The Retail Solution manual

Transcription

The Retail
Solution
User’s Guide
“The Retail Solution 12.0”
Copyright 2014 Northwest Network Solutions, Inc.
All Rights Reserved
Reproduction or use of any portion of this manual without express written permission from Northwest Network
Solutions, Inc. is prohibited.
Disclaimer - Agreement
Users of “The Retail Solution” must accept this disclaimer of warranty: “The Retail Solution” is supplied as is. The
author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability
and of fitness for any purpose. Northwest Network Solutions, Inc. assumes no liability for damages, direct or
consequential, which may result from the use of “The Retail Solution” line of products and/or documentation.
Customer Support Plan
“The Retail Solution” Telephone, Fax, and E-mail Technical Support Service is available to all registered users for
the first 30 days at no charge. Please call our sales department for current pricing for our yearly technical support
plan.
Have your program version available before calling. (Displayed on login screen)
Support: (503) 661-6668
Hours: M-Th 8:00 AM to 4:00 PM Pacific Time; Friday 8:00 AM to 3:00 PM
E-mail:[email protected]
Webpage: www.nwns.com
The Retail Solution is a registered trademark of Northwest Network Solutions, Inc. Windows and Microsoft MapPoint are registered trademarks
of Microsoft, Inc. QuickBooks is a registered trademark of Intuit, Inc. Xitami is a registered trademark of iMatix Corp. Smartwaiver and
WaiverVault are trademarks of SW Development, LLC. All other brands or products are the trademarks or registered trademarks of their
respective holders and should be treated as such.
Table of Contents
Part 1 Getting Started
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
New Installation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Using Demo Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Going Live. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Completing Your Registration.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Entering Company Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Company Name and Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Payment Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Sales Tax.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Point of Sales Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
End of Day Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Credit Card Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Miscellaneous Company Information.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Membership Tracking.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Count Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Accounts Receivable Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Station Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
QuickBooks Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Entering Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Entering Your First Employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Adding New Employees. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Time Clock Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Entering Your Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Vendor Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Department Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Inventory Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Entering Inventory Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Tips for Adding New Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Special Types of Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Customizing the Item Search Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Entering Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Address Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
General Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Past Purchase Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Customer Notes.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Customer A/R Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
A/R Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Membership and Count Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
PowerStation Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Pole Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Other Devices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Miscellaneous. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
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The Retail Solution User’s Guide
Power Menu Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Part 2 Procedures
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Required Procedures.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening a Drawer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Closing a Drawer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
End-of-Day Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
End-of-Month Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
End-of-Year Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Making Backups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Restoring a Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Making Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ringing Up a Sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Discount Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
No-Tax Sales.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mail Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Checking Stock Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Hold Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recalling a Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ringing up a Return. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Voiding a Sale.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Accounts Receivable Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recurring Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customer Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Layaways. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Quotes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Special Orders.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Paid Out or No Sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Locking the Register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Readings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Gift Registry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Maintaining Your Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customizing Create Order Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Master Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Returning Merchandise to a Vendor.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customizing Receive Order Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Receiving an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Barcode Labels.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Consignment Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Updating Inventory Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Inventory Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Maintaining Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Employee Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Commission Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Employee Work Schedule.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Using the Time Clock. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Time Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Maintaining Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Editing Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Printing Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Printing Mailing Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Fax and E-Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Setting Up the Fax Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Creating a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Sending a Fax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
E-mail Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Creating E-mail.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Sending E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Accounting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Setting Up Your Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
General Journal.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Check Register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Bills.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Accounting Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Exporting G/L Transactions to QuickBooks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Part 3 Customizing Reports, Spreadsheets &Forms
Using the Report Writer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using an Existing Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing an Existing Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customizing the Select Report Window.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Report Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing a Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Batch Email.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Graphs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sharing Reports on the Web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Spread Creator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Spreadsheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing an Existing Spreadsheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using a Spreadsheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cell Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Form Creator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Form Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Checks.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tips for Preprinted Forms.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing an Existing Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing and Exporting Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sharing Forms on the Web. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
175
175
176
178
179
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188
188
189
193
193
195
195
197
197
197
207
207
208
209
209
209
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210
iii
Check Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Gift Registry Form Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Invoice Form Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Purchase Order Form Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Statement Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Work Order Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Appendix
Data Import Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sample Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Retail Solution Account Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Organizer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Troubleshooting.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
E-mail Log Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Barcode Printing Problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Miscellaneous. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Checking Out Data Files.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Electronic Data Interchange .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Price Lookup Station. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TRS Backup Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TRS Picture Lab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TRS Tablet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TRS Video Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
ASCII Device Code Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
iv
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237
239
239
239
239
239
240
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242
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Part 1
Getting Started
2
Introduction
The Retail Solution 12.0 Deluxe includes the following products:
• PowerStation
• Manager’s Workstation
• TRS Form Creator
• TRS Spread Creator
• TRS Tablet
• The E-mail Agent
• The Fax Agent
• The TRS Backup Agent
• The TRS Video Agent
Optional add-ons include Multi-Site FTP (see next page), Rentals, Scheduling, and Web Store. More information
about these options is available on our website: www.nwns.com. Contact your reseller for pricing.
Standard and Deluxe Versions
The Retail Solution is available in two different feature sets:
• The Standard version includes our most popular features, including layaway and special order tracking, the ability
to interface with QuickBooks and credit card processing software, support for an unlimited number of inventory
items, and the option of choosing a network license. Rental, Scheduling, and Webstore options can be added.
• The Deluxe version combines all the capabilities of the Standard version with additional features such as employee
scheduling, accounts receivable, E-mail and fax support. The Multi-Site option can also be added.
Complete feature lists for each version are available on our website: www.nwns.com/trssplit.htm
The Powerstation
The PowerStation is The Retail Solution’s point-of-sale module. You will use this program to ring up sales and create
work orders, special orders, quotes, and more. The PowerStation also has an optional time clock that can be used to
track hours worked by each employee.
The Manager’s Workstation
The Manager’s Workstation is The Retail Solution’s management module. You will use this program to add and
update employee, customer, and inventory information, create and receive orders, print accounts receivable
statements, create reports, print labels, make backups, and more. The Manager’s Workstation also includes an
integrated general ledger with check printing.
Form Creator
This program allows you to create your own customized forms, such as invoices, quotes, work orders, statements,
and purchase orders, for use with the PowerStation and Manager’s Workstation. For more information, see p. 207.
Spread Creator
This program allows you to create your own customized spreadsheets. See p. 195 for more information.
TRS Tablet
This program allows you to create orders, receive orders and count inventory using a Windows-based tablet PC. See
p. 241 for more information.
3
E-mail Agent
This program allows you to send E-mail directly from the Manager’s Workstation. You can also E-mail a receipt from
the PowerStation. For information on setting up the E-mail feature, see p. 160.
Fax Agent
This program allows you to send a fax directly from the Manager’s Workstation. You can fax a newly created
purchase order to a vendor, or send end-of-day reports to a designated fax number. For more information on setting
up the Fax Agent, see p. 159.
TRS Backup Agent
If you have an ftp account, this feature allows you to make automatic daily data backups to the cloud. The agent also
allows you to easily restore your data if your computer crashes and you need to reinstall The Retail Solution. For
more information, see p. 239.
TRS Video Agent
The TRS Video Agent is used in conjunction with your IP or direct connection video camera(s) for video
surveillance. Up to six cameras can run simultaneously. Cameras are activated during each point-of-sale transaction,
and can also be set to activate when motion is detected. For more information see p. 242.
Multi-Site FTP
Multi-Site FTP is an optional add-on module that allows The Retail Solution to send inventory and customer data
to and from other locations via the Internet, using standard File Transfer Protocol with optional FTP firewall support.
Transferred information is encrypted for complete data security. Multi-Site FTP runs in the background on one station
at each location, and all stores can send and receive information simultaneously. In order to use Multi-Site, you must
have a separate, registered copy of The Retail Solution Deluxe at each location, plus one Multi-Site license. Contact
your reseller for more information.
Rentals
This optional add-on allows you to track rental items. Each item can have up to 10 different rent durations using
hours, days, weeks and years. Each rent duration can have up to 3 different price levels based on date range or day
of the week. Rental items can optionally be sold after a specified number of rentals. The Rental option is integrated
with the Scheduling option for easy scheduling of future rentals. Contact your reseller for more information.
Scheduling
This optional add-on handles schedule management for a variety of different resources, such as tee times, tanning
beds, rental items, lessons, campsites, hairstylists, etc. Availability can be viewed for an individual resource or a
group of resources. In addition, the Scheduling module handles events (classes, cruises, etc.) and ticket printing. The
Scheduling module is integrated with the Rental option for scheduling of individual serialized rental items. Contact
your reseller for more information.
Webstore
This add-on option allows you to create catalog pages for your inventory items on your website. Web customers can
place orders and Web Store will notify you so that you can process and ship the orders. Contact your reseller for more
information.
4
Introduction
On-Screen Help
The Retail Solution includes extensive on-screen help. The help program allows you to search on any topic, and
topics can be printed if desired. To access the help program:
• Manager’s Workstation: Press F1 anywhere in the program.
• PowerStation: Click on the word “Help” at the top of the point-of-sale screen to access the Help menu. On other
screens, look for the words “Click here for help!”
• TRS Form Creator: Press F1 anywhere in the program.
• Spread Creator: Press F1 anywhere in the program.
• TRS Tablet: Press F1 anywhere in the program.
• TRS Backup Agent and TRS Video Agent: Look for the help icon, or press F1.
5
6
New Installation
Recommended Windows Settings
• Screen Resolution: 800 X 600.
• Turn off the Taskbar setting “Always on Top”.
• It is recommended that you have an 80-column Windows printer installed prior to installing the Manager’s
Workstation.
On a Single Station
Prior to installing the software, it is recommended that you exit all other applications. Follow these steps for
installation.
1. Insert the CD-ROM. Auto-Play should launch Setup automatically. If not, access your CD-ROM drive in My
Computer and double-click on “SETUP.EXE”.
2. Install The Manager’s Workstation.
3. Install the PowerStation.
4. When installation is complete, select the “Exit” option.
On a Network
Prior to installing the software, it is recommended that you exit all other applications.
Manager’s Station
Install the Manager’s Workstation. If desired, the PowerStation can also be installed on this station, but it is not
required. NOTE: If the Manager’s station is not the server, make sure that you specify the drive letter of the server
when asked where you want the data files to be located. You must create a permanent mapped drive from the
Manager’s Workstation to the server before installing The Retail Solution. Make sure that the user has full rights
to The Retail Solution data folder on the server. For information on drive mapping, refer to your network operating
system documentation. Additional information is also available on our website at http://www.nwns.com/netsetup.htm
Additional Stations
You will not be able to set up additional stations until you have completed your registration (p. 13). You should also
enter an employee (see Step 5 of the Going Live Check List), as you will need an employee password to log in. It is
recommended that you log out of the Manager’s Workstation and PowerStation on Station 1 prior to setting up
additional stations. Follow these steps to set up additional stations:
1. Verify that a drive has been mapped to the server from the workstation. (See NOTE above.)
2. Install The PowerStation.
3. To start The PowerStation, click the shortcut on the desktop.
4. When asked if you have set up your Company Information, answer “Yes”.
5. If you are sure of the correct pathname for the location of The Retail Solution data files, select
“Advanced”. If not, select “Setup Wizard”. Follow the prompts to specify the data location.
6. Enter your employee login name and password.
7. Complete PowerStation setup in the Control Room. (See p. 85.)
7
Testing Network Connectivity
The Retail Solution includes a utility that allows you to verify that your network is set up correctly to allow all
stations to access your data files. Follow these steps:
1. At the PowerStation Control Room, click “Test” on the upper right corner of the Miscellaneous tab.
2. Repeat Step 1 on all remaining workstations except one (which must have Manager’s Workstation
installed).
3. On the remaining station, from the Manager’s Workstation Main Menu, select “Control:Company
Information”.
4. At the Company Information window, select “Send Station Test” from the Help menu.
5. Wait until you receive a “Pass” or “Fail” message before exiting the Test window on your workstations.
TRS Time Agent
The Time Agent is a program designed to coordinate time settings so that all stations are synchronized. This ensures
that time clock transactions, voided tickets, and current sales are all using the correct time. The Time Agent is located
in The Retail Solution program folder. You will only need to run the program on one station (obviously, the one that
keeps the most accurate time!) You may wish to add the Time Agent to the Windows Startup folder on that station.
8
Using Demo Data
We recommend that you spend a little time working with sample data so you can explore the program without
affecting your live data. To set up the sample data, follow these steps:
1. Start The Manager’s Workstation.
2. When asked if your company information has been set up, answer “No”.
3. Select the type of data you wish to use.
4. Log in with the password “DEMO”.
5. Exit The Manager’s Workstation, or access Start by holding down the Control key as you press the Escape
key.
6. Start The PowerStation. The Control Room will be displayed.
7. Select the Printer Setup tab. If you are using an invoice printer, select the Sample Invoice, and select the
printer you wish to use from the list. A green light will appear next to each field, indicating that setup is
complete.
8. If you have a receipt printer, select the “Receipt” option and click “Device Setup”. (If not, skip to Step
12.) You will need to indicate the type of connection (serial or parallel). If it is parallel, select the port
(usually LPT1:). If you have a serial receipt printer, refer to your printer documentation for the appropriate
settings. Click “Apply” to return to the Printer Setup tab.
9. Set up the receipt layout. If you wish, you may change the default settings; click the help icon for more
information. Click “Apply” to exit. A green light will appear next to “Device Setup” and “Layout” indicating
that setup is complete.
10. For electronic cash drawer setup, select the Other Devices tab. Select the “Cash Drawer” option. Click
“Device Setup”, and indicate whether this is a serial or parallel device. If parallel, indicate the correct port
(usually LPT1:). If serial, refer to your cash drawer documentation for the correct settings. Click “Apply”
to return to the Other Devices tab.
11. For help in determining the correct Open Code for your cash drawer, click the Help icon next to the
field to access the Code Wizard. Select the type of connection and type of printer, then click “Test”. If the
drawer does not open, you may receive an error message indicating that you have selected the wrong port.
You will need to return to Device Setup and enter the correct port. If the drawer does not open, and you do
not receive an error message, the code is incorrect. Refer to your cash drawer manual or vendor to determine
the correct code. Click “Apply” to return to the Other Devices tab.
12. Click “Exit” to exit the Control Room.
13. Log in with the password “DEMO”.
14. Select Drawer 1. Select the “Open Drawer” option and enter a zero starting balance.
Now you are ready to ring up some sales! See p. 118 for instructions on how to ring up a sale. The demo data
includes the following:
C Customers: Dr. Larry James, Calloway’s Day Care Center, John Smith, Tom Smith
C Inventory Items: Use stock numbers 2 through 18.
Of course, you can enter other customers and items. But remember that the demo data will be deleted when you Go
Live.
Resetting Demo Data
If you use up the 50 tickets and want to start over, from the Manager’s Workstation Main Menu, select
“Control:Company Information”. At the Company Information window, select “Reset Demo Data” from the Data
Files menu. This will restore the original demo data files (any changes you have made will be lost).
9
10
Going Live
When you are ready to delete the demo data and start entering your own company information, you are ready to “Go
Live”. Follow the steps on this checklist to make sure that you enter information in the correct order.
Going Live Checklist
Step 1: Select “Go Live!” at the Manager’s Workstation login window (where you enter your
password).
Step 2: Enter the location of your Retail Solution data files. NOTE to network users: It is only
necessary to Go Live on one station (normally the computer on which your data files are
located.) When you install the Manager’s Workstation and/or PowerStation on your other
stations, you will specify the location of your live datafiles on the first station. See p. 7 for
more information.
Step 3: At the Company Information window, enter your company name, address, phone and
fax numbers. Be sure to enter this information correctly, as it will be locked once you have
completed your registration.
Step 4: Complete your registration. (See p. 13.) If you are not able to complete your registration
immediately, you can continue on to the next step. However, you will not be able to set up
additional stations or ring up more than 50 invoices until registration has been
completed.
Step 5: Enter at least one employee with administrative access. (See p. 33.) Note login name(s)
and password(s)! Once you have gone live, the password “DEMO” cannot be used.
Step 6: Log in with the login name and password entered in Step 5.
Step 7: If you are planning to use The Retail Solution’s general ledger, set up your chart of
accounts (p. 163.) A sample chart of accounts is included; however, you may need to enter
additional accounts based on your accountant’s recommendations. Starting balances will
be entered later. (See Step 18.)
Step 8: Enter the rest of your Company Information. (See p. 15.)
Step 9: Enter your vendors. (See p. 41.)
Step 10: Enter your departments. (See p. 42.)
Step 11: Enter your inventory items. (See p. 41.) For information about importing your inventory,
see p. 227.
Step 12: Enter your customer information. (See p. 79.) For accounts receivable customers, be sure
to enter A/R information (p. 81.) For information about importing your customer
information, see p. 227.
Step 13: Take a complete inventory. If you are counting the inventory manually, create an inventory
list using the Report Writer. (See p. 177 for instructions for creating a sample Physical Count
Report.) Record the quantity for each item on the list, and then update the quantity using
Global Update Quantity Adjustment. (See p. 145). A handheld data collector may also be
used.
Step 14: Make a complete backup of your data files. (See p. 114.) Even if you aren’t ringing up
sales yet, you don’t want to lose the work you’ve done so far. You should make backups on
a daily basis.
Step 15: Enter all outstanding inventory orders. (See p. 137.)
Step 16: Start the PowerStation and log in with the login name and password you entered in The
Manager’s Workstation.
11
Step 17: Complete PowerStation setup in the Control Room. (See p. 85.)
Step 18: Enter starting balances for your accounts. (See p. 163.) If you have entered your inventory
quantities and last cost, your starting balance for the Inventory account has been entered for
you.
Step 19: Make a complete backup of all files. (See p. 114.)
12
Completing Your
Registration
After completing steps 1 and 2 of the Going Live Check List, you will need to complete your registration.
Registration removes the 50-ticket limitation, allows network users to add other stations, and unlocks any additional
modules you have purchased, such as Multi-Site, Rental, Web Store, or Scheduling. Registration is a one-time
procedure. If you need to re-install the software, you must restore a backup of your registered data files to reregister the software. There are two ways to register:
Registering by Phone
This option is available during our regular business hours (Monday-Thursday 8AM-4PM; Friday 8AM-3PM). To
register by phone, call (800) 570-5509 (U.S.) or (503) 661-6668 (international). Make sure that you have the
following information available:
• Your Retail Solution serial number.
• Serial numbers for any additional options, such as Multi-Site, Rental, etc.
• Your company name, address, and phone number.
• Your screen number. To find your screen number, click the padlock icon next to your company name and address
at the Company Information window. The unlock code you receive from our registration department will be entered
at the same window.
Registering by E-mail
If you are unable to call during our regular business hours, you can send the above information via E-mail to
[email protected]. If necessary, you can use the temporary registration code (see below) until you receive your
permanent code by return E-mail.
Temporary Registration
Temporary registration removes the 50-ticket limitation for 9 days. The temporary registration code can only be used
once. Follow these steps:
1. Click the padlock icon next to your company name and address at the Company Information window.
2. In the “Unlock Code” field, enter this number: 1342-9776.
3. Don’t forget to call for your permanent unlock code before the 9 days run out!
Restoring Registration
If you lose your registration, you can restore it from one of your daily backups (p. 112). Follow the steps for restoring
a backup on p. 114, selecting “Registration” for the file to restore.
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14
Entering Company
Information
To access Company Information, from the Manager’s Workstation Main Menu, select “Control:Company
Information”. This is where you tell The Retail Solution basic information about your company. It includes a number
of settings to customize the software for your business. For example, the payment types you will accept, sales tax
information, etc. Take the time to review the options on each of the following tabs. It will save you time in the long
run if you get things set up correctly now.
Figure 1: Company Information window showing Payment Types Tab.
Company Name and Address
Prior to completing your registration, you will enter your company name, address, and phone number as you wish
them to appear on your receipts, invoices, and purchase orders. Once you have entered your registration code, these
fields will be locked. If you need to make changes to your address information, please call (800) 570-5509 for
assistance. You can “unlock” these fields by clicking on the padlock icon. However, when you do this, the program
will be placed in single user demo mode with a limit of 50 tickets. If the ticket number that you are currently using
is greater than 50, you will not be able to ring up sales until you have received a new code from us! NOTE to
network users: You may not select “Yes” for “Network Version” until you have completed your registration (p. 13.)
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Payment Types
This is where you tell The Retail Solution which payment types you accept. Up to 10 different payment types may
be entered. For each type, enter the following:
• Code: This can be up to 4 characters. For example, “CK”, “VISA”, “AMEX”. The payment code is printed on the
Sample Invoice form to indicate how a ticket was paid. It is also used on the End-of-Day detailed sales report.
• Payment Name: For example, “Check”, “VISA”, “American Express”.
• Ask for First and Ask for Next: Identification required with this form of payment. For example, “Driver’s License
Number” or “Check Guarantee Number”. Employees will be prompted to enter the appropriate ID information
when accepting these forms of payment.
• Open: If you are using an automatic cash drawer, indicate whether you want the cash drawer to open when a
specific type of payment is received. For example, you might want the drawer to open for cash, check, and credit
card sales, but not for Accounts Receivable sales. Click on the field to toggle between “Yes” and “No”. Select
“Yes” if you want the drawer to open for this payment type, or “No” if you do not.
• D/L: Select this option if you want the user to be prompted to swipe the customer’s driver’s license when this
payment type is selected. See p. 18 for more information.
• Card: Click the field to toggle to the desired credit card processing option for this payment type:
Select this option..
If this statement is true:
No
This payment type is not a credit card.
Yes
This payment type is a regular credit card.
Debit
This payment type is a debit card. A PIN number must be entered to
complete the sale.
Ask
I want the user to be asked if this is a debit card when the card is swiped.
(Allows you to use one payment type for both credit and debit cards.) The
Retail Solution tracks debit and credit card transactions for our credit card
report (p. 170) and for integration with credit card processing software (p.
23). If you want to track debit card purchases separately, use the
“Debit” option.
EBT
This payment type is a food stamp debit card.
Gift
This payment type is a gift card authorized through my credit card processor.
Tip
When a designated tip item is included on a ticket, I want the user to be
prompted to enter a tip amount when the payment is processed.
Auto
I want the card type (debit or credit) to be automatically determined when the
card is swiped (Mercury Payment System users only).
• Discount: If this payment type is a credit card, enter the discount percent amount that you are charged for this card.
(For example, if the discount is 2.5 %, enter “2.5”.) In the column next to the Discount field, indicate how the
discount fee is deducted from your account: enter “A” if the credit card fee is listed separately on your bank
statement, or enter “B” if the credit card amount, less discount, is listed on your statement. The Retail Solution uses
this information for the credit card report and for integration with the general ledger. NOTE: If you accept both
debit and credit cards and want to track the discounts separately, do not combine them into one payment type.
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Entering Your Company Information
Tips for Specific Payment Types
NOTE: To specify end-of-sale print options for each payment type, see p. 95.
Cash
Payment Type 1 is CASH and cannot be changed. By default, the cash payment type is defined as U.S. currency. For
other types of currency, you can change the value and name of each denomination by following the steps below. If
you accept foreign currency, you will need to add a payment type for each type of foreign currency that you accept,
and then follow the steps below to define the values for each denomination. (This will allow you to use the Quick
Count feature when balancing your drawer; see p. 111 for more information.)
1. Click “Currency List”.
2. Select the payment type you wish to customize from the list.
3. If applicable, enter the exchange rate for this payment type. The exchange rate is the number of units of
foreign currency that may be exchanged for one unit of your currency. For example, if $1.50 in foreign
currency equals $1.00 of your currency, the exchange rate would be “1.50”.
4. Enter the name and decimal value for each denomination. (For example, “Nickel”, “.05”.) Up to 11
denominations may be entered.
5. (Optional) To round the ticket total to the nearest 5 cents, select “Round Penny”. To print the rounding
adjustment amount on the customer's receipt, add the “Rounding Amount” field to your receipt layout in the
PowerStation.
6. Click “Exit” when you are done.
7. To change the default currency symbol, enter the desired symbol character in the currency symbol field
on the Payment Types tab.
Accounts Receivable
You must use the payment code “AR”. If you want to track the customer’s PO number, you should enter “PO
Number” for “Ask for First”. You must also complete setup on the A/R Control tab (p. 28), and set up your customer
accounts (p. 81).
Checks
Using “CK” as the payment code will allow you to use The Retail Solution’s Bad Check Tracking feature (p. 25).
If you will be using the Driver’s License scanning feature (p. 18), enter “@D/L Number” in the “Ask for First” field.
Credit/Debit Cards
C If you are using integrated credit card processing software (p. 23), enter “Card Number” for “Ask for First”, and
“Authorization” for “Ask for Next” for your credit/debit card payment types. The Retail Solution will automatically
prompt the user to enter a CVV2 number for the card if it is entered manually rather than swiped.
C Select the appropriate option in the “Card” column (see p. 16). If you select “Debit”, the customer will be required
to enter a PIN number, and may ask for cash back. See page 93 for information about supported PIN pad models
and setup.
C Specify the Maximum payment amount over amount due on the Point-of Sale Options tab.
Food Stamps
If you include food stamps as one of your payment types, indicate the “Payment Option for Food Stamps”. When you
enter your inventory, you will specify which items can be paid for with food stamps (p. 49). If you are using
integrated credit card processing, for food stamp debit cards, select “EBT” in the “Card” column.
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Gift Certificates
If you sell gift certificates, in addition to creating one or more gift certificate inventory items (p. 60), you must set
up a gift certificate payment type so that gift certificates can be redeemed for merchandise. If you are using Gift Card
Tracking (p. 61), you must set up a “Gift Card” payment type; enter “Gift Card Number” for “Ask for First”.
Store Credit
C If you want to be able to issue store credit for returned merchandise (p. 128), you must create a store credit
payment type. Indicate the “Payment option for store credit” so The Retail Solution can track available store credit
for each customer.
C To limit the amount of store credit a customer can apply to a purchase, specify the “Maximum store credit
percent used per sale” on the Payment Types tab.
C If sales tax will not be charged on the portion of the sale paid for with store credit, select “Credit tax when
using store credit” on the Payment Types tab.
C To manually enter store credit balances for multiple existing customers, select “Issue customer credit” from
the Options menu at the Customer Global Update window.
Driver’s License Scanning
If the state you live in issues driver’s licenses with magnetic strips that can be scanned, this feature allows you to
define the information encoded in the strip so it can be interpreted by The Retail Solution. When you set up your
payment types, you will indicate the types for which you require the customer’s driver’s license to be scanned (p. 16).
For example, you might require a driver’s license as identification with a check or credit card payment. At point of
sale, when the user selects one of the designated payment types, he will be prompted to scan the customer’s driver’s
license before proceeding. Follow these steps for setup:
1. Determine the fields of information included in the magnetic strip (for example, driver’s license
number, name, address, etc.), including the number of characters used for each field. This information
should be available from the issuing authority.
2. Select the D/L option (p. 16) for each payment type for which you will require a license to be scanned.
It is not necessary to set Ask for first/next to “Driver’s License Number”. The user will be prompted to scan
the license before those prompts appear. However, if you want to store the number as one of the authorization
numbers for the payment (available to the Report Writer, receipts and invoices, etc.), enter the code “@D/L
Number” in the “Ask for First” field.
3. Click “Driver’s License Scanning” on the Payment Types tab. The setup window will be displayed.
4. Select the first information field from the drop-down list. Fields should be defined in the order they will
appear when the license is scanned.
5. Enter the starting position for the first character of this field. (For example, the starting position of the
first character in the first field would be “1”.)
6. Enter the length (total number of characters) for this field.
7. Repeat steps 4 through 6 until all fields have been defined. Remember that you can determine the starting
position of a field based on the starting position and length of the previous field. For example, if the previous
field started at position 7 and was 6 characters long, the starting position of the next field would be 13.
8. Indicate whether you want driver’s license information used to look up a customer or add information
for a new customer if scanned at the end of a Quick Sale. If you want to be able to reference the customer
with this information, you must use the driver’s license number as the customer lookup code (p. 80).
9. When all codes have been defined, click “Exit”.
10. Ring up a test sale with an appropriate payment type and scan your own driver’s license to verify that
the fields have been defined correctly.
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Shipping Rates
This option is used to update the shipping rates you charge your customers. For more information, see p. 74.
Sales Tax
Basic Sales Tax Setup
Basic sales tax setup allows you to enter up to three different types of taxes. For example, you might have a state tax
of 6.25 percent, a county tax of 1.25 percent, and a city tax of 2.0 percent. This means that on a regular (taxable) item,
a regular customer will pay a total of 9.5 percent tax. When you enter your customers, you will specify whether their
tax type is Regular (tax paying) or No Tax. When you enter your inventory items, you will specify whether their tax
type is Regular (taxable) or No Tax. Follow these steps for setup:
1. For each tax type, enter the name (for example, “Oregon”) and the tax percent (for example, “6.25”). NOTE:
Enter your state tax first. If you are using the Web Store option, web customers with addresses within your state
will be charged the first tax.
2. Enter the word you want to use when referring to tax. For example, “TAX” or “GST”.
3. Indicate whether you want the tax amount printed on the receipt as a total (Show Total Tax) or listed
individually.
4. Indicate the tax type. In the United States, tax is usually based on the item’s retail price, and the tax amount is
not included in the retail price of the item. If you select one of the VAT tax types, The Retail Solution will assume
that the retail price of your inventory items includes the sales tax.
Figure 2: Sample Basic Sales Tax setup.
Tax Matrix
The optional tax matrix allows you to charge different tax rates for different customers or inventory items. For
example, your state tax might be 8.3 percent on beer and 9.0 percent on cigarettes. Or, you may charge different tax
rates for customers from different areas: For example, customers living in Linn County might pay a 1.25 percent
county tax; customers residing in Lincoln County might pay 2.7 percent county tax. The tax matrix allows you to set
up 4 additional inventory tax types (besides “Regular” and “No Tax”), and an unlimited number of customer tax
types. Follow these steps to set up the tax matrix:
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1. Complete Basic Tax Setup. The tax percent entered for each type of tax will be the default paid by regular
customers.The tax percent you entered above will be automatically filled in for the Regular Customer
Type/Regular Inventory Type.
2. To set up additional inventory tax types, click the first blank line in the “Inventory Type” column, and
enter the name for this inventory type (for example, “Gas”). If you don’t need to set up additional inventory
tax types, skip to step 6.
3. For each type of tax, enter the tax percent charged for this item type.
4. Repeat steps 2 and 3 for any additional inventory tax types.
5. (Optional) Specify the desired G/L account for each tax type. (Default accounts are Sales Tax Payable 1, Sales
Tax Payable 2, and Sales Tax Payable 3.) You have now completed tax setup for regular customers. That is, you
have specified what tax rates regular customers will pay on different types of inventory items. (See Figure 3.)
Now you are ready to add other customer tax types.
Figure 3: Sample Tax Matrix showing tax amounts a Regular customer will pay on
different types of inventory items.
6. To add a new customer type, click “New” and enter the name for this customer type. For example, “Lincoln
Cty.” for Lincoln County residents.
Figure 4: Tax matrix showing tax rates for a “Lincoln Cty.” customer.
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7. Specify the G/L account for each customer tax type. You can specify a different G/L account for any or all of
the three tax types. For example, if you collect Linn County Sales Tax from Linn County residents, and Lincoln
County Sales Tax from Lincoln County residents, you would want to set up a separate account for each tax so you
know how much is due to each county. Select the desired account from the drop-down list. For information on
setting up new accounts, see p. 163.
8. For each type of inventory, enter the percentage for each tax type that will be paid by this customer type.
9. Repeat steps 7, 8 and 9 for each of your remaining customer types.
When you enter a new inventory item, you will specify its tax type (p. 47). When you enter a new customer using
The Manager’s Workstation, you can specify his tax level (p. 80). If you want to be prompted to enter the tax level
for a new customer entered in the PowerStation, select the option “At the start of a new sale, ask for customer tax
level” on the Point-of-Sales Options tab.
Editing the Tax Matrix
• To change the name of an inventory type, double-click on the field and enter the new name.
• To edit tax rates, select the customer type, and then double-click the rate field and enter the new rate.
• To edit the customer type names, select the desired customer type from the drop-down list, and then click
“Rename” to change the name, or click “Delete” to delete that customer type.
Point of Sales Options
This tab contains a number of settings that affect the way you ring up sales:
• Last Ticket Number: When you first set up The Retail Solution, you can enter the desired starting ticket number.
You should not change this number after you start ringing up sales.
• Track all purchases over: The Retail Solution will keep track of all purchases made by a customer that exceed
the dollar amount you enter here.
• Months invoice history is saved: When you bring up a customer at the point-of-sale screen, you are given an
option to recall past tickets. Enter the number of months you want The Retail Solution to store past tickets. For
example, enter “24” if you want to save invoice history for two years. If you enter zero or leave this space blank,
no invoice history will be saved.
• Default retail price level: New customers added at point-of-sale will automatically be assigned this price level.
• Start/End each ticket with this item: This option allows you to automatically start or end each ticket with a
particular item. (Click the field label to toggle between “Start” and “End”.) Enter the stock number of the desired
item in this field.
• Maximum payment amount over amount due: If you allow debit cash-back transactions, or allow customers to
write a check for over the amount due, enter the maximum dollar amount of cash change a non-cash customer can
receive.
• Cash drop when over starting balance by: If you want the user prompted to remove cash from the drawer when
it reaches a certain dollar amount over the starting balance, enter the amount here. Cash drop information is
available to the Report Writer (p. 175), and a Search Point entry is made for Video Surveillance tracking (p. ?).
• Days from last sale points will be set to zero: Using TRS Rules (p. 121), you can set up a program for customers
to earn points based on quantity or dollar purchases. Accumulated points can be redeemed for discounts on future
purchases. You can specify an optional expiration date for points based on the customer's last purchase date.
• Ask for second address line: Select this option if you want to be prompted to enter a 2nd address line for each new
customer that you enter at point-of-sale.
• Ask for ship-to address: Select this option if you want to be prompted to enter the customer’s “Ship To” address
each time you ring up a sale.
• Do not include discounted items in percent ticket discount: Select this option to exclude items that are already
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discounted when applying a percentage discount to the entire ticket.
• Close drawers using blind close: This option allows the user to enter ending drawer totals for the different
payment types without showing them the amount they should have for each payment type.
• Ask for inventory serial number: If you select this option, you will be asked to enter the serial number each time
you sell a warrantied item to a customer (Quick Sales excluded.) For more information on serial number tracking,
see p. 73.
• Auto lookup city/state from zipcode: Select this option if you want The Retail Solution to automatically enter
the corresponding city and state information when you enter the customer’s Zip Code. A database of U.S. Zip
Codes is included with the software; additional Zip Codes will be “learned” by The Retail Solution as you enter
them. NOTE: New Zip Codes are not added to the database until after you run End-of-Day.
• If out of state, ask if sale is a mail order: When entering a ticket, if the customer’s state differs from your state,
you will be asked if this is a mail order. If you indicate that it is a mail order, the sale will automatically be placed
in no-tax mode.
• Display cost when showing status: If you select this option, when an employee checks the status of an inventory
item, your cost for that item will be displayed.
• Display cost when overriding price: If you select this option, when an employee changes the price of an item
(price override) at point-of-sale, your cost for that item will be displayed.
• Allow customers to have duplicate lookup codes: If you do not select this option, you will receive a warning
message when you try to enter a lookup code (p. 80) for a new customer that matches the code of a customer
already in your database. If you do select this option, when you look up a customer using the lookup code, a list
of customers with that lookup code will be displayed so that you can select the correct one.
• Ask for next layaway payment and due date: Select this option if you want the user to be prompted to enter the
amount and due date for the next layaway payment when a layaway sale is processed.
• At the start of a new sale, ask for employee’s initials: If you have multiple employees ringing up sales, this
option allows you to track sales made by each employee.
• At the start of a new sale, ask for customer’s tax level: If you select this option, each time you enter a new
customer at point-of-sale, you will be asked to enter the customer’s tax level. (If this option is not selected, new
customers will automatically be assigned to tax level 1.)
• At the end of sale, lock the register: This option automatically locks the register after each sale. To unlock the
register, an employee simply enters his or her password. Any restrictions that employee has would then be in effect;
for example, not being able to change prices or void sales. Select the Delay option if you want the register to be
locked after 60 seconds of inactivity, rather than immediately after each sale.
• Default input mode to fast: If you select this option, when you are ringing up a sale, you will not be prompted
to enter the quantity. (All items will be assumed to be a quantity of one.) NOTE: You can temporarily change the
input mode while you are ringing up a sale by pressing F3.
• Display serial number on receipt: If you have selected the “Ask for serial number” option (p. 22), the serial
number you enter will be displayed on the receipt or invoice.
• Transfer completed work order notes to customer notes: Select this option if you want notes from a completed
work order to be automatically stored as customer notes (p. 81).
• Commit inventory on hold ticket: Select this option if you want inventory items listed on a hold ticket to be
flagged as “committed”. “Committed” items will be deducted from the quantity-on-hand when calculating which
items are below minimum and need to be reordered.
• If you select “Store credit card number for future sales”, when a customer makes a purchase using a credit card,
the card number will be kept on file for future purchases. If you select this option, you must review the PA-DSS
Secure Implementation Guide (available on our website, www.nwns.com) to verify that your system is set up in
a PCI-compliant manner.
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End of Day Options
Settings on this tab allow you to customize your End-of-Day procedure (p. 112) and reports.
• Select the reports you want printed during End-of-Day. In addition to the regular End-of-Day reports, you can
select 2 user-definable reports (created using the Report Writer; see p. 175.)
• By default, G/L Sales Entries are made separately for each item sold. To compress entries by ticket, date,
employee or batch (all sales rung up between one end of day and the next), select the appropriate option from the
drop-down list.
• Select the destination drive for your daily backups. If you want a backup to be a mandatory part of the End-of-Day
procedure, select “Require backup before proceeding”.
• Indicate whether you want the daily reports you selected above to be automatically printed and/or filed (stored
on the computer) during the End-of-Day procedure.
• Select the desired printer for your End-of-Day reports.
• Select “Allow reports to be previewed” if you want the option to view reports on screen.
• Select “Print using smaller font size” to save paper if your reports take up several pages.
• If you want to have your daily reports automatically faxed to a certain number (in addition to the print/file options
selected above), select “Auto Fax”. Enter the fax number as it will be dialed, without any parentheses or hyphens.
For example, the number (234) 567-8901 would be entered “12345678901”. See p. 159 for fax setup.
Text Message Setup
If you have text messaging capability on your cellphone or other mobile device, you can have End-of-Day sales
figures sent automatically during the End-of-Day procedure. Follow these steps for setup:
1. Select “Text Message Setup” on the End-of-Day Options tab.
2. If you know the E-mail address for sending text messages to your mobile device, enter it in the E-mail
Address field. If you don’t know the address, select your cellular provider from the drop-down list, and enter
your cell phone number.
3. Under “Information to Send”, select the desired options.
4. Select “Active.”
5. Click “Test” to send a test message to your phone.
6. Click “Exit”.
Credit Card Processing
The Retail Solution interfaces with a number of 3rd party programs for integrated credit card processing. Follow these
steps for setup in The Retail Solution.
1. Review the PA-DSS Secure Implementation Guide (available on our website, www.nwns.com) to verify
that you implement this feature in a PCI-compliant manner.
2. Set up your credit card and/or debit card payment type(s). See p. 17 for more information.
3. Select the Credit Card Processing tab.
4. Select the software you are using from the drop-down list. Setup tips for that program will be displayed
in the text window. Additional options for that program are displayed below the text window.
5. Select the options you wish to use. Definitions of each option are listed below.
6. Enter any additional required information. (If the program you have selected requires information about
your processor, merchant ID(s), voice center phone number, etc., these fields will not be greyed out.)
Credit Card Processing Options
Options that are not supported by your designated credit card processing software will be greyed out.
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• Print two receipts on credit card sales: Select this option if you want two receipts to print automatically for credit
card sales--one for the customer to sign, and one for the customer to keep. NOTE: This option does not apply to
invoices. To specify end-of-sale print options based on ticket total, see p. 95.
• Activate Address Verification System (AVS): Select this option if you want billing address verification in
addition to card authorization. (When you enter a new customer, be sure to ask for his credit card billing address.)
If you select this option, after the card has been processed, you will receive a warning message if either the billing
address or zip code does not match the customer’s records. If you decide to refuse the card based on an address
discrepancy, you must recall the ticket and void the sale. NOTE: If you want the user prompted to enter the
customer’s billing zip code on credit card sales (including Quick Sales), select “ Ask for Zip code on credit card
sales” on the POS Options tab in the PowerStation Control Room (p. 85).
• Ask debit card cash back: Select this option if you accept debit cards and allow customers to ask for cash beyond
the amount of the sale. Enter the “maximum payment amount over amount due” on the Point-of-Sale Options tab.
• Demo mode: Allows user to put the credit card software into demo mode for testing purposes. When this option
is selected Demo mode is turned on.
• Active Gift Card system: Select this option if you will be using Gift Cards authorized through your credit card
processor.
• Processor: Select the name of your processor from the drop-down list.
• Server URL: Enter the host address of your web-based credit card company.
• Voice Center Phone Number and Merchant Account Information: This information will be displayed on the
screen in cases where voice authorization is required. To grant an employee rights to enter a voice authorization,
see p. 36.
• Merchant ID regular and Webstore sales: (Webstore users only) Enter your ID for each type of sale.
Miscellaneous Company Information
Last Work Order Number: If you use work orders, enter the last work order number used. The PowerStation will
use the next sequential number when it generates the next work order.
Last Purchase Order Number: Enter the last purchase order number used. The Manager’s Workstation will use
the next sequential number when it generates the next purchase order.
Current Month/Year: When you first start The Manager’s Workstation, verify that this information is correct. The
month will automatically change when you run end-of-month (p.112). NOTE: If the date displayed on your sales
screen is incorrect, check your computer’s date settings.
For the following fields, select the desired option from the drop-down list.
• Inventory Costing Method: Do you want the value of your inventory based on the last cost of each item, or
the average cost (based on the last five or ten weighted costs)? It is recommended that you seek the advice of
your accountant.
• When to print barcode labels: Purchase order information may be sent to the Label Editor after an order is
created, or after it is received. This allows you to print barcode/price labels for the items ordered. (See p. 142.)
• Use Min. or Max. for Re-order? When creating an order (p.137), you will be asked if you want The
Manager’s Workstation to find all items below minimum quantity. When using this option, do you want item
quantities to be brought back to minimum or maximum levels?
• Date Format: Both U.S. (MM/DD/YY) and international (DD/MM/YY) date formats are supported. NOTE:
Select the same format you are using for Windows.
• Spiff G/L Expense Account: If your employees receive spiffs for selling certain items, select the G/L account
to which you want the spiff expense posted.
• Compute markup using: You can optionally compute price markups by department. Specify here whether
you wish to markup based on retail or cost. (See p. 43 for formulas.)
• Days to store surveillance files: If you are using the video surveillance feature (p. ?), specify the number of
days you want the video files stored.
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• Fiscal end of year month: Select the number that corresponds to the last month of your fiscal year. For
example, if your fiscal year ends October 31, select “10”.
For the following options, click in the box next to the appropriate option to select it, and a check mark will appear.
To de-select the option, click again in the box to remove the check mark.
• Hide login name: Select this option if you do not want to display the user’s login name or password anywhere
in the program.
• Allow inventory item graphical location: Select this option if you want to use a graphic image of your store
to display item location. See p. 48 for more information.
• Use Weight Option: Select this option if you want to print the total weight of all items on the invoice. You
will need to enter the weight of each item when entering inventory (p. 48).
• Ask for serial numbers when receiving an order: If you want to use The Retail Solution’s serial number
tracking feature (p. 73), select this option.
• Allow changes to a posted purchase order: This option allows you to make changes to an order you have
created, even after the order has been posted and is ready to be received.
• Allow more than one open purchase order: Select this option if you want to be able to have more than one
order-in-progress at a time for a given vendor.
• Auto transfer inventory from warehouse: If you are tracking warehouse quantities (p. 50), and this option
is selected, when the floor quantity on an item reaches zero, any additional quantities sold will be deducted
from the warehouse quantity automatically during End-of-Day.
• Reminder prompt if tickets are on hold: Select this option if you want the user notified of any open hold
tickets prior to closing a drawer.
• Use commission cost to compute commissions: Select this option if you want employee commissions
calculated based on a fixed cost for each item. Be sure to enter the commission cost for each commission item
(p. 49).
Decimals: Select the desired number of decimal places for item quantity, cost, and retail price.
Store Hours: Click this button to enter opening and closing times for your store for each day of the week. This
information can be used to compute the return time for hourly rentals.
Open Drawer for Next Business Day
This feature was designed for a department store using 5 stations and multiple drawers. They wanted to be able to
have all the drawers closed out prior to the store’s actual closing time so the employees could leave right when the
store closed. They closed one drawer early, then reopened it to ring up sales while the other registers were being
closed. This drawer remained open for the next day’s business, and the sales rung up in the evening were included
in the next day’s totals. If you select this option, when you close a drawer and then try to reopen the same drawer
before doing an End-of-Day, you will be asked if you wish to open the drawer for the next business day. If you
answer yes, all future sales will be placed in a holding file until the End-of-Day option is performed. If you do not
need this feature, we recommend that you do not select it, since it can lead to a number of problems if used
incorrectly.
Bad Checks
The Retail Solution tracks bad checks using the ID number(s) requested at the payment screen. For example, if you
use the customer’s driver’s license number as ID for check purchases, you would set up the Check payment type with
“Ask for first” being the customer’s driver’s license number. When you get a returned check, you will enter the ID
number (driver’s license number), and the check amount. When this customer comes in and attempts to make a check
purchase using the same ID, The Retail Solution will tell the clerk that the customer has a bad check on file. You may
wish to have your employees write the customer’s driver’s license number on the check, so if it is returned, you can
easily reference the number. NOTE: If you don’t write the ID numbers on the check, you can look them up at the
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Customer Information window. After bringing up the customer, click the Purchases tab. Highlight an item from the
date in question, and then click “View Ticket”. Payment information is displayed on the bottom left corner of the
ticket.
• To add a check to the bad check list, click “Bad Checks” on the Miscellaneous tab. Enter the ID number, date,
check number and amount.
• To edit the list, click in the appropriate field and enter the correct information.
• To delete a check from the list, click the appropriate line to highlight it, and then click “Delete”. You can scroll
through the list, or click “Locate” to search by ID number. You can also click any column header to sort by that
column. (For example, click the “Date” header to sort the list by date.)
• To print the list, click “Print”.
Waiver Setup
If your business requires customers to sign a liability waiver (for example, before participating in an activity or using
a piece of equipment), this feature allows you the option to interface with Smartwaiver. Smartwaiver allows you to
create your own digital waiver form which customers can fill in online. Smartwaiver tracks, manages and stores the
waivers for you. For more information, or to set up a Smartwaiver account, visit smartwaiver.com, or call (800)
277-0285.
Follow these steps to set up the interface with your Smartwaiver account:
1. From the Manager's Workstation Main Menu, select “Control:Company Information”.
2. At the Company Information window, select the Miscellaneous tab, and then click “Waiver Setup”.
3. Select “Smartwaiver” from the drop-down “Type” list.
4. Click “Website” to access the Smartwaiver site and login to your account.
5. Select the “My Account” option, and then “API”. Your unique API key will be displayed.
6. Highlight the key and copy it to the Windows clipboard (CTRL-C).
7. In The Retail Solution, click the clipboard icon to the right of the API field to paste the key.
8. Indicate how often you want The Retail Solution to check for new waivers on the SmartWaiver site, and
designate which station will process this information and automatically update your data.
9. Indicate whether you want a warning message displayed if a customer has no waiver on file. A message
will still be displayed in the upper right corner of the point-of-sale screen if the customer does have a waiver on
file.
10. Click “Test” to verify that the interface is working properly.
11. Click “Apply” to save.
To view waiver details in the PowerStation, after looking up the customer, select “Customer Information” from
the Customers menu.
Membership Tracking
This option allows you to track a membership period for each customer. You may create up to 10 different types of
memberships. Each type can have up to 15 different individual items, each with its own membership period. When
a membership item is purchased, the customer’s “membership expiration date” will be increased by the number of
days you have specified for that item. For example, you might sell technical support. When a customer purchases
item “SUPPORT”, which has been assigned a 365-day membership period, the customer’s membership expiration
date will automatically be advanced 365 days into the future. Membership expiration date(s) can be viewed on the
“Tracking” tab at the Customer Information window. In addition, you have the option of printing membership cards
for customers at point-of-sale (p. 118). If desired, the card can include a customer photo and a barcode that can be
scanned to look up the customer or apply a discount to customer purchases.
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Follow these steps to set up Membership tracking:
1. Enter your membership inventory items. Follow the steps for setting up a Miscellaneous item (p. 73).
2. Select the Membership Tracking tab at the Company Information window.
3. Click “Rename” to enter the name of the first type of membership
4. Enter the word you wish to use to describe the type of membership you offer. For example,
“SUPPORT”.
5. Select “Notify when membership expires” if you want the user to be notified at the beginning of the
sale if the customer’s membership has expired. For example, “Support has expired.”
6. Enter the stock numbers for each inventory item used to increase membership, and the corresponding
duration of time that membership will be increased when that item is sold. Click “Find Item” to search
by description or other lookup, or select “Quick Add” to enter a new item now.
7. (Optional) Registered Rental users can specify the quantity of free rentals from a given department
which members are entitled to.
8. For any additional membership types, select the next membership type from the drop-down list, and
repeat Steps 3 through 7.
Figure 5: Membership Tracking tab.
Count Tracking
This option allows you to track an item count for each customer. For example, you might sell several different tanning
packages: “TANNING 5-PACK”, “TANNING 10-PACK”, etc. Each time you ring up one of these packages, The
Retail Solution will increase the number of tanning sessions (“count”) for that customer. When the customer comes
in to use a tanning session, you will ring up an item that will decrease the customer’s count balance. A customer’s
current count can be viewed at the Customer Information window. You can create up to 10 different count types (for
example, tanning, soda pop, internet time, etc.) Each type can have up to 15 different individual items, each with a
designated count value.
Follow these steps to set up Count Tracking:
1. Enter your Count Tracking inventory items (p. 58).
2. Select the Count Tracking tab at the Company Information window.
3. Click “Rename” to enter the name of the first type of count.
4. Enter the word you wish to use to describe this type of count. For example, “Tanning”.
5. Enter the stock number that will decrease the customer’s count each time it is used.
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6. Enter the stock number(s) for the items that will increase the customer’s count each time they are sold.
Click “Find Item” to search by description/other lookup, or select “Quick Add” to enter a new item.
7. For each item, enter the amount the count will be increased when the item is sold. For example, for the
item “TANNING 10 PACK”, you would enter “10”.
8. Select “Notify at POS when count is zero” if you want the user to be notified at the beginning of the
sale if the customer’s count has been used up.
9. Select “Show Balance?” if you want the customer’s remaining count balance displayed at point-of-sale.
10. For any additional count types, select the next count type on the drop-down list and repeat Steps 3-9.
Figure 6: Sample Count Tracking setup.
Accounts Receivable Control
This tab is where you will enter general information about how your accounts receivable customers will be billed:
finance charges, terms, aging messages, etc. Before entering this information, you should set up a payment type (p.
16) for accounts receivable charges, using the payment code “AR”.
Finance Charges
Annual Finance Charge Rate: Enter the annual interest percentage for overdue accounts.
Minimum Finance Charge: Enter the minimum fee charged for overdue accounts.
Compound Finance Charges: Select this option if you wish to charge interest on the customer’s full balance,
including any interest or finance charges they owe.
Statement or Invoice Date: Indicate whether you wish to compute the payment due date from the date of the
statement or the invoice date.
Days Past Due for Auto Lock: This option allows you to freeze a customer’s account if one or more invoices are
past due by more than the specified number of days.
Statements
Statement Form: Select the desired form. A default form (“Sample Statement”) is included with The Manager’s
Workstation; you may also create your own customized form using the Form Creator (p. 207).
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Terms
Up to 6 different types of payment terms may be entered. Enter the following for each type:
• Description: For example, “NET 30” or “90 days same as cash”. This information will be printed on the
customer’s statement, and can also be printed on the invoice.
• Due Days: Enter the number of days until this payment option is due. For example, for “90 days same as cash” you
would enter “90”.
• Interest: Enter an optional different interest rate for this payment type. For example, for 9.5%, you would enter
“9.5”.
• Monthly Payments: Enter the minimum monthly payment, if applicable. Or click the field to highlight it, and then
press “R” to apply the “Range” option. For example, you might require a minimum monthly payment of $10 for
charges from $50 to $100, and a $20 minimum monthly payment for charges from $101 to $200. If you select the
range option, you will be prompted to enter the desired range(s) and payment(s). Up to 6 different ranges may be
entered.
Figure 7: A/R Control tab.
Aging Messages
If you wish to have aging messages printed on the customer statement, enter the number of days past due and the
corresponding message. For example, you might enter “30” for the message “Your payment is past due.” Up to 5
different messages can be entered.
Station Options
The settings on this tab apply only to this station.
Location Name: This information cannot be edited.
File Location: This is the directory in which your data files are located. The default will be the directory in which
the program was installed. To select a new location, click “Browse”.
End-of-Shift Report: This user-definable report can be printed when a drawer is closed in the Manager’s
Workstation. For more information see page 195.
Camera/Scanner: If you want to use a camera or scanner to capture a digital image of an inventory item in the
Manager’s Workstation (p. 240), select the desired device from the drop-down list.
Station Number: This is the designated number for this Manager’s Workstation station. The default is 1. If you are
using the Manager’s Workstation on multiple stations, each station must have a different number. If you are running
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both the PowerStation and the Manager’s Workstation on the same computer, use the same station number for both
programs.
Main Menu Theme: This option allows you to select a “skin” which will determine the look of the Main Menu
screen.
Background Screen: This field displays the name of the standard Windows graphic file used as the background for
the Manager’s Workstation Main Menu. The default is the file included with your software (beautiful Oregon coast!).
Click “Browse” to select a different file. Any Windows bitmap file (.bmp) can be used. You can even create your
own using the Windows Paint program.
Main Menu Buttons: This option allows you to select the color of the Main Menu buttons.
All Other Buttons: This option allows you to select the color of other buttons on this station.
Play Sounds: Select this option if you wish to hear the sound effects used throughout The Manager’s Workstation.
For example, the “applause” sound when your cash drawer balances.
Show Bubble Help: Select this option to view mini-definitions when the cursor is moved over certain objects.
Show Organizer: Select this option to display the TRS Organizer (p. 233) on the Manager’s Workstation Main Menu
screen.
Low Graphics Mode: If you will be accessing The Retail Solution on this station from a remote location, this option
can be selected to turn off the background graphics so the program can run faster.
Show void alerts: Select this option if you want to receive a notification message on this station when a ticket is
voided. Notifications will only be displayed in the Manager’s Workstation
Screen Fade-In: Select this option to enable the fade-in effect when transitioning between screens.
Purchase Order Form: Select the desired form from the list. To customize the form, use the Form Creator (p. 207.)
QuickBooks Interface
QuickBooks users have the option of importing G/L transactions from The Retail Solution (p. 171), rather than
entering them manually. The Windows version of QuickBooks is recommended. The following versions of
QuickBooks are supported: 3.0, 3.1, 4.0, 5.0, 6.0, 2000, and QuickBooks Pro 2002 or greater. To set up this option,
follow these steps:
For QuickBooks Pro 2002 or Greater
NOTE: You must set up a vendor called “Miscellaneous” in QuickBooks Pro.
1. Prepare for export of your QuickBooks Chart of Accounts
• Start QuickBooks Pro
• At the Manager’s Workstation Company Information window, click on the QuickBooks Interface tab, and
select the QuickBooks Pro option.
2. Import the Chart of Accounts into The Manager’s Workstation.
• Click “Import G/L Accounts”.
• Answer “Yes” to the prompt requesting access to your QuickBooks company file. It is recommended that
you select the “Yes Always” option; otherwise you will receive this prompt every time you export
transactions.
• When the import is complete, you will receive a confirmation message indicating the number of accounts
that have been imported.
3. Map the accounts. “Mapping” the accounts means matching each Retail Solution account to the
corresponding QuickBooks account. You may wish to consult your accountant to make sure that you match
up the accounts correctly.
