sales summary report file - PUMPREAD.REC is the PIE pump control reading total report file - RECEIPT.LIB is the receipt printer driver library - REPORT.LIB is the report printer driver library - TAX.LIB is the tax table library - SETUP.HC$ is the compiled file of system setup and definitions - MACROS.HC$ is the compiled file of key and macro definitions 2.4.4 Other system files ------------------------ - README.DOC is the information document for the latest updates - MANUAL.DOC is the brief version text file of this User's Manual - POSLIST.TXT is the POS module on line pick list file - POSHELP.TXT is the POS module on line help file - MNTHELP.TXT is the MNT module on line pick list file - MNTLIST.TXT is the MNT module on line help file 2.4.5 Additional VisualPOS system files --------------------------------------- - BARLABEL.REC is the VisualPOS label printing definition file - INVENTRY.REP is the VisualPOS inventory report definition file - CUSTOMER.REP is the VisualPOS customer report definition file - VENDOR.REP is the VisualPOS vendor report definition file - OPERATOR.REP is the VisualPOS operator report definition file - INVOICE.* (* is the file extension of ANY) are the script and example files for VisualPOS programmable invoicing 2.4.6 Run time generated data files ----------------------------------- - JOURNAL.HC$ is the current receipt journal file - *.J?? (* is the file name with date-shift stamp, ?? is the VisualPOS register number) is the history receipt journal file - XZINFO.HC$ is the current X and Z Report file - TRXZINFO.HC$ is the training mode X and Z Report file - SALES.R?? (?? is the VisualPOS register number) is the record based line item transaction ASCII file - SALES.X?? (?? is the VisualPOS register number) is the script and record based transaction, summary and tender ASCII file - *.Z?? (* is the file name with date-shift stamp, ?? is the VisualPOS register number) is the history Z Report file - RTREE.OUT is the customer database reporting output text file - RTSCRIPT.SCP is the customer database reporting script file 2.5 Before you start -------------------- You must register your copy of VisualPOS and obtain an authorization code from authorized WIZ-TEC stuff by phone or fax. VisualPOS Jr. and VisualPOS software is NOT for sale. Your purchase is for a non-transferable license to use the software as described in the Software License Agreement. There are two major modules in VisualPOS -- POS.EXE for VisualPOS Point Of Sale, and MNT.EXE for back end management and maintenance. VP.EXE is VisualPOS's startup and supervise program. In the POS module, VisualPOS emulates a cash register with minimal key strokes required for POS functions, which is fast and easy for cashier and clerk to learn and operate. All keys are remapped to POS function keys or key macros. MNT module uses pull-down menu as the interface of many user friendly software with forms, regions and fields. Function keys are also used in the MNT module using the convention listed below: - [F1] help - [F2] pick/choice list - [F3] find database record - [F4] previous database record - [F5] next database record - [F6] blank field - [F7] previous field or region - [F8] next field or region - [F9] delete - [F10] do it and exit form - [ESC] cancel and abort The logon number by default is "1111". You should record your and your clerks' logon numbers separately outside VisualPOS. Some example setups and database records are shipped with the system. You should eliminate them or modify them into your needs before going on line in your retail operation. 2.6 Start Up and Log On ----------------------- VisualPOS must be started up from the DOS directory that contains the program. Switch to this directory by typing "CD " and enter the name of the directory that VisualPOS installed to, and press [ENTER]. For example type "CD \VP" and press [ENTER]). If you wish to set up a DOS batch file which will allow you to start VisualPOS from any directory; consult your DOS manual for assistance. After that, you may start VisualPOS by typing "VP" and pressing [ENTER]. When VisualPOS is first started, the POS module is loaded and the cash register screen appears. You are prompted to enter a four digit Log On number. An operator record with Logon # "1111" is included in the database when VisualPOS is shipped. Type "1111" to log on. Note that the Log On status indicator stops flashing, indicating that you have an active Log On in Register mode. VisualPOS is "live" at this point and you can experiment with the cash register. A message appears when an invalid Logon # is entered; enter the correct Logon #. As a security feature, VisualPOS shuts down and returns to DOS if three illegal Logon #'s are entered. Log off the Register mode by pressing [TAB] which is assigned the [LOG] function, the Log On indicator will flash and the Log On panel reappears. you may Log on again now. To exit VisualPOS and return to DOS, press [K] which is assigned [KEY LOCK] function. Pressing this key has the same effect as turning a key on a cash register to permit a different mode of operation. The Key Lock function causes a Selection menu to appear. Press [ 9 ] or highlight Exit VisualPOS and press [ENTER] to exit the system and return to DOS, or press [ 1 ] or highlight POS Register Mode and press [ENTER] to return to Register mode. Before proceeding with a description of some basic features of VisualPOS, we will take you on a quick tour of some parts of the system. 2.7 Quick Tour -------------- When VisualPOS is started, the POS module is loaded and the cash register screen appears. Log on by typing "1111" when the Log On panel appears. You are now logged on to Register mode of the POS module, and can proceed with some transactions. You can leave the tour at any time by selecting Exit VisualPOS from the Selection menu or the Module menu, depending on your location in the tour. The inventory items included in the sample data file have Item #'s beginning with 1000 and increasing by 10. The vendor records begin with Vendor # 100, and increase by 10. The customer records begin with Customer # 10 and increase by 10. The first operator record has Operator # 1 and the numbers increase by 1. Sell an item by typing the Item # and pressing [ENTER] which has been assigned the [AUTO PRICE] function. Now press [-] which has been assigned the [CASH TENDERED] function. This completes a very simple transaction as shown on the journal. Begin a new transaction by identifying a customer. For example type 10 and press [F9] which has been assigned the [CUSTOMER NUMBER] function. The name of the customer appears on the display, and information about the customer is completed in the customer panel of the screen. Press [F9] again and a part of the customer record appears on the journal area. This customer information is cleared from the screen when you press another key to continue the transaction. If you make a typing error press [BACKSPACE] to remove the last key press. Press [SPACE] (assigned the [CLEAR] function) to exit from an entire sequence of key entries. Sell one of the items by typing the Item # and pressing [ENTER] (the [AUTO PRICE] function). The Trans status indicator lights up to show that a transaction is in progress. The Tax status indicators display the taxes applicable to the item. Information about the item appears below the status indicators. VisualPOS looks up the price of the item in the inventory database, and the description of the item and price appear on the display. This first sale appears on the journal in the lower left section of the screen. Press [I] which has been assigned the [ITEM LOOKUP] function. Fields from the inventory database appear for the item just sold. This information about the item is cleared from the screen when you press another key to continue the transaction. Sell a few more items and then press [+] (assigned as [SUB-TOTAL] function) to display the subtotal of the sale. Tender cash in payment by typing the amount tendered and then pressing [-]. The journal shows the subtotal of the transaction, calculates and displays the applicable taxes and total amount due, and finally shows the amount of cash tendered and the change, if any, due to the customer. The Help system in the Register mode of the POS module is activated by pressing [F1] and is de-activated by pressing [F1] again. When the Help system is active, press any key on the keyboard to display the help text explaining the function that has been assigned to each key. Use the help text to explore some of the functions of POS and then try them out if you wish. When you have completed some transactions and are ready to move on, open the Selection menu by pressing [K] for the [KEY LOCK] function. Choose Z Report from the menu. Select Yes when asked if you want to clear totals. The Z Report appears on the journal, and all of the summary totals are cleared to zero. The Z Report can not be viewed on the journal until a transaction has been completed. Press [F12] or [/] to enter a No Sale transaction. Press [PAGE UP] and select Yes when asked if you want to view the previous journal. Use the scroll functions on the keyboard ([PAGE UP], [PAGE DOWN], [LINE UP], [LINE DOWN]) to view the Z report. [LINE UP] and [LINE DOWN] are assigned to cursor up an cursor down, respectively. Press [CLEAR] to end scrolling; [CLEAR] has been assigned to [SPACE]. Choose Maintenance (MNT) module from the selection menu to continue the tour. When the MNT module has loaded, the menu titles of this module appear across the top of the screen. Use the cursor keys to highlight the Database menu title, and the commands available on that menu appear. Highlight Inventory Edit menu selection form the Database menu and press [ENTER] or press [I] to edit inventory records. The Inventory form appears showing all of the data fields for an inventory record. With the cursor in the Item # field type the number of an item and press [F3]. The fields for this Item # will be completed in the form. Note at the bottom of the form that the sales of the item that you made using the POS module have been updated. Press [F5] to view the next inventory record or press [F4] to view the previous inventory record. Press [F7] and [F8] to move backward or forward between fields. Press [ESCAPE] to close the Inventory form. The Operator Message Line at the bottom of the screen requests that you confirm that you wish to exit the form. Highlight the Customer Edit menu selection; the Customer form opens. Locate one of the customer records (type the Customer # and press [F3]). Press and hold [CONTROL] and then press [END] to move the cursor to the last field at the bottom of the form. Scroll through the region using the cursor keys. This region of the form shows the sales in various departments that you recorded using the POS module. Press [CONTROL] and [HOME], at the same time, to move to the first field of any form. Press [ESCAPE] to close the form. Highlight the System menu and choose Exit and press [ENTER] to exit VisualPOS and return to DOS. The Quick Tour for VisualPOS's glance and feel is now finished. The following sections describe in greater detail some of the functions and features of VisualPOS that you used during the tour. The descriptions will be more useful if you have logged on to VisualPOS while you read the manual so that you can experiment with the instructions using the sample data and see the screens as they are described. 2.8 Using Menus --------------- Use the cursor keys to highlight the menu titles in a module. Note that as the different menu titles of a module are highlighted, the menu with the options available appears below the title. This is what is meant by a pull-down menu. The menu titles "wrap around", that is, pressing the right cursor key when the right-most menu is active will activate the left-most menu. Another way to move between menus is to press [ESCAPE], type the highlighted letter of the menu title that you want to use (usually the first letter), and press [ENTER]. There are two ways to choose an option on a menu. The simplest is to type the highlighted letter of an option. For example, to add an item to the inventory database, highlight the Inventory menu in the Data module and press [A] for Add. The data form for adding inventory items appears. Close the form by pressing [ESCAPE] and pressing [Y] for Yes when asked if you want to close the form. You will return to the Inventory menu. The other way of choosing a menu option is to highlight that option using the cursor keys to move up and down the menu, and then press [ENTER]. Note that as each menu option is highlighted, an operator message appears at the bottom of the screen explaining the operation that will be started if that menu option is selected. 2.9 Mode Indicator ------------------ In the upper right corner of the screen, there is a highlighted box called the Mode Indicator. When the menu titles are visible, the Mode Indicator displays the name of the active module. Each time a menu option is chosen and a form (defined below) has appeared on the screen, a code for the menu option chosen appears in this box. The menu titles remain visible when forms are open, and the active menu title is highlighted. The combination of the menu titles and the Mode Indicator allow the user to determine their location in the system quickly. For example, if Add is chosen on the Inventory menu in the Data module, the Inventory menu title remains highlighted and ADD appears in the Mode Indicator when the Inventory form opens. 2.10 Function Keys ------------------ Specific functions have been assigned to the function keys (F1 to F10) across the top of the keyboard. Those functions are as follows: F1 is used to access the Help system of VisualPOS. [F1] can be pressed at any time to obtain more information about the function of specific keys on the keyboard (Register mode of POS module) or information about the operation currently in progress (all other modules). The help system in all modules except POS is two-tiered. The first time [F1] is pressed, the help text describes the current location in the system. If it is pressed again, the help text describes the next more general level of the system. Press [ENTER] or [ESCAPE] once for each time [F1] was pressed to exit the help system and return to active operation. F2 is used to open Choice Lists which are available at many points in the system. When the cursor is located on a data field which has a Choice List available, this is indicated by the operator message at the bottom of the screen. Press [F2] to open the list. Pressing [ESCAPE] closes a Choice List. These lists are described in greater detail below. F3 is called the Select function. [F3] is pressed in View and Edit modes to locate, or select, a record after text has been entered in one of the data fields that can be used to search the database. For example, to locate the record for Inventory Item # 1000, type 1000 in the Item # field and press [F3]. F4 and F5 are used to move backward and forward, respectively, through a series of records. For example, assume you are editing records describing inventory items. A press of [F4] will cause the information for the previous inventory record to be shown, while pressing [F5] will show the information for the next record. If the first inventory record is currently shown and [F4] is pressed to show the previous record, a message will indicate that there is no "previous" record. Press [F4] again to move to the last record. The same is true if [F5] is pressed when the last record is currently shown. Move the cursor from any field on a form to the first field by pressing and holding [CONTROL] while you press [HOME]. Similarly move the cursor to the last field by pressing [CONTROL] [END]. F6 clears the contents from a data field so that new information can be entered. Data that has been cleared from a field by pressing [F6] can be returned to the field by pressing [ESCAPE] as long as no other actions have been performed. Move to first character within a data field by pressing [HOME], or move to the last character of a field by pressing [END]. F7 and F8 move the cursor backward and forward, respectively, between fields and between scrollable regions or sections of data forms. Scrollable regions are areas of forms in which there are more lines of information than can be viewed at one time. Scrollable regions will be encountered throughout VisualPOS. The nature of these regions will become clear when they are explained in greater detail in the sections where they appear. F9 is the Delete key. [F9] is pressed to delete a record while in Delete mode. To delete a record, enter text in one of the highlighted fields on a form and press [F3] to select that record. Press [F9] to delete the record. [F9] is also used to edit macros. F10 is the Save key. [F10] is used, for example, in Add and Edit modes to signal that data entry or editing has been completed, and that the information should be saved as it appears on the form. [F10] is also used to save reports, macros, department definitions etc., and to print reports. You can assign additional functions to other keys on the keyboard for use in the POS module. Please refer to POS Key and Macro setup section for more details. 2.11 Forms ---------- The information about all of the individual units such as inventory items, operators, vendors, and customers that are involved with your retail operation constitutes a database. The information about each individual unit is called a record. Each record consists of many different data fields each with a name (e.g., Item #), a format (e.g., numeric or text), and a maximum number of characters. For example, the inventory database consists of records which contain data fields describing each item of inventory. If you were using a manual system to monitor inventory, an inventory record would consist of a paper form showing all of the data field names with space beside each field name for the information that is to be completed. These data forms are built in to VisualPOS, and appear as screens when menu options are selected. For example there is a form for inventory items, another form for information about operators, and so on. Each form is divided into sections, that is, sets of data fields which contain related information. The sections of forms are outlined by solid lines. To illustrate the concepts of forms and sections, choose Add on the Customer menu in the Data module. The Customer form appears with the cursor located in the first data field, Customer #. The top section of the form is devoted to personal information describing the customer. The centre section of the form records classification information, such as the type of customer, the price and tax levels he/she is to be charged, and credit information. The bottom section of the Customer form is a Scrollable Region. In this region are recorded the month-to-date and year-to-date costs and retail values of purchases made by the customer, broken down by departments. Only three lines of this Purchase Table can be viewed at one time, but there are actually 26 lines, one for each department. Use the cursor keys, [PAGE UP] and [PAGE DOWN] to scroll through the information in a scrollable region. Press [ESCAPE] to close the Customer form without saving the information. Several keys can be used to move between the fields of a form. Press [ENTER] or [TAB] to move to the next field or [SHIFT] [TAB] to move to the previous field. Pressing cursor right moves the cursor to the next character within a field unless the cursor is at the last field position and then cursor right moves to the next field. Cursor left operates the same way but moves the cursor to the previous character or field. Cursor up and down move the cursor up and down between fields on the form. The field that the cursor moves to when these keys are pressed depends on the layout of the form. If fields on successive lines of the form are in approximately the same positions, pressing the cursor up or down keys moves the cursor between the lines. However, when the fields are not lined up, pressing these keys may cause the cursor to jump several lines. You will have to experiment until you get used to the operation of these keys. Press [CONTROL] [HOME] to move to the first field on a form and [CONTROL] [END] to move to the last field. On a form which has scrollable regions, [F7] and [F8] are usually pressed to move between the regions. There are two exceptions. If the cursor is located on the last field before a scrollable region, then [TAB] [ENTER] or cursor down moves the cursor to the scrollable region. [CONTROL] [END] also moves the cursor to this region. Within a scrollable region, the cursor can be moved using the keys described above. 2.12 Pick/Choice Lists ---------------------- At many different locations in VisualPOS, operators are required to enter specific types of information into data fields. When the range of information to be entered is limited, VisualPOS provides Choice Lists of options. The operator message at the bottom of the screen indicates when Choice Lists are available for data fields. For example, on the Customer, Vendor, and Operator forms there is a field called Prov/State where the abbreviation for the Province or State as part of an address is to be entered. A Choice List of all Canadian provinces and territories and American states is available on this field. The operator could select the entry from the Choice List. Operators often have the option of manually entering the data in a field instead of using a Choice List. Choice Lists have three main purposes: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ - they reduce the amount of typing required; - they enforce standardization on certain data fields where operators could use different coding schemes; - they allow information entered by operators in various parts of VisualPOS to be reviewed and selected quickly without having to refer back to the form where the information was actually entered. An example of the latter situation is provided by entry of vendors on the Inventory form in the Data module. A Choice List of vendors is available for the Vendor data fields on the Inventory form. This list is created by the entry of vendor records using the Vendor form in the Data module. Choice Lists are opened by pressing [F2]. There are two ways to move between the choices on these lists: use the cursor keys, [PAGE UP], [PAGE DOWN], [HOME] or [END]; type the first letter of a choice in the list. The first entry on the list beginning with that letter will be highlighted. If the same letter is typed again, the next choice beginning with that letter is highlighted. CHAPTER 3 GENERAL SETUP AND CONFIGURATION ========================================== 3.1 Introduction ---------------- The setup of VisualPOS is controlled through the Maintenance module which is accessed from the Module menu. In this chapter you will learn how to: - initialize the files of VisualPOS, - complete the user information form; - set up the printer(s); - enter messages that will appear on cash register receipts; - identify the hardware configuration of your system; - set up the tax tables; - set up departments, currency exchange rates, credit cards, quantity discounts, and split price structures; and - assign functions to the keys on the keyboard to be used in the POS module. 3.2 User Registration Information --------------------------------- There is only one choice on the User Information menu. When User Information is chosen, a form appears where you must record information about your retail operation. Carefully read the Warning Message which appears at the bottom of the form. If you change any of the information on this form, you must obtain a new Authorization Code from WIZ-TEC Computing Technologies Inc. within a grace period of seven days. Each time you run POS or MNT module of VisualPOS, the number of days remaining in the grace period is displayed. If the grace period expires without entry of a new authorization code, VisualPOS will only allow you access to the User Information form. This applies to first-time installations of VisualPOS as well as to any future changes to this information. The simplest way to obtain a new authorization code is to FAX a copy of the User Information form to WIZ-TEC. A representative will telephone you with your new code. To print the User Information form after making changes and saving it, make sure your printer is ready and then press [PRINT SCREEN]. A copy of the User Information form as it appears on the screen will be printed. You can also telephone WIZ-TEC with the information to obtain a new authorization code. The telephone and FAX numbers appear on the User Information form. The Serial Number of your copy of VisualPOS always appears in that field and can not be changed. The Authorization Code is obtained from WIZ-TEC Computing Technologies Inc. Enter the Authorization Code very carefully, because if a mistake is made and saved, VisualPOS will not recognize the code and will stop operating after the grace period has expired. The Date is updated automatically when a new Authorization Code is entered. Complete the Store Name and Address fields as you would like them to appear on receipts printed during operation of the POS module and on reports. Forty characters are available for the Store Name, but if you choose to print the name in double wide characters (see Messages below), only 20 characters can be printed. Be sure to complete the Telephone # and FAX # fields so that WIZ-TEC Computing Technologies Inc. can contact you with new Authorization Codes. If the information for the store is different from the information for the corporation that owns the store, complete the fields in the next section. Press [F10] to save the information, or press [ESCAPE] to close the form without saving the information and return to the Maintenance module menu titles. 