Conversion Kit Workbook

POSIM EVO
Conversion Kit Manual
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3 4 Table of Contents
POSIM EVO .............................................................................................................................................. 1
TABLE OF CONTENTS................................................................................................................................ 5
CONVERSION KIT MANUAL ........................................................................................................................ 7
CHECKING GENERAL PREFERENCES ........................................................................................................... 7
SALES TAX .............................................................................................................................................. 8
Simple Sales Tax ................................................................................................................................ 9
Advanced Sales Tax ............................................................................................................................ 9
Creating Tax Exempt Reasons ........................................................................................................... 13
EMPLOYEES ............................................................................................................................................ 14
CREATING A NEW EMPLOYEE ..................................................................................................................... 14
SETTING EMPLOYEE PRIVILEGES ................................................................................................................. 14
VENDORS ............................................................................................................................................... 16
CREATING A NEW VENDOR CARD ................................................................................................................ 16
CREATING CONTACTS............................................................................................................................... 17
DESIGNING AND PRINTING BARCODE LABELS ......................................................................................... 20
LABEL SPECIFICATIONS ............................................................................................................................ 20
CREATING YOUR LABEL ............................................................................................................................ 21
PRINTING BARCODE LABELS ...................................................................................................................... 27
THE CATEGORY CARD ............................................................................................................................. 29
CREATING A NEW CATEGORY CARD ............................................................................................................. 29
FIELDS ON THE CATEGORY CARD ................................................................................................................ 30
ASSIGNING CODE DEFINITIONS .................................................................................................................. 31
THE ITEM CARD ..................................................................................................................................... 32
CREATING A NEW ITEM CARD .................................................................................................................... 32
PURCHASING AND RECEIVING ITEMS ...................................................................................................... 34
PURCHASING AND RECEIVING IN SEPARATE STEPS........................................................................................... 34
PURCHASING AND RECEIVING ALL IN ONE STEP .............................................................................................. 38
MODIFYING A CLOSED RECEIVING LOG ......................................................................................................... 39
TRANSFERS ............................................................................................................................................ 40
CREATING A NEW TRANSFER...................................................................................................................... 40
AUTOMATICALLY CREATED TRANSFERS ......................................................................................................... 42
CREATING CUSTOMERS .......................................................................................................................... 44
CREDIT CARDS ....................................................................................................................................... 44
CONTACTS ............................................................................................................................................ 45
TAX AND TERMS ..................................................................................................................................... 48
PREFERRED PRICING ................................................................................................................................ 48
5 COMMENTS............................................................................................................................................ 49
AR ...................................................................................................................................................... 49
HISTORY AND SPECIAL ORDERS .................................................................................................................. 50
THE OPEN INVOICE ................................................................................................................................ 50
PROCESSING A SALE ................................................................................................................................ 50
ENDING TILLS ........................................................................................................................................ 54
REPORTS ............................................................................................................................................... 58 6 Conversion Kit Manual
This manual gives brief instructions on how to perform basic functions in POSIM EVO, and is designed for
customers who are converting from Diamond or Premier, to EVO. For further instructions on how to perform
specific functions within the system, see the page sensitive help located within the software. This manual will
cover the following areas:
1. Checking General Preferences
2. Employees
3. The Vendor Card
4. How to Design and Print Barcode Labels
5. The Category Card
6. How to Create a New Item
7. How to Purchase and Receive Items
8. Transfers
9. The Customer Card
10. How to process a Sale in the Open Invoice
11. Running Ending Tills
12. Reports
Checking General Preferences
POSIM EVO has simplified preferences by placing them in one central location. When your database is
converted, the only preferences that will be brought over are: Company Information, Chart of Accounts, AR
Method, Gift Cards and Gift Card preferences, PayStream IP Address, Rewards, and Price Code Levels. One
key step in the conversion process is making sure these preferences are correct, and entering the rest of your
preferences. The mandatory preference that must be set up after you have converted is your Sales Tax.
To open General Preferences, go to the Navigator, Administration, and select General Preferences.
7 Click through each tab checking the information that was converted, and entering information that was not.
Following is a brief description of each preference and what you can expect to find in that tab. For more
detailed information on setting up preferences, refer to the online page sensitive help.
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Company Information: This is your billing and shipping address. Check to make sure this information
was converted correctly.
Accounting: This tab holds your chart of accounts, reason codes and account groups.
Accounts Receivable: This tab is where you assign the AR type. Check to make sure this converted
correctly. You can also enter deposit slip information.
Authorization: This tab is where you will authorize your system.
Auto ID Numbering: This tab is where you will set up your automatic ID system for Item SKU, UPC,
and Customer ID.
Customer Card: This tab allows you the ability to set whether to print company names.
Gift Cards: Located within this tab are your gift card preferences and your gift card SKUs. Verify this
information converted correctly.
Images: This tab is where you will assign images to your documents.
Invoice: This tab is where you will set up posting requirements, payment options, return policies,
freight, clerk security, divisions, deposit percentages and folders.