• Retail Solution accounts that appear in red with an asterisk are Mandatory, meaning they MUST each be
mapped to a corresponding QuickBooks account. However, we do recommend that you map ALL of the
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accounts, since any transaction that has an entry pertaining to an account that is not mapped will not be
posted to QuickBooks.
• To map an account, first click on the desired account in the “TRS G/L Account” column to select it. A
message will be displayed beneath the account mapping window, indicating the account type. Select the
corresponding QuickBooks account from the drop-down list.
• If you discover that you need to add an account to QuickBooks to complete the account mapping, repeat
step 2 above after adding the new account.
For prior versions of QuickBooks:
1. Export your QuickBooks Chart of Accounts.
• Start QuickBooks. Select the “Export” option from the File menu.
• Select “Chart of Accounts” from the list of export options, then click OK.
• For the export file name, enter “C:\TRSWIN\QBOOKS”. Then click Save. You should receive a message
indicating that the export was successful.
• Exit QuickBooks.
2. Import the above file into The Manager’s Workstation.
• At the Manager’s Workstation Company Information window, select the QuickBooks Interface tab, and
select the “QuickBooks” option.
• Click “Import G/L Accounts”.
• If the import is successful, you should receive a message indicating the number of accounts that were
imported. (If you receive an error message, such as “file not found”, the import was not successful and you
should repeat Step 1.)
3. Map the accounts. See Step 3 above.
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Entering Employee
Information
Entering Your First Employee
When you Go Live, you will need to enter at least one employee before exiting the program, so you can use that
employee’s password to log in. The first employee you enter should have administrative access, so you can return
to the Employee Information window to add other employees later. Required fields are: Name, Status (must be
Active to log in to the Manager’s Workstation or PowerStation), Initials, Login Name, Password (see the rules for
an enhanced password below), and Menu Access (select “Grant Full Access”). Remaining information can be entered
or edited later. NOTE: You may want to take a minute to review all the options on the Privileges tab, as this will
determine your access to certain features in the PowerStation.
Adding New Employees
By default, the Employee Information window is in Change Mode (for editing employee information). To add a new
employee, click “New” in the Controls section of the window. “Add Mode” will be displayed above the “Name”
field.
Employee Initials and Password
• For security reasons, each employee must have a unique login name and password. This allows you to specify what
rights and access to various parts of the program each employee will have.
• All passwords should have the same number of characters (up to 10). NOTE: To log in to the PowerStation using
a touch-screen, you must have a numeric password.
• Employee’s initials (first, middle, last) are used in several reports to indicate which employee handled a particular
transaction.
• An optional digital photo of the employee can be added by clicking the camera icon. (See p. 240.)
• If you do not want the user’s login name displayed anywhere in the program, select “Hide login name” on the
Miscellaneous tab in Company Information.
Enhanced Passwords
You must set up one employee with administrative rights. Only a designated administrator can access Employee
Information. If you are using integrated credit card processing (p. 23) or storing credit card information in The Retail
Solution, only a designated administrative user can view stored credit card information. An administrative user is
required to use an enhanced password. An enhanced password is formatted in a way that makes it harder for an
unauthorized user to guess. Enhanced passwords must be at least 7 characters long. An enhanced password must
include at least THREE of the following:
• One uppercase letter
• One numeric character
• One lowercase letter
• One punctuation character
In addition, an enhanced password must be changed every 90 days. The password must be different from the last five
enhanced passwords used.
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Creating an Administrative User
Follow these steps to set up an employee with administrative rights:
1. At the Employee Information window, after looking up or entering the employee’s information, select
the Privileges tab.
2. Select “Administration privileges”. You will receive a message that a enhanced password is required.
3. Enter a unique login name and password. The password must conform to the enhanced password rules.
To auto-generate an enhanced password, click the plus icon. NOTE: All logins for users with a enhanced
password will be tracked on the Employee Audit tab. To track logins for other employees, select “Show user
access” on the Audit tab for each employee.
Figure 8: Employee Information window.
Employee Status
An employee must have active status (or be an administrator) to login to The Retail Solution. Click the status on the
bottom left corner of the window to change. An employee flagged as “Inactive” will automatically be deleted at the
end of the year.
Employment Information
• If you are using the Time Clock (p. 152), enter the employee’s hourly wage. The Retail Solution’s Time Card
feature (p. 152) uses wage and time clock information to calculate gross wages. This information is also available
to the Report Writer.
• After entering the wage, indicate whether the amount is per hour or per week/month for salaried employees.
• If you are required to pay hourly employees overtime for hours worked that exceed 8 hours per day, select OT
after 8 hours. Otherwise, overtime will only be calculated after the hourly employee has accumulated more than
40 hours in one calendar week.
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Entering Employee Information
• If desired, you can enter hire date, date of last review, and birthdate (used for Birthday Mode in the PowerStation,
p. 87).
Employee Sales Information
The Retail Solution tracks each employee’s total sales, returns, and average ticket information. For a graphic view
of this employee’s sales by month, click the Monthly Sales tab. If desired, you can enter information for prior months
by clicking “History” on this tab.
Commission Information
The Retail Solution uses this information to track the amount of commission earned by each employee.
• Commission Type: Commission can be based on a percent of sales, a flat percent of gross profit, or a variable
percentage based on a profit range. (To enter percentages and ranges, select “Commission Range Values” from the
Options menu.) If no commission is paid, select “None”.
• Enter the Percent of sales or gross profit on which commission is based.
The remaining fields will be computed by The Retail Solution:
C Commission Balance Due: Commission owed to this employee for the current pay period.
• Commission Paid MTD: Commission amount that has been paid to this employee this month.
• Commission Paid YTD: Commission amount that has been paid to this employee this year.
• Sales This Pay Period: The total dollar amount (of items for which commission is paid) sold by this employee so
far this pay period.
Both spiff and commission due for each employee can be viewed using the commission report (p. 149). See p. 56 for
information on entering commission information for inventory items.
Menu Access
This is where you tell The Retail Solution what type of access this employee will have. For example, you might not
want to grant access to the Company Information window to all employees. Use the scroll bar to review the various
menu options. Click the box next to the desired menu option to grant this employee access to the option. A check
mark will appear in the box, indicating that access has been granted. To remove the check mark and deny access, click
in the box again.
C Select Grant Full Access to grant this employee access to all menu options. The employee will be assumed to be
an administrative user, and must have a enhanced password (see above.)
C Select Remove All Access to deny this employee access to all menu options.
C To print a report of this employee’s available menu options, click “Print Access Rights”.
Access Templates
If you have multiple employees with the same set of access rights, you may wish to create one or more access
templates to streamline the process of assigning rights. The template includes all settings on the Menu Access tab
and Privileges tab (following pages).
Follow these steps to create a template:
1. Enter information for the first employee with this set of access rights (including all access settings).
2. From the Options menu select “Menu Access Templates:New”.
3. Enter the name to be used for this template (for example, “Cashier”).
4. Click “Continue”.
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Follow these steps to use a template:
1. Enter all information for the next employee except for Menu Access and Privileges.
2. From the Options menu, select “Menu Access Templates: Load”.
3. Select the template you wish to use from the drop-down list. The employee’s access rights will
automatically be updated to match the template.
4. Changes will automatically be saved when you exit.
Follow these steps to edit a template:
1. From the drop-down list, select an employee whose rights match the template to be edited.
2. From the Options menu, select “Menu Access Templates:Load”.
3. Select the template you wish to edit from the drop-down list.
4. After making the desired change(s), select “Menu Access Templates:Update” from the Options menu.
5. To update access information for other employees with this set of rights, follow the instructions for
using a template above.
Follow these steps to delete a template:
1. Choose any employee from the drop-down list.
2. From the Options menu, select “Menu Access Templates:Load”.
3. From the drop-down list, select the template you wish to delete.
4. From the Options menu, select “Menu Access Templates:Delete”.
Employee Privileges
This tab includes additional access settings, including point-of-sale rights.
Click the box next to the functions you want to allow this employee to perform. A check mark will appear, indicating
that this right has been granted. To remove the check mark, and prevent this employee from using that option, click
again in the box.
C Administration privileges: Select this option to grant this employee rights to access and edit Employee
Information and to view credit card information (if stored).
C Change item price: Select this option to authorize this employee to override an item’s price on a ticket.
C May return items: Select this option to authorize this employee to accept item returns. You must also enter the
maximum dollar amount he is authorized to refund. Enter 0 if unlimited.
C Allow voice authorizations: Select this option to allow this employee to enter a manual authorization for a
declined credit card transaction.
C Void a Ticket? Select this option to authorize this employee to void a ticket. To allow an employee to void a sale
in progress, but not to recall a completed sale and void it, click the words “Void a ticket?”, and then press the
space bar. The label will change to “Void current sale only”.
C Unlock the register: Select this option to authorize this employee to unlock the register (by entering his password.)
C Enter the Maximum Ticket Discount percentage this employee is authorized to give. For example, if this
employee is authorized to give a 20% discount, enter “20”. This will allow the employee to discount individual
items on the ticket. To allow employees to discount an entire ticket by the percentage authorized here, select
“Ask for ticket discounts” from the PowerStation’s “Ticket” menu. If this employee is not authorized to give any
discount at point-of-sale, enter “0” (zero). To prevent employees from discounting a specific inventory item,
select the “No Discount” option for that item (p. 49.)
C Maximum price level to view: Indicate the highest price level this employee is authorized to view.
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C PowerStation/Tablet PIN: If you will be using TRS Tablet (p. 241) you must enter a 4-digit PIN number to be
used for login. This PIN can also be used as a shortcut login for the PowerStation (no administrative privileges will
be available when PIN login is used.) To auto-generate a PIN number, click the plus icon.
C Use the No-Tax option: Select this option to authorize this employee to override customer tax status at point-ofsale.
C View QTY in Stock Status: Indicate whether you want this employee to be able to view the quantity-on-hand at
the Stock Status window (p. 126).
C To prevent an employee from viewing past tickets in the PowerStation, deselect “View past tickets?”.
C No Sale option: Select this option to authorize this employee to open the cash drawer without making a sale.
C May change sales rep initials: Select this option to authorize this employee to change sales rep initials when
ringing up a sale.
C May sell a restricted item: Select this option to authorize this employee to sell an inventory item flagged as
restricted (p. 52).
C Allow Quick Sales: Select this option to allow this employee to skip customer information when ringing up a sale.
C Allow Layaway/Tab Option: Select this option to authorize this employee to process layaway transactions and/or
create a customer tab.
C May exit the PowerStation: Select this option to authorize this employee to close the PowerStation program.
C Access Manager’s Workstation: Select this option to allow this employee access to the Manager’s Workstation.
C Change inventory min/max values: Select this option to authorize this employee to change inventory min/max
settings (p. 51)
C Allow Permanent Price Changes: Select this option to authorize this employee to change inventory prices at the
Inventory Control window or when receiving an order (p. 140).
C Allow drawer to be re-opened: Select this option to allow this employee to re-open a closed drawer before Endof-Day has been run.
C Maximum drawers to open: From the drop-down list, select the number of drawers this employee is able to open
at one time.
C Specify this employee’s report writer access level (p. 180). NOTE: Employees without menu access to the
Report Writer will not be able to run ANY reports.
C Specify this employee’s access level for user-definable buttons in the PowerStation.
C Click “Payment Options” to indicate which payment types this employee is authorized to accept.
Figure 9: Privileges tab.
Audit
This tab displays a security log listing the following transactions for each employee: opening/closing a drawer,
price overrides, refunds and voided items.
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C “Pre-deleted” means an item was deleted from a ticket before the sale was completed. “Current Void” means a
ticket-in-progress was voided. “Voided” means a completed ticket was voided.
C All logins for users with an enhanced password will also be tracked on the Audit tab. To track logins for other
employees, check the box on the Audit tab for each employee.
C To sort the log by a particular field, click the column header. For example, to sort the log by transaction type, click
on the word “Type” at the top of the column.
C The log can be printed.
Employee E-mail Information
To allow this employee to send E-mail (p. 160), enter an E-mail address on this tab. An optional signature line may
be entered. Click “Send E-mail” on this tab to access the E-mail composition window.
Employee Schedule Information
If you will be using the Employee Work Schedule feature, you will need to enter availability information for each
of your employees on the Schedule tab. See p. 149 for more information.
Time Clock Setup
The time clock allows you to track hours worked by each employee. Each employee logs in to a specific user-defined
work function called a House Code. For example, “SALES”, “ORDERING”, “CLEANING”, “BOOKKEEPING”,
“STOCKING”, etc. When an employee changes to a different function, takes a break, or goes to lunch, he logs in to
a new house code. This allows you to track the total time invested in each house code. When the employee is finished
for the day, he selects the end-of-day option and the total paid time will be displayed. Paid time is the total time
worked minus any break time that exceeds the break time allowed. You determine the amount of break time based
on the total hours worked. If your employees will be using the Time Clock, you should set up your house codes and
enter break information(see below). For more information on using the Time Clock, see p. 152.
C If you want the Time Clock displayed automatically in the PowerStation after a few seconds of inactivity, select
“Automatically start Time Clock” under POS Options in the PowerStation Control Room.
C If you want to prevent employees from ringing up sales until they have logged in to the Time Clock, select
“Require Timeclock Login Before First Sale” under POS Options in the Control Room.
C The Time Clock can also run independently; the program is located in The Retail Solution program folder.
House Codes
When your employees log in, they will need to select a house code. This is a 4-character code for the type of work
they will be doing. For example, you might set up house codes for “Sales”, “Stocking”, “Bookkeeping”, etc. When
the employee switches to a different task, he can log out of one house code and into another. If you don’t want to
track different tasks, just enter one generic house code, such as “WORK”. To enter your house codes, from the
Manager’s Workstation Main Menu, select “Employees:Time Clock:House Codes.”
Breaks
An employee’s paid time is the total time worked minus any break time that exceeds the time allowed. You will enter
the amount of break time that an employee will receive based on the number of hours worked. To enter the time
allowed for breaks, from the Main Menu select “Employees:Time Clock:House Codes.” Then click “Break”. In the
“Hours worked” field, enter the number of hours, and in the “Break Earned” field, enter the corresponding number
of minutes of break time earned.
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Figure 11: Break Time setup.
Figure 10: House Code setup.
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Entering Your Inventory
Your inventory is very likely your largest asset. It is important that you take time to think about how you plan to set
up your inventory in The Retail Solution. You should read through this section before entering your inventory, and
note the features that you would like to use.
Figure 12: Vendor Information.
Vendor Information
The first step in setting up your inventory is entering your vendors. A vendor is someone who sells you inventory
items, services, etc. In addition to inventory suppliers, a vendor can also be a utility company, telephone service,
janitorial service, etc.
The information you enter for each vendor will be used when you create purchase orders. Vendor information is also
available to the Report Writer. You can add new vendors at any time; however, you will not be able to add inventory
items for a particular vendor until you have entered that vendor. You can have multiple vendors for one inventory
item. Follow these steps to enter a vendor.
1. Select “Vendors:Add/Update” from the Manager’s Workstation Main Menu.
2. Click “New” at the Vendor Information window.
3. Enter the vendor name and vendor code. The code can be up to 4 characters. NOTE: Do not use the same code
for more than one vendor. If this is a consignment vendor, the code should start with an exclamation mark (!).
All items with a consignment vendor are assumed to be consignment items.
4. Select the vendor type.
5. Enter your account number with this vendor.
6. Indicate whether you want to print purchase orders for this vendor. If this option is not selected, this vendor
will not be displayed on the vendor list at the Create Order window.
7. Enter the payment terms you have agreed upon with this vendor. Be sure to use the correct format: For
example, if the net amount is due in 30 days, with a 2% discount offered if you pay within 10 days, the format
would be: 2% 10 NET 30. If no discount is offered for early payment, you would simply enter NET 30.
8. Enter the vendor address. This information will print on your purchase orders.
9. Enter the name of the contact person(s) with phone and/or email information.
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10. Click the Bill To tab and enter your billing address if it is different than the address you entered in Company
Information. This address will be printed on your purchase orders.
11. Click the Order Status tab and enter your credit limit and minimum order for this vendor. If desired, you
can enter cost of goods this month/year, average ship time, freight and discount information from your records.
These figures will be calculated for you as you create and receive orders using The Manager’s Workstation. A
list of current orders for this vendor can also be viewed on this tab. Additional information for this vendor can
be entered on the Notes tab.
12. The following options can be entered on the Miscellaneous tab:
• Set an optional default order unit/sold unit for items from this vendor. Include the conversion factor. For
example, if the item is ordered in a case of 12, and sold be the each, the “Convert Value” would be 12.
• Enter the preferred shipping method in the “Ship Via” field.
• Enter the F.O.B. location if you want it printed on purchase orders. F.O.B. refers to the location at which
you take possession of the freight and are thus responsible for freight charges from that point on.
• Indicate if you want items not received to be automatically backordered when you receive an order.
• Select “Use landed cost” if you want to include freight charges as part of your item cost.
• If you are using The Retail Solution's General Ledger, you may wish to select “Auto disperse payments”.
If this option is selected, when you enter a payment to a vendor in Your Checkbook, the payment amount will
automatically be dispersed to the oldest invoices.
13. When you are done entering information for this vendor, click “Exit”.
To edit vendor information, click “Search” and select the desired vendor. After making your changes, click “Exit”.
To delete the current vendor, click “Delete”.
Restricted Quantity Vendors
A restricted quantity vendor is one for whom you set a limit on the quantity of items purchased from them that you
keep on hand. Typically, this feature is used with consignment vendors. Once you have set up the feature, when you
receive consignment items from the vendor, you will receive a warning message if the maximum quantity is exceeded.
Follow these steps for setup:
1. Follow Step 1 of Quantity Restricted Items (p. 73) to create an Inventory Group with a quantity
restriction. The unit size specified in the quantity restriction definition will be used for the restricted quantity
vendors.
2. Enter the vendor information.
3. On the Miscellaneous tab at the Vendor Information window, in the “Restricted” field, enter the maximum
quantity on hand for items from this vendor.
Department Information
The next step in setting up your inventory is creating your departments. Departments give you a way to group your
inventory into categories. An End-of-Day sales by department report is available, and you can also use this
information to create reports in the Report Writer. You can add new departments at any time; however, you will not
be able to add inventory items for a particular department until you have entered that department.
Follow these steps to add a new department:
1. From the Manager’s Workstation Main Menu, select “Inventory:Add/Update”.
2. Select “Add a New Department” from the Department menu.
3. Enter a unique Department Name (up to 25 characters) and Department Code (up to 5 characters). The
department code is used in the End-of-Day department sales report.
4. (Optional) Specify the account to which income from items in this department will be posted. If no account
is specified, the default account will be determined by item type (p. 46): Product, Service, or Other.
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5. (Optional) If you have set up different user-definable data headings ( p. 53) for different departments,
select the desired heading group from the drop-down list.
6. Select any of the following settings which will apply to all items in this department: Age Verification,
Special ID, Paid Using Food Stamps, No Further Discounts, Multisite no sync.
7. (Optional) Use the Price Markup feature to set a percent of markup from cost for each retail price level.
• Specify whether you want the markup percentage based on the item cost or retail price on the
• You can specify both a target percentage and a minimum percentage. On the price levels tab, the markup
percentage field will be highlighted in yellow if the price does not meet the target markup, or in red if the price
does not meet the minimum markup.
• Indicate whether you want prices automatically updated when item cost changes, or if you want to
manually update prices.
• Specify the desired rounding option: “Round Up” (to the nearest tenth), “Round Down” (to the nearest tenth)
or Smart Round.
8. If you will be using the Inventory Manager, enter the projected sales growth/decline percentage, as
well as the quarters during which the item is sold. The Inventory Manager (p. 147) will use this
information in conjunction with past quarterly sales figures to help you set appropriate minimum/maximum
quantities for your inventory items.
9. (Optional) After setting up your departments, you can further categorize your inventory by setting
up sub-departments and/or item styles (see below).
Other Department menu options include: editing information for an existing department, and deleting the current
department. Select “Department List” to print a list of existing departments.
Figure 13: Department Information.
Department Markup Formulas
Specify which markup formula you want to use on the Miscellaneous tab in Company Information.
The department markup at retail is based on this accounting formula:
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Markup Percentage = (Retail-Cost)/Retail
• In the following example, the item cost is $1.00, and the desired retail is $2.50. The formula would be:
x (Markup Percentage at Retail) = (2.50 -1.00)/2.50
x = 1.50/2.50
x = .60
The markup percent in this example would therefore be 60%.
• Example #2: Item cost is $3.49. Desired retail is $7.99
The formula is:
x = (7.99-3.49/7.99)
x = 4.50/7.99
x = .56
The markup percentage in this example is 56%.
The department markup at cost is based on this accounting formula:
Markup Percentage = (Retail-Cost)/Cost
• If the item cost is $1.00, and the desired retail is $2.50, we would use the following formula:
x (Markup Percentage at Cost) = (2.50-1.00)/1.00
x = 1.50/1.00
x = 1.5
• If the item cost is $3.49, and the desired retail is $7.99, the formula would be
x = (7.99-3.49)/ 3.49
x = 4.50/3.49
x = 1.29
Smart Round
This feature allows you to create a customized automatic rounding system. You can specify the desired rounding
pattern for a given price range. To enter these values, select “Smart Round” from the Global Settings menu. For each
price range, enter the starting and ending prices, and specify the rounding pattern, or “mask”. For example: “From
.01 to 100.00 Mask ##.#9” would mean that all items with retail prices calculated as 1cent up to one hundred dollars
would be rounded to the nearest 9. So a retail price of $63.70 would be rounded to $63.69. To automatically round
prices up, add the code “U” to the end of the mask (for example, “##.#9U”). To round down, use the code “D”.
Sub-Departments and Item Styles
In addition to using regular departments to categorize items, you can set up sub-departments and item styles for more
detailed categorization. For example, a music store might have a “Classical” department; sub-categories could include
“Choral Music”, “Solo Piano”, “Symphonic”, etc. Item Styles could include “Cassette”, “CD”, “MP3”, etc. Follow
these steps to set up sub-departments and/or item styles:
1. At the Inventory Control window, select “Edit Sub-Departments/Styles” from the “Departments” menu.
2. From the drop-down list, select the department to which you want this list of sub-departments/styles
linked. If you want this list to be available to all departments, select that option from the list.
3. Enter the name of the first sub-department or style on the list and press Enter to jump to the next line.
Up to 500 sub-departments and/or 500 styles can be entered.
4. When you are done entering your list(s), click “Apply”.
5. Repeat steps 1 through 4 to set up lists for other departments.
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To edit sub-departments or styles, follow steps 1 and 2 above to bring up the list. To delete an item from the list,
highlight it and press the Delete key. Click “Apply” to save your changes.
Inventory Groups
Inventory Groups give you a way to group inventory into categories that are not limited by department. For example,
a grocery store owner might have departments set up such as “Deli”, “Meat”, “Frozen Foods”, etc., but might also
want to track total sales of fish products from all these departments. By creating a “Fish” inventory group and
assigning appropriate items from each department to this group, he could then use the Report Writer to create sales
reports for these items. Each inventory item can be included in 2 groups.
Creating an Inventory Group
Follow these steps to create an inventory group:
1. At the Inventory Control window, select “Inventory Group” from the Global Settings menu.
2. Enter the group name (up to 25 characters) on the first blank line.
3. Press Enter to jump to the next line and enter the name for the next group. See Quantity Restricted Items
(p. 73) if you want restrictions on quantities purchased for items in this group.
4. When you are done entering groups, click “Apply”.
Specify the desired group(s) for a particular item on the Miscellaneous tab at the Inventory Control window. Or
use Global Update to specify the group(s) for multiple items at once.
To delete an inventory group name, select “Inventory Groups” from the Global Settings menu. Highlight the group
name to be deleted, and then click “Delete”.
Entering Inventory Items
After entering your vendors and departments, you are ready to enter your inventory items. If you will be entering
inventory information manually, you may want to consider skipping the “Qty on hand” field until all the items have
been entered. Then you can print an inventory list using the Report Writer (p. 177), do a physical count, and update
the quantity on hand using Global Update (p. 145). For information on importing inventory information, see “Data
Import Wizard”, p. 227.
Don’t be overwhelmed by all the options on the Inventory screen; not all of them will apply to all items. This section
will explain what each field means, so you can determine which of your items it will apply to. At the end of this
section, we will give you some general tips for adding items to inventory, as well as tips for entering specific types
of inventory items. Remember that “Inventory” refers to anything that you sell. In addition to physical items,
inventory can include such things as service charges, shipping or delivery charges, tanning sessions, memberships,
etc. If you want to be able to add an item to a ticket in the PowerStation, you must enter it into inventory.
Stock Information
You have several different ways to look up an item at point-of-sale. Our default search format includes the following
fields: stock number, barcode, description, other lookup, vendor and department. You can also create your own
customized search formats with different fields (p. 77). Think about how you want to be able to search for items, so
you can use these fields to the best advantage.
• Stock Number: A unique number or code assigned by you to identify the item. Use any combination of letters or
numbers up to 20 characters. For example, you might use the vendor’s stock number, a book’s ISBN number, or
make up your own code.
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• Barcode Number: Number used to scan the item with an optional barcode scanner. The default is your stock
number. The barcode can be up to 20 characters long. To add up to 10 additional barcodes for this item, after
entering the first barcode, press Enter. Click the barcode field again, enter the next barcode number, and then press
Enter. Repeat the process to add other barcode numbers. (Click the arrow next to the field to view a list of
previously entered barcodes.)
• Click the label icon next to the barcode field to send information for this item to the Print Labels window (p.
142).
• Click the world/UPC icon to look up the item description on the internet using the UPC code.
• Description: (Available to Power Search, p. 77.) This specifically identifies the inventory item: size, manufacturer,
color, etc. Up to 25 characters may be entered for each of the three description lines. To change the label for a
description line, select “Inventory Description and Price Labels” from the Global Settings menu. By default, only
the first line of the description is displayed on tickets. If you want the other lines displayed also, check “Show on
receipt?” under “Inventory Description and Price Labels.”
• Other Lookup: (Available to Power Search, p. 77.) Code words, separated by spaces, that allow you to crossreference an inventory item. A total of 25 characters may be entered in this field. A couple of examples:
1) The code words “girl’s bike” could be used for a several different bikes. A user could then search for an item
by entering the word “bike” (for a list of all bikes), or enter “girl’s bike” for a more specific list.
2) A bookstore might use the author’s name as the other lookup, allowing users to bring up a list of books by a
particular author.
Figure 14: Inventory Control screen showing Pricing tab.
Item Type: (Available to Power Search, p. 77.) Select the appropriate option from the drop-down list:
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Product: A physical inventory item.
Service: Something you do for someone. No Qty-on-hand is tracked.
Other: A Miscellaneous item (p. 73). No Qty-on-hand is tracked.
Discontinued 1, 2, & 3: After the quantity on hand reaches zero, a Discontinued item will be automatically
deleted from the database during the End-of-Month procedure. NOTE: Because the discontinued item may
appear on past tickets, the item will not be deleted until one month after the time period you have specified for
saving invoice history (p. 21). For example, if invoice history is saved for 2 months, a discontinued item would
be deleted from the database during the End-of-Month procedure 3 months after the quantity on hand reaches
zero.
• Index: An item that will request a reference number at the point-of-sale. The reference can be used to recall
the ticket at a later time (p. 62).
• Gas: When you ring up a gas item you will be asked to enter the total price. The Retail Solution will then
compute the quantity sold based on the price you have entered.
• Entry Ticket: When an item of this type is entered on a ticket, an admission ticket will be printed. To use this
feature, you will need to create an event ticket layout (Manager’s Workstation Help topic “Creating an Event
Ticket Layout”) and set up your ticket printer in the PowerStation (PowerStation Help topic, “Event Ticket
Printer Setup.”)
• Comment: A line of text to be printed on the invoice when the stock number for the comment is entered. You
may wish to add frequently used comment items to the PowerStation’s Power Buttons (p. 99) or Power Menu
(p. 96), or make a specific comment item an optional or mandatory “Other item sold with this item” ( p. 52)
for another inventory item.
Department: (Available to Power Search, p. 77.) Select the department for this item from the list.
Sub-Department/Item Style: If you have set up sub-departments and/or item styles (p. 44) within the department
specified for this item, select the appropriate options from the drop-down list.
Vendor: (Available to Power Search, p. 77.) Select the vendor for this item from the drop-down list. Additional
Vendors: After selecting the first vendor, enter the vendor stock number. Then select another vendor and enter the
corresponding stock number for that vendor. The last vendor entered will be the default vendor for this item.
• To view the stock number for a previously entered vendor, select the vendor from the list. The stock
number for the selected vendor is automatically displayed.
• To change the default vendor for an item, select the desired vendor from the drop-down list before exiting.
• To view a list of all defined vendors for an item, select “View All Defined Vendors” from the Vendors menu.
• If you receive quantity break discounts for this item from this vendor, click the words “Vendor Stock
Number” to enter cost/quantity amounts for the current vendor. This information can be viewed when you
create an order, or by selecting “View all defined vendors” from the Vendors menu at the Inventory Control
window.
Vendor Stock Number: This is the number or code of up to 20 characters used by the vendor to identify the item.
This number will appear on the purchase order when it is printed.
Up to 5 pictures can be stored for each inventory item. See p. 240 for information about adding pictures using the
TRS Picture Lab. See p. 144 for information about adding pictures using Global Update.
•
•
•
•
General Information
What is the tax code for this item?: The Retail Solution supports up to 5 different tax levels for inventory items.
Select the correct tax level from the drop-down list. Inventory tax levels are set up in Company Information (p. 19).
In what unit is this item ordered? Each, Box, Case, Gallon, etc. Default is Each. Note: You can specify default
unit size information for items from a vendor on the Miscellaneous tab at the Vendor Information window (p. 41).
In what unit size is this item sold? Each, Pounds, Ounces, etc. Default is Each.
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Number of sold units in each ordered unit?: For example, if you purchase this item by the pound and sell it by the
ounce, enter “16”. If you purchase items in a case of 24 and sell them individually, enter “24”.
Weight: If you are using the “Compute Invoice Weight” option (p. 25), or if you use item weight to determine
shipping charges (p. 74), you must enter the weight of each inventory item in pounds. Enter fractional weights, as
a decimal. For example, 8 pounds, 4 ounces would be entered as “8.25”.
Bin Location: This information is useful for new employees trying to locate an item. If you use your own reference
number to indicate bin location, you can use The Report Writer to create a report of sales by bin location to
determine high-traffic areas of the store. If you use the graphic option, you can view a graphic report, by selecting
“Customers:View Traffic Patterns” from the Manager’s Workstation Main Menu. Follow these steps to use the
graphic option:
1. Select “Allow inventory item graphical location” on the Miscellaneous tab in Company
Information.
2. Create your own store layout diagram using the Windows Paint program or your graphics
program of choice. (Recommended image size is 639 pixels wide by 412 pixels high.)
3. At the Inventory Control window, select, select “Item Location Background” from the Global
Settings menu, and select the background file.
4. To designate/view item location, after entering or looking up the item, click the words “What is
the bin location for this item?” to access the store layout and then click the desired location on the
layout. A red X will mark the specified location. (If your diagram includes your warehouse also, you can
specify the warehouse location by right-clicking on the layout. A “W” indicates the warehouse location.)
To relocate the item on the diagram, just click on the new location. Item location can also be viewed
when checking stock status in the PowerStation (p. 126).
Figure 15: Sample graphic item location.
Substitute Item: (Optional) Enter the stock number for a substitute item to be suggested at point-of-sale if this item
is out of stock. (You must enter the substitute item into inventory before you can enter the stock number here.)
Spiff amount: If employees receive a certain dollar amount as an incentive for selling this item (above and beyond
commission), enter it here.
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Buyer points: If you are using the TRS Rules feature to allow customers to earn points for purchases, you have the
option of entering the number of points to be earned when this item is purchased.
Cost Information
NOTE: If you receive a quantity-based price break on this item when you purchase it from a particular vendor,
you can store that information for reference: Select the vendor from the drop-down list, and then click the “Vendor
Stock No.” label or the “Last Cost” label. Cost break information can be viewed when creating an order (p. 137).
Average Cost: This information is computed for you as you create and receive orders using The Retail Solution.
This field cannot be edited. However, if you adjust the last cost, the average cost will be re-calculated. The Retail
Solution uses a weighted average based on the last 5 or 10 costs/quantities ordered. (Specify which on the
Miscellaneous tab in Company Information.) For example, if you bought 5 at $1.00, 10 at $2.00, and 20 at $3.00, the
average cost would be rounded up to $2.43. To view/edit this information, click the words “Average Cost” next to
the field.
Last Cost: (Available to Power Search, p. 77.) Enter the last cost per sold unit when you enter a new item. After that
it will be automatically adjusted as you create and receive orders using The Retail Solution. Click the field to make
a manual adjustment. NOTE: To include freight charges in item cost, select “Use landed cost” on the Bill To tab
when entering your vendors.
Commission Cost: Since average and last cost may fluctuate, you may wish to enter a fixed commission cost if the
commission amount will be based on a percent of profit. Select the option “Use commission cost to compute
commissions” on the Miscellaneous tab in Company information.
Item Options
NOTE: You can turn on/off default selection of “Available on Web Store”, “Commission Paid” and “Print
Barcode” under the Global Settings menu.
Paid Using Food Stamps: (Available to Power Search, p. 77.) Select this option if food stamps can be used to pay
for this item.
Always Ask Item Quantity: If you selected the option to “Default input mode to fast” on the POS Options tab in
Company Information, you can use this option to override that setting for specified inventory items.
No discount mode: Select this option to prevent users from discounting this item at point-of-sale.
Available on Web Store: (Registered Web Store users only) (Available to Power Search, p. 77.) Select this option
if you want this item included on your store web page.
Commission paid: Select this option if commission is paid to the employee when this item is sold.
Print Barcode: If you print barcode labels when creating or receiving orders (p. 142), indicate whether you want
to print labels a label for this item. (Some items may already come with barcode labels, making it unnecessary to
print your own.) If you do not select this option, information for this item will not be sent to the Label Editor
when purchase orders are created or received.
Warehouse Item: Select this option to indicate that this item should be sent to the warehouse printer when it is sold.
For example, you may send a customer to the warehouse to pick up an item too large to be kept in the store. When
you set up your printers in the PowerStation (p. 87), you will specify the warehouse printer and the desired form.
Quantity Information
Quantity on Order, Date of Last Order, Quantity Backordered: (Available to Power Search, p. 77.) This
information will be tracked for you as you create and receive orders with The Retail Solution. To view a list of
outstanding purchase orders for this item, click the words “Qty on-order”.
Quantity Committed: This refers to the number of items you have on hand that are reserved for specific customers
(for example, on hold or on layaway). This information is automatically updated. “Committed” items will be deducted
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from the quantity-on-hand when calculating which items are below minimum and need to be reordered. By clicking
on the words “Qty Committed”, you can view a list of customers to whom the current item is committed, including
date, ticket number, customer name, quantity, and deposit amount. To sort the list by a particular field, click the
column header. NOTE: If you want inventory items listed on a hold ticket to be flagged as “committed”, select
“Commit Inventory on Hold Ticket” on the Point-of-Sale Options tab in Company Information.
Qty Floor: (Available to Power Search, p. 77.) This is the number of items currently in stock. (Unless you are also
tracking warehouse quantities; see below.) You can enter this information when entering a new item. After that it will
be automatically updated as you make sales and receive orders. (Click the field to make a manual adjustment.) The
background color of this field indicates the difference between the quantity on hand and the minimum stock level
you have set. Red means the current quantity is below minimum. Yellow means the quantity is at minimum.
Qty Warehouse: This field can optionally be used to track the quantity on hand in the warehouse or stockroom.
• The background color of this field changes based on the difference between the quantity on hand and the
minimum stock level you have set. (Be sure to specify the “Minimum quantity percent stored at warehouse”
on the Min/Max tab, p. 51.) If the current quantity is below the minimum, the background color will be red.
If the current quantity is at the minimum, the background color will be yellow.
• If you use this field, the Qty Floor field should not include the warehouse quantity.
• To move quantities from floor to warehouse, you have three options: you can manually adjust the
quantities, select the option to “Auto transfer inventory from warehouse” on the Miscellaneous tab in
Company Information, or use Global Update (p. 146). If the auto-transfer option is selected, when an
item’s floor quantity reaches zero, any additional quantities sold will be deducted from the warehouse
quantity automatically when End-of-Day is run. To manually adjust quantities, click the red/blue arrow
icon next to the fields. At the Floor/Warehouse transfer window, indicate the “From” and “To” locations,
and enter the quantity to transfer. If you are tracking serial numbers for this item (p. 73), select the serial
numbers to be transferred. Click “Post” to complete the transfer.
Lot Information
The Retail Solution gives you the option of tracking up to 11 different lots for each inventory item. This information
can be useful for items with a dye lot number, expiration date, etc. When you first enter your inventory, you will
need to enter lot information for each item. When an order of lot items is received, you will be prompted to enter
new lot information for those items. To enter lot information for the current item at the Inventory Control window,
click the “Current Active Lot” label, and follow these steps:
1. At the Item Lot Control window, click “New”. NOTE: The current quantity on hand will default to “No Lot”
until you begin creating new lots. The quantity assigned to the new lot will be deducted from the No Lot “Qty
Balance”.
2. Enter a unique reference for this lot. Up to 10 characters may be entered.
3. In the “Qty Balance” field, enter the current quantity on hand for this lot. The “Qty Sold” and “Last Sale
Date” will be entered automatically when sales are made.
4. If this lot has starting and ending dates, enter them in the “Starting Date” and “Expiration Date” fields.
As you receive orders for lot items, the “Starting Date” will default to the date the item was received.
5. Specify the item location: Floor or Warehouse.
6. If you want the user to be prompted to enter the lot information when an item is sold, select “Ask for lot
reference during sale”. If you do not select this option, items sold will be deducted from the current active lot.
When all items from that lot have been sold, the next lot on the list will automatically become the current active
lot. To change the list order, click the column header for the field you wish to sort by. For example, to sort the
list by expiration date, click the words “Expiration Date” at the top of the column.
7. Repeat Steps 1-5 for any additional lots.
8. Click “Exit” when you are done entering lot information.
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To edit lot information, highlight the lot you wish to edit on the Item Lot Control window. Then click “Edit”. To
delete the currently highlighted lot, press the “Delete” key.
Current Active Lot: Select the lot that sold items will be deducted from first. After all items from the current active
lot have been sold, the next lot on the list will automatically become the current active lot.
Qty Balance: This is the quantity currently on hand for the current active lot. This field will automatically be
updated as items are sold.
Price Levels
An inventory item may have up to 8 different retail price levels. Price Level 1 is normally the full retail price of the
item. Price levels 2 to 8 (optional) are based on quantity purchased or customer price level (p. 80). NOTE: These
are your selling prices for the item; your cost for the item is entered under “Last Cost”.
• If price levels will be based on the quantity purchased, enter the required quantity in the “Qty break” field.
• To set pricing based on a percentage markup, click “Update price levels using dept values” to automatically
compute prices based on the department markup. Or you can enter the desired percentage for each price level in
the “% Mark Up” field. (Specify whether you want the markup percentage based on the item cost or retail price
on the Miscellaneous tab in Company Information.)
• Under “Pricing Method”, Indicate whether you want prices automatically updated when item cost changes, or if
you want to manually update prices, and specify the desired rounding option: “Round Up” (to the nearest tenth),
“Round Down” (to the nearest tenth) or Smart Round (p. 44).
• You can create a price rule for this item by selecting the appropriate options to complete the statement on the
right side of the Price Levels tab: “Buy (Enter Quantity) at (Select Price Level) get up to (Enter Quantity) more
at (select Price Level or Free).” For example, “Buy 3 at Price Level 1 get up to 5 more at Price Level 2” means
that the first 3 items the customer purchases will ring up at price level 1 and the next 5 of that item will ring up at
price level 2. Check the box next to “Buy” to activate the price rule.
• Double-click any price field to access a calculator.
• To change the name of the price level, select “Inventory Description and Price Labels” from the Global Settings
menu. For example, you might want to change “Price Level 1” to “Retail” and “Price Level 2” to “Wholesale”.
• For information on the “Ask” price feature, see Miscellaneous Items, p. 73.
Min/Max Levels
This information is used to help you maintain optimal stock levels throughout the year. When you create an order,
you will be asked if you want The Retail Solution to find all items for the vendor that are below minimum quantity
(or maximum quantity, depending on what you have specified in Company Information; see p. 24.)
• You can set different Minimum/Maximum quantities for each quarter, or each month. (To switch the view
from monthly to quarterly, click the box with the arrow in the top left corner of the Min/Max table.)
• If you are using the Warehouse Quantity tracking feature (p. 50), be sure to enter the minimum percentage of
the total quantity on hand to be stored in the warehouse.
• Using the Report Writer, you can create a report of all items that are above the maximum. Running this report
on a regular basis can help you track slow-selling items.
• Authorize an employee to “Change Inventory Min/Max values” on the Privileges tab at the Employee Information
window.
The Inventory Manager (p. 147) can be used to help you determine appropriate Min/Max levels based on past
quarterly sales. When you first start using The Retail Solution, you have two options:
• You can enter the min/max quantities for each item, and The Retail Solution will calculate the projected percentage
of sales for each month/quarter based on the quantities you enter.
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• Or, you can enter the projected sales percent for each item, and then use the Inventory Manager to set the
appropriate Min/Max levels for all your items based on your sales projections. The projected sales percent is the
percent of your total year’s sales for the item that you estimate will take place during a given month/quarter. Make
sure the percentages you enter add up to 100%!
After you have been using The Retail Solution for at least a year, you can recalculate the projected sales percentage
based on actual sales. Use the Inventory Manager to reset Min/Max levels using the updated percentages. NOTE:
If you do not want Min/Max levels for this item updated by the Inventory Manager, select “Lock Min/Max
values”.
History
This tab contains sales history for the item, which will automatically be updated as you make sales.
Miscellaneous Inventory Information
• Warranty period: If this item has a warranty period, indicate the number of days, months or years. You must
specify a warranty period for serialized items if you wish to use the serial number tracking feature (p. 73).
• Other item sold with this item: Enter the item stock number. A padlock icon will be displayed next to the field.
If you want the add-on item to be mandatory (automatically added to the ticket when the item is rung up), leave
the padlock in the “locked” position. If you want the add-on item to be optional (the user will be prompted to
mention it as an option at the point-of-sale), click on the padlock icon to change it to the “unlocked” position. Only
one “other item” will be added, regardless of the quantity of the first item.
• Inventory G/L Income Account: Specify the account to which sales income from this item will be posted.
• Add-On Sale Recommendations: Enter a suggested add-on item (description), and employees will be prompted
to suggest the add-on at point-of-sale. For example, if the current item is a flashlight, your add-on sale
recommendation might be batteries. Up to 35 characters may be entered.
• Inventory Group: If you are using the Inventory Group feature (p. 45) select the desired group for this item.
• Age Verification/Special ID: See p. 62.
• Get Qty from scale: Select this option if this item will be weighed on a scale to determine the price and you want
The Retail Solution to automatically enter the weight in the quantity field at point-of-sale.
• Select Qty from scale: Select this option if you do not want the weight of the item automatically entered as soon
as it is weighed. For example, if a customer asked for half a pound or “three dollars worth” of something, you
could keep adding to the amount on the scale until it reached the desired weight or price, and then press F1to post
the corresponding quantity to the ticket.
• Print Product ID Label: Select this option if you want a label to be printed for this item when it is sold. This can
be useful for bulk items such as candy, coffee, deli items, or pet food. The label can be printed when the item is
added to the ticket or at the end of the sale. If you select this option, you will need to create a Product ID label
layout (p. 193), and set up the label printer in the PowerStation Control Room (p. 92). The label can include the
stock number, barcode, price, quantity, ticket number, ticket date, customer name, customer lookup, user-text, store
name, your logo, etc.
• Restricted Item: Select this option to prevent unauthorized employees from selling this item. Grant an employee
rights to sell a restricted item on the Privileges tab at the Employee Information window.
• Activate tip option: Select this option if you want the user prompted to enter a tip at point-of-sale when this item
is included on a ticket. When setting up your payment types, you must also select “Tip” in the “Card” column for
your credit card payment types (p.16).
• Ask Unit Item: If you have an item that is sold both individually and in larger units such as a six-pack or case, you
can enter the price and quantity information for each unit size by clicking this button. See p. 55 for more
information.
• Case Break Item: Click this button to set up a case break item. (See p. 54.)
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• Computed Item: See p. 57.
• Shipping Item: Select this option to set up shipping rates based on ticket total, total item weight or total number
of items. See p. 74 for more information.
• Delivery Item: See p. 59.
• Rental Item: (Registered Rental Module users only.) Click this button for rental item setup.
• Kit Item: See p. 62.
• Trade-In Item: See p. 76
Sales Graph
This tab displays monthly sales information for the item in graph format. Four different graph formats are available.
Click the circle next to the type of graph you wish to view.
Sale Info
Click this tab to view or enter sale prices for this item for a designated time period. You can enter two sets of sales
dates/prices. For more information, see p. 120.
Notes
(Available to Power Search, p. 77.) On this tab, you can store up to 10 lines of additional information for each
inventory item. To edit line captions, select “Inventory Description and Price Labels” from the Global Settings menu.
You can also specify the data type: Text, Money, Number, Date, Check Box, or List. If you select List, you will be
prompted to create a list of options for the user to select from. To set up lists of specific line captions for each of
your departments, follow these steps:
1. From the Global Settings menu, select “Inventory Description and Price Labels”.
2. Click "New". You will be prompted to enter a unique name for this group of line captions.
3. For each “User Field Name” line, enter the desired caption and select the desired data type from the list.
4. To create another list, repeat steps 2-4.
5. When you are done entering lists, click “Done” to save and exit.
To link a group of line captions to a department, select the appropriate group name from the “User-Definable
Data” list on the Department Information window (p. 42).
Tips for Adding New Items
• Click “New” (in the Controls area of the screen). The message to the right of the stock number field will confirm
that you are now in “Add mode”.
• To move to the next field, press Enter or Tab, or simply click on the desired field.
• When in “Add Mode”, if you enter a stock number that is already being used for another item, that item will
be displayed. If you prefer to receive a warning message instead, select “Inventory Description and Price Labels”
from the Global Settings menu, and then select “Show error on duplicate inventory item” at the bottom of the
window.
• If you don’t already have stock numbers for your inventory, you may wish to use the Auto Generate feature.
At the “Stock Number” field, press the Spacebar key and The Manager’s Workstation will bring up the next
available sequential 13-digit number. To customize the stock number format, select “Auto-generate stock number”
from the Global Settings menu, and then select the desired format from the drop-down list. The codes are defined
as follows:
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A, B, C, D, E, F
The letters A through F
VVVV
Vendor code
ZZZZZ.....
Zeros, with the next available sequential number at the end
MM
Month the item was entered into inventory
DD
Day the item was entered into inventory
YY
Year the item was entered into inventory
• You can also use a word as a stock number (e.g. “GAS” or “SHIPPING”).
• To auto-lookup item description from the item's barcode using the internet, select “Lookup description using
UPC” from the Global Settings menu. The UPC icon will be displayed next to the barcode field.
• The Ditto button (under “Controls”) allows you to save time when entering similar items. After entering and
saving the first item, enter the stock number and any other information specific to next item, and click “Ditto” to
copy the remaining information from the previous item.
• Select “New” to enter the next item or “Exit” if you are done entering items. The information for the current
item will automatically be saved.
• For information on printing barcode labels, see p. 142.
• For information on creating a physical count report, see p. 177. For information on entering the quantity on
hand using global update, see p. 145.
Special Types of Inventory
Items sold by the each AND by the case, 6-pack, etc.
Option 1: If the Case item has a different barcode/stock number than the Each item, enter the Case and
Each items separately and use the case break feature to link the two.
Option 2: Enter one item and use the eight price levels to set different prices based on the quantity
purchased. For example, a customer would receive price level 1 ($1.25 each) when one item
is purchased, or price level 2 ($1.00 each) when a quantity of 6 is purchased.
Option 3: Use the Ask Unit feature to enter a flat price for each quantity purchased. For example, one
at $1.09, a 6-pack at $4.59, a 12-pack for $8.00, etc. (Useful when all unit sizes have the
same barcode/stock number)
Case Break Items
This feature allows you to track inventory sold by the case when it is broken down into “eaches” for individual sale.
The Case and Each items are entered as separate items with their respective stock numbers and pricing. Once you
have linked the two items, after the quantity-on-hand of the Each item reaches zero, and End-of-Day has been run,
The Retail Solution will automatically decrease the quantity-on-hand of the Case item by one, and increase the
quantity-on-hand of the Each item by the number of individual items in the case. For example, if your Case item was
a six-pack, the quantity-on-hand for the six-pack item would be reduced by 1, and the quantity-on-hand for the
individual can item would be increased by 6. Follow these steps to link the two items:
1. When you enter the Case item into inventory, enter “1” for “Number of sold units in each ordered unit”.
2. When you enter the Each item, click on the “Number of sold units in each ordered unit” label. (Or click
“Case Break” on the Miscellaneous tab.) You will be prompted to enter the stock number of the Case item.
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3. When you have entered the correct stock number, click “Continue”. The cube-shaped Case Break icon will
appear next to the field.
4. In the “Number of sold units in each ordered unit” field, enter the number of individual items contained
in the Case item.
Figure 16: Sample Setup for Ask Unit item.
Ask Unit
If you have an item that is sold both individually and in larger units such as a six-pack, case, etc., you can use this
feature to enter different prices for each unit size. For example, you might sell cans of soda individually for 99 cents,
in a 6-pack for $3.99, and in a 12-pack for $5.99. If you are using the Ask Unit feature, when you scan (or enter) the
item on an invoice, you will be prompted to select the unit size (Each, 6-pack or 12-pack) the customer is purchasing.
Creating an Ask Unit Item
1. When you enter the item into inventory, leave the 8 price levels blank, unless they correspond to the unit
quantities/prices.
2. Click “Ask Unit” on the Miscellaneous tab.
3. For each size unit, (including “Each” or individual items), enter the Unit Name (for example, “6-pack”),
Quantity (for example, “6”), and Unit Price. To auto-fill the first 8 lines with price level information, select
“Auto link with price levels”.
4. If you want the quantity of individual items for each unit size displayed on the customer’s receipt, select
“Show actual quantity.” For example, you might want the quantity for the 6-pack item to display “6” instead
of “1”.
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Items Sold by the Square Foot/Square Inch
• For items sold by the square foot, you can use the PowerStation’s “Compute Square Footage” option. When you
enter the item into inventory, you will enter the retail price per square foot. When you ring up the item and are
prompted to enter the quantity, select “Compute Square Footage” from the Ticket menu. (If you have selected Fast
mode as your default, you can use the arrow keys to move to the quantity field or click on the quantity field.) You
will be prompted to enter the height and width in inches. Square footage will automatically be calculated and
entered in the quantity field.
• For items sold by the square inch, you may wish to create a Power Window that will prompt the employee to enter
the dimensions and then automatically calculate the total quantity. See “User Input Value Object” (p. 104) and
“Power Window Quantity and Price Formulas” (p. 105) for more information.
Items Sold by Weight
If your POS system includes an electronic scale, you can specify that you want the item quantity based on the scale
reading when the item is entered at point-of-sale by selecting “Get Qty from scale” on the Miscellaneous tab. The
option “Select Qty from scale” (also on the Miscellaneous tab) can be used instead if you do not want the weight
of the item automatically entered as soon as it is weighed. For example, if a customer asked for half a pound or “three
dollars worth” of something, you could keep adding to the amount on the scale until it reached the desired weight
or price, and then press F1 to post the corresponding quantity to the ticket.
If you have a scale that prints barcode labels that include both item stock number and price, follow these steps
to set up the Barcode Breakout definition so that The Retail Solution can correctly calculate the quantity when the
item is scanned.
1. At the Inventory Control window, select “Barcode Breakout” from the Global Settings menu.
2. Enter the starting position (the position of the first character of the stock number) for the stock number
and the total number of characters devoted to the stock number.
3. (Optional) If the barcode includes an item description, enter the starting position for the description and
the total number of characters devoted to the description. When you enter the inventory item into The
Retail Solution, substitute the code “&D” for the portion of the description supplied by the scale barcode.
4. Enter the starting position for the price, and the total number of characters devoted to the price.
5. Click “Test” if you wish to scan a sample barcode to check your settings.
6. Click “Apply” when you are done.
Commission Items
• In addition to entering the type and percentage of commission for each employee (p. 35), you must specify the
inventory items on which commission will be paid. When you enter your inventory items, check the
“Commission Paid” box under “Item Options”.
• If commission will be based on a percentage of profit, you may wish to enter a “Commission Cost” amount
under “Item Cost”, and select the option “Use commission cost to compute commissions” on the Miscellaneous
tab in Company Information (p. 15). (Since average cost and last cost may fluctuate, using the commission cost
allows you to pay your employees a standard commission on each item.)
Spiffs
When you enter the inventory item, specify the spiff dollar amount under “General Information”. Specify the G/L
expense account to which you want spiff expenses posted on the Miscellaneous tab in Company Information (p. 15).
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Figure 17: Sample percentage discount Computed Item.
Computed Items
There are two types of computed items. A computed item can be used to add a percentage discount or surcharge
to a ticket. For example, you might use a computed item to ring up a coupon discount or a surcharge for payment by
credit card. The percentage can be based on department, the highest priced item, the last item on the ticket, or the
ticket total. You can also use a computed item to discount a group of items so that the total comes out to a specific
price. For example, you might offer a special of any 5 items for $9.99. After entering the 5 items on the ticket, you
would enter the computed item, and the appropriate discount would be calculated. (For dollar-discount coupons, see
Discount Items, p. 60.)
Setting up a Percentage Computed Item
1.
2.
3.
4.
Follow steps 1-6 for entering a miscellaneous item (p. 73).
Click “Computed Item” on the Miscellaneous tab.
Enter the percentage for this computed item.
Specify the criteria to be used to calculate the amount of the discount/surcharge:
• Percent of department: Includes all items on the ticket from the designated department. Select the desired
department from the drop-down list.
• Percent of highest priced item: Select “Use same department as item” if you want the discount amount
reflected in your department sales.
• Percent of last item: “Last” means the item entered on the ticket just prior to the computed item. Select
“Use same department as item” if you want the discount amount reflected in your department sales.
• Percent of ticket total: Includes all items on the ticket.
5. Indicate whether the computed item should be negative (deducted from the ticket total rather than added.)
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Setting Up a Group Discount Computed Item
1.
2.
3.
4.
Follow steps 1-6 for creating a Miscellaneous Item (p. 73).
Click “Computed Item” on the Miscellaneous tab.
Select “Group Discount”.
Enter the total amount for the group price. For example, if you want the total price when the customer buys
5 items to be $9.99, you would enter “9.99.”
5. Enter the maximum dollar amount of discount allowed.
Figure 18: Sample Group Discount Computed Item
Consignments
A consignment is an item that you sell in your store that is owned by someone else. We call that “someone else” a
consignment vendor. When the consignment item is sold, a percentage goes to you and the remainder goes to the
consignment vendor. Once you set up your consignment vendors, The Retail Solution allows you to track
consignment items from the time they are received to the time you pay the vendor the amount due for sold items.
• All items with a consignment vendor are assumed to be consignment items.
• Your Last Cost for the item will be the amount paid to the consignment vendor when the item is sold.
• You can create your own customized consignment reports using the Report Writer. The Consignment report
source includes fields such as “Date Sold”, “Description”, “Extended Retail”, “Extended Cost”, etc. You may wish
to add conditions to your report to limit it to a particular vendor and/or date range.
• For information about receiving consignment items into inventory, viewing status, and paying consignment
vendors, see “Managing Consignment Inventory,” p. 143.
Setting Up a Consignment Vendor
To set up a consignment vendor, follow these steps:
1. From the Main Menu, select “Vendors:Add/Update”.
2. Click “New” at the Vendor Information window.
3. Enter the Vendor Name and Vendor Code. Use only 3 characters for the code.
4. Select “Consignment” for the vendor type. An exclamation mark will be added to the beginning of the vendor
code to indicate that this is a consignment vendor For example, Carol A. Clark's vendor code could be “!CAC”.