3.3 System Configuration ------------------------ Choose System Configuration on the System menu to open a form where important information about your system will be recorded. VisualPOS relies on a correct system setup to operate properly. The Store # field is for a multi-store retail operation. It is a four digit number. For single store operation, put the field to 1. The Register # field is to set the current VisualPOS register number. If you only have one VisualPOS installed, fill the number with 1. VisualPOS supports up to 26 registers on a network. The Store # and Register # must be filled with a value. It is also used to format ASCII transaction number exporting. The Store # and Register # fields will also be printed on the receipts. VisualPOS runs under network environment. You must purchase multi copies of VisualPOS to run under multi-register network system. The register type is to set type of register current VisualPOS will run under. Use [F2] to bring up the choice list. Single User VisualPOS will use its own database system. Network Master is to set current VisualPOS as the server. VisualPOS Network Slave is to set current VisualPOS as a client workstation and use the Server/Master's databases to operate. Network Sub-Master is the same as the Slave, and is introduced for redundancy back purpose (i.e. the backup server). Instead of using the server and client terms, VisualPOS uses the Master and Slave instead to make it easier to understand. Master is the Server, and Slave is the client. Master/Sub-Master path is used only under network environment. If it is running as Single User mode. Leave them all blank. If the Register is the Master (server), leave the Master Path blank; if is the Sub-Master (backup server) leave the SubMaster Path blank instead. Each path included with the drive letter field (A-Z) and the directory path (without driver and ':'!) field. The Master and SubMaster paths must be entered correctly. They are the paths of the Master/SubMaster that are visible to this PC station. Please refer to the Network section for more detailed information. The following seven fields identify the ports through which various equipment communicates with your computer. For each item of equipment, select the port from a Choice List; open each list by pressing [F2]. If the equipment is not a part of your system, select NONE from the list. If you are using the optional laser scanner, scale, or card reader with VisualPOS, set up these equipments using the settings described in Appendix B. The ability to transmit data using a modem will be included in a future release of VisualPOS. The Customer Display unit is supported by VisualPOS using COM1. It is yet a special edition and will be implemented in the future. The credit card region is to configure VisualPOS automatic credit card processing setup. VisualPOS supports both 3101 and 3201 protocols. It is currently in testing and will be included in the future releases with full on line support credit card processing after the testing and approval. The Line Type is selected from a Choice List. The line can be either dial or leased. A Dial line dials the telephone number to connect to the authorization computer. A Leased line is a direct and permanent connection to the authorization computer through the telephone network. Select the Baud Rate from the Choice List. The Baud Rate depends on the type of service arranged. Select the type of dial service, either Tone or Pulse, by pressing [SPACE] to change between these options. If you are using a dial-in access to the authorization computer enter the area code and telephone number in the field beside Dial. The format should be 1-999-999-9999. The 1 and the area code are optional. Beside the telephone number, space is provided to enter special setup codes which may be required for your modem. This information is not usually required; do not complete the field without direction from WIZ-TEC Computing Technologies Inc. Enter the Merchant ID assigned to you. Enter the Terminal ID assigned to you. Be careful to enter the ID exactly as it is printed; the code is case sensitive. In the next five fields, record Yes/No responses as appropriate. Press [SPACE] to change between Yes and No. Is a receipt to be printed automatically when a transaction is completed, or must the Print Receipt key be pressed before a receipt is printed? Is a customer number required to begin a transaction? If you select Yes, a transaction can not proceed until a valid customer number is entered. Is a decimal required to enter cents (Yes), or is a decimal to be inserted automatically by VisualPOS in the series of numbers entered for a price or payment amount (No)? If you select Yes, 10 dollars would be entered as 10, and 10 cents as .10. If you select No, 10 dollars would be entered as 1000, and 10 cents as 10. Is the operator to be logged off VisualPOS at the end of each transaction? This option should be selected (Yes) when more than one operator uses the terminal, so that the terminal is always secured and sales are credited to the appropriate operator. Will the operator be forced to perform a backup of the system before zeroing of monthly and annual totals. Put this field to be 'NO'. If you set this option to 'YES', VisualPOS will block you from any zeroing total process to remand you of database backup. In the next section of the form: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Record the number of decimals allowed during the entry of Quantity for a multiple item purchase. If fractional quantities are not allowed, enter a zero. When you are using an electronic scale, the number of decimals must be set to a minimum of three. Choose a time to reset the transaction number in the POS module to zero. Midnight is a convenient time for most stores, but other times may be more appropriate depending on store and shift hours. This field was originally designed for single store Open Department registers. Since VisualPOS is supporting multi-store and accounting exporting now, the transaction reset is no longer true. VisualPOS increases its transaction number from 1 to 30000 circulative for receipts and invoices independently at each register. For multi-register operation, they may be identified by the store and register number printed. When exporting the ASCII transaction files, VisualPOS will merge the 3 digit (less and equal to 250) store number, the 2 digit register number and the individual 5 digit transaction number into one 10 digit number. VisualPOS also adds an addition 6 digit date stamp/prefix (2 digit year, 2 digit month and 2 digit day). POS ASCII transaction type is the VisualPOS transaction ASCII export type. It is for exporting to other database and accounting applications. If you are not going to use these sale files for other database or accounting packages, you may disable the function. VisualPOS can generate two major types of ASCII sale file -- Record Type for line transaction and Script Type for tender/summary and line transaction. They are ASCII text files and are always being written to the server's (Master's) VisualPOS directory if under network. The file SALES.R?? (?? stands for register number) is the line item transaction detailed file (record/line based, typically used for auditing and analysing transaction history, and exporting very detailed accounting), and file SALES.X?? is the transaction summary based media/tender detailed file (record/ line or script based, typically used for accounting hook/porting). Other than for accounting/database information exchanges, they are also very compact transaction audit files better than the Receipt Journals. At the bottom of the form select the type of printer to be used for labels by pressing [F2] to open the Choice List for this field. You must have one of the printers in the list or a compatible printer in order to print labels with VisualPOS. When you make your selection, the decimal codes for that printer are completed automatically. Knowledgeable users may wish to change the codes to allow printing with different fonts. Note that for some printers a choice of print densities of 150 and 300 dots per inch (DPI) is available. The higher density print does not improve label readability for laser scanners, and requires more time to print. Press [F10] to save the System Configuration information or press [ESCAPE] to return to the System Setup menu without saving your entries. Taxes 3.4 Currency & Credit Cards --------------------------- Choose Currency/Credit Card on the System menu. A form appears where the current currency dollar equivalent of up to nine foreign currencies can be entered. For each currency, record the name and the Canadian dollar equivalent. The date of the last update is recorded automatically. To tender foreign currencies in the POS module, the code number of the currency is entered and then [CURR] (Currency Conversion) is pressed. VisualPOS automatically performs the currency conversions using the rates you have entered. Any change due to the customer is displayed in Canadian funds. Press [F8] to move the cursor to the bottom section of the form. Record the names of up to nine credit cards that you accept for payment by customers. The code number of the credit cards will be entered in POS to identify the card that a customer has tendered. For example, if VISA is entered as Credit Card 01, an operator will type a 1 before pressing [TYPE] (the Bank Card Type key) and then [CARD] (the Card Tendered key) to tell the system that a VISA card has been tendered. You may wish to set up a macro to simplify the key sequence required to tender a credit card or perform a currency conversion. Macros are explained later in this chapter. Press [F10] to save the currency conversion rates and codes and the credit card codes, or press [ESCAPE] to return to the System Setup menu without saving your entries. 3.5 Departments & Sub-departments --------------------------------- The system you are presently using probably allows only 10 or fewer departments. VisualPOS allows up to 26 departments that can be further divided into a total of 99 sub-departments. The large number of departments and sub-departments permits much greater detail in sales reporting. Departments are defined in a two-tiered structure of departments and sub- departments. Departments are broad categories such as clothing, shoes, automotive, and so on. Sub-departments are more specific divisions of departments, such as men's clothing, women's clothing, and children's clothing. You should set up sub-departments to contain inventory items which all have the same tax status. For example, the Grocery department might have two sub-departments, taxable and non-taxable. The sub-departments also define Open Items. Open Items are groups of different inventory items that are not identified by individual inventory records. If you are using the Quick Start setup of VisualPOS, all sales of items are posted to these Open Items. With the complete setup of VisualPOS that includes individual inventory records, Open Items may also be used when items are presented for purchase at the cash register without any identifying information like a UPC # or Item #, or when the inventory record has not yet been entered. Choose Departments on the System Setup menu to open the form where departments and sub-departments are defined. The Department and Sub- department Definition sections are scrollable regions. Begin by developing the department definitions. Twenty-six department definitions, coded A to Z, are available. Beside the desired code for each department, enter a name describing the department. The departments do not have to be coded in sequence. For example, you could use departments A, D, M, etc. instead of A, B, and C. Department Z is defined as Miscellaneous when VisualPOS is shipped, but this name can be changed. During the operation of the cash register, if there is a question regarding which department an item should be posted to, they will be posted to Department Z. If you need one more department for miscellaneous items, you can define one, but give different names to these two departments . The High Amount field is provided as a safety net for typing errors during transactions. Enter the price of the most expensive item in the department. VisualPOS will check POS register entries made by operators against this value and a warning message will appear if the High Amount is exceeded. In this way entry errors such as $2000 instead of $200 can be avoided. When all of the departments have been defined, press [F8] to move to the Sub-department Definition section of the form. Choose a number from 1 to 98 for the first sub-department. VisualPOS does not require that sub-department numbers be used sequentially. In fact it may be useful to reserve some numbers throughout the sequence for future use. Sub-department 99 is defined as MISCELLANEOUS when VisualPOS is shipped. During the operation of the cash register, if there is a question regarding which sub-department an item should be posted to, they will be posted to Sub-department 99. If you require additional sub-department for miscellaneous items, you can define one, but give different names to these two sub-departments. All sub-departments are initially linked to Department Z, the Miscellaneous department, but they can be linked to the departments you have defined. With the cursor on the Department field, press [F2] to open the Choice List of departments. The list includes all of the departments that you just defined. Highlight the department in the list and press [ENTER]. This links the department to the sub-department that you are defining. Enter a description of the sub-department in the Description field. This description should include some reference to the department name. For example, if the department is Clothing and the sub-department is Men's Clothing, enter Men's Clothing in the description field, not simply Men's. Because only 16 characters are available for the sub-department description, some abbreviations may be necessary. The sub-department descriptions that you enter will be available as a Choice List in the Inventory section of the Data module. The next three fields are used to enter ranges of inventory numbers to be used for inventory items in each sub-department. Enter a Start and End number. The Increment field will be used when inventory numbers are assigned automatically by VisualPOS. If an increment of one is entered, successive inventory items will be assigned sequential numbers (e.g., 1000, 1001, 1002 and so on). You may find it more useful to select an increment of 5 or 10, to allow insertion of inventory numbers between existing items in the future as new items are stocked for sale. Press [F10] to save the Department and Sub-department Definitions, or press [ESCAPE] to return to the System Setup menu without saving the information. The names of departments and sub-departments can be changed after they have been defined by opening the Department form, making changes, and pressing [F10] to save the new names. However, you should be aware that it may take considerable time to update the databases following these changes. All of the inventory, customer, and vendor records must be updated with the new department and sub-department names. To minimize the amount of time required, make all changes at one time rather than making each change and pressing [F10] after each one. 3.6 Quantities/Split Prices --------------------------- The rules for handling quantity discounts and split price structures are established by first choosing Quantity/Split Prices on the System Setup menu. Both sections of the form that appears are scrollable regions. Quantity Pricing Codes are a way of recording discounts to be granted for volume purchases of an inventory item. For example, a customer might be charged $1.00 per unit for a purchase of 10 or fewer units, $0.95 per unit if 11 to 20 units are purchased, and $0.90 per unit if more than 20 units are purchased. In this example, the break points are 10, 20, and 21. After selecting a Quantity Code (1 to 199), these values would be entered in the Qty 1, Qty 2 and Qty 3 fields, while the unit prices corresponding to each break would be entered in the Price fields. Up to four break points can be established. The quantity discounts can be granted only when all of the items are sold at one time using the Quantity function in POS. VisualPOS can not keep track of the number of units sold and then grant the quantity discount. The quantity break points and prices are tied to a quantity code that is later linked to an inventory record in the Data module. For example, the above quantity structure could be coded as Quantity Code 1. If this set of break points and prices was to be applied to Inventory Item # 1000, a 1 would be entered in the Quantity Code field on the inventory form during entry of Item 1000 into the inventory database. Press [F8] to move the cursor to the Split Pricing Codes section of the form. Split prices are prices such as two for $0.49, three for $0.91, and so on. As with Quantity Prices, split prices are tied to a code which is entered in an inventory record to identify the way in which multiple purchases are to be handled. Consider the two for $0.49 example. The price for the first unit sold would be $0.25 and for the second unit $0.24. These two values would be entered in the first and second price fields on the form. The Split Price column of the form shows the structure you have created so that you can verify that the correct entries have been made. The five price fields on each row of this section allow you to enter split prices for up to five items, that is, for a five for $X.XX case. Press [F10] to save the Quantity and Split Price structures, or press [ESCAPE] to close the form without saving your entries and return to the System Setup menu. 3.7 Taxes Setup --------------- Four tax tables can be defined with VisualPOS. However, only two taxes can be applied to an item, the Tax1 (GST for Canada) and any one of the other three (PST, Tax Three, or Tax Four). Choose Taxes on the System menu to open the Tax form. The form consists of four sections each representing a tax table. Each section contains a scrollable region which shows the tax that applies to ranges of purchase amounts. Tax Table 1 is reserved for the Federal Tax, the most frequent and basic tax (GST for Canada). VisualPOS is shipped with Canadian GST in Table 1, so no action is required to set up this table for Canada. However, if prices in your store include the GST, you must remove the GST from Table 1. With the cursor on any field in Table 1, press [F9] to clear the table. [F9] can be used to clear any of the tax tables. If the GST rate is adjusted in the future an updated tax table will be available from WIZ-TEC Computing Technologies Inc. However, it is simple to enter a new tax table. A simple way to calculate a tax table is to enter the percentage tax rate in the Tax % field and press [ENTER]. VisualPOS calculates the table beginning with a tax amount of one cent. The first tax amount in some tax tables is higher than one cent, and in this case it is necessary to enter the ranges and amounts of tax manually. You may also enter the tax table to have VisualPOS calculate/estimate the tax rate. For Federal tax outside Canada you should re-configure this Tax 1 to the according tax name, rate and table. The following table shows the first 10 entries in a 10% tax table (the percentage was chosen for ease of calculation!) in which tax is not applied to purchases of less than 25 cents. LOW HIGH AMOUNT 0.25 0.34 0.03 0.35 0.44 0.04 0.45 0.54 0.05 0.55 0.64 0.06 0.65 0.74 0.07 0.75 0.84 0.08 0.85 0.94 0.09 0.95 1.04 0.10 1.05 1.14 0.11 1.15 1.24 0.12 To enter this table, type the first Low amount and press [ENTER]. The cursor moves to the first Amount field; type the first tax amount and press [ENTER]. VisualPOS completes all of the remaining entries in the Amount column, and increments each successive field by one cent. Type the next Low amount and press [ENTER]. Note that the High amount on the first line was updated. Continue entering the series of Low amounts in the first column. VisualPOS "learns" the new tax structure after a variable number of entries (40 lines are available), and a message appears indicating that the tax rate has been calculated. If this message is not received, or if the calculated rate doesn't match the rate you were trying to enter, check your tax calculations. There is probably an error that is making it impossible for VisualPOS to determine the rule used to calculate the tax. Tax Table 2 is reserved for Provincial Sales Tax (PST). Press [F2] to open the Choice List of Provincial tax tables, and select the table for the province of your operation. Alberta, Yukon, and Northwest Territories appear in the Choice List, but there is no PST in those jurisdictions at present. When you select those tables, the Tax Name appears on the Tax form and the Tax % field shows a zero. These tables do not have to be selected in those areas without PST. If you do select them, the PST will appear on receipts but the values will be zeros. You can cause a tax to be printed on a receipt only when there is a taxable amount by including a period as the last character in the Tax Name field. Note that there is an additional field on Tables 2, 3, and 4 called Type. The code in this field is either a C (compound) or an N (non-compound); press [SPACE] to change between these types. A compound tax is applied to both the price of the item and the GST, while a non-compound tax applies only to the price of the item. If the rate of PST changes, an updated table will be available from WIZ-TEC Computing Technologies Inc., or you can create a new tax table as described for Table 1. Tax Tables 3 and 4 are provided for existing taxes specific to your jurisdiction such as an amusement tax, a liquor tax, or for future tax introductions. If there are presently taxes other than the GST and PST that apply in your area, identify the Tax Name and Type and then develop the table in the scrollable region. Keep in mind that only one of taxes other than the GST can be set to "on" in an inventory record. The Tax Names are entered automatically when tables are selected from the Choice List, but they can be edited. The first letter of the Tax Name that you enter for each tax is used in the POS module to print codes beside taxable items on receipts. For example, if the GST applies to an item and the name in the table is "GST", a G is printed in the Tax column on the receipt. If the item is also subject to Manitoba Provincial Tax and the Tax Name in Table 2 is "Manitoba", an M would also appear beside the item on the receipt. When the Tax Name field is empty, no code for the tax is printed on receipts. Press [F10] to save all of the tax table entries, or press [ESCAPE] to close the form without saving the information and return to the System Setup menu. If no tax tables have been selected or entered, no taxes will be applied to purchases in the POS module. 3.8 Printer Setup ----------------- The types of printers to be used for various operations must be identified to VisualPOS. Choose Printer Setup from the POS Setup menu. A form appears where the printers to be used for receipts and for reports are described. Use [F7] and [F8] to move between the two sections. Position the cursor on the Printer Type field in the Receipt Printer section and press [F2] to open the Choice List of receipt printers. Select the printer type that you have and press [ENTER]. The various fields in the top section of the form will be completed with decimal codes that tell your computer how to communicate with your printer. Knowledgeable users may wish to change the codes to allow printing of different fonts. If your printer does not appear in the Choice List, consult your printer manual. It should give alternate printer types that can be used in situations like this. Select this alternate type of printer from the Choice List. It is possible that neither your printer type nor any of the alternatives given in your printer manual appear in the Choice List. In this case, it is necessary to complete the codes in each field manually. Using your printer manual, enter the decimal codes indicated for each function in the fields on the form. There are 32 columns for codes on each line; use the arrow keys to scroll left and right. Your manual may give only the hexadecimal codes for each function. In this case use the conversion table in Appendix D to convert hexadecimal codes to decimal codes. Be careful not to enter O's instead of zeros; they are not equivalent. Consult your dealer if you need assistance. Press [F8] to move to the lower section of the form, and follow the same procedures to identify the printer that will be used for reports. Enter the number of lines that can be printed on each page in the Page Length field. Press [F10] to save the Printer Set Up information, or press [ESCAPE] to close the form without saving your entries. 3.9 Messages ------------ Various messages may be printed on receipts. Choose Messages on the Printer menu, and a form appears allowing you to enter messages that will be printed at various positions on each receipt. When the form opens note that the Store Name, Address, and GST Number that you entered on the User Information form have been completed. These fields must be changed from within the User Information form; they can not be changed on the Messages form. Beside the Store Name field and other fields on the form, there are Font Size selections. Press [SPACE] to select either single or double wide characters for the field. Twenty characters can be printed on a line if double wide characters are chosen, and 40 can be printed in single-wide print. There are three sets of message fields that can be printed at three positions on the receipt; at the top, in the body of the receipt, or after the transaction information. Ten lines of up to 40 characters can be printed in each message region. If double wide characters are selected, only 20 characters can be printed on each line. Each message area is a scrollable region; only three lines of the message show on the form so use the cursor keys to scroll through each area. Press [F7] and [F8] to move between scrollable regions. The messages to be printed on the receipt could simply be a greeting or "Thank You", but could also include information about coming sales events or hours of operation. The nature of the messages is up to you, but keep in mind that it takes time and uses paper to print long messages. Proof read your messages carefully; errors will leave a poor impression with customers. Blank lines can be place within the message by typing the Tilde [~] character alone on a line. After one receipt has been printed, the first three lines of the message are printed for the next receipt to speed the printing process. This is true even if your messages consist of more than three lines; the remaining lines of the message are not printed until a key is pressed beginning the next transaction. If you are dealing with a high volume operation and want to print the remaining lines of the message immediately, tear out the last receipt and press [CLEAR] to complete message printing for the next receipt. At the bottom of the Messages form, enter the number of line feeds (blank lines) to advance the paper to the tear bar. You will have to experiment to determine the correct amount of space to insert. Press [F10] to save the messages, or press [ESCAPE] to return to the Printer menu without saving your entries. 3.10 Auto Batch Processing -------------------------- Auto Batch is a unique way to incorporate VisualPOS with any third party software/program/batch for your full retail automation. Once the batch is setup, any clerk can run the batch easily. It may be used for any kind of task -- multi-store automatic transaction uploading to the back office, automatic backup, and any program you want to run. Running the pre-defined batches directly from VisualPOS may help the you a great deal in your management, control and automation. 3.10.1 Auto Batch Setup ----------------------- Press [ENTER] at the Auto Batch Setup menu in the MNT module, and the batch definition form will appear. VisualPOS supports up to 100 definitions. '##' is the batch number. The 'Active' field is to indicate if the batch is active for execution or not. If it is not active VisualPOS will not execute when invoking the batch. The 'Description' field is for you to make a note on this batch. The actual batch command is set in the 'DOS Program/Batch' field. It is the command line that VisualPOS will send to DOS for execution, just like it is entered in DOS prompt. Only one command line is allowed as it is issued under DOS. You may set up multi line batch in DOS batch file (with BAT extension) and set VisualPOS to invoke the DOS batch file. You may set up or make changes of each batch, and press [F10] to save it, or press [ESC] to abort without saving. When saving the Batch Setup, VisualPOS will compile it into a second smaller compact file for execution. 