Layaways: This tab is where you will write your layaway receipt footer.
Marketing Manager: If you use POSIM Marketing Manager, this tab will hold your PMM settings.
PayStream: This tab holds your PayStream IP Address. Make sure this converted correctly.
Pricing: This tab holds your price code levels. Make sure these converted correctly.
Purchasing and Receiving: This tab has your purchasing and receiving requirements.
Rewards: This tab is where you will enter your rewards program and reward codes. Make sure these
converted correctly.
Sales Tax: This tab holds all your sales tax information. Sales Tax will be covered in greater detail
below.
Time clock: This tab is where benefit hours are set up and departments using time clock are assigned.
Transaction Numbering: This tab is where you assign your workstation transaction numbers for Open
and Closed Invoices, Purchase Orders, Receiving Logs, Transfers and AR Batches.
Transfers: This tab holds your transfer requirements.
Workstations: This tab shows all your workstations.
Sales Tax
Sales Tax must be set up before you are able to use your system. You have the option to use simple sales tax
or advanced sales tax.
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Simple Sales Tax: You will use simple sales tax if you have only one tax district and no tax
groups.
Advanced Sales Tax: You will use advanced sales tax if you have multiple tax districts and/or
tax groups.
8 Simple Sales Tax
If you only have one sales tax district, you will use the simple sales tax option. Enter the state information and
the taxable rate. Make sure to check the boxes for whether freight and miscellaneous transactions are taxable.
Advanced Sales Tax
If you have multiple tax districts and/or use tax groups, select the advanced sales tax option. Click on the
“Advanced Setup” link to open the advanced sales tax window.
9 Adding a New Tax District
1. To add a new tax district, select the Add New Tax District Button.
2. This will blank out the district detail panel and you can enter the new district information.
3. As you enter the new district information, the information will be entered in the district table above.
4. When you have finished entering the information, you will select the zip codes for that district. Select
the Load Zip Codes button.
10 5. A search window will open allowing you to find the zip codes for that tax district. Once you have found
them, select OK.
6. Now you can create the different tax groups for the tax district. Type the tax group in the next
available field in the Item Tax Groups panel.
7. Select the tax basis, and whether to charge tax on freight and miscellaneous transactions. Continue
adding as many tax groups as is required.
11 8. You are now ready to set the tax rules. First select the tax group and enter the tax information for that
tax group.
9. Continue entering tax groups until you have entered all the tax rules for that district.
12 10. You can continue adding new tax districts until you have met your state tax requirements. To view the
information for an already created district, simply click on the district in the tax districts table.
Creating Tax Exempt Reasons
If you have customers that are tax exempt, you will need to set up tax-exempt reasons in the Sales Tax
Preferences.
Simply click in the blank field in the tax-exempt reasons table and type the name and description for each
exemption. All exempt reasons entered here will be options on the Customer Card.
13 Employees
Employee Administration is where you will enter employee information and set up privileges for each
employee.
Creating a New Employee
There are two ways to create a new employee card. The first is to select the Add button and a new employee
card will open. The second is to use the Add button in the Tool Bar.
After you have created the new card, you can enter the Employee information.
1. The Username is a required field on the Employee Card. This is the employee’s login name to open the
system.
2. First and Last Name and Contact information: This is the employee’s personal information.
3. Employee Attributes: This is where you will enter information pertaining to the job the employee will be
performing.
4. Change Password: The password is the other required field on the employee card. Click the Change
Password button for the employee to enter a password. This will be the password they use with their
username to open the system.
Setting Employee Privileges
To set employee privileges, select the privileges icon on the employee card.
14 Each privilege is setup under a header and each header corresponds with a tab in the Navigator. The
employee is automatically given privileges to everything in the system when the Employee Card is created. To
restrain privileges, go through each tab and un-check any boxes in the areas that you want the employee to
have restricted access to. If there is no check in the check box, the employee will be blocked from that
function.
Checking the check box next to the header will check all the privileges in that tab, and unchecking the check
box next to the header will uncheck all the privileges in that tab.
15 Vendors
The Vendor Card is where you will enter information about the vendors from which you order items. Many of
the functions on the Vendor Card will be familiar from the legacy products, but the newest feature on this card
is the ability to create multiple contacts for a vendor.
Creating a New Vendor Card
There are two ways to create a new Vendor Card. The first is to select the Add button and a new card will
open. The second is to select the Add button located in the tool bar.
16 You can then enter vendor and account information, as well as create benchmark comments, view history, and
enter any P.O. comments by clicking through the tabs.
You can also view any Purchase Orders for the vendor and see a list of items that are assigned to that vendor.
Creating Contacts
If you have specific contacts that you work with when you order items from a vendor, you can create profiles
for each of those contacts.
1. Select the Add button under the Contacts tab. The Contact Profile window will open.
17 2. The company information will be automatically entered from what was entered in the Vendor
Information panel, but this