5. Continue with Step 5 of adding a vendor (p. 41).
Count Items
If you are using The Retail Solution’s Count Tracking feature (p. 27), you will need to create an inventory item for
each package that you sell, and one inventory item that will decrease the count by one. Follow the steps for creating
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a miscellaneous item (p. 73). If you enter a retail price for the item to decrease the count, the customer will be
automatically charged that price if their current count balance is zero.
Delivery Charges
If you offer a delivery service, you will want to create at least one delivery item to handle delivery charges. Pricing
is based on distance. When you ring up the delivery item at point-of-sale, you will be prompted to enter the delivery
address and select from available delivery dates. On the delivery date, you can print a list of items to be delivered,
including customers’ names and addresses, as well as special handling instructions or detailed directions. In addition,
Microsoft Mappoint users can print a map of the optimal delivery route. (If you will be using Mappoint, select the
Mappoint option on the Miscellaneous tab in the PowerStation Control Room.)
If you have multiple delivery trucks, you should create a separate delivery item for each truck. (For example, you
might set up separate items for “East Side Delivery” and “West Side Delivery”. Follow these steps to set up a
delivery item:
1. At the Inventory Control window, click “New”.
2. Enter the stock number. For example, “DELIVERY”.
3. Enter the description for the item. If you want to be able to type in the description when you ring up the item,
enter an asterisk (*) for the description.
4. Select Item Type “Other”.
5. Select the desired department.
6. Select the vendor for this item.
7. On the Miscellaneous tab, select “Delivery Item”.
8. At the Delivery Item Setup window, specify how the delivery distance will be entered. Mileage will be used
to calculate zone-based pricing. You can use Microsoft Mappoint, or enter the mileage manually.
9. Specify the number of deliveries that can be made in one day.
10. Select the days of the week that deliveries will be made.
11. For each of your delivery zones, enter the following:
• Zone Descripton: This will be displayed as the item description on the customer’s receipt. For example,
“Zone 1 Delivery”.
• Max. Miles: This is the maximum number of miles (one-way) from your store that would be included in
this delivery zone.
• Cost: This is your estimated cost (gas, driver wages, van upkeep, etc.) for a delivery within this zone.
This figure is used to calculate profit.
• Charge: This is the price your customer will pay for delivery within this zone.
12. When you are done setting up your delivery item, click “Exit”.
Editing a Delivery Item
To remove delivery information from this item, after recalling the item, click “Delivery Item” on the
Miscellaneous tab, and then click “Delete”. To remove this item from inventory, after recalling the item, click
“Delete” in the Controls section of the Inventory Control window.
Scheduling a Delivery
Follow these steps to charge for and schedule a delivery:
1. When you ring up the delivery item, enter/update the customer’s address information and distance to
the delivery location in miles, as prompted. (If you are using Mappoint, the mileage will automatically be
calculated for you when you get to the “total oneway miles” field.)
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2. Select the desired delivery date from the available (highlighted) dates on the calendar. Use the scrollbar
to access future months.
3. Additional information, such as specific handling instructions, cross street information, etc., can be
entered under “Delivery instructions...”.
4. Press F10 “Schedule” when you are done. The appropriate delivery charge (based on mileage) will
automatically be added to the ticket. The ticket will also display the scheduled delivery date.
Printing a Delivery List/Route
1. From the Shipping menu, select “Deliveries Out”.
2. Select the date for which you want to view/print scheduled deliveries. The default is today's date.
3. If you have more than one delivery item, select the item that corresponds to the desired truck/route from
the drop-down list.
4. Click the deliveries to be included in this route to highlight them. To include all, select “Auto-select all
deliveries”.
5. (Mappoint users only) Select “Route” to print a map of the optimal delivery route.
6. To print the delivery address/instruction list for the currently highlighted items, select F1 “Detail”. At
the detail window, press F1 to print the list or F3 to view/print a stock needed report for this delivery.
Click F2 to return to the delivery list.
7. Click “OK” to exit. You will be given the option of printing invoices for the selected deliveries. (Specify
the delivery invoice printer and form on the Printer Setup tab in the Control Room, p. 87.)
Discount Items
If you regularly offer dollar or cents-off discounts to your customers, you may wish to create one or more inventory
items to allow you to ring up the discount as a line item. Follow these steps:
2. Enter the stock number. For example, “COUPON” or “DISCOUNT”. Keep a list of discount item stock
numbers near the register for reference, or add them to the Power Menu. (p. 96).
3. Enter the item description (for example, “New Customer Coupon”). If you want to be able to type in the
description when you ring up the item, enter an asterisk (*).
7. Enter the discount price(s) preceded by a minus sign (-). If you want to be able to enter the price at pointof-sale, select “Click here to ask price during sale”, and enter 0 (zero) for the “percent amount that will be
subtracted from the price entered to compute the item’s cost”. Check the “coupon or discount” box, and the price
will automatically be entered as a negative amount on the ticket.
Gas
Select “Gas” for the Item Type (p. 46). When you ring up this item you will be asked to enter the total price. The
Retail Solution will then compute the quantity sold based on the price entered.
Gift Certificates and Gift Cards
• You can create a miscellaneous item (p. 73) for each denomination you sell, (for example, $5, $10, $25) or select
the “Ask” option on the Price Levels tab and The Retail Solution will ask for the price at the point-of-sale.
• If you have several gift certificate items, you may wish to create a Gift Certificate department.
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• The tax type should be “No Tax”.
• If you entered a price for the gift certificate item, enter the same amount for the last cost. If you are using the
“Ask” feature for the price, enter 0 (zero) for the “percent amount that will be subtracted from price to compute
cost.” Your profit will be determined by the items purchased.
• Be sure to enter “Gift Certificate” as a payment type (p. 16).
Gift Cards
The Retail Solution allows you to use cards with a serialized magnetic strip as gift certificates. The gift card serial
number can be up to 30 characters. When the card is purchased, it is loaded with a specified dollar amount of credit.
As purchases are made, The Retail Solution tracks the amount of credit remaining on the card until it has all been
spent, or the card has expired.
Creating a gift card inventory item:
NOTE: If your gift cards are activated and redeemed via your credit card processor, just complete steps 1-4.
1. Enter the gift card item into inventory as you would a gift certificate. You only need to enter one gift card
item; the value can be entered for each serial number in Company Information (see Step 5) or when the card
is sold.
2. Set up a “Gift Card” payment type (p. 16). Enter “Gift Card Number” in the “Ask for First” field.
3. Click “Gift Cards” on the Payment Types tab in Company Information.
4. Enter the stock number for the gift card item, and select the gift card payment option from the
drop-down list.
5. Enter the serial number for the first card. The Retail Face Value can be entered now or at point-of-sale
when the card is sold.
6. (Optional) Enter the number of months until this card will expire.
7. If the card has already been activated, enter the current remaining balance. Otherwise, leave the field
blank; it will automatically be updated as cards are sold and redeemed.
8 Repeat steps 5-7 for the remaining cards. (If all information is the same as the previous card, select “auto
copy last entry info” from the Options menu after entering each serial number.) Click “Apply” when you are
done.
To add more cards at a later date, just scroll down to the next blank line and enter the next card. To delete
depleted cards, select “remove used cards with zero balance” from the Options menu.
Using Gift Cards
After completing Gift Card setup in The Manager’s Workstation, you can activate (sell), redeem, or check card status
in The PowerStation.
• Activating a Gift Card: When ringing up a sale, enter the stock number for the gift card item. When prompted,
scan the card to enter the serial number. If the value was not designated during setup in The Manager’s
Workstation, you will be prompted to enter it now. Once you complete the sale, the card is activated, and can
immediately be used to make purchases.
• Redeeming a Gift Card: At the end of the sale, select the gift card payment type and scan the card when
prompted. The amount will automatically be deducted from the card balance, and the remaining card balance will
be displayed. If the purchase exceeds the card balance, you will be prompted to enter another payment type for
the balance. NOTE: If you void the sale on which the gift card is redeemed, you must manually adjust the value
in Company Information.
• Viewing Card Status: To view current balance and a list of card transactions, select “Show Gift Card
Transactions” from the Customers menu. After you scan or type in the card number, information for that card will
be displayed.
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ID Required
If you sell items such as alcohol, tobacco, or guns, which require age verification or a special permit, The Retail
Solution can be set up to request the appropriate ID number at point-of-sale. To customize the age or ID
requirements, follow these steps:
1. At the Inventory Control window, select “Verification Settings” from the Global Settings menu.
2. Select the option you wish to customize. You can set up two different sets of requirements for each category
of ID. For example, you might set “Age Verification 1” to 18 for tobacco, and “Age Verification 2” to 21 for
alcohol.
3. For the Age Verification options, enter a label for each type of verification (for example, “Driver’s
License”), and also the minimum age required for purchase. For the “Special ID Check”, enter the label
(for example, “Permit Number”.) Up to 15 characters can be entered for the Special ID number at
point-of-sale.
4. (Age Verification only) Complete setup in the PowerStation Control Room for each station. Under
“Miscellaneous Options” on the POS Options tab, select the desired option:
• Select Ask if you want the user to be prompted to enter the customer’s birthdate.
• Select Show if you want the most recent eligible birthdate for this purchase displayed; the user
must acknowledge that the customer was born on or before this date.
• Select None if you do not want to use this feature on this station.
To set up this option for a specific inventory item, follow these steps:
1. At the Inventory Control window, bring up or enter the desired item.
2. On the Miscellaneous tab, select the ID requirements for this item. If you select one of the Age
Verification options, the clerk will be prompted to verify the customer’s birthdate when this item is entered
on the ticket. The clerk will receive a warning message if the age entered does not meet the specified
requirement. The Special ID options will require entry of a permit or license number of up to 15 characters.
The Special ID number will be stored as a comment on the ticket. If desired, you can combine the Age
Verification and Special ID requirements. For example, you might want both the customer’s age and driver’s
license number to be required. NOTE: After the first ID request, the user will not be required to re-enter the
same ID for subsequent items on the ticket that have the same verification requirements.
Index Items
An index item is not something that you sell. It is an item that can be added to a ticket to allow you to enter a
reference number that can be used to recall the ticket at a later time. For example, you might want to be able to
reference a ticket by the tracking number used to ship the merchandise. Here’s an example of how you might create
an index item for this purpose:
1. Enter the stock number (for example, “TRACK”).
2. Select “Index” for the item type.
3. Enter the description (for example, “TRACKING NO.”). The description is limited to 15 characters.
When you add this item to your ticket at the sales screen, you will be prompted to enter a reference number, which
can be up to 9 characters. To recall the ticket using the reference number, use the F7 Ticket option and enter the
reference number as the ticket number. (See p. 127 for more information on recalling tickets.)
Kits
A kit is a group of items that are sold as a package. You can have one total price for the package, or prices for
individual items can be listed separately. Prior to creating a kit, all items to be included in the kit must be entered into
inventory. The Retail Solution supports 4 different types of kits:
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• A Select kit is a group of related items that the user can select from at point-of-sale. For example, a hair salon
might set up a select kit with a list of service items such as “Wash”, “Cut”, “Condition”, “Blow-Dry”, etc. The
clerk can quickly select the options desired by the customer, which will automatically be added to the ticket.
• A Dynamic kit has a preset list of components which are deducted from inventory when the kit is sold. The kit
can be edited and substitute items entered at point-of-sale.
• A Static kit is an inventory item made up of a group of other inventory items. When the kit item is assembled,
quantity-on-hand for the kit item is increased, and quantity on hand for each component item is reduced.
• A Tracked kit is a Static kit with serial/lot number tracking for the kit itself and its components.
Figure 19: Sample Select Kit setup.
Creating a Select Kit
Follow these steps to create a Select kit.
1. At the Inventory Control window, select “Add a New Kit” from the Kits menu.
2. Enter the kit Name. This will be displayed at the top of the Select Kit window at point-of-sale.
3. Choose “Select” for the kit type.
4. Enter a unique Lookup code for this kit. The Lookup code is entered in the stock number field to access the
Select Kit window. Make sure that the code is not identical to one of your existing stock numbers.
5. Type in the stock number of the first item to be included in the list, and press Enter. The description and
price will be entered automatically.
6. Enter the quantity of this item to be added to the invoice when it is selected.
7. Check the price settings:
• The price listed should be the price per item.
• To override the price currently displayed, double-click the price field and enter the new price. Or enter a
percentage discount for the item in the Discount % column.
• If you want the price of this item to be locked (it will not be changed unless you edit it here), check the box
in the O column.
8. Repeat steps 5-7 for any additional items. Do not leave blank lines between items.
9. When all items have been entered, click “Apply”.
To edit a Select Kit, from the Kits menu select “Edit a Kit”. Select the kit you wish to edit from the drop-down list.
When you are done making changes, click “Apply”.
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Figure 20: Select kit at point-of-sale. The checked
items will automatically be added to the ticket.
Figure 21: Sample Dynamic Kit Setup.
Creating a Dynamic Kit
Follow these steps to create a Dynamic kit:
2. Enter the kit Name. The kit name will appear in the description line on the invoice.
3. Choose “Dynamic” for the kit type.
4. Enter a unique Lookup Code for this kit. The code must not be the same as one of your existing stock
numbers. The Lookup Code is entered in the stock number field at point-of-sale to access the Select Kit
window.
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5. (Optional) If you are using the TRS Rules feature to track frequent buyer points (p. 123) based on
customer purchases, enter the point value for this kit. Individual items purchased within a kit will not
accumulate points.
6. Type in the stock number of the first item included in the kit, and press Enter. The description and price
will be entered automatically.
7. Check the box in the Show column if you want this item to be displayed on the invoice as a line item.
Otherwise, this individual item will not be displayed on the ticket.
8. Enter the quantity of this item to be included in the kit.
9. Check the price settings:
• The price listed should be the price per item.
• To override the price currently displayed, double-click on the price field and enter the new price. Or enter
a percentage discount for the item in the Discount % column.
• If you want the price of this item to be locked (it will not be changed unless you edit it here), check the box
in the O column.
• If you want the price for this individual item displayed on the ticket, check the box in the S column. If you
want only one total price displayed for the kit, do not select this option for any of the individual items.
The prices listed for each item will be added together and displayed on the line with the kit name.
Figure 22: Sample Dynamic kit as it will appear at point-of-sale.
10. (Optional) Enter a Search Key for the item. The Search Key allows you to reference a list of substitutes
for the item at point-of-sale. In the “Search Key” field, enter the Other Lookup (p. 46) keyword(s) to be
used to reference the substitute items. Up to 15 characters may be entered. When you edit a kit at point-of65
sale (see below), you can view a list of substitute items that have the Search Key as part of their Other
Lookup.
11. Repeat steps 6-10 to enter the remaining items for this kit. NOTE: You can also add comment lines
by entering an asterisk (*) in the stock number field. Be sure to check the “Show” option if you want the
comments to print on the ticket. Do not leave blank lines between items.
12. When all items have been entered, click “Apply”.
Editing a Dynamic Kit
In Inventory Control:
Select “Edit a Kit” from the Kits menu at the Inventory Control window. Select the name of the kit you wish to edit
from the drop-down list. When you are done making changes click “Apply”. To delete the kit, click “Delete”.
At Point of Sale:
You can also make changes to a Dynamic kit at point-of-sale. After entering the kit item on the ticket, use the arrow
keys to highlight the kit item and then press Enter. An edit window with a list of kit components will be displayed.
• To access a list of substitutes for an item, highlight the desired item and press F3. (This list includes all items
that match the search key criteria you specified when setting up the kit.)
• Authorized employees can change item prices and quantities.
• You can also add items (F1) or delete items (F2).
• To increase the quantity of kits on the ticket, press F5.
• When you are done making changes, press F6 to return to the ticket.
Figure 23: Sample Static kit setup.
Creating a Static or Tracked Kit
Part 1: Creating the kit item
Before creating the kit, all component items must be entered into inventory. For tracked kits, be sure to set up serial
number tracking, and enter serial numbers and/or lot information for the components. Since these types of kits have
their own quantity-on-hand, you must first create an inventory item for the kit itself. Leave the quantity fields blank;
these will be filled in automatically when you assemble the kits.
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• Leave the cost field blank. The kit cost will be automatically calculated each time you assemble kits.
• Be sure to enter the retail prices on the Pricing tab. Unlike Dynamic kits, Static and Tracked kits have a fixed retail
price.
• If the kit item will have its own serial number (component items can each have their own serial number), be sure
to specify the warranty period on the Miscellaneous tab. You will be prompted to enter a serial number for each
kit item when they are assembled.
• If you enter Min/Max levels for the kit item, they will be displayed when you assemble the kits so you know how
many you need to assemble at that time.
Part 2 Linking the kit item to its components
After creating the kit inventory item, follow these steps to specify the component items:
2. Enter a unique kit Name.
3. Choose the appropriate kit type.
4. In the “Linked To” field, enter the stock number for the kit item.
5. Type in the stock number of the first item included in the kit, and press Enter. The description and price
will be entered automatically.
6. Enter the quantity of this item to be included in the kit.
7. Repeat Steps 5-6 for the remaining items in the kit.
8. If you are ready to assemble kits now, proceed with Step 3 below. Otherwise, click “Exit”.
Figure 24: Sample Static kit assembly.
Part 3 Assembling kits
After entering the kit item and linking it to its components, you are ready to assemble kits. Any time you want to
increase the quantity-on-hand for the kit item, you will repeat the kit assembly procedure.
To assemble Static kits, follow these steps:
1. At the Inventory Control window, select “Edit a Kit” from the Kits menu.
2. Select the name of the kit from the drop-down list.
3. Click “Assemble”. The Kit Assembly window displays the Min/Max levels you have set for the kit item, as
well as the maximum number of kits that can be assembled based on the current quantity-on-hand of each
component item.
4. Type in the number of kits you want to assemble at this time, and press Enter. The box in the upper right
hand corner will display the kit items in a numbered sequence. The box below will display the corresponding
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components for each kit item, grouped by color.
5. (Optional) In the kit item box, select which kits you want in the warehouse under “Location”. The
location default for all kit items is “Floor”.
6. Scroll through the list of kits and corresponding kit components to verify that there are no errors. Items
with potential errors are highlighted in red.
7. When you are satisfied that the kits are assembled correctly, click “Post” to complete kit assembly. (If
you want to proceed with assembly despite errors, select “Override”.) At this point, quantity-on-hand for each
kit component will be reduced, and quantity-on-hand for the kititem will be increased. If you want to break
the kits back down into individual components, follow the steps for disassembling a kit below.
Figure 25: Sample Tracked kit setup.
Figure 26: Sample Tracked kit assembly
To assemble a Tracked Kit, follow these steps:
1. Follow steps 1-5 under “Assembling a Static Kit”.
2. Enter serial numbers and/or lot information for component items.
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3. Enter serial number and/or lot information for each kit item.
4. When you are finished entering tracking information for all items, click “Post”. Any errors detected (for
example, invalid serial numbers) will be highlighted in red.
5. After reviewing items for accuracy and correcting any errors, click “Post”. To proceed with assembly despite
any remaining errors, click “Override.”
Disassembling a Static or Tracked Kit
You may occasionally wish to break down a Static or Tracked kit so you can sell the components individually.
Disassembling the kit reduces the quantity on hand for the kit item and increases the quantity on hand for each
component item. Follow these steps:
1. At the Inventory Control window, select “Edit a Kit” from the Kit menu.
2. At the Kit window, select the kit name from the drop-down list.
3. Click “Disassemble”.
4. Type in the number of kits that you wish to disassemble at this time, and press Enter.
5. (Tracked kits only) For each serialized kit and/or component item, enter the serial number.
6. Click “Post” to update quantities.
7. Click “Exit” to exit the Kit window.
Editing a Static or Tracked Kit
• Once a Static or Tracked Kit has been assembled, you cannot change the components within the assembled kit.
To substitute components, you would need to disassemble the kits and reassemble them after making the desired
changes. (To edit the list of components for the kit, follow steps 1 and 2 of Disassembling a Static or Tracked Kit.
Any changes will apply only to kits assembled after the changes were made.)
• To increase or decrease quantity-on-hand for the kit item, use the Assemble/Disassemble function.
• Other changes to the kit item, such as a price increase or change in Min/Max levels, would be handled the same
way as any other inventory item.
Matrix Items
A matrix item is any item that has different sizes, shapes, colors, etc. but the same style or SKU number. For
example, a shoe style number “67343” might come in 5 different sizes, 3 different widths, and 8 different colors.
That’s a total of 120 different inventory items. Assuming that it takes 5 minutes to enter each item, that means over
ten hours of data entry for one shoe!
The Retail Solution’s Matrix Generator can help you streamline the process of entering these types of items. After
customizing the matrix labels (for example, you might use “Size,” “Width,”and “Color” for shoes; “Waist,” “Inseam”
and “Color” for jeans; “Size” and “Firmness” for mattresses, or even “Filling” and “Frosting” for cakes), you will
create one or more matrix definitions, each with its own range of sizes and colors (or filling and frosting!). When
you are ready to enter the inventory items, you can enter a single “parent” item, and then select the desired matrix
definition, which will be used to create the remaining items. In addition, you can easily edit matrix items by making
changes to the parent item.
Customizing Matrix Labels
The matrix labels refer to the “dimensions” of your matrix. The Retail Solution supports both 2-dimensional (e.g.,
Size/Color) and 3-dimensional (Size/Color/Width). By default, the matrix labels are set to “Size” , “Color”, and
“Width”. To change the labels, at the Inventory Control window, select “Matrix Labels” from the Matrix Generator
menu. You will be prompted to enter a new name for each label.
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Creating a Matrix Definition
Follow these steps to create the matrix definition. NOTE: If you have changed the matrix labels, remember that
“size”refers to label 1, “color” refers to label 2, and “width” refers to label 3.
1. At the Inventory Control window, select “Matrix Definitions” from the Matrix Generator menu.
2. Click “New”.
3. Enter the name for this matrix definition. For example, “Sweatshirts”, “Women’s Shoes”, etc. (Or select
Copy to copy an existing matrix definition–just enter a new name and make any desired changes before
saving.)
4. Specify how many of the 20 characters in the stock number will be used for the SKU/style number,
size, color, and/or width. For example: If the SKU is a 10-digit number, you would select 10 for the
“Number of Characters in SKU or Style”. To determine the number of characters needed for size, we use the
size with the most characters. For example, if the sizes are 5, 6, 7, 8. 9, 10, and 11, 2 characters would be
required for the size. So far we’ve used 12 characters. That leaves a total of 8 characters remaining to
indicate color and/or width.
5. Indicate whether you want to use the item’s stock number as the barcode number or if you want to
enter individual barcodes for each item.
Figure 27: Sample Matrix Definition.
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6. Select the desired Description Layout from the drop-down list. The description layout refers to the way
size/color/width information will appear in the item description. If you do not want the description to include
any of these fields, select “None”.
7. Enter the code and name for each size in this matrix definition. It is recommended that all size codes
be the same length. If you have specified 4 characters for the size, all size codes should be 4 characters long.
The size name can be up to 20 characters.
8. Enter the code and name for each color in this matrix definition. All color codes should be the same
length. The color name can be up to 20 characters.
9. Enter the code and name for each width in this matrix definition. It is recommended that all width codes
be the same length. The width name can be up to 20 characters.
10. (Optional) If desired, specify Hot sizes, colors, or widths, and/or extra charges for specific
sizes/colors/widths. When you create your matrix items, you will be given the option to enter separate
minimum and maximum order quantities for hot selling items. If you mark the color as hot, all sizes of the
color will be marked hot. If you mark the size hot, all colors of that size will be marked hot.
11. Click “Done” to save your matrix definition.
Editing a Matrix Definition
To edit an existing matrix definition, select “Matrix Definition” from the Matrix Generator menu. From the dropdown list, select the name of the definition you wish to edit.
• To change the name of the matrix definition, click the words “Definition Name” next to the field.
• After making your changes, click “Done”. NOTE: Changes will only affect matrix items created from this point
on. Items previously created with this definition will not be affected.
• To delete a matrix definition, select the desired name from the list and then click “Delete”.
Creating Matrix Items
NOTE: It is recommended that no other changes be made to your inventory while you are in the process of creating
matrix items. You may want to wait until after the store is closed so that no one will be ringing up sales, receiving
orders, etc. If you make a mistake when creating matrix items, you can use the “Undo” option to delete them so you
can re-enter them correctly. Using this option will restore your inventory to the state it was in prior to the items being
created. Any changes made in the meantime will be lost. Follow these steps to create items using a matrix definition:
2. In the Stock Number field, enter the SKU/Style Number for this group of items. The SKU cannot
exceed the number of characters specified in the matrix definition you select.
3. At the barcode field, press Enter to default to the stock number. If your matrix definition specifies
entering individual barcodes for each item, you will do that in Step 11.
4. Enter the Description for this item. If the matrix definition you are using specifies that the item size (label
1), color (label 2), and/or width (label 3) will be included in the first description line, your description must
be short enough to leave room for the size/color/width codes. In the sample matrix definition in Figure 27,
the size code uses 2 characters and the color code uses 5 characters. This means a total of 8 characters will
be taken up by size/color information (2 characters for the size code, 5 for the color code, and one for the
slash.) Since the first description line can’t be more than 25 characters, only 17 characters could be used for
the description. Since we wanted to use a longer description, we selected the option to put size/color
information on description lines 2 and 3 when we set up the matrix definition.
5. Enter the remaining information as for a regular item.
6. When all other information for this item has been entered, select “Create Matrix” from the Matrix
Generator menu.
7. Select the desired matrix definition from the drop-down list.
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8. Verify that the SKU (style number) for this item is correct.
9. If you have specified hot items in this matrix definition enter the appropriate minimum and maximum
quantities for these items.
10. Click “Build Matrix” to generate the matrix items. An item list will be displayed.
11. Verify that the description and barcode information for each item is correct. If necessary you can edit
the description(s) and/or barcode. (Use the scrollbar to scroll to the barcode field.)
12. When all items have been verified, click “Add to TRS” to add the items to inventory.
13. Try looking up a few different matrix items after you have added them to make sure that no changes
need to be made. If you discover an error, use “Undo” to remove the matrix items you have just created.
NOTE: “Undo” should not be used if you have made any other changes to your inventory since creating
these matrix items (ringing up sales, receiving orders, etc.)
Figure 28: Creating Matrix items using sample definition.
Editing Matrix Items
You can easily edit matrix items by looking up the parent item (using just the SKU/style number). Any changes made
to the parent item will affect all the individual sizes/colors for that SKU/style.
To delete an entire SKU/Style group of matrix items, select “Delete Matrix” from the Matrix Generator menu. You
will be prompted to enter the SKU/Style number to delete.
Looking Up a Matrix Item at Point-of-Sale
In addition to stock number, barcode, description and other lookup, you can look up a matrix item by entering the
SKU/Style number in the stock number field and pressing Enter. This will bring up a list of all sizes/colors/widths,
and you can select the desired combination from the list.
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Miscellaneous Items
You may want to create one or more miscellaneous inventory items to allow you to ring up items that you have not
yet entered into inventory, or don’t wish to enter because they are not re-orderable. It is recommended that you create
a separate miscellaneous item for each of your departments. Other uses for miscellaneous items include gift
certificates (p. 60) and shipping charges. Follow these steps to create a miscellaneous item:
2. Enter the stock number. For example, “MISC” or “SHIPPING”. You may want to keep a list of the stock
numbers for these items near the register for reference. You could also add them to the PowerStation’s Power
Menu (p. 96).
3. Enter the description for the item. If you want to be able to type in the description when you ring up the item,
enter an asterisk (*) for the description.
7. Enter the retail price(s). (If you enter the price, you should also enter the last cost so profit can be computed.)
If you want to be able to enter the price at the point-of-sale, click “Activate ask price during sale feature”,
and then enter the percent amount to be subtracted from the price entered to compute the item’s cost. For
example, if you enter a percentage of “40”, The Retail Solution will compute the cost of a $10 item as $6. If the
cost is equal to the retail price (for example, a shipping charge that you pass directly on to the customer), or if
this is a gift certificate item, enter 0 (zero). If you select the “Coupon or Discount” option, the price will be
entered as a negative amount.
Quantity Restricted Items
This feature is used for items that a customer can only purchase in limited quantities during a specified time period.
For example, many states restrict the amount of pseudoephedrine or medical marijuana that an individual can
purchase within a specified number of weeks. Once you have set up the feature, at point-of-sale, when you start a
ticket for a customer, the balance of restricted items they can purchase is displayed above the customer name. As
restricted items are added to the ticket, the user will be warned when the purchase limit is reached. The Report Writer
can be used to create reports using the “Restricted Inventory Transactions” report source.
1. Create an Inventory Group (p. 45) for the restricted product: At the Inventory Control window, select
“Inventory Groups” from the Global Settings menu. Enter the name for the group on the first blank line, and then
select the group name from the drop-down “Restricted” list. Set the duration (number of days) and the unit size
and quantity that can be purchased within that number of days.
2. When entering inventory items that are part of the restricted group, for the item weight, enter the quantity
of the restricted ingredient in each sold unit.
3. Specify the inventory group for the item on the Miscellaneous tab.
4. When entering customer information, make sure that each customer has a unique lookup code. To verify
that purchases are being tracked correctly, customers should be asked to provide the lookup code when making
a purchase.
Serialized Items
You have two options for tracking serialized inventory. You can track serial numbers from the time the items are
received into the store, or you can track serial numbers only as items are sold.
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To track serialized items as they are sold, select the following options:
• When entering the items into inventory, you must specify the warranty period on the Miscellaneous tab. Serial
numbers will only be tracked for warrantied items.
• On the POS Options tab in Company Information, select “Ask for Inventory Serial Number”. Users will be
prompted to enter a serial number when a serialized item is sold (non-quick sales). Select “Display Serial Number
on Receipt” to print the serial number on the receipt.
• Occasionally, you may need to ring up a serialized item without having the serial number available. In that case,
when prompted for the serial number, select “Assign” (F1). When you get the serial number, recall the ticket (p.
127) and then select “Assign Serial Number” from the PowerStation’s Ticket menu. If there is more than one
serialized item on the ticket, you will need to select the desired item from the list, enter its serial number, then
select the next item and enter its serial number, etc.
To track serialized items as they are received, in addition to the above, you will need to do the following:
• On the Miscellaneous tab in Company Information, select “Ask for serial numbers when receiving order”.
When you receive an order, after entering the quantity received for a serialized item, you will be prompted to enter
the serial numbers for that item.
• On the POS Options tab in the PowerStation Control Room (p. 85), select “Require valid serial number”. When
you sell a serialized item and enter the serial number at point-of-sale, The Retail Solution will verify that it is a
valid number for this item.
• To edit serial numbers that were entered when receiving an order, look up the item at Inventory Control and
then select “Update Item Serial Numbers” from the Options menu.
To access information about a particular serial number:
• In the PowerStation, select “Show Serial History” from the Customers menu.
• You can also recall a ticket (p. 127) using the serial number of a sold item.
• In the Manager’s Workstation, serial number/warranty information for a particular customer can be viewed on the
Purchases tab at the Customer Information window.
Shipping Charges
If you rarely charge customers for shipping, and/or don’t have regular shipping rates, you may find it sufficient to
create a miscellaneous item (p. 73) that will allow you to enter the price when you ring it up. However, if you
frequently ship items to customers, you may wish to create one or more shipping items that can be used to add the
appropriate charges to a ticket based on the total item weight, dollar amount, or number of items. If you offer only
one shipping option (for example, UPS Ground), you may only need one shipping item. If you offer multiple shipping
options (for example, UPS Overnight or 2nd Day Air), you should create a separate shipping item for each option.
If you are using Web Store, you must have at least one shipping item. Follow these steps to create a shipping item:
2. Enter the stock number. For example, “UPSRED”or “USMAIL”. You may want to keep a list of the stock
numbers of your shipping items near the register for reference, or add them to the Power Menu (p. 96).
3. Enter the description for the item (for example, “UPS Overnight” or “Air Mail”).
5. Select the desired department.Select the vendor for this item.
6. Leave the 8 price levels blank.
7. On the Miscellaneous tab, click “Shipping Item”.
8. Select “Ask for tracking number” if you want the user to be prompted to enter the tracking number when
the sale is rung up.
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9. If you want to be able to access the carrier’s website from the PowerStation, select the carrier name from
the drop-down list. You can edit the default web addresses or add information for a new carrier by selecting
“Shipping Web Addresses” from the Global Settings menu. Separate web addresses can be stored for contact
information, tracking, rate calculation and shipping.
10. If you have a separate handling charge that you want added to the calculated shipping rate, enter it in the
“Handling Charge” field.
11. Enter your Minimum Shipping Charge, if applicable.
12. If you offer free shipping on orders that exceed a certain dollar amount, enter the dollar amount in the
“Free shipping orders over” field.
13. If you want to export ticket information to UPS shipping label software when this item is on the ticket,
select “Export”. In the PowerStation (Shipping menu), you can specify whether you want information from all
tickets to be exported, or only tickets that include export-flagged shipping items.
14. Indicate whether you want shipping rates based on total order weight, total order amount, or total item
count.
15. Enter the weight range, dollar amount range, or item count range and the corresponding shipping rate(s).
Weights should be entered in pounds as a decimal. For example: From .01 (Pounds) to 1.00 (Pounds) $5.00. This
means that orders totaling 1 pound or less will be charged $5.00 for shipping. If you have specified a handling
charge of $2.00, the total amount charged will be $7.00. There should be no gaps between ranges.
16. When you have finished entering all the ranges and rates, click “Apply”.
NOTE: To ensure that the correct shipping rate is calculated, the shipping item should be the last item added to the
ticket.
Figure 29: Sample Shipping Item Setup.
Updating Shipping Rates
Follow these steps to update shipping rates:
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1. From the Manager’s Workstation Main Menu, select “Control:Company Information”.
2. Click “Shipping Rates” on the Payment Types tab.
3. From the drop-down list, select the shipping item you want to update.
4. After making any desired changes, click “Exit”.
Repeat steps 2-4 to update additional shipping items.
Trade-In Items
This feature allows you to manage trade-in items such as video games, books, equipment, etc. In order to use the
trade-in feature, you will need to complete the following steps:
1. Set up a Store Credit payment type (p. 16) and specify the “Payment option used for store credit on the
Payment Types tab.
2. Enter the items you will receive as trade-ins into inventory. If you take a trade-in that is not currently in
inventory, you will need to use the Quick Add option at point-of-sale.
3. If service charges for item repair will be deducted from item value, enter these into inventory as well.
Follow the instructions for creating a Miscellaneous Item (p. 73).
4. Set up one or more trade-in items. When you enter the trade-in item at point-of-sale, it will bring up a
customized window at which the user can select the item to be traded in, the value (based on item condition),
and any repairs or services required before the item is made available for resale.
Creating a Trade-In Item
A “Trade-In Item” is a miscellaneous item that allows you to create your own customized trade-in window that you
can access at the point of sale. If you want different trade-in window settings for different types of items, you will
need to create a separate “Trade-In Item” for each type of item. Follow these steps to create a Trade-In Item:
1. At the Inventory Control window, select “New”.
2. Enter a unique stock number to be used to look up the trade-in window at point-of-sale. You may
prefer to use a word as the stock number; for example “WIITRADE”.
3. Enter a description. This will give you another way to look up the item.
5. On the Miscellaneous tab, select “Trade-In Item”.
6. At the Trade-In Item Setup window, enter a unique name for this trade-in type.
7. Specify the percentage of the price level or cost to be used to calculate trade-in value based on item
condition. If you do not accept trade-ins in less than “Excellent” condition, leave the checkboxes and
percentages blank.
8. Select “Print new barcode for trade-in” if you want item information sent to “Inventory:Price Labels”
(p. 142) when a trade-in is received.
9. Indicate whether you want a hold to automatically be placed on the trade-in item until it has been
checked. Held items will not be added to quantity-on-hand until checked. (See below.)
10. Indicate the percentage of trade-in value that you require to be issued as store credit rather than cash.
11. (Optional) Enter the stock number(s) of any service charges that may be deducted from the trade-in
value at employee’s discretion. (Service charges must be entered into inventory before you can enter them
here.) If the item must be placed on hold until the service is performed, select the hold option for that
service.
12. Click “Exit” to exit Trade-In Item Setup.
Using a Trade-In Item at Point-of-Sale
Follow these steps to process a trade-in:
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1. Look up the customer as for a regular sale. A trade-in transaction cannot be a Quick Sale.
2. After starting a sale, look up the Trade-In Item using stock number or description. The Trade-In
window is displayed. NOTE: If you have multiple Trade-In Items, you may wish to add them to the Power
Menu buttons.
3. Enter the stock number of the item to be traded in. Or select “Search” (F2) to search by other criteria.
Item description, retail price, and current quantity on hand will be displayed. Typically, items that you take
as trade-ins will be items that you normally stock, and therefore will already be listed in your inventory. If
this item is not already listed in your inventory, select “Add” (F1).
4. Select the appropriate trade-in condition from the list. The appropriate trade-in value with maximum
cash refund amount will be displayed. To override, type in a new trade-in value and press Enter.
5. If applicable, select any services required to be performed before the item can be resold.
6. Select “OK” (F4) to return to the ticket. The trade-in amount will be displayed as a negative amount on
the ticket. Additional trade-ins or items for purchase can be added, if desired.
7. Press F1 to total the sale. If there is a negative balance, the appropriate amount of credit will be applied
to the customer’s account.
Checking Held Trade-Ins
To remove the Hold on a trade-in item, select “Complete Held Trade-Ins” from the PowerStation’s Options menu.
Customizing the Item Search Window
Throughout The Retail Solution, you have the option of searching for an item by stock number, description, other
lookup, department and vendor. You can also create your own customized item search window(s) using the Power
Search feature. You can create your own PowerSearch window that can be accessed as an “Advanced” search from
the regular item search window. You can also create additional PowerSearch windows, each with its own set of
search criteria, that can be accessed via the Power menu at point-of-sale. The following fields are available to Power
Search: Buyer points, current price, department, description lines 1-3, food stamp item, last cost, on sale, other
lookup, price levels 1-8, quantity on hand, quantity on order, item type, item notes, vendor, and web item. In addition,
each field can have a condition (for example, price level 1 less than...). Figure 30 shows a Power Search
set up to allow the user to search for all items with “girl” in the other lookup, with current price equal to or less than
$25, and quantity-on-hand greater than zero. Figure 31 shows the search window in use. If desired, the user can
change the default settings before clicking “Search”.
Follow these steps to create your own Power Search window:
2. At the Inventory Control window, select “PowerSearch” from the Global Settings menu.
3. At the PowerSearch Setup window, select “New.”
4. Enter a unique name (up to 15 characters) for this PowerSearch. The name will be used to identify the
search when you link it to your Power menu.
5. Enter a unique title for this search. The title will be displayed at the top of the PowerSearch window.
6. Select the first search field from the drop-down list. By default, the Show option (“S”) will be checked.
If you do not want this field displayed on the PowerSearch window, remove the check mark in the “S”
column.
7. Select the desired condition from the drop-down list. The default is “Equal to”.
8. Enter the field display name. The display name will appear next to the field on the PowerSearch window.
9. Select a default entry for this search field. If you don’t want a default entry, select “No default”.
10. If you want to set this PowerSearch as the default (can be accessed using the “Advanced” button from
the regular Item Search window, select “Default Search”.
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11. Click “Test” to do a test search using the PowerSearch you have just created. If your search does not
bring up an appropriate list of items, try removing any default entries and adjusting the conditions.
12. When you are satisfied with your PowerSearch, click “Exit” to save it.
See p. 96 for information on linking a PowerSearch to your Power menu. To edit a PowerSearch, follow steps
1 and 2 above and select the name of the search you wish to edit from the list. Click “Exit” to save your changes.
Figure 30: Sample PowerSearch setup.
Figure 31: Completed Sample PowerSearch window.
Defining Search Results
When you search for an item and more than one item meets the search criteria, a list is displayed, showing up to 6
fields of information for each item. The default fields are: Stock Number, Description, Other Lookup, and
Department. To customize the fields shown, follow these steps:
2. At the Inventory Control window, select “Search Results” from the Global Settings menu.
3. At the Inventory Search Result Layout window, select the desired field for each column from the
corresponding drop-down list. Available fields include:Stock Number, Description, Other Lookup,
Department, Qty-on-Hand, Bin Location, Weight, Sub-Department, Item Style, Vendor, Retail Price, and
Item Cost.
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Entering Customer
Information
Customers are people or companies who purchase from you. You can enter new customers at point-of-sale (p. 118)
or in the Manager's Workstation. However, if you have an existing customer database, or if you have accounts
receivable customers with outstanding balances, you will need to enter them in the Manager’s Workstation.
If you are switching from another point-of-sale program, you may be able to export your customer information and
import it into The Retail Solution using the Data Import Wizard (p. 227) .
Individual customers can be entered at the Customer Information window. This section will explain the different
fields of customer information that can be stored in The Retail Solution, so you can determine the features you want
to use for your business.
To access the Customer Information window, from the Manager’s Workstation Main Menu, select
“Customers:Add/Update”. By default, the Customer Information window is in “Search Mode.” To add a new
customer, click “New” in the Controls section of the window. The message above the word “Customer” should now
confirm that you are in “New Customer” mode. After entering information in a field, press Enter or Tab to move to
the next field. Click “Exit” when you are done.
Figure 32: Customer Information window.
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Customer Address Information
• Customer Lookup: This is a code that can be used to quickly look up the customer at point-of-sale. It can be any
combination of letters and/or numbers, up to 12 characters long. The most commonly used lookup is the last four
digits of the customer’s phone number. If you have selected the option to allow duplicate lookup codes for
customers (p. 22), when you search using the customer lookup, and more than one customer has the same lookup,
a list will be displayed so you can select the correct customer by name.
• Customer Name and Address: In addition to using the customer lookup, you will be able to search for a customer
at point-of-sale by phone number and/or any portion of the customer or contact name. For business customers, use
the “Customer Name” field for the company name. If most of your customers are individuals, not companies, you
may wish to enter the customer’s name in the format FIRSTNAME LASTNAME for the “Customer Name” field,
and LASTNAME FIRSTNAME for the “Contact” field. This will allow you to create reports and/or mailing labels
using both formats.
• To indicate the best way to contact this customer, click one of the following field labels: Phone, Work, Cell,
or Email. The last field you click on will be underlined in red, indicating that it is the preferred method of contact.
• Customer Type: The customer type can be used to sort customer information for reports. This is especially useful
for developing targeted mailing lists. Select the desired type for this customer from the drop-down list. Sample
customer types include Regular, Wholesale, and Presale. To change the customer types, select “Change Customer
Types” from the Global Settings menu. Up to 15 characters may be entered for each type name. NOTE: The last
type, “LOCKED”, cannot be edited. When an employee looks up a “LOCKED” customer at point-of-sale, a
warning message will be displayed. Optional icons can be used to identify specified customer types at point-of-sale.
For example: A diamond could be displayed for all VIP customers. (See star icon, Figure 53, p. 119). For each
customer type, select the desired icon from the drop-down list.
• Customer Photo: See p. 240 for information on adding a customer photo.
General Customer Information
• Price Level: If you are using the different inventory price levels (p. 51), you can specify that a customer will
automatically receive a certain price level regardless of the quantity purchased. (For example, a wholesale customer
might automatically get price level 2.) Select the price level for this customer from the drop-down list. “Open”
means that the customer will receive the quantity-based price (if it is lower) when the appropriate quantity is
purchased. “Closed” means that the customer will always receive that price, even if the quantity purchased entitles
them to a lower price. NOTE: Customers added at point-of-sale will automatically be assigned the default price
level specified in Company Information (p. 21). For information on using price levels to set up progressive
discounts for customers, see p. 120.
• Tax Information: Select the desired Customer Tax Type from the drop-down list. See p. 19 for information on
sales tax setup. If this is a No-Tax customer, enter the customer’s Tax Exemption identification number.
• Call When on Sale: If a customer wants you to notify them when a particular item goes on sale, you can make a
note of it here. Just bring up the desired customer, then enter the stock number of the item in the “Call When on
Sale” field. This information is available to the Report Writer.
• Employee Assigned: If a particular employee is assigned to this customer’s account, select the desired employee
from the drop-down list.
• Layaway Information: The Layaway Balance field shows the current amount this customer still owes. The
Layaway Credit field shows the amount the customer has already paid towards the layaway. When the layaway
has been paid in full, the credit will be applied to the purchase, and the credit amount will be zero. To manually
edit these fields, select “Update Layaway Values” from the Options menu. To view detailed information about
each layaway purchase, see Past Purchase Information. NOTE: This field includes work order and special order
deposits as well.
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Entering Customer Information
• Store Credit: If you are using The Retail Solution’s store credit tracking feature (p. 18), this field will be updated
automatically when you run End-of-Day. Credit issued for returns will be added, and credit applied to purchases
will be subtracted. If the customer has a credit balance, the next time that customer makes a purchase, the sales
clerk will receive a prompt at the point-of-sale screen indicating the amount of store credit available.
• Points Earned: Using the TRS Rules feature (p. 121), you can set up a program for customers to earn points based
on the quantity or dollar amount of purchases. Accumulated points can be redeemed for discounts on future
purchases. This field shows the customer’s current point balance.
• Sales Information: Date of the last sale made to this customer, total dollar amount of purchases made by this
customer, total dollar amount of purchases and returns made by this customer year-to-date. These fields are
automatically updated as you make sales using The Retail Solution.
• Important Dates: If desired, you can store Birthday and Anniversary dates for the customer. The “Customer”
field indicates the date this customer was added to the database. These fields are available to the Report Writer,
and can be used to create customized mailing lists/labels.
Past Purchase Information
On the Point-of-Sale Options tab in Company Information, you specified the number of months of invoice history
to be saved, as well as the minimum dollar amount of customer purchases to be tracked (for example, all purchases
over $50). Past purchase information that fits this criteria will be displayed on this tab, as well as a list of outstanding
layaways. This information is automatically updated when you run End-of-Day.
• To view details of a particular purchase or layaway, double-click on it.
• To print either the purchase or layaway list, click the desired list to select it. Then click “Print”.
Customer Notes
You can add two types of notes to a customer’s account. On the Notes tab, you can enter unlimited additional text
for more detailed information on a particular customer’s account. To print, select “Print Customer Notes” from the
Options menu. On the User Info tab, you can set up 10 user-definable fields to store specific information for all
customers, such as group affiliations, etc.
• To add or edit a line caption, select “Change User Info. Headings” from the Global Settings menu. (Line captions
will be the same for all customers.)
• You can also specify the data type: Text, Money, Number, Date, Check Box, or Tracked Date. (If the date entered
in the Tracked Date field is expired, a warning message will be displayed when you look up the customer at
point-of-sale.)
• These fields are available to the Report Writer, and can also be viewed in the PowerStation.
• If you want the first line of user info. to pop up automatically when you look up the customer at point-of-sale, enter
an ampersand (&) at the beginning of the first line.
Customer A/R Information
NOTE: Complete Accounts Receivable setup in Company Information (p. 28) prior to setting up A/R accounts for
customers. To set up an A/R account for this customer, click this tab. Review each of the following options to make
sure the account is set up correctly.
• This customer receives a statement. Select this option if you want to be able to print statements for this customer.
• A PO# is required for all A/R sales. If you select this option, when you ring up an A/R sale for this customer,
you will be required to enter a purchase order number to complete the sale. NOTE: Enter “PO Number” for “Ask
for first” for your “AR” payment type (p. 16).
• A finance charge can be applied. Select this option if this customer will be subject to finance charges.
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• Past due messages printed on statement. Select this option if you want to print aging messages on this
customer’s statement. See p. 29 for more information.
• Auto lock account if past due balance: Select this option to freeze the customer’s account (preventing future
charges) when the account is past due. See p. 28 for additional setup for this option. NOTE: You can also
manually lock the customer’s account by selecting “Place A/R lock on account” from the Options menu. Select
“Remove A/R lock on account” from the Options menu to delete the lock.
• Payment Terms: (Required) Select the appropriate option from the drop-down list. See p. 29 for information
about terms setup.
• Comments: Enter any desired comments for this account.
• Attention: Enter the name of the person or department to whose attention statements should be sent. For example,
“Accounts Payable”.
• Customer’s credit limit: Click on the field to enter this customer’s credit limit. The customer must have a credit
limit greater than zero to make A/R charges.
• A/R Billing Address: Click this button to enter a billing address different from this customer’s address (for
example, the main office address.) The address entered here will print on the customer’s statement.
The following fields of information may be entered from your records, if desired. They will be automatically updated
when you run End-of-Day.
• Last Payment: Displays the date of the last payment posted to this customer’s account. Click the “12” icon to
access a calendar.
• Last Charge: Displays the date of the last A/R charge posted to this customer’s account. Click the “12” icon to
access a calendar.
• High balance: Displays the highest recorded outstanding balance on the customer’s account.
• Current balance: Displays the current balance due on this customer’s account. When you enter a new customer
with an outstanding balance, you should enter the balance here. A balance forward entry will be created for this
amount.
• Interest Y-T-D: Displays the amount of interest charged to this customer’s account year-to-date.
Figure 33: Sample Customer A/R Information.
A/R Transactions
Click this tab to view a list of this customer’s A/R transactions. The list includes the transaction date, due date,
invoice number, transaction amount, and remaining balance.
• To view details of a particular transaction, click on it to select it, and then click “Edit Transaction”. To adjust
the dollar amount of the transaction, click “Adjustment” at the transaction detail window.
• Click “Show Ticket” to view the original ticket for the currently highlighted transaction.
• Click “Show Aging” for a graphic view of this customer’s account, showing what amount is current, 30, 60, or
90+ days past due.
• Click “Print Transactions” to print the transaction list.
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Entering Customer Information
• Click “Print Statement” to print a statement for this customer.
Membership and Count Tracking
The “Tracking” tab shows current membership expiration date(s) and current count level(s) for the customer. For
more information on membership tracking, see p. 26. For more information on count tracking, see p. 27.
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PowerStation Setup
The PowerStation Control Room is where you specify hardware settings (printers, pole display, etc.), as well as the
type of receipts or invoices you want to print. You can also set up your own user-definable menu buttons, allowing
you to quickly access frequently used inventory items while ringing up a sale. To access the Control Room window,
select “Control Room” from the Options menu. Take time to review the settings on each tab. If you have multiple
stations running the PowerStation, you will need to complete setup for each station individually. Select “Copy Setup”
to copy settings from another station. Select “Rollback” to restore prior settings for this station.
Figure 34: PowerStation Control Room
Miscellaneous Options
• Show running sub-totals: Select this option if you want a running sub-total of item count, tax, and total dollars
displayed at the bottom of the screen for each sale.
• Combine products with same stock number: Select this option if you want all items with the same stock number
consolidated into one line item, even if they are not scanned or entered together. If you do not select this option,
items will be listed in the order they are scanned.
• Show line item discount: Select this option if you want a line item discount (p. 120) displayed as a line item. The
inventory item would be displayed at regular price, and the discount listed as a negative amount on the next line.
If you do not select this option, the item price will be changed to reflect the amount of the discount, but the discount
itself will not be displayed.
• Auto Quick Sale mode: Select this option if you want all of your sales on this station to be Quick Sales (no
customer information is stored.) Otherwise, you will need to press F1 to skip customer information.
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• When item is out of stock, show options: Select this option if you want The Retail Solution to notify you when
you enter an item on the ticket that has zero quantity on hand. You will then be given the option to override, special
order the item, or substitute another item. NOTE: If you do not select this option, you will not be notified that
the item is out of stock.
• Auto show item pictures: Select this option if you want inventory item pictures displayed automatically when an
item is added to the ticket.
• Require timeclock login before first sale: If you select this option, employees will not be able to begin ringing
up sales until they have logged in using the timeclock.
• Automatically start Time Clock: Select this option if you want the Time Clock to remain on the screen unless
the user closes it by pressing the Esc key. To initially start the Time Clock, press F8. To prevent unauthorized
access to PowerStation functions, select “At end of sale, lock the register” on the POS Options tab in Company
Information (p. 15).
• Allow more than one hold per customer: By default, The Retail Solution only allows you to have one ticket on
hold (p. 127) for each customer. Select this option if you want to be able to store additional hold tickets for each
customer.
• Auto backup current ticket: Select this option if you want the PowerStation to auto-backup the ticket currently
in progress. Then, if your computer loses power during a transaction, as soon as you restart the PowerStation, it
will automatically bring up the current ticket.
• Require valid serial number: If you are using The Retail Solution’s serial number tracking feature (p. 73), select
this option to verify that the serial number entered when the item is sold is a valid serial number for that item.
• Ask before customer’s name is changed: When you bring up a customer, before pressing F1 to start the sale,
you have the opportunity to edit the customer’s name and address. Select this option to prevent employees from
accidentally overwriting the customer’s name with a stock number if they forget to press F1 before entering items.
• Address Verification Reminder: Select this option if you want the user reminded to verify the customer’s address
at 6-month intervals.
• Prompt user before line delete: If you select this option, when a user attempts to delete a line item on a ticket,
he will receive a verification prompt, such as “Are you sure you want to delete this item?”
• Use miscellaneous sound effects: This refers to the sound effects made by the PowerStation when you click a
button or select certain options. NOTE: Your computer must have a sound card with speakers so you can hear
the sounds.
• Allow user to fax invoice: If you select this option, when a sale is completed, the user will be given the option
of faxing the invoice to the customer rather than printing it. See p. 159 for fax setup.
• Show A/R customer’s available credit: Select this option if you want the PowerStation to automatically display
the available credit on an A/R customer’s account when you look up that customer at point-of-sale.
• Ask for zip code on credit card sales: Select this option if you want the user prompted to enter the customer's
billing zip code on credit card sales.
• Show Work Order Notes: Select this option if you want work order notes automatically displayed when you recall
a work order.
• Age Verification: If you are using The Retail Solution’s Age Verification feature (p. 62), specify how you want
to use the feature on this station. Select Ask if you want the user to be prompted to enter the customer’s birthdate.
Select Show if you want the most recent eligible birthdate for this purchase displayed; the user must acknowledge
that the customer was born on or before this date. Select None if you do not want to use this feature on this
station.
• Item status: When the stock status window (p. 126) is displayed, do you want it to include a sales graph, or userdefinable notes for the item (p. 53), or neither (None)?
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PowerStation Setup
Startup Picture
This is the default picture displayed in the picture window in the upper left corner of the medium or large
point-of-sale screen layout (see below). You can select one of the PowerStation’s picture options, such as the
“Seasonal” picture group or “Sports” picture group. The “Calendar” option will display a calendar of the current
month. The “Clock” option will display an analog clock face. “Birthday Mode” will display a “Happy Birthday”
message to an employee when he logs in on his birthday. (Enter employee birthdates under “Employment Information
at the Employee Information window.) Or select “User-Defined” to use your own picture. (You will be prompted to
specify the file location.)
Station Colors
To change the display color theme on this station, select the desired theme from the drop-down list. The sample
buttons (“Level 1”, “Level 2”, “Menu Buttons”) will change to reflect the color theme you have selected. To create
your own color scheme, select “User Definable” from the Theme list. The sample buttons will change to “Forecolor”
(button font), “Backcolor” (button background) and “Mouseover” (button background when you move the mouse
over it.) Select a group of buttons from the drop-down list on the right, and then click the appropriate sample button
to specify the color.
When an item is not found
If you scan or try to search for an item that hasn’t been entered into inventory, how do you want the PowerStation
to respond?
• If you aren’t sure, or if you don’t want the same response for each item, select Do Nothing.
• Ask if you wish to Quick Add the item: Select this option if you want to be automatically prompted to enter
minimal information about the item so that you can proceed with the sale. The remaining information for that item
can be entered later in the Manager’s Workstation. (See Updating Inventory Information, p. 144).
• Substitute a Miscellaneous Item: If you want the PowerStation to automatically substitute a miscellaneous item
(p. 73), select this option and enter the item stock number.
Screen Layout Size
Select the desired layout from the drop-down list. If you aren’t sure, select “Best Fit”.
• Small is equivalent to the “Expanded POS Screen” of previous versions; it includes the picture window and 7button Power Menu.(p. 96).
• Normal includes the picture window with tabs to view multiple images of an item, an 18-button Power Menu, and
additional fields of customer information.
Printer Setup
This tab is where you select the invoice/receipt format you wish to use, and specify the printer you will use for each
form. To specify end-of-sale print options by payment type, see p. 95.
80-Column Standard Printers
Follow these steps for setup. NOTE: An 80-column printer uses regular, 8½ x 11 inch paper.
1. Select the type of form(s) you wish to print. The following forms may be used: Invoice, Quote, Hold
Ticket, Picking Ticket, Work Order, Gift Registry, Rental, Layaway, Delivery, and Warehouse.