3.10.2 Batch Execution ---------------------- To execute batch in MNT, select the Batch Execution menu from the System menu and press [ENTER]. Use cursor [UP] or [DOWN] key to locate the batch you want to execute, and press [F10] to execute. If the Batch is Active, VisualPOS will shell to DOS and execute the batch line, and return to the MNT module when finish. To execute batch in POS, when no transaction is pending, enter the batch number to execute and press [EXEC] key. VisualPOS will immediately shell to DOS for its execution, or return to POS if the batch is invalid or inactive. VisualPOS enforces re-logon after the batch execution. To execute batch, you must run VisualPOS through 'VP.EXE' supervisor program (as normally starting VisualPOS). To have VisualPOS return properly, make sure to change the current directory back to VisualPOS where it executed from. CHAPTER 4 POS KEY AND MACRO SETUP ================================== When VisualPOS and the computer are operating as a cash register (the POS module), certain keys on the keyboard are pressed to cause specific functions to be performed. For example, there is a function called Price Override which is used to override the price of an item in the inventory database. This function was assigned to [ ] on the unshifted keyboard when VisualPOS was shipped, but you can change the location of this function. All of the functions are described in Chapter 8 and are listed in Appendix A. The functions of most of the keys on the keyboard, including the function keys [F1] to [F10], can be changed by choosing options from the Keyboard menu. Remember that these function assignments apply only to the POS module. Whenever a module other than POS is being used, the function keys [F1] through [F10], will perform the functions described in Chapter 2. Some of the functions of keys that can not be changed are: - the numeric keys, 0 through 9; - [SHIFT] which enables the upper case keyboard; - [CONTROL] or [CTRL] which enables the control keyboard; - [ALTERNATE] or [ALT] which enables the alternate keyboard; - [CAPS LOCK] which locks the keyboard into upper case; and - [BACKSPACE] or [BACK] which erases the last character typed. [F1] accesses the on line Help system. The location of this function can be changed, but we recommend that you leave it on [F1]. Throughout this manual it is assumed that Help is on [F1]. The help text associated with each function moves with a function to its new key location. 4.1 Unshifted Keyboard ---------------------- Choose Unshifted Keyboard on the Keyboard menu. The keyboard appears showing the code names of functions assigned to individual keys. In the following text of the manual the code name of each function will be shown in brackets following the first reference to each function. To add a function to a key, first highlight that key using the cursor keys to move. Press [F2] to display the Choice List of functions. Locate the desired function and press [ENTER]. The code representing the chosen function (e.g., CASH for Cash Tendered) appears on the key that was highlighted, replacing any previous function assignment. Remove the function assignment of a key by choosing Blank Out Previous Entry on the Choice List. Close the Choice List without selecting a function by pressing [ESCAPE]. Continue using these procedures to assign or change the functions of keys on the lower case keyboard. Press [F10] to save all of the key assignments or press [ESCAPE] to return to the Keyboard menu without saving any changes. 4.2 Shifted Keyboard -------------------- Choose Shifted Keyboard on the Keyboard menu. The keyboard that appears looks the same as the unshifted keyboard, but the functions on this keyboard are executed only when [SHIFT] is pressed and held while another key is pressed. As described for the unshifted keyboard, assign or change functions of keys on the shifted (upper case) keyboard. Functions can not be assigned to the cursor keys or to those above them, or to keys on the number pad on the shifted keyboard. Press [F10] to save the function assignments or press [ESCAPE] to return to the Keyboard menu without saving any changes. To execute functions assigned to keys on the shifted keyboard, press and hold [SHIFT] and then press the key with the function assignment. Throughout this manual when two keys are to be pressed at once, the keys are shown with a dash between them. For example, the Charge to Store Account function might be assigned to [F10] on the shifted keyboard. To indicate that [F10] is to be pressed while [SHIFT] is pressed and held, it will be written as [SHIFT]-[F10]. If you encounter problems while using functions, check if [CAPS LOCK] is on. If it is on, only the functions on the shifted keyboard are available. 4.3 Control Keyboard -------------------- Choose Control Keyboard on the Keyboard menu. This keyboard looks the same as the first two, but the functions on this keyboard are executed only when [CTRL] is pressed and held while another key is pressed. Assign or change functions of keys on this keyboard. Functions can not be assigned to the cursor keys or to those above them, or to keys on the number pad on the control keyboard. Press [F10] to save all of the function assignments or press [ESCAPE] to return to the Keyboard men without saving any changes. 4.4 Alternate Keyboard ---------------------- Choose Alternate Keyboard on the Keyboard menu. Again this keyboard looks the same, but the functions are executed only when [ALT] is pressed and held while another key is pressed. Assign or change functions of keys on this keyboard. Functions can not be assigned to the cursor keys or to those above them, or to keys on the number pad on the alternate keyboard. Press [F10] to save all of the function assignments or press [ESCAPE] to return to the Keyboard menu without saving any changes. 4.5 PREH84 POS Keyboard ----------------------- VisualPOS will operate effectively with a standard or extended PC keyboard. However, there are keyboards designed specifically for use in the retail systems. Most of these POS keyboards are compatible with the standard PC keyboard but rather with a physically re-configured layout (may be switchable or programmable). Find the POS keyboard to PC keyboard re-map table and directly configure the standard keyboard according to the POS keyboard is the easiest way to support and program the POS keyboard. PREH84 keyboard is a special programmable POS keyboard supported by VisualPOS which is re-configured to be a Non-PC keyboard but may be operated with a PC keyboard concurrently. It may also be re-configured into a PC keyboard compatible of your choice, and the VisualPOS keys may be programmed through the PC keyboard route. One big advantage of these two keyboards working concurrently (without conflict) is to allow VisualPOS to function as a POS register and a computer more easily at the same time. The PREH84 keyboard is a small rectangular keyboard with seven rows and 12 columns of key positions that can be customized to suit your needs. Four key sizes can be used. The largest key takes up four positions of the 84 available. It is often used for the Cash Tendered function. Choose PREH84 Keyboard on the Keyboard menu. Assign or change functions of keys which will be executed when the key is pressed on the PREH84 keyboard. When the keys that take up two, three, or four positions on the keyboard are used, the function must be assigned to all of the positions on the keyboard covered by the key. For example, if the large square key is placed in the lower right corner of the keyboard and is to be the CASH function, the CASH function must be assigned to all four positions in the lower right corner of the PREH84 keyboard. Press [F10] to save the function assignments or press [ESCAPE] to return to the Keyboard menu without saving any change. 4.6 Define Key Macros --------------------- Macros are combinations of other keyboard functions. It is a very powerful POS tool that instructs the computer to enter a sequence of keys, and turns the POS register into a powerful, super fast and easy to operate cash register. It gives the VisualPOS users unlimited possibilities and great convenience in operating the 'dummy cash register'. For example, one way to sell a certain item using the POS module is to type the Item # and then press [AUTO] (Auto Price), which looks up the price of the item in the inventory database. These keystrokes required to sell the item can be stored in a macro which can then be assigned to a key on the keyboard. To sell the item, only the key with the macro assigned to it must be pressed. When this macro key is pressed, the keystrokes stored in the macro are replayed just as if they had been entered by the operator. Macro definitions are useful to speed the sale of commonly sold items and the entry of common key sequences such as tendering of a particular credit card and performing a currency exchange. Choose Define Key Macros on the Keyboard menu. A Macro Definition form appears. Each macro is identified by a code beginning with M followed by three numbers ranging from 001 to 100. Enter the number for the macro or select it by highlighting it in the scrollable region, and then give the macro a descriptive name. The keystrokes to be stored in the macro are entered in the Macro Commands field. The following examples illustrate some simple uses of macros: Assume Item # 2500 in the inventory database is a cup of coffee, a frequently sold item. Choose a macro number and then enter a name like COFFEE for the Macro Name. In the Macro Commands field, type 2500 and press [ENTER]. Press [F2] to open the Choice List of POS functions, select AUTO (Auto Price) and press [ENTER]. The macro is now complete, and after assigning it to a key (described below), an operator can sell a cup of coffee using the POS module simply by pressing the key with the COFFEE macro assigned to it. To tender a credit card in payment, an operator enters the code number of the card, presses [TYPE] (Bank Card Type), and then types the amount to be charged and presses [CARD] (Card Tendered). These keystrokes can be automated with a macro. A macro will usually be set up for each type of charge card. Number and name the macro and then record the commands. Type the code number for the credit card and press [ENTER]. Select TYPE (Bank Card Type), MCDP (Macro # Drop In), and CARD (Card Tendered) from the Choice List of functions. MCDP is a special function that allows keyboard entries to be combined with a macro. The keyboard entry must be made before the macro key is pressed. The entry is inserted into the macro in the position held by MCDP. In the above example the operator would type the amount to be charged before pressing the macro key, and this number would be inserted where MCDP occurs in the sequence of macro functions. When the keystrokes stored in a macro are replayed, the cash register display flashes through the entries coded in the macro. You can prevent this by adding two additional functions to a macro: FRZ (Freeze Display) and UFRZ (Unfreeze Display). For the credit card macro described, select FRZ as the first function and insert UFRZ between TYPE and MCDP. Now only the amount and the credit card type will appear on the display when the macro is executed. The procedure for assigning macros to keys is similar to assigning other functions. Choose one of the options on the Keyboard menu to select the keyboard where the macro will be assigned. Highlight the key to receive the macro and press [F2] to open the Choice List of functions. Select MCRO (Macro Key Definition). A second Choice List with the names of macros that you have defined appears when you press [ENTER]. Highlight the macro to be assigned to the key and press [ENTER]. The code name of the macro (e.g., M001) appears on the key. When the help system is called for a key with a macro assignment, only the fact that the key has a macro assigned is available. The nature of the macro is not available. The number of macros that can be assigned to keys on the PREH84 POS keyboard can be doubled by using the SHFT (Shift Macro) function. Assign SHFT to a key using the Choice List. This function adds one to the number of a macro which is to be executed. For example, assume macro M001 was assigned to a key. If [SHFT] is pressed and held and then the key with macro M001 is pressed, macro M002 is executed. Be careful not to confuse this POS function with [SHIFT] on the keyboard. One way to use the SHFT function is to assign odd-numbered macros to keys on the PREH84 POS keyboard, and then press [SHFT] to access even-numbered macros. If you use the SHFT function in this way, planning is required during definition of macros so that macros to be executed from the same key are next to one another in the macro number sequence. Press [F10] to save the key assignments after all macros have been linked to keys, or press [ESCAPE] to return to the Keyboard menu without saving macro assignments. CHAPTER 5 DATABASE =================== 5.1 Inventory database ---------------------- 5.1.1 Introduction ~~~~~~~~~~~~~~~~~~ Inventory is one of the most important issue for retail store operation. This section will explain how each inventory is structured in VisualPOS. Before proceeding to entry of inventory information, it is valuable to spend time considering how you will record certain types of information. Thought and planning at the beginning will make your use of VisualPOS reporting capabilities more effective, and could save you considerable time in the future by avoiding extensive editing of thousands of inventory records. The data field descriptions which follow will assist you in making informed choices. 5.1.2 Add Inventory Items ~~~~~~~~~~~~~~~~~~~~~~~~~ Choose Add from the Database menu to open the Inventory form. Each field name appears in large print at the top of the form as you move through the fields. When you begin typing data into a field, the field name is replaced by your entry on the display. The minimum information required to add a record to the inventory database is an Item # and Sub-department, but be as complete as possible. The top section of the form records descriptive information about the item. The centre section of the form records the current and average unit cost for the item. The bottom section of the form records pricing, stock and sales information. The information in the last four rows of the form can not be changed using the Add or Edit options. They can only be changed using the Adjust Data command or by zeroing totals from within the Zero Totals section. When data entry is completed for an inventory item, press [F10] to save the record. A new blank Inventory form appears. Enter another inventory record or press [ESCAPE] to quit the form without saving. Press [F10] to save each new record as it is completed. 5.1.3 View/Edit/Delete Inventory Item ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Changes to the data for an inventory record are made in View/Edit mode. Choose Inventory Edit from the database menu. To view items, enter the number of the item in the field you wish to use to search the database and press [F3]. The complete record for that item appears in the Inventory form. If the item is not located, a dialogue box will inform you; press any key to continue. Search for an item with another number. Press [F4] to view the previous inventory record, or press [F5] to view the next inventory record. Locate the record to be edited by entering the text in one of the search fields (Item #, UPC # or Part #) and pressing [F3]. Make any necessary changes to the data and press [F10] to save the changes. Press [F4] to edit the previous inventory record, or press [F5] to edit the next inventory record. Press [F10] after editing each record to save the changes. Press [F9] to delete the current inventory record permanently. Press [ESCAPE] to leave View/Edit mode without saving any changes and to return to the database menu. 5.1.4 Adjust Inventory Items ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The number of Units On Hand and Units On Order may need to be adjusted for several reasons. For example, inventory may be stolen or damaged reducing the number on hand, or units on order may be received from a supplier increasing the number on hand. Similarly the number of units on order changes when new orders are placed and when ordered items are received or an order is cancelled. After an inventory record has been entered, the number of units on hand and on order must also be established. You should standardize the procedure for your non open-department based inventory receiving management in this adjustment function, and it will write to the adjustment journal for your auditing. All of the changes should be monitored and recorded to maintain a proper audit trail. The changes can not be made with the usual Inventory menu commands (Add or Edit). They must be made using a special command called Adjust Data. When an inventory record has been added and the number of Units On Hand and Units On Order are to be entered, choose Inventory Adjustment on the database menu. The Inventory form which appears is very similar to the form that you are familiar with, but there are some new data fields in the upper right corner: Adjust Units On Hand, Adjust Units On Order, and Reason. Changes to the number of units on hand and on order are recorded in these two adjustment fields. Either positive or negative numbers can be entered to increase or decrease the number of units. The Reason field records the reason for the adjustment. It is a choice list which operates a little differently from the other choice lists of VisualPOS. Instead of the entire list of choices appearing in a window when [F2] is pressed, a single entry in the list appears on the Reason field. When the list opens the last choice selected for Reason is displayed, but others are available by scrolling the list. You can still scroll up and down the list using the cursor keys or locate choices by typing the first letter, but only the current entry in the list appears in the field. As before, press [ENTER] to select a choice from the list. You can also type your own entry for the reason for the adjustment instead of selecting it from the list. If you don't select a Reason from the list, the field is left blank. Identify the inventory item to be adjusted by typing the Item # and pressing [ENTER] or by scanning an item. If the Current Unit Cost has changed, enter the new unit cost. Enter the number of units for the adjustment and type or choose the Reason. Both Units On Hand or Units On Order can be adjusted at one time. Press [ENTER] to save the adjustment entry. The entry is added to an Adjustment Journal which can be viewed, printed and deleted using the Zero Totals menu described in Chapter 9. A maximum of 3000 entries can be stored in the Adjustment Journal, and so it will be necessary to delete it from time to time. VisualPOS will provide warning messages when the maximum number of entries is approached. Changes to other data fields on the Inventory form can be made in Adjust mode, but your entries will not appear on the display as they are typed like they do in Edit mode. If changes are made to fields other than the adjustment fields, you must press [F10] to save the edited record instead of [ENTER]. 5.1.5 Item # Field ~~~~~~~~~~~~~~~~~~ An Item # is a unique number that identifies each inventory item. Operators will enter Item #'s in the POS module to identify items sold, and the numbers will also identify items for reports. Item #'s can range from 100 to 999999. Numbers from 1 to 99 are reserved for Open Items -- the Sub-Department configuration, which are described later in the chapter. Item #'s do not have to be assigned to inventory items in sequence. In fact, it may be useful to skip numbers so that future inventory additions can be inserted at meaningful points in the sequence. Inventory numbers can be assigned automatically by VisualPOS according to the ranges of Item #'s and the increment that you set for each sub-department in the Department form in the Department setup section. When you are adding inventory records, leave the Item # field blank if you want the number to be assigned automatically by VisualPOS. Press [F4] to locate the next available Item #. To save the record press [F5] instead of [F10], and the Item # will be increased by the increment for the next record. This is a key field which you may locate use [F3], [F4] and [F5] function keys. 5.1.6 Description Field ~~~~~~~~~~~~~~~~~~~~~~~ The description of an inventory item can include a variety of information. Up to 25 characters are available, although only 19 appear on the POS screen without scrolling the display. The description is printed on cash register receipts. All descriptions are stored in capital letters so the typing format is not important. A description could be as simple as Shirt, but such simple descriptions provide little information, particularly when reports are produced. Include as much detail as possible without interfering with interpretation of the description. You might include information describing the manufacturer, the specific item, and the color and size. If you do intend to use a coding scheme for the Description field, it is important to develop it carefully in advance so that time consuming changes to records are avoided. Another important reason for using a complete description is that operators can verify that labels have not been switched between items. Software is now available that allows anyone with a computer and printer to generate bar codes. Complete descriptions that appear on the POS display and on receipts provide a quick check against this possibility. Note: VisualPOS supports a special Post-Paid time renting charge ability (based on minutes, hours, days) which uses this field as 'TIMED ????' setup (???? stands for MINU, HOUR, DAY) and uses the note field for time and customer tracking. Please refer to our newest VisualPOS update for more capability and possible changes for renting support. 5.1.7 UPC Field ~~~~~~~~~~~~~~~ UPC stands for Universal Product Code, also known as a Bar Code. The standard UPC codes used in North America consist of either 6 or 12 numbers. Codes commonly used in other areas (e.g. Europe) may contain as many as 20 numbers. The UPC is converted to a Bar Code by drawing two dark bars and two light spaces for each number of the UPC. The first digit of the code is a Number System Character which is a key to the numbers that follow it. The next five digits represent the Manufacturer Code, and the next five digits the Product or Item Code. The last digit is the Check Sum Digit, which may be used to verify that the code has been read correctly. VisualPOS does not use the Check Sum Digit, and the laser scanner should be set so that it is not transmitted (see Appendix E). When a bar code is printed on an inventory item, a laser scanner can be used to read the code and identify the item. The code can also be entered manually by typing the UPC #. Identification of items is possible because the code contains numbers identifying the manufacturer, and numbers identifying the individual item or product. The UPC # is cross referenced to the Item # that you enter in VisualPOS. Enter the UPC # printed on an inventory item. Duplicate numbers are not permitted by VisualPOS; a warning message appears when saving a record if duplication exists. If an item does not have a UPC #, you should develop a number. We suggest that you use an 11 digit UPC # with 99999 for the first five digits. These digits normally code the manufacturer, and it is unlikely that any manufacturer has been assigned this number. Use the last six digits to code the Item #. This is a key field which you may locate use [F3], [F4] and [F5] function keys. 5.1.8 Sub-department & Department Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The sub-departments were defined in the department setup section. Press [F2] to open the Choice List of sub-departments. The list includes all of the sub-departments that you defined. Highlight the sub-department in the list and select it by pressing [ENTER]. The number and name of the sub-department appear in the field, and the Department that it is linked to also appears. The Department field can not be changed on the inventory form because the linkage to the sub-department was established in its setup section. All the sub-department will be reported to up to 26 department groups. Inventory items, sub-department and department group are three basic levels of VisualPOS inventory control and management. 5.1.9 Color Field ~~~~~~~~~~~~~~~~~ An item may be available in a variety of colors, and each color can be stored as a separate inventory item with its own Item #. The advantage of maintaining separate records for each color is that more information about sales and inventory can be obtained; perhaps one color sells better than others and more inventory should be kept or ordered. Color information can be entered as full text like BLACK or as a code like BLK. If codes are used, greater care must be exercised to ensure that they are used consistently. The report functions of VisualPOS can search for particular records based on descriptive data fields. If codes are not applied consistently the report functions may not locate all of the items that should be included in a report. The Color field need not be restricted to item color. Information about material might also be included. Use this field in the way that best suits the item and your reporting needs. Again it is best to provide as much information as possible at the beginning, because revising thousands of inventory records is time consuming. Plan ahead, anticipating your future needs not your present requirements. 5.1.10 Size Field ~~~~~~~~~~~~~~~~~ Recording a size or size code for an item permits detailed monitoring of sales and greater detail in reporting. A combination of text and numeric data is permitted for this field. 5.1.11 Part # Field ~~~~~~~~~~~~~~~~~~~ Enter up to 10 numbers and letters to identify the manufacturer's part number if it is appropriate to the item. Including the Part # in the inventory record will assist in re-ordering items. Many manufacturers now use the UPC # for the Part #, and if this is the case it is not necessary to complete this field. 5.1.12 Vendor # Field ~~~~~~~~~~~~~~~~~~~~~ Vendors are the companies who supply your inventory. When the vendor database is created, the names of vendors are added to a Choice List for the Vendor # field. You may wish, therefore, to enter your vendor records before entering inventory records. Creation of records describing vendors is described in the next chapter. Press [F2] to open the Choice List and select the primary (main) supplier of the item from the Choice List. 5.1.13 Alternate Vendor #1 and #2 Fields ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ An inventory item may be supplied by an alternate vendor if for some reason it is not available from the primary vendor, or if another vendor offers a better price. Select secondary suppliers using the Choice List. 5.1.14 Tax 1 (Federal Tax, GST for Canada) Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ It is usually used for Federal Tax (GST for Canada) which is the most common and basic level of tax for goods and services. The setup is in the Tax form of VisualPOS which includes rate, table, and tax title/name. The following uses Canadian GST as an example for references, which may vary from Federal Tax in U.S. and other countries. Please refer to tax setup section for more information. Press [SPACE] to select Yes (Y) if an item is taxable, or No (N) if it is not taxable under the Tax 1. If you select Yes, Tax 1 will be applied to the item when it is sold in the POS module unless the tax is overridden by customer settings. (In the future certain people may be exempt from the Federal Tax or GST). If you indicate that GST is to be charged, Tax Table 1 must be completed in the Taxes setup section. If a GST-taxable item is sold when Tax Table 1 is empty, no tax is charged. 5.1.15 Tax 2 (PST or Provincial Sales Tax) Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Tax level 2 is most frequently used for Provincial Sales Tax (PST) which is the next level of tax to the Federal Tax (GST for Canada). Provincial Sales Tax is collected on a wide range of goods and services in applicable provinces or states. The setup is in the Tax form of VisualPOS which includes rate, table, and tax title/name. Please refer to the tax setup section for more information. Press [SPACE] to select Yes if an item is taxable, or No if it is not taxable by a PST. If you select Yes, PST will be applied to the item when it is sold in the POS module unless the tax is overridden by customer settings. Certain people (e.g., diplomats and Treaty Indians in Canada) are exempt from PST. If the PST is set to Yes, Tax Three and Tax Four are automatically set to No. Only one of these three taxes can be applied to a purchase. If you indicate that PST is to be charged, Tax Table 2 must be completed in the Tax setup section. If a PST-taxable item is sold when Tax Table 2 is empty, no tax is charged. 5.1.16 Tax Three & Four Fields ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ As described in the Tax setup section, Tax 3 and Tax 4 are provided for additional local taxes, or for future taxes. Press [SPACE] to change between Yes and No for these taxes, indicating whether they are to be applied to purchases of the item as they are recorded in the POS module. If Tax Three or Tax Four is set to Yes, the other two non-Federal (non-GST) taxes are automatically set to No. Only one of these three taxes can be applied to an item. If you indicate that Tax Three or Four is to be charged, Tax Table 3 or 4 must be completed in the Tax setup section. If an item receiving these taxes is sold when their corresponding tax tables are empty, no tax is charged. 5.1.17 Scale Field ~~~~~~~~~~~~~~~~~~ If an item is to be weighed by an electronic scale connected to your computer, press [SPACE] to change the entry to Yes, or leave the entry at No if the item is not to be weighed. When an item is flagged to be weighed, the scale is automatically activated when the item is identified in POS. The Current Unit Cost must be recorded per kilogram for items to be weighed. The number of decimals allowed during entry of a quantity must also be set to a minimum of three when you are using a scale (see Chapter 3, System Configuration). 5.1.18 Note Field ~~~~~~~~~~~~~~~~~ The note field is provided to record any additional information you wish to store with the inventory record. Sixty-nine characters are available. This note field is also to be used for special renting items (see description field) for time and customer tracking. If you set a item as a pre-paid timed renting item, reserve this note field for VisualPOS to use. Please refer to the newest VisualPOS update for more capability and update on the renting support. 5.1.19 Current Unit Cost Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The Current Unit Cost is the most recent price paid to a vendor for a unit of this inventory item. This field is linked to the three Price and Gross Margin fields. If a price is entered in one of the Price fields, the corresponding Gross Margin is calculated using the Current Unit Cost. If the Gross Margin is entered, the corresponding Price is calculated using the Current Unit Cost. 5.1.20 Average Unit Cost To Date Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This field is updated by VisualPOS and can not be edited. The value displayed is affected by adjustments to the data made using the Adjust option. The Average Unit Cost To Date is the average of the prices paid to vendors for each unit of an inventory item. For example, if you purchase 10 units at $1 each and 10 units at $2 each the Average Unit Cost To Date is $1.50. 5.1.21 Price #1 Field ~~~~~~~~~~~~~~~~~~~~~ Price 1 is the price that will normally be charged for an inventory item. When the item is to be weighed, record the price per kilogram. This price can be overridden manually, for example in the case of a mark down. Price 1 may be overridden automatically in two situations. If the store has a preferred customer or frequent buyer program which charges lower prices to certain customers (see Price 2 below), the lower price will be charged automatically. A sale or promotional price (see Price 3 below) may also override Price 1. VisualPOS will always charge the lowest price to which a customer is entitled. Price 1 can be entered, or can be calculated by choosing a gross margin percentage (profit) desired for the item. If Price 1 is entered, Gross Margin 1 will be calculated automatically, and vice versa. (See Gross Margin % 1 below). 5.1.22 Price #2 Field ~~~~~~~~~~~~~~~~~~~~~ Price 2 is an alternative price to Price 1, and could be a preferred customer or wholesale price. It can be invoked by an automatic or manual override. An automatic override would occur if a customer record showed that the customer was entitled to Price 2 instead of Price 1. A manual override of Price 2 might be performed for a special mark down that isn't recorded in the inventory record. 5.1.23 Price #3 Field ~~~~~~~~~~~~~~~~~~~~~ Price 3 is usually a promotional or sale price available for a limited time period. It can be invoked by an automatic or manual override. An automatic override is tied to promotional Start and Stop dates. Price 3 is automatically invoked at 12:01 AM of the Start Date and revoked at 11:59 PM of the Stop Date. For example, if a Start and Stop Dates of 06/01/91 and 06/03/91 were entered, Price 3 would begin at 12:01 AM on June 1/91, and would stop at 11:59 PM on June 3/91. If Start and Stop dates are not entered, Price 3 could be charged as a wholesale price by a manual override of Price 1 using the PRCE (Price Level Change) function. Price 3 could also be set as the price to be charged to customers in the customer records. 5.1.24 Start Promotional Price #3 Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This field records the date when Promotional Price 3 becomes effective for this item. Some customers may be entitled to receive a price that is lower than the current promotional price. VisualPOS ensures that the customer is charged the lowest price to which he/she is entitled. 5.1.25 Stop Promotional Price #3 Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This field records the date when Price 3 is revoked and Price 1 is reactivated for this item. 5.1.26 Gross Margins Field ~~~~~~~~~~~~~~~~~~~~~~~~~~ The Gross Margin Percentage is the % profit realized by the sale of an item at the according Price (Gross Margin 1 for Price 1, etc.). For example, if an item is purchased from a supplier for 50 cents and sold to a customer for $1.00, the gross margin is 100% (A profit of 50 cents on an item cost of 50 cents). In general gross margin is calculated as profit divided by the unit cost and then multiplied by 100%. If a value is entered for the Gross Margin (GM1 for example), the according price (Price 1 in this example) will be calculated using this percentage and the Current Unit Cost, while the Gross Margin will be calculated if a value for its according Price is entered. GM2 and GM3 operate the same way but using Price 2 or Price 3 as appropriate. In the retail business, 'Gross Margin' may be defined and calculated in different ways. The other most common formula is profit over the selling price. Therefore if an item is purchased for 50 cents and sold for $1.00, the 'Gross Margin' will be 50% (a profit of 50 cents on a selling price of $1.00). These Margins are thus also referred to as 'Count Down' or 'Count Up' margins. For some stores (e.g. grocery stores) where the cost of supply varies lot, it may be more useful to choose profit over selling price for calculating the margin; while for other stores (e.g. department stores) where the cost of supply is relatively constant, it may be more useful to choose profit over cost for calculating the margin. VisualPOS uses the profit over cost formula which will present a higher margin percentage. Either of the calculations is acceptable and meaningful. In addition, the cost used in calculating 'Gross Margin' may base on either the average cost which is mathematically balanced, or the current cost which may forecast the further cost better. The latter is more widely used. 5.1.27 Split Price Codes Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ A Split Price Code activates the split price setup in the Quantity/Split setup form. An example of a split price is 2 for 49 cents. The first item would be sold at Split Price 1 and the second item at Split Price 2. These two prices are entered with a Split Price Code in the Quantity/Split Prices form. When the item is sold in POS, VisualPOS automatically charges the prices identified by the Split Price Code. Split Price Codes 2 and 3 operate the same way as Code 1 but use the Split Prices set in the Quantity/Split setup section corresponding to the Split Codes. VisualPOS keeps track of the complete transaction in POS and recognizes the Split Price Codes when units accumulate. 5.1.28 Quantity Codes Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~ A discount may be credited for bulk (quantity) purchases of an item, for example, $1 each or 12 for $10. This quantity discount would be set in the Quantity/Split prices form, where it is assigned a code number. This code number is entered in the Quantity Code field on the Inventory form. When the items are sold in POS, the quantity code identifies the discount that is to be granted. However, all of the items must be sold at one time using the Quantity function in POS in order for the non-group discount to be granted. Quantity Codes 2 and 3 operate the same way as Code 1 but use the Break Prices set in the Quantity/Split setup form corresponding to the Quantity Codes. VisualPOS keeps track of the complete transaction in POS and recognizes the group Quantity Code when quantity is achieved. 5.1.29 Deposits Field ~~~~~~~~~~~~~~~~~~~~~ A deposit is an amount to be charged automatically as a deposit when an item is sold. This function is typically used to charge a deposit on soft drink bottles. The deposit amount is not taxable and thus excluded from any tax calculation in the POS. 5.1.30 Minimum/Maximum On Hand and Reserved Fields ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Minimum On Hand is the minimum number of units of this item that should be kept in inventory. Maximum On Hand is the maximum number of units of this item that should be kept in inventory. Items can be reserved for customers and so be flagged as unavailable for sale. Enter the number of reserved items in the Reserved field. The number entered in this field does not affect the number of Units on Hand. VisualPOS does not enforce these values to be filled into the fields but rather to be used as remarks and references for inventory management. 5.1.31 Units On Hand, at Cost or at Retail Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Units On Hand (UOH) is updated automatically by VisualPOS as units are sold in POS. The initial number on hand is established using the Adjust Data command on the Inventory menu. This command is also used to record other adjustments to the number of units resulting from theft, damage, and so on. The number of units on hand is shown in the Units On Hand (UOH) field on the POS screen. The number of units on hand can be negative when, for example, items are sold before the number on hand has been entered, or the store management did not update the number on hand properly or at all. The UOH at Cost is the dollar value of units on hand based on the Average Unit Cost, and is calculated automatically by VisualPOS. The value changes when the number of units on hand is adjusted and when items are sold. If the number of units on hand is negative, the cost and retail values are also displayed as negative amounts. The UOH at Retail is the retail dollar value of units on hand based on Price 1, and is calculated automatically by VisualPOS. The value changes when the number of units on hand is adjusted and when items are sold. All inventory is valued at the current value of Price 1. 5.1.32 Units On Order, at Cost or at Retail Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The number of Units On Order (UOO) can be changed only by using the Adjust command. The UOO at Cost is the dollar value of units on order based on the Current Unit Cost, and is calculated automatically by VisualPOS. The value changes when the number of units on order is adjusted and when the Current Unit Cost changes. The UOO at Retail is the retail dollar value of units on order based on Price 1, and is calculated automatically by VisualPOS. The value changes when the number of units on order is adjusted. All inventory is valued at the current value of Price 1. 5.1.33 Sold This Month, at Cost or at Retail Fields ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The number of units of the item that have been sold this month (MTD) is accumulated until the Zero Monthly Totals or Zero Yearly Totals function is completed (see Zero Totals section for more information). The MTD at cost is the dollar value of units that have been sold this month based on the Average Unit Cost at the time each sale is made, and is accumulated until the Zero Monthly Totals or Zero Yearly Totals function is performed. The MTD at retail shows the dollar value of units that have been sold this month based on the actual prices charged. The field is updated automatically by VisualPOS and is reset to zero when the Zero Monthly Totals or Zero Yearly Totals function is performed. These values are updated instantly in POS across the Network. 5.1.34 Sold This Year, at Cost or at Retail Fields ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The number of units of the item that have been sold this year (YTD) is accumulated until the Zero Yearly Totals function is performed. The YTD at Cost field shows the dollar value of units that have been sold this year based on the Average Unit Cost at the time each sale is made. It is updated automatically by VisualPOS and is reset to zero when the Zero Yearly Totals function is performed. The YTD at Retail field records the dollar value of units that have been sold this year based on the actual prices charged. It is updated automatically by VisualPOS and is reset to zero when the Zero Yearly Totals function is performed. These values are updated instantly in POS across the Network. 5.2 Open Items -- Sub-Department -------------------------------- 5.2.1 Introduction ~~~~~~~~~~~~~~~~~~ Open Items are classes of inventory items with some common characteristic. They are used when inventory items are not identified individually by their own inventory record, but instead by one common record. For example, if you do not plan to identify different grocery items as they are sold but instead record them simply as "Grocery", an Open Item with the description of "Grocery" may be entered. In a sense an Open Item is the same as a sub-department, and in fact the definition of sub-departments created in their setup section also establishes the Open Item records. Therefore, Open Items can not be added through the Inventory menu but can only be edited. Choose Edit from the Inventory menu in the database module. Enter the number of a sub-department (from 1 to 99) in the Item # field and press [F3]. The following describes the data fields on the Inventory form required to define Open Items. 5.2.2 Item # Field ~~~~~~~~~~~~~~~~~~ Item #'s 1 to 99 are reserved for Open Items. Note that the Description of the Item is the same as the Description of Sub-department entered on the Department form. The Sub-department number and name and the Department code are also shown as they were entered on the Department form. These three fields can not be changed from within the database section. They must be changed on the Department form in the Maintenance module. The Description can be changed, and should be typed the way you want it to appear on receipts. 5.2.3 Tax Fields Field ~~~~~~~~~~~~~~~~~~~~~~ The tax status of all items represented by the Open Item must be the same. Set up your sub-departments so that all items in each sub-department have the same tax status. Press [SPACE] to select Yes (Y) if an item is taxable, or No (N) if it is not taxable under each of the taxes. If you select Yes, that tax will be applied to the item when it is sold in the POS module unless overridden by customer settings. Only one of the three non-GST taxes can be set to Yes. If you indicate that a tax is to be charged, the corresponding Tax Table must be completed in the Tax setup section. If a taxable item is sold when its Tax Table is empty, then no tax is charged. 5.2.4 Approximate Gross Margin % Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The Gross Margin % is the percentage profit realized by the sale of an item. Gross Margin is calculated as the Unit Profit over Unit Cost times 100%. For Open Items only an approximation of this value can be determined because individual inventory items that have different unit costs and unit prices are not tracked. Enter the Approximate Gross Margin % for the Open Item. VisualPOS uses this value to calculate an approximate Monthly and Yearly Cost for all items sold in this Open Item using the revenue (At Retail) figures collected from the POS module. 5.2.5 Sales Table Field ~~~~~~~~~~~~~~~~~~~~~~~ The table at the bottom of the form shows sales posted to the Open Item from the POS module. The Sold This Month and Sold This Year fields are the number of units sold to date. The At Retail fields are the amounts collected for all items sold during the period. As described above, the At Cost fields are estimates calculated using the Approximate Gross Margin % and At Retail figures. Press [F10] to save the Open Item record. Press [F4] or [F5] to locate the previous or next record to edit, or enter the Item # and press [F3] to locate a specific record. Press [ESCAPE] to return to the Inventory menu without saving the changes. 5.2.6 Open Item Keys Field ~~~~~~~~~~~~~~~~~~~~~~~~~~ When an Open Item has been defined it can be assigned to a key on the keyboard for use in POS. An item belonging to the Open Item can be sold by pressing the key with the Open Item assignment. An Item # or UPC # which can not be found in the Inventory database can also be sold as an Open Item. Choose one of the keyboards from the Keyboard menu in the Maintenance module, and then select a key to receive the Open Item. Press [F2] to open the Choice List of functions and select Open Department Definition (OPEN). A sub-list of Open Items appears showing the names defined in the Departments section. Highlight an Item to be assigned to the key and press [ENTER] to select it and close the list. A code appears on the key showing that it has been assigned an Open Item. Press [F10] to save the key assignments or press [ESCAPE] to close the form without saving. 5.3 Customer database --------------------- 5.3.1 Introduction ~~~~~~~~~~~~~~~~~~ The Customer menu in the Maintenance module is used to view, edit, add and delete records describing your customers. Records describing individual customers are not required unless you select the Customer Number Required option on the System Configuration form accessed from the System Setup menu in the Maintenance module. A customer record is also required if a customer is to be extended credit. However, it is beneficial to both the retailer and the customer to develop customer records. Customer records allow a retailer to obtain valuable information about customers, such as in which departments they spend (or don't spend) their money, and the demographic groups into which their customers fall. The customer database can be used to produce mailing labels for promotional or other communication material. A customer record can also provide security to the retailer by recording the numbers of credit cards or store-issued ID cards that a customer uses. Probably the most important advantage of being included in your customer database from a customer's point of view, is that he/she can receive the lowest price possible at the store by providing information to complete a customer record. A discount rate and the price level to be charged are both stored in the customer record, as are any tax exemptions. Maintaining contact with the store by being included on the mailing list also has advantages; advance notice of new inventory or sales events may be received. The customer record can also provide security for the customer, because the retailer can check that valid credit and ID cards are being used for purchases. VisualPOS currently supports a powerful and programmable customer invoicing ability right in POS. Almost all customer information may be programmed into the invoice definition file and be printed after the transaction. The newest update of VisualPOS also supports add/edit customers on demand in POS (in addition to Inventory and Vendor). 5.3.2 Add Customer ~~~~~~~~~~~~~~~~~~ Choose Add from the Customer menu to open the Customer data form. Each field name appears in large print on the display at the top of the form as you move through the fields. As you start typing data into a field, the field name is replaced with your entry. All text is displayed and stored in capital letters, so your typing format is not important. The minimum information required to add a customer is a Customer #. The top section of the form is devoted to personal information describing the customer. The centre section records classification information, such as the type and group of customer, the price and tax levels he/she is to be charged, and credit information. The bottom section breaks down purchases made by the customer into departments. When data entry for a customer record is finished, press [F10] to save the information. A new blank Customer form appears. Enter another customer record or press [ESCAPE] to quit the form without saving and return to the Customer menu. Press F10 after entering each customer record. 5.3.3 View/Edit/Delete Customer ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Changes to the record for a customer are made in Edit mode. Choose Edit from the Customer menu. Locate the record for the customer to be edited by entering the Customer # or Last Name and pressing [F3]. The complete record for that customer appears in the form. After examining the information for a customer, search for another customer record, or press [F4] or [F5] to view the previous or next customer record. Make any necessary changes to the data and press [F10] to save the changes. Press [F9] key to delete the customer record permanently from the database. Search for a new customer record to edit, or locate records using [F4] and [F5]. Press [ESCAPE] to leave Edit mode without saving, or after you have saved the last edited record. 5.3.4 Customer # Field ~~~~~~~~~~~~~~~~~~~~~~ A Customer Number is a number between 1 and 999999 that uniquely identifies a customer. This is the key field around which the customer database is organized; duplicate numbers are not permitted. Customer numbers do not have to be assigned in sequence. A coding scheme could be built in to customer numbers by reserving blocks of numbers for different types of customers (e.g., individuals versus corporations). This is a key field which you may search for using [F3], [F4] and [F5] function keys. 5.3.5 Last & First Name Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Enter the customer's Last and First Name, or the name of a company representative if it is a corporate account. Always take great care to ensure names are spelled correctly. Errors leave a poor impression of your operation. This is a key field which you may search for using [F3], [F4] and [F5] function keys. 5.3.6 Tax Exemption # Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~ Treaty Indians and foreign diplomats are exempt from PST. Exempt individuals receive a Tax Exemption # which should be entered in that field. 5.3.7 Type & Group Field ~~~~~~~~~~~~~~~~~~~~~~~~ The Type and Group fields are provided for customer classification information. The coding scheme used is up to you. It could be very simple (e.g., Regular or Preferred), or could be a code that incorporates age, sex, size, or any other type of information that would prove useful to your business. Consider carefully the kind of classification information you might require. Also consider the type of information that you may reasonably expect your customers to provide. It is much simpler to enter data once than to edit many customer records in the future when your coding system has proven to be inadequate. 5.3.8 Discount Rate Field ~~~~~~~~~~~~~~~~~~~~~~~~~ The Discount Rate is a percentage discount to be granted to the customer on every sale. When items are sold using the POS module, the discount rate is applied to whichever price level is charged, so care should be exercised when entering the discount rate. A discount applied to a promotional price could produce a sale amount less than the item's cost to you. A 10% discount rate is entered as 10.00, not as 0.10. 5.3.9 Price Code Field ~~~~~~~~~~~~~~~~~~~~~~ The Price Code is the price level, either 1, 2, or 3 which the customer should be charged. A customer with Price Code 1 will never be offered price level 2. A customer with Price Code 2 will be offered the lower of price levels 1 and 2. Similarly a customer with Price Code 3 is charged the lowest of the three price levels. It is not necessary to assign a customer Price Code 3 in order to make them eligible for promotional prices (Price 3). All customers are automatically eligible for a promotional price, regardless of the Price Code assigned to them. 5.3.10 Taxes Field ~~~~~~~~~~~~~~~~~~ Identify the taxes that a customer should be charged for taxable purchases. Press [SPACE] to change the taxable status between Yes and No for each tax. If the tax status is Yes, that tax will be charged on taxable items. Customers will be charged the taxes unless they are tax exempt; enter a Tax Exemption #. If there is no customer record showing their tax status, the applicable taxes will be charged. 5.3.11 Credit Field ~~~~~~~~~~~~~~~~~~~ The three credit fields are for credit accounts with your store. Enter the Credit Limit in that field. The Terms field records the terms of account payment and appears on the Register screen when a customer number is entered. The daily, monthly, or annual interest rate, or all three could be entered. Some creditors grant discounts when payments are made early. The terms might be written as 2/10, n/60. These terms mean that a discount of 2% is granted if the invoice is paid within 10 days, and that payment must be made within the credit period of 60 days. Another term you might see is n/10 EOM which means the invoice is payable 10 days after the end of the month. You could also record cheque restrictions or similar information in the Terms field, but be aware that the contents of the field are displayed on the Register screen. The Balance is the credit balance for the customer, which is updated automatically by VisualPOS. 5.3.12 Purchase Table Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~ The bottom section of the form is a scrollable region. It records the month-to-date and year-to-date costs and retail values of items purchased by the customer, broken down by department. The information is calculated automatically by VisualPOS, and can be viewed but not edited. The table could be printed using the reporting functions described in Chapter 8. Use the cursor keys to view all of the information in the table. The names of departments defined in the Maintenance module are shown in the first column of this table. 5.4 Vendor database ------------------- 5.4.1 Add Vendors ~~~~~~~~~~~~~~~~~ Choose Add from the Vendor menu to open the Vendor form. Each field name appears in large print on the display at the top of the form as you move through the fields. When you begin typing data into a field, the field name is replaced on the display by your entry. The minimum information required to add a vendor record is a Vendor #. The top section of the form records descriptive information about the vendor, including the names of important contacts. The centre section is used for financial information, and the Notes field at the bottom provides space for four lines of text about the vendor. When data entry for a vendor record is finished, press [F10] to save the information. A new blank data form appears. Enter another vendor record or press [ESCAPE] to quit the form without saving and return to the Vendor menu. Press [F10] to save each vendor record to the database. 