2. For each type of form you have selected, choose the desired format from the drop-down list. (See p.
207 for information on creating customized forms using the Form Creator.) A green light should appear next
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to the field. If a red light appears, this means that there is a problem with the form you selected. You will
need to look at the form in the Form Creator to verify that the form is still available and has been saved to
the correct location.
3. Specify the printer for each selected form. If this is a form you have created using the Form Creator, the
default printer is the one you selected for this form when you created it. A green light should appear next to
the printer field. If a red light appears, you will need to check the printer to make sure that it is configured
correctly and is on-line.
40-Column Receipt Printers
Follow these steps for setup. NOTE: A 40-column printer prints a narrow, cash-register-type receipt, using a roll
of paper.
1. Select the type of receipt(s) you wish to print. The following receipt types are supported: (Regular)
Receipt, Gift Receipt, Layaway Receipt (which can be used to print a hold ticket) and Tip Receipt (includes
a tip line).
2. Click “Device Setup” for the first selected form.
• Indicate how the printer is connected to your computer: If your receipt printer supports a particular
Windows driver which has been installed on your computer, select “Use a Windows Device”, and then
select the appropriate driver from the list. If you are using a direct parallel connection, specify the parallel
port to which this printer will be connected. If you are using a direct serial connection, specify the serial
port, baud rate, parity, and bits. Refer to your printer manual for more information.
• Optional Start Code: This is used when 2 devices are sharing the same port, to redirect commands to the
subordinate device (usually the pole display). If you enter a code, be sure to use the correct format (p.
243).
• Add an extra line feed: This option is most commonly used for printers that do not automatically advance
to the next line.
• After completing Device Setup, exit the Device Setup window.
3. Click “Layout Setup” to review the layout for each receipt type and make any desired changes.
(NOTE: The following options will only be available if you have indicated in Device Setup that you are
using a printer with a Windows driver.)
• Select the desired receipt layout from the drop-down list. There are 5 different layouts to choose from.
The selected layout will be displayed in the boxes to the right: The top box is the header, which includes
your store name and address, as well as the items, prices and quantities sold. The middle box is the “Total”
section, including sales tax, ticket total, and payment information, and the bottom box is the end of the
receipt, which can be used to print an optional coupon or text, such as your refund policy.
• Select the version of this receipt layout to be viewed/edited. Each layout includes a “normal sale”
version and a “credit card sale” version. The credit card receipt has the same header, but the bottom will
just show the credit card number and signature line.
• To make changes to the receipt, right-click on the field you wish to change. There are 4 types of fields
on the receipt: For text fields, such as the word “Quantity” or “Discount”, or code fields (symbolizing
information that will be specific to a given ticket, such as the total or tax amounts) you can change the font,
size and color, or specify that the text be centered. For graphic line fields, you can specify the line length,
thickness, and color. For graphic fields, you can select a standard Windows graphic file and adjust the
size.
• To change the font for all text/code fields, select “Global Font Change”.
• To remove a field from the layout, drag it off the receipt area. Release the mouse button when the
pointer turns to a garbage can icon. You can also remove a field from the layout by removing the check
mark next to the field name on the field list.
• To add a field that is not displayed on the layout, add a check mark next to the field name.
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PowerStation Setup
• To add your own text, add a “Text Line” field. NOTE: Some fields can only be added to the top or
bottom of the receipt, not both.
Figure 35: Sample Windows printer receipt layout.
4. If desired, add a coupon that will print out at the bottom of the receipt (see below). After setting up the
coupons, select the ones you want to include with this receipt layout. NOTE: If you have set up your
coupons to print randomly based on certain odds, the coupons with the lowest probability of printing should
be at the top of the list. For example, a coupon that will print once out of every thousand sales should be
listed before a coupon that will print once out of every ten sales.
5. (Optional) Click “Advanced Setup” for the following options:
• Receipt auto cut font name: If you are using an outdated printer driver, and your printer is not cutting off
the completed receipt, select this option and enter the font information from your receipt printer manual.
• Print second receipt: Select this option if you want two receipts printed for each sale.
• Extra lines at the end of receipt: This option is used when the receipt printer is cutting the receipt off
before it is completed. Enter the number of additional lines that you wish the printer to advance the paper
at the end of the receipt so that it is cut off at the correct place.
• Color Support: Select this option if your printer has a color option and you want pictures or colored fonts
to print in color.
• Backup Printer: (Optional) Specify a backup printer to which the receipt will be sent if the default printer
goes offline.
• Click “Apply” when you are done.
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Printing Coupons
The Retail Solution allows you to print coupons at the bottom of the customer’s receipt, giving the customer an
incentive to return for another purchase. You will create your own coupon image, using the Windows Paint program
or your graphics program of choice. You can set up the coupon to print randomly (for example, once in every 10
sales) or based on items the customer did or did not purchase. NOTE: You must be using a receipt printer with a
Windows driver in order to use this option. Follow these steps for coupon setup:
1. Click “Coupon Setup” on the Receipt Layout window.
2. Click “New”. You will be prompted to enter the name for this coupon.
3. Select the picture file to be used for this coupon. Any standard Windows graphic file may be used.
Recommended image width is 260 pixels or less. If the file you have selected is too large to print on the
receipt printer, you will receive a warning message.
4. Specify the condition which must be met for this coupon to print:
• If sale includes an item from this department: Select the desired department from the drop-down list.
• If sale does not include an item from this department: Select the desired department from the
drop-down list.
• Randomly based on the following odds: Select the desired ratio from the drop-down list: “1 out of 2”,
“1 out of 10”, “every time”, etc.
5. (Optional) Specify a date range during which the coupon will print. Click the red “12” icon to access
a calendar.
6. Click “Done” when you are done. Don’t forget to add the coupon to your receipt layout.
To edit a coupon, follow Step 1 above and then select the coupon you wish to edit from the drop-down list. You
can edit any field except the coupon name. To select a new picture file for this coupon, click “File”. To delete the
coupon, click “Delete”.
Pole Display
Select this tab for pole display setup. Your pole display must be a 20-column 2-line model. Follow these steps:
1. Select “20 Column 2 Line Pole Display”.
2. Click “Device Setup”.
3. Indicate how the pole display is connected to your computer.
• If you are using a direct parallel connection, specify the parallel port.
• If you are using a direct serial connection, specify the appropriate port, baud rate, parity, and bits. Refer
to your pole display manual for more information.
• If the pole display shares a port with another device, enter the appropriate start code for the pole
display. If you need to enter a code, be sure to use the correct code format (p. 243).
4. Exit Device Setup.
5. Select your type of pole display from the drop-down list. Default codes for that type will automatically
be entered. If your pole display is not listed, you will need to enter the appropriate codes from your pole
display manual.
6. Enter the messages you want to appear on the pole display when you are not ringing up a sale. For
example, your store name, or current specials.
• Display Line 1 is the top line of the display. If you enter more than one line of text, each line will be
displayed in sequence, and the sequence will continue to repeat over and over.
• Display Line 2 is the bottom line of the display. The line(s) of text you enter here will scroll across the
screen from right to left in sequence, and continue to repeat over and over. NOTE: Do not leave a blank
line in the middle of your message.
7. Select “Apply” when you are done.
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PowerStation Setup
Figure 36: Sample Pole Display setup.
Other Devices
Select this tab for setup of cash drawer, address printer, membership card printer, product ID label printer,
scale/scanner, PIN Pad, video surveillance device, digital camera, and signature capture device. Check the box next
to the device(s) you will be using. Additional setup instructions for each device are listed below.
Cash Drawer
Follow these steps for cash drawer setup:
2. Indicate how the cash drawer is connected to your computer:
to your cash drawer manual for more information.
• If the cash drawer shares a port with another device, enter the appropriate start code for the subordinate
device. Be sure to use the correct code format (p. 243).
4. Enter the code to open the cash drawer. Make sure the code is in the correct format. For help in
determining the correct code, click the Help icon to access the Code Wizard. NOTE: If your receipt printer
advances paper when the cash drawer is opened, your code probably includes a line feed (<LF>). You can
delete this part of the code to save paper.
NOTE: You must specify the payment types for which the drawer should open in Company Information (p. 16).
Address Printer
NOTE: Prior to setting up this printer in the PowerStation, create your address label layout (p. 192). Follow these
steps for address printer setup.
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2. Indicate how the printer is connected to your computer:
to the printer manual for more information.
• If the printer shares a port with another device, enter the appropriate start code for the subordinate
device. If you need to enter a code, be sure to use the correct code format (p. 243).
3. Select “Add an extra line feed” if the printer does not automatically advance to the next line.
4. Exit Device Setup,
5. Select the desired label layout from the drop-down list.
6. Indicate when you want the address label to print automatically: at the end of each sale (“Always”),
never at the end of a sale, or optionally (“Ask”).
For more information on printing address labels, see p. 126.
Membership Card Printer
The Retail Solution allows you to print a customer membership card at the point-of-sale screen (p. 118). Prior to
setting up the card printer, you will need to create your membership card layout in the Label Editor (p. 193). Follow
these steps for card printer setup.
to your printer manual for more information.
4. Exit Device Setup,
5. Select the desired card layout from the drop-down list.
6. Specify the time period for which the membership will be valid. If you sell memberships, you should use
the membership tracking option (p. 26) and select “Use Membership” as the validity period. If you do not
charge for membership, select one of the other options (“Today + 30 days”, “Today + 1 year”, etc.).
Product ID Label Printer
A Product ID Label is an inventory label that can be printed at point of sale. For more information, see p. ?. Follow
these steps to set up the printer:
to your printer manual for more information.
5. Select the desired label layout from the drop-down list.
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PowerStation Setup
6. Specify whether you want the labels to print as items are entered on the ticket, or in a batch at the end
of the sale.
Scale/Scanner
The Retail Solution supports a Weightronix or Weightronix-compatible scale in ECR mode (complete device setup
below) and a Magellan Scanner using single cable option. Follow these steps for setup:
2. Indicate how the device is connected to your computer:
to the scale manual for more information.
4. Click “Test” to verify that your scale is configured correctly.
Debit Card PIN Pad
If you accept debit cards (p. 17) and are using credit card processing software that interfaces with The Retail Solution,
you will need to complete setup for your PIN Pad device in the PowerStation. The following PIN Pad models are
supported: Verifone 1, Verifone 100, Verifone 1000, Verifone 2000, or Encrypt/Checkmate 2100. (NOTE: The PIN
Pad must be activated by your credit card processor.) Follow these steps for setup:
2. Specify the appropriate serial port, baud rate, parity, and bits for the direct serial connection. See
your device manual for more information.
4. Select the name of your PIN pad device from the drop-down list.
5. If the device includes a card swipe, select the “w/swipe” option.
6. Click “Test” to verify that the setup is correct.
Video Surveillance
For information about video surveillance features and setup, see p. 242.
Digital Camera/Scanner
Select the device you are using from the list.
Signature Capture
The Retail Solution interfaces with Topaz and Scriptel devices for integrated signature capture. For supported models,
look at the drop-down list on the Other Devices tab in the Control Room. Follow these steps for setup:
1. Select the Topaz device you are using from the drop-down list.
2. Click “Test” to verify that the device is communicating with The Retail Solution.
3. Select the form(s) for which you will be using signature capture: Credit card, Quote, Work Order, Rental,
Layaway, or Delivery.
4. (Optional) To edit the signature window format, right click on the name of the format you wish to edit (see
below.)
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5. For each of your selected forms, you will need to add the “Customer Signature” field in the Form Creator
(p. 207) or receipt layout (p. 88) . The customer's signature will print on the form/receipt and will be stored for
future reference.
To customize the signature window display for a form, right-click the form name. A review of our sample
configuration will give you an idea of the options that are available. If you add or edit the commands, make sure that
you maintain the proper format for each type of command.
'CONFIG
The apostrophe at the beginning of this word indicates that it is a comment, which will not be displayed on the
signature window. If you want to disable a line of code, put an apostrophe in front of it.
RES:640:480
This indicates the device resolution. Refer to your device manual for these specifications.
TX:40:23:41: “&NAM”
TX indicates that the information on this line is a text field, which will be displayed on the signature window. 40 is
the font size. 23 and 41 are the XY coordinates where the top left corner of the field will appear on the window. The
text to be included on the window is enclosed in quotation marks. In this case, the text is a field code which will be
replaced with the customer's name on the signature window.
TX:25:318:41: “Date:&DAT”
This is another text line. You will notice the format is similar to the previous line. &DAT is a field code that will be
replaced with the transaction date on the signature window.
TX:25:23:111: “I agree to pay the total amount of: &BAL”
Another test line. &BAL is a field code that will be replaced with the dollar amount of the transaction.
GR:20:177:”C:\TRSPOS12\SIGN.BMP”
GR indicates that this is a graphic field. 20 and 177 are the XY coordinates where the top left corner of the graphic
will be displayed on the signature window. The name of the graphic file to be displayed is enclosed in quotation
marks.
SIG:50:184:321:62
SIG indicates that this is the signature field. 50 and 184 are the XY coordinates where the top left corner of the field
will appear on the window. 321 is the width and 62 is the height of the field.
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PowerStation Setup
HOT:380:183:77:68
HOT indicates that this is the button the customer will select to approve and post the signature. 380 and 183 are the
XY coordinates where the top left corner of the field will appear on the window. 77 is the width and 68 is the height
of the field.
Figure 38:PowerStation Control Room: Miscellaneous tab.
Miscellaneous
This tab includes the following options:
• Location of Data Files: To select a different location, click “Change”.
• Station Number: (Network users only) Select the desired station number from the drop-down list. Each station
must have its own unique station number. Use the “Test” button to verify that stations are communicating via the
network. See p. 8 for more information.
• End of Sale Printer Options: For each payment type, you can specify up to 3 different print/receipt options,
including invoice, receipt, tip receipt, e-receipt, and credit card receipt dependent on ticket total. A picking ticket
option is available under End-of-Sale Printing 2 & 3.Select the desired option from the drop-down list. If multiple
payment types are used on one ticket, the print options selected for the payment type highest on the print options
list will apply. By default, credit card payment types appear at the top of the list. To change the order of payment
types on this list, highlight the payment type to be moved by clicking it, and then use the up/down arrow keys to
move it to the desired location.
• Show Onscreen Keyboard: If you are using a touch screen, specify when you want the keyboard to be displayed
on the screen. You can access the keyboard at any time using the icon in the bottom left corner of the point-of-sale
window.
• End-of-Shift Report: This user-definable report can be printed when a drawer is closed in the PowerStation. For
more information see page 195. Select the desired report format and printer from the drop-down list.
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• Microsoft MapPoint: Select this option if you will be using the Microsoft MapPoint program in conjunction with
The Retail Solution’s delivery feature (p. 59).
• Export Shipping Label: This option allows you to export shipping label information for each sale for use in
another application. The following fields are included: ticket, company, contact, address1, address2, city, state, zip,
phone, and email.
• Sort Ticket by: Select the desired option to automatically sort a ticket by description or stock number when you
press F1 to total the sale.
• F9 Option: Specify whether you want the F9 function key to access the layaway feature (p. 131) or the customer
tab feature (p. 130).
• Return Verification: If you want The Retail Solution to verify that the returned item has been sold within a
specified number of days, select the desired time period from the drop-down list.
Customer Display
This feature allows you to display user-definable pictures to the customer during sales transactions. For example,
information about new items, upcoming sales, etc. You will need to add a second monitor (set up as an extension of
the desktop) to your point-of sale computer. Follow these steps for setup in the PowerStation:
1. On the Miscellaneous tab, select the Customer Display option, and then click “Setup”. The Setup window
is displayed.
2. Use your mouse to drag the Setup window to the center of your second monitor.
3. If you want the display to cycle through multiple images, indicate the number of seconds you want each
image to display.
4. Make a note of the recommended image size and the destination folder, and click “Save” to exit the setup
window.
5. Locate the image destination folder on your computer.
6. Delete the demo files from the image folder and copy your own jpeg images to the folder. Verify that your
image files have been adjusted to the recommended size.
Power Menu Setup
The Power Menu allows you to set up your own user-definable menu so you can quickly add frequently used items
to your invoice. Buttons can also be configured to access Retail Solution functions (such as printing an address label),
PowerSearches, websites, or add comments to the invoice. You can create separate menus to be displayed before
a sale starts, or during a sale. The menu buttons are displayed on the left side of the Small (7 menu buttons) or
Normal (18 menu buttons) POS screen layout (p. 87). Menu buttons are both mouse and touch screen compatible.
You can also link the Power Menu to Power Buttons (p. 99) that allow you to access hundreds of inventory buttons
with just a few mouse clicks. These are some items you might want to include in your Menu:
• Different shipping options
• A website with product information
• Regularly offered coupon discounts (see Discount
• Comments
Items, p. 60)
• Services
• PowerSearches (p. 77)
• Miscellaneous items (p. 73)
Setting up the Power Menu
1. Sketch a flow chart of the menu options. Each menu button can be set up to access a PowerSearch, an
inventory item, a website, a function, or another menu. Think of your menu as a tree: You’ll start with a
“Root” menu, which can branch out into sub-menus and/or access items directly. Ultimately, each “branch”
of your menu “tree” is going to end with a PowerSearch, inventory item, website, or function.
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PowerStation Setup
2. Select the Menu Buttons tab at the Control Room window. Sample menu buttons are displayed on the
left.
3. Indicate whether you want to set up buttons to be used before a sale or during a sale.
4. Click the first sample button to highlight it.
5. Select the desired option for this button:
• Stock Item: This option will add the specified item to a ticket. (“During Sale” buttons only) To access a
PowerSearch (p. 77) or Power Button menu (p. 99), enter the start command in the Stock Number field.
• Retail Solution Command: This option performs the designated action (see options below.)
• Website: This option will open your browser and display the designated website.
• Sub-Menu: This option will display a sub-menu.
6. Enter the text that will appear on the menu button.
7. Complete remaining setup for the selected option:
• Stock Item: Enter the stock number of the item to be added to the ticket. (Click “Find” to search.)
• Retail Solution Command: Select the desired command and any applicable parameter from the dropdown list. (See details below.)
• Website: Enter the web address.
• Sub-Menu: When you press Enter after typing in the Button Text, the sample buttons will change to the
sub-menu. (The sub-menu includes a “Back” button which allows the user to return to the previous menu.)
Define the buttons using the same method as for the Main Menu. When you are done setting up the buttons,
click “Back”.
8. Select the Access Level for this button from the drop-down list. Only employees with this access level
or greater will be able to use this menu button. See p. 37 to set an employee’s button access level.
9. (Optional) To customize the button colors, or add a graphic using the TRS Picture Lab (p. 240), click
the desired button, and then click “Properties.”
10. Click “Apply” when you are done.
Retail Solution Commands
The following commands are available to the “Before Sale” Power Menu:
• Add New Customer: Allows user to enter a new customer.
• Drawer Add Cash: Allows user to add cash to an open drawer.
• Drawer Close: Displays the Close Drawer window (p. 111).
• Drawer Paid Out: Displays Paid Out window (p. 134 ) and opens cash drawer.
• Drawer Readings: Displays current register reading.
• Open Drawer: Displays Open Drawer window (p. 111).
• Price Check: Displays Stock Status window (p. 126).
• Print Picking Ticket: Prints a picking ticket for the last ticket. (See p. 87 for picking ticket printer setup.)
• Rental Return Item: (Rental users only) Displays Rental Return window.
• Schedule New Appointment: (Schedule users only) Displays appointment scheduling window.
• Schedule Reminder List: (Schedule users only) Displays schedule reminder list.
• Schedule View Appointments: (Schedule users only) Displays current day’s appointments.
• Send E-mail: Displays Send E-mail window (p. 160).
• Send Email to Last Customer: Creates E-receipt for last completed sale.
• Show Calculator: Displays an on-screen calculator.
• Show Current Gift List: Displays list of current gift registries (p. 135).
• Show Current Work Orders: Displays list of open work orders.
• Show Deliveries Out: Displays list of the current day’s scheduled deliveries (p. 59).
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• Show Gift Card Transactions: Allows user to scan gift card and view transactions/current balance.
• Start Predefined Customer Sale: Automatically starts a new sale for the customer you enter in the “Parameter”
field.
• Start Quicksale with Predefined Item: In the “Parameter” field, enter the stock number of the item.
• View Customer Tabs: Displays tabs from the Customer Information window (p. 79).
• Webstore Process Sales: (Webstore users only) Displays list of current web orders waiting to be processed.
Figure 39: Sample “Before Sale” Menu Button setup. The completed menu buttons can
be seen on the left.
The following commands are available to the “During Sale” Power Menu:
• Comment: Adds the designated comment line to the ticket. Enter the desired comment in the “Parameter” field.
• Convert to Work Order: Converts the current ticket to a Work Order
• Customer Information: Displays additional information about the current customer.
• Power Search: Displays the designated PowerSearch (p. 77).
• Print Address Label: Prints an address label for the current customer. See p. 91 for address printer setup.
• Send Email: Displays the Send E-mail window.
• Show Calculator: Displays an on-screen calculator.
• Show Past Purchases: Displays past purchases for the current customer.
• Smart Ditto Last Item: Adds another of the last item entered. User will be prompted to enter item serial number,
if applicable.
• View/Edit Ship-to Address: Displays Ship-to Address for current customer.
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PowerStation Setup
Editing the Power Menu
To edit an existing Power Menu, select the Menu Buttons tab at the PowerStation Control Room.
• By default, the Main Menu is displayed. Select the version of the Main Menu you wish to edit (“before sale” or
“during sale”. Then click the button you wish to edit and make any desired changes.
• To view a particular sub-menu, move your mouse over the Main Menu option from which it branches off. The
appropriate sub-menu will be displayed. When you are done editing the sub-menu, click “Back”.
• To delete a menu option, click the appropriate option to select it, and then click “Delete”.
• A sub-menu cannot be deleted unless you delete its buttons.
• Click “Apply” to save your changes.
Power Buttons
Power buttons allow you to create a user-definable menu to quickly access hundreds of inventory items during a sale.
You can access the menu by entering a command in the stock number field, or by linking it to the basic Power Menu
(above). A Power Button Menu can have up to 100 buttons, each of which can lead to an inventory item, website,
or another Power Button Menu. Follow these steps to create a Power Button menu:
1. From the Options menu, select “Power Buttons:Create a Power Button”.
2. Enter the command (up to 20 characters) that will be entered in the stock number field to bring up
the menu during a sale. If you want to link this Power Button menu to your basic Power Menu, you will
enter this command in the stock number field as in Step 4 of Power Menu Setup. You will receive a warning
message if the command you enter is identical to a stock number.
3. Enter the menu title. The title will appear at the top of the menu window.
4. From the drop-down list, select the number of menu buttons per row, and the total number of rows.
5. Select “Menu Generator” if you want the majority of buttons in this menu to bring up inventory items
from a specific department. (If you want each button to lead to another menu, or to items from various
departments, you may prefer to define each button individually instead.)
6. Click “Build” to continue. If you did not elect to use the Menu Generator, the Power Button menu grid will
be displayed.
7. If you are using the Menu Generator, follow these steps. Otherwise, proceed to Step 8.
• After selecting the desired department (and optional sub-department), click “Load Items”.
• To select the items you wish to include in the menu, click in the box in the column to the right of the
“Button Text” to place a check mark there. Click “Select All” to select all items, “Delete Item” to unselect
a highlighted item, or “Clear List” to start over with a different department.
• Make any desired changes to the button appearance. A sample menu button is displayed in the upper
right corner. To change the text color, click the “Foreground Color” palette icon. To change the
background color, click the “Background Color” palette icon. (These settings will affect all buttons in
this menu. To change individual buttons, see Step 8.)
• When you are satisfied with your settings, click “Build”. The Power Button menu grid will be
displayed.
8. If you did not use the Menu Generator, follow these steps to define each button. If you did use the Menu
Generator, you can still edit any of the buttons by following the same steps.
• Click the button you wish to define/edit.
• Enter the text that you want to appear on the button. (For example, item description.)
• If you want this button to bring up an inventory item, enter the item stock number. If you want this button
to bring up a website, enter the web address. If you want this button to bring up another Power Button
menu, enter the command line for that menu. (Don’t forget to set up that menu!)
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• Change the foreground (text) or background color for this button by clicking the appropriate icon.
Breaking the menu into smaller groups by color makes it easier to locate the desired option.
• Click “Graphic” to select a picture file for the button background. .
• To save your changes, click “Continue.”
9. Repeat Step 8 until all the buttons have been defined/edited.
10. To save your menu, press the “Esc” key.
To edit a Power Button menu, from the Options menu, select “Power Buttons:Edit a Power Button.” From the
drop-down list, select the title of the menu you wish to edit.
Figure 40: Sample Power Button menu.
Power Windows
A “Power Window” is a user-definable form that prompts employees to select from predetermined options to create
a package. Figure 41 shows a sample Power Window, designed to help an employee put together a custom framing
package. To access the Power Window at point-of-sale, the employee would look up the customer (p. 117), press
F1 to start a new sale, and then enter the start command for the Power Window at the stock number field.
• In Figure 41, the first 2 lines are “Drop-Down List” objects. The employee can select the desired option from a
drop-down list of specified inventory items.
• The next 2 lines are “Check Box” objects. This is for a “yes or no” option. If the box is checked, that item will
be added to the ticket.
• The 5th line (“Employee Name”) is a comment object. The comment entered by the employee (in this case,
“Timothy Clark”) will print on the receipt.
• The 6th and 7th lines are “User Input Value” objects (the width and length of the finished frame.) The values entered
by the employee are used to calculate quantities for other items in the window. In this example, quantities for the
frame, matte board, and glass items are automatically calculated by multiplying the width and length entered by
the employee. User Input Value objects can also be used to enter information to be stored in customer notes (p.
81).
• After the employee clicks “Apply”, the items will be added to the ticket as displayed in Figure 42.
• Up to 15 different objects may be used on one Power Window.
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PowerStation Setup
Figure 41: Sample Power Window at point-of-sale.
Figure 42: Items from the Power Window are automatically added to the ticket.
Creating a Power Window
Follow these steps to create a new Power Window
1. From the PowerStation Options menu, select “Power Windows:Create a Power Window”. The
Designer window will be displayed (Figure 43).
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2. Double-click on “Window Settings”.
3. Enter the Power Window Title. (See Figure 44.) The title will be displayed at the top of the Power
Window.
Figure 44: Window settings for the Power
Window shown in Figure 41.
Figure 43: Designer window.
4. Enter the Command to start this Power Window. The command can be any combination of letters or
numbers, up to 13 characters, and will be entered in the stock number field during a sale to bring up the
Power Window. Make sure that the command you enter is not a stock number for an inventory item.
5. From the drop-down list, select the screen location where you want the Power Window displayed when
it first appears (Center, Top Left, etc.).
6. Select the desired colors for the Power Window background, title, text, and the line that separates the
Power Window Title from the rest of the window. To change the color, click the appropriate color box.
7. Click “Apply” to return to the Designer Window.
8. Add the desired objects to your window.
• Starting on line 1, select the desired “Object Type” from the drop-down list. For specific instructions
for each type, see the following pages.
• To add another object, move to the next blank line and select the object type.Up to 15 objects may be
added.
• To delete an object, highlight the line and click “Delete”.
9. Click “View” to see how your Power Window will look.
10. Click “Done” to save and exit. To exit without saving, select “Cancel”.
Power Window Objects
Inventory Drop-Down Object
This type of object allows the user to select from a drop-down list of specified inventory items. You will need to
enter the following information for this object:
• Label Text Line: Enter the caption you want to appear next to the drop-down list. For example, you might use
the caption “Frames” for a list of picture frames.
• List Name: This refers to the list of items that will be used. Select a name from the drop-down list, or click “New”
to create a new list. (The same list may be used in more than one Power Window.) If you are creating a new list,
you will need to enter the stock number for each item.
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PowerStation Setup
• QTY value/formula: This refers to the quantity of the selected item that will be added to the ticket. For example,
if you want 1 item to be added, enter “1”. If you want users to be able to enter/override the quantity, select “Ask
User”. You can also create your own formula (p. 105).
• Price value/formula: This refers to the price used for the items on the list. To use one of the eight price levels,
use the formula “*PRICE1” for price level 1, “*PRICE2” for price level 2, etc. If you want the user to be able to
enter or override the price, select “Ask User”. For additional options, see p. 105.
• User help text for select/QTY/price: Text entered here will be displayed at the bottom of the Power Window
when the user is at the designated field. For example, your message for the “Select” line might read: “Select the
frame type from the list”.
• Click “Apply” to return to the Designer Window.
Figure 45: Completed setup for sample Power
Window shown in Figure 41.
Figure 46: Sample Inventory Drop-Down object
used in Power Window Figure 41.
Inventory Check Box
This type of object is for a “Yes or No” option: If the box is checked, the item will be added to the ticket. If the box
is not checked, the item will not be added. Enter the following information for this object:
• Label Text Line: Enter the caption you want to appear next to the check box.
• Stock Number: Enter the stock number of the inventory item that will be added to the ticket if the box is checked.
• Quantity/Formula: This is the quantity of the item that will be added to the ticket. You can also create your own
formula (p. 105).
• Price/Formula: This refers to the price used for the items on the list. To use one of the 8 price levels, use the
formula “*PRICE1” for price level 1, “*PRICE2” for price level 2, etc. (Additional formula options, p. 105.)
• Default State: Indicate whether you want the box to be checked or unchecked by default.
Comment Object
This type of object allows you to enter a comment that will be printed on the customer’s invoice. You will need to
enter the following information for the comment object:
• Label Text Line: Enter the caption you want to appear on the Power Window next to the comment field. For
example: “Employee Name”.
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• Optional Header: If desired, you can enter a header that will appear on the invoice next to the comment line. For
example: “Sales Rep:” A total of 25 characters, including the header, can be used for the comment line.
• Optional Default Comment: If desired, you can enter a default comment. Using our “Employee Name” example,
if employee Carol handles most of the sales for this type of package, you might enter her name as the default. If
another employee handles the sale, his name can be entered instead.
• User Help for Comment: Any message entered here will appear at the bottom of the Power Window when the
user is at the comment field. For example, “Enter your name.”
Figure 48: Sample Check Box Object.
Figure 47: Sample Comment Object.
User Input Value Object
This type of object is used to prompt the employee to enter a user-definable value in the Power Window. The value
entered can be used in two ways:
• It can be stored in the “Customer Notes” (p. 81). For example, you might create a User Input Value object to
prompt the user to enter the customer’s birthday, anniversary, or other information you want to keep on file.
• It can be used to create a quantity or price formula for one or more of the inventory objects in your power
window. For example, if you sell glass by the square inch, you might create one User Input Value object to prompt
the employee to enter the height, and another to prompt the employee to enter the width. These two values could
then be used to calculate the Quantity/Value formula for an Inventory Drop-Down object.
Figure 49: Sample User Input Value object.
You will need to enter the following information for this object type:
• Label Text Line: Enter the caption to appear next to the value field. For example, “Width”.
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PowerStation Setup
• Assign Value To: If you will be using the value entered as part of a formula (see below), you will need to
assign the value to one of the 8 Memory options. When you create your formula, you will use the code that
corresponds to the appropriate memory option: “M1” for Memory 1, “M2” for Memory 2, etc. Using the “glass”
example above, you might assign the User Input Value for width to Memory 1, and the User Input Value for height
to Memory 2. If you will be storing the value entered in Customer Notes, assign the value to “Customer Data”
and select the appropriate “user info” field from the drop-down list.
• If you want the value entered to be printed on the ticket, select “Include as comment on sale.”
• A default value can be entered, if desired (for example, you might have a minimum quantity for glass purchases).
• User Help: Any message you type here will appear at the bottom of the Power Window when the user is at this
field. For example, your message for the “Width” line might read: “Enter finished width in inches.”
Power Window Quantity and Price Formulas
When you create an Inventory Check Box object (p. 103) or an Inventory Drop-Down object (p. 102), you have the
option of entering a formula to be used to calculate the quantity and/or price for the inventory item that will be added
to the ticket. The following symbols can be used:
• *PRICE1, *PRICE2, etc.: The number corresponds to the inventory price levels: “*PRICE1” for price level 1,
“*PRICE2” for price level 2, etc.
• M1, M2, etc.: Codes used for User Input Values (see User Input Value Object above). The number corresponds
to the Memory option designated for that value.
• The plus sign (+) is used to indicate addition.
• The minus sign (-) is used to indicate subtraction.
• The asterisk (*) is used to indicate multiplication.
• The forward slash (/) is used to indicate division.
Sample formula 1: You want the customer to receive a 10% discount from price level 1 (in other words, they would
pay 90% of price level 1). The formula is“*PRICE1 * .9”
Sample formula 2: Your Power Window includes a User Input Value object for width in inches, assigned to
Memory 1, and User Input Value object for length in inches, assigned to Memory 2. You want the quantity sold to
equal the total square inches. Use the formula “M1*M2”.
Rounding options are also available:
• ROUND: Use this function to round the value within the parentheses, using the specified number of decimal
places. For example, the formula “ROUND (M1*M2,1)” means that the Memory 1 value will be multiplied by the
Memory 2 value, and the product will be rounded to the nearest 10th; if the product were 27.25, it would be
rounded to 27.3. NOTE: The number preceding the right parenthesis specifies the desired number of decimal
places. In the above example, if the number were 0 (zero), the product (27.25) would be rounded to 27. If the
number were -1 (negative one), the product would be rounded to 30.
• ROUNDUP: Use this function to round up the value within the parentheses, using the specified number of decimal
place (see NOTE above). Sample formula: “ROUNDUP(M1*M2, 0)”. Using the above example, the product
27.25 would be rounded up to 28.
Editing an existing Power Window
From the Options menu, select “Power Windows:Edit”. Select the desired Power Window from the list. To edit a
particular object, double-click on it, or highlight the line and select “Detail”.
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Part 2
Procedures
108
Introduction
This section of the manual includes information about procedures that need to be performed on a regular basis, such
as End-of-Day, End-of-Month, and End-of-Year. It also includes “How-To” instructions for using many of The Retail
Solution’s features.
Here’s an example of how you might use The Retail Solution on a typical day:
Start-of-Day
• Open one or more drawers (p. 111) so you can ring up sales. You should use a separate drawer for each station.
• If you are using the Time Clock, you will want to make sure that your employees log in and log out (p. 152).
During the Day
• Use the PowerStation to ring up sales (p. 117), A/R payments (p. 129), returns (p. 128), paid outs (p. 134) and
special orders (p. 132).
• Set up a gift registry list in the PowerStation (p. 135).
• Put items on sale (p. 120).
In addition, you can use the Manager’s Workstation to:
• Create (p. 137) and receive (p. 140) orders.
• Print labels for inventory items (p. 142).
• Update inventory information (p. 144).
• Update employee information (p. 149).
• Print a commission report (p. 149).
• Create an employee work schedule (p. 149).
• Update customer information (p. 155).
• Print accounts receivable statements (p. 156).
• Print mailing labels for customers (p. 157).
• Reconcile your checking account (p. 166).
• Enter (p. 167) and pay (p. 169) bills.
• Create customized reports (p. 175).
End-of-day
• Close all open drawers (p. 111), using the PowerStation or Manager’s Workstation.
• Run the End-of-Day procedure (p. 112) in the Manager’s Workstation. A daily backup is recommended.
End-of-Month (p. 113) should be run at the end of each calendar month. End-of-Year (p. 114) should be run at the
end of your fiscal year.
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110
Required Procedures
Opening a Drawer
“Opening” a drawer means entering the starting till balance. Do not use a particular drawer number on more than
one station at a time. For example, if station 2 is using drawer 2, do not open drawer 2 on another station. A station
may have more than one open drawer. If you have one cashier assigned to each station, you may want to have the
cashier close his/her drawer when the shift is over, and open a new drawer for the cashier working the next shift. You
can open a drawer in the Manager’s Workstation or in the PowerStation.
In the Manager’s Workstation
From the Main Menu, select “Procedures:Register Control”. Then select the drawer number that you wish to open,
and click “Open Drawer”. You will be prompted to enter the starting balance.
In the PowerStation
When you start the PowerStation, if you have not already opened a drawer, you will be prompted to enter the desired
drawer number and starting balance. Drawer status is displayed at the top of the point-of-sale window. For example,
“Susan Smith on register 1 of 5 using drawer 1 (Open)”. If you did not open a drawer when logging in, select “Open
Drawer” from the Drawer menu.
• If you close a drawer and then re-open it before running end-of-day, you will not be prompted to enter the
starting balance.
• To change the active drawer number without closing the drawer, select “Change Drawer” from the Drawer
menu. For example, when you have a shift change, you might want to let the 2nd shift cashier start ringing on a
different drawer while the 1st shift cashier’s drawer is taken to the back room to be counted and balanced.
• To add funds to a drawer that has already been opened, select “Add Cash” from the Drawer menu. You will
be prompted to specify the amount and reason, as well as the source account.
Closing a Drawer
“Closing” a drawer means counting and balancing the till. All drawers must be closed before End-of-Day (p. 112)
is run. A drawer can be closed in the PowerStation or in the Manager’s Workstation. NOTE: A closed drawer can
be reopened, and additional sales added to the drawer totals before End-of-Day is performed. To clear drawer totals
and post transactions, you must run End-of Day. Follow these steps to close a drawer:
1. Access the Drawer Balance window. In the PowerStation: Select “Close Drawer” from the Drawer menu.
In the Manager’s Workstation: From the Main Menu, select “Procedures:Register Control”. Select the desired
drawer number, and click “Close Drawer”.
2. Click the field next to the appropriate payment type and enter the total dollar amount of that payment
type in the drawer. Click the calculator icon next to the payment type or press “c” on the keyboard to access
Quick Count (see below). If this drawer has been re-opened, you must include totals for the entire day.
3. When you are done entering the totals, click “Apply”. If your drawer is balanced, you have the option of
printing the drawer balance report or end-of-shift report (p. 197) before exiting. If you do not want employees
to view drawer totals, select “Blind Close” (p. 22).
4. If your drawer is not balanced, locate the discrepancy.
• The over/short amount for each payment type will be displayed. To print this report, click “Print”.
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• To view a report of sales by a particular payment type, click on the name of that payment type. For example,
to view a list of sales paid by check, click on the word “Check”.
• To recount your drawer, click “Recount” to return to the Drawer Balance window.
5. To proceed with closing the drawer in spite of the discrepancy, click “Exit”. You will be prompted to enter
a reason for the discrepancy.
Quick Count
When you click the calculator icon next to the “Cash” field, the Quick Count window is displayed. Enter the quantity
of each type of coin and denomination of bill in the appropriate field. The total amount will be calculated for you
automatically. (For example, if you enter a quantity of 50 nickels, the total dollar amount of $2.50 will be calculated
for you.) When all cash amounts have been entered, click “Exit”, and the total dollar amount will be automatically
entered in the “Cash” field at the Drawer Balance window.
For checks, Quick Count can be used to enter the dollar amount of each item, as well as an optional reference
number. (If you skip the reference number for the first item, and then press Enter after adding the dollar amount, the
cursor will jump to the next “amount” field.) For credit cards, the total amount of each item will be displayed for
verification. Once all items have been entered, click “Total” to view the total dollar amount and number of items,
click “Print” to print the list, or click “Exit” to enter the total amount in the appropriate field of the Drawer Balance
window.
End-of-Day Procedure
This procedure is performed at the end of each business day to permanently post the day’s transactions. Before Endof-Day can be run, all drawers must be closed. To access the End-of-Day option, from the Manager’s Workstation
Main Menu, select “Procedures:End-of:Day”. Then follow these steps:
1. Make a Backup. Backups should be made daily. To make this a mandatory part of your End-of-Day procedure,
select “Require Backup before proceeding?” on the End-of-Day Reports tab in Company Information.
2. Make a Deposit. (Optional) If you are using The Retail Solution’s general ledger, this feature allows you to
track your daily deposits. Click “Deposits” to access the Deposit window (Figure 50).
• Select the desired drawer(s) from the list. Select multiple drawers if you want to combine totals from several
drawers into one deposit.
• Select the payment type(s) you wish to include in this deposit. Enter the deposits the way they will appear
on your bank statement. For example, if your VISA deposits are listed separately from your cash/check
deposits, you should enter one deposit for VISA and one for cash and checks.
• From the drop-down list, select the bank account to which the deposit will be made.
• Enter an appropriate memo to identify the transaction. (For example, “Visa Deposit”) Previously entered
memos will be saved so you can select from the drop-down list. (The “Amount” field displays the total dollar
amount of the deposit.
• Click “Post” to post this deposit. A list of completed deposits appears in the status box beneath the
Drawer/Payment Type lists.
• Repeat the above procedure for any additional deposits.
• When all deposits have been made, click “Post”.
3. Run End-of-Day Reports. In Company Information (p. 23), you specify which reports you want to include, and
whether you want them printed and/or filed (stored on the computer).
4. Select “Close Day” to complete the End-of-Day.
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Required Procedures
Figure 50: Make a Deposit window showing
sample deposit.
Reprinting End-of-Day Reports
Follow these steps:
1. From the Main Menu, select “Procedures:Accounting:Past Reports:Daily Reports”. Days for which Endof-Day reports are available are highlighted in yellow. Use the PageUp and PageDown keys or the scrollbar to
scroll to a different month.
2. Click the desired date to select it. If you ran End-of-Day more than once on that date, select the desired time
from the drop-down list.
3. (Registered Multi-Site users only.) To print End-of-Day reports from another location, select the desired
location from the drop-down list.
4. (Optional) Select an alternate printer from the drop-down list. The default is the printer specified for Endof-Day reports in Company Information (p. 23).
5. Select the reports to be reprinted.
6. Click “Print” to print the specified reports. Reports can be previewed on the screen if desired.
End-of-Month Procedure
The End-of-Month procedure is performed at the end of each month to clear out the month-to-date totals, age
accounts receivable transactions, and perform other minor housekeeping tasks. You should run End-of-Month on
the last day of the month after running End-of-Day. To access this option, from the Manager’s Workstation Main
Menu, select “Procedures:End-of..:Month”. Follow these steps to close the month:
1. Make a Backup. It is highly recommended that you make a backup before running End-of-Month.
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2. Select “Close” to complete the End-of-Month procedure.
End-of-Year Procedure
This procedure is performed at the end of your fiscal year to clear out the year-to-date totals. It is recommended that
you run End-of-Year after closing out the last month of the fiscal year. (Specify the last month of your fiscal year on
the Miscellaneous tab in Company Information.) To access this option, from the Manager’s Workstation Main Menu,
select “Procedures:End-of...:Year”. Follow these steps to complete End-of-Year.
1. Make a Backup. It is highly recommended that you make a backup of your data before running End-of-Year.
2. Click “Close” to complete the End-of-Year procedure.
Making Backups
Backups should be made daily, and can be made a mandatory part of the End-of-Day procedure. The TRS Backup
Agent (p. 239) can be used to make regular backups to the cloud. You can also make a backup by following these
steps:
1. From the Manager’s Workstation Main Menu, select “Control:Make a Backup”.
2. Select the Backup Destination (the drive on which you want the backup to be stored). To browse, click the
icon with the magnifying glass. It is recommended that you back up your files to a drive other than your hard
drive (c:). For example, you may wish to back up your files on floppy disks, a zip drive, or another drive on the
network.
3. Click “Start” to make a backup. Wait until the Status box displays the message “Backup Complete” before
returning to the Main Menu. If there is a problem with the backup, you may receive an error message (see
below). You can double-check the backup by clicking “Test Backup”.
4. Label your backup with the current date, and store it in a secure location, such as a safe or fire-proof
vault.
Backup Error Messages
Disk is full: The backup destination disk is full. Move or delete some unnecessary files.
Bad Disk: Disk has not been formatted or is defective.
Drive not Ready: Make sure disk has been inserted correctly and drive door is closed.
ERROR #: If you receive an error message with a number, make a note of the number and call our technical support
department.
Restoring a Backup
1. From the Manager’s Workstation Main Menu, select “Control:Restore a Backup”. Only backups made
using the Manager’s Workstation can be restored using this method.
2. From the drop-down list, select the drive on which the backup is located. The Manager’s Workstation will
search the specified drive to find your backup. Available backup files on the selected drive will automatically
appear in the window above.
3. Click the desired filename to select it. The date and time of the backup file will appear in the status box.
4. Select the files you wish to restore. You may restore all files, or selected files such as inventory, customers,
vendors, etc. A check mark in the box next to the option confirms that it has been selected.
5. Click “Start” when you are ready to restore the selected files. Wait until the Status box displays the
message “Restore was successful” before returning to the Main Menu. If there is a problem restoring your
data, you will receive an error message.
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Required Procedures
Restore Backup Error Messages
Disk Full: The drive to which you are restoring your backup is full. Move or delete some unnecessary files.
Wrong Disk: This is not a Retail Solution backup disk.
Error: #: If you receive an error message with a number, make a note of the number and call our technical support
department for assistance.
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116
Making Sales
This section will give you information about how to use the PowerStation to ring up sales, layaways, etc. The rights
of the employee who is currently logged in will determine which features you can access. You can make changes
to an employee’s rights in The Manager’s Workstation. Check the settings on both the Access tab and the Privileges
tab at the Employee Information window. NOTE: If necessary, a supervisor can temporarily log in during a sale using
the F10 Access option (see Fig. 53 showing a sale in progress).
Figure 51: PowerStation screen before starting a sale. See p. 96 for information on
customizing the menu buttons on the left.
Looking Up a Customer
This is the first step in ringing up a sale. Once you have brought up the customer, you can also make an A/R payment,
or view outstanding layaways and special orders for this customer. There are several ways to look up the customer:
C Enter the customer’s lookup code (p. 80) in the “Lookup” field.
C To search by customer name, press Enter to jump to the “Customer” field. You can use any portion of the
customer’s name. For example, if the name is “Broadway Bakery”, you might enter “broad” or “bake”.
C To search by contact name or phone number, press Enter until you get to the appropriate field.
C If the customer has a membership card (p. 118) with a barcoded discount code, you can scan the card at any point
prior to totaling the sale to bring up the customer information and activate any applicable discount.
If more than one customer meets your search criteria, a list will be displayed, so you can select the correct
customer. If this customer isn’t listed, click “Add” so you can enter the customer’s name and address information,
which will then be stored for future use.
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Viewing and Editing Customer Information
Once you have brought up a customer, you can edit the name and address information before starting a sale, or add
a picture using the TRS Picture Lab (p. 240 ). You can also select these options from the Customers Menu:
• Customer Information: Select this option to view and edit information for the current customer (for example,
tax type, price level, or customer notes). Authorized users will also have the option of creating an accounts
receivable account for this customer.
• Show Past Purchases: Select this option to view this customer’s past purchases.
• Show Special Orders: Select this option to view the status of outstanding special orders for the current customer.
Printing a Membership Card
Prior to printing membership cards, you must create your card layout in the Label Editor (p. 193) and complete card
printer setup in the Control Room (p. 92). Follow these steps to print the card:
1. Look up the customer. If this is a new customer, press the spacebar and enter his information. If you need to
capture the customer’s photograph, see p. 240.
2. From the Customers menu, select “Print Membership Card”.
3. If a discount code (p. 124) is to be printed on the card, select the desired code batch from the drop-down
list. The next available number in that batch will be assigned to the customer. The card expiration date will be
displayed for verification.
4. If you are using membership tracking (p. 26), and the customer is purchasing a membership item, enter
the new expiration date here.
5. Press F1 to print the card.
If you are not using membership tracking, you can view the customer’s membership status by selecting “Discount
Codes:Code Status” from the Customers menu.
Ringing Up a Sale
Follow these steps to ring up a sale:
1. Enter the customer’s information using one of the following options:
• If this is a new customer, press the space bar and then enter the lookup code and address information. You
can also enter a new customer by selecting “Add New Customer” from the Customers Menu.
• If this is a customer who is already in your database, or if you aren’t sure, use one of the customer lookup
options on p. 117.
2. Press F1 to start the sale.
3. Enter the items being purchased. You have several options:
• Scan the barcode.
• Enter the stock number in the “Stock Number” field.
• Press Enter at the “Stock Number” field to search for an item by description, other lookup, department or
vendor.
• Enter an asterisk (*) in the “Stock Number” field to add a comment. At the comment entry window, you can
indicate that you do not want the comment printed on the customer's receipt by selecting “No Print” (F2).
To keep the comment linked to the previous item when the ticket is sorted, select “Linked with above item”
(F3) (otherwise, the comments will all be grouped at the bottom of the ticket). Select “Apply” (F1) to post the
comment and return to the ticket.
• To delete a line item, use the arrow keys to move to the line you wish to delete, and then press the “Delete”
key.
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4.
5.
6.
7.
Making Sales
• If input mode is set to normal (p. 22), you will be prompted to enter the quantity for each item (fast mode
assumes a quantity of one for each item). To change the input mode temporarily during a sale, press F3 to
toggle between normal and fast mode. Or use the +/- keys to quickly increase or decrease the quantity.
To discount items on the ticket, see Discount Options (p. 120).
When you are done entering items, press F1. Authorized employees will be given the option of entering a
ticket discount amount; press Enter to skip this field. TIP: For cash purchases, use the Windows Application
key (picture at left) instead of F1. It will take you directly to the payment screen with cash payment type
selected.
Select the appropriate payment option, and enter the amount tendered.
• Press Enter to default to the exact amount of the ticket total.
• Specify which payment types each employee can accept on the POS Rights tab at the Employee Information
window.
• Up to nine different types of tender can be used for one ticket. If you enter less than the total amount due,
you will be prompted to select another payment type for the balance.
• When the ticket has been paid in full, the sale is completed.
If you selected the “Ask” option for receipt printing (p. 95), select the desired option. If you selected one
of the automatic printing options, the receipt or invoice will print now.
Figure 53: Point-of-sale screen showing sale in progress.
Quick Sales
A “Quick Sale” allows you to skip the customer information fields and jump directly to ringing up merchandise.
Instead of looking up the customer, just press F1 to start the sale. Employee access to the Quick Sale option is set
on the POS Rights tab at the Employee Information window in the Manager’s Workstation. If you do not store
information for any of your customers, you may wish to select the Auto Quick Sale option in the PowerStation
Control Room (p. 85).
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Discount Options
Discounting Items on a Ticket
Only authorized employees may discount items. See p. 36 for more information on granting an employee discount
rights.
• To discount the last item entered, press the space bar and select the discount percentage.
• To override the price of an item immediately after entering it, press the Escape key to jump to the price field and
then type in the new price.
• To select one of the 8 price levels, click the price field for the item (or use the arrow keys to move to the desired
line and press Enter to jump to the price field), to access a drop-down list.
• Create a miscellaneous item (p.73) with a negative price; when you add this item to the ticket, the negative amount
will be deducted from the ticket total.
Discounting the Entire Ticket
You can enter a dollar or percent discount for a ticket (limited by employee discount rights) when you total it. In
order to use this feature, you must select “Ask for Ticket Discounts” from the PowerStation’s Ticket menu. To enter
a percentage discount, enter the percent amount and then press the space bar. For example, to enter a 10% discount,
you would type “10” in the discount field, and then press the space bar. Press Enter to complete the sale. NOTE:
Items specified as “No Discount” (p. 49) will not be included in the percentage discount.
Progressive Discounts
This feature allows you to offer customers gradually increasing discount based on the dollar amount of their
purchases over a specified time period. To set up this feature, follow these steps:
1. Set up your price levels (p. 51) to reflect the discounts you offer. For example, Price Level 1 would be regular
price, Price Level 2 might be 10% less, Price Level 3 might be 20% less, etc.
2. At the Customer Information window, select “Progressive Discount” from the Global Settings menu.
3. For each line, indicate the total dollar amount of purchases and the corresponding price level a customer
will receive once her purchases reach that dollar amount. For the regular price level (typically Level 1), enter
“0”" for the cumulative sales.
4. Select “Auto activate future customer sales” if you want the progressive discount to apply automatically
to new customers. To apply the progressive discount to existing customers, set the customer's price level to
“1 (Progressive)”. To apply to multiple customers at once, see Customer Global Update (p. 156).
5. From the drop-down list, select the time when you want customer purchases/price level discounts to be
reset.
6. Click Exit to save and exit the window.
The Report Writer can be used to create a report of all Progressive Discounts changes.
Putting Items on Sale
This feature allows you to discount selected items for a designated time period.
In the PowerStation
1. Select F3 “Sale Prices” to access the Sale Items window.
2. Enter the stock number of the item you want to put on sale. Or select “Find Item” to search by stock number,
description, other lookup, vendor or department. The regular price for each of the 8 price levels is displayed.
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Making Sales
3. Enter the sale starting and ending dates, in the format MM/DD/YY.
4. For each price level, enter the sale price. Press Enter to move to the next price field. Or enter an optional flat
percent discount to be applied to all price levels.
5. For each sale item, repeat steps 2, 3, and 4. Sale dates will default to the date last entered, but can be changed.
6. Select “Post” when you are done. The list of sale items can be printed if desired.
To edit the list of sale items, repeat Step 1 and select “Load Sale Items” to view the current list.
In the Manager’s Workstation
Putting an individual item on sale:
1. At the Inventory Control window, bring up the item you want to put on sale.
2. Select the Sale Info. Tab.
3. Select “Sale Set 1”.
4. Enter the sale starting and ending dates, in the format MM/DD/YY.
5. For each price level, enter the sale price. Press Enter to move to the next price field. NOTE: If all price levels
will be discounted by the same percentage, select the “Percent” option and enter the percentage. Sale prices will
automatically be calculated based on this percentage.
6. To enter sale prices for a different set of dates, select “Sale Set 2” and repeat steps 4-5.
7. Select “Exit” when you are done.
Putting an entire department and/or sub-department on sale by a designated percentage:
Select “Enter Department Sale Prices” from the Department menu at the Inventory Control window. Select the
desired department and/or sub-department. You can specify a different percentage for each of the eight price levels,
if desired. You can also select a rounding option: Automatically round up to the nearest tenth, down to the nearest
tenth, or Smart Round (p. 44).
TRS Rules
This feature allows you to set up a “rule” that will apply a discount when specified conditions are met. For example,
you could set up a rule to give a 10% discount to members, or to discount 1 item 50% when 3 items from the same
department are purchased. You can also set up a rule to allow customers to accumulate points for purchases. The
points can then be redeemed for discounts on future purchases.
Follow these steps to set up a rule:
1. From the PowerStation Options menu, select “TRS Rules:Create a New Rule”.
2. Enter a unique name for this rule. For example, “Member Discount”.
3. Indicate whether you want to apply this rule at the end of the ticket (“Do this rule last”.)
4. Specify the customers to which the rule will apply: all customers, one of your customer types (p. 80),
members only, web customers only, quick sales only, or non-quick sales only. Select the desired option from
the list.
5. Indicate the time period during which this rule will apply. You can specify “Permanent” or select the
desired date range. You can also limit the rule to selected days of the week and/or times of day.
6. Indicate whether you want this rule to be used on this station only.
7. Specify the inventory items to which the rule will apply. Select all items, items from a particular vendor
or department (including optional sub-deparment/item style), product or service items only, or create your
own list:
• Click “List Manager” to create a new list. Up to 10 user-definable lists can be created.
• Select one of the 10 “User List” options from the drop-down list.
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• Select “verify valid inventory item” to verify each number you enter.
• Enter the stock numbers of the items. (Use the Report Writer to create a list of items with stock
numbers.)
• To change the list name, select “Change List Name” from the List Manager Options menu.
8. Indicate whether you want discounted or sale items to be excluded.
9. Select the desired rule option. See below for setup information for specific rule types. After completing
setup, continue with Step 8.
10. Click “Apply” to exit the setup window. You will be asked if you want the rule to be active. If you answer
yes, the rule will now be applied to each sale that meets the designated criteria. Rules can be
activated/deactivated by selecting “TRS Rules:Active” from the Options menu. NOTE: If you want rules
to apply to other stations, be sure to select the “Activated” option on those stations also.
To edit a rule, select “TRS Rules:Edit a Rule” from the Options menu, and then select the name of the rule you wish
to edit. After making your changes, click “Apply” to save.
Figure 54: Sample discount rule.
Quantity Discount Rule
This type of rule allows you to specify an item discount based on the quantity purchased. For example, “Buy 2, get
the 2nd item at 50% off” or “Buy 3 at full price, and get a 4th item free”. You can also use this rule to add an item to
the end of a sale automatically when specified items are purchased. Follow these steps for setup:
1. Indicate whether you want this rule to be activated for all sales that meet the criteria, or with a discount
code (p. 124).
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2. Enter the appropriate quantities and discount for this rule. To scroll through the options listed below, move
the cursor over the rule text until it turns into a green arrow. Each click will change to the next option.
• Percent discount on specified quantity: Enter the quantity that must be purchased, the quantity that will be
discounted, and the discount percentage. For example, if the customer will receive 1 additional item free
when 3 items are purchased, the rule would read, “Buy 4 get 1 at 100% discount”. If the customer will receive
a 50% discount on the 2nd item purchased, the rule would read, “Buy 2 get 1 at 50% discount.” If the customer
will receive a 10% discount on each item, the rule would read, “Buy 1 get 1 at 10% discount.”
• Price Level: Enter the required quantity and then click the word “get”. Select the desired price level from
the drop-down list. For example, “Buy 5 get all at Price Level 2”.
• Percent discount on all items: Enter the required quantity and then click twice on the word “get”. Enter the
discount percentage. For example, “Buy 10 get all at 30% discount”.
• Total dollar discount on specified quantity: Enter the quantity that must be purchased and the dollar
discount that will apply. For example, “Buy 3 save 50.00 on each set.”
• End-of-Sale Item: Enter the number of items that must be purchased and the stock number of the item that
will be added to the ticket. For example, “Buy 1 EOS Item HANDLINGFEE”.
• Set customer tax level based on quantity: Enter the quantity that must be purchased and select the customer
tax type (p. 19) that will apply.
• Print invoices/receipts based on quantity purchased: Enter the quantity that must be purchased and the
quantity to print, and select “Invoice” or “Receipt”.
3. Enter a description for the discount in the “Discount Text” field. The text will be displayed on the ticket in
the description field on the line where the discount is displayed. (The discount line will automatically be added
to the ticket when you press F1 to total the sale.)
4. Continue with Step 10 of TRS Rules setup.
Earn Points Rule
This type of rule allows customers to accumulate points for purchases. For example, a customer might receive 2
points for each dollar spent. When enough points have been accumulated, they can be redeemed for a purchase
discount or free item. Accumulated points will be displayed when you look up the customer at point-of-sale. They
can also be viewed at the Customer Information window under General Information. NOTE: If you want to specify
points earned for each item individually, you can enter the information at the Inventory Control window in The
Manager’s Workstation, instead of using an Earn Points Rule. You will still need to create a Use Points rule.
1. Select “Activate”on the Earn Points tab.
2. Specify the type of purchase unit that will be used to determine the number of points earned. You can use
item quantity, or a “dollar” unit, such as item price, cost, or profit.
3. Specify the number of points a customer will earn per quantity/dollar unit.
4. Continue with Step 10 of TRS Rules setup. After completing this rule, be sure to set up a “Use Points” rule
so customers can redeem accumulated points.
5. If you want to points to be automatically zeroed if the customer does not return within a preset number
of days, select the desired “Days from last sale points will be set to zero” on the POS Options tab in
Company Information.
Use Points Rule
This type of rule is used in conjunction with the Earn Points Rule to allow customers to redeem accumulated points.
1. Select “Activate” on the Use Points tab.
2. Indicate whether you want customers to be able to redeem points for a percent discount or a fixed (dollar
amount) discount.
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3. Indicate whether you want to limit the discount to one per ticket. For example, if the customer will receive
a 50% discount after accumulating 100 points, you could prevent them from redeeming 200 points on a single
ticket and getting a 100% discount.
4. Enter the point value and its corresponding discount. For example, if the customer can redeem 100 points
for a 50% discount off all designated items on the ticket, the line would read “Points: 100 get all at 50%
discount.” If the customer can redeem 500 points for a $10.00 discount, the line would read, “Points: 500 equals
a 10.00 discount.” NOTE: The discount given will not exceed the total amount of the ticket.
5. Enter a discount description in the “Text” field. The text will appear on the ticket in the description field for
the discount line. (The discount line will automatically be added to the ticket when you press F1 to total the sale.)
6. Select “Ask” if you want the customer to have the option to decide whether or not they wish to use
accumulated points for a discount on this purchase. If you do not select “Ask”, once the customer has
accumulated the required number of points, the discount will automatically be applied to the next purchase that
meets the rule’s criteria.
Print Form Rule
This type of rule can be used to automatically print a user-definable form at the end of a sale that meets the rule
criteria. For example, you could set up a rule to automatically print a rental agreement when an item from the rental
department is on the ticket. Follow these steps to set up the Print Form Rule:
1. Select “Activate Form” on the Print Form tab.
2. Select the desired printer from the drop-down list.
3. Click “New” to create your form.
4. In the box in the upper right corner, enter a unique title for the form.
5. Select the desired form size. The default is 8 ½ by 11 inches.
6. Type the desired text in the form window. You can change the font type and size, as well as the justification
of the text. To add fields from the field list in the upper left corner of the window, select the desired field and
then click “Insert”. For example, if you add the field “Company Name”, when the form is printed, your company
name will print in the spot where the field was placed.
7. Click “Print” to verify that the layout is correct.
8. Click “Apply” to exit the form window.
NOTE: Once you have created a form, you can use it again for another rule by selecting it from the drop-down form
list on the Print Form tab. To edit a form, select it from the list and click “Edit”.
Discount Codes
This option allows you to generate a list of code numbers that customers can use to receive a specified discount. For
example, you might include the discount code in a targeted mailing. You can create different codes for different types
of discounts, and the codes can be used in conjunction with TRS Rules. (The rule mst be set up before the discount
codes are generated; see p. 121 for more information.) You can also use the discount code on a customer’s
membership card (p. 118).
Creating a Batch of Codes
Follow these steps:
1. From the Manager’s Workstation Main Menu, select “Procedures:Register Control”.
2. At the Register Control window, select the Discount Codes tab.
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3. Select the desired type of discount for this batch:
• Percent (of the total ticket)
• Fixed Amount (for a fixed dollar amount)
• Price Level (the customer will receive the specified price level for all items on the ticket), or Active Rule (the
specified TRS Rule will automatically be activated.)
4. Specify the appropriate value for the discount type selected in Step 2:
• Percent: Enter the percent amount. For example, “10” for a 10% discount.
• Fixed Amount: Enter the dollar amount. For example, “5.00” for a $5 discount.
• Price Level: Select the desired price level from the drop-down list.
• Active Rule: Select the desired rule from the drop-down list.
5. (Optional) To assign all sales from this batch of discount codes to a particular employee for commission
purposes, select the employee name from the drop-down list.
6. (Optional) Enter a batch reference for tracking purposes. For example, if this batch of codes will be used
in a mailing to members of the local gardening society, you might use the reference “Garden Society”.
7. If you require a minimum ticket total for this discount to apply, enter the dollar amount here.
8. Enter the maximum number of times the code can be used. If it can only be used once, enter “1”. The clerk
will be notified at point-of-sale if the maximum number of uses has been reached.
9. (Optional) Enter the code expiration date. The clerk will be notified at point-of-sale if the code is no longer
valid.
10. (Optional) Enter the starting characters for this batch of codes. This gives you another way to reference the
batch. For example, you might specify that the Garden Society batch of codes start with “GS”.
11. Specify the total number of digits for the code.
12. Select the desired quantity of codes to be created.
13. Click “Create Discount Code Batch” to generate the list. Codes will be listed in the window on the right side
of the tab.
14. To print the list, click “Print”. To copy the list to the Windows Clipboard, click “Clipboard”.
Using Discount Codes
• A discount code can be entered or scanned at any point prior to totaling the sale. When The Retail Solution
generates the code batch, it checks to make sure that none of the codes match any of your existing stock numbers.
However, if you subsequently enter a new item with a stock number identical to a discount code, the number will
be interpreted as a stock number. If this situation occurs, enter the discount code by selecting “Discount Codes:
Enter Codes” from the Customers menu.
• Use the Report Writer to create a variety of discount code reports, including information such as whether a
code has been used, and how many times it has been used. You can reference a particular batch by the batch
number (sequential), the date created, and the batch reference.
• To check the status of an individual code, select “Discount Codes:Code Status” from the PowerStation’s
Customers menu.
No-Tax Sales
• Customers who have previously been entered into your database as No-Tax customers (p. 80) will not be charged
tax.
• An authorized employee (see POS Rights at the Employee Information window) can temporarily override a
customer’s tax status for an individual sale by pressing F6 during the sale. To permanently change the customer’s
tax type, after bringing up the customer, select “Customer Information” from the Customers menu.
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• New customers entered at point-of-sale will be automatically assigned the “Regular” tax type you set up in
Company Information (p. 19). If you want to be able to specify the customer’s tax type every time you enter a new
customer in the PowerStation, select the option “At the start of a new sale, ask for customer’s tax level” on the POS
Rights tab in Company Information.
• If many of your sales are mail orders, you may wish to select the option “If out of state ask if mail order” on the
POS Rights tab in Company Information. On sales to customers from other states, you will then be asked if the
sale is a mail order. If you answer “Yes”, no sales tax will be charged.
Mail Orders
In addition to the No-Tax options above, The Retail Solution has several other useful features for mail order sales:
• A customer’s credit card number can be kept on file for future purchases (p. 22).
• Users can be prompted to ask for a “Ship To” address for every sale (p. 21). For existing customers, you have
the option of selecting a prior Ship-To address from a drop-down list. To edit the Ship-To address during a sale,
select “View/Edit Ship-to Address” from the Ticket menu. (To edit Ship-To addresses at the Customer Information
window in the Manager’s Workstation, look up the customer, then select “Edit Ship-To Addresses” from the
Options menu.)
• The weight option (p. 25) can be used to print the total weight of items on an invoice.
• You can create one or more shipping items (p. 74) to add a shipping charge based on weight, item count, or
total dollar amount. In addition, you can quickly access the carrier’s website to create a new label, get a rate, or
track a shipment. (Enter or edit the carrier’s web address when setting up the shipping item, or select “Shipping
Web Addresses” from the Global Settings menu at the Inventory Control window.) Select the carrier name from
the Shipping menu, and then select the desired option. If the shipment invoice included a shipping item for which
you entered a tracking number, recall the ticket and then select the carrier name and “Track Shipment” option from
the Shipping menu. The tracking number will automatically be entered on the carrier’s tracking website.
• You can create your own customized picking ticket form in the Form Creator (p. 207). After completing printer
setup (p. 87), you can print the picking ticket prior to totaling the sale by selecting “Print Picking Ticket” from the
Ticket menu.
• Ticket information can be exported to UPS shipping label software: Select “UPS Export Options” from the
PowerStation’s Shipping menu, and indicate whether you want to export all sales or UPS shipments only. Tickets
must include a shipping item (p. 74) flagged to “Export to UPS shipping label software” to be exported.
• If you have set up caller ID support (p. ?), the Caller ID Agent automatically pulls up information for existing
customers based on the phone number of the incoming call.
Printing Address Labels
Prior to printing address labels, you must create your address label layout (p. 192) and complete address label printer
setup (p. 91). When you set up the printer, you specify whether you want an address label to print automatically at
the end of every sale. To print an address label without ringing up a sale, first look up the customer, and then select
“Print Address Label” from the Shipping menu.
Checking Stock Status
You can easily check the status of a particular inventory item before or during a sale by selecting “Stock Status” (F2).
You can search for the item by stock number, description, other lookup, department or vendor. Or press F7 to select
from a list of kit items (p. 62). The following information is available:
• Quantity on hand, quantity committed/available, and quantity on order (NOTE: To prevent an employee from
viewing the quantity on hand, see the Privileges tab in Employee Information.)
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Description lines 2 and 3
Retail price
Bin location (If you have set up a graphic view of bin location for this item (p. 48), press F2 to view it.)
Sale price, and sale starting and ending dates, if applicable
Sales figures for this item
Vendor code
Last cost If you don’t want this displayed, see the “Display Cost on Status” option in Company Information (p.
22).
(Optional) Sales graph or item notes (p. 86) To select these options, see the “POS Options” tab in the
PowerStation Control Room.
Digital image(s) of the item (p. 47)
Registered Multi-Site users can view stock status at other locations.
Select “Continue” (F1) to exit the stock status window and return to the sales screen.
Hold Tickets
Tickets may be placed on hold and recalled at a later time to be completed. To place a ticket on hold, select “Hold
Sale” (F7). If you have set up a hold invoice/receipt (p. 87), you will be given the option of printing the ticket prior
to placing it on hold.
• By default, The Retail Solution only allows you to have one hold ticket for each customer. If you want to be able
to have multiple hold tickets for each customer, select “Allow more than 1 hold per customer” on the POS
Options tab in the PowerStation Control Room.
• When you place the ticket on hold, you will also be given the option to store credit card/accounts receivable
payment information (convenient for mail orders).
• You can recall the ticket by looking up the customer and then pressing F6. See “Recalling a Ticket” below for
other options.
• If you store shipping addresses for your customers, you will be given the opportunity to edit the customer’s
shipping address when the ticket is recalled, provided you have selected “Ask for ship-to address” in Company
Information (p. 21).
• If you recall a ticket that is more than 30 days old, you will be asked if you want The Retail Solution to update
item prices. You can also update prices on a recalled hold ticket by selecting “Update Prices” from the Ticket
menu.
• If the ticket contains warrantied items and is not a Quick Sale, press F2 to enter the serial numbers for those
items.
Recalling a Ticket
You may need to recall a ticket to reprint it, void it, or do a return. If you are using the Sample Invoice form, scan
the barcode on the invoice at the customer lookup field to quickly recall that invoice. When you look up a
customer (p. 117), you have the option to view previous tickets for that customer. Or press F7 to jump to the ticket
number field:
• Look up a specific ticket by entering the ticket number, or the serial number of an item listed on the ticket.
• Press F1 to view the last ticket.
• Press F2 to view a list of the current day’s tickets showing ticket number and sale total. (NOTE: Voided
or hold tickets will not be shown.)
• Press F3 to view a list of tickets on hold.
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Once you have selected a specific ticket, you have the following options:
• Reprint
• Void the ticket (current day’s tickets only)
• Refund the ticket
• View details of how the ticket was paid
Ringing up a Return
NOTE: If the customer is returning all items on a particular ticket, just recall the ticket (p. 127) and select the
F6 “Return” option.
1. Look up the customer (p. 117). If you don’t wish to store information for this customer, proceed to Step
2.
2. Press F1.
3. Select “Return” (F4) for return mode. “Return: Yes” will be displayed.
4. Enter the items being returned.
• If you selected the return verification option on the Miscellaneous tab in the Control Room, you will
receive a warning message if the item has not been purchased within the specified number of days.
• If you do not want the returned item added to quantity on hand, when at the quantity field for that item
select “Don’t add to qty-on-hand” (F2). (If your input mode is set to “Fast”, you will need to click on the
quantity field, or use the arrow keys to access it.)
• To change the assigned employee (so commission will be properly adjusted), press F1.
5. If the customer wants to purchase items also, select “Return” (F4) again to turn off return mode.
“Return: No” will be displayed.
6. When you are done entering items, select “Total” (F1).
7. Indicate the payment type used to refund the customer’s money.
Store Credit
The Retail Solution allows you to issue store credit in lieu of a refund when a customer returns an item. To use this
option, you must set up a Store Credit payment type (p. 18). Once the return transaction is completed (select “Store
Credit” as the refund payment type), the appropriate amount of credit will be posted to the customer’s account. The
next time that customer makes a purchase, the amount of store credit he has will be displayed. A customer’s store
credit balance can also be viewed under General Information at the Customer Information window.
Voiding a Sale
• To void a sale in progress, select “Void” (F8).
• To void a completed sale, first recall the ticket (p. 127), and then press F5.
NOTE: You must void the sale prior to running the End-of-Day procedure.
Void Tracking
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Use the Report Writer to create a detailed report of voided tickets.
Voids are listed on the Audit tab at the Employee Information window.
Select “Show Void Alerts” on the Station Options tab in Company Information to receive notification in the
Manager’s Workstation each time a void takes place.
Making Sales
Accounts Receivable Payments
Follow these steps to post a payment to an A/R customer’s account:
1. Look up the customer (p. 117).
2. Select “A/R Payment” (F3). A list of invoices which have an outstanding balance will be displayed.
3. Select from the following options:
• To make a partial payment on a specific invoice, click the “Pay Amount” field for that invoice, type in the
amount, and press Enter.
• To pay a particular invoice in full, click that line, or use the arrow keys to move to the desired line and then
press F1. The amount paid will default to the full amount due.
• To automatically disburse payment to the oldest outstanding invoices, press F2 and then enter the total
payment. If the amount entered exceeds the amount due on the oldest invoice, the balance will be applied to
the next oldest invoice(s).
• To view and/or make an adjustment to a specific invoice, use the arrow keys to highlight it and press F4.
Adjustments can be made at the detail window.
• If the customer wishes to make a payment even though he does not have an outstanding balance, select
“Credit Memo” (F3), and enter the payment amount.
• To apply a credit memo to the customer’s balance, select it for payment as well as the invoices to pay. (Or
select “Disburse credit memo” from the Customers menu.) The credit will be deducted from the amount due.
4. To complete the transaction, press F6. A ticket will be created for the payment amount. If desired, other items
may be added to the ticket.
5. Press F1 to total the sale, and indicate the payment type used.
Figure 55: Accounts Receivable payment screen.
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Recurring Sales
This option allows you to set up recurring charges to be billed automatically to the customer’s A/R or credit card
account each week, month, or year. Follow these steps:
2. Press F1 for a new sale.
3. Enter the item(s) to be billed to the customer’s account.
4. From the Ticket menu, select the appropriate option: “Recurring Sales:A/R Sales:New” or “Recurring
Sales:Credit Card Sales:New”.
5. Indicate how often the sale should be billed to the customer’s account. For example, “Repeat this sale
every month for the next 12 months.” Press F1 to continue.
6. Total the sale and select the appropriate payment type. This completes the first billing cycle and flags
the account to be charged during the next cycle.
Generating Charges for the Next Billing Cycle
C Accounts Receivable: From the Ticket menu, select “Recurring Sales:A/R Sales:Print Invoices”. Charges will not
be billed to the customer’s account until the invoice has been printed.
C Credit Card: From the Ticket menu, select “Recurring Sales:Credit Card Sales:Load Next”. Repeat until all sales
have been processed.
Customer Tabs
A tab is an open ticket which can be quickly recalled so additional items can be added before the sale is completed.
For example, a customer at a bar might have a running tab allowing the bartender to quickly enter each drink for that
customer as it is ordered. When the customer is ready to check out, a ticket is created with the cumulative total.
NOTE: To access the tab feature, you must select the F9 Option “Customer Tab” on the Miscellaneous tab in the
PowerStation Control Room.
Starting a New Tab
Follow these steps to start a new tab for a customer.
1. Look up or enter the customer information.
2. Press F1 to start a new sale.
3. Enter the initial items the customer is purchasing.
4. Press F9 to create the tab. You will be prompted to enter a quick reference (for example, the customer’s
nickname) which will be used to recall the tab.
Recalling and Completing a Tab
Follow these steps to recall a customer tab:
1. From the Customers menu, select “Show Customer Tabs”, or press CTRL-T. A list of current tabs will be
displayed.
2. Select the correct tab from the list.
3. After entering any additional items on the tab, press F9 to Save, or F1 to total and enter the payment
information.
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Layaways
Creating a Layaway
Follow these steps:
1. Look up the customer (p. 117). Do not use “Quick Sale” (F1).
2. Select“New Sale” (F1).
3. Enter the items being purchased.
4. When you are done entering items, select “Layaway” (F9). If you selected “Ask for next layaway payment
and due date” on the POS Options tab in Company Information, you will be prompted to enter this information
before entering the amount of the first deposit.
5. Select one of the percentage options, or enter a dollar amount. If desired, you can bring up the retail
calculator by clicking the calculator icon.
6. After entering the deposit amount, proceed to the payment screen to enter the payment type and complete
the sale.
Making a Layaway Payment
Follow these steps:
2. Select “Recall Layaway” (F2).
3. Select the appropriate layaway from the list.
4. Once you have verified that this is the correct layaway, select “Payment” (F2). You will be asked if this is
the final payment. If this is the final payment, an invoice will be created for the balance due. If this is not the
final payment, you will need to enter the amount of this deposit.
5. Once you have entered the deposit amount, proceed to the payment screen to enter the payment type and
complete the sale.
Editing a Layaway
Follow steps 1 through 3 for making a layaway payment, and then select “Edit” (F1). When you are done making
changes, press F9 to save. You will have the option of making a deposit.
Voiding a Layaway
Follow these steps:
1. Look up the customer as for a regular sale.
2. Select “Recall Layaway” (F2).
3. Select the appropriate layaway from the list.
4. After verifying that this is the correct layaway, press F1 (“Edit”).
5. Select “Void” (F8). If the customer has made a deposit, you will be asked if the deposit will be refunded in cash.
Quotes
Follow these steps to create a quote:
1. Select “Make Quote” (F5).
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3. Select “Start Quote” (F1).
4. Enter the items you want listed on the quote.
5. If you want to discount the quote or items on the quote, see p. 120.
6. To total the quote, select “Total”(F1).
7. Select the desired print option.
8. Indicate whether you want to place the quote on hold.
To recall the quote, look up the customer and select “Recall Hold Ticket” (F6). (See p. 127 for other ways to recall
a ticket.) You can recall the quote as a regular ticket or a work order. If the quote is more than 30 days old, you will
be asked if you want The Retail Solution to update item prices. You can also update prices on a recalled hold ticket
by selecting “Update Prices” from the Ticket menu.
Special Orders
This option allows you to flag an item as a special order and accept an optional deposit. When you create your next
order (p. 137) for that vendor, you will be prompted to order that item. When you receive the order, the customer’s
name and phone number will be printed on the receiving report.
To place an item on special order:
There are two ways to place an item on special order. NOTE: The special order option is not available for a quick
sale. When you are ringing up a sale, if an item is out of stock, select “Special Order” (F5). To special order an
in-stock item, after entering the item on the ticket, use the mouse or arrow keys to highlight it and press F11. Then
follow these steps:
1. Verify that the item description, quantity and price are correct.
2. If you are using Multi-Site, select the desired pickup location from the drop-down list. If the customer will
be picking up the item at another store, you may wish to issue them a security code by clicking the lock icon
in the upper left corner of the window. Once a code has been issued, The Retail Solution will ask for it whenever
the special order is recalled.
3. To specify the date the item should be ordered, select “Hold Special Order” from the Options menu.
Otherwise, the item will be flagged to be added to your next order for that vendor.
4. (Optional) Any desired notes for the item can be entered on the line below the item. Order notes can be
entered in the box above the Discount % field. Comments and notes will not print on the customer's invoice.
5. To add another item to this special order, press F1, enter the stock number and repeat steps 1-3.
6. Enter an optional deposit amount for this order. The default is 100%. An optional discount percentage can
also be entered. If there are multiple items on the ticket, the discount will be applied proportionally to each item.
7. Press F2 to add the deposit amount to the ticket, or F5 to Exit/Post.
To view/edit a customer’s order:
1. Look up the customer (p. 117) and select F4 (Special Order). You can also view and select from a list of
current open orders by selecting “Special Order” from the Customers menu.
2. Make any desired changes to the item:
• To edit the customer's phone number, select “Edit phone number” from the Options menu.
• To replace an item on the order with a substitute item, highlight the desired item and select “Substitute
Item” from the Options menu.
• To add another item to this special order, press F1.
• To view the full name of the vendor, move your mouse over the red dot in the Vendor Code field.
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• To access the vendor’s website, select “View Vendor's Website” from the Options menu.
• To apply a dollar discount to the order, select “Add Discount Entry” from the Options menu. Note that this
discount will be a separate line item, not applied proportionally to each item as is the F6 percent discount
option.
• To adjust the deposit amount, select “Adjust Deposit Balance” from the Options menu.
3. When you are done making changes, select F5 to post your changes and exit.
To complete the special order:
Follow these steps to complete a special order transaction when the customer comes in to pick up the item:
1. Look up the customer.
2. Select “Recall Special Order” (F4). A list of outstanding special orders for this customer will be displayed.
3. Use the arrow keys or mouse to highlight and select the desired order. Order information may be edited, if
necessary.
4. Click the box to the left of the stock number field to check off the item(s) that are being picked up. To check
all items, select “Pickup All” (F3).
5. Select “Post” (F5). The special order item will appear on the ticket, along with any deposit that has been paid.
6. Press F1 to total the ticket and enter the payment type.
Deleting a Special Order
Follow these steps to delete a Special Order:
1. To recall the special order, look up the customer and select F4 (Special Order). You can also view and select
from a list of current open orders by selecting "Special Order" from the Customers menu.
2. To delete the current order, select “Delete Order” from the Options menu at the Special Order window.
If a deposit has been paid, a refund ticket will be created.
Importing Tickets
Individual Tickets
This feature allows you to import ticket information in some common file formats from another application; for
example, prescription tracking or photo developing software. A ticket for that transaction will automatically be
created. Follow these steps for setup:
1. Select “Import:Single Sale Setup” from the Ticket menu.
2. Enter the name of the import file, or select “Locate” to browse.
3. Select one of the supported file types: Comma delimited text, tab delimited text, or Excel.
4. If the file includes a header, select “Skip header.”
5. Select “Load”. A sample of each field will be displayed.
6. For each field, select the appropriate field type from the corresponding drop-down list.
7. When all fields types have been identified, select “Active”.
8. If you want a message stating that a new order is ready to be processed, rather than having a ticket
automatically displayed on screen, select “Pause on new orders.”
9. Click “OK” when you are done.
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Ticket Batches
The Retail Solution allows you to import tickets for sales made on another computer at a temporary location, such
as a trade show or mall cart. When the tickets are imported at your regular location, The Retail Solution will assign
each ticket the next sequential ticket number at that station. The ticket number used at the temporary location will
be displayed on a comment line at the beginning of each ticket. You can recall the ticket using either of these ticket
numbers. Follow these steps for exporting and importing the tickets:
1. Before you leave, make sure you have a full current backup of your data files. Install the Manager’s
Workstation and PowerStation on the computer you will be using at the temporary location. Select the option to
use demo data, log in with the password “DEMO”, and then restore your backup.
2. At the temporary location, open a single drawer and ring up sales just as you normally would, but do not
run end-of-day.
3. When you are done ringing up sales at the temporary location, close and balance the drawer.
4. Print out the Drawer Balance report, so you can add those figures to the drawer totals at your regular
location after the tickets have been imported
5. After printing the Drawer Balance report, select “Export Tickets” from the Options menu at the Drawer
Balance window. Specify the drive to which you want the ticket files copied. If you use a floppy drive, you may
need multiple disks.
6. To import the tickets at your regular location, log in to the PowerStation and open a drawer.
7. Select “Import:TRS Ticket Batch” from the Ticket menu, and select the ticket file location.
8. When you close this drawer and enter the totals for each payment type, be sure to add in the totals from
the temporary location so that the drawer will balance correctly.
Paid Out or No Sale
To open the cash drawer without making a sale, press F10, and indicate whether this is a “Paid Out” (F1) or “Open
Drawer Only” (F2). If you select “Paid Out”, you must enter the name of the account used for this expense and the
amount. You may also enter a comment. The transaction will be automatically posted to the specified account. If
you select “Open Drawer Only”, any changes made in the drawer will not be recorded. Paid Out information is
available to the Report Writer.
Locking the Register
You can “lock” the register to prevent unauthorized use and/or to change the employee who is currently logged in.
(In order to “unlock” the station, a password must be entered.) To lock the register, select “Lock” from the Register
menu, or press F6. If you want the register automatically locked after each sale, see p. 22.
Readings
You can view current register totals for a particular station in The PowerStation. You can view a list of all tickets
for the current day in The Manager’s Workstation.
In the PowerStation: Press F9, or select “Readings” from the Register Menu. Then select the station for which you
want to view totals.
In the Manager’s Workstation: From the Main Menu, select “Procedures:Register Control”. A list of tickets for
the current day will be displayed, along with the grand total of sales from all registers. A sales/profit graph is also
displayed.
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Making Sales
Gift Registry
Creating a New Gift Registry List
To create a gift registry list, select “New Gift Registry” from the Gift Registry Menu. Follow these steps:
1. Specify the occasion: wedding, baby shower, birthday, or Christmas.
2. Enter the name and address information for the gift recipient(s).
3. Enter the date of the event. Click the “12” icon to access a calendar.
4. (Optional) Enter instructions to be printed at the bottom of the gift list. For example, “Kitchen colors are
blue and cream” or “Nursery theme is teddy bears”.
5. To enter items on the list, click the “Stock Number” field and enter the stock number. The quantity will
default to 1, but you can override if desired.
6. Click “Post” before exiting.
7. If you want to print the gift list for customers, set up a gift registry printer (p. 87).
Recalling the Gift List and Deleting Items
• To recall the list so you can print it, select “Current Gift List” from the Gift Registry menu. Select the
appropriate name from the list. After recalling the list, select “Print”.
• To edit the registry information, select “Edit Gift Registry” from the Gift Registry menu.
• To delete purchased items, recall the list using “Current Gift List”. Click the item (or use the arrow keys to
reach the item and then press F1), and the quantity will be reduced by one.
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Maintaining
Your Inventory
Customizing Create Order Settings
C On the Miscellaneous tab in Company Information, you can enter the “Last Purchase Order Number”, specify
whetheryouwantordersbasedonminimumormaximumquantities,alowchangestoapostedpurchaseorder,andallowmorethanoneopenpurchaseorderpervendoratatime.
C Specify the Purchase Order form on the Station Options tab in Company Information.
C If you have a limited budget for an order, you can select “Ask Maximum Purchase Amount” from the Options
menu at the Create Order window. Then when you create a new order, you will be prompted to enter the amount
you wish to spend. Based on the amount you enter, The Retail Solution will create the order, entering special order
items first, then additional items based on sales volume and current quantity-on-hand.
C Choose the desired selection from the Options menu to customize the prompts when starting a new order:“Add
items below minimum quantity” and/or “Add special order items” to auto-add these items to each order, or select
“Ask” to receive prompts at each order.
C The option box in the bottom right-hand corner can display item price levels, vendor cost, or Multistore
Quantity (Multi-Site FTP users only). Select the desired option under “Option Box” on the Options menu.
C To change the graph type, select “Graph” from the Options menu.
Creating an Order
Follow these steps to create a new order. NOTE: To view a list of items below minimum for all vendors, use the
Master Order (p. 139).
1. From the Manager’s Workstation Main Menu, select “Inventory:Orders:Create”.
2. Click “New”. The Retail Solution will generate a purchase order number for the order.
3. Select the desired vendor from the drop-down list and press Enter. If you need to change the vendor for
this order, select “Change Vendor” from the Options menu.
4. If desired, edit the Terms, F.O.B. and Ship Via information by clicking on the appropriate field and
entering the new information. Additional comments can be entered in the Remarks field.
5. Click the Stock Number field, and indicate whether you want The Retail Solution to find all items below
minimum quantity for this vendor. Appropriate quantities will automatically be added to the order.
6. Review the order and make any desired changes:
• To change the quantity or cost of an item, use the arrow keys to move to the desired item and then press
Enter to move to the quantity/price fields. If you need to convert the “sold unit” price to “ordered unit” price,
you may wish to select “Ask Cost Conversion” from the Options menu; refer to the on-screen help topic, “Ask
Cost Conversion” for more information.
• To quickly review order quantities, select “Quantity Update Mode” from the Options menu. The “Quantity”
field will be highlighted. Press Enter to jump to the next line. Quantity Update Mode will automatically be
turned off when you reach the last item.
• To display multiple description lines for each item, select “Show Multi-description lines” from the Options
menu.
• Additional information about the currently highlighted item can be viewed at the bottom of the window.
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• To view order history for the currently highlighted item, click “History”.
• To delete an item, use the arrow keys to move to the desired item and then press the Delete key.
7. Enter any additional items or comments:
• Enter the stock number on the next blank line in the Stock Number field. Or click “Find Item” to search for
an item by description, other lookup, department or vendor.
• If you enter a stock number for a new item that is not in inventory, you will be given the option of adding it
now. After entering minimal item information, you can proceed with the order. Additional information for
the item can be entered later (see Updating Inventory, p. 144).
• To paste a list of stock numbers or barcodes from the Windows Clipboard, select "Paste from Clipboard"
from the options menu. If you want to include the quantity, your selection must be tab delimited, as in an Excel
file.
• To insert a line at a particular spot in the order, click the line below where you want the new line to appear,
and then select “Insert”.
• To add a comment, click a blank line. Then click “Comment”. You will be prompted to type in your comment
(up to 37 characters).
• To enter notes for this order (which will be stored with the order, but not printed on the Purchase Order), click
“Notes”.
Figure 56: Create Order screen showing sample order in progress.
8. Prepare the order for the vendor:
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Maintaining Your Inventory
• To print the purchase order, click “Print”.
• To fax the order to the vendor, click “Fax”.
• To Email the order to the vendor, click “Email”. (You must complete E-mail setup, p. 160, and enter the
vendor’s E-mail address under Vendor Information, p. 41.)
• If you have completed EDI setup (p. 239) for this vendor, and have selected the “When Posted” option, the
purchase order file will automatically be transferred when the order is posted. If you selected the “Manual”
option, select “Electronic Data Interchange:Export This Order” from the Options menu. You will receive the
message “Transfer complete. No errors reported” if the transfer is successful.
9. Click “Post”. An order cannot be received until it has been posted. Once an order has been posted, you will not
be able to make changes to it unless you have selected the option “Allow changes to a posted purchase order”
on the Miscellaneous tab in Company Information. You can then recall the order using the purchase order
number. NOTE: To save the order-in-progress to be completed at another time, click “Exit”. To recall the
order at a later time, enter the PO number or select it from the list.
10. Click “Exit” to return to the Main Menu.
An open order can be deleted by selecting “Delete this order” from the Options menu at the Create Order window.
Using TRS Tablet
If you have a Tablet PC with a scanner, you have the option of using the TRS Tablet program to scan items to be
ordered and easily load them into the Master Order or Create Order window. (See p. 241 for setup information.)
Follow these steps:
1. From the TRS Tablet main menu, select “Create Order”.
2. Select the desired vendor from the drop-down list. If you will be scanning items from multiple vendors, select
“Master Order”.
3. As you scan each item, enter the quantity of that item you wish to order.
4. When you are finished entering items, select “Post”. You will finish creating the order in the Manager's
Workstation.
To access the order information:
C If you are using Master Order, from the Manager's Workstation main menu, select “Inventory:Orders:Master
Order”. Your items will be displayed at the Master Order window (see below).
C If you are creating an order for a specified vendor, from the Manager's Workstation main menu, select
“Inventory:Orders:Create”. At the create order window, select “List” and then select the desired vendor from the
drop-down list. Continue with Step 6 of Creating an Order.
Master Order
This feature allows you to view a list of all inventory items that are currently below minimum, or needed for special
orders or web orders. To access Master Order, from the Manager’s Workstation Main Menu, select
“Inventory:Orders:Master Order”.
• Indicate the maximum dollar amount you want to spend on orders at this time. Master Order will display a
prioritized recommendation.To select an alternate vendor for an item, click the vendor field for that item and
select the desired vendor from the drop-down list.
• To change the quantity and cost information, double-click the field.
• To create an order for a particular vendor, select the desired vendor from the list at the bottom of the window.
Then click “Create Order”. Continue with Step 6 of Creating an Order.
• When you have completed the order, you will be returned to the Master Order screen. The items you have just
ordered will be removed from the list. You can select another vendor and create another order, or exit the window.
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Returning Merchandise to a Vendor
Occasionally, you may need to return defective merchandise to the vendor for replacement or repair. The Retail
Solution allows you to track outstanding RMAs.
• To enter an RMA, from the PowerStation’s Options menu, select “RMA:New RMA”.
• To remove a completed RMA from the list, select “RMA:Current RMA List” from the Options menu, select the
desired RMA from the list, and then click “RMA Complete”.
If you are returning the item to the vendor for a refund or credit, you have two options:
• List the item on an order to the vendor with a negative quantity. (Your inventory will automatically be updated
when the order is received.)
• OR manually adjust the quantity on hand. (See p. 144.)
Customizing Receive Order Settings
C If you want to use The Retail Solution’s serial number tracking feature (p. 73), select “Ask for serial numbers
when receiving an order” on the Miscellaneous tab in Company Information.
C To display the purchase order discount field at the Receive Order window, select “Show PO Discount” from the
Options menu.
C To prevent an employee from changing prices when receiving an order, select “Lock retail price” from the
Options menu.
Receiving an Order
For information on receiving consignment items, see p. 143. Follow these steps to receive an order:
1. From the Manager’s Workstation Main Menu, select “Inventory:Orders:Receive”.
2. Enter the order number (PO number), or click “List” and select the desired order from the list. Only
completed orders appear on this list. If you do not see the order you are looking for, check the list of open
orders in the Create Order window.
3. Make any desired changes to the Terms, Remarks, Date Received, F.O.B., or Ship Via fields.
4. Verify the prices and quantities received so that your inventory will be accurately adjusted when the received
order is posted.
• To update item cost, double-click on the cost field and enter the new cost. NOTE: If you need to convert the
“sold unit” cost to “ordered unit” cost, you may wish to select “Ask Cost Conversion” from the Options menu;
refer to the on-screen help topic, “Ask Cost Conversion”.
• If you will be printing price labels using the purchase order information, make sure the retail prices are
correct! (Price levels/markup percentages are displayed for the currently highlighted item.
• If you are receiving a large order with lots of items, you can quickly find an item on the list by clicking
“Find”and scanning the item. The item will automatically be marked received; however, you can adjust the
quantity as described below if necessary.
• To quickly mark all items as received at ordered quantity, select “Mark all items received” from the
Options menu.
• To specify quantities to be disbursed to the floor and warehouse, or enter lot information, double-click
the quantity field.
• To change the quantity received, double-click the quantity field and enter the quantity received,
backordered, and/or damaged in the pop-up window. Any balance for this item will be assumed cancelled.
When you click “Post” to post the received order (Step 5), you will be asked if you want any remaining
unmarked items to be backordered. (Marked items show a check mark next to the quantity.)
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5. Enter any items received that were not listed on the original order.
• If you received substitute items, highlight the original item and click “Substitute”. You will be prompted
to enter information for the substituted item.
• To add items, click “Extra Item” and enter the stock number and quantity. You may also search for an
item by stock number, description or other lookup by clicking “Find Item”.
• If this is a new item that is not currently listed in inventory, click “New” at the Extra Item window. After
entering minimal information for the item, you can proceed with receiving the order. You can enter additional
information for the item later (see Updating Inventory, p. 144).
6. From the drop-down list, select the asset account that will be increased by the value of the received goods.
7. Enter the Freight, Taxes, and Discount amount in the appropriate fields, and select the appropriate
account for each expense.
8. Select the account used to pay for this order from the drop-down list. The default account will be the one
used for the last order received. If you select Accounts Payable, a bill will be created for the total amount. If you
select a checking account, you will be asked for a check number.
9. To enter an optional memo, double-click the “Memo” field.
10. Click “Print Report” to print a Receiving Report.
11. To post the received order, click “Post Order”. Your quantity on hand will not be updated until the order is
posted.
12. Click “Exit” to return to the Main Menu.
Figure 57: Receive Order screen.
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Using TRS Tablet
If your tablet PC has a barcode scanner, you can use it to quickly mark items received or damaged. (See p. 241 for
setup information.) Follow these steps:
1. From the TRS Tablet main menu, select “Receive Order”.
2. At the Receive Order window, select the desired order from the drop-down list.
3. Select “Locate” and scan the first item. (To enter an item manually, select the keyboard icon in the lower left
corner.) The quantity field for that item will be highlighted.
4. Enter the item quantity, or touch the ordered quantity to indicate that the full ordered quantity was
received. To indicate damaged items, select “Damaged” and enter the appropriate quantity.
5. When you are finished scanning items, select “Post”. You will finish receiving the order in the Manager's
Workstation. (Follow the steps for Receiving an Order above.)
Using Global Receive
This option allows you to “receive” a group of items and update your quantity on hand without first creating an order.
To access this option, from the Manager’s Workstation Main Menu select “Inventory:Global Update:Global
Receive”. Then follow these steps:
1. Enter the stock number of the first item. You can also use the “Find” option to search by description, other
lookup, department or vendor.
2. Enter the quantity received, and press Enter.
3. Enter the “Each” cost for the item, and press Enter. The extended cost will automatically be calculated.
4. Repeat Steps 1-3 for the remaining items.
5. (Optional) Select the vendor name, and enter a PO number or freight amount.
6. To print a receiving report, click “Print”. If you want to save the list so you can come back and finish it later,
click “Exit”.
7. When all items are listed correctly, click “Post” to update your inventory.
8. If you are using The Retail Solution’s general ledger, create an entry for this transaction when prompted.
Printing Barcode Labels
Using Purchase Order Information
On the Miscellaneous tab in Company Information, you specified when you want to print barcode labels. If you have
indicated that you want to print labels after creating an order, the order information will be sent to the Price Labels
window as soon as the order is completed. If you indicate that you want to print labels after receiving an order, the
order information will be sent to the Price Labels window as soon as you have finished receiving the order. Select
the “Export” option at the Price Labels window to export item information to your own label printing program.
Follow these steps for label printing:
1. To access the Price Labels window, from the Manager’s Workstation Main Menu, select “Inventory:Price
Labels”.
2. Verify that all information is correct before proceeding:
• To edit the quantity of labels to be printed, double-click the quantity field and enter the new quantity.
• To sort the list by a particular field, click the column header for that field. For example, to sort the list by
department, click the “Department” header.
• To add items to the list, click on a blank line, then click “Add”. You will be prompted to search by stock
number, description, other lookup, department or vendor.
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• To delete an item, highlight it and then click “Delete”.
3. When you are ready to print labels, click “Print”. This will take you to the Label Editor (p. 189) where
you can design the label layout.
4. When you are done printing labels for these items, return to the Price Labels window and click “Clear”.
Data will remain in the window until you clear it.
Using the Report Writer
You can create a report of items for which you wish to print labels. See p. 177.
Printing Labels for Individual Items
C Go to Inventory:Price Labels and scan or type in the stock number(s) of the items for which you wish to print
labels. After verifying the information for each item, click “Print”.
C You can also add an item to the Price Labels window by clicking the label icon next to the barcode field at the
Inventory Control window.
Managing Consignment Inventory
Receiving Consignment Items
To receive items into inventory from a consignment vendor, follow these steps:
1. From the Main Menu, select “Vendors:Consignment:Replace Stock”.
2. Type or scan the first stock number and press Enter. Or click “Find Item” to search for an item, or “Add
Item” to access Quick Add.
3. Verify that the quantity received and cost (amount to be paid to the vendor when the item is sold) are
correct. If this is a restricted quantity vendor, you will receive a warning message if the maximum quantity is
exceeded.
4. Repeat steps 3 and 4 for any additional items.
5. When all items, quantities, and costs are correct, click “Print” to print a receiving report.
6. Click “Post” to post the received quantities to inventory.
7. Click “Clear” to clear the screen so you can receive items from another consignment vendor, or “Done”
to exit.
Viewing Consignment Status
This option allows you to view a report of current status for all items from a specified consignment vendor. The
report shows the last cost, last order date, last date the item was sold, as well as the current quantity on hand and the
amount below/above minimum. To view the report, follow these steps:
1. From the Main Menu, select “Vendors:Consignment:Current Status”.
2. Select the desired vendor from the drop-down list. If this is a restricted quantity vendor (p. 42), the restricted
available balance (quantity you can purchase from this vendor) will be displayed.
3. Click “Print” to print the report, if desired. Click “Clear” to clear the screen and select another vendor, or
click “Done” to exit.
Paying Consignment Vendors
Follow these steps to view a report of consignment payments due to a particular vendor.
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1. From the Main Menu, select “Vendors:Consignment:Pay Consignees”.
2. Select the desired vendor. A list of item sales for which this vendor has not yet been paid is displayed. By
default, all sold items are selected for payment, but you can deselect items if necessary. To print the report, click
“Print”.
3. Select the desired payment source from the drop-down list.
4. To authorize payment for the selected transactions, click “Pay”.
5. Click “Next” to create a report for the next consignment vendor, or “Done” to exit.
Updating Inventory Information
Updating Individual Items
From the Manager’s Workstation Main Menu, select “Inventory:Add/Update”. By default, the Inventory Control
window is in search mode. (Check the message to the right of the stock number field to confirm.) Enter the stock
number of the item to be updated, or click “Find” to search by description, other lookup, department, or vendor. If
more than one item meets your search criteria, you will be prompted to select the desired item from a list. After
looking up the item, simply click on the field you wish to edit.
• To delete the current item, Select “Delete” from the Options menu.
• To adjust last cost or quantity-on-hand, click the appropriate field.
• To access a calculator, double-click any dollar amount field. Click “Post” to enter the calculator total into the
dollar amount field.
• To adjust average cost: This information is computed for you as you create and receive orders using The Retail
Solution, and cannot be edited. However, if you adjust the last cost, the average cost will be recalculated. The
Retail Solution uses a weighted average based on the last five or ten costs/quantities ordered. To view/edit this
information, click the “Average Cost” label.
• To view a detailed inventory movement report for the current item, click the “Qty Floor” label.
• Whenever an item’s price is permanently reduced, TRS will automatically track the extended amount as a
markdown. For example, if you reduce a shirt’s price from $10 to $9 and you have two shirts on hand, the change
is recorded as a $2 markdown. Reports of all markdowns can be created using The Report Writer report source,
“Markdown Transaction Log”.
• The date of the last change to this item is displayed on the bottom left corner of the Miscellaneous tab.
• Items in a Report Writer report can be tagged (p.175) to be automatically loaded at the Inventory Control
window for editing.
Using Global Update
This option allows you to update information for a number of items at one time. To access Global Update, from the
Manager’s Workstation Main Menu, select “Inventory:Global Update:Update All”.
Navigating Global Update
• Items in a Report Writer report can be tagged (p.175) to be automatically loaded at the Global Update
window for editing.
• To specify items from a particular vendor, select the desired vendor from the drop-down list. NOTE: If no
vendor is specified, items from all vendors will be included.
• To specify items from a particular department, select the desired department from the drop-down list. NOTE:
If no department is specified, items from all departments will be included.
• You can further restrict the list by specifying a sub-department. item style, and/or Other Lookup.
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• To eliminate columns that are not needed, click “Columns to View” and select the columns to be displayed.
• To bring up the list of specified items, click “Load”.
• To quickly locate an item, right-click on any field and select “Column Search”. You will be prompted to enter
an appropriate search value. For example, to search by Other Lookup, right-click that field and enter the Other
Lookup word you are searching for.
• To search for an item on the internet, right-click on that row and select “Web Search”.
• To permanently highlight a row, right-click on that row and select “Highlight Row”.
• To view additional fields of information, use the scroll bar at the bottom of the window to scroll back and forth.
The “Description” field will remain stationary.
• To sort the list by a particular field, click the column header for that field. For example, to sort the list by stock
number, you would click on the words “Stock Number” at the top of that column. If the stock numbers are not all
the same length, select “Zero fill stock sort” from the Options menu, so that the column will sort correctly. Click
the column header to re-sort after selecting the option.
Editing Item information
• All fields may be edited except for the stock number.
• To update information, double-click on the field you wish to change. After entering the new information on the
first line, press Enter to move to the next line in that column.
• If the new information for several adjacent items is the same, simply use the mouse to highlight the desired
fields. You will be prompted to enter a new value for the selected fields.
• For price changes, the Global Price Change window will be displayed, so you can specify the desired markup
formula for the highlighted items. (If the markup is based on Last Cost, select Markup(Cost) or Markup(Retail)
and enter the desired markup value–for example, 50% would be entered as “50”.) For price level markups, enter
the desired dollar amount or percentage and select the appropriate function. You can also specify the desired
number of decimal places and an optional digit for prices to be rounded to. For barcode changes, the following
options are available: the barcode can be copied from the stock number for each highlighted item, or a prefix/suffix
added to barcodes for the highlighted items.
• Up to 5 pictures can be added for each item. To add a picture, copy it to the windows clipboard and then click the
appropriate picture field. To delete a picture, click on it and answer yes to the prompt. By default, pictures are
displayed as thumbnail images. To view them in a larger format, before loading data, select “include item picture”
under Options:Columns to View.
• Your changes will automatically be saved when you exit the window.
Quantity Adjustment
This option allows you to quickly update quantity-on-hand for a number of different items at once; for example, when
you take a physical inventory. To access this option, at the Manager’s Workstation Main Menu, select
“Inventory:Global Update:Quantity Adjustment”.
• To bring up the desired items, you may type in the stock number, or click “Find” to search by description or other
lookup. You can also use your Tablet PC to enter items and quantities (see below). If you are using a handheld
data collector that creates a data file, click “Import” when you are ready to import the file. The file must contain
a minimum of 4 records.
• If a stock number is entered that is not in The Retail Solution’s database, the message “Item Not Found” will be
displayed in the description field. If you wish to add the item, double-click on the stock number.
• If the same item is listed multiple times, (for example, you may have counted the stock on the floor separately
from the stock in the back room), click “Compress” to consolidate the listings into one entry with one total quantity.
NOTE: This option is recommended if you are using a keyboard wedge data collector. If you have used the
Import option, totals will automatically be compressed.
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• To sort the list by a particular column, click on the appropriate column header.
• To print the list, click “Print”.
• To post the changes you have made, click “Post”. If you click “Save”, the list will be saved for posting at a later
time.
• To clear the list, click “Clear”.
Using TRS Tablet
You can use your tablet PC, equipped with a scanner, to streamline the process of taking a physical inventory. (See
p. 241 for setup information.) Follow these steps:
1. From the TRS Tablet main menu, select “Inventory Count”.
2. Select the “Floor” or “Whse” header under “Quantity” to indicate whether you are counting items in your
store or in the warehouse.
3. Scan the first item. If you have trouble scanning a particular item, you can also enter the stock number manually
by selecting the keyboard icon in the bottom left corner of the window.
4. Verify the quantity of the item. By default, TRS Tablet will assume a quantity of one for each item scanned.
To adjust the quantity, tap the quantity field for the desired item. If you want to be prompted to enter the quantity
for every item scanned, select the “Ask Qty” icon on the bottom right of the window.
5. When you are finished entering items/quantities, select “Post” to post the new quantities. Or select “Exit”
to save your list and return to it later. If you lose track of where you left off, select “Log” to display a list of items
recently entered.
Warehouse Quantity Transfer
This Global Update option allows you to transfer items from warehouse to floor or vice-versa. Follow these steps:
1. From the Manager’s Workstation Main Menu, select “Inventory:Global Update:Warehouse
Transfer.”
2. Indicate whether you wish to transfer items from the warehouse to the floor, or vice-versa.
3. In the lower left corner of the window, indicate whether you want to default to “Fast Mode” (assumes
a transfer quantity of one for each item), and/or to prompt the user for item bin location.
4. If you have entered a minimum floor quantity for each item on the Min/Max tab at the Inventory
Control window, and you want The Retail Solution to suggest items/quantities to transfer, click
“Suggest”. A list of items with below minimum floor quantities will be displayed.
5. Enter the stock number of the item, and verify that the quantity to be transferred is correct. Click
“Find” to search for an item by description, other lookup, department or vendor.
6. Repeat Step 5 for any additional items.
7. If desired, click “Print” to print a list of transfer items/quantities.
8. Click “Post” to post your changes.
Scheduled Price Changes
This feature allows you to enter new item prices to take effect on a specified date. Prices will be updated during the
End-of-Day procedure on the date specified. (If you don’t run End-of-Day on that date, the updates will take place
during the next End-of-Day procedure.) You can enter scheduled price changes for individual items at the Inventory
Control window, or for larger groups of items using Global Update.
At the Inventory Control window, follow these steps:
1. From the Global Settings menu, select “Scheduled Price Changes”.
2. Enter the date you want the price change to take effect.
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3.
4.
5.
6.
Enter the item stock number, and press Enter.
Enter the new price for each of the 8 price levels.
Repeat Steps 2, 3 and 4 for any additional items.
Click “Exit” when you are done.
To use Global Update, follow these steps:
1. From the Manager’s Workstation Main Menu, select “Inventory:Global Update:Update All”.
2. Load the desired list of items as described on p. 144.
3. From the Options menu, select “Scheduled Price Change Mode”.
4. Enter the date you want the price change to take effect.
5. Enter the new prices as described on p. 145. Click the column header to sort by price. You can also
highlight a group of items and enter a percentage markup or discount.
6. When all new prices have been entered, click “Exit”.
Scheduled price changes entered under Global Update can be viewed and edited at the Inventory Control window.
Inventory Manager
The Inventory Manager helps you set appropriate minimum/maximum quantity levels for your inventory items based
on past monthly/quarterly sales. When you first start using The Retail Solution, you will need to manually enter
projected sales percentages for each item (see Min/Max Levels, p. 51), based on your expected sales by quarter or
month. After you have accumulated at least 4 quarters of sales history within The Retail Solution, you can update
the sales percentages and use the Inventory Manager to update Min/Max levels accordingly.
Follow these steps to use the Inventory Manager:
1. From the Manager’s Workstation Main Menu, select “Inventory:Inventory Manager”.
2. Select the desired Vendor and/or Department.
3. Click “Load”.
4. Select the quarters for which you want new Min/Max values to be computed.
6. Select “Compute Min/Max”.
7. Click “Post” before exiting, or your changes will be lost.
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Maintaining
Employee Information
Editing Employee Information
To view and update information for a particular employee, from the Manager’s Workstation Main Menu, select
“Employees:Add/Update”. Then select the desired employee name from the drop-down list. To delete the current
employee, click “Delete”. Changes will automatically be saved when you click “Exit”. NOTE: The date of the last
change made to this employees record is displayed on the bottom left corner of the Menu Access tab.
Commission Report
To access this option, from the Manager’s Workstation Main Menu, select “Employees:Commission Report.” Follow
these steps to run the report:
1. Select the desired date range for the report. For example, if you want a report for the month of August, 2014,
you would enter the starting date 08/01/14, and ending date 08/31/14. Click the “12” icon to access a calendar.
2. Select the desired employee from the drop-down list. The default is the first employee on your employee list.
3. Click “Load” to display information for the selected employee.
4. (Optional) Click “Print” to print the report. After the report prints, the next employee’s name will be
displayed.
5. Click “Load’ to load information for the next employee, or select another employee from the list.
6. When you are done printing/viewing reports, click “Exit” to exit the Commission Report window.
Employee Work Schedule
This feature allows you to create and print an employee work schedule. You can specify the tasks that need to be
performed, the employees qualified to perform them, and the hours each employee can work. Once the initial setup
has been completed, you can create a schedule with just a few mouse clicks! Follow these steps for initial setup:
1. Enter your store hours on the Miscellaneous tab in Company Information.
2. (Optional) Set up Employee Departments (below). Departments allow you to group employees by the tasks
they are qualified to perform. When you create a schedule, you can specify that you need a certain number of
employees for each department for a given time period.
3. Enter schedule information for each employee (p. 150).
4. Create a basic schedule template (p. 150) for each day of the week that your store is open.
Employee Departments
Your Employee Departments may correspond to specific tasks (“Cashier”, “Janitor”, “Stock Clerk”) or to specific
physical departments of the store (“Apparel”, “Gifts”, “Music”). NOTE: If you do not set up departments, all
employees will be assumed to have interchangeable skills. When you set up your schedule template, you will only
be able to specify the total number of employees needed for a given time period. At a minimum, you will probably
want to set up at least a couple of departments to distinguish supervisors from lower-level employees.
• When you enter your employees, you will specify the primary and secondary departments for each employee.
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• When you create your schedule template, you can specify the number of employees you need for each
department for a given time period.
Setting Up:
1.
2.
3.
4.
5.
6.
7.
From the Manager’s Workstation Main Menu, select “Employees:Add/Update”.
At the Employee Information window, select “Employee Departments:New” from the Options menu.
Type in a unique name for this department.
Press Enter or click “Continue”.
Repeat steps 3 and 4 for any additional departments.
Click “Cancel” when you are done entering departments.
When you enter schedule information for each employee, specify the appropriate primary and secondary
departments.
Editing:
•
•
To change the name of a department, from the Employee Information Options menu, select “Employee
Departments:Rename”.
To delete a department, select “Employee Departments:Delete”.
Employee Schedule Information
Follow these steps to enter availability information for each employee.
1. At the Employee Information window, select the desired employee from the drop-down list.
2. Select the Schedule tab.
3. If you are using Employee Departments, select the Primary and Secondary departments for this employee
from the drop-down lists.
4. Enter the maximum number of hours per week and per day that this employee can work. Include lunches
and unpaid break time. For example a full-time employee that receives an hour for lunch would work a
maximum of 45 hours per week, 9 hours per day.
5. Select the desired priority for this employee. Employees with a priority of 5 will be scheduled first; employees
with a priority of 1 will be scheduled last.
6. Specify the day(s) of the week this employee is available to work.
7. For each day this employee is available to work, enter the starting and ending times for the hours he can
work. Use a military format: for example, 5 PM would be entered as 17:00.
8. (Optional) Enter any employee requested schedule changes. You can simply enter the information in each
field, or click on the “Date” header to access a prompt window.
Employee Schedule Template
Your schedule template will include information about the number of employees needed for each department; the
number of employees may vary based on the time of day. You can create up to three different schedule templates.
Follow these steps to create a template:
1. From the Main Menu, select “Employees:Schedule”.
2. Select “Template Setup: Template 1” from the Schedule menu. Your Employee Departments are displayed
on the left. (If you are not using departments, the department column will display only one line: “To be
assigned”.) On the right, hours for the first day of your schedule are displayed. Store hours are indicated by
color: white for hours the store is open; yellow for hours the store is closed. For each department (including “To
be assigned”, if applicable) you will need to specify how many employees you will need for a given time period.
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Maintaining Employee Information
For example, you might need one manager on duty all day (“Supervisor” department), two cashiers from 9AM
to 11 AM (“Cashier” department), and 4 cashiers from 11 AM to 3PM for the lunchtime rush (same “Cashier”
department, different time period).
3. Select the desired time period for your first department: Click the desired start time and hold down the mouse
button as you drag the pointer to the desired end time. When you release the mouse button, the Task Setup
window will be displayed. (Task refers to a specific time period within a department.) NOTE: Begin a separate
time period whenever the number of employees needed for this department changes. In the above example, the
“Cashier” department would have 2 separate time periods: One from 9 to 11 AM, and one from 11 AM to 3 PM.
4. Select the number of employees needed for this task from the drop-down list.
5. Select the Department (group of employees) or specific employee you want to be scheduled for this task.
The default setting is the current department. If you leave the default setting intact, employees from this
department will be scheduled according to their availability and the priority level you have assigned them.
However, you may occasionally want to change priority levels or default departments for a given time period.
6. Click “Exit” to exit the Task Setup window.
7. Repeat steps 3-6 to designate the employees needed for each time period within each department. Use the
scrollbar at the bottom of window to scroll to time periods later in the day. If two consecutive days will use the
same template, you only need to set up the first day. Then select “Copy to next day” from the Schedule menu.
Otherwise, repeat steps 4-7 until all time periods/departments have been set up for each day of the week.
8. Select “Save” from the Schedule menu.
Now that your template is complete, you can use it to automatically create the weekly schedule. To create additional
templates, follow the above steps, selecting “Template 2” or “Template 3” from the Schedule menu in Step 2.
Auto-Generating an Employee Schedule
After completing Employee Work Schedule Setup (including your Employee Schedule Template), follow these steps
to quickly create your weekly work schedule.
1. If you have created more than one template, select the appropriate template number under “Template
Setup” on the Schedule menu.
2. Select "Generate New Schedule" from the Schedule menu.
3. Specify the starting date for this schedule. The schedule will automatically be created. An error log may be
displayed if you do not have enough employees available to meet the template requirements.
4. Scroll through the schedule to verify that everything is correct. If you want to make changes, see “Editing
an Employee Schedule” below.
5. When you are satisfied with the schedule, select "Save" from the Schedule menu.
To print the schedule, select “Print” from the Schedule menu.
Editing an Employee Schedule
Occasionally, after auto-generating a schedule, you may need to make minor changes. If you want to indicate lunch
times for specific employees, you will also need to edit the schedule.
• To shorten or extend work hours for a particular employee, move the mouse pointer to the end of the time bar.
The pointer will change to a double-pointed arrow. Drag the arrow to the desired location and drop it in place.
• To delete hours for a particular employee, right-click the time bar and select the delete option.
• To change the department an employee is scheduled to work in, right-click on the time bar and select “Change
task type.”
• To enter new hours for an employee, click on the desired start time and hold down the mouse button as you drag
the pointer to the desired end time. Then right-click the time bar and select “Change task type” to specify the task.
• To save your changes, select “Save” from the Schedule menu.
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Using the Time Clock
See p. 38 for Time Clock setup.
Step-by-Step
1. To access the Time Clock, log in to the PowerStation and press F8.
2. Type in your password and press Enter. NOTE: If you wish to use the touch-screen or mouse to enter the
password, you must assign numeric passwords to your employees.
3. Select the desired login option: “New Task”, “Break”, “Lunch”, or “End-of-Day”. If you select “New
Task”, you will be prompted to select from a list of available house codes.
Sample Time Clock Scenario
8:00 AM Employee logs in to house code “Work”.
10:00 AM Employee logs in to “Break”.
10:15 AM Employee logs in to house code “Work”.
12:30 PM Employee logs in to “Lunch”.
1:00 PM Employee logs in to house code “Work”.
3:00 PM Employee logs in to “Break”.
3:15 PM Employee logs in to house code “Work”.
5:00 PM Employee logs in to “End-of-Day”.
Viewing Current Login Information
• To view a list of employees currently logged in, from the Manager’s Workstation Main Menu, select
“Employees:TimeClock:Entries:Current Status”.
• An employee can view his total time for the day by entering his password and selecting “Total Time” at the Time
Clock window.
Updating Time Clock Information
• To view and edit Time Clock transactions for a particular day, from the Manager’s Workstation Main Menu select
“Employees:Time Clock:Entries:Edit”.
• Select the desired date. Transactions for that date will be automatically displayed and can be edited.
• Be sure to enter corrected times in the 24-hour format!
• Click “Next Day” to view transactions for the following day.
• Click “Exit” to save your changes.
• Time Clock information is available to the Report Writer.
Time Cards
This feature allows you to create a report of total hours worked and gross wages to be paid to employees for a
specified time period. o access the Time Card report, from the Manager’s Workstation Main Menu, select
“Employees:Time Clock:Time Cards”. Follow these steps to run the report:
1. Select the desired starting and ending dates for the report. Authorized Multi-Site users can view time cards
from other locations by selecting the desired location from the drop-down list.
2. Click “Get Info” to load the data for the specified time period and location.
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Maintaining Employee Information
3. Enter any desired comments in the blank space above the time card list. Comments will be stored with this
time card but will not print on the report.
4. Make any desired adjustments (for example, editing employee hours, or adding holiday hours or a bonus
amount.)
5. As you verify totals for each employee, click the box next to the “Total Gross Pay” field to check off the
record.
6. Check the “Paid” box to indicate that the wages on this report have been paid. If desired, the report can be
printed.
7. Click “Post” to save the report. Only posted time cards will be included in Multi-Site transfers.
Time cards will remain in your database unless deleted. To view a previous time card, select the desired date from
the drop-down list in the top left corner of the window. To delete the time card, after recalling it, click “Delete”.
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Maintaining
Customer Information
Editing Customer Information
To update information for an individual customer, from the Manager’s Workstation Main Menu, select
“Customers:Add/Update”. By default, the Customer Information window is in “Search Mode.” You can bring up
the customer you wish to view by entering the customer’s lookup code. To search for a customer by name, contact,
lookup code or phone number, click “Find”. If more than one customer fits your search criteria, you will be prompted
to select the correct customer from a list. Customers in a Report Writer report can be tagged (p.175) to be
automatically loaded at the Customer Information window for editing.
To edit Ship-To addresses for the current customer, select “Edit Ship-To Addresses” from the Options menu. To
delete the current customer, click “Delete” in the Controls section. NOTE: The date of the last change made to
this customer’s record is displayed on the bottom left corner of the User Info tab.
Customer Groups
If you have several customers that are part of a group, or if you have created multiple files for a particular customer,
The Retail Solution allows you to group them together. When you view customer information for a customer who
is part of a group, a notification message will be displayed at the top of the Customer Information window. For
example, when you view information for a book store called “Books4U” that is the first of a group of three, the
message “Books4U 1 of 3” would be displayed. You could view the group list by selecting “Show” from the Group
menu.
Creating a New Customer Group
NOTE: Enter and save information for the first customer in the group prior to creating the group. Follow these steps
to create a new group:
1. At the Customer Information window, bring up the customer that you want listed first in this group.
2. Select “Create” from the Group menu.
3. Enter a unique name (up to 15 characters) for this group.
4. Click”Continue”.
5. Click “Find” to look up the next customer to be added to the group, and proceed with Step 4 of “Adding
a Customer to a Group”.
Adding a Customer to a Group
1.
2.
3.
4.
5.
6.
Pull up another customer that is already in the group.
Click “Find”.
Look up the customer to be added to the group.
Select “Add” from the Group menu.
When asked if you want to add this customer to the group, click “Yes”.
Repeat steps 2-5 for any additional customers you wish to add to this group.
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Using Global Update
This option allows you to update information for a number of customers at one time. To access this option, from the
Manager’s Workstation Main Menu, select “Customers:Global Update”. Select the desired customer type (default
is “All”) and click “Load” to load customer data. Also, customers in a Report Writer report can be tagged (p.175)
to be automatically loaded at the Global Update window for editing.
• To sort the list by a particular field, click the column header for that field. For example, to sort the list by city,
click on the word “City” at the top of the column.
• To view additional fields of information, use the scrollbar at the bottom of the window. The “Company Name”
field will remain stationary.
• To update information, double-click the field you wish to change and enter the new information. If the new
information for several adjacent customers is the same, use the mouse to highlight the desired fields, and enter the
new value when prompted.
• To delete a block of customers, use the mouse to highlight the customer names and answer “Yes” to the prompt.
• Click “Print” to print the list.
• Your changes will automatically be saved when you exit the window.
Combining Duplicate Customers
You may occasionally end up with a customer listed twice in your database because an employee entered them as
a new customer rather than looking up their existing account. Follow these steps to check for duplicates and combine
them into one account:
1. From the Manager’s Workstation Main Menu, select “Customers:Global Update”.
2. After customer data has loaded, click “Duplicates?”. Possible duplicate records will be highlighted.
3. Scroll through the list to verify that you wish to combine each highlighted pair of records. If you find a pair
you do not wish to combine, click on it and answer “Yes” to the prompt. The record will be de-highlighted.
4. After verifying that all highlighted pairs of records should be combined, click “Combine”.
5. Click “OK” to exit.
Printing Statements
• Specify the statement form you will be using in Accounts Receivable Control (p. 28).
• You may wish to disburse any outstanding credit memos before printing statements. To view a list of customers
who have a credit memo on their account, select “Show Customers who have A/R credit” from the PowerStation’s
Customers menu. See p. 129 for information about making A/R payments and applying credit memos.
To print account statements for your accounts receivable customers, from the Manager’s Workstation Main Menu,
select “Customers:Print Statements”. You can also print a statement for a single customer from the AR
Transactions tab at the Customer Information window.
1. Indicate whether you want to include customers with a zero balance and/or invoices with a zero balance.
2. Indicate whether you want the statements sorted by customer name or zipcode.
3. Click “Load” to load the statement information.
4. Verify each customer’s current balance. You can do this manually by “checking off” each line as you go along
(click in the box next to the “Current Balance” field.) To view detailed information for a particular account,
click on that line. A list of transactions for that account will be displayed. To view details of a particular
transaction, click that line. You can make an adjustment to that transaction by clicking “Adjustment” at the
detail window. To quickly mark all accounts as verified, click “Mark All”.
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Maintaining Customer Information
5. Once all accounts have been verified, click “Statements” to begin printing. When all statements have been
printed, you may print an optional Recap Report.
Printing Mailing Labels
You can easily create a mailing list and print labels from it using the Report Writer. Your first step will be to create
a report listing customer names and addresses. (See instructions for a sample report on page 178.) You can’t print
labels from the Create Report window, so you will need to save your report and return to the Report Writer Select
Report window. Select your report from the list and click “Run” to load the data. Then click “Labels”. For details
on setting up the label layout and printing the labels, see p. 191. NOTE: For information on printing an address label
at point-of-sale, see p. 126.
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Fax and E-Mail
Setting Up the Fax Agent
Follow these steps for setting up fax capability in The Retail Solution:
1. Start the Fax Agent (located in The Retail Solution program folder). If you are using the network version of
The Retail Solution, the Fax Agent only needs to run on the station with fax modem access.
2. When asked if you wish to install the TRS Fax Driver, answer “Yes”.
3. Click “Auto Detect” to locate your available fax modem(s). If you have more than one, select the desired
modem from the list.
4. Select the desired fax resolution: “High” or “Low”.
5. (Optional) Specify the time of day you want faxes to be sent. (For example, you might want to wait until after
the store closes, or send the faxes in the middle of the night when rates are lower.) Enter the desired time in 24hour format. (For example, 6:30 PM would be entered as 18:30.)
6. If your phone system requires you to dial “9” or some other prefix to access an outside line, enter the
prefix with a comma at the end. (For example, “9,”).
• The Fax Agent program must be running in order for faxes to be sent. You can minimize the Fax Agent window
and leave it running in the background.
• To have the option of sending a faxed invoice at the end of a sale, select the appropriate end-of-sale print option
(p. 95) on the Miscellaneous tab in the PowerStation Control Room.
• The log displays the status of pending faxes (waiting to be sent at the delayed time, or waiting for a re-try), faxes
currently being sent, completed, or failed (unable to send after multiple re-tries).
Creating a Fax
You can access the fax composition window by selecting “Send a Fax” from the Options menu at the Customer
Information window. You can also fax a purchase order directly to the vendor (p. 139).
• The toolbar at the top of the text window allows you to designate selected text as bold, italic, or underlined, and
allows you to specify the justification (left, right, center, etc.)
• To save the fax, select “Save” from the File menu. You can recall a previously saved fax by selecting “Open” from
the File menu.
• When you have finished typing your message, select “Print” from the File menu to print your fax, or select “Send”
from the Fax menu if you are ready to send it.
Sending a Fax
When you select “Send Fax” from the Fax menu, or click “Fax PO” when completing an order, the Send Fax window
is displayed.
• If you are faxing a PO, the vendor’s information will automatically appear in the Company/Attention/Fax Number
box. Otherwise, click the appropriate button under “Search List Options” to search for a particular customer,
bring up a list of vendors, or bring up a personal list for the employee currently logged in. (NOTE: Only customers
and vendors with a fax number on file will be listed.)
• To select a name from the list, click the desired name to highlight it, and then click “To List”. Additional names
and numbers may be added to the address list for a given fax if you want to send it to multiple numbers.
• To add a name and fax number to your personal list, enter the appropriate information in the
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Company/Attention/Fax Number fields, and select “Add to personal list”. To remove a name from the list,
highlight the desired name and then click “Remove”.
• If you want The Manager’s Workstation to create a cover page for your fax, select “Send Cover Letter”.
Optional comments can be entered in the “Comment” box; these will appear on the cover letter.
• If you wish to delay sending the fax (for example, you might wish to send it at night when the rates are cheaper),
select “Delay Send”. Specify the time you want faxes to be sent in the Fax Agent (p. 159).
• When the addressee information and other options have been correctly set, click “Send” to indicate that your fax
is ready to send.
E-mail Setup
Select the E-mail Setup tab at the Company Information window.
1. Indicate whether the E-mail Agent will be running on this station or another station on your network.
(The E-mail Agent should be activated on the station which has internet access.)
2. Enter the name of your SMTP Server. If you are not sure of the server name, contact your Internet provider.
3. If your Internet provider requires a password and login name, enter them in the appropriate fields. When
you send E-mail, The Retail Solution will automatically log in for you.
4. (Non-US customer only) Select the appropriate encoding option from the drop-down list.
5. Indicate whether your Internet provider requires that you use a secure SSL connection.
6. Click “Start Email Agent”. This program must be running for E-mail to be sent.
7. Click “Test E-mail” to send a test E-mail. (You will specify the Send-To address.)
• The E-mail Agent log, updated every 30 seconds, allows you to view E-mail status.
• To grant an employee access to the E-mail function, you must fill in an E-mail address and signature information
at the Employee Information window (p. 38).
• To have the option of sending an E-Receipt/Invoice at the end of a sale, select the appropriate end-of-sale print
option in the Powerstation Control Room (p. 95).
Creating E-mail
The Manager’s Workstation E-mail function can be accessed in the following ways:
• Click the “Paper-and-Pencil” icon on the Organizer window (p. 233).
• Select “Send E-mail” from the Options menu at the Employee Information window.
• After looking up a customer, select “Send Email” from the Options menu at the Customer Information window.
• Select “Send E-mail” from the PowerStation’s Customers menu.
• For information on sending batch emails through the Report Writer, see p. 188.
Follow these steps to create your message:
1. Enter the recipient’s E-mail address and name. If you access the E-mail composition window via Customer
Information, the E-mail address and name of the current customer will automatically be entered for you.
2. Indicate whether you wish to include the employee signature line. (The name of the employee currently logged
in will be displayed in the “Message from” field.)
3. After entering the subject and your message, click “Print” to print your message, or click “Save” to save
the message. Messages are saved by subject, and can be recalled by selecting the desired subject name from the
drop-down list. To delete the current message, click the trash can icon.
4. Click “Send Mail” to indicate that your message is ready to be transmitted. You will be asked if you wish
to send another email before exiting the window.
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Fax and E-mail
Sending E-mail
E-mail cannot be sent unless the E-mail Agent program is running. The E-mail Agent is automatically installed during
Manager’s Workstation installation, and is located in The Retail Solution folder. (You can also access the E-mail
Agent program by clicking “Start E-mail Agent” on the E-mail Setup tab in Company Information.) Once you have
started the program, you can minimize it and leave it running in the background so you can send E-mail throughout
the day. You should always close the E-mail Agent program by clicking “Shutdown” on the E-mail Agent window
before shutting down your computer.
To view current connection activity and/or error messages, click “Debug On”. A log can also be viewed and printed
from the E-mail Setup tab in Company Information. For information about E-mail error messages, see p. 235.
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162
Accounting
Setting Up Your Chart of Accounts
A chart of accounts is a list of the accounts your business uses to record accounting transactions. Your chart of
accounts should be set up by your company’s CPA. You can use The Retail Solution’s sample chart of accounts (p.
229) as a starting point, and add to or edit the account list as recommended by your accountant. You will also need
to enter the starting balance for each account.
Figure 58: Sample Chart of Accounts.
To view and edit the chart of accounts, from the Manager’s Workstation Main Menu, select
“Procedures:Accounting:General Journal”. At the General Journal window, click “Edit.”
C To change an account name, Double-click the account name, and enter the new name.
C To change the account type, select the desired type from the drop-down list. See p. 231 for a list of available
account types.
C To enter a new account, enter the account name on a blank line, and then select the appropriate account type from
the drop-down list.
C To delete an account, click the desired account to select it, and then click “Delete”.
C To enter the starting balance for an account, click the desired account to select it, and then click “Starting
Balance”. If this is a bank account, you will prompted to enter the bank name and address, account number, and
next check number (if applicable). If this is a checking account, enter the balance as of your last statement. You
will then need to enter into the checkbook register (p. 164) all outstanding checks and deposits that have not yet
appeared on a statement.
C To enter budgeted amounts for each month of the year for a particular account, first click the desired account
name to select it, and then enter the budgeted amounts.
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General Journal
Most of your accounting transactions are automatically posted by The Retail Solution. However, things like
adjustments, account transfers, payroll and owner’s draw need to be recorded here. (NOTE: It is not necessary to
make journal entries for transactions entered in the checkbook register.) All financial transactions are recorded using
double-entry. This means that each transaction will require a debit entry and a credit entry. To access the General
Journal,, from the Manager’s Workstation Main Menu, select “Procedures:Accounting:General Journal”. If you are
not familiar with the rules for determining when to debit and when to credit, you may wish to activate the
Debit/Credit Helper by checking the box in the lower left corner. Follow these steps to enter the transaction:
1. Enter the transaction date. An optional Memo and/or Reference number can be entered
2. Select the desired account from the drop-down list. Your bank accounts are not included in the list, since any
adjustments to a bank account should be made in the account register. (See “Check Register” below.)
3. Press Enter. If you are using the Debit/ Credit helper, you will be asked whether you wish to Increase or Decrease
this account.
4. If you are using the Debit/Credit Helper, press “I” for Increase or “D” for decrease. The correct column
(debit or credit) will be highlighted for you. Otherwise, just press Enter to move to the appropriate field.
5. Enter the amount of the transaction.
6. Repeat steps 2-4 above to enter the balancing transaction. The transaction cannot be posted without a
balancing entry. If you have credited one account, you must debit one or more other accounts by the same amount.
7. Click “Exit” to post the transaction.
Check Register
The check register can be used to enter checks and other deductions from your checking account (or any of your bank
accounts), as well as deposits and credits. When you enter items in the register, you specify the accounts affected,
and the appropriate accounting entries will automatically be made. If you use the Pay Bills feature (p. 169), a register
entry will be made automatically when you select your checking account as the payment method. End-of-Day
Deposits (p. 112) are also automatically entered in the register. Check Register information is available to the Report
Writer.
Entering Transactions
Follow these steps to make a register entry:
1. From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Your
Checkbook:Checkbook Register”.
2. Select the desired account from the drop-down list and press Enter. NOTE: After selecting the account,
you can click on the words “Bank Account” next to the field to edit information for this account (account number,
bank address, etc.).
3. Verify that the posting date is correct. The posting date will be the default used for transactions entered. To
access a calendar, click the red “12” icon. If you prefer, you can enter a different date for an individual
transaction.
4. If you are using The Retail Solution’s check printing feature (p. 165), select “Checks to Print”, so that any
checks you enter now will be flagged for printing.
5. Enter the check number. Select “Auto check number” from the Options menu to automatically display the next
available check number. You can change or delete the number if necessary.
6. Select the desired payee from the drop-down list. The list includes your other bank accounts, employees, and
vendors. If you begin typing the name, the list will scroll to the closest match. If you type in a name which is
not on the list and press Enter, the Vendor Information window will be displayed so you can add it now.
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Accounting
7. Select the desired account from the drop-down list. To split the expense among several different accounts,
select “Multiple”; this will take you to the check detail window where you can select multiple accounts.
8. Enter the amount of payment or deposit. The “C” column indicates whether the transaction has cleared
(appeared on a statement.) Items will automatically be marked as cleared each time you reconcile your checkbook
(p. 166).
9. Press Enter to post the transaction.
10. When you are done entering transactions, click “Post”.
Figure 59: Check Register.
Editing Register Transactions
• To automatically sort entries by date or check number, select the desired option from the Options menu.
• To search for a transaction by payee, amount, check number, date, or account, click “Search”.
• To view additional detail for a particular check, highlight the desired check and click “View”. You have the
option to void the check at this window. NOTE: If you are using the Pay Bills feature, and void a check that was
used to pay a bill, you must re-enter the bill information at the Enter Bills window. (G/L information will be
automatically updated.)
• To print the check register, select “Print Check Register” from the Options menu.
Printing Checks
Prior to printing checks, look at the sample check form in the Form Creator (p. 207) to see if the format will work
with your checks. If the layout is different, create your own check format (p. 209). Print some samples to verify that
the fields line up correctly before you begin printing real checks. Follow these steps for check printing:
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1. Enter the check(s) you wish to print into the check register. If you forgot to select the “Print Check” option
before entering the checks, click on each check you wish to print. A red square will appear in the check number
field, confirming that it is flagged to be printed.
2. Click “Print” at the bottom of the window.
3. Select the desired check form from the drop-down list.
4. After verifying that the list of checks to be printed is correct, click “Print Checks” to begin printing.
NOTE: If there is a check on the list that you don’t want to print, check the box in the “Printed” column, and
it will be skipped.
5. Verify that all checks have printed correctly before exiting the Print Checks window. As each check is
printed, a check mark will appear in the “Printed” column. If you need to reprint a check, click the check mark
in the “Printed” column to remove it, and then click “Print Checks” to reprint.
Figure 60: Reconcile Checkbook window.
Reconcile Checkbook
Follow these steps to reconcile your checkbook when you receive your bank statement.
1. From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Your Checkbook:Reconcile
Checkbook”.
2. Select the desired account from the drop-down list and press Enter.
3. Enter the ending balance from your bank statement.
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4. If your statement lists service fees, credit card fees, interest, etc. that you have not previously entered into
your checkbook, select “Journal” to enter them now. (See p. 164 for more information on making a register
entry.) When you exit the check register, you will be returned to the Reconcile window.
5. Check off the cleared items (checks, deposits, service fees, etc.) by clicking the box in the “C” column next
to the cleared item. As you mark items cleared, totals will be displayed under Account Recap.
6. If there is a discrepancy after you have marked all items cleared, check the totals under Account Recap
against the totals on your statement to see where the discrepancy lies. The ending balance must match the
cleared balance in order for this account to be reconciled.
7. When reconciliation is complete, click “Post”.
Bills
This feature allows The Retail Solution to keep track of the amount and due date of each of your bills. You can even
track credit card charges and reconcile your credit card statement.
Figure 61: Enter Bills window showing entry of credit card charges.
Entering Bills
Follow these steps:
1. From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Your Bills:Enter Bills”.
2. Select the desired vendor from the drop-down list. Click “New” to enter a new vendor (p. 41). Transactions
for the current vendor will be displayed. (A bill will automatically be entered for purchase orders created and
received using The Manager’s Workstation. Purchase order numbers are displayed in the “Reference” field.
3. Verify that the posting date is correct. Click the icon to access a calendar.
4. Enter a description for the transaction. An optional reference can also be entered.
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5. Enter the amount of the charge (or credit) for this transaction.
6. Enter the Due Date (date payment is due) for this charge.
7. Select the account for this transaction. To specify multiple accounts, select “Multiple”.
8. Repeat steps 3-7 for any additional transactions for this vendor.
9. To enter bills for another vendor, select the vendor name from the drop-down list. When you are done
entering bills, click “Exit”.
Editing Bills
Unpaid bills can be edited at the Enter Bills window. Follow steps 1 through 2 above, and then make the desired
changes. Click “Exit” to post your changes.
Figure 62: Statement reconciliation window.
Reconciling Statements
This optional feature allows you to reconcile the charges and payments listed on your statement with the information
you have entered in The Retail Solution. Follow these steps:
1. From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Your Bills:Reconcile
Statements”.
2. Select the vendor for this account from the drop-down list.
3. Enter the ending balance from your account statement.
4. If your statement lists interest or service fees, or adjustments that you have not previously entered under
Enter Bills, enter them in the appropriate field. Enter the date of the fee/adjustment and specify the account
affected.
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Accounting
5. Check off the cleared items (charges, payments and credits) by clicking the box in the “C” column next to
the cleared item. As you mark items cleared the Account Recap in the lower left corner will display the totals.
6. If there is a discrepancy after you have marked all cleared items, check the totals under Account Recap
against the totals on your statement to see where the discrepancy lies. To view/edit transactions, click
“Journal”. The ending balance must match the cleared balance in order for this account to be reconciled.
7. When reconciliation is complete, click “Post”.
Figure 63: Pay the Bills window.
Paying Bills
Follow these steps:
1. From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Your Bills:Pay Bills”.
2. Select the desired due date. Bills due on or before the specified due date will be displayed. (To turn off the
auto calendar display, de-select “Auto Show Due Date Calendar” on the Options menu.
3. Verify that the post date (date the payment is posted to your general ledger) is correct. The default is
today’s date.
4. If you want to print checks for the bills you are paying, select “Print Check” in the lower left corner.
5. (If applicable) Verify that the “Bill Discount Account” is correct. The default is Accounts Payable Discount.
6. To select a specific bill for payment, click the “Total Pay” field for that bill and enter the amount you wish
to pay. If your terms for that vendor include a discount for early payment, the discount will automatically be
deducted from the amount due if applicable. (To turn off this feature, de-select “Include early pay discount
option” on the Options menu.) Transaction details for this vendor are displayed at the bottom of the window.
7. Select the desired payment source from the drop-down list. A default payment source can be selected from
the drop-down list in the lower right corner.
8. For check payments, enter the check number. For auto entry of next available check number, select “Auto
Check Number” from the Options menu.
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9. Repeat Steps 6-8 for each bill to be paid. Or select “Pay All” to select all bills for full payment.
10. When you have specified the amount to be paid for each bill, select “Post Payments”.
11. To print checks, see p. 165.
Accounting Reports
Account Transactions
This report gives you a recap of G/L transactions for a specified time period. To access the report, from Manager’s
Workstation Main Menu, select “Procedures:Accounting:Reports:Financial:Account Transactions”. Follow these
steps to run the report.
1. Select the starting and ending dates for the date range of transactions you wish to view. Click on the red
“12” to access a calendar.
2. Select the type of account you want to view: you can specify “All” or a specific type such as “Tax” or
“Income”.
3. Click “Load” to load the designated transactions. To view details of a particular transaction, click on it.
4. If you need to make an adjusting entry, click “New Transaction” to access the General Journal (p. 164).
Balance Sheet
The Balance Sheet report gives you an overview of your company’s assets, liabilities, and equity as of a particular
date. The Balance Sheet format can be edited using the Spread Creator (p. 195).
• To run the report, from the Manager’s Workstation Main Menu select “Procedures:Accounting:Reports:
Financial:Balance Sheet”.
• To view details for an item on the report, click on the desired item.
• To print the report, click “Print”.
Credit Card Report
This report is useful for reconciling credit/debit card deposits against your bank statement. You specify the date range
and card type(s) to be included (for example, all cards, or just American Express or Discover). If you entered the
discount percent for each card type on the Payment Types tab (p. 17), the discount will be calculated for you. Follow
these steps to run the report:
1. From the Manager’s Workstation Main Menu, select “Procedures:Register Control”.
2. At the Register Control window, click on the Credit Cards tab.
3. Select the desired starting and ending dates for the report.
4. Select the type of card(s) you want to include from the drop-down list.
5. To load the data, click “Show credit card transactions”. If you selected “All” for the Card Type, a sub-total
for each card type will be displayed.
6. To print the report, click the printer icon to the left of the “Starting Date” field.
Income Statement
This report gives you an overview of income, expenses, and net profit for a specified period of time. The Income
Statement format can be edited using the Spread Creator (p. 195). To run the report, from the Manager’s Workstation
Main Menu select “Procedures:Accounting:Reports:Financial:Income Statement”.
• To print the report, click “Print” or click on the printer icon.
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• To view details for a particular item, click on the desired item.
QuickView
This report gives you a quick overview of sales, profit, sales tax collected and accounts receivable totals for a
designated period of time. To access Quickview, from the Manager’s Workstation Main Menu select
“Procedures:Accounting:Quickview”. Select the desired starting and ending dates, and click “Load”. To view details
for a particular field, click on it. The report can be printed if desired.
Sales Totals
This report is similar to QuickView, but can be customized using the Spread Creator (p. 195). To access the Sales
Totals report, from the Manager’s Workstation Main Menu select “Procedures:Accounting:Reports:Sales Totals.
Exporting G/L Transactions to QuickBooks
To access this option, from the Manager’s Workstation Main Menu, select “Procedures:Accounting:Export to
QuickBooks”. NOTE: Complete QuickBooks interface setup (p. 30) before selecting this option.
QuickBooks Pro
Step 1: Enter the date range of G/L transactions to export.
• The default “Starting Date” is the first of the current month. The default “Ending date” is
today’s date.
• In order to be exported, transactions must meet these criteria:
1) The transaction date must be within the specified date range.
2) All accounts affected by the transaction must be mapped to QuickBooks accounts.
3) The transaction must not have been included in a previous export.
Step 2: Start QuickBooks Pro on this station.
Step 3: Load Transactions and Post.
• Click “Load Transactions”. The entries that make up each transaction will be grouped together,
and The Manager’s Workstation will verify that the debits and credits that make up each
transaction balance correctly.
• If desired, you can print the transaction list by clicking “Print”.
• Click “Post Transactions” . If you receive a prompt requesting access to your QuickBooks
company file, answer “Yes”. It is recommended that you select the “Yes Always” option;
otherwise you will receive this prompt every time you export transactions. You will receive
a confirmation message when all transactions have been posted. If you receive an error
message, click “Error Log” for more details.
Prior versions of QuickBooks:
Step 1: From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Export to
QuickBooks”.
Step 2: Enter the date range of G/L transactions to export.
• The default starting date is the first day of the current month. The default ending date is
today’s date.
• In order to be exported, transactions must meet the following criteria:
1) The transaction date must be within the specified date range.
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2) All accounts affected by the transaction must be mapped to QuickBooks accounts.
3) The transaction must not have been included in a previous export.
Step 3: Create export file.
• Click “Load Transactions”. The entries that make up each transaction will be grouped together,
and the Manager’s Workstation will verify that the debits and credits that make up each
transaction balance correctly.
• If desired you can print the transaction list by clicking “Print”.
• Next, click “Create Export File”.
Step 4: Import into QuickBooks.
• Start QuickBooks.
• Select “Import” from the File menu.
• For the file name, enter “C:\TRSWIN\TRS2QB”. Then click “OK”. You should receive a
message indicating that the import was successful.
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Part 3
Customizing Reports,
Spreadsheets &Forms
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The Report Writer allows you to create your own customized reports and labels using Retail Solution data. When
you select “Report Writer” from the Manager’s Workstation Main Menu, the first thing you will see is the Select
Report Window. The Retail Solution comes with a number of sample reports, but you can also create your own
customized reports. Frequently used reports can be added to the Quick Reports buttons (p. 179); just click the button
to open the report.
Figure 64: Select Report window.
Using an Existing Report
If you select one of the Quick Reports buttons (p. 179 ), the report will automatically be opened and data loaded.
Otherwise, use the arrow keys to highlight the desired report on the list, and then click “Run”. NOTE: The list will
only display reports that match the access level (p. 37) of the employee currently logged in. Once data has been
loaded, the following options will be available:
• Click “Print” to print the report (p. 188).
• If you have set up a graph option for this report (p. 188), click “Graph” to view the report in a graphic format.
• Lines on a customer or inventory report can be tagged by clicking on them. Tagged customer or inventory will
automatically be loaded in Global Update or at the Inventory Control/Customer Information window.
• To print labels from the information in this report, click “Labels” to access the Label Editor (p. 189). NOTE:
If you do not wish to print labels for all items listed on the report, you may select a range of adjacent items by
highlighting them with the mouse. After highlighting the desired items, click “Labels”.
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• If your report contains Email addresses, click “Email” to send a batch email (p. 188) to that group of addresses.
• Click “Export” to export data as an ASCII, Excel, XML or HTML file. You can also copy report data to the
Windows clipboard for use in another application: From the Options menu, choose “Select All” (or highlight the
desired section of the report) and then select “Copy” from the Options menu.
• Click “OK” to return to the Select Report window.
Figure 65: Create Report window showing completed Physical Count Report.
Creating a New Report
Click “Create a New Report” at the Select Report window to access the Create Report window. You may want to
use the Wizard to walk you through the process of creating your report. Otherwise, follow the steps below:
1. Select a Report Source from the drop-down list. The report source determines the data fields that will be
available for the report. For example, to create a mailing list, you would select “Customer Information” as the
report source.
2. Click on the “Report Name” field and type in a unique name for this report.
3. (Optional) Specify a Report Style (p. 180). If you are just learning the Report Writer, you may wish to skip this
field for now. You can always come back and customize the report style later. NOTE: The report style includes
the report access level (p. 37). The default level is 1 (low security).
4. Define each column of data in the report. This means that you will specify the type of information that will
appear in the column, and how it is displayed. To quickly define a column, double-click the column header to
access the Define Column window (Figure 68). Select the desired data field from the drop-down list (for
example, you might select “Customer Name” for the first column of your mailing list report.) Then click “Apply”.
For information about other options for customization, see “Other Report Options”, starting on p. 179.
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5. (Optional) Click “Conditions” to add any desired conditions (p. 184) to your report. Conditions allow you
to restrict the information included in the report. For example, your mailing list could be targeted to customers
whose memberships were about to expire.
6. When your report format is completed, click “Run” to load data. This will allow you to verify that your
report is set up properly.
7. When you are satisfied with your report, click ”Save” to save this format for future use. To add your report
to the Quick Reports buttons, see p. 179.
Example 1: Physical Count Report
This will be a list of inventory items that can be used to record quantity on hand when you take a physical inventory.
Our sample report will include the following fields: “Bin Location”, “Stock Number”, and “Description”.
1. Select a report source. For this report, we will select “Inventory Information”.
2. Enter a unique name for this report. (For example, “Physical Count Report”.) We will skip the “Report Style”
field and use the default settings.
3. Double-click on column A. The Define Column window is displayed.
4. Select “Bin Location” as the data field.
5. Select the “Primary Sort” option. This means that the report will be sorted by item bin location; that is, all
items from a particular bin will be grouped together. This will make it easier to find items on the list as you are
counting.
6. Click “Apply”.
7. Define column B: Double-click the column. Select “Stock Number” as the Data Field, and click “Apply”.
8. Define column C. For the data field, select “Description.” Also select the “Secondary Sort” option. This means
that within the group of items for each bin location, the items will be listed in alphabetical order by description.
Click “Apply”.
9. Click “Run” to load data. (If you have a lot of inventory, this may take a few minutes.)
10. Try printing a single page of the report to make sure the format is correct. (See Printing Reports, p. 188)
If you have a lot of inventory, it may take lots of paper to print this report.
11. Click “Save” to save the report for future use.
Example 2: Barcode Label Report
This report can be used to print barcode labels for your inventory items. We will include the following columns of
information: “Barcode”, “Description”, “Price”, and “Quantity on Hand” (this can be used to determine the quantity
of labels printed).
1. At the Create Report window, select “Inventory Information” as the report source.
2. Enter the report name (For example, “Barcode Label Report”.) We will skip the “Report Style” field and use
the default settings.
3. Define column A: Double-click on the column. For the data field, select “Barcode”. Click “Apply”.
4. Define column B: Double-click on the column. For the data field, select “Description”. Also select “Primary
Sort”. This means that the report will be sorted alphabetically by item description. Click “Apply”.
5. Define column C: Double-click on the column. For the data field, select “Price Level 1”. Click “Apply”.
6. Define column D: Double-click on the column. For the data field, select “Qty-on-Hand”. Click “Apply”. Now
we will add a condition to the report so that it will only include items from one vendor.
7. Click “Conditions”. We want the top line of the Conditions window to read as follows: “Vendor Name equal
to Ask”.
8. From the first drop-down list, select “Vendor Name”.
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9. From the center drop-down list, select “Equal To”.
10. From the drop-down list on the right, select “Ask”. This means that when you run the report, you will be
asked to enter the name of the desired vendor. Click “Done” to exit the Conditions window.
11. Click “Run” to load the data. You will be asked to select the vendor.
12. When you are satisfied with your report, click “Save”.
In order to print labels, you will need to exit the Create Report window, and then select the report from the list at the
Select Report window. After running the report to load your data, select the “Label” option. See p. 191 for
information on setting up the barcode label layout.
Example 3: Customer Mailing List
If you want to print mailing labels for your customers, you will need to create a report of customer name and address
information. You can create a targeted mailing list by using one or more report conditions. Our sample report will
include the following columns of information: “Customer Name”, “Address”, “City/State/Zip”, and “Zip Code”.
Using the combined “City/State/Zip” field instead of the individual fields makes it easier to set up your label layout
since you don’t have to align the three separate fields. We’re including the “Zip Code” field also in this report so
we can sort the list by customer Zip Code; but we won’t be using the “Zip Code” field on the label itself. NOTE:
The Customer Information report source also includes a field called “Address Label”. This field is used instead of
the separate name, address, city/state/zip fields to format the address for a report that will be exported for use in
another application.
1. At the Create Report window, select “Customer Information” as the report source.
2. Enter the report name. (For example, “Preferred Customer Mailing”.) We will skip the “Report Style” field
and use the default settings.
3. Define column A: Double-click on the column. For the data field, select “Customer Name”. Click “Apply”.
4. Define column B: Double-click on the column. For the data field, select “Address”. Click “Apply”.
5. Define column C: Double-click on the column. For the data field, select “City/State/Zip”. Click “Apply”.
6. Define column D: Double-click on the column. For the data field, select “Zip Code”. Also select the “Primary
Sort” option. This means that the customers with the same Zip Code will be grouped together. Click “Apply”.
Now we will add a condition to the report so that it will only include customers who have made purchases
totaling more than a certain dollar amount for the year.
7. Click “Conditions”. The Conditions window is displayed. We want the line at the top of the window to read
as follows: “Sales YTD greater than Ask”.
8. From the first drop-down list, select “Sales YTD”.
9. From the center drop-down list, select “Greater Than”.
10. From the drop-down list on the right, select “Ask”. This means that when you run the report, you will be
asked to enter the dollar amount you want to use.
11. Click “Done” to exit the Conditions window.
12. Click “Run” to load the data. You will be asked to enter the cutoff amount for YTD purchases. Keep in mind
that if you have a lot of customers, it may take a few minutes for the data to load.
13. When you are satisfied with your report, click “Save”.
In order to print labels, you will need to exit the Create Report window, and then select the report from the list at the
Select Report window. After running the report to load your data, select the “Label” option. For information on
setting up the label layout, see p. 191.
Editing an Existing Report
• Use the arrow keys to highlight the desired report on the list at the Select Report window. Then click “Edit
Selected Report”. This will open the report in the Create Report window.
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• The only thing that can’t be changed is the report source.
• To delete the report, select “Delete Report” from the Options menu.
• When you are done making changes to the report, click “Save”.
Customizing the Select Report Window
To customize the Quick Reports buttons on the Select Report window, click the “Edit” button at the bottom of the
window. The display will change to edit mode (Fig. 66).
• The header name for each group of buttons is displayed under the words “Button Edit Mode”. Click the desired
field to edit the header name.
• To add a report to a button, click a blank button. You will be prompted to select the desired report and enter text
for the button. You can also specify if you want the report to automatically run (load data) and/or print when this
button is selected.
• To delete a report from a button, click “Clear Button” and then click the button you wish to clear.
• To move a report from one button to another, click “Move Reports”, then click the current report button, then
the button to which you want it moved.
• Click “All Done” to save your changes.
Figure 66:Select Report window in Edit Mode.
Other Report Options
There are many ways to customize the way data is displayed on your report. Some common questions are listed
below. The on-screen help also provides more information on these features.
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Report Style
“Report Style” refers to the Report Settings used for a report. You can use the default style, or create your own
customized style(s). The report style you select will be saved with your report and can be used for other reports as
well. To edit an existing style, select it from the drop-down list, and then click “Settings”. To create a new report
style, enter a unique name in the “Report Style” field and then click “Settings”.
• Border Lines: Select this option for border lines around the outside edges of your report.
• Border Style: This determines the appearance of the border lines (a solid line, a line of dashes separated by spaces,
a dotted line, or no border).
• Scroll bars: Indicate whether you want your report to have vertical or horizontal scroll bars, or both, or none.
• Border Color: The default setting is black print on a white background. To choose a new color, click the palette
icon next to the desired field. At the Color window, click the desired Basic Color to select. The Foreground color
is used for the report borders. The Back Odd color is used as the background for odd-numbered lines on the report
(first, third, fifth, etc.). The Back Even color is used as the background for even-numbered lines (second, fourth,
sixth, etc.).
• Grid Lines: Select Vertical Grid Lines to add lines to the left and right of each column. Select Horizontal Grid
Lines to add lines above and below each row. Select Make Grid Line Solid for solid lines (default is a dashed
line).
• Report access level: This allows you to limit employee access to the report. Select the desired access level from
the drop-down list. Access levels range from level 1 (low security) to level 5 (high security). For information on
setting an employee’s access level, see p. 37.
• Auto size column widths/row heights: Select the appropriate option(s) if you want the column width and/or height
to be automatically adjusted to fit the data in the column.
• Enter the desired number of Columns for this report.
• Column Height: This number determines the space between the lines of data on the report. Increase or decrease
this number to adjust the space.
• Row line numbers: Select this option to add line numbers to your report.
• Column Group Headings: To group two or more adjacent columns under an additional header line (as in the
“Column” section in Fig. 67), enter the name for the top header line, and the starting and ending columns in the
group. For example, to group the 3rd, 4th, and 5th columns (numbered from left to right), you would enter “3” under
“Start” and “5” under “End”.
Figure 67: Report Settings window.
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Report Headers
How do I increase the height of the header line (where the column titles appear)?
By default, the header field will appear slightly larger than the data fields below it. To change the height, doubleclick any column to access the Define Column window and increase or decrease the number in the “Height” field.
How do I change the Header Name (words that appear at the top of the column)?
The header name defaults to the name of the data field selected for the column. To change the name, double-click
the column to access the Define Column window, then double-click the “Name” field and enter the new name.
How do I change the font used for the header?
Double-click on the column to access the Define Column window. Click the stylized “F” next to the font field, and
then select the new font. NOTE: This change only affects the header for this column.
How do I group columns under a header? See “Column Group Headings” under Report Settings (previous page).
Column Display
How do I add or delete columns?
To insert a column, click the column to the right of desired location. Then click “Insert”. To add columns to the
end of a report, click “Settings” and change the number of columns. To delete a column, click the desired column
to highlight it and then click “Delete”.
How do I adjust the width of the column?
Move your mouse over the vertical line to the right of the column header title. The pointer image will change to a
double line with arrows pointing left and right. Hold down the left mouse button and drag the line to the desired
location, then release the mouse button. NOTE: If the column is not wide enough to contain the number of characters
needed for the data fields, data will be truncated. Select “auto-size column width” under “Report Settings” if you
want the column width adjusted automatically to fit the data in the column.
My report has more columns than I can display on the screen at one time, and I want to keep the first column
on the screen when I scroll to view the other columns.
Double-click on the column to access the Define Column window. Select “Frozen” to indicate that you want this
column to remain stationary when you are scrolling.
I’m using one of my columns for a compute field formula, but I don’t want it to show up on my report.
Double-click the column to access the Define Column window, and select “Hide”.
How can I change the location of a column?
Click the desired column to select it. Then move the mouse pointer over the vertical lines to the left or right of the
body of the selected column. The pointer image will change to an arrow. Hold down the left mouse button as you drag
the column to the desired location, and then release.
Data Display
How can I get a total, sub-total, or count on a particular column?
Double-click on the column to access the Define Column window.
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• If this is a numeric field, you can select the Total and/or Sub-Total options. The column will be sub-totaled by the
field used for the primary sort. For example, if you create an Inventory Value report, (sorted by department) and
select the Sub-Total option for the Cost column, the report will give you sub-totals of the value of each department.
Select “Page Break” if you want each subtotal group printed on a separate page.
• The Count option is available for all field types. It gives you a total count of the number of fields in the column.
(Blank fields will not be included in the count.) The Subcount option can be used on the Primary Sort column. For
example, if you create past ticket sales report for a particular date and selected the Primary Sort and Subcount
options for the customer zipcode column, the report would display a subtotal count of the number of customers
from each zipcode.
How can I change the way text appears in a column?
Double-click on the column to access the Define Column window. Select the desired option:
Upper Case: Select this option to display data in all capital letters.
Proper Ab: Select this option to convert the first letter of each word to upper case.
No Case: Select this option if you want the case to remain unchanged.
Figure 68: Define Column window.
How do I add a blank, checkbox, or underline column?
Double-click the desired column to access the Define Column window, and select the appropriate option under “Data
Field”.
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How can I change the justification for the data displayed in the column?
Double-click the column to access the Define Column window.
• Left: Select this option to left justify data in this column.
• Right: Select this option to right justify data in this column.
• Center: Select this option to center data in this column.
How do I remove duplicate addresses or emails from my report?
Select “Remove duplicates” on the Define Column window.
The Data in my report isn’t being displayed in the correct format.
When you select the data field for the column, verify that the Data Type (Text, Number, Money, Time, etc.) is
correct. If you change the data field, change the data type to match. Other settings that affect data display can be
found under “Display Information” on the Define Column window:
• To change the font, click the stylized “F” next to the font field.
• Negative Red Option: Select this option if you want negative fields in this column to appear in red.
• Monetary Symbol Option: Click the box to the left of the word “Money” to indicate that you want a dollar sign
to appear in the data fields in this column. To change the symbol, enter the desired character in the “Money” field.
• Separator Option: Select this option if you want to use commas to separate groups of digits (for example, 1,000).
To use a character other than a comma, click the field to the right of the word “Separator” to enter a new character.
• Dec. Digits: Click on this field to enter the number of decimal places (digits after the decimal point) that will be
needed for the data in this column.
• No. Chars.: The default is the appropriate number of characters for the data in this column. For example, if the
specified data field is “Stock Number”, the default would be 20 (maximum stock number length.) If you change
the data field, you may need to adjust the number of characters.
• Value...Show Option: You can specify what will appear in a field with a specific value. For example, if the field
value is zero, you might want the field to be blank instead of displaying a “0”. In this example, you would enter
“0” (zero) in the “If value is” field, and leave the “then show” field blank. Then you would click in the box to the
left of the “If...then” statement to select the option. You can also specify a second “If...then” statement for a
different value. Using the above example, we might use the following for the second statement: If value is “1”,
show “OK”. With both of these statements selected, data in this column would be displayed as follows: If the field
value is “0”, the field will be blank. If the field value is “1”, the field will display the word “OK”. Values other
than “1” or “0” will not be affected. NOTE: Up to 20 characters may be entered in the “then show” field.
Sorting
Sorting determines the order in which data is listed. For example, you might want a customer report listed in numeric
order by Zip Code, or alphabetical order by customer name. When you define the report columns, you will select the
column you want to use to sort the report. Let’s say you want a report of inventory items grouped according to
department. The “Department” column would be the primary sort, meaning all items in a particular department would
be grouped together. If you designated the “Stock Number” column as the secondary sort, stock numbers would be
listed in sequential order within each department.
By default, data will be sorted in Ascending order (from smallest to largest, or from A to Z.) If you want data sorted
in Descending order (from largest to smallest, or from Z to A), click the “Ascending” label above the sort options.
When using an existing report (p. 175), you can change the way the report sorting using Quick Sort: Click the
desired column header to designate it as the primary sort, and the data will automatically re-sort. (This option cannot
be used if you have selected the “Sub-Total” option for any of your columns.)
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Why isn’t my data sorting correctly?
In order for numeric data to sort correctly, all the records must be the same size. If you are sorting by stock number
and your stock numbers vary in length, the numbers may not appear in the correct order. For example, a computer
interprets “10” as being less than “9” because 9 is greater than 1 (the first digit in “10”.) To compensate, you can
make all the fields the same size by using one of the fill options. To access these options, double-click on the column
to access the Define Column window.
• Space Fill: This option will insert spaces at the beginning of the shorter fields so that they will take up the same
number of spaces as the longer fields. For example, if this column contained stock numbers ranging from 9 to 13
characters in length, you could select the space fill option to add spaces to the shorter numbers so that they would
all be 13 characters long.
• Zero Fill: This option is similar to the Space Fill option, but uses zeros instead of spaces. The zeros will appear
on the report.
Conditions
A condition is a filter that limits the information in your report. For example, a sales report might have a condition
limiting it to a certain date range. Or an inventory report might have a condition limiting it to items from a certain
vendor. To add one or more conditions to your report, click “Conditions” at the Create Report window. (The button
will turn green after conditions have been set.) Each condition has three fields:
• Data field: Select the desired field from the list. The fields on the list are determined by the Report Source
selected for this report.
• Range field: Select the desired option from the drop-down list (“Equal to”, Greater than”, etc.)
• Value field: Enter the desired value, or select an option from the drop-down list. (For example, if the data field
is “Employee Name”, the list would include the names of each of your employees.) If you have set up any
user-definable lists (for example, for TRS Rules or Webstore), these lists will also be available as value field
parameters. NOTE: Any conditions you set for the report will become part of the report format. If you wish to
specify the value field each time you run the report, select “ASK” for the value field, and you will be prompted to
enter the value when you run the report.
To add a date range condition to your report, select “Ask for date range”. If your report includes more than one date
field, select the field on which you want the date range to be based from the drop-down list. For example, you might
want the date range for an A/R report based on the date of the original purchase or the date the invoice was paid.
Here’s an example of how you might set up conditions for a report: Let’s say you want to create a report for a
mailing list that includes all customers in Zip Code 97230 who have year-to-date purchases of more than $50. The
top condition line would read: “ZIP CODE EQUAL TO 97230”. The second condition line would read: “SALES YT-D GREATER THAN 50.00.” In this example, you would select “AND” for the field between the two conditions,
indicating that both conditions must be met for the customer to be included in the report. If you selected “OR”, the
report would include customers from other zip codes whose year-to-date purchases totaled more than $50, as well
as customers in zip code 97230 who had spent less than $50 for the year.
You may also specify a range of data. For example, if you wanted to limit an inventory report to stock numbers
1201 through 1299, you would enter a the condition “STOCK NUMBER GREATER THAN 1200” AND “STOCK
NUMBER LESS THAN 1300”.
The “Show only...” option allows you to restrict a report to a given number of lines at the top or bottom of the report.
(Remember that items will be listed in order based on the information in the Primary Sort column.) For example,
you might specify “Show only the first 5” on an items’ sold report to view just the top selling 5 items.
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Figure 69: Report Conditions window showing sample conditions.
Figure 70: Uncompressed Report.
Compressing Report Data
Let’s say you want a report of quantity sold for a particular group of items. Our sample report is sorted by stock
number. In “uncompressed” format, the same item number would be listed multiple times, once for each ticket on
which it was sold (Fig. 70). However, if you select the “compress” option for the “Extended Price” column, there
would be only one listing for each item number, and the quantities for that item would be totaled together (Fig. 71).
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Figure 71: Compressed report.
Another example would be a report of sales by department (sorted by department). By selecting the “Compress”
option for the “Sales” column, sales for all items in one department would be totaled together, instead of having each
item listed separately. Only value (numeric) fields can be compressed, but the compression will be based on the
primary sort. If you want the report sorted by a different field after it is compressed, click the “Option” button next
to the “Compress” check box, and select the desired sort column from the drop-down list.
To compress data by week, month, or year, the primary sort column must be set to the appropriate data type: Week
Number (1-52), Year, Year Month, Year -Week.
Computed Fields
A computed field is calculated when data is loaded into the report. For example, let’s say you decide to give each of
your employees a year-end bonus of 1.5 percent of their YTD sales. You want to create a report that includes YTD
sales figures for each employee, and also shows the bonus amount. You would select “Employee Information” as the
report source, and set up the following columns: “Employee Name” and “Sales Y-T-D”. Your third column will use
the Compute field to calculate the bonus amount. Here’s how to set it up:
• Double-click on the column to access the Define Column window.
• Select “Compute Field” for the data field.
• In the “Name” field, enter “Bonus Amount”.
• Select the correct Data Type (in this example, it’s “Money”), and press Enter. A pop-up window will be
displayed, where you can enter the formula for computing this field. (You can also access the formula window by
clicking “Formula” at the bottom of the Define Column window.)
• Enter the formula in the correct format (see below for more information). In this example, you want to multiply
column B (“Sales Y-T-D”) times 1.5 Percent, or .015. In the formula window, you will select column B from the
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drop down list of columns, select “Multiplication” from the list of operators, and you will enter “0.015” in the
“User Value” space. Then click “Insert”. Your formula will now be displayed in the correct format: B# * 0.015.
• Click “Test” to verify that the formula has been entered correctly.
When you run the report, the bonus amount for each employee will be automatically calculated and displayed in the
last column.
Compute Field Formulas
The Manager’s Workstation can help you format your formula correctly. Here’s another example: You have a report
with 4 columns: “Stock Number”, “Quantity on Hand”, “Last Cost” and “Total Value”. The “Total Value” column
will be computed by multiplying the Quantity on Hand (column B) times the Last Cost (column C).
• First, select the desired column from the drop-down list. In this example, you would choose the “Quantity-onHand” column.
• Next, select the desired Operator (Addition, Multiplication, etc.) from the drop-down list. In this example, you
would choose Multiplication.
• Next, click “Insert”. The User Formula field would display the following: B# *.
• Finally, select the “Last Cost” column from the list, and click “Insert” to add it to your formula. The
completed formula would be B#*C#.
The User Value field allows you to add other numbers to your formula that do not appear in your report. In the above
example, if you wanted to multiply the Last Cost by 2 instead of by the Quantity-on-Hand, you would have selected
the “Last Cost” column, selected the Operator “Multiplication”, and entered the number “2” in the User Value field.
The completed formula would be: C# * 2.
Once you have learned the correct symbols, you may prefer to enter the formula directly in the User Formula field.
• A#, B#, etc.: Each report column is designated by a letter of the alphabet, followed by the pound sign (#). Column
1 would be A#, Column 2 would be B#, etc.
• The plus sign (+) is used to indicate Addition.
• The minus sign (-) is used to indicate Subtraction.
• The asterisk (*) is used to indicate Multiplication.
• The forward slash (/) is used to indicate Division.
Additional Compute Field Options
More complex formulas can be created using the following options:
• Sum: Use this function to add together all fields within the parentheses. For example, the formula SUM(B#, C#,
D#) means that the amount in column B will be added to the amounts in columns C and D, and the sum will be
displayed in the Compute Field column.
• Round: Use this function to round the value within the parentheses, using the specified number of decimal places.
For example, the formula ROUND(B# * C#, 1) means that the field in column B will be multiplied by the field
in column C, and the product will be rounded to the nearest tenth; if the product were 27.25, it would be rounded
to 27.30. NOTE: The number preceding the right parenthesis specifies the desired number of decimal places.
In the above example, if the number were 0 (zero), the product (27.25) would be rounded to 27. If the number were
-1 (negative one) the product would be rounded to 30.
• Round Up: Use this function to round up the value within the parentheses, using the specified number of decimal
places (see note above). Sample formula: ROUNDUP(B# * C#, 0). Using the above example, the product 27.25
would be rounded up to 28.
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• Truncate: Use this function to round down the value within the parentheses, using the specified number of
decimal places (see note above). Sample formula: TRUNCATE(B# * C#, 1). Using the above example, the
product 27.25 would be rounded to 27.2.
• Absolute Value: Use this function if you want the value within the parentheses to be shown as a positive number,
even if its actual value is a negative number. Sample formula: ABS(B# * C#).
Printing a Report
When you click “Print” to print a Report Writer report, you will have the following options:
• You can use the default printer, or select a different printer from the drop-down list.
• Select the desired Print Options:
Centered to center your report.
Page No. to print page numbers on your report.
Border to print a border around your report.
Grid to print horizontal and vertical lines separating the fields in the report.
Shade Header if you wish the column headers on your report to be shaded.
Color if you want the report printed in color.
• Indicate what portion of the report you want to print: All pages, a selected block range, or the starting and
ending page numbers. NOTE: In order to use the “Selected” option, you must first highlight the desired section
of the report.
• Select the desired Print Orientation.
• Click “Print” when you are ready to print your report, or click “Cancel” to escape.
Batch Email
If you create a report which includes email addresses, you can send a batch email to the addresses on the report. For
example, you might want to email a coupon to customers who have not made a purchase in the last 6 months. (To
eliminate duplicate email addresses, select the “Remove Duplicates” option when defining the email address column.)
You must complete Email Setup (p. 160) prior to sending email.
Follow these steps to create and send batch emails:
1. To access the Batch Email window, highlight the desired report at the Select Report window and then click
“Run”. When the data has been loaded, click “Email”.
2. Enter the name of the sender, the subject, sending email address, and reply-to address, if different.
3. Indicate the time period when you want emails to begin sending. If you are sending a large number of emails,
you may want to add pause settings so that the emails will be sent in smaller batches, and be less likely to be
flagged as spam.
4. Enter your email message in the message box. Data fields from your report can be included in the body of the
message: Place the cursor where you want the field to appear, select the desired field name from the drop-down
list, and click “Insert”. Other editing options are available on the toolbar at the top of the message box; move your
cursor over an icon to display its function.
5. When your message is complete, click “Send”. You will receive a confirmation message when email creation
is complete.
6. Click “Save” to save the email format with this report.
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Creating Labels
Highlight the desired report at the Select Report window and click “Run”. (You won’t be able to print labels from
the Create Report window.) When data is loaded, click “Labels” to access the Label Editor. You can also access
the Label Editor from the “Inventory:Print Labels” window (p. 142.)
Label Editor
The Label Editor allows you to create your own customized label layouts by simply dragging fields onto a sample
label and dropping them in place. The layouts can be saved and reused. We will give you some general instructions
for creating labels, and then give you specific instructions for sample address labels and inventory barcode labels.
Creating a New Label Layout
The label layout is the format of the label, including the dimensions of the label and the way your data will be
displayed on it. Follow these steps to create a new layout:
1. From the Options menu, select “New”.
2. In the Label Layout field, enter a name for this layout. (For example, “Price Label”.)
3. Select the labels you are using from the Label Types list (for example, Avery 5160). When you select a label
type, the dimensions of the label are displayed for verification. If your label does not match one of these formats
(or if you are using a label printer), select “New Label Type” from the Options menu. You will then enter the
name of your label and the appropriate dimensions, in inc
4. Place the desired fields on the sample label.
• To add a field to the layout, click on the desired field and hold down the left mouse button as you drag it to
the desired position on the label. When it is positioned correctly, release the mouse button.
• A grid can be superimposed on the label to help you align fields. (Select “Label Grid” from the Options menu.)
• To remove a field from the layout, drag it off the label and drop it onto the trash can icon.
• To add a text field to the label, drag the word “Text” from the field list and drop it on the label. Then rightclick on the word “TEXT” on the label and enter the desired text at the Edit window.
• To add a picture to the label, click “Browse” under “Graphic”, and select the desired file. Your selection is
previewed in the box next to the “Graphic” button. Drag the preview picture to the desired location on the
label.
5. Edit fields as desired by right-clicking on the desired field. The following options are available:
• Click the font icon to change the font.
• Click the palette icon to change the color.
• Click the $ icon to add a dollar sign to the field.
• If this is the barcode field, click the barcode icon to select the barcode format.
6. Once you have all the fields placed on the label, print a few test labels to check the alignment. From the
Options menu, select “Print”. On the Print Labels window (p. 190), check the Record Range. You may need
to change the “First Label” or “Last Label” entries so that you are only printing a small range of labels. For
example, you might enter “1” for “First Label” and “5” for “Last Label”, to print labels for the first five items
on your report. Then click on the “Labels” field. It should change to an appropriate number for the range you
have entered. Verify that the “Sheets” field displays the correct number of sheets of labels for the range you have
selected. Click “Print” to print your test batch. You may need to adjust the alignment of your fields on the label,
or change the font size.
7. When you are satisfied with your layout, select “Save” from the Label Layout menu, so you can use this
layout again next time you print labels.
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Using or Editing an Existing Layout
If you saved the layout when you set it up, it will automatically load when you run the same report and select the
Labels option. If you access the Label Editor from Inventory:Print Labels (p. 142), follow these steps to select the
desired layout:
1. Select “Load” from the Options menu.
2. Select the desired layout from the list.
3. Make any desired changes to the label layout before printing. To save your changes, select “Save” from the
Options menu.
To Delete a Label Layout
1. Select “Load” from the Options menu.
2. Select the desired layout from the list.
3. Select “Delete” from the Options menu.
Printing the Labels
When you are satisfied with your label layout, click the picture of the sheet of labels. The following print options are
available:
• You may select a different printer from the drop-down list.
• Printer Offset: Default settings come from your printer driver, and normally do not need to be adjusted.
• Starting Position: This determines where labels will begin printing on the first sheet. This feature allows you
to use partial sheets of labels. The default setting (Column 1, Row 1) will begin with the first label on the page.
• Record Range refers to the range of report records you wish to print. Default numbers indicate items highlighted
in the original report, or if no items were highlighted, include all report records. To change the range, enter the
desired starting (“First Label”) and ending (“Last Label”) record numbers. For example, if you wanted to print
labels for the first 15 lines of the report, you would enter “1” for “First Label” and “15” for “Last Label”.
• Quantity of Labels/Sheets: This number reflects the total number of individual labels or sheets of labels needed
based on the options you have selected.
• If you are using individual sheets of labels, select “Page Break”. If you are using pin-feed (continuous roll) labels,
do not select this option.
• If you have included colored graphics and/or fonts in your label, and wish to print them in color rather than blackand-white, select “Print Color”.
• If you are using a label printer, select “Label Printer”.
• Quantity of each label: Default is 1 of each. You may wish to use one of your report fields to determine the
quantity; for example, an inventory report might include a quantity-on-hand field. Select the desired field from the
drop-down list.
• Number of Sets: Select the desired number of sets of labels to be printed. For example, if the “Quantity of each
label” is set to 1, you might wish to print 10 sets, giving you a total of 10 labels for each item.
• Click “Print” when you are ready to print the labels.
Tips for Label Printers
Using a printer specifically designed for printing labels? Follow these guidelines:
• Make sure that the appropriate Windows driver for your printer is installed on your computer. Contact the printer
manufacturer for information about available drivers. Instead of selecting a label type from the list, select “New
Label Type” from the Label Editor’s Options menu. In your label type definition, you will use the following settings:
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Number of columns: 1
Number of rows: 1
Columns spacing: 0
Label spacing: 0
Measure the Height and Width of your label, and enter the exact measurements, in inches.
• When you print your labels, select the “Label Printer” and “Page Break” options.
Example 1: Customer Mailing Labels
See p. 178 for information on creating a report for mailing labels.
2. Enter a name for this layout in the Label Layout field. For example, “Mailing Label”.
3. Select the appropriate Label Type from the drop-down list. Label dimensions are displayed for verification.
If your label does not match one of these formats (or if you are using a label printer), select “New Label Type”
from the Options menu. You will then enter the name of your label and the appropriate dimensions, in inches.
4. Drag the words “Customer Name” from the field list to the sample label and drop them in place.
5. Drag the word “Address” from the field list to the label and drop in place underneath “Customer Name”.
To add an alignment grid to the label to help with placement, select “Label Grid” from the Options menu.
6. Drag “City/State/Zip” from the field list and drop it in place on the label.
7. When all the fields are placed on the label, print a few test labels to check the alignment. From the Options
menu, select “Print”. On the Print Labels window, check the Record Range. You may need to change the “First
Label” or “Last Label” entries so that you are only printing a small range of labels. For example, you might enter
“1” for “First Label” and “5” for “Last Label”, to print labels for the first five items on your report. Then click
the “Labels” field. It should change to an appropriate number for the specified range. Verify that the “Sheets”
field displays the correct corresponding number of sheets of labels.
8. Click “Print”to print your test batch. You may need to adjust the alignment of your fields on the label, or
change the font size (see p. 189). When you are satisfied with your layout, select “Save” from the Options menu.
Example 2: Barcode Labels
See p. 177 for information on creating a report for barcode labels.
2. In the Label Layout field, enter a name for this layout. (For example, “Barcode Label”.)
3. Select the labels you are using from the Label Type list. Label dimensions are displayed for verification. If
your label does not match one of these formats (or if you are using a label printer), select “New Label Type” from
the Options menu. You will then enter the name of your label and the appropriate dimensions, in inches.
4. Drag the word “Barcode” from the field list to the sample label and drop it in place.
5. Define the barcode: Right-click on the word “Barcode” on the label. At the Edit window, click the barcode
icon. Select the desired Barcode Type: If any of your barcodes include both letter and number characters, select
code 3 of 9. If your barcodes are numbers only, select “Interleaved 2 of 5”. To verify that you have selected the
correct barcode type, select “Verify Barcodes” from the Options menu. If you want the barcode numbers/letters
displayed underneath the barcode lines, select “Include Readable Text”. Then click “Select” and exit the Edit
window. Barcode lines should now be displayed on your label.
6. Add any other desired fields to the label. (For example, item description or price.)
7. Once you have all the fields placed on the label, print a few test labels to check the alignment. From the
Options menu, select “Print”. On the Print Labels window, check the Record Range. You may need to change
the “First Label” or “Last Label” entries so that you are only printing a small range of labels. For example, you
might enter “1” for “First Label” and “5” for “Last Label”, to print labels for the first five items on your list.
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Then click on the “Labels” field. It should change to an appropriate number for the specified range. Verify that
the “ Sheets” field displays the correct corresponding number of label sheets. NOTE: Instead of printing one
label per item, you can set the “Quantity Each Label” on the Print Labels window to “QTY”. The number of
labels printed for each item will then be based on the quantity ordered/received (if you are using purchase order
information) or the quantity on hand (if you are using an inventory report).
8. After printing your test batch, make any necessary adjustments. For example, you may need to adjust the
alignment of your fields on the label, or change the font size (p. 189).
9. Try scanning a label to make sure that your scanner can read it. If you are having trouble printing or
scanning the barcodes, see p. 237.
10. When you are satisfied with your layout, select “Save” from the Options menu, so you can use this layout
again next time you print labels.
Figure 72: Label Editor showing sample barcode label layout.
Creating a POS Address Label Layout
If you want to use the PowerStation’s option to print an address label for a customer (p. 126), you must set up the
layout in the Label Editor. To access the Label Editor, select “Inventory:Price Labels” from the Main Menu. At the
Price Labels window, click “Print”. In the Label Editor, select “New POS Address Label” from the Options menu.
Continue with Step 1 of Customer Mailing Labels (p. 191).
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Creating a Product ID Label Layout
Select this option if you want a label to be printed for this item when it is sold. This can be useful for bulk items such
as candy, coffee, deli items, or pet food. The label can be printed when the item is added to the ticket or at the end
of the sale. If you select this option, you will need to create a Product ID label layouts are user-definable and can
include; stock number, barcode, price, quantity, ticket number, ticket date, customer name, customer lookup,
user-text, store name, your logo, etc. To access the Label Editor, select “Inventory:Price Labels” from the Main
Menu. At the Price Labels window, click “Print”. In the Label Editor, select “New Product ID Label Layout” from
the Options menu. Continue with Step 1 of Customer Mailing Labels (p. 191).
Creating a Membership Card Layout
If you want to print customer membership cards in the PowerStation (p. 118), you must set up the layout in the Label
Editor. To access the Label Editor, select “Inventory:Price Labels” from the Main Menu. At the Price Labels
window, click “Print”. Select “New Membership Card” from the Label Editor’s Options menu. Continue with Step
2 of “Creating a New Label Layout” (p. 189).
C If the card will include a customer photograph, drag the empty “Graphics” box to the desired location on the
sample card and drop it in place. To change the box size, place the mouse pointer over it and double-click the right
mouse button. Use the scrollbars to adjust the size.
C To include the customer lookup or a discount code on the card as a barcode, after dropping the field in the
desired location, right click on the field and then define the barcode (Step 4 of Barcode Labels, p. 191).
Graphs
If you want to be able to view or print your report as a graph, when you define the columns for your report you will
need to designate which columns of data will be used for the graph label, and which will be used for the graph data.
For example, let’s say you want a graph of sales by employee. When you set up the “Employee Name” column, you
will select the “Label” option under “Graph”. When you set up the “Sales Y-T-D” column, you will select the “Data”
option under “Graph”. (NOTE: The Data option is only available for numeric fields.) You will need to save the
report and then exit the Create Report window. When you select the report and run it, click “Graph”.
• To view the graph in a different format, select the desired format from the Graph Type menu. The default is the
3-D pie graph. You can add grid lines to some graphs by selecting “Horizontal”, “Vertical” or “Both” from the
Grid Style menu. The Line Statistics menu includes additional options for line graphs.
• Graphs can be viewed in color or monochrome; select the desired option from the Color menu.
• To print the graph, select “Print Graph” from the Options menu. For other printing options, select “Print Setup”.
• You can copy the graph image to the Windows clipboard for use in another application by selecting “Copy”
from the Options menu.
• To save the graph image as a file, select “Save Image” from the Options menu.
• To return to the report window, select “Exit” from the Options menu.
Sharing Reports on the Web
If you have internet access, the Web Share option allows you to share a Report Writer report format you have created
with other Retail Solution users. You can also download report formats created by other Retail Solution users. New
users receive 5 download credits. For each report format you submit to be shared, you will receive an additional 5
credits. When you submit an update for a previously submitted report, you will receive 1 additional credit.
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Publishing Your Report Formats
Follow these steps to publish your report format to the download list for use by other Retail Solution customers:
1. At the Select Report window, highlight the name of the report you wish to publish.
2. Click “Internet Webshare”. The Web Share window is displayed.
3. Select the Publish Report Layout tab. Your name and company name will be displayed on the left side of the
tab. This information will be included with your report.
4. In the space to the right, enter a report description to be included with your report.
5. To add your report to the download list, click “Publish This Report”. You will receive a confirmation
message when the process is complete. You will automatically receive 5 download credits.
Follow these same instructions to update the report format. You will receive 1 download credit if the report format
has been changed.
To delete a report format from the Shared Reports Layout list, follow steps 1 and 2 above, and then click “Delete
this Report”. You may only delete a report you have submitted.
Downloading and Using Report Formats
Follow these steps to download a report format from the Shared Report Layouts list:
1. At the Select Report window, click “Internet Webshare”. The Web Share window is displayed.
2. Click on the Shared Report Layouts tab.
3. Click “Get Report List”. If you have dial-up internet access, it may take a minute for the list to load.
4. Use the up and down arrow keys to scroll through the list of available reports. A description of the currently
highlighted report can be viewed on the right. The number of download credits you have available is displayed
below the report list. Each download takes one credit.
5. To select a report for download, click on the name of the desired report. A check mark will appear next to
the report name.
6. When you are done selecting reports, click “Add to Your Reports”. The selected reports will automatically
be added to your report list.
194
Using the Spread Creator
The Spread Creator allows you to create your own customized end-of-shift report in a spreadsheet format. The fields
available are comparable to those in a cash register’s X, Y, Z, or ZZ report. You can specify whether you want the
report to be printed or faxed automatically when a drawer is closed, or the file can be stored on your computer.
The Spread Creator can also be used to customize financial reports: Account Transactions (p. 170), Balance Sheet
(p. 170), Income Statement (p. 170), and Sales Totals (p. 171). See “Editing an Existing Spreadsheet”, (p. 197).
The Spread Creator program is located in The Retail Solution program folder.
Creating a New Spreadsheet
Before you start working with the Spread Creator, take a few minutes to sketch out a rough draft of the spreadsheet,
listing the information to be included in the order you want it displayed. Also think about the size of the report. If
you want it to print out on a 40-column receipt printer, the format will need to be narrower than if you will be printing
the report on an 80-column printer. Once you decide how you want the spreadsheet to look, follow these steps:
1. Select "New" from the File menu. The Spread Setup window is displayed.
2. Complete Spread Setup:
• Enter a unique name (up to 25 characters) for this spreadsheet. This name will be used to identify this
spreadsheet format.
• Indicate the file/fax/print options you want available when the spreadsheet report is run. The report
will not be displayed on-screen unless the View option is selected. If you select the Print option, specify
the printer. If you select the fax option, enter the desired fax number as it will be dialed, without any
parentheses or hyphens. For example, the number (234) 567-8901 would be entered “12345678901”. See
p. 159 for fax setup.
• Specify the desired number of rows and columns for this spreadsheet. If there will be a large number
of rows and/or columns, select one of the scrollbar options so the user will be able to easily navigate the
report when it is displayed on the screen.
• Enter the title (up to 50 characters) for this spreadsheet. The title is displayed at the top of the
spreadsheet. An optional subtitle can also be entered. To include variable information, such as date, time,
or drawer number, in the title/subtitle, use the appropriate code. (See below.)
• Click “OK” to exit the Spread Setup window.
3. Define each cell. (See below.)
4. Test your spreadsheet. To view sample data, select “Random Values” from the Options menu. To view
the spreadsheet as it will look when it is run, select “Show” from the View menu. To return to Edit mode,
select “Edit” from the View menu. To adjust column width, move the mouse pointer to the edge of the
column in the header row, until it changes to a double arrow. Then drag the line to the desired position. Or
select “Auto Size” from the Options menu to automatically adjust width.
5. When you are happy with your layout, select "Save" from the File menu.
Codes for Titles and Sub-Titles
By using one of the following codes in a title or sub-title, you can include variable information, such as the date, time,
or drawer number.
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Variable
Code
Today’s date in text format: October 20, 2005
#DF
Today’s date in numeric format: 10/20/05
#DN
Time in standard format: 2:23 PM
#T12
Time in military format: 14:23
#T24
Day of the week: Monday
#DAY
Current Drawer Number
#DR
Current Register Number
#REG
Defining a Cell
A cell is an individual data field on a spreadsheet. Each cell has a unique address based on the row/column
intersection where it is displayed. For example, cell B3 lies at the intersection of column B and row 3.
Defining a cell means specifying the data you want displayed in that cell. Follow these steps:
1. Click the desired cell to highlight it. The address of the currently highlighted cell is displayed in the upper
left corner of the Spread Creator window.
2. Select the desired cell type from the drop-down list:
• Date
• Money
• Number
• Percent
• Text
3. Change the cell formatting as desired.
• Font: Click the stylized F icon to change the font, style, or size.
• Row height: To change row height, enter the desired number and then click the desired row. Increasing
the number increases the height.
• Justification: Select left, right, or center.
• Money: (Numeric fields only) If you want a monetary symbol displayed next to the data in this cell, select
the “Money” option and enter the desired symbol.
• Dec. Digits: (Numeric fields only) Enter the desired number of places after the decimal point. If the data
in this cell will exceed the specified number of decimal places, include one of the ROUND functions in
the cell function (Step 4).
• Color: Click the appropriate icon to select a new foreground (text) or background color.
• Border Style: Select None, Solid, Dash, or Dot.
• Border Lines: Select as many options as desired. Settings apply only to this cell.
4. Enter the desired text or cell function. If you select a function from the drop-down list, click “Insert” and
then fill in any necessary parameters between the parentheses. (Refer to the function table at the end of this
chapter.) Press Enter when you are done. If you are using your own mathematical function, be sure to use
the appropriate format. ALL FUNCTIONS MUST BEGIN WITH AN EQUAL SIGN (=).
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Editing an Existing Spreadsheet
When you start the Spread Creator, the last spreadsheet you worked on is displayed. To access a different
spreadsheet, select “Load” from the File menu, and then select the desired spreadsheet from the drop-down list at the
Spread Setup window.
• To delete a spreadsheet, after selecting it from the list, click “Delete”.
• To change formatting or content for a specific cell, click on it and then make the desired changes. See “Defining
a Cell” for more information.
• To insert a row, click on the row below the spot where you want the new row to appear; then select “Insert Row”
• To insert a column, click on the column to the right of the spot where you want the new column to appear; then
select “Insert Column” from the Options menu.
• To delete a row, click on it and then select “Delete Row” from the Options menu.
• To delete a column, click on it and then select “Delete Column” from the Options menu.
• When you are done making changes, select “Save” from the File menu.
Using a Spreadsheet
End-of-Shift Report
Follow these steps to set up the spreadsheet as your end-of-shift report:
1. From the Main Menu of the Manager’s Workstation, select “Control:Company Information”.
2. At the Company Information window, select the Station Options tab.
3. On the Station Options tab, select the desired spreadsheet name from the list.
4. Select “OK”.
5. Repeat steps 1-4 for any additional stations.
If you will be closing the drawer in the PowerStation, specify the desired spreadsheet name on the Miscellaneous tab
in the PowerStation Control Room.
Reprinting an end-of-shift report:
From the Manager’s Workstation Main Menu, select “Procedures:Accounting:Reports:Past Reports:Shift Reports”.
Specify the date and the name of the report you wish to reprint.
Accounting Reports
Account Transactions (p. 170), Balance Sheet (p. 170), Income Statement (p. 170), and Sales Totals (p. 171) reports
can be edited in the Spread Creator. Since the report name remains the same, your customized report format will
automatically load when the designated report is run.
Cell Functions
A cell function is a code that represents the data that will be displayed in that cell. In addition to data fields such as
employee initials and drawer starting balance, cell functions can also include mathematical equations. ALL
FUNCTIONS MUST BEGIN WITH AN EQUAL SIGN (=).
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Date Codes
Many cell functions allow you to specify a date range for the data using a date code. All date codes should be in
quotes. Use the Range option if you want to select the date range when you run the report. The following options
are available:
• Current Day:
“D”
• Last Month:
“M-1”
• Current Week:
“W”
• Current Year:
“Y”
• Last Week:
“W-1”
• Last Year: “Y-1”
• Current Month:
“M”
• Range:
“R”
Cell Math Functions
Use the following guidelines when entering mathematical equations for cell functions:
• Identify each cell used in the equation by its unique cell address. For example, the difference between the
amount in cell B2 and cell C2 would be expressed as : =B2-C2
• To indicate that the function is to be performed on the data in the specified columns in the current row,
substitute # for the row number. The above example would be expressed as =B#-C#. You would then be able to
cut and paste this equation for use in all applicable rows.
• Symbols for mathematical operations are as follows:
The plus sign (+) indicates addition. (See also the SUM function, p. 199.)
The minus sign (-) indicates subtraction.
The asterisk (*) indicates multiplication.
The forward slash (/) indicates division.
AVERAGE(cell_range)
What it does:
Represents an average of the data in the designated range of cells.
Setup Tips:
Between the parentheses, insert the address of the beginning and ending cells. For
example, “=AVERAGE(A1:A7)” represents the average of the amounts in cells A1
through A7.
ROUND(function)
What it does:
Represents the result of the designated function, rounded to the number of decimal places
specified for this cell. (See Cell Formatting, p. 196.)
Setup Tips:
Between the parentheses, insert the desired function. For example, to round the total sales
for a specified department and drawer, the format would be:
=ROUND(DEPTSALES(“pay_code”, dr))
ROUNDDOWN(function)
What it does:
Represents the result of the designated function, rounded down to the number of decimal
places specified for this cell. (See Cell Formatting, p. 196.)
Setup Tips:
Between the parentheses, insert the desired function. For example, if the figure to be
rounded is the total sales for a specified department and drawer, the format would be:
=ROUNDDOWN(DEPTSALES(“pay_code”, dr))
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ROUNDUP(function)
What it does:
Represents the result of the designated function, rounded up to the number of decimal
places specified for this cell. (See Cell Formatting, p. 196.)
Setup Tips:
Between the parentheses, insert the desired function. For example, if the figure to be
rounded is the total sales for a specified department and drawer, the format would be:
=ROUNDUP(DEPTSALES(“pay_code”, dr))
SUM(cell_range)
What it does:
Represents the total of the amounts in the designated cell range.
Setup Tips:
Between the parentheses, insert the address of the beginning and ending cells. For
example, for the total of the amounts in cells A1 through A7, the format would be
=SUM(A1:A7)
Balance Sheet Cell Functions
GBALTOTAL(acctype)
What it does:
Represents the current balance of the specified account type.
Setup Tips:
Between the parentheses, insert the account type number. See p. 231 for a list of numbers
for Retail Solution account types.
GLCURRENT()
What it does:
Represents the current difference between income and expenses (net profit). The figure
will automatically be displayed when data is loaded.
End-of-Shift Report Functions
NOTE: Many of these functions include a code to specify the drawer number. For a total from all drawers, enter
“-1” for the drawer number; for a total from the drawer just closed, enter “0”.
DEPTCOST("dept_code", dr)
What it does:
Represents the total cost of all items sold from the designated department and drawer.
Setup Tips:
Between the parentheses, enter the desired department code and drawer number. For
example, to get the total cost of items from the “TOY” department sold from drawer 1, the
format would be: =DEPTCOST(“TOY”,1). Use the Report Writer to create a list of your
department codes.
DEPTSALES(“dept_code”, dr)
What it does:
Represents the total dollar amount of items sold from the designated department and
drawer.
199
Setup Tips:
Between the parentheses, enter the desired department code and drawer number. For
example, if you want the total dollar amount of sales for items from the TOY department
sold from drawer 1, the format would be: =DEPTSALES(“TOY”,1).
DRAWERCLOSEDBY()
What it does:
Represents the initials of the employee who closed the current drawer. The initials will
automatically be displayed when data is loaded.
DRAWEREND(“pay_code”)
What it does:
Represents the total ending amount that was entered for the designated payment type when
the current drawer was closed.
Setup Tips:
Between the parentheses, enter the code for the desired payment type. For example, for
the ending cash (payment code “CASH”) balance entered by the employee who closed the
drawer, the format would be: =DRAWEREND(“CASH”).
DRAWEROPENBY()
What it does:
Represents the initials of the employee who opened the current drawer. The initials will
automatically be displayed when data is loaded into the spreadsheet.
DRAWERSALES("pay_code")
What it does:
Represents the total dollar amount of sales paid by the designated payment type from the
current drawer.
Setup Tips:
Between the parentheses, insert the desired payment code (p. 16).
DRAWERSTART("pay_code")
What it does:
Represents the starting balance for the designated payment type when the current drawer
was opened.
Setup Tips:
Inside the parentheses, insert the code (p. 16) for the desired payment type.
EMPAVERAGE("initial", dr)
What it does:
Represents the average ticket amount for the designated employee from the designated
drawer number.
Setup Tips:
Between the parentheses, insert the initials of the desired employee (must be 3 characters,
all caps) and the number of the desired drawer. For example, for the average sales of
employee Katherine Anne Johnson from drawer 2, the format would be:
=EMPAVERAGE(“KAJ”, 2).
200
EMPSALES("initial", dr)
What it does:
Represents the total sales by the designated employee from the designated drawer.
Setup Tips:
Within the parentheses, insert the initials of the desired employee (3 characters, all caps),
and the desired drawer number. For example, for the total sales of employee Katherine
Anne Johnson from drawer 2, the format would be: =EMPSALES(“KAJ”, 2).
EMPVOIDS("initial", dr)
What it does:
Represents the total dollar amount of items voided by the designated employee from the
designated drawer.
Setup Tips:
Within the parentheses, insert the 3 initials (all caps) of the desired employee and the
number of the desired drawer. For example, for the total voids of employee Katherine
Anne Johnson from drawer 2, the format would be: =EMPVOIDS(“KAJ”, 2).
FOODSTAMPS(dr)
What it does:
Represents total amount of foodstamp-eligible items sold from the designated drawer.
Setup Tips:
Within the parentheses, insert the desired drawer number. For example, the format for the
total amount of food stamp-eligible items sold from drawer 3 would be:
=FOODSTAMPS(3).
NONTAXSALES("dept_code", dr)
What it does:
Represents total amount of non-tax sales from the designated department and drawer.
Setup Tips:
Within the parentheses, insert the desired department code and drawer number. For
example, if you want the total dollar amount of non-tax sales for items from the TOY
department sold from drawer 1, the format would be: =NONTAXSALES(“TOY”,1).
PAIDOUT()
What it does:
Represents the total amount of paidouts from the current drawer. The information will
automatically be displayed when data is loaded.
QUICKSALE("initial", dr)
What it does:
Represents the total dollar amount of Quick Sales rung up by the designated employee
from the designated drawer.
Setup Tips:
Within the parentheses, insert the 3 initials (all caps) of the desired employee and the
desired drawer number.
201
TAXSALES("dept_code", dr)
What it does:
Represents the total amount of taxed sales from the designated department and drawer.
Setup Tips:
Within the parentheses, insert the desired department code and drawer number. For
example, if you want the total dollar amount of taxed sales for items from the TOY
department sold from drawer 1, the format would be: =TAXSALES(“TOY”,1).
TAXTOTAL(taxnum,dr)
What it does:
Represents the total amount of the designated tax type collected for the designated drawer.
Setup Tips:
Within the parentheses, insert the tax code for the desired tax and the number of the
desired drawer. For example, if you want the total dollar amount of tax type 2 collected
for sales from drawer 1, the format would be: =TAXTOTAL(2,1). For a total of all tax
types, the format would be: =TAXTOTAL(-1,1)
TICKETDISCOUNT(dr)
What it does:
Represents the total ticket discounts applied to sales rung up in the designated drawer.
Setup Tips:
Between the parentheses, insert the desired drawer number. For example, for a total of
ticket discounts applied to sales rung up in drawer 3, the format would be:
=TICKETDISCOUNT(3)
Income Statement Cell Functions
GLACC(“account_name”, “date_code”)
What it does:
Represents the balance of the specified account for the designated time period.
Setup Tips:
Between the parentheses, insert the account name and date code (p. 198.)
GLTOTAL(acctype, “date_code”)
What it does:
Represents the total balance of the specified account types for the designated time period.
Setup Tips:
Between the parentheses, insert the account type number (p. 231) and the desired date
code (p. 198).
Sales Totals Cell Functions
ARPAYMENTS(“date_code”)
What it does:
Represents the total dollar amount of accounts receivable payments made during the
designated time period.
Setup Tips:
Between the parentheses, insert the desired date code (p. 198).
202
DEBITCASHBACK(“date_code”)
What it does:
Represents the total dollar amount of cash back issued from debit card transactions during
the designated time period.
Setup Tips:
DEPTCOST(“dept_code”,”date_code”)
What it does:
Represents the total cost of all items sold from the designated department and drawer.
Setup Tips:
Between the parentheses, enter the desired department code and date code (p. 198). For
example, if you want the total cost of items from the “TOY” department sold this year, the
format would be: =DEPTCOST(“TOY”,”Y”) Use the Report Writer to create a list of
your department codes.
DEPTNAME(“date_code”, rank)
What it does:
Represents the name of the department with the designated sales rank.
Setup Tips:
Between the parentheses, insert the desired date code (p. 198) and sales rank. For
example, if you want the name of the top-selling department for the current month, the
format would be: =DEPTNAME(“M”,1).
DEPTQTYSOLD(“dept_code”,“date_code”)
What it does:
Represents the total quantity of items from the designated department that were sold
during the designated time period.
Setup Tips:
Between the parentheses, enter the desired department code and date code (p. 198). For
example, if you want the total quantity of items sold from the “TOY” department this
year, the format would be: =DEPTQTYSOLD(“TOY”,”Y”)
DEPTSALES(“dept_code”, “date_code”)
What it does:
Represents the total dollar amount of items sold from the designated department during
the designated time period.
Setup Tips:
Between the parentheses, enter the department code and date code (p. 198).
DRAWERSALES("pay_code", “date_code)
What it does:
Represents the total dollar amount of sales paid by the designated payment type from all
drawers during the designated time period.
Setup Tips:
Between the parentheses, insert the desired payment code (p. 16) and date code (p. 198).
203
EMPAVERAGE("initial", “date_code”)
What it does:
Represents the average ticket amount for the designated employee during the designated
time period.
Setup Tips:
Between the parentheses, insert the initials of the desired employee (must be 3 characters,
all caps) and the desired date code (p. 198).
EMPNAME(“date_code”, rank)
What it does:
Represents the name of the employee with the designated sales rank during the designated
time period.
Setup Tips:
example, for the name of the employee with the highest sales rank for the current week,
the format would be: =EMPNAME(“W”,1)
EMPSALES("initial", “date_code”)
What it does:
Represents the total sales for the designated employee during the designated time period.
Setup Tips:
Within the parentheses, insert the 3 initials of the desired employee (must be 3 characters,
all caps), and the desired date code (p. 198). For example, for the total sales of employee
Katherine Anne Johnson for last week, the format would be: =EMPSALES(“KAJ”, “W1”)
FOODSTAMPS(“date_code”)
What it does:
Represents the total amount of items sold during the designated time period that could be
paid for with food stamps.
Setup Tips:
Within the parentheses, insert the desired date code (p. 198). For example, the format for
the total amount of food stamp-eligible items sold last month would be:
=FOODSTAMPS(“M-1”)
GRAPHDEPTSALES(“date_code”,“type”,rows,cols,“title”,“options”)
What it does:
Displays sales by department as a graph.
Setup Tips:
Within the parentheses, insert the following:
• Date Code (p. 198)
• Graph Type. Use one of the following codes: “BAR”, “BAR3D”, “PIE”, “PIE3D”,
“LINE”, “TAPE” (thicker than a line graph), “AREA3D”.
• Desired number of rows (determines graph height on spreadsheet)
• Desired number of columns (determines graph width on spreadsheet)
• Title Text
• Optional background color (“#BG=B” for blue; “#BG=G” for green).
The formula for the graph at the bottom of our sample Sales Total report (fig. 73) is as
follows: =GRAPHDEPTSALES(“M”,”BAR3D”,15,4,”Sales by Department”,“#BG=B”).
204
Figure 73: Sample Sales by Department graph.
GRAPHEMPSALES(“date_code”,“type”,rows,cols,“title”,“options”)
What it does:
Displays sales by employee as a graph.
Setup Tips:
See GRAPHDEPTSALES.
GRAPHVENSALES(“date_code”,“type”,rows,cols,“title”,“options”)
What it does:
Displays sales by vendor as a graph.
Setup Tips:
See GRAPHDEPTSALES.
INVOICECOUNT(“date_code”)
What it does:
Represents total quantity of items sold during the designated time period.
Setup Tips:
Within the parentheses, insert the desired date code (p. 198).
ITEMSALES(“Stock_no”, “date_code”)
What it does:
Represents total dollar amount of sales for the designated item during the designated time
period.
Setup Tips:
Within the parentheses, insert the item stock number and the desired date code (p. 198).
NONTAXSALES("date_code")
What it does:
Represents total amount of non-tax sales for the designated time period.
Setup Tips:
Within the parentheses, insert the desired date code (p. 198). For example, if you want
the total dollar amount of non-tax sales for this year, the format would be:
=NONTAXSALES(“Y”)
205
PAYTYPENAME("pay_code")
What it does:
Represents name of the specified payment type.
Setup Tips:
Within the parentheses, insert the desired payment type code (p. 16).
TAXSALES("date_code")
What it does:
Represents the total amount of taxed sales for the designated time period.
Setup Tips:
TAXTOTAL("date_code")
What it does:
Represents the total dollar amount of sales tax collected during the designated time period.
Setup Tips:
TICKETDISCOUNT("date_code")
What it does:
Represents the total ticket discounts applied to sales rung up during the designated time
period.
Setup Tips:
VENDOR SALES(“ven_code”, “date_code”)
What it does:
Represents the total dollar amount of items from the designated vendor that were sold
during the designated time period.
Setup Tips:
Between the parentheses, insert the desired vendor code (p. 41) and date code.
VENNAME(“date_code”, rank)
What it does:
Represents the name of the vendor with the designated sales rank during the designated
time period.
Setup Tips:
example, for the name of the top-selling vendor for the current month, the format would
be =VENNAME(“M”,1)
VENQTYSOLD(“ven_code”, “date_code”)
What it does:
Represents the number of items from the designated vendor that were sold during the
designated time period.
Setup Tips:
Between the parentheses, insert the desired vendor code (p. 41) and date code (p. 198).
206
Using the Form Creator
Many of the forms in the Manager’s Workstation and PowerStation can be customized using the Form Creator. (This
program is located in your TRS program folder.) You can edit the sample forms, or create your own new formats from
scratch. NOTE: For information on editing the receipt layout, see p. 88.
Figure 74: Form Creator window showing Sample Invoice.
Creating a New Form
Follow these steps to create a new form:
1. Start the Form Creator program: Go to Start:Programs:The Retail Solution and click on “TRS Form Creator”.
2. Select “Create New Form” at the Get Started window.
3. Click “Continue”. This will launch the Form Wizard, which will walk you through the initial steps of creating
your form. After you have selected the appropriate option in each step, click “Next” to proceed. Click
“Previous” to return to the previous step. NOTE: If you are creating a format for use with a preprinted form,
see p. 209.
4. Indicate whether you want to create a new form from scratch, copy an existing form, or import a form.
5. Type in the name of your form (up to 25 characters).
6. Select the printer you wish to use when printing this form.
7. Select the form type from the drop-down list. (NOTE: If you are copying a form, the form type will be
assumed to be the same as the form you are copying.)
207
8. Select the desired form size. If you choose “User-definable”, you will be prompted to enter the height and width
of the form in inches. (NOTE: If you are copying a form, the form size will be assumed to be the same as the
form you are copying. To change the form size, select “Settings” from the Options menu.)
9. Select the desired form background. “Background” refers to lines, boxes, and shading that appear on the form.
Select a sample background from the drop-down list, or click “Import” to select the desired .bmp file. (NOTE:
If you are copying a form, the form background will be assumed to be the same as the form you are copying. To
change the background, select “Settings” from the Options menu.)
10. Add the desired data fields to the form: Click on the arrow next to the box for a list of available fields. (The
fields available are determined by the Form Type.) Click on the desired field and hold down the left mouse button
as you drag it to the desired spot on your form, and then release the mouse button to “drop” the field onto the
form. To delete items from the form, just “drag” them onto the trash can icon.
• Field placement is indicated by a Field Code. See the tables beginning on page 211 for a list of fields and
codes for each form type.
• The location of the number sign (#) in the field code indicates how the field will be aligned. When the # is at
the beginning of the code, the field will be left justified. when the # is at the end of the code, the field will be
right justified. Centered field codes include an underline beneath the number sign (#); the field will be
centered outward from the #.
• If you are having trouble aligning items, drag them to their approximate locations, then click “Alignment” to
line them up perfectly. You may also wish to select “Grid” from the Options menu; this will display a grid to
help you with alignment.
• Data fields that appear in a column, such as stock numbers on an invoice, will have a “Start” field and an
“End” field. Simply place the “Start” field at the top of the column (where you want the items to begin
printing), and place the “End” field at the bottom of the column.
• To quickly move to a particular area of the form, click the corresponding area of the paper icon (located
between the alignment button and trash can). For example, to move to lower right corner of the form, you
would click on the lower right corner of the paper icon.
• To change the font for a particular field, right-click on the field code.
11. Add any desired text to the form: Click the word “Text” in the Drag-and-Drop Text box, drag it to the desired
location on the form, and drop it in place. You will be prompted to type in the desired text. Click the “F” icon
at the text window to specify the font.
12. Add any desired graphic (such as your logo), to the form: Click “Select” under “Drag-and-Drop Logo” to
select the desired .bmp file. Once you have specified the desired file, the graphic will appear in the window.
Click the graphic, drag it to the desired location on the form, and drop it in place. To adjust the size of the image,
right-click on the graphic after you have placed it on the form, and enter the desired height and width in inches.
13. Print a sample form to check your layout. Select “Print” from the File menu. NOTE: If all the form fields are
off when printed, verify that you have the most current driver for your printer.
14. When you are done, select “Save” from the File menu.
Form Settings
Form settings include background, font size, and printer settings. To access the Settings window, select “Settings”
• The Form Type is displayed for your reference, but cannot be changed.
• The Form Size can be standard 8 ½ X 11 inches or User-Definable (enter dimensions in inches.)
• Background refers to lines, boxes and shading. To change the .bmp file used for the background, click “Browse”
next to the field.
• To change the default font for the form, click “Browse” next to the field.
• The Form Name can be edited if desired.
• Select the desired printer from the drop-down list.
208
Customized Forms
• You can also specify whether you are using preprinted forms, whether you want to add a form feed, and whether
you want the form to print in color. If you are using a dot-matrix printer with pre-printed forms, select High Speed
Text Only Mode.
• Check Information: See below.
Checks
If you are using The Retail Solution’s check printing feature, you will need to create a check form to match your
check layout. Follow the steps for creating a new form, using the following settings:
• The Form Type will be “Check”.
• The Form Size should be “Standard 8 ½ X 11 Sheet”, regardless of the number of checks on the form.
• The Form Background should be blank.
• You will only need to lay out fields for the first check on the sheet. For example, if your checks come 3 to a page,
you will only need to complete field layout for the top check. After you enter the check information under Settings
(see below), The Retail Solution will automatically print the appropriate number of checks per page.
• Select “Settings” from the Options menu. At the Settings window, indicate the number of checks per page and the
spacing between checks (in inches). Also indicate whether your checks have preprinted check numbers.
Tips for Preprinted Forms
The easiest way to create a format for use with preprinted forms is to use a scanner to capture the form as a standard
Windows .bmp file. Then follow these steps:
1. Follow the steps for creating a new form.
2. When you get to Step 9, select “Import”. You will be prompted to specify the location of your .bmp file.
3. Add fields to the form as in Step 10, using the scanned image of the form as a template.
4. When your layout is complete, select “Settings” from the Options menu and delete the background file.
Editing an Existing Form
To edit a form, select “Open an Existing Form” or “Open Your Last Form” at the Get Started window. Select the
desired form from the drop-down list and then click “Continue”.
• To move a field to a different location on the form, click on the desired field and hold down the left mouse button
as you drag it to the desired spot, and then release the mouse button to “drop” it in place.
• To delete a field, drag it onto the trash can icon on the Form Tools window.
• Additional fields, graphics or text can be added as in Creating a New Form (p. 207).
• To change the Form Name, Form Size, Background, or default font, select “Settings” from the Options menu.
• You can also change the default printer for the form under Settings; in addition, you can indicate the desired
number of copies to print, add a form feed, or choose to print the form in color.
• Select “Print” from the File menu to print a sample form. Select “Save” from the File menu to save your changes.
Importing and Exporting Forms
You can export your completed forms as a file that can be used at another location.
• To export the form, select “Export” from the File menu. You will need to specify the desired name and location
of the file.
• To import a form, start the Form Creator and select “import from floppy”.
209
Sharing Forms on the Web
If you have internet access, the Web Share option allows you to share your customized forms with other Retail
Solution users. You can also download forms created by other Retail Solution users. New users receive 5 download
credits. For each form you submit to be shared, you will receive an additional 5 credits. When you submit an update
for a previously submitted form, you will receive 1 additional credit.
Publishing Your Forms
Follow these steps to publish your form to the download list for use by other Retail Solution customers:
1. After creating and saving your form, select “Web Share” from the Form menu.
2. At the Web Share window, select the Publish Form Layout tab. Your company name will be displayed on
the left side of the tab. You may enter a description of your form in the space to the right. This information will
be included with your form.
3. To add your form to the download list, click “Publish This Form”. You will receive a confirmation message
when the process is complete. You will automatically receive 5 download credits.
Follow these same instructions to update the form. You will receive 1 download credit if the format has been
changed.
To delete a report format from the Shared Form Layouts list, follow steps 1 and 2 above, and then click “Delete this
Form” button. You may only delete a report you have submitted.
Downloading Forms
Follow these steps to download a form from the Shared Form Layouts list:
1. Start the Form Creator and select the Import from Internet option.
2. At the Web Share window, click on the Shared Form Layouts tab.
3. Click “Get Form List”. If you have dial-up internet access, it may take a minute for the list to load.
4. Use the up and down arrow keys to scroll through the list of available forms. A description of the currently
highlighted form can be viewed on the right. The number of download credits you have available is displayed
below the form list. Each download takes one credit.
5. To select a form for download, click on the name of the desired form. A check mark will appear next to the
form name.
6. When you are done selecting forms, click “Add to Your Forms”. The selected forms will automatically be
added to your form list.
Using Forms
In the Manager’s Workstation:
• Specify the desired statement form on the A/R Control tab in Company Information.
• Specify the desired purchase order form on the Station Options tab in Company Information.
• When you print checks (p. 165), you will select the check form you wish to use.
In the PowerStation:
• Forms used in the PowerStation include Invoices, Quotes, Work Orders, and Gift Registry. To select the desired
form, see Printer Setup in the PowerStation Control Room.
• The default printer for PowerStation forms is the one specified under Settings. However, you can select a different
printer for each form on the Printer Setup tab.
210
Customized Forms
Check Fields
Check Form Field
Description
Field Code
Account Amount (End)
End of column that displays the amount applied to a particular G/L account.
#ACCNAE
Account Amount (Start)
Beginning of column that displays the amount applied to a particular G/L
account.
#ACCAS
Account Memo (End)
End of column that displays the Memo for each G/L account.
#ACCME
Account Memo (Start)
Beginning of column that displays the Memo for each G/L account.
#ACCMS
Account Name (End)
End of column that displays the G/L account name.
#ACCNAME
Account Name (Start)
Beginning of column that displays the G/L account name.
#ACCNAMS
Check**Amount
Check amount preceded by asterisks: for example, “**$30.00”.
CKA2#
Check Amount
Check amount in decimal format: for example, “$30.00”.
CKA#
Check Amount (Text)
Check amount in text format: for example, “Thirty and no/100”.
#TCKA
Check Long-Date
Check date in long format: For example, “January 20, 2001”.
#LDATE
Check Memo
Memo from check register.
#CKMEMO
Check Number
Check number.
#TICK
Check Short-Date
Check date in the format MM/DD/YY
#SDATE
Payee Address 1
Payee’s street address, line 1.
#PADD1
Payee Address 2
Payee’s street address, line 2.
#PADD2
Payee City
Payee’s city.
#PCITY
Payee City/St/Zip
Payee’s city/state/Zip Code.
#PCSZ
Payee Contact
Payee contact name.
#PCONT
Payee Name
Payee’s company name.
#PNAME
Payee Phone
Payee’s phone number.
#PPHONE
Payee State
Payee’s state.
#PST
Payee Zip
Payee’s Zip Code.
#PZIP
Store Code
Code for this location.
#SCODE
Your Address
Your company’s street address.
#ADD
Your Address [C]
Your company’s street address, centered.
#ADDC
Your City/St/Zip
Your company’s city/state/Zip Code.
#CSZ
Your City/St/Zip [C]
Your company’s city/state/Zip Code, centered.
#CSZC
Your Company
Your company name.
#NAME
Your Company [C]
Your company name, centered.
#NAMEC
211
Check Form Field
Description
Field Code
Your Fax
Your company’s fax number.
#FAX
Your Fax [C]
Your company’s fax number, centered.
#FAXC
Your Phone
Your company’s phone number.
#PHONE
Your Phone [C]
Your company’s phone number centered.
#PHONEC
Gift Registry Form Fields
Gift Registry Field Name
Description
Field Code
Bride Address
Bride’s (or Mom’s) address.
#BADD
Bride City/St/Zip
Bride’s (or Mom’s) city/state/Zip Code.
#BCSZ
Bride First Name
Bride’s (or Mom’s) first name.
#BFN
Bride Last Name
Bride’s (or Mom’s) last name.
#BLN
Description (End)
End of item description column.
#E-DEC
Description (Start)
Beginning of item description column.
#S-DEC
Event Date
Event date.
#EVD
Event Date [C]
Event date, centered.
#EVD
Groom First Name
Groom’s (Dad’s) first name.
#GFN
Groom Last Name
Groom’s (Dad’s) last name.
#GLN
Notes
Special instructions entered when Gift Registry was created.
#NOTES
Notes [C]
Special instructions, centered.
#NOTES
Price (End)
End of item price column.
PRICE1E#
Price (Start)
Start of item price column.
PRICE1S#
QTY Needed (End)
End of quantity needed column.
E-QTYN#
QTY Needed (Start)
Beginning of quantity needed column.
S-QTYN#
QTY Requested (End)
End of quantity requested column.
E-QTYR#
QTY Requested (Start)
Beginning of quantity requested column.
S-QTYR#
Registry Title
Prints title, including couple’s names and event date.
#GRT
Registry Title [C]
Prints title, centered.
#GRT
Registry Type
Type of registry (Baby Shower or Wedding).
#GRTY
Registry Type [C]
Registry type centered.
#GRTY
Stock Number (End)
End of stock number column.
#E-STOCK
Stock Number (Start)
Beginning of stock number column.
#S-STOCK
212
Customized Forms
Gift Registry Field Name
Description
Field Code
Your Address
#ADD
Your Address [C]
#ADDC
Your City/St/Zip
#CSZ
#CSZC
Your Company
Your company name.
#NAME
Your Company [C]
#NAMEC
Your Fax
#FAX
Your Fax [C]
#FAXC
Your Phone
#PHONE
Your Phone [C]
#PHONEC
Invoice Form Fields
Invoice Field Name
Description
Field Code
A/R Terms
Customer’s A/R terms.
#TERMS
Cust. Address1
Customer’s street address, first line.
#ADD1
Cust. Address2
Customer’s street address, 2nd line.
#ADD2
Cust. City
Customer’s city.
#CITY
Cust. City/St/Zip
Customer’s city/state/Zip.
#CCSZ
Cust. City/St/Zip [C]
Customer’s city/state/Zip centered.
#CCSZC
Cust. Contact
Contact name.
#CONT
Cust. Name
Customer’s company name.
#CNAME
Cust. Phone
Customer’s phone number.
#CPHONE
Cust. State
Customer’s state.
#ST
Cust. Zip
Customer’s Zip Code.
#ZIP
Customer E-mail
Customer’s E-mail address.
EMAIL#
Customer Type
Customer type.
#CTYPE
Date
Invoice date.
#DATE
Department (End)
End of department column.
#DEPE
Department (Start)
Beginning of department column.
#DEPS
Deposit Amount
Amount of deposit paid (for layaways or special orders).
DPAID#
Description (End)
End of description column.
#DESE
213
Invoice Field Name
Description
Field Code
Description (Start)
Beginning of description column.
#DESS
Discount
Ticket discount.
DIS#
Discount Text
Prints the word “Discount:” on the invoice. (Will only print if a ticket
discount is applied to the invoice.)
#DISCOUNT
Drawer
Drawer number.
#DR
Employee
Initials of employee who processed the sale.
#EMP
Employee Assigned (End)
End of column that displays initials of the employee who gets credit for
selling a given item.
#EAE
Employee Assigned (Start)
Start of column that displays initials of the employee who gets credit for
selling a given item.
#EAS
Extended Cost (End)
End of extended cost column.
EXTCE#
Extended Cost (Start)
Beginning of extended cost column.
EXTCS#
Extended Price (End)
End of extended retail price column.
EXTPE#
Extended Price (Start)
Start of extended retail price column.
EXTPS#
Food Stamp Item (End)
End of column that displays “Y” (Yes) or “N” (No) to indicate whether food
stamps can be used to pay for the item.
#FSIE
Food Stamp Item (Start)
Beginning of food stamp Y/N column.
#FSIS
Food Stamps
Total dollar amount of food stamp items.
FOOD#
Gift Balance (w/text)
Remaining Gift Card balance.
#GIFTBAL
Invoice Barcode
Invoice number printed as a barcode that can be scanned to recall the ticket.
#INVBAR
Item Type (End)
End of item type column.
#ITE
Item Type (Start)
Beginning of item type column.
#ITS
No Tax ID
Customer’s no-tax ID number.
#NOTAXID
Non-Food Stamps
Total dollar amount of non-food stamp items.
NFOOD#
Notes
All 10 lines of customer notes (p. 81) can be added to your form. If you have
changed the line captions, the new caption for each line will appear in the
field list. Field codes correspond to the line number: Line 1 of Notes is
“#UD1”, line 2 is “#UD2”, etc.
#UD1
to
#UD10
Page Number
Page number.
#PG
Paid 1
Total dollar amount paid with first payment type selected.
PAID1#
Paid 2
Total dollar amount paid with 2nd payment type selected.
PAID2#
Paid 3-10
Total dollar amount paid with corresponding payment type.
Insert the
appropriate
payment rank, as
above.
Paid in full text
Prints the words “Paid in full” on invoices that do not have a balance due.
#PIFT
214
Customized Forms
Invoice Field Name
Description
Field Code
Paid Type 1
Prints the name of the first payment type selected.
PTY1#
Paid Type 2
Prints the name of the 2nd payment type selected.
PTY2#
Paid Type 3-10
Prints the name of the corresponding payment type.
Insert the
appropriate
payment rank, as
above.
PO Number
Prints customer’s purchase order number on A/R sales.
#PONUM
Points Earned
Total points earned (p. 123) on this purchase
#POINTSE
Price 1 (End)
End of column displaying price level 1.
PRICE1E#
Price 1 (Start)
Start of column displaying price level 1.
PRICE1S#
Quantity Sold (End)
End of quantity sold column.
QSE#
Quantity Sold (Start)
Beginning of quantity sold column.
QSS#
Register
Prints the register number used for this sale.
#REG
Selling Price (End)
End of column displaying price this customer receives.
PRICEE#
Selling Price (Start)
Beginning of column displaying price this customer receives.
PRICES#
Ship 1
First line of customer’s shipping address (customer name).
#SHIP1
Ship 1 Center
First line of customer’s shipping address (customer name), centered.
#SHIP1C
Ship 2
2nd line of customer’s shipping address (street address).
#SHIP2
Ship 2 Center
2nd line of customer’s shipping address (street address), centered.
#SHIP2C
Ship 3
3rd line of customer’s shipping address (city, state, zip).
#SHIP3
Ship 3 Center
3rd line of customer’s shipping address (city, state, zip), centered.
#SHIP3C
Ship Address 2
2nd line of customer’s street address.