5.4.2 View/Edit/Delete Vendors ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Changes to the data for a vendor record are made in Edit mode. Choose Edit from the Vendor menu. Locate the data form for the Vendor # to be edited by entering the Vendor # in that field and pressing [F3]. The complete record for that vendor appears in the form. After examining the information for a vendor, search for another Vendor #, or press [F4] or [F5] to view the previous or next vendor record. Make changes to the data fields and press [F10] to save the changes. Search for a new vendor record to edit, or locate vendor records using [F4] and [F5]. Press [F9] to delete the vendor record permantly. Press [ESCAPE] to leave Edit mode without saving, or after you have saved the last edited record. 5.4.3 Vendor # Field ~~~~~~~~~~~~~~~~~~~~ A Vendor Number is a number between 1 and 9999 that uniquely identifies a vendor; duplicate numbers are not permitted. Vendor numbers do not have to be assigned in sequence. Blocks of numbers could be reserved for vendors who supply similar types of inventory items (e.g., shirts or hardware) or supply the inventory for certain departments or sub-departments. This is a key field which you may locate use [F3], [F4] and [F5] function keys. 5.4.4 Name Field ~~~~~~~~~~~~~~~~ Enter the complete Name of the vendor; 25 characters are available. This is a key field which you may locate use [F3], [F4] and [F5] function keys. 5.5 Operator database --------------------- 5.5.1 Add Operators ~~~~~~~~~~~~~~~~~~~ Choose Add from the Operator menu to open the operator data form. Each field name appears in large print on the display at the top of the form as you move through the fields. When you begin typing data into a field, the field name is replaced by your entry on the display. All text is stored and displayed in capital letters so your typing format is not important. The minimum information required to add an operator is an Operator # and Logon #. When no System Access Authorization is selected or created, the operator will be allowed only to log on and log off. The top section of the form records personal and pay rate information about the operator. The centre section records system security information, and the bottom section records sales data by department and is updated automatically by VisualPOS. When data entry for an operator is finished, press [F10] to save the information. A new blank data form appears. Enter another operator record or press [ESCAPE] to quit the form and return to the Operator menu. Press [F10] after adding each operator record. 5.5.2 View/Edit/Delete Operators ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Changes to the data for an operator are made in Edit mode. Choose Edit from the Operator menu. Locate the operator record to be edited by entering the Operator # in that field and pressing [F3]. After examining the information for an operator, search for another Operator #, or press [F4] or [F5] to view the previous or next operator record. Make any changes to the data fields and press [F10] to save the changes. To delete an operator record permantly, press [F9] key. Search for a new operator record to edit, or locate operator records using [F4] and [F5]. Press [ESCAPE] to leave Edit mode without saving or after pressing [F10] to save the last edited record. 5.5.3 Operator # Field ~~~~~~~~~~~~~~~~~~~~~~ An Operator # is a number between 1 and 99 that uniquely identifies an operator; duplicate numbers are not permitted. The Operator # is printed on all receipts produced using the POS module and is displayed on the Register screen while the operator is logged on. This is a key field which you may locate use [F3], [F4] and [F5] function keys. An operator number must be assigned to operator VisualPOS. 5.5.4 Last & First Name Field ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ This is a key field which you may locate use [F3], [F4] and [F5] function keys. 5.5.5 Logon # Field ~~~~~~~~~~~~~~~~~~~ Press [F8] when in the Notes field to move the cursor to Logon # field. The Logon # is the secret code of up to four characters that the operator enters to log on to VisualPOS. Duplicate Logon numbers are not allowed. The code does not appear on the display as it is typed or if the record is later accessed in any other mode, nor will it be shown during log on. The Logon # should be assigned to each operator by management. When a Logon # consists of four characters, [LOG] does not have to be pressed to complete the log on process. However, when the Logon # has fewer than four characters, [LOG] must be pressed to complete the log on. VisualPOS's Logon # is the security authorization number to log on to use VisualPOS and is the unique number to identify the operator to the system. The store owner must keep track of all the operators' Logon #s separately outside the system and make sure no duplicated logon # is assigned to different operators. CHAPTER 6 POINT OF SALE MODULE =============================== 6.1 Introduction ---------------- The Point of Sale (POS) module is the component of VisualPOS that operators will use to processing customer transactions, that is, the Electronic Cash Register (ECR, Register mode). VisualPOS's POS ability goes far beyond a ECR or an ordinary PC based POS terminal. The basic POS module includes the X and Z reports summarizing journal entries and a Training mode that operators can use to learn the Register mode. Each mode and its report are explained in the following sections. This Chapter will focus on the basic POS functions in the POS module. Please refer to the following Chapters for special POS functions in the POS module. 6.2 Log On ---------- The POS module is loaded when VisualPOS is started from DOS. POS can also be loaded by choosing the option from the Module menu in any module within VisualPOS. When the system is started from DOS, the register screen appears, and you are prompted to enter a Log On number. Type in the number assigned to you. The Log On indicator stops flashing and the Mode Indicator shows that the Register mode is activated after a valid Logon # is entered. This log on procedure need to be performed only once to gain access to the entire VisualPOS system. When the POS module is accessed from another module within VisualPOS, the logon procedure is not required because you have already logged on. By default shipped with the product, the valid logon # is '1111'. If you wish to continue using the Register mode, you need to do nothing; the cash register is active. However, to use one of the other modules, produce an X or Z report, use Training mode, or leave the system, you must choose the option from the Selection menu. Press [KYLK] ([K] on the default keyboard) to view the Selection menu. This menu can not be viewed until an operator has logged on successfully. Logon security is an effective protection against any third party from entering VisualPOS system. Whenever a clerk is going to leave the register, or idle the register for a while, it is very important to set VisualPOS to [LOGON] mode to prevent anyone from accessing the system without security logon. A good logon practice will ensure VisualPOS to distinguish different operation clerks, and write proper audit of the Receipt Journal and transaction total summaries. If you do want to manage your clerks (e.g. commission sales), and obtain proper reports and audits, you should assign different logon numbers to each clerk and enforce proper logon practice. For 1 to 2 person small stores, the biggest advantage is to prevent outsiders from using or messing the system. 6.3 Register Mode ----------------- When a logon is successfully completed, VisualPOS is in the Register mode. The Operator Number assigned to you appears on the display at the top of the screen, and the electronic journal shows the date and time that you accessed POS. The far right status column also shows that you have logged on. Log off the system by pressing [LOG]. This locks the terminal and brings up the Log On panel. Enter your Logon # again. The Training Mode emulates this Register Mode as described below. 6.4 Register Screen Layout -------------------------- The very top line shows Time, Date, Operating Clerk #, Store #, Register #, current (when in transaction) or next (when transaction is completed) transaction number, and the register operating mode from left to right. The VisualPOS transaction number is circulative from 1 to 30000, and is used as the invoice number in the programmable invoicing. When writing to the transaction ASCII export file (if enabled in the system setup), the transaction number is grouped with a 3 digit (less or equal to 250) store number and a 2 digit register number making the total to 10 digits. An additional 6 digit date prefix is also attached to provide a unique transaction number for accounting and transaction management. The top two lines of the register screen are for display, which show the information about the current transaction in large bold text. The entries in transaction and its message from POS appear on these display. The very top line is most frequently used for description and key entering display, and the second line is commonly used for calculated amount or total. For text message, both lines are used when necessary. The lower left corner of the screen is the journal, an electronic journal which is stored in the hard disk of the computer. All of the actions performed in the POS module are recorded in the journal, including information about invalid and successful logon attempts, X and Z reports, all individual transactions, and the use of the Training mode. The journal is based on register, i.e. different registers store their own journal in their own directory and may be scrolled and viewed in their own register. 6.5 The four vertical columns are status indicators: ---------------------------------------------------- The first column: ~~~~~~~~~~~~~~~~~ The first (left) column displays tax information about items sold. There are five indicator lights, one for each of the four taxes and one for non-taxable items. When an item is sold, the taxes applicable to the item (Tax1 or GST, Tax2 or PST, Tax3, Tax4, or No Tax) appear on the according indicator. The database stores the tax information on each inventory item or each open-department, as you have set. The tax may be overridden in POS transaction for special customers with tax examption. The second column: ~~~~~~~~~~~~~~~~~~ The next column displays the price level that the customer is charged (Price 1, Price 2, or Price 3). VisualPOS always charges the customer the special price (price 2) if he/she is entitled to, and the indicator for price 2 appears when an item is sold. When price 2 is not available for the customer, default price 1 will be used instead. There are four indicators in the third column: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ The QUANT indicator appears when [QTY] (Quantity ) is pressed. This tells the operator that a sale of multiple units of an item is in progress. The indicator disappears when sale of the item is completed. The TRANS indicator appears while there is a current pending transaction in process. The VOID indicator flashes while an item is voided from a transaction. The RETURN indicator is displayed while the return of an item is being processed. There are five indicators in the last status column: The INPUT indicator flashes when the system is waiting for input from the operator to complete a sale. The $EXCH indicator flashes while a currency conversion is being processed. The CUST# indicator flashes when POS is waiting for entry of a customer # to begin a transaction. The PACKAGE indicator flashes while a package sale is in progress. The LOG ON indicator remains lit as long as the clerk remains logged on to Register mode. The panel below is the column for status indicator for Gas Pump -- Pump Status in short. The pump number is counted from left to right and from top to bottom. When Pump control is disabled, the panel will remain blank always. When enabled, all status of the available pumps will be active, showing pump number, message, status, and amount if the pump is being used. The display attribute is also distinguishable especially with a color monitor. The panel below the Pump Status column displays information about items as they are sold, the UPC#, the regular price (Price1) and the UOH (Unit On Hand, in stock). If it is a purchase transaction with customer number entered, the next panel will show the customer number entered (at start of a transaction), the Credit Terms, and the customer's last and first name. In the following descriptions of POS functions, the code name for each function is shown as a key such as [HELP] or [AUTO]. Because the location of each function is up to the user of VisualPOS, the default key assignments of these functions are not presented here. The codes are shown on the keys when the various keyboards are displayed using the Keyboard menu options in the Maintenance module. A complete list of POS functions is given in Appendix C. 6.6 Getting Help in POS ----------------------- The help system operates a little differently in Register mode of the POS module compared to the rest of VisualPOS (MNT module), but is still accessed by pressing [HELP] ([F1] on the default keyboard). In POS, help is linked to the keys on the keyboard. It provides information about the functions assigned to individual keys, and the procedures for executing those functions. For example, press [F1] to open the help system, and then press [F2]. The help text explains the function that has been assigned to [F2], and then describes the use of this function. Press [F1] again to leave the help system. The help text for a key with a macro assignment consists only of the fact that a macro has been assigned to the key. The nature of the macro is not available. The same is true for a key assigned an Open Item; the number of the Open Item is not available by pressing [HELP]. 6.7 How does the POS works -------------------------- When very first time when you entering into the VisualPOS POS module, you may immediately realized that it does not operate like a computer at all, especially when you are experienced with other POS or computer software. Because of the expectation, the more knowledgeable and experienced you are (especially for those very knowledgeable people who do not always need a manual to figure a computer software out), the more confused you might get. The VisualPOS POS module is NOT designed to operate like an ordinary computer software for starters! It is instead like a Electronic Cash Register (ECR) where the operating sequence and keystrokes are reduced to minimum, to provide fast POS transaction. Keyboard does not work like 'ABCD' as an ordinary keyboard, but is assigned/programmed as [AUTO PRICE], [CASH], [RECEIVE ON ACCOUNT] POS functions. You may bypass the POS module and directly run the MNT module (by typing MNT and [ENTER] at DOS) to get to the keyboard setup section to overview the current key assignment. The VisualPOS key map can be programmed whatever the way you want that is sensible and convenient for you. Special POS keyboard (that simulates standard PC keyboard) is also fully supported. With its powerful macro capability, VisualPOS gives you unlimited choices to optimize the keyboard assignment (reduce the number of keystrokes required) for easier and faster retail transaction. The second difference of this 'ECR'-like operating mode from that of an ordinary software is the sequence. Normally when using a typical computer, you always select the function (e.g. find and choose the menu choice, or move the cursor the proper field) and then fill in the value. Most of the VisualPOS POS functions are operated in the reversed order just like an ECR. For example when you are sell inventory item# 1000, type "1000" and [AUTO] (not [AUTO], "1000" and [ENTER]). This approach is proven to be the fastest and easiest protocol for clerks to operate POS transaction, especially with a POS keyboard. As long as you set up the system efficiently (or by service stuff or dealer.), the training that takes to achieve optimal speed is just minutes. Most clerks of our clients hardly recognize the POS module as a computer but rather an easy and fast register. Therefore it is a powerful PC that has over 100 standard POS key functions with unlimited combinations. 6.8 Identifying Items Sold -------------------------- There are several ways to identify the item numbers of units being sold. In each case VisualPOS searches the inventory database for information about the item: Type the Item # and press [AUTO] (Auto Price). Scan the bar code on item labels with a laser scanner. Enter the UPC # manually. Type the UPC # and press [UPC] (Universal Product Code). Sell items using keys that have been assigned as open items (see Open Items later in the chapter). In the first three cases, if the item is not found in the database you are prompted to enter an Open Item #. Enter the number and press [AMT] and then enter the price and press [AMT]. Alternatively if you believe the number was entered incorrectly, clear the entry by pressing [CLEAR] and re-enter the Item # or UPC #. To continue identifying items sold, each item is listed on the journal, showing its Description from the inventory record, the Item #, and the price charged. 6.9 POS Functions ----------------- The following sections describe the POS functions assigned to the keys on the keyboard. The functions are arranged in alphabetical order except where several similar functions form a group, like the four functions for scrolling the journal which are explained together. 6.9.1 Amount/Enter ------------------ [AMT] is pressed after entering a number following a POS prompt. For example, you are prompted to enter a department and price for an item when it is not found in the inventory database, [AMT] is pressed after each item has been typed. [AMT] key is also used for automatic credit card processing entering process. 6.9.2 Auto Price ---------------- [AUTO] is used to sell an item (Auto Price). Type the Item # and then press [AUTO]. If the item is not found clear the entry by pressing [CLEAR] or enter the Open Item # and Price when prompted, pressing [AMT] after each entry. You may also use [AUTO] for auto pricing for returning a merchandise. Enter the operator # and [RET], then the inventory item number and [AUTO] like a normal selling process. VisualPOS will locate the inventory item and its price and perform the opposite of a selling process. 6.9.3 Backspace --------------- Correct a typing error by pressing [BACKSPACE]. Pressing this key removes the last key press. The key can be pressed several times, but [CLEAR] should be used to remove a series of keystrokes. 6.9.4 Cash Sales ---------------- When all items have been sold and the customer is paying cash, type the amount tendered and press [CASH]. If the customer tenders the exact amount of cash simply press [CASH]. The journal displays the subtotal, includes the applicable taxes, calculates the total due, and shows the cash amount tendered and any change due to the customer. The transaction is complete and the TRANS indicator disappears. The receipt will be printed if automatic receipt printing was set to Yes in the System Configuration. 6.9.5 Change Price Level ------------------------ When multiple price levels have been entered in the Inventory database, VisualPOS ensures that a customer is charged the lowest price to which he/she is entitled. However, situations may arise when it is necessary to override the automatic price level. For example, stock of an item might run out before a sale (Price 3) is scheduled to end, and so a "rain cheque" is issued. When the customer returns to purchase the item at the sale price after the sale has ended, the automatic price levels must be overridden in order to grant Price 3 instead of Price 1 or Price 2. To change the price level, enter the number for the price level to be charged and press [PRCE] before identifying the item. The price level charged is shown on the status indicator. 6.9.6 Charge Account Sales -------------------------- Charge accounts with the store can be used only when a customer number has been entered at the beginning of the transaction. If the customer chooses to charge the purchase to his/her store account, press [CHRG] to complete the transaction. Charge part of the amount to the account by typing the amount and then pressing [CHRG]. Press [SUBTOTAL] to display the remainder due and tender all or part of that amount with other media until the sale is completed. If a customer's credit limit would be exceeded by charging the purchase to his account, the customer record appears on the journal showing the limit and current balance. Press [SUBTOTAL] to return to the transaction and accept a different payment media or combination of media, or void the transaction. The credit limit can be changed only by editing the customer record in the Data module. 6.9.7 Cheque Sales ------------------ Press [CHEQ] when the customer writes a cheque for the entire amount of the purchase. Type the amount of the cheque and press [CHEQ] if the cheque is for an amount different from the total sale. Press [SUBTOTAL] to display the remainder due and tender all or part of that amount with other media until the sale is completed. 6.9.8 Clear ----------- Press [CLEAR] to exit from an entire sequence of key presses. For example, exit from the sequence required to tender a credit card by pressing [CLEAR]. A sequence can not be cleared after it has been completed. 6.9.9 Coupons ------------- A vendor coupon does not reduce the amount of a transaction for tax calculations because it amounts to a reduction of the vendor's price to the retailer (the retailer is reimbursed for the value of the coupon from the vendor). Vendor coupons may only be tendered after pressing [SUBTOTAL]. Type the amount of the coupon and press [VCPN] to tender that amount. Do not confuse Vendor Coupons with Store Coupons issued by yourself. Vendor Coupons is redeemable from the Vendor thus considered to be a special payment (a kind of currency if you wish to put this way). Store Coupons is a kind of discount you issue to your customers for promotion. A store coupon reduces the amount of a transaction for tax calculations, because it is in effect a reduction of the selling price. A store coupon can be tendered at any time during a transaction. Type the amount of the coupon and press [VCPN]. You are prompted for the Item # to which the coupon value is to be charged. If the coupon applies toward the last item sold, simply press [AMT]. If the coupon applies toward another item, type the Item # and then press [AMT]. 6.9.10 Credit Card Sales ------------------------ If the customer chooses to pay with a credit card, first record the card type by entering its code number and pressing [TYPE]. Next press [CARD] to complete the transaction and print the receipt. VisualPOS accepts combinations of payments modes. For example, if the customer wanted to pay by charge card and cash, identify the card type and then enter the amount to be charged before pressing [CARD]. Press [SUBTOTAL] to display the remaining amount due. Enter this amount or the amount tendered and press [CASH] to complete the transaction. More combinations of media are allowed by VisualPOS. To use the credit card authorization system, process the transaction normally, tendering all media at the end of the transaction. When a balance owing of zero is reached, the credit card window appears on the journal and you are prompted to swipe the credit card through a magnetic card reader. The amount charged to the credit card is shown automatically. You also have the option of entering the account number and expiration date manually by typing the numbers in the fields on the journal window. Press [AMT] after typing each number. VisualPOS automatically connects with the authorization computer network using the settings entered in the System Configuration, and authorizes the card tendered. An authorization number appears in that field. Don't be concerned with the code. The first line of the response box below the Authorization displays a message in response to the authorization request. The most common messages will be "Approved" and "Declined". If the authorization is declined the transaction must be voided by pressing [VTRN]. Occasionally additional information may appear on the second line of the response box. The # of Debits and # of Credits fields are explained in the section on Z Reports later in this chapter. Once authorized, a signature copy of the receipt is printed, followed by a customer copy of the receipt if Print Second Copy of Receipt was set to Yes in the System Configuration. When a customer charges a purchase to more than one credit card, the cards are authorized in the sequence of their code numbers on the Currency/Credit Card form. After the first card has been authorized, you are prompted to swipe the second card. Follow the same sequence with each card until all have been authorized. If one card is declined the transaction must be voided. The charges which have already been authorized before the transaction is voided are automatically reversed. When a customer charges a purchase to more than one card of the same type (e.g. two VISA cards), the procedure is slightly different. The Amount displayed is the total amount charged to all cards of one type. If you have processed two or more charges to the same account number, proceed as before. However, if the charges are to two different accounts for the same card type, enter the amount charged to the card that was swiped in the Amount field and press [AMT]. The authorization proceeds, and when it is complete you are prompted to swipe another card of this type. The Amount now displays the remaining amount to be charged to a card of this type. Complete authorization of this charge as before. To process a credit towards a credit card, enter the amount to be credited and press [CRED]. A credit may be processed for transactions which are not registered in VisualPOS Jr. or to process an adjustment for an overcharge which may result from keying errors. To process a debit towards a credit card, enter the amount to be debited and press [DEBT]. A debit may be processed for transactions which are not registered in VisualPOS Jr. or to process an adjustment for an undercharge which may result from keying errors. Macros are useful for tendering credit cards, and macros for each of the more common cards are included in VisualPOS. Examine the macros using the Define Key Macros command in the Maintenance Module to ensure that the code numbers for each card are the same as the codes assigned to identify each card on the Currency/Credit Cards form. To use a credit card macro, simply press the key to which the macro has been assigned to tender the card for the entire amount of a purchase. Type the amount charged and press the macro key to tender the card in partial payment of the purchase and then tender the remaining amount with another media as described above. Special Notes on automatic credit card processing with VisualPOS: VisualPOS is programmed to use either 3201 or 3101 Credit Card processing protocol. It is currently in testing in Canadian banks but not yet officially released although the processing and design are built in already. It is scheduled to be released in Canada after the Bank testing and approval. Automatic credit card processing in U.S. may take longer. It is a good practice to dial and process the credit card transactions using your credit card machine or phone before tender into VisualPOS's transaction. 6.9.11 Currency Tenders and Conversions --------------------------------------- A currency conversion table should have been set up in the Maintenance module. When a customer presents foreign cash as payment, enter the code number for that currency stored in the conversion table and press [CURR]. The $EXCH status indicator light flashes. The display shows the name of the foreign currency and the total sale amount in converted funds. Enter the amount of foreign currency tendered and press either [CASH] or [CHEQ]. The journal displays the completed transaction in the local funds (Canadian dollar in Canada, U.S. dollar in States, etc.), showing the local funds (e.g. Canadian dollar in Canada) equivalent of the foreign currency tendered and the amount of change due to the customer. A message placed on the journal shows the amount of foreign currency that was tendered. VisualPOS accept foreign currency but only refund in the local currency. If you decide to accept foreign currency, make sure that you set up the exchange rate properly. And don't be confused with the 'buying rate' and 'selling rate'. Macros are useful for currency conversions, and a macro to convert American dollars into Canadian dollars is included in VisualPOS. Examine the macros using the Define Key Macros command in the Maintenance module and verify that the code number for a currency in the macro is the same as its code number stored in the Currency/Credit Card form. To use a currency conversion macro, press the key to which it was assigned to display the subtotal of the transaction in foreign funds, and then enter the amount tendered in foreign funds and press [CASH] or [CHEQ] to complete the transaction. 6.9.12 Customer # ----------------- It is in the best interests of the customer to have a customer number when making a purchase because it allows the customer to receive the lowest price for which he/she is qualified. A customer number is required to charge purchases to the customer's account. A customer number is also required if the Customer # Required flag was set to Yes in the System Configuration. If you do set the flag to Yes it may be useful to set up customer records to use for customers who have not registered with the store. All sales to customers without a customer number would be posted to these customer records. If you use different customer numbers for varying types of customers (male, female, etc.), you can still acquire useful demographic information about your sales. Type the customer's number and press [CUS#] to enter the number. Customer information is completed in the Customer information panel. Entry of a Customer # must be the first action of a transaction. The number can not be entered after the transaction has begun. When a customer # has been entered, a window can be displayed by pressing [CUS#] again at any time before the transaction is completed. The window shows some of the key fields from the customer record. The window closes when the next key is pressed to continue the transaction. 6.9.13 Decimal -------------- The decimal key is used to separate dollars from cents in an amount. The period key is equivalent to a decimal, but you may wish to assign Decimal to a key on the number pad. (The default unshifted keyboard includes this key assignment.) 6.9.14 Deposits --------------- The purchase of some items, notably soft drinks, requires payment of a deposit. VisualPOS handles these amounts separately from the price of an item. Enter the amount of a deposit and press [DPST]. When a customer returns an item for which a deposit was paid, enter the amount to be returned and press [DRET]. There is no tax attached to the deposit amount. 6.9.15 Discounts ---------------- Discounts can be applied as percentages of a price or as fixed dollar amounts. The procedure is similar for both discount types; only the function key pressed differs. To apply a percentage discount to a single item, sell it and then type the percentage amount from zero to 100 without decimals and press [%DIS]. The display, journal, and receipt show the percentage and dollar amount of the discount. The discount percentage is applied to the price of items before tax, and tax is applied to the discounted amount. You may also apply a percentage discount to a group of items, sell all the items in the group at the beginning of the transaction, press [SUBTOTAL], and then enter the percentage and press [%DIS]. Apply dollar discounts to purchases using the same steps, but press [$DIS] after entering the dollar amount of the discount. The discount amount is applied to the price of items before tax, and tax is applied to the discounted amount. VisualPOS does not allow compound [%DIS] and [$DIS] discount on the same item. Store coupons may be compounded. But you may use [SUBTOTAL] and apply the additional [%DIS] or [$DIS]. Group discount amount (either $ or %) will be distributed to each item based on the ratio of its selling price to the total of the group. 6.9.16 Item Look Up ------------------- The window can be displayed by typing an item number and pressing [ILU]. The window shows some of the fields from the inventory record. The window can also be displayed by pressing [ILU] after an item has been sold during a transaction. The window closes when you press another key to continue the transaction. 6.9.17 Keylock -------------- Pressing [KYLK] has the same effect as turning a key on a cash register that changes the operational mode. Press [KYLK] to open the Selection menu which offers choices of VisualPOS modules, X and Z Reports, and Training mode. Type the number for an option or highlight it and press [ENTER] to select the option. Choices from the Selection menu can not be made when a transaction is in progress. [KYLK] is also the route to exit or enter the MNT module, and run Auto Batch if set up to. 6.9.18 Auto Batch Execution --------------------------- Auto Batch is a batch setup in the MNT module to have VisualPOS run a third party program (DOS or WINDOWS) right in VisualPOS, and return to VisualPOS after execution. Select the auto batch you want to execute and press [EXEC], and VisualPOS will shell to DOS and execute the batch. If an invalid batch number is selected, VisualPOS will immediately return to VisualPOS. 6.9.19 Log On/Log Off --------------------- [LOG] is pressed after typing the Logon # to begin a session with VisualPOS. [LOG] is also pressed to end the current session with VisualPOS (the LOG ON indicator flashes). The Log On panel appears when [LOG] is pressed, allowing a different operator to log on. Operators can use this function to secure the terminal. [LOG] is assigned to [TAB] on the default unshifted keyboard. You should leave the function on that key for POS because it is on that key for the other modules and can not be changed for them. 6.9.20 Macros ------------- Several different macros have already been presented, and we encourage you to use them. It may take some time to feel comfortable with macros, but if you experiment with those included with VisualPOS you should soon be able to develop macros of your own. Define macros using the Define Key Macros command in the Maintenance module, and assign them to keys on any of the keyboards. Execute the macro by pressing the key in POS to which it was assigned. You may find it helpful to keep a record of your macros showing their intended functions and how to use them. 6.9.21 No Sale -------------- The cash drawer can be opened by pressing [NO$]. Pressing [NO$] begins and ends a no-sale transaction, which is recorded on the journal. 6.9.22 Open Department ---------------------- Other than Open Item # approach for Open Department Transaction, VisualPOS also supports several independent POS department functions. An Open Item is an inventory that is not been set up in the database (therefore without unique description and price). Inventory items # 1-99 are reserved for these open items for their basic setup and description. Open Item is also referred to as Open Department, or Sub-department in the VisualPOS system. They are the same (all defined in the sub-department and set up in inventory item #1-99), but rather described from different angles. From the inventory database point of view, Open Item # is used since these inventories do not have the unique Item #s assigned in the database but rather being categorized into different types (1-99, or Sub-department). From the management and reporting point of view, the term 'Sub-Department' is used since all inventories in VisualPOS are categorized into up to 99 types/groups. For many small or grocery stores/shops, inventory control is not managed by individual item at all but rather by types/groups. These types of operation with no or very little physical inventory setup, is referred to as Open Department management, where most of the transactions are Open Item # transactions, and are described as Open Department transactions in VisualPOS. VisualPOS supports these types of Open Department operations/stores perfectly well -- with Z Report, Tax Report, Float Control and dedicated POS Open Item key functions. Please refer to Open Item # section. Most of the Open Department POS transactions could be set using Open Item # macro. The [DEPT], [TDEP] and [DTRN] function keys are also designed to assist Open Department transactions. [TDEP] is to toggle VisualPOS 'Automatic Department Processing' ON or OFF. When [TDEP] is pressed, it will toggle auto department flag on or off (default is off when starting VisualPOS POS module). When 'Auto Dept' is ON, and a particular item may not be found from the database, VisualPOS will automatically pick the default department # (set in [DEPT]) as the Open Item # instead of prompt for entering one. [DEPT] is to set the default department number. When [DEPT] is pressed after a department number is entered, the default department will be set into that number. The default department # will be used in conjunction with [TDEP]/[DTRN]/[AUTO] keys to pick up open department transactions. When [DTRN] key is pressed after entering the price, it will automatically use the default department # and the entered price to issue an open department transaction. It may be a 'Sell', 'Return', or even 'Void Item' transaction. Note that [DTRN] will use the default department regardless of the status of the 'Auto Dept' flag. 6.9.23 Open Items ----------------- Open Item is sometimes referred to as Open Department or Sub-Department as introduced before. It is managed in department setup and X/Z Reporting. Please refer to Open Department for more discussion. Open Items can be used in two ways with VisualPOS. In an item based system when an item is not found in the Inventory database, the Open Item sequence of prompts is started. First you are prompted to enter the Open Item #; type a number from 1 to 99 and press [AMT]. Remember that the Open Item #'s are the same as the numbers of the sub-departments. Next type the price of the item and press [AMT]. The name of the sub-department and its number appear on the journal. You can also press [CLEAR] to exit from the Open Item prompts if an Item # was simply typed incorrectly. In a system where items are not identified individually by inventory records with Item #'s, Open Items are used in another way. A key can be assigned a specific Open Item # using the Keyboard options in the Maintenance module. To sell an item to this Open Item (sub-department), type the price and press the key that has been assigned that Open Item #. The name of the sub-department and its number appear on the journal. When you are using many Open Items it is not practical to assign each one to a different key. A macro provides a solution. The sequence of prompts entered when an Item # is not found in the database can be used to set up a generic Open Item macro (included with VisualPOS). The macro consists of entry of an invalid Item # followed by [AUTO], which brings the "Enter Open Item #" prompt to the display. Type the number of the Open Item and press [AMT] and then enter the price and press [AMT]. If you want to use this macro, do not use Item # 99999 for a regular inventory record. 6.9.24 Package Sales -------------------- VisualPOS includes a facility to sell a group of items for a package price. Begin a package sale by pressing [PACK]; the PACKAGE light comes on in the status indicator. Sell the individual items of the package normally by scanning or entering Item #'s. As the individual items are sold in the package, no price appears on the journal. Type the package price and press [AMT] to close the package. Proceed to payment methods in the usual way. To exit from the package function before completing the package, type a zero and press [AMT]. The total price for a package is credited to the sales of each item in the inventory records in proportion to each item's price representation in the package. For example, consider a promotion in which a customer is offered a free tie (value $25) with the purchase of two shirts (value $50 each), a value of $125. The package of three items is sold for $100. Instead of crediting sales of $100 to Shirts and $0 to Ties, VisualPOS credits $80 to shirts (100/125 x $100) and $20 to ties (25/125 x $100). The resulting sales figures give a more realistic impression of the actual sales by item. 6.9.25 Paid Out (Pay Bills From Cash, or Cashier Loan) ------------------------------------------------------ Bills may be paid out from the till's cash, but no other actions are available with a paid-out transaction. Enter the amount of cash to be paid and press [PAID] to complete the transaction. If no amount is entered when [PAID] key is pressed, VisualPOS will prompt to enter the amount. The cash drawer opens and the transaction is completed. 'Receive In' which is the counter-transaction of 'Paid Out' initiates with a return transaction before [PAID], and VisualPOS will adjust the amount to its negative value to process. You could produce a quick receipt for the bill by pressing [PRNT] (Print Receipt On Demand) and having the payee sign it. 6.9.26 Price Override --------------------- The price of an item may be changed for a number of reasons, such as a mark-down due to damage, clearance, a special sale and so on. To override the price of an item in the inventory database, identify the item and then press [POVR]. The INPUT indicator flashes. Type the price and press [AMT]. Sale of an item with a price override creates a Variance entry on X and Z reports. 6.9.27 Printing Receipts ------------------------ VisualPOS automatically prints a receipt for the customer when a transaction is completed unless automatic printing was disabled in the System Configuration. If automatic printing was disabled but a receipt is required, it can be printed by pressing [PRNT]. This function works only until the next transaction is completed. Old receipts on the journal can be printed by scrolling to the transaction with [PGUP] and [PGDN], and then pressing [PRNT]. 6.9.28 Quantity --------------- The default quantity for the number of items sold is one. Increase the quantity sold using [QTY]. Type the quantity amount, press [QTY], and then identify the item in the normal way. The QUANT indicator light remains on until the item is identified. The quantity can be reset to one by pressing [CLEAR] before the item is identified. Fractional quantities may be permitted depending on the settings in the System Configuration, but care should be exercised to ensure that a fraction is valid for the item selected. 6.9.29 Receipt Advance ---------------------- Advance the paper in the receipt printer one line by pressing [RCPT]. The key can be pressed several times in succession to advance the paper in the receipt printer. 6.9.30 Receiving Account Payments --------------------------------- Operators can accept payments toward customer accounts. No other actions are possible with an account payment. Type the customer number and press [CUS#]. Press [RACC] and accept the payment media tendered in the normal way. If the customer pays the account with more than one media (e.g., cash and cheque), a separate transaction must be completed for each media. 6.9.31 Reference Entries ------------------------ A reference number such as a tax exemption number or credit card number can be printed on a receipt. Type the number to be printed and press [REF]. The reference number can be placed anywhere on the receipt after the first item has been sold. A sale can not begin with a reference number, but you can place a reference number on a receipt after payment has been tendered. 6.9.32 Return Items ------------------- Items that were purchased and returned are linked to the clerk who originally sold the goods so that the manager can monitor commission adjustments. Type the number of the operator shown on the receipt and press [RET]. The RETURN indicator flashes. Type the number of the item to be returned, press [POVR] and then type the amount for which the item was sold as shown on the customer's receipt and press [AMT]. Repeat the process for each returned item. Tender media in the usual way to complete the return transaction. New goods can be sold in the same transaction with returned items. The net amount due or to be refunded is calculated and displayed. Items belonging to a package sale can be returned by a similar procedure. Enter the Operator # from the customer's receipt and press [RET] and then press [PCKG]. Both the RETURN and PACKAGE indicators flash. Identify the items belonging to the package by scanning a label or entering UPC #'s or Item #'s. Type the package price and press [AMT] and tender media to complete the return. When returning items that were purchased using store coupons, record the coupon as before by entering the coupon amount and pressing [SCPN] and then enter the Item # at the prompt and press [AMT]. The amount of the coupon is deducted from the amount to be refunded to the customer. A customer might return items that were paid for with more than one media (credit card and cash). When processing the refund, process the return of cash as the last media. This way if the customer was to be refunded, for example $6.99, you could receive $0.01 as cash tendered and give the customer $7.00. When returning items purchased with a credit card, the authorization interface is activated when the balance owing to the customer reaches zero. You are prompted to swipe the card(s) just as if the customer was making a purchase. Enter the Authorization Code printed on the customer's receipt and press [AMT]; the credit to the card can not be processed without this code. VisualPOS automatically connects with the authorization computer network using the settings entered in the System Configuration, and processes the credit to the account. [AUTO PRICE], [$DIS], [%DIS] , and etc. keys also supports the return transactions. You may find it convenience to use the [AUTO PRICE] return sequence instead of the formal [POVR]-[AMT] process. Type the operator number and press [RET] key first (the RETURN indicator will show a return transaction for the next item), and do the transaction as if you were selling this item; VisualPOS will reversed the transaction sequence internally including discounts. Be very careful when group discount (with [SUBTOTAL]) is applied in the same transaction (return may be issued within any transaction, including Gas Pump operation!), since VisualPOS will distribute the group discount to every line items in the group. The return process for Gas Pump transaction is a bit different since VisualPOS has to inform the pump controller. Because of the nature of Gas Pump operation, you should never need to handle Gas returns. Gas returns must be processed within the Pump transaction for proper Pump reports. If the according pump transaction is completed, you should do the return with the inventory/department item# for that grade. Pump return is normally used for mis-matched transactions. In such cases, return before or after the completion of the transaction will not make a difference at both the Inventory and Gas Pump level control and report. But you should make sure to enter the return, and necessary adjustment transaction manually (instead of through the pump), and complete all transactions that have occurred. 6.9.33 Scrolling Display ------------------------ The text in some fields (e.g., Customer Name) may not fit on the display because of their length. Press [SCRL] to scroll the display and see more. This function will work only if no other keys have been pressed after the function that put the information on the display. 6.9.34 Scrolling Journal ------------------------ As a transaction proceeds and entries are recorded on the journal, the entries made at the beginning of the transaction are no longer visible on the journal. Four functions allow you to scroll the journal display. Press [LNUP] and [LNDN] to move the journal backward or forward one line. Press [PGUP] and [PGDN] to move the journal backward or forward one transaction. An old receipt can be printed by pressing [PRNT] when the transaction has been located on the journal. If more than one transaction appears on the journal, the transaction at the bottom of the display is printed. The entire journal recorded since the last Z report can be printed. Scroll to the top of the journal and press [PRNT]. A dialogue box will ask if you want to print the whole journal or only the currently displayed receipt. Press [CLEAR] to end scrolling of the journal and return to cash register operation. When you have scrolled to the top of the journal and press [PGUP], you will be asked if you want to view the previous journal. If you select Yes, you will be able to scroll through the transactions recorded before the last Z Report. You can continue viewing old journal files in this way until the last journal file is encountered, or until the first journal file for the current month is displayed. You can not use [PGDN] to scroll back down through journal files. Press [CLEAR] to end scrolling of the journal and return to cash register operation. After a Z Report, the previous receipt journal will be renamed to *.J?? where '*' is the data-shift stamp and '??' is the register number. And a new empty journal type is re-created for the next Z Report period. When you attempt to scroll journal immediately after the Z Report, the 'journal file empty' message will show up. Use [NO$] to write something on the journal if you want to scroll through the previous one. 6.9.35 Subtotal --------------- At any time you can display a subtotal for a transaction without affecting the journal or receipt by pressing [SUB]. The subtotal displayed includes all applicable taxes. Press [SUB] at the end of each series of sales to tell the customer the amount owing. You will use this key a lot. The [SUB] key can be used anywhere within a transaction, and may be used for group discount. 6.9.36 Tax Override ------------------- The tax applicable to purchases is automatically calculated and applied by VisualPOS using the tax settings in the inventory and customer databases and the tax tables. It may be necessary to override the tax function, for example in the case of a sale to a tax-exempt customer. This tax override can be avoided by setting up customer records with appropriate tax flags. Before selling an item for which the tax must be modified, type the number of a tax (1 to 4) and press [TAX]. Repeat the process for each tax that is to be charged. One of the taxes can be turned off again by typing its number and pressing [TAX]. A tax override changes the tax status only for the sale of the next item. 6.9.37 UPC ---------- [UPC] is used to sell an item by entering the Universal Product Code if the code is not recognized by the scanner. Type the UPC number and then press [UPC]. If the item is not found clear the entry by pressing [CLEAR] or enter the Open Item # and Price when prompted. 6.9.38 Validating Documents --------------------------- Some printers can validate documents such as cheques, receipts, charge slips, etc. with the time, date, and total of the last sale. When a transaction has been completed, press [VAL]. When the message Slip in and Clear appears, place the document to be validated into the print mechanism and press [CLEAR]. Remove the document and press [CLEAR] again when printing is complete. 6.9.39 Voiding Items -------------------- The Void Item function is used to remove items sold from the current transaction. Press [VITM] to begin (the RETURN indicator flashes) and then "sell" the items as before making sure to include the same quantities. VisualPOS searches for the items on the journal, and removes those for which a match is found. A match will not be found if the quantity sold differs from the quantity voided. Exit the void sequence by pressing [CLEAR]. A quick void item procedure is to type a zero and press [VITM]. This voids the last item sold. You may wish to set this key sequence up as a macro. 6.9.40 Voiding Transactions --------------------------- A transaction can be voided at any point prior to final tendering of the transaction. Press [VTRN] to cancel the current transaction. The [VTRN] process will also resume the Pump transaction to previous status. 6.9.41 Weighing Items (Scale) ----------------------------- Items to be weighed when they are sold are identified in the inventory records by setting the Scale flag to Yes. There are three ways to process a weighable item: Place the item on the scale and enter the Item # or UPC #, Scan the bar code and place the item on the scale, Enter the weight as a quantity if the weight is known and then identify the item. The weight in kilograms is multiplied by the price and both appear on the receipt and journal. Be sure to record prices in kilograms in inventory records for items that are weighed, and set the number of decimal places to three for Quantities in the System Configuration. Press [SCAL] to force weighing of an item, for example when the item can not be found in the database or if the Scale flag was not set to Yes in the inventory record. Press [SCAL] and follow the prompts on the display. If the Scale flag was accidentally set to Yes in an inventory record so that you are prompted to place the item on the scale when it is sold, press [CLEAR] and then sell the item using [QTY]. 6.9.42 Zero & Double Zero (0 & 00) ---------------------------------- The usual zero key on the keyboard can be used to enter that number, but [0] must be assigned to a key on the number pad in order to use it there. [00] can also be assigned to a key which will speed amount entries, especially if Decimal Required is set to No in the System Configuration. 6.9.43 X Report --------------- An X Report is a summary of all transactions processed since the last Z Report was generated. The summary registers are not cleared to zero by an X report. Open the Selection menu by pressing [KYLK] and choose X Report. The display shows X-Report and the journal records production of the report but does not show the actual report, which is sent to the printer. Press [KYLK] to open the Selection menu and make another choice. The X report has the following sections: At the top of the report, the calculation of net sales from gross sales is shown. The Variance entry results from use of the Price Override function. Sales in each tax class are shown, followed by the total amount of each tax collected. The number and amount of sales by each payment media are listed, followed by the Drawer Total. The number and amount of all transactions are listed. The number and amount of sales in each sub-department are listed, with the subtotal for each department. 6.9.44 Z Report --------------- A Z Report is the same summary of transactions as an X Report, except that all summary registers are reset to zero by production of the report. Open the Selection menu by pressing [KYLK] and choose Z Report. Confirm that the registers should be reset to zero in the dialogue box that appears. ZReport appears on the display. The report is sent to the printer and also is recorded in the journal. Up to 26 Z Reports can be produced during one day. If you produce more than this number, the last report generated will be overwritten on the hard disk. The Scroll functions can not be used to view the Z Report on the journal until another transaction has been completed. Press [NO$] to complete a No Sale transaction, and then use the scroll functions ([PGUP] etc.) described earlier. If you decide not to clear the registers and produce a Z Report, Aborted Z-Report is placed on the journal. Press [KYLK] to open the Selection menu and make another choice. After a Z Report has been completed, you may see a message on the screen telling you to backup journal files to diskettes. This message appears when there are journal files on your hard disk representing sales during more than one month. You are strongly encouraged to backup files regularly. If you are using the credit card authorization system, at the end of each Z Report you are asked if you want to process the End of Day Report for credit slips. The End of Day Report can be processed at the end of each shift, or at the end of the last shift for the day. If you process the report, the credit card window appears showing the total number of debits and credits processed and the total amount for each. Verify the number and total of the charge slips in the cash drawer to these totals on the window. If the VisualPOS-EXACT pump controller is active, Z Report will print out all transaction summaries at pump and tank levels with volume, sale and adjustment totals. An pump/tank adjustment form with estimated pump/tank reading and sale totals will be shown. You should read the pump and tank reading to complete the meter adjustment. VisualPOS will print the adjustment reading if necessary. You will also be prompted to print or zero the Up To Date (UTD) total. This total should be zeroed each time when you do your tank adjustment and reset the EXACT controller. If the VisualPOS-PIE pump controller is active, you will be prompted to enter if you want to clear the End Of Day (EOD) pump total. It is suggested that you clear the EOD total at each End Of Day (fixed time of the day). Or you may zero this EOD pump total at each End Of Shift if you wish. You will also be prompted to enter if you want to clear the Up To Day (UTD) total after the EOD total zeroing process. This UTD accumulative may be zeroed depending on your management method -- at the End Of Week, End Of Month, and Tank fill-up being a few examples. You should keep the printed pump information on file because once the total is zeroed, nowhere could you be able to retrieve this information other than from the Receipt Journal tape. After the pump transaction/adjustment zeroing process, VisualPOS will prompt you to perform pump reading process. Please do not confuse the transaction/adjustment total with this pump reading total. The transaction /adjustment total is the transactions/adjustments reported by the POS register, while the pump reading total is the actual physical pump reading. If you have multi-register pump control system, the transaction/adjustment totals are reported for each register independently, and should be added together for gross fuel transaction report. The pump reading total is directly read from the pump which is independent of either of your registers. After the pump reading process, you should check and record your tank monitor result (or perform dig measuring), and consolidate the result with the printed reports. Please refer to the pump control section for more information and discussion about end of day re-consolidation at grade and tank level. 6.9.45 Training Mode -------------------- Training mode allows your operators to become familiar with the use of VisualPOS on a "live" system. While in Training mode operators can perform all of the normal operations of the POS module, including X and Z reports, but none of the transactions are posted to inventory, customer, or operator records; nor to your actual X and Z retail report. The training mode is an emulator of the cash register system. If you are not already logged on to VisualPOS log on by entering your Log On #, or choose POS Register Mode from the Module menu if you are logged on but in another module. Press [KYLK] to open the Selection menu and choose Training mode. Messages are inserted in the journal recording the beginning and end of training mode, and the Mode Indicator flashes Training while this mode is active. POS operates as if it were live when in Training mode, and all of the foregoing description of POS operations apply. To exit Training mode, open the Selection menu by pressing [KYLK] and choose Training mode. POS returns to the active Register mode. Because of the nature of Pump control where despensing and transaction could not be emulated by the pump itself, the training mode will not work properly with the pump control. That is, all transactions of the real pumps are real. We suggest you not to practice pump control in the training mode, unless you have to, in that case, make sure to turn back to regular (REG) mode and run the Z Report for a proper adjustment after the training section. CHAPTER 7 EXACT pump control ============================= This chapter is striped out on this disk Menual to save space. CHAPTER 8 PIE pump controller ============================== This chapter is striped out on this disk Menual to save space. CHAPTER 9 Gas Pump Setup and Report ==================================== This chapter is striped out on this disk Menual to save space. CHAPTER 10 Extended POS functions ================================== This section is striped out on this disk Menual to save space. CHAPTER 11 UTILITIES and General Maintenance ============================================ 11.1 Introduction ----------------- After you have operated VisualPOS for some time, it is necessary to perform some maintenance operations. One important operation is backing up files to diskettes to secure information entered by operators, and information collected during operating the POS module. We suggest that you do backup frequently, by week or by month. If you have an multi-register network system, you may also backup your Master (server) files to one of the stations (Sub-Master for example) to provide security against hard disk or system failure of the server. VisualPOS network which offers the ability to handle multiple registers is now available. This system includes a facility to consolidate information from all of the registers into a single transaction database. The drivers and procedures for various accounting packages are also being developed and will be available in the upgrade to VisualPOS. Contact WIZ-TEC Computing Technologies Inc. for more information. At the end of the accounting periods, the cumulative totals that VisualPOS keep track of must be reset to zero to maintain proper records. All of these functions are performed using menus in the Maintenance module. 11.2 Backup and Restore ----------------------- You may backup your system using simple DOS backup, or copying to any third party special backup programs or tape units. The sole purpose of backup is to duplicate the system/data physically outside the hard disk to prevent and protect your computer from system/hard disk failure. Backup should be done periodically depending on the system transaction traffic and database uses. We suggest you to backup your system at least every week or month. All the files except '*.EXE' and '*.VVD' (VisualPOS programs) in VisualPOS directory should be included for backup. If you have a multi-register network POS system installed, it is also a good practice to backup your server to one of the workstation so that when the server (master register) is down (system/hard drive/network failure), you can retrieve your retail operation immediately by assigning another workstation as the server, or resetting the workstation to be a stand-alone register. System or hard disk failure may never happen, but you also can not afford if it did. In addition, you should perform the backup procedure every time you are going to: (1) Zero Totals (2) Delete files (3) Major database or setup changes (e.g. importing database to the system). Most of the files in the VisualPOS directory are data files required for its proper operation, thus should be considered to be included for backup. 11.3 Deleting files ------------------- VisualPOS build its Receipt Journals and Z Reports continually in the POS module (and also the transaction/sale files if you enable that option in the system setup form). These files keeps growing and will take a fair amount of space in your hard disk. The Receipt Journals (named as *.J?? or JOURNAL.HC$ where * is the date of the Receipt Journal and ?? is a two digit register number) are the one you should check at least every few month. The Journals are considered to be the most significant files. Backup and file them in a safe place for your later transaction audit, and delete them from the hard disk to clean up disk space when necessary. You should not delete the Z Report files unless you are doing a year end and have finished and filed all reporting print-outs (Tax and Z Report in the MNT module reporting menu). Make sure to back them up and delete them to end of the day/shift (date and shift are stamped as the file name). The transaction/Sale files are usually used for third party accounting or database importing/exporting. They are ASCII files and are always written to the server's (Master's) VisualPOS directory. The file SALES.R?? (?? stands for register number) is line item transaction detailed file (record/line based, typically used for transaction history auditing and analysing, and very detailed accounting exporting), and the SALES.X?? is the transaction summary based media/tender detailed file (record/line or script based, typically used for accounting hook/porting). Other than for accounting/ database information exchanges, they are also very compact transaction audit files than the Receipt Journals. If you are not using these files for your transaction exporting/importing/auditing, you should disable POS from generating these files (in system configuration setup form). Otherwise, deleting these files is totally dependent on the purpose and usage of these files. 11.4 Zero Totals ---------------- VisualPOS POS module automatically build its files in several major areas: (1) The Receipt Journals, audit always in POS; (2) the X and Z Report files each time running the End Of Day or End Of Shift report; (3) Inventory/Customer/Operator database updating for Daily/MonthToDate (MTD)/ YearToDate (YTD) on department; (4) Gas pump transactions, totals and status on network. Monthly and annual sales of inventory, sales amounts made by operators, values of purchases from vendors, and amounts purchased by customers are cleared from VisualPOS's totals using the Zero Totals utility menu. The Adjustment Journal is also managed from this menu. Month-to-date (MTD) totals should be zeroed at the close of the last business day of each month. Totals could be cleared more often (weekly) or less often (quarterly) if either choice is more appropriate for your store. All of the cumulative totals for the last month will be cleared, so it is important to produce any monthly reports before this option is chosen. Zeroing of the year-to-date (YTD) totals should be performed only at the end of the business year. Select one of the zeroing options by pressing [ENTER] when the option is highlighted. Confirm that you wish to clear the totals in the dialogue box that appears. If you set Require Backup to Yes in the System Configuration, VisualPOS will not proceed with zeroing until a backup has been performed. We strongly recommend that you perform a backup before zeroing totals. When totals for one set of records have been zeroed you can select other totals to be zeroed, or press [ESCAPE] until the Maintenance module menu titles reappear. 11.5 Adjustment Journal ----------------------- An adjustment journal is created when the number of inventory Units On Hand and/or Units On Order is changed using the Adjust command on the Inventory menu in the Data module. The journal can be viewed, printed, or deleted by selecting those commands from the Inventory sub-menu of Zero Totals. A maximum of 3000 entries can be stored in the Adjustment Journal, and VisualPOS will provide a warning message if this limit is approached. To prevent having to print very long reports, the journal should be printed and deleted regularly. When you delete the Adjustment Journal, a copy of the journal is stored to your VisualPOS directory under the name ADJUST.BAK. This backup copy of the journal is overwritten the next time that you delete the Adjustment Journal. These files should be stored on diskettes to maintain an audit trail of changes to the inventory. chapter 12 Database Custom Reporting ==================================== This chapter is striped out on this disk Menual to save space. CHAPTER 13 Printing Labels ========================== This chapter is striped out on this disk Menual to save space. CHAPTER 14 Advanced Topics =========================== This Chapter describes some advanced topics and utilities provided, including rebuilding indexes, repairing database, programming the invoice script, power reporting and exporting, and etc. If you are not an expert in computer and programming, you may want to skip this Chapter. 14.1 Rebuilding Indexes with REBUILD.EXE ---------------------------------------- Indexes are files that organize the databases. It may be necessary to rebuild indexes after a system failure such as a power interruption. At these times the files of VisualPOS that are open may become corrupted because they are not closed in the orderly manner of formally exiting the program. If the files are corrupted you will receive an "ISAM" error message the next time that you start VisualPOS. This message indicates that rebuilding of indexes is required. Rebuilding is not as destructive as initializing, but it can be time consuming. Start the Installation module by typing INS and pressing [ENTER] when you are in the DOS directory containing VisualPOS. Log on using the Master Logon code, and press [ENTER] twice to pass through the Source and Destination prompts. The menu titles of the Installation module appear. Rebuild one of the indexes by choosing the index from the menu and pressing [ENTER] or type the highlighted letter. Rebuild all indexes by choosing that option. Confirm that an index is to be rebuilt in the dialogue box that appears. Next you are prompted for a Yes/No response to force rebuilding of one or all indexes. It usually is not necessary to force rebuilding; the system examines the indexes and rebuilds only those that require it. However, there may be times when the problem in an index can not be detected, and the ISAM error will re-occur even after rebuilding. If this should happen, force the rebuilding of indexes by selecting Yes at the prompt. When rebuilding is completed press any key to return to the menu titles. 14.2 VisualPOS Programmable Invoicing script file ------------------------------------------------- This section is striped out on this disk Menual to save space. 14.3 Importing Inventory/Customer with VPIMPORT.EXE --------------------------------------------------- This section is striped out on this disk Menual to save space. 14.4 Resetting Single User mode with VPRESET.EXE ------------------------------------------------ VPRESET is to set VisualPOS back to single user mode. In the multi register network environment, when there is a network/system failure or lock up, VisualPOS will not run and will post the 'ISAM ERROR' message. Resetting it will turn VisualPOS into the single user mode. It is used to for system diagnosis, debugging and temporary recovery. Run VPRESET with 'S' (must be upper case) parameter (command line "vpreset S" and [ENTER]) to reset the current VisualPOS into single user mode. You must run VPRESET under the current VisualPOS directory. It is used for the current VisualPOS register only. Please refer to the discussion on Network topics for more information. 14.5 Check and fix database number with VPCHECK.EXE --------------------------------------------------- VPCHECK is used to scan and fix VisualPOS database for floating point number rounding. VisualPOS saves its numbers in binary floating point format. VisualPOS report will not be able to handle only the significant floating point numbers without proper rounding, and will show error 343 message when reporting. You should run VPCHECK only when VisualPOS custom reporting detects the significant floating point rounding numbers. To run VPCHECK, at DOS command line, type "vpcheck" with the according database parameter -'I' for inventory, 'C' for customer, 'V' for vendor and 'O' for operator. 14.6 Check and repair database with VPREPAIR.EXE ------------------------------------------------ VPREPAIR is an utility to scan and fix VisualPOS database including floating point numbers, Boolean values, index key values etc. You should backup your database before preceding with VPREPAIR. It is also suggested that you run REBUILD program first before and after the VPREPAIR if your repair is going to deal with index key field values in the database. 14.7 Exporting database to ASCII with VPREPORT.EXE -------------------------------------------------- VPREPORT is VisualPOS's report engine. Each time when you run VisualPOS custom report, VisualPOS will first compile the report to a report script file named "RTSCRIPT.SCP", then invoke VisualPOS report engine for database reporting. VPREPORT uses the script file (RTSCRIPT.SCP by default) to generated the database report to the file "RTREE.OUT" using RTREE Report Generator (FairCom). It requires advanced programming skill to write the script file. You must have some knowledge and skill of writing RTREE script files. With VPREPORT, it will give you the unlimited reporting power for relational reporting, database ASCII exporting, and etc. The easiest way to write the script file is to have VisualPOS generate a report first with the according script file in "RTSCRIPT.SCP". Rename the file to a different name to prevent it from being overwritten by next VisualPOS report, and change the script file to your report needs. You may also use third party report generator to generate VisualPOS database reports. VPREPORT may also be used for reports outside the VisualPOS environment. When you are generating a very huge report, it will run slowly and sometimes out of memory. VPREPORT runs much faster with more than 400K free RAM. For frequently used report, you may incorporate it with VisualPOS's Auto Batch function. 14.8 Setting up Network ----------------------- A network (Local Area Network, or LAN) is to provide resources and device sharing among a group of PCs (workstations). Network drivers, sometimes called Network Operation System, is the software to provide and control the resource sharing. VisualPOS uses the disk sharing capability file/record locking/sharing for its databases. Only the databases (inventry.dat, customer.dat, vendor.dat, operator.dat and their associate indexes) are shared among network for VisualPOS. Each individual VisualPOS station is separate and independent. To set the VisualPOS network server (Master), First, you need to create a disk resource (a directory or a complete drive) for the clients (Slaves) for disk sharing. For VisualPOS, this disk resource is the Master's VisualPOS directory. Second, you need to set up the 'Accounts' for each client workstations (Slaves) to login and share the disk resources, or Master's databases for VisualPOS. The account name for each client are different for their network logins. When you set the VisualPOS network clients (Slaves), you will login the station to the server by its dedicated account name set by the server; and redirect the resource provided by the server to the logical device of your station. Here is a brief example: Suppose you have 5 PCs to be networked into 5 VisualPOS registers. PC# 1 will be set as the Master (server) used both as a POS register, and a back end management system. PC# 2-4 will be set as VisualPOS registers -- Slaves (client stations). Five individual copies of VisualPOS are installed in each of the 5 PCs all under "C:\VP" directory of their local hard drive. When setting up the Master, you first create a disk resource named "VPMASTER" from the server hard drive "C:\VP" directory, and dedicate it to database sharing with the Slaves. Then you may set up 5 accounts named "VP1" to "VP5" for each of the workstations to login the server for VisualPOS database sharing. Make sure the access ability to be 'ALL' (read and write). You may set up password security as you wish but not necessary. At each Slave, you set up the login to the server with (1) the account name of "VP?" where '?' is the number of the PC you are working on, (2) redirect this server's disk resource (VisualPOS directory) under the drive name 'Z' (drive letter may be A-Z, but you may not have the disk drive under the same letter installed or redirect from other disk resource) as a new logical disk. Now you may connect all PCs together with the above configuration and let them running under DOS first before running VisualPOS into network. Also make sure to install DOS 'SHARE.EXE' if your network driver does not do it for you automatically. Under the above configuration, if the network is set up and connected, and all PCs are logged in to the server properly, you should be able to 'DIR' the 'Z' drive at each station (make sure the logical disk drive is available and apropriate). Now you can run VisualPOS to set them to network in system configuration setup screen in the MNT module. At the Master (PC# 1), set the Register Type to be "NETWORK MASTER" with both the Master Path and Sub-Master Path blank. Press [F10] to confirm and save. At the Salves (PC # 2-5), set the Register Type to be "NETWORK SLAVE" with Sub-Master Path blank; and the Master Path to be 'Z' (in the driver letter field, leave the rest of the directory field blank). Press[F10] to confirm and save. If VisualPOS is not configured correct, "ISAM ERROR" message will be posted, and the program will be aborted. For unsuccessful setups, you must run VPRESET program to reset it back to single user mode before running the VisualPOS again. Note: in the above example you should (1) set the "LASTDRIVE" to 'Z', (2) extend your 'FILES' and 'BUFFERS' in your 'CONFIG.SYS' file depending on the setup of your other resources, e.g. set "FILES=100" and "BUFFERS=100". You should put the setup into your "AUTOEXEC.BAT" file to have it running automatically. The difference between the single user mode and the network mode is the databases sharing, and database sharing only. Anything other than the databases is independent at each register and may be used locally as if running in the single user mode. This means that the individual register has its only setup (key, macro, receipt message, ...), and generates its own files at the local VisualPOS directory. But, this might not be true for your updated version of VisualPOS (please check the README.DOC for new updates). VisualPOS supports up to 26 registers on a single network. More than 75% of the VisualPOS users are network users, most of them running 2-8 registers. You may consider to set one PC as the dedicated server if you have more than 5-8 registers, and should contact us for the Server Edition of VisualPOS for more than 26 registers. Server Edition VisualPOS is a special edition that is designed to support up to 99 registers with dedicated server and diskless client approach. You should also consider setting up your network register system with redundancy backup in mind. In the VisualPOS system configuration form, a special client register as "Sub-Master" is listed. VisualPOS does not do anything with it and treat it exactly the same as the client (Slave). It is introduced to help our customer to recognize it as the backup server in case of emergency or server failure. As part of your store management on the network, you should always backup everything in the server to this Sub-Master periodically. It is a good practice to assure safty, although might never be needed. To run VisualPOS under network, multi copies of VisualPOS licenses or site license must be purchased. You may NOT install or run the same VisualPOS on more than one PCs or PC terminals or Network stations under the software license agreement. CHAPTER 15 Putting it all together =================================== This Chapter will help you on many topics that might be very important to you. We suggest that you read and understand these topics completely before actually running the retail operation. Some of our comments on these topics may not suit your particular case because of the specialty in your retail operation. You should use these messages for your particular needs and plans. 15.1 Making Decisions --------------------- After reading through the Manual, and having some taste and experience with VisualPOS, the next step is to decide how are you going to set up VisualPOS at your store. VisualPOS is a very powerful POS and inventory control system. You do not need to use all its features for your store operation, especially at the beginning. Targeting your needs, planning your structure and steps, and making the best decision for your store. 15.1.1 How many VisualPOS registers ----------------------------------- For a small to medium size store, it is sometimes hard to make decision on how many VisualPOS registers should be installed. Networked multi-register system is wonderful for retail store automation, but it does take a little extra maintenance and cost. If one register is able to handle all the jobs for a small store, you should consider to install one VisualPOS at least initially. You may consider to install multi-register VisualPOS network system if (1) it is a fully inventory based (non open department register type) retail store; (2) there is a fair amount of inventory management at the store level, especially combined with extended store open hours; (3) you have your customer database and support; (4) more than one clerks on one shift; (5) one register is too busy some days of the week. You do not have to set up all VisualPOS to be cashier registers. You may consider leaving one extra VisualPOS in the back room of your store dedicated to management and control. Building up a network multi-register system will also help to build a good image and a more efficient operation. If you have more than two registers in the store, you should set one of the Slave register as the backup server (Sub-Master) to which sever documents are backed up regularly . 15.1.2 Open department register or full inventory management ------------------------------------------------------------ Open department register retail system is a kind of retail store automation where inventory control are carried out at group (sub-department) level. A full inventory management system operates inventory control at individual item level. A retail store may have both types of operations where some of the inventories are controlled as open department items and some are as item based inventory. Full inventory management at individual item level takes more efforts than an open department control. For medium to large stores, or chained (or franchised) stores, full inventory control are definitely needed. For a small one store operation with 1-2 VisualPOS registers, it is sometimes hard to make the decision. It is very important to make the right choices to ensure a more convienent and efficient operation. You should consider to use item based inventory control system (or partially on certain types of inventories) if (1) your store carries hundreds of inventory items; (2) you are a chained or franchised store where part of the inventories are controlled by the head office; (3) you will use laser scanner to carry your inventory transaction; (4) you need to control some inventories closely based on transaction feedback; (5) you need to plan certain inventories that take time to order; (6) the inventory items are considerably valuable and costly (may be above $5-$10 depending on your consideration). Item based inventory control takes more time and effort but also gives you better feedback and control. You should consider the open department based inventory control (may be partially or temporarily on some inventories) if (1) grocery type of inventory, e.g. food, drink, coffee, snakes. This type of inventory has a faster float and may not be easily controlled or planned, but rather depends on the flow of customers; (2) it is the first time of your retail automation and you are very short on stuff that is knowledgeable on inventory control; (3) you are a service type of business where many inventories are 'logical' items without fixed price. How and at what level to manage your inventory is your to make. There is no particular rules. The street fashion is to have full blown inventory control. The open department level inventory control does give you the benefit of easy management, especially if you are not a computer expert and are not experienced with VisualPOS. You should make the decision for your particular needs and benefits. After all, you may partially or gradually change your inventory control style and level at any time. 15.1.3 POS devices ------------------ The most frequently used device for a retail store is the POS keyboard. PREH84 keyboard is one of our customers' favourite though it is a little costly. There are many other programmable POS keyboards in the market. VisualPOS supports all of those that are compatible with standard PC keyboard. From the concern of your clerks/cashiers, a POS keyboard will make operating the transactions much easier. If you do not prefer a POS keyboard, you may put small labels on the standard PC keyboard to remind you of the POS functions. The 40 column receipt printer is another most popular POS device. If your retail store provides the customers with receipts (always or on demand), you should have one installed. It may also be installed and shared on a network although we do not suggest so. Report printer may be used for custom database reporting, POS invoicing, and UPC barcode label printing. If you carry these typies of tasks, you may need to install one. It can be shared across the network. Laser scanner is very convenient and fast device for item based inventory transactions in POS. It eases the job of a cashier and prevents typing mistakes in entering item #. Electronic scale, Magnetic Strip Card Reader, Customer Display unit (please check for new updates of VisualPOS) may also be used by your need and choice. 15.1.4 Inventory labelling -------------------------- If you manage your store with item based inventory control, and some inventories do not have labels from their manufactures, you may consider to use VisualPOS to print the labels for you. You may either print the labels with UPC barcode for laser scanning or print with item #. 15.1.5 Organizing your department --------------------------------- Among all VisualPOS setups, organizing the department is one special issue that may need extra planning. It is the base that your inventory control relies on. Before you set up your inventory database, plan and structure the sub-departments. After set up the department, make sure to check the open items in the inventory database (1-99) for proper updates on description and tax status. 15.1.6 Step by step ------------------- When you are setting up your retail automation, you should plan it and do it step by step especially if you are inexperienced with PCs and computerized retail store management, or you are a store with limited resources. For a complex system with multi-registers and full item based inventory control, you need to have enough experts and stuff to work on it. The very first thing is to make decisions as described in the above section. Then plan your steps. Install one computer under single user mode first and set it up with the database and all proper configurations before going "on-live", and test/train your clerk with the system. The setup includes three areas -- the system setup as described in Chapter 3, the POS setup as described in Chapter 4, and the database setup including operator, customer and inventory. You do not have to set up all your databases to go "on-live" but rather do it in a stepwise manner -- from open department to item based inventory. You may ask your service company or retail dealers for help, but make sure they are knowledgeable and qualified for the task. You may also call WIZ-TEC or its authorized dealers for questions, suggestions and help. 15.2 Getting support and service -------------------------------- To build and operate a reliable and efficient computerized retail automation system, besides proper operating procedures and management, you also need to have experts to be your backup team for support and service. Purchase hardwares from reliable sources with good reputations. WIZ-TEC provides a 30 day free software support after the purchasing of VisualPOS Jr. or VisualPOS. You should consider to sign a software support contract with WIZ-TEC after the initial 30 day free support, at least for the first year of your operation with VisualPOS. The software support fee is $50 per register per year, or $80 for up to 5 registers per year, or $120 for unlimited registers per year. Included in the VisualPOS software support program, you will receive: (1) free unlimited telephone software support at first priority (2) free copies of WizLINK+ (retail value of $89/each) (3) free upgrades on new releases of VisualPOS (4) best support from the experts who developed VisualPOS WIZ-TEC charges the software support program on a cost base. A few local WIZ-TEC authorized dealers may carry the support program to which WIZ-TEC will forward your support fee, but the support contract MUST be singed and paid to WIZ-TEC directly. If you are not on the software support program, the support charge is on hourly basis prepaid, and is secondary if a customer on support requests at the same time. You do not need to be on the software support program if (1) you are a computer expert with certain degree of programming/ database/networking and retail automation skills, (2) well experienced with VisualPOS for more than 1 year, (3) do not consider to receive the benefits the support program offer. We strongly suggest that you should be on the support program if (1) it is the first time you are in the computerized POS operation, (2) it is the first year you are using VisualPOS, (3) you have a networked multi-register POS environment with considerable transaction float. WIZ-TEC carries continuous product development and enhancement, and releases new features and upgrades no more than every 6-12 month. The new version upgrade is $249/each for VisualPOS and $495/each for VisualPOS. WIZ-TEC also carries some software services on hourly basis prepaid. The services include: (1) customizing the programmable invoicing (2) programming the POS keyboard (3) programming the script for power reporting or exporting (4) some custom programming that WIZ-TEC considers to be beneficial to VisualPOS products. WizLINK+ is a remote control software and is internally used to provide software support to our customers. The customers that are on VisualPOS software support contract will receive free copies of WizLINK+. You may purchase WizLINK+ separately from WIZ-TEC or qualified WIZ-TEC dealers at $89/copy or $119/two copies. WizLINK+ is a software product developed and commercially marketed by WIZ-TEC. It allows you to control and run another computer anywhere through a modem-telephone line. It is a remote control software with only 8K of TSR memory and full remote computing power including graphics support, high speed compressed file transfer, WizMAIL electronic mail, and much more. With WizLINK+, we can support our customers like you much better by directly calling and running your computer/register from our office. In this way, we ensure timely and efficient service through on-line diagnosis, assistance, and problem solving. You may also use it to run, monitor, or manage your store registers/computers and transfer files from your office or home. The current WizLINK+ version is 2.0. Please note that, VisualPOS requires 512K of free RAM memory , and like many other large programs, may not be able to run other remote control software which take at least 50-80K of memory. Here again, WizLINK+ provides the solution. You may also, as a medium size store or a store with networked multi-register system, consider to assign and get some service locally. A good service company can help you to maintain and serve your complete retail system to perform its best. You may either get service on a contract base or get service when need. A knowledgeable computer expert on stuff is anothe way to help you to serve and maintain your store retail system the best. 15.3 Sample procedures and topics --------------------------------- Following are some sample procedures and additional topics to help you manage your retail operation. It may not suit everybody and is not complete by any means. You may compile and standardize the operation and maintenance procedures for your needs and assign your stuff to carry them. 15.3.1 Begin Of Shift -- Cashier -------------------------------- You do not need to perform the Begin Of Shift procedure if you do not manage your store at each shift level. The Begin Of Shift procedure should be carried in conjunction with the End Of Shift Procedure. (1) Count the amount of each type of medium in the cash drawer (consolidating with the previous shift) and record it on the back of the printed Z Report of the previous shift, and sign. 15.3.2 End Of Shift -- Cashier ------------------------------ You do not need to perform the End Of Shift procedure if you do not manage your store at each shift level. (1) Run Z Report from POS. (2) Count the amount of each type of medium in the cash drawer, and record it on the back of this printed Z Report. (3) Count the amount of each type of medium that will be left in the cash drawer for the next shift, and record it on the back of the printed Z Report. (4) Sign on the back of the Z Report. (5) Have the next shift sign for the amount left for the Begin of shift. (6) Complete (VisualPOS) the float control and media adjustment procedures, and record the adjustment comment on the back of the report. (7) Take the money/media to the bank for deposit and retain the deposit slip to the store or the back office along with the End Of Shift Z Report. 15.3.3 Begin Of Day -- Cashier ------------------------------ (1) Count and write the amount of each type of meduma type (cash and foreign currency) to start with for the business day. 15.3.4 End Of Day -- Cashier or Store Manager --------------------------------------------- (1) Run Z Report from POS. (2) Count the amount of each type of medium in the cash drawer, and record it on the back of this printed Z Report. (3) Count the amount (cash and foreign currency) that will be left to the first shift of the next business day, and record it on the back of the printed Z Report. (4) Sign on the back of the Z Report. (5) Give the amount/media to the first shift of the next day, and have the clerk sign for the amount. (6) Complete (VisualPOS) float control and media adjustment procedure, and record the adjustment comment on the back of the report. (7) Take the money/media to the bank for deposit and retain the deposit slip to the store or the back office along with the End Of Day Z Report. 15.3.5 End Of Day -- Store Manager or Owner ------------------------------------------- (1) Process each medium (End Of Day credit card, bank deposit, etc.), consolidate the actual amount with the fiures in Z Report from each shift. (2) Check and (3) If float control and media adjustment (VisualPOS only) are processed, read and check the report for outstanding adjustment and balance on each medium. (4) Fill End Of Day report based on Amount at Begin Of Day, each shift total, and End Of Day, and their comments if any. If using float control, fill in the comment on the outstanding adjustment and balance. (5) Repeat (3) and (4) for multi shift Z Report. (6) File all printed Z Reports, comments, and End Of Day reports. (7) Run, print and zero Daily Sale report (VisualPOS, not necessary if carried weekly or monthly, or not at all). (8) Run, print Operator Sales Report (VisualPOS, not necessary if carried weekly or monthly, or not at all). 15.3.6 End Of Week -- Store Manager or Owner -------------------------------------------- (1) Run, print and zero Daily Sale report (VisualPOS, not necessary if carried daily or monthly, or not at all). (2) Run, print Operator Sales Report (VisualPOS, not necessary if carried daily or monthly, or not at all). (3) Backup system, server backup. 15.3.7 Month End Report -- Store Manager or Owner ------------------------------------------------- (1) Run, print and zero Daily Sale report (VisualPOS, not necessary if carried weekly or monthly, or not at all). (2) Run, print Operator Sales Report (VisualPOS, not necessary if carried weekly or monthly, or not at all). (3) Backup system, server backup. (4) Delete Receipt Journal and Sales files (After backup!). (5) Run, print and zero Month To Date Report (MTD, VisualPOS). (6) Month end accounting, and compile printed Z Reports for month end. 15.3.8 Year End Report -- Store Manager or Owner ------------------------------------------------ (1) Backup system, server backup. (2) Merge Z Report from all registers to the server (VisualPOS). (3) Run merged Z Report and Tax Report of the business year (VisualPOS), or compile and merge all the printed Z Report for the year end. (4) Year end accounting. (5) Run, print and zero Year To Date Report (YTD, VisualPOS). (6) Delete Receipt Journal, Sales and Z Report files (After backup!). 15.3.9 Gas Pump Control End of Day procedure -------------------------------------------- This section is striped out on this disk Menual to save space. 15.3.10 Gas Pump Control End of Week or Month procedure ------------------------------------------------------- This section is striped out on this disk Menual to save space. 15.3.11 Multi register update ----------------------------- The VisualPOS multi register operation is almost identical to that of the single register. Only database (inventory, customer, vendor, and operation) files and associated information are shared directly with the Master (server), and only the exporting ASCII sales files (SALES.*, if enabled to generate) are written to the Master. All other setups are configured independently, and all the Journal/X/Z Report files are written locally to their VisualPOS directory. This makes the setup/configuration to be more flexible. Different register may have different configuration on the network for different needs. For example, a department store may have four lanes of POS outlets. It therefore has four VisualPOS set up identically for each outlet, one VisualPOS register configured differently to be dedicated for customer service and return, one for auto service, one for in-store photo service, and one for in-store coffee shop... This register 'independency' makes the store planning much more flexible, but does add some extra care and operation for the maintenance and update. The best way to save on the extra procedures is to use batches. Whenever any configuration change is made by the server, every other registers should invoke a batch (created separately and independently for this particular register) to get the updated information or changes. In the above instance, changes in POS key map, or receipt message, or printer setup, should be updated across the four lane outlet registers; and changes in tax table, currency and conversion, quantity-split pricing, should be updated across all registers. The setup files that should be considered to be updated across the network are: (1) *.RRC, (2) *.REP, and (3) SETUP.HC$ and MACRO.HC$. You should NEVER (never!) update the following two files -"REGISTER.REC" and "SYSCONFG.REC"! Receipt journal files and X/Z Reporting files are written under the similar concept. For VisualPOS summary reports on all registers on Taxes and Merged Z Report, the file "*.Z??" and "XZINFO.HC$" must be copied/updated to the server (or the register where the report will be generated). Please note that you should NEVER set two different registers the same register number, or the run time generated transaction, journal, and Z Report files will be overwritten! When the system configuration is changed, you should manually walk though all the other registers (if require the same changes) and make changes instead of "updating" through DOS copying. The user registration information file is the WIZ-TEC authorization record file to validate the legal use in the particular register. Each VisualPOS register MUST has its own unique user registration and information file (with different serial number and authorization). Following is a list of files that should be considered (in general, may vary depending on the register's dedication and the type of change) to be updated to other registers whenever changes are made. File name Description Should update CURRENCY.REC currency and credit card definition UPDATE GRPDEPT.REC department and sub-department definition UPDATE QTYSPLIT.REC split pricing definition file UPDATE QUANTITY.REC quantity pricing definition file UPDATE TAX.REC tax definition, tax table and setup file UPDATE PUMPINIT.REC PIE pump control definition/setup file UPDATE GASWASH.REC EXACT pump control definition/reporting UPDATE PUMPREAD.REC PIE pump control reading total report file UPDATE RECEIPT.LIB receipt printer driver library UPDATE REPORT.LIB report printer driver library UPDATE TAX.LIB taxes and tax table library UPDATE SETUP.HC$ compiled file of system setup/definitions UPDATE PRINTSET.REC receipt/report printer definition file MAY BE PRNTCODE.REC compiled printer definition file same as above CARDEOD.REC credit card processing end of day file MAY BE MESSAGES.REC receipt printing message definition file MAY BE AUTOBATH.REC Auto Batch definition file MAY BE AUTOPOS.REC compiled Auto Batch definition file same as above MACROS.HC$ compiled file of key and macro definitions MAY BE REGISTER.REC the user registration information file NEVER SYSCONFG.REC the register definition/configuration file NEVER PUMPSALE.REC PIE pump control transaction file NEVER PUMPREPT.REC PIE pump control sales summary and report NEVER BARLABEL.REC VisualPOS label definition file UPDATE INVENTRY.REP VisualPOS inventory report definition file UPDATE CUSTOMER.REP VisualPOS customer report definition file UPDATE VENDOR.REP VisualPOS vendor report definition file UPDATE OPERATOR.REP VisualPOS operator report definition file UPDATE INVOICE.* VisualPOS invoice definition/script file UPDATE Following is a list of files that should be updated to the server (or the reporting register) from all the other registers when performing merged Z Report or Tax report with VisualPOS. File name Description Should update XZINFO.HC$ current shift/day Z Report recording files UPDATE *.Z?? previous individual shift/day Z Report files UPDATE TRXZINFO.HC$ current shift/day Z Report files in training NEVER JOURNAL.HC$ current receipt journal file NEVER *.J?? previous individual shift/day receipt journalsNEVER SALES.R?? record based ASCII sales export file AUTO SALES.X?? script and record based ASCII sales export file AUTO 15.3.12 Files to be backed up and the procedures ------------------------------------------------ Please check the file list at the beginning of the Manual for your data file descriptions. Each backup should include the following types of files (under DOS naming convention) to be physically copied outside the register. For networked multi-register system, you may only backup the server. But, we suggest you to backup these files to a backup server (Sub-Master) for security redundancy. Backup to a tape drive, a floppy disks, or another computer. (1) "*.DAT", "*.IDX" and "*.P" for database files (2) "*.REC", "MACRO.HC$" and "SETUP.HC$" for system setup files (3) "*.REP" for report definition files (not necessary if not changed) (4) "INVOICE.*" for invoice definition files (not necessary if not changed) (5) "JOURNAL.HC$" and "*.J??" for POS receipt journals (6) "XZINFO.HC$" and "*.Z??" for Z Report files (7) "SALES.*" for ASCII transaction exporting files (not necessary if not used or generated) Under the VisualPOS concept of Sub-Master in the network environment, these files should also be backed up to the backup server (the Sub-Master) computer, either in a dedicated directory, or directly updated/copied into the VisualPOS path if identical to the Master. Note that you should NEVER copy the file "SYSCONFG.REC" and "REGISTER.REC" across the registers! APPENDIX A POINT OF SALE FUNCTIONS =================================== [ 0 ] Single Zero -- Place the single zero on a key. [ 00 Double Zero -- Place the double zero on a key. [ . ] Decimal -- Place the decimal on a key. [$DIS] Dollar Discount -- Grant a discount of a dollar amount. [%DIS] Percentage Discount -- Grant a discount of a percentage amount. [AMT] Amount/Enter -- Enter a value/amount following a system prompt. [AUTO] Auto Price -- Sell or return an item for the default inventory price. [BACKSPACE] Backspace -- Remove the last character typed. [BLANK] Blank Out Key -- Remove previous function assigned to the key. [CARD] Credit Card Tendered -- Charge a purchase to a credit card. [CASH] Cash Tendered -- Receive cash to pay for a purchase. [CHRG] Charge to Account -- Charge a purchase to store a account. [CHEQ] Cheque Tendered -- Receive a cheque to pay for a purchase. [CLR] Clear Entry -- Clear the sequence of keys currently in progress. [CRED] Credit a Card -- Enter an amount to credit to a credit card. [CURR] Currency Conversion -- Convert from a foreign currency/funds. [CUS#] Customer Number -- Login/lookup a customer before transaction. [DEBT] Debit a Credit Card -- Enter an amount to debit a credit card. [DPST] Deposit -- Record payment of a deposit on an item. [DRET] Deposit Returned -- Return a deposit previously paid on. [EXEC] Execute Batch -- Execute a defined Auto-Batch/DOS program. [HELP] Help -- View the help info. about POS functions assigned to keys. [ILU] Item Look Up -- Look up information about an item. [INVC] Print Invoice -- Print Invoice on demand to report printer. [INVU] Set Invoice -- Set invoice definition for next transaction invoicing. [INVM] Invoice Message -- Enable/disable invoice message prompt [INVY] Eidt Inventory -- Add/edit/delete inventory database. [CUST] Edit Customer -- Add/edit/delete customer database. [DEPT] Set Department -- Set current/default department. [TDEP] Auto Department -- Toggle auto department ON or OFF. [DTRN] Department sell -- Open item (department) transaction [KYLK] Key Lock -- Lock to menu selection for system operations. [LNDN] Line Down -- Scroll journal up one line. [LNUP] Line Up -- Scroll journal down one line. [LOG] Log On/Log Off -- Log on and log off the VisualPOS. [MCRO] Macro Key Definition -- Place a defined macro on a key. [NO$] No Sale -- Open the cash drawer. [OPEN] Open Item Definition -- Define a key for open items (sub-depts). [PACK] Package Sale -- Sell a group of items for package price. [PAID] Paid Out -- Complete a paid out transaction. [PGDN] Page Down -- Scroll the journal down one transaction. [PGUP] Page Up -- Scroll the journal up one transaction. [PLU] Price Look Up -- Look up the price of an inventory item. [POVR] Price Override -- Override the price level to be charged. [PRCE] Price Level Change Set Price Level (1 to 3). [PRNT] Print Receipt Print a receipt for a customer. [QTY] Quantity Sell more than one unit of an item. [RACC] Received Account -- Receive payment toward customer's account. [RCPT] Receipt Advance -- Advance the one line on receipt printer. [REF] Reference Entry -- Place a reference number on the receipt. [RET] Return Merchandise Return items that were previously sold. [SCAL] Scale Request -- Force the weighing of an item. [SCPN] Store Coupon -- Receive a store coupon for discount. [SCRL] Scroll Display -- Scroll display when all info. doesn't appear. [SHFT] Shift Macro -- Execute a macro with the next macro number. [SUB] Sub Total -- Display the Subtotal of transaction including taxes. [TAX] Tax Level Override -- Override the taxes for the next item sold. [TYPE] Type of Credit Card -- Identify the credit card type for purchase. [UPC] UPC sale -- Identify the item to be sold by its UPC number. [VAL] Validate Document -- Validate a document with the date time. [VCPN] Vendor Coupon -- Receive vendor coupon tender for the purchase. [VITM] Void Item -- Void the sale of an item in transaction. [VTRN] Void Transaction -- Cancel the current transaction. ----------- The followings are for PIE GasPump Control Only [AUTH] PIE Authorize -- Authorize a pump despensing request. [STOP] PIE Stop -- Suspend/emergency stop a pump operation. [RESM] PIE Resume -- Resume a previous pump suspension/stop. [CERR] PIE Error -- Clear a pump error message. [READ] PIE Status -- Read/re-fresh a pump to the POS screen. [PPU ] PIE P.P.U. -- Send Price (PPU) to all pumps. [SAVE] PIE Stack -- Stack/Save current pump transaction. [LOOK] PIE Lookup -- Pump status/transaction lookup/scroll. [$TRN] PIE Sell -- Ring pump current transaction in POS. [$CLR] PIE Clear -- Clear pump current transaction in POS. [XTRN] PIE X-Sell -- Ring pump stacked/saved transaction in POS. [XCLR] PIE X-Clear -- Clear pump stacked/saved transaction. [PSET] PIE Setups -- View pump setup/grade/price information. [CRD$] PIE Credit$ -- Set authorization credit price limit. [CSH$] PIE Cash$ -- Set authorization cash price limit. [CRDV] PIE CreditVol -- Set authorization credit volume limit. [CSHV] PIE CashVol -- Set authorization cash volume limit. [NLMT] PIE No Limit -- Set authorization to no limit (fill-up). [RLMT] PIE Restore Limit -- Set authorization to default limit setup. [METR] PIE Save Readings -- Read/save the pump total readings. [VMTR] PIE View Readings -- Read the previous pump total readings. [VADJ] PIE View Adjustment -- View pump transaction/adjust summary. [VRPT] PIE View Report -- View pump transaction summary report. [REST] PIE Reset -- Reset PIE pump controller and pumps. [PATH] PIE Pre-Auth Pump -- Pre-authorize a pump despensing. ----------- The followings are for EXACT GasPump Control Only [PUMP] EXACT Lookup -- Pump status/transaction lookup/scroll. [PMUP] EXACT Authorize -- Authorize a pump despensing request. [PMZR] EXACT Reset/Zero -- Reset/re-fresh pump status. [PMTR] EXACT Sale -- Ring pump transaction in POS. [PMOK] EXACT Auto -- Auto pump operation process. [TANK] EXACT Tank Lookup -- Pump tank information lookup. [WASH] EXACT Wash Authorize -- Car wash authorize. APPENDIX B OPTIONAL EQUIPMENT SETUP ==================================== Laser Scanner ~~~~~~~~~~~~~ Metrologic MS700 or compatible Baud Rate: 2400 Parity : None Data Bits: 8 Stop Bits: 1 No check sum digit Terminate with Carriage Return and Line Feed Electronic Scale ~~~~~~~~~~~~~~~~ Toledo 8213-0027 or compatible Baud Rate: 2400 Parity: Even Data Bits, 7 Stop Bits: 1 Magnetic Strip Card Reader ~~~~~~~~~~~~~~~~~~~~~~~~~~ The card reader for approval of credit card transactions should be an SDMS model MAG100K, or compatible, in order to use the credit card authorization software. This is the wedge style of reader, which plugs in between the keyboard and computer. Keyboards with built-in card readers may also be acceptable. The required features of the reader are that it read Track 2 on the cards' magnetic strip and that it send a Carriage Return after reading the data. Consult the manual that came with the reader forcomplete set up information. Customer Display Unit ~~~~~~~~~~~~~~~~~~~~~ SDMS serial port customer display unit. Please check the newest software update for full secondary customer display support.