#ADD2
Signature
Signature field for signature capture (p. 93)
#SIG
Stock Number (End)
#SNE
#SNS
Store Code
#SCODE
Sub-Total
Total dollar amount of items on ticket, not including sales tax or ticket
discount.
SUBTOT#
Tax 1
Total dollar amount of sales tax 1.
TAX1#
Tax 2
TAX2#
Tax 3
TAX3#
Tax Text
Prints the word you have specified for tax.
#TWD
Tax type (End)
End of column displaying item tax type.
#TTE
215
Invoice Field Name
Description
Field Code
Tax type (Start)
Beginning of column displaying item tax type.
#TTS
Ticket Number
Ticket number.
#TICK
Ticket Total
Total dollar amount of ticket. For layaways, this field is equivalent to the
layaway balance, or amount remaining.
TTOTAL#
Time
Time that ticket was completed.
#TIME
Total Cost
Your total cost for items on the ticket.
TCOST#
Total Item Count
Total number of items on the ticket.
TCOUNT#
Total Layaway Amount
Total original layaway amount.
#TLAYAMT
Total Points
Total points this customer has accumulated.
#TPOINTS
Total Tax
Total dollar amount of all taxes on ticket.
TTAX#
Total Ticket Weight
Total weight of all items on the ticket.
TWIGHT#
Unit Sold (End)
End of unit size (each, case, etc.) column.
#USE
Unit Sold (Start)
Beginning of unit size column.
#USS
Validation 1A
“Ask for first” entry for first payment type.
#VAL1A
Validation 1B
“Ask for next” entry for first payment type.
#VAL1B
Validation 2A
“Ask for first” entry for 2nd payment type.
#VAL2A
Validation 2B
“Ask for next” entry for 2nd payment type.
#VAL2B
Validation 3A-10A
“Ask for first” entry for corresponding payment type.
Substitute
appropriate
payment rank in
Validation 2A
code.
Validation 3B
“Ask for next” entry for corresponding payment type.
Substitute
appropriate
payment rank in
Validation 2B
code.
Vendor Code (End)
End of column displaying item’s vendor code.
#VCE
Vendor Code (Start)
Start of column displaying item’s vendor code.
#VCS
You Saved
Prints “You Saved” plus total difference between price level 1 and purchase
price of items.
YSAVED#
You Saved (End)
End of column displayed difference between price level 1 and purchase price
of items.
USAVEE#
You Saved (Start)
Start of column displayed difference between price level 1 and purchase price
of items.
USAVES#
Your Address
#ADD
Your Address [C]
#ADDC
216
Customized Forms
Invoice Field Name
Description
Field Code
Your City/St/Zip
#CSZ
#CSZC
Your Company
Your company name.
#NAME
Your Company [C]
#NAMEC
Your Fax
#FAX
Your Fax [C]
#FAXC
Your Phone
#PHONE
Your Phone [C]
#PHONEC
Your Phone [L] [C]
Prints the word “Phone:” plus your phone number, centered.
#PHONELC
Your Phone W/L
Prints the word “Phone:” plus your phone number.
#PHONEL
Your Phone/Fax [L]
Prints “Phone” plus phone number and “Fax” plus fax number.
#PFL
Your Phone/Fax [L] [C]
Prints as above, centered.
#PFLC
Purchase Order Form Fields
Purchase Order Field Name
Description
Field Code
Account Number
Your account number with the vendor.
#ACC
Address
Your street address.
#CA
Address (Centered)
Your street address centered.
#CAC
City/State/Zip
Your city/state/Zip.
#CSZ
City/State/Zip (Centered)
Your city/state/Zip centered.
#CSZC
Comments
Prints order comments.
#POCOMM
Company
Your company name.
#CN
Company (Centered)
Your company name centered.
#CNC
Description (End)
#E-DES
Description (Start)
Start of item description column.
#S-DES
Discount
Order discount amount.
DIS#
Employee Initials
Initials of employee creating order.
#EINIT
Employee Name
Name of employee creating order.
#EMPNA
Ext. Price (End)
End of extended price column.
E-EXT#
Ext. Price (Start)
Beginning of extended price column.
S-EXT#
FOB
FOB location.
#FOB
217
Purchase Order Field Name
Description
Field Code
Freight
Freight charge.
#FR
Item Number (End)
End of item number column.
#E-ITEM
Item Number (Start)
Start of item number column.
#S-ITEM
Order Date
Date of order.
#DATE
Page Number
Page number.
#PG
Phone
Your company phone number.
#CP
Phone (Centered)
Your company phone number centered.
#CP
PO Number
Purchase Order number.
#PO
PO Number (Centered)
Purchase Order number centered.
#CP
Price (End)
End of item cost column.
E-PR#
Price (Start)
Beginning of item cost column.
S-PR#
Quantity (End)
End of item quantity column.
E-QTY#
Quantity (Start)
Beginning of item quantity column.
S-QTY#
Ship Via
Shipping method.
#SHIP
Sub-Total
Order Sub-Total.
#SUB
Tax
Tax amount.
TAX#
Terms
Terms of payment.
#TERMS
Total
Order Total.
TOTAL#
Total Weight
Total weight of order.
TWEIGHT#
Unit (End)
End of item unit column.
#E-UN
Unit (Start)
Beginning of item unit column.
#S-UN
Vendor Address
Vendor’s street address.
#ADD
Vendor City
Vendor’s city.
#CITY
Vendor City/State/Zip
Vendor’s city/state/Zip Code.
#CITYSTZIP
Vendor Contact
Vendor contact name.
#CONTACT
Vendor Fax
Vendor’s fax number.
#FAX
Vendor Name
Vendor’s company name.
#NAME
Vendor Phone
Vendor’s phone number.
#PHONE
Vendor State
Vendor’s state.
#STATE
Vendor Zip
Vendor’s Zip Code.
#ZIP
218
Customized Forms
Statement Fields
Statement Field Name
Description
Field Code
Amount 1-30 Days Due
Amount 1-30 days past due.
30#
60#
90#
Amount Current
Amount current.
CURR#
Amount Over 90 Days Due
Amount over 90 days past due.
O90#
Billing Address
First line of billing address.
#BADD
Billing City
Billing address city.
#BCITY
Billing City/State/Zip
Billing address city/state/zip.
#BCSZ
Billing State
Billing address state.
#BST
Billing Zip
Billing Zip
#BZIP
Current Balance
Total balance due.
BAL#
Cust. Account Number
Customer lookup code.
#ACC
Cust. Address 1
First line of customer’s address.
#ADD1
Cust. Address 2
2nd line of customer’s address.
#ADD2
Cust. City
Customer’s city.
#CITY
Cust. City/St/Zip
Customer’s city/state/Zip.
#CCSZ
Customer’s city/state/Zip centered.
#CCSZC
Cust. Comments
Comments you have entered on the A/R information tab in Customer
Information.
#REM
Cust. Contact
Name of contact person.
#CONT
Cust. Fax
Customer’s fax number.
#CFAX
Cust. Name
#CNAME
Cust. Phone
#CPHONE
Cust. State
Customer’s state.
#ST
Cust. Zip
#ZIP
Customer Type
Customer Type
#CTYPE
Dunning Message
Prints the appropriate dunning message based on account aging.
#MESS
Dunning Message [C]
Prints appropriate dunning message, centered.
#MESS
Employee
Employee name.
#EMP
Page Number (Left)
Page number on the left.
#PG
219
Description
Field Code
Page Number (Right)
Prints page number on the right.
PG#
Store Code
#SCODE
Today’s Date
Date statement was printed.
#DATE
Total Charges
Total amount charged to account.
TCHR#
Total Interest
Total amount of interest charged.
TINT#
Total Minimum Payment
Total of minimum payment amounts for each invoice.
TMINPAY#
Total Payments
Total of all customer payments shown on statement.
TPAY#
Trans. Amount (End)
End of transaction amount column.
EAM#
Trans. Amount (Start)
Beginning of transaction amount column.
SAM#
Trans. Date (End)
End of transaction date column.
#EDT
Trans. Date (Start)
Beginning of transaction date column.
#SDT
Trans. Description (End)
End of transaction description column.
#EDEC
Trans. Description (Start)
Beginning of transaction description column.
#SDEC
Trans. Invoice (End)
End of transaction invoice number column.
EINV#
Trans. Invoice (Start)
Beginning of transaction invoice number column.
SINV#
Trans. Line Balance (End)
End of column that displays account balance after each transaction.
ELBAL#
Trans. Line Balance (Start)
Beginning of column that displays account balance after each transaction.
SLBAL#
Trans. Minimum Pay (End)
End of column that displays minimum payment for each transaction.
EMINPAY#
Trans. Minimum Pay (Start)
Beginning of column that displays minimum payment for each transaction.
SMINPAY#
Your Address
#ADD
Your Address [C]
#ADDC
Your City/St/Zip
#CSZ
#CSZC
Your Company
Your company name.
#NAME
Your Company [C]
#NAMEC
Your Fax
#FAX
Your Fax [C]
#FAXC
Your Phone
#PHONE
Your Phone [C]
#PHONEC
Your Phone [L] [C]
#PHONELC
Your Phone W/L
#PHONEL
Your Phone/Fax [L]
#PFL
220
Customized Forms
Description
Field Code
Your Phone/Fax [L] [C]
#PFLC
Work Order Form Fields
Work Order Field Name
Description
Field Code
Balance Due
Balance due amount.
BAL#
Cust. Address1
First line of customer’s address.
#ADD1
Cust. Address2
2nd line of customer’s address.
#ADD2
Cust. City
Customer’s city.
#CITY
Cust. City/St/Zip
Customer’s city/state/Zip Code.
#CCSZ
Customer’s city/state/Zip Code, centered.
#CCSZC
Cust. Contact
Contact name.
#CONT
Cust. Name
##CNAME
Cust. Phone
#CPHONE
Cust. State
Customer’s state.
#ST
Cust. Zip
#ZIP
Customer Type
Type of Customer.
#CTYPE
Department (End)
End of item department column.
#DEPE
Department (Start)
Beginning of item department column.
#DEPS
Deposit Paid (Left)
Amount of deposit paid, left justified.
#DEPR
Deposit Paid (Right)
Amount of deposit paid, right justified.
DEP#
Description (End)
#DESE
Description (Start)
Beginning of item description column.
#DESS
Discount
Work order discount amount.
#WODISC
Discount Word
Prints the word “Discount:” on the work order.
#DISCWORD
Due Date
Date work is scheduled to be completed.
#DUEDATE
Employee Assigned
Initials of employee who will receive commission credit for this ticket.
#EMP
Employee Assigned (End)
End of column displaying the initials of the employee who will receive commission
credit for a particular item.
#EAE
Employee Assigned (Start)
Start of column displaying the initials of the employee who will receive commission
credit for a particular item.
#EAS
Extended Cost (End)
End of column that displays item’s extended cost.
EXTCE#
Extended Cost (Start)
Start of column that displays item’s extended cost.
EXTCS#
221
Description
Field Code
Extended price (End)
End of column that displays item’s extended price.
EXTPE#
Extended price (Start)
Start of column that displays item’s extended price.
EXTPS#
History 1 of 10
First line of status history.
#HISTORY1
History 10 of 10
Last line of status history.
#HISTORY10
History 2 of 10
2nd line of status history.
#HISTORY2
History 3 of 10
3rd line of status history.
#HISTORY3
History 4 of 10
4th line of status history.
#HISTORY4
History 5 of 10
#HISTORY5
History 6 of 10
#HISTORY6
History 7 of 10
#HISTORY7
History 8 of 10
#HISTORY8
History 9 of 10
#HISTORY9
Item Type (End)
End of column that displays item type.
#ITE
Item Type (Start)
Beginning of column that displays item type.
#ITS
Notes 1 of 6
First line of notes.
#NOTES1
Notes 2 of 6
2nd line of notes.
#NOTES2
Notes 3 of 6
3rd line of notes.
#NOTES3
Notes 4 of 6
4th line of notes.
#NOTES4
Notes 5 of 6
5th line of notes.
#NOTES5
Notes 6 of 6
6th line of notes.
#NOTES6
Page Number
Page number.
#PG#
Price 1 (End)
End of column that displays price level 1.
PRICE1E#
Price 1 (Start)
Beginning of column that displays price level 1.
PRICE1S#
Quantity Sold (End)
End of column that displays quantity sold.
QSE#
Quantity Sold (Start)
Beginning of column that displays quantity sold.
QSS#
Selling Price (End)
End of column that displays customer’s price for item.
PRICEE#
Selling Price (Start)
Beginning of column that displays customer’s price for item.
PRICES#
Ship 1
First line of customer’s shipping address.
#SHIP1
Ship 1 Center
First line of customer’s shipping address, centered.
#SHIP1C
Ship 2
2nd line of customer’s shipping address.
#SHIP2
Ship 2 Center
2nd line of customer’s shipping address, centered.
#SHIP2C
Ship 3
3rd line of customer’s shipping address.
#SHIP3
222
Customized Forms
Description
Field Code
Ship 3 Center
3rd line of customer’s shipping address, centered.
#SHIP3C
Signature
Signature field for signature capture (p. 93)
#SIG
Status
Current status.
#WOSTAT
Stock Number (End)
#SNE
#SNS
Store Code
#SCODE
Sub-Total
Sub-total amount.
SUBTOT#
Tax Type (End)
End of column that displays item’s tax type.
#TTE
Tax Type (Start)
Beginning of column that displays item’s tax type.
#TTS
Total Tax
Total amount of tax.
#TTAX
Total Work Order
Total dollar amount for work order.
#TOTALWO
Unit Sold (End)
End of sold unit size column.
#USE
Unit Sold (Start)
Beginning of sold unit size column.
#USS
Vendor Code (End)
End of column that displays vendor code for item.
#VCE
Vendor Code (Start)
Start of column that displays vendor code for item.
#VCS
Work Order
Work order number.
#WO
Work Order Barcode
Prints work order number as a barcode.
#WOBAR
Work Order Text/Num [C]
Prints text “Work Order” plus number, centered.
#WOL
Your Address
#ADD
Your Address [C]
#ADDC
Your City/St/Zip
#CSZ
#CSZC
Your Company
Your company name.
#NAME
Your Company [C]
#NAMEC
Your Fax
#FAX
Your Fax [C]
#FAXC
Your Phone
#PHONE
Your Phone [C]
#PHONEC
Your Phone [L] [C]
#PHONELC
Your Phone W/L
#PHONEL
Your Phone/Fax [L]
#PFL
YourPhone/Fax [L] [C]
#PFLC
223
224
Appendix
226
Data Import Wizard
This feature allows you to import inventory, customer, or vendor information into The Retail Solution. To access
the Data Import Wizard, from the Manager’s Workstation Main Menu, select “Control:Data Import Wizard”. NOTE:
It is recommended that no other changes be made to your data while you are in the process of importing data. You
may want to wait until after the store is closed so that no one will be ringing up sales, receiving orders, etc. while data
is being imported. If you need to use the “Undo” option (see Step 8), your data will be restored to the state it was
in prior to the import. Any changes made in the meantime will be lost.
Follow these steps to import data:
1. Click “Select” next to the Import File field, and indicate the file you wish to import. (If your data is
currently in a Windows-based spreadsheet program such as Excel, you may be able to use the Paste from
Clipboard feature; see p. 228.)
2. From the drop-down list, select the type of data (Inventory, Customer, or Vendor) to be imported.
3. Verify that the Import File Type is correct. If not, select the appropriate option from the drop-down list.
4. Click “Load Data”. The data will be displayed in columns. To sort the data by a particular column, click the
column header.
5. Define each column: Double-click the column (NOT the column header), then select the appropriate options
from the pop-up window:
• If the data in this column is not used in The Retail Solution, select “This information is not used.” Then
click “Apply”, and the column will disappear. If you still wish to view the information in this column, select
“Show all Columns” from the File menu.
• Indicate the Retail Solution field that corresponds to the data in this column by selecting the appropriate
option from the drop-down list.
• Verify that the Field Type (text, date, etc.) is correct. If not, select the appropriate option from the drop-down
list.
• The “If value is...” option allows you to convert a specific value to the appropriate format for The Retail
Solution. For example, the data you are importing might specify an item’s tax code as “No” (for no tax). The
Retail Solution uses “0” to indicate no tax. You would therefore specify that “If value is No, then use 0.”
• For inventory data, you may select the option “If record is already on file, update it”. If you do not select
this option, this field will be skipped. You may also specify that the record only be updated if the current
quantity is zero.
• Select the option “Add two place decimal” to convert the amounts in this column to dollar amounts. For
example, “100” would be converted to “1.00”.
• If you are importing customer information, you must define a column for the Company Name field.
• When you are done defining the column, click “Apply”. The column will turn green, indicating that it has
been defined.
• If you will be importing similar files in the future, you may wish to save your settings as a template (see
below).
6. If you are importing inventory data, indicate whether you wish to key on the stock number or on the
barcode. (Select the appropriate option from the Inventory menu in the top left corner.) This can be useful, for
example, when you have received an update from a vendor. By default, The Manager’s Workstation will key on
the stock number. However, if you use your own in-house stock numbers (using the barcode for re-orders), The
Manager’s Workstation will not recognize the stock numbers in the vendor’s database and would re-import them
as new items. If you select the “key on barcode” option, The Manager’s Workstation will then use the barcode
to identify the items and update them appropriately.
227
7. If you are importing inventory data, and the vendor field is not included in the data file, select the default
vendor from the drop-down list.
8. Select “Add to TRS” to complete the import. Import status will be color-coded for each line: Green means all
information for that item was imported; yellow means information for that item was updated; and red means the
item information was not updated. If you discover a problem with the import later that same day, you can still
come back to the Data Import Wizard and undo the import by selecting “Undo Add”. This option is available
only on the same calendar date that the import was performed; see NOTE on previous page.
9. Click “Clear Data” to clear the columns of data from the screen. You must clear the data before you can
import another file.
Paste from Clipboard
This option allows you to quickly transfer data from a Windows-based spreadsheet program to the Data Import
Wizard. Follow these steps:
1. In your spreadsheet program, select the “Copy to Clipboard” option to copy your data to the Windows
Clipboard.
2. At the Data Import Wizard window, select “Paste from Clipboard” from the File menu.
3. Continue with Step 5 of the Data Import Wizard instructions.
Importing Item Pictures
The Retail Solution allows you to store up to 5 pictures per inventory item. If a supplier or manufacturer provides
a CD with product picture files, you can easily import them using the Data Import Wizard. Follow these steps:
1. Click “Select” next to the Import File field, and indicate the file you wish to import. Typically, the CD would
include a master file that links item stock numbers to picture files.
2. From the drop-down list, select the Inventory Pictures for the Data Type.
3. Verify that the Import File Type is correct. If not, select the appropriate option from the drop-down list.
4. Select the Picture File Path. This would be the path to the folder that contains the actual picture files. If the CD
includes different sizes of pictures, select the folder with the largest size pictures. The Retail Solution will rescale
them to the appropriate size if necessary.
5. If you are adding additional images of items, select “Add Pictures”.
6. Click “Load Data”. The data will be displayed in columns. To sort the data by a particular column, click the
column header.
7. Define each column. When importing pictures, you only need to define the stock number or barcode, the relative
path (if applicable) and the image file columns. All other columns should be defined as “Not Used”.
8. Select “Add to TRS” to complete the import. Import status will be color-coded for each line: Green means all
information for that item was imported; yellow means information for that item was updated; and red means the
item information was not updated.
9. Click”"Clear Data” to clear the columns of data from the screen. You must clear the data before you can
import another file.
Data Import Templates
Column definitions and settings can be saved as a template to be used for future imports of similar files.
• To create a template, select “Save” from the Template menu after completing Step 6 of the Data Import Wizard
instructions.
• To use an existing template, select “Load” from the Template menu. If you have saved more than one template,
you will need to select the desired file. Data will automatically be loaded. Continue with Step 7 of the Data Import
Wizard instructions.
228
Sample Chart of Accounts
Account Name
Account Type
Type #
Accounts Payable
Accounts Payable
200
Accounts Payable Discount
Accounts Payable
405
Accounts Receivable
Accounts Receivable
115
Accumulated Depreciation
Other Asset
160
Advances to Employees
Other Expense
160
Advertising Expense
Selling Expense
505
Bad Debts Expense
Selling Expense
505
Bank Loan Payable
Bank Loan Payable
225
Building
Building
135
Business Credit Card
Accounts Payable
200
Cash in Drawer
Cash
100
Commission Expense
Selling Expense
505
Commission Payable
Accounts Payable
200
Common Stock
Common Stock
300
Cost of Goods
Cost of Goods
500
Credit Card Fee
Selling Expense
505
Current Earnings
Current Earnings
315
Depreciation - Equipment
Depreciation - Equipment
155
Drawer Over/Short
Other Expense
515
Freight Expense
Cost of Goods
500
Insurance Expense
Administrative Expense
510
Interest Earned
Other Income
405
Interest Expense
510
Inventory
Inventory
120
Inventory Gain/Loss
Other Expense
515
Janitorial Expense
510
229
Account Name
Account Type
Layaway Deposit
Accounts Payable
200
Machinery and Equipment
Office Equipment
150
Miscellaneous Expense
510
Mortgage Payable
Mortgage Payable
220
Office Supplies Expense
510
Other Assets
Other Asset
160
Other Current Liabilities
Other Liabilities
240
Postage Expense
510
Prepaid Insurance
Prepaid Expense
125
Prior Earnings
Prior Earnings
310
Purchase Discount
Inventory
120
Rent Expense
510
Sales - Other
Sales
400
Sales - Product
Sales
400
Sales - Repair
Sales
400
Sales - Service
Sales
400
Sales Returns/Allowances
Sales
400
Sales Tax Payable 1
Taxes Payable
205
Sales Tax Payable 2
Taxes Payable
205
Sales Tax Payable 3
Taxes Payable
205
Service Charges
Other Expense
515
Tax Expense
Cost of Goods
500
Ticket Discount
Sales
400
Travel Expense
510
Utility Expense
510
Your Checkbook
Bank
105
230
Type #
Sample Chart of Accounts
Retail Solution Account Types
Accounts Payable (200)
Accounts Receivable (115)
Administrative Expense (510)
Allowance for Bad Debts (520)
Bank (105)
Bank Loan Payable (225)
Building (135)
Cash (100)
Cash Investment (110)
Common Stock (300)
Cost of Goods (500)
Current Earnings (315)
Deferred Taxes Payable (235)
Depreciation - Equipment (155)
Depreciation - Property (140)
Land (130)
Inventory (120)
Mortgage Payable (220)
Notes Payable (230)
Office Equipment (150)
Other Asset (160)
Other Expense (515)
Other Income (405)
Other Liabilities (240)
Preferred Stock (305)
Prepaid Expense (125)
Prior Earnings (310)
Sales (400)
Selling Expense (505)
Short-term Notes Payable (215)
Store Equipment (145)
Taxes Payable (205)
Wages Payable (210)
231
232
Organizer
The Organizer window that appears on the Manager’s Workstation Main Menu screen gives you shortcuts to several
Manager’s Workstation features. The daily calendar pages can be used to enter tasks or notes.
Figure 75: Manager’s Workstation Main Menu screen with Organizer displayed.
Shortcuts
Click on the appropriate icon to access the following:
• Click the barcode icon to access the Inventory Control window.
• Click the person icon to access Customer Information
• Click the card file icon to access Inventory Global Update (p. 144).
• Click the money icon to jump to Register Control for readings (p. 134) or the credit card report (p. 170).
• Click the calculator icon to access a calculator.
• Click the label icon to jump to the inventory price labels window (p. 142).
• Click the end icon to access End-of-Day (p. 112).
• Click the mailbox icon to send E-mail (p. 160).
• Click the calendar icon to access a calendar.
• Click the disk/tape/hard drive icon to make a backup (p. 114).
• Click the home icon to check out your data (p. 239).
• Click the padlock icon to log out of the Manager’s Workstation.
• Click the medic icon to access the TRS Medic utility (p. ?).
• Click the book icon to access the pdf User’s Guide.
Additional icons are available at the bottom of the window:
• Click the FaceBook icon to access The Retail Solution’s Facebook page
• Click the @ icon to send email to support.
233
• Click the house icon to visit our main webpage.
• Click the download icon to access the Download Updates page.
• Click the question mark icon to access The Manager’s Workstation Help program.
NOTE: The Organizer window feature can be turned off in Company Information. See page 30 for more information.
234
Troubleshooting
Error Messages
A default printer does not exist
Refer to your Windows manual for information about setting up a default printer.
Device unavailable
This error has the following causes and solutions:
• The device you are trying to access is either not on line or does not exist. Check power to the device and any
cables connecting your computer to the device. If you are trying to access the printer over a network, make sure
there is a logical connection between your computer and the printer, for example, a connection associating LPT1
with the network printer ID.
• Your network connection may have been broken. Reconnect and try the operation again.
Disk Full
This error message indicates that there is not enough room on the disk. Move or delete some unnecessary files.
Out of Memory
This error message indicates that more memory was required than is available. This error has the following causes
and solutions:
• You have too many applications or documents that are open. Close any unnecessary applications or documents.
• You are running Microsoft Windows in standard mode. Restart Windows in enhanced mode.
• You are running Microsoft Windows in enhanced mode, but have run out of virtual memory. Increase virtual
memory by freeing some disk space.
Printer error
This error has the following causes and solutions:
• You don’t have a printer installed from the Windows Control Panel. Open the Control Panel, double-click
the Printers icon, and choose “Add” to install a printer.
• Your printer isn’t on line. Physically switch the printer on line.
• Your printer is jammed or out of paper. Physically correct the problem.
• You tried to print a form to a text-only printer. Switch to an installed printer that can print graphics.
E-mail Log Error Messages
Error #
Description
10009
Bad or invalid format.
10022
Invalid format, entry, etc.
10025
The IP address provided is not valid or the host specified by the IP does not exist.
10039
A destination address is required.
10043
The specified port is not supported.
235
Error #
Description
10045
The referenced socket is not a type that supports connection-oriented service.
10048
The specified address is already in use.
10049
The specified address is not available.
10050
The connected network is not available.
10051
The connected network is not reachable.
10052
The connected network connection has been reset.
10053
The current connection has been aborted by the network or intermediate services.
10054
The current socket connection has been reset.
10055
No buffer space is available. The socket cannot be connected.
10056
The socket is already connected.
10057
The current socket has not been connected.
10058
The connection has been shut down.
10060
The current connection has timed out.
10061
The requested connection has been refused by the remote host.
10063
Specified host name is too long.
10064
Remote host is currently unavailable.
10065
Remote host is currently unreachable.
10091
Remote system is not ready.
10092
Current socket version not supported by application.
10093
Socket API is not initialized.
10101
Socket has been disconnected.
11001
Remote host could not be found.
11002
Remote host could not be found, try again.
11004
Remote host could not be found.
20001
Internal control state error.
20002
Unexpected server response. (You need to specify POP3 Host information on the E-mail Setup tab in Company
Information.)
20003
Login required.
20004
Login failed.
20005
Already connected to server.
20006
Busy executing asynchronous command.
20008
Operation timed out.
236
Troubleshooting
Error #
Description
20009
Cannot Ascend, already at top level of message.
20010
Cannot Descend, message has no parts.
20011
Invalid user name.
20012
Invalid password.
20013
Could not open file.
20014
Could not close file.
Barcode Printing Problems
If you are having trouble getting barcodes to print, try the following:
1. Verify that your data conforms to the requirements for the specific type of barcode you have selected using
the “Verify Barcodes” option from the Label Editor’s Options menu. The following types of barcodes are
supported:
• Code 3 of 9: This type of barcode supports both numbers and letters. Because of this, it is larger. It is
recommended that you use a 1 inch by 2.5 inch or larger label if you select this barcode type. The barcode
number must have a minimum of 4 characters.
• Interleaved 2 ]of 5: This barcode type supports only numbers, so it takes up less space than Code 3 of 9.
Your barcode must have 5 or more digits for this barcode type to be used.
• Postnet: This barcode type is used to print the customer’s 9-digit Zip Code on a mailing label. (If the Zip Code
is less than 9 digits, the barcode will not print.)
• UPC: Universal Product Code. This is a 12-digit barcode that conforms to official UPC standards. You cannot
create your own UPC codes. Most items with UPC codes will already have a barcode label.
2. To verify that your printer handles barcodes correctly, start your word processing program of choice and
follow these steps:
• Type *12345* and highlight it.
• Change the font to Barcode 3 of 9, size 20.
• Print to your barcode printer.
• If the barcode doesn’t print, proceed to Step 3.
3. If you are unable to print a barcode through your word processing software, try changing the font option
for the printer:
• Select “Settings” from the Windows Start menu.
• Select “Printers” from the Settings menu.
• Right-click on the icon for the appropriate printer.
• Select the Font tab.
• Make a note of the current settings, so you can re-enter them if necessary. Then try selecting other options,
doing a test print after each change.
• If none of the font settings allow you to print a barcode, contact your printer support person to verify that your
printer supports Truetype fonts. If it doesn’t, you will need to use a different printer for printing barcodes.
If you are having trouble scanning the barcodes you have printed, try the following:
1. Verify that your barcode scanner has been configured correctly to scan the type of barcode you are using.
See your barcode scanner manual for more information. If the scanner is correctly configured, and you still can’t
scan your barcodes, it may be because the barcode is too large or too small.
237
2. Try adjusting the barcode size up or down, then do a test print and scan. To adjust the size of the barcode,
right-click on the barcode field on your label. Then click on the Barcode icon on the pop-up Edit window, and
enter the new Barcode Size.
238
Miscellaneous
Checking Out Data Files
This feature allows you to “check out” a copy of your data files so you can work on them at another location. For
example, you might want to enter new inventory items or do bookkeeping at home after the store is closed. Anyone
who tries to log in while the data files are checked out will receive a reminder to check the data files back in before
proceeding. This helps prevent the data loss that would result if you restored a backup including changes you had
made, overwriting changes that had been made at the store while you were gone. Follow these steps to check out data:
1. Click the “walking disk” icon on the Organizer (p. 233) window.
2. Select the drive to which you want the data transferred. When transfer is complete you will receive a
confirmation message.
Electronic Data Interchange
Electronic Data Interchange (EDI) is a means of transferring information in a standardized format via E-mail or an
internet FTP site. The Retail Solution allows you to create an EDI file for a purchase order. If your vendor offers EDI
service, they will provide you with the file format information so you can complete EDI Setup in The Retail Solution.
EDI information must be entered separately for each vendor, since each may have unique format requirements.
To access EDI Setup, select the desired vendor at the Vendor Information window (p. 41) and then click “EDI”. Or
select “Electronic Data Interchange:Set up EDI for this vendor” from the Options menu at the Create Order window..
Help information for each field on the EDI Setup window will be displayed when you select a given field.
Price Lookup Station
Licensed network version users have the option of setting up a station out on the floor where customers can scan
barcoded items to check the price. A password is required to exit the price scanning program, so customers cannot
access other information on your system. The scanning program requires Windows XP or greater, and a keyboard
wedge barcode scanner. Follow these steps to set up the station:
1. Install The Manager’s Workstation.
2. When asked if your company has been set up, answer yes and specify the data location.
3. Exit The Manager’s Workstation.
4. Start the TRSPRICE program, located in The Retail Solution program group. The scan prompt window
will be displayed. When an item is scanned, the price will be displayed for 5 seconds before the scan prompt
window returns.
5. Type the default exit password (“CEXIT”) to exit TRSPRICE.
6. To change the default exit password, right-click on the program icon and select “Properties”.
7. At the end of the command line, enter an underscore and then the new password. For example, to change
the password to “123”, the command line would read “TRSPRICE.EXE_123”.
TRS Backup Agent
If you have an ftp account, this feature allows you to make automatic daily data backups to the cloud. The agent also
allows you to easily restore your data if your computer crashes and you need to reinstall The Retail Solution. In order
to use this feature, you must set up the TRS Backup Agent on one of your stations.
239
Setup
The agent should be set up running on a station that also has Manager’s Workstation installed. The TRS Backup
Agent program is located in The Retail Solution program folder. The first time you start the TRS Backup Agent, the
Setup tab is displayed. Follow these steps for setup:
1. Enter the information for your ftp site. You should keep a copy of this information in a secure location in case
you need it when restoring a backup. To copy settings to the Windows clipboard, click the icon to the left of the
“Test Connection” button.
2. Enter the time you want the backup to be made each day.
3. Click “Test Connection” to verify that your settings are correct. You will receive a confirmation message
when the test is successfully completed.
4. Click “Test Transfer” to verify that file transfer is successful. You will receive a confirmation message when
the test is successfully completed.
5. To streamline the process of restoring a backup, after exiting the Backup Agent, make a copy of all files
in the “TRSINST12” folder to a CD or memory stick. The settings for the Backup Agent are updated in the
install files each time you exit the Agent. When you install the program using these updated install files, the
Backup Agent will already have the necessary information to retrieve your data files.
6. Since the Backup Agent must be running in order to make cloud backups, you may wish to put the
program in your Windows Startup folder.
7. Print the instructions for restoring a backup and store them in a secure location, along with your install
files and ftp settings. Be sure to update the install files as in step 5 if you make any changes to the settings.
Restoring a Backup
Follow these steps to restore a TRS Backup Agent cloud backup:
1. Install the Manager’s Workstation.
2. Start the TRS Backup Agent (located in The Retail Solution program folder).
3. If necessary, enter your setup information.
4. Click the Restore tab, and select the desired option:
• Restore Last Backup: Restore all files from the most recent backup.
• Get Backup List: Display a list of all available backup files. Click the file you wish to restore and then click
“Restore Backup”.
5. Once your backup has been restored, it's a good idea to download the current patch from our website. You
will need to be covered under support to receive the current password for patches.
6.
TRS Picture Lab
The Retail Solution allows you to store pictures of employees, customers, and inventory items. You can add pictures
for multiple inventory items at once using Global Update (p. 144). To add pictures individually, follow these steps
to use the TRS Pictures Lab:
1. Look up a customer/employee/inventory item. (Pictures can be added at the Customer Information window,
Employee Information window, Inventory Control window, or in the PowerStation.
2. (Inventory items only) To search for an item picture on the internet, click the internet icon above the
picture window. If you find a picture you want to use, copy it to the Windows Clipboard.
3. (Inventory items only) Select the tab on which you want the image displayed.
4. Click the camera icon on the picture window.
5. Specify the image source.
• If the picture is already on your computer, click “Get File” and select the desired file.
• If you are going to capture the image now using a digital camera or scanner, click “Take a Picture”.
240
Miscellaneous
• If you are using a video camera, click “View”, and then click “Take a Picture” when you are ready to capture
the image.
• To paste from the Windows Clipboard, click “Paste”. The image will appear in the window.
6. Adjust the image brightness and contrast using the scrollbars on the left. (Move the mouse over the scrollbar
to display its function.) Or click “Auto Color” or “Auto Contrast” for automatic enhancement.
7. Make any other desired changes to the image:
• To rotate or flip the image, click the appropriate button.
• To crop the image, click “Selection”, highlight the desired section, and then click “Crop”.
• To autosize the image, click “Size to Fit”.
• To undo your changes, click “Original”.
8. When you are satisfied with the image, click “Post”.
To delete an image, follow steps 1-3 above. Then click “Delete”.
Figure 76: TRS Picture Lab
TRS Tablet
This new program allows you to streamline the process of creating an order (p. 139), receiving an order (p. 142), or
taking inventory (p. 146). If your tablet PC does not already have a barcode scanner, you will need to add a Bluetooth
or USB scanner to take advantage of these features.
Follow these steps to set up TRS Tablet on your tablet PC:
1. Set up your tablet PC on your network with a shared mapped drive. For more information about network
setup and drive mapping, visit our website: http://www.nwns.com/netsetup.htm
2. Create a tablet PIN (used for logging in to the TRS Table program) in the Manager’s Workstation on the
Employee Privileges tab.
3. Start the TRS Tablet program on your tablet PC. You will be prompted to specify your Retail Solution data
location on your main computer.
241
4. Login with your tablet PIN. You are ready to go!
TRS Video Agent
The TRS Video Agent is used in conjunction with your IP or direct connection video camera(s) for video
surveillance. Up to six cameras can run simultaneously. Cameras can run continuously, or set to activate when motion
is detected. On each of your stations that is running PowerStation, you can specify up to two different cameras that
will record transactions at that station. Video clips can be viewed in the Manager's Workstation, and filtered by
user-definable conditions to make it easier to find a specific clip. After completing setup, you will need to specify
the camera(s) for each station on the Other Devices tab in the PowerStation Control Room. Then you will be ready
to activate the program.
Setup
The Video Agent only needs to be set up and activated on one station, but it should be a station that also has
Manager's Workstation installed on it. The Video Agent program is located in The Retail Solution program folder.
1. Click the first camera icon. The setup window is displayed.
2. (Optional) Change the camera name to reflect its location. For example, “Register 1” or “Front Door”.
3. If you do not know the camera’s IP address, click the router icon in the bottom left corner of the window.
Your router setup window will be displayed. If you do know the IP address, skip to step 7.
4. At the router setup window, locate the list of attached devices and find the IP address for this camera.
Refer to your router help program for more information. If you are not sure which device name refers to this
camera, you may want to disconnect and then reconnect the camera to see which device name is added to the list.
5. Make a note of the IP address and exit the router setup window.
6. Move your mouse over the field label “URL:” until the cursor turns to a magnifying glass, and then click
on it.
7. Enter this camera’s IP address at the SKJM window and then click “Start”.
8. Scroll down the list of devices until you see this camera’s video display, and copy the corresponding http
address to the Windows clipboard.
9. Exit the browser, and click on the URL field. The http address will automatically be pasted.
10. Click “Preview” to verify that the camera is communicating with The Retail Solution. You will receive a
confirmation message, and the video stream will appear in the Preview window.
11. If necessary, adjust the image display (“Flip” to adjust orientation; “Stretch” to fill the preview window).
12. Indicate whether you want this camera to be activated when motion is detected, as well as when a
point-of-sale transaction is occurring.
13. Indicate whether you want the date and time included in the video file.
14. To set up another camera, click the next camera icon and repeat steps 2-13.
15. At the Company Information window in The Manager’s Workstation, specify the “days to store
surveillance files” on the Miscellaneous tab. Because video files are large, it is not practical to store them on
your hard drive indefinitely. However, the files are included when you make a backup of your data.
16. Specify the devices you will be using on each PowerStation on the Other Devices tab in the Control Room.
17. Activate the Video Agent.
Activation
The Video Agent must be activated in order to record transactions. In order to activate the agent, start the
program using your desktop icon and select “Record”.
242
Miscellaneous
To auto-start the Video Agent each time you turn on your computer, you may wish to add the program to your
Windows startup folder. To auto-activate recording also, add the parameter “AUTOSTART” to the filename. For
example: C:\TRSWIN\TRSVS.EXE AUTOSTART
Viewing Video Transactions
To view transactions recorded during video surveillance, follow these steps.
1. From the Main Menu, select “Control:Video Surveillance”.
2. Select the desired parameters for the transactions you wish to view. You can specify a date range, and/or a
specific station, drawer, camera, or employee. You can also specify the type of transaction (void, refund, etc.)
Note that the date range available is determined by the setting “Days to store surveillance files” on the
3. Click “Find” to display a list of transactions that meet your criteria.
4. To view footage for a particular transaction, double-click on it. Use the controls below the window to jump
ahead, rewind, or pause the current video. To jump to the next video on the list, click “Next”.
Exporting Video
When viewing video transactions, you have the option to export video footage.
C Indicate that you want to export a particular video by selecting it and clicking “Mark”.
C You can set the start point for the portion of the video to be exported by clicking “Mark” at the desired start point
while the video is playing.
C Multiple videos can be marked for export.
C When all desired videos have been marked, click “Export” and select the desired location to which you want the
files saved.
Exporting Still Shots
C To capture a still shot from the video currently playing, click the camera icon.
C To delete a shot, click on it and then click the “X” icon.
C To export the pictures, click the arrow icon. Be sure to make a note of the filename.
ASCII Device Code Format
When you enter a device code in The Retail Solution, you must enter it in an ASCII format. If your device manual
provides a code in Decimal or Hex format, you will need to convert it using the chart on the following pages. Do
not include any spaces or commas between codes. For example, the Hex code 08,12 would be converted to
<BS><DC2>.
Decimal
Hex
Symbol
Decimal
Hex
Symbol
Decimal
Hex
Symbol
0
0
<NUL>
24
28
<CAN>
48
30
0
1
1
<SOH>
25
19
<EM>
49
31
1
2
2
<STX>
26
1A
<SUB>
50
32
2
3
3
<ETX>
27
1B
<ESC>
51
33
3
4
4
<EOT>
28
1C
<FS>
52
34
4
5
5
<ENQ>
29
1D
<GS>
53
35
5
243
Decimal
Hex
Symbol
Decimal
Hex
Symbol
Decimal
Hex
Symbol
6
6
<ACK>
30
1E
<RS>
54
36
6
7
7
<BEL>
31
1F
<US>
55
37
7
8
8
<BS>
32
20
56
38
8
9
9
<TAB>
33
21
!
57
39
9
10
A
<LF>
34
22
"
58
3A
:
11
B
<VT>
35
23
#
59
3B
;
12
C
<FF>
36
24
$
60
3C
<
13
D
<CR>
37
25
%
61
3D
=
14
E
<SO>
38
26
&
62
3E
>
15
F
<SI>
39
27
'
63
3F
?
16
10
<DLE>
40
28
(
64
40
@
17
11
<DC1>
41
29
)
65
41
A
18
12
<DC2>
42
2A
*
66
42
B
19
13
<DC3>
43
2B
+
67
43
C
20
14
<DC4>
44
2C
,
68
44
D
21
15
<NAK>
45
2D
-
69
45
E
22
16
<SYN>
46
2E
.
70
46
F
23
17
<ETB>
47
2F
/
71
47
G
72
48
H
89
59
Y
106
6A
j
73
49
I
90
5A
Z
107
6B
k
74
4A
J
91
5B
[
108
6C
l
75
4B
K
92
5C
\
109
6D
m
76
4C
L
93
5D
]
110
6E
n
77
4D
M
94
5E
^
111
6F
o
78
4E
N
95
5F
_
112
70
p
79
4F
O
96
60
`
113
71
q
80
50
P
97
61
a
114
72
r
81
51
Q
98
62
b
115
73
s
82
52
R
99
63
c
116
74
t
83
53
S
100
64
d
117
75
u
84
54
T
101
65
e
118
76
v
85
55
U
102
66
f
119
77
w
244
Miscellaneous
Decimal
Hex
Symbol
Decimal
Hex
Symbol
Decimal
Hex
Symbol
86
56
V
103
67
g
120
78
x
87
57
W
104
68
h
121
79
y
88
58
X
105
69
i
122
7A
z
245
246
Index
Access
to Manager's Workstation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Accounting
Account Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Balance Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Chart of Accounts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Check Register. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Compress GL sales entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
G/L Transactions Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
General Journal.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Income Statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Quickview.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Sales Totals Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Sample Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Specifying item income acct.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Accounts Receivable
Applying finance charge.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Credit Memo.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Customer's credit limit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Finance charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Freezing customer's account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28, 82
Making an adjustment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82, 156
Payments.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
PO# required.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Printing an individual statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Printing statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Reoccurring charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Setting up customer's account.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Show customer's available credit at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Specifying customer terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Statement Recap Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Viewing customer transactions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Address Labels
Creating layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Printing at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Administrative User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Age Verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Setup in PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
ASCII Device Code Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Ask Unit Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
247
Auto disperse payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Average Cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Backups
End-of-Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Making. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Restore Backup Error Messages.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Restoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
TRS Backup Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Bad Check Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Barcode Breakout.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Barcode labels
Creating report for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Items to print for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Printing Problems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Sample label layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
When to print for orders received.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Barcode Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Bills
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Entering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Paying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Reconciling against statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Bin Location
Auto Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Enabling Graphics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Birthday Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Bubble Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Case Break Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Cash Drawer
Employee rights to reopen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
maximum per employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Selecting which payment types will open. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Cash drop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Chart of Accounts
Sample Chart of Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Setting up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Check Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Editing transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Entering transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Reconcile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Checks
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Bad check tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Customizing layout in Form Creator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Entering in Check Register.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
How to void. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
248
Index
Checks, continued
Printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Closing a Drawer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Blind close option.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Comment Lines
In a kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
In a Power Window. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
On a purchase order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
On an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Commission
Compute from fixed cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Employee commission information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Employee setup.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Fixed cost for item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Item setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Items paid on.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Spiffs.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Company Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Entering name and address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Computed Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Consignment
Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Paying Vendors.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Vendor Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Vendors.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Viewing Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Cost
Cost Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Definition of average and last cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Display on price override. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Display on stock status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Extended to three decimal places. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Count Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Count Tracking
Customer's current balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Coupons
As inventory items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Printing on receipt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Credit Card
Allowing voice authorization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Integrated processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Printing 2 receipts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Recurring charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Storing credit card number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
249
Credit Card, continued
Tip processing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Viewing card number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Customer Display.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Customers
Adding at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Address Update Reminder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Ask for tax level at point of sale.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Call When on Sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Combining duplicates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Creating mailing list report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Current count level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Customer type.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Duplicate lookup codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Editing information.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Employee assigned to account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Global Update.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Grouping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Icons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Important dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Layaway information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Looking up at point of sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Lookup code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Membership expiration date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Name and address information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Past purchases.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Price Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Price Level for new customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Printing Mailing Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Second address line. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Setting up A/R account.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Ship-to address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Store credit balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Tax Exemption ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Tax Type.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Tracking purchases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Viewing and editing information at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Data Files
Checking out.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Specifying location in Manager's Workstation.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Specifying location in PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Using Demo Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Data Import Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Date
Format.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Set current month/year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Setting fiscal year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
250
Index
Debit Card
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Cash back option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
PIN Pad setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Setting maximum cashback amount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Decimal Places
For item price/cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
For item quantity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Delivery Charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Deluxe Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Demo Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Department
Deleting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Department markup formula.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Entering department information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Markup settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Departments
For employee schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Digital Camera
MWS setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
PowerStation setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Discount
Discount Codes.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Discount Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Discounting items on ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Employee rights to. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Group Item Discount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Items that can't be discounted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Listing line item discount on ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
On entire ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
On last item entered. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Putting items on sale.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53, 120
Ticket discount exclusions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Using TRS Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Drawer
Cash drop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Changing active drawer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Closing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Opening.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Driver's License Scanning
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Specifying payment types.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Dynamic Kit.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
E-mail
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
E-mail Log Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Employee E-mail information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
251
E-mail, continued
Sending from Manager's Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Earn Points Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Electronic Data Interchang
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Using to send PO's. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Employee
Access templates.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Administrative. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Changing initials at POS.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Creating work schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Schedule availability.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38, 150
Tracking access.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Employee
Adding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Ask for initials at point-of-sale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Assigned to customer account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Commission Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
E-mail information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Editing information.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Hourly Wage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Initials and passcode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Menu access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Photo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
POS rights.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Sales Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Time Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
End-of-day
Backups.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Text message setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
End-of-Month.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
End-of-Shift Report
In Manager’s Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
In PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
End-of-Year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Enhanced Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Error Messages
E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
General. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Making a backup.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Restoring a backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Exchange rate
For foreign currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Export Shipping Label. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
252
Index
Fax
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
End-of-Day reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Faxing invoice from Powerstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Sending from Manager's Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Setting up Fax Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Floor Quantity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Global transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Food Stamps
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Specifying food stamp items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Foreign currency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Form Creator
Using with preprinted forms.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Forms
Changing default printer.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Checks.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Creating a New Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Customizing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Editing an Existing Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Importing and Exporting Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Printing automatically at end of sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Selecting statement form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Sharing forms on the internet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Tips for Preprinted Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Gas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47, 60
General Journal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Gift Cards.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Gift Certificates
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Inventory items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Gift Registry
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Global Receive.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Global Update
Adding inventory pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Inventory.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Going Live Check List.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Group Discount Item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Help
Bubbles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
On-screen help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Hold Tickets.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Allowing more than 1 per customer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Flagging items as committed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
253
Hold Tickets, continued
Reminder at drawer closing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
House Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Index Items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Input Mode.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Inventory
Add-On Sale Recommendation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Ask unit feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Auto generate stock number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Barcode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Bin Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Case break items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Checking stock status at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Consignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Count items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Creating an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Description. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46, 54
Discontinued items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Discount Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Ditto feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Entering new items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Fractional quantity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Gas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Global Update.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Index item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Item cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Item sales history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Item styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Item Tax Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Item type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Item weight. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Items sold by weight. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52, 56
Kits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Lot information.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Management-restricted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Mandatory add-on items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Matrix items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Min/Max Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Miscellaneous items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
PowerSearch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Printing Barcode Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Quantity Committed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Quantity Restricted. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Quarterly sales for item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Receiving an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Specifying department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Specifying vendor.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Spiff amount on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
254
Index
Inventory, continued
Stock number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Sub-Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Tips for adding new items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Unit Size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Updating items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Vendor stock number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Warranty period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Inventory Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Invoice
Adding comments to.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Customizing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Faxing from PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Months to save history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Printing based on qty purch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Item Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Kits.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Dynamic kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Select kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Static/Tracked kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Types of. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Label Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Labels
Barcode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142, 191
Creating layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Deleting layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Editing layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Mailing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Price. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Printing address label at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Printing using Report Writer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Sample Label Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Last Cost. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Layaways
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Customer's balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Employee rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Making payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Next payment prompt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Voiding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Locked Customer Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Locking the register
At point-of-sale.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Automatically after each sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Login Tracking.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34, 38
Lots. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
255
Low Graphics Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Mail Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Main Menu
Changing background image. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Markdown tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Master Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Matrix Items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Membership Tracking
Creating card layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Printing membership card.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Setup for membership card printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Menu Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Min/Max Levels
Employee rights to change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Miscellaneous Company Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Miscellaneous Items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Multi-Site FTP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Network Version
Installation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Specifying station number in Manager's Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Specifying station number in PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Synchronizing time. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Testing Connectivity.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
No Sale.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Employee rights to. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
No-Tax Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
For mail orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
On-Screen Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Opening a Drawer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Employee rights to reopen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
For next business day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
maximum per employee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Orders
Allowing changes to a posted order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Backordered/damaged item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Based on minimum or maximim qty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Creating a bill for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Deleting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Master Order.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
more than one open order per vendor.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Recalling.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Returning merchandise to the vendor.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Substitute items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Using EDI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Organizer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Displaying.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Other Lookup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
256
Index
Paid Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Paste from Clipboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Payment Types
authorizing employee to accept. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
End-of-Sale Print Options.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
setting up.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
PCI Compliance
Employee logs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Penny
Rounding to nearest five cents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Physical Count Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Picking Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Auto-printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Pictures
Importing with Data Import Wizard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
of inventory.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
PIN Pad Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Point of Sales Options
In the Manager’s Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Points. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Customer point balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Search for item by.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Specifying for kit item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Specifying per item.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Pole Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
POS Rights.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Power Menu
Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Employee access level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Power buttons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Power Windows
Comment Object.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Definition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Inventory Check Box object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Inventory Drop-Down object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Quantity and Price Formulas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
User Input Value Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
PowerSearch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
PowerStation
Auto backup ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Control Room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Fax invoice option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Location of Data Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Pole display setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Power Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
257
Power Windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Ringing up a sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Screen size. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Setting display colors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Startup Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Station number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Price Labels
Items to print for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Quantity to print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
When to print for orders received.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Price Level
Employee viewing rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Overriding at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Sale prices.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Scheduled price change. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Price Level
For customer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
For inventory items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Restoring settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Price Lookup Station. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Price Markdown.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Price Override
Display cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Employee rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
How to. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Print Form Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Printer
Backup receipt printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Changing default printer.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Setup for address label printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Setup for membership card printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Setup in PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Product ID Label. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Creating layout. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Purchase Order
Adding comments to.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Creating a bill for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Next purchase order number.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Returning merchandise to the vendor.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Specifying form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Quantity Discount Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
258
Index
Quantity Restricted Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Quick Count. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Quick Sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Employee rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
QuickBooks Interface
Exporting transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Quote
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Selecting form.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Readings.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Receipt
Adding web address to. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Backup printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Layout Setup.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Print "You Saved" amount on.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Printer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Printing 2 for credit cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Printing based on qty purch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Printing customer information on.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Printing non-tax subtotal on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Registration
Completing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Restoring . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Reoccurring A/R charges.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Report Writer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Ability to viewblank column. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Checkbox column. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Column Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Compressing Report Data.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Computed Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Creating a New Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Data Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Edit an Existing Report.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Graphs.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Label Editor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Label Layout.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Limiting report access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Printing labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189, 190
Printing reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Removing duplicates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Report conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Report Headers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Report sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Report Style. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Sample Label Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Select Report window.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Sharing reports on the internet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
259
Report Writer, continued
Tagging items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Tips for Label Printers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
underline column. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Using an Existing Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Reports
Account Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Balance Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Commission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Credit card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
End-of-Day. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
End-of-Shift in MWS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Income Statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Inventory movement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Quickview.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Reprinting end-of-day reports.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Sales tax (included in Quickview). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Sales Totals.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Statement Recap Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Time Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Traffic Patterns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Restricted item
Employee rights to sell. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Setting.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Restricted Quantity Items
Vendor Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Retail Price
Extended to 3 decimal places. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Price levels for inventory items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Returning Merchandise to a Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Returns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Employee rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
RMA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Rounding
Ticket total. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Sales Tax
and store credit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Ask for customer tax level at point of sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Based on qty purchased. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Employee override rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Item Tax Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
No-Tax sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Report (Quickview). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Setting up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Tax Exemption ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Scale
Items to be weighed on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
260
Index
Scale, continued
Setup for weight barcodes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Scanner.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Specifying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Schedule
Auto-generating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Creating for employees.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Schedule for Employees
Employee availability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Security
Cash drop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Employee menu access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Employee POS rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Employee transaction log. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Hiding login name. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Locking register after each sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Tracking voids. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Video Surveillance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Void notification.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Select Kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Serial number
Ask for at point of sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Ask for when receiving order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25, 140
Display on receipt.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Requiring valid number on ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Shipment Tracking.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Shipping
Exporting label info. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Shipping Charges
Setting up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Updating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Signature Capture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Smart Round. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Sounds
Turning on/off in Manager's Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Turning on/off in PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Special Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Spiffs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Specifying G/L account for. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Spreadsheet
Balance sheet functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Codes for Titles/Subtitles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Creating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Date codes.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Defining a Cell. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
261
End of shift report functions.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Income statement functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Math functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Reprint end-of-shift report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Sales totals functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Using end-of-shift report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Standard Version. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Statements
Aging Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Printing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Printing aging messages on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Printing an individual statement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Specifying form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Which customers receive. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Static Kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Assembling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Disassembling.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Station Number
For Manager's Workstation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
For PowerStation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Station Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Stock Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Auto create stock number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Stock Status
Ability to view QTY-on-hand.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Checking at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Store Credit
Adjusting manually.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
and sales tax. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
As payment type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Customer's balance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
For returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Store Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Sub-Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Substitute Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Tabs, Running. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Tagging items in a report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Tax
Based on qty purchased. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Employee override rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Tax Matrix. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Technical Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Ticket
Auto backup option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Employee rights to view. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
End each ticket with this item.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
How to void. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
262
Index
Ticket, continued
Importing from temporary location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Importing individual tickets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Putting on hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Recalling.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Sorting items on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Start each ticket with this item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Ticket Number (starting). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Time Cards.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Time Clock
Break allowance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
House codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Requiring login before first sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Time Card report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Using.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Viewing and editing transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Tips
on specified inventory items.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
POS prompt for.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Touchscreen
Displaying keyboard at point-of-sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Tracked Kit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Assembling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Disassembling.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Trade-In Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Traffic Pattern Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
TRS Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Adding item to end of sale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Earn Points Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Price rule for individual item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Print Form Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Quantity Discount Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Use Points Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
TRS Tablet
Creating an order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Receiving an Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Taking inventory.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
TRS Time Agent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
UPS Export Option. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Use Points Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Vendors
Adding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Deleting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Editing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Multiple vendors for one item. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Quantity price break. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
263
Vendors, continued
Restricted quantity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Video Surveillance
Days to store files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Voiding a Ticket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Employee rights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Notification message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Tracking voids. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Waiver Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Warehouse
Bin location.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Inventory items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Warehouse Quantity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Global transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Warranty period. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Web Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Web Share
Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Weight
Items sold by weight. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Printing total on invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Shipping charges based on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Specifying item weight. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Work Order
Form Fields.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Next work order number.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Saving notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Zipcode
Auto lookup of City/State.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
264

The Retail Solution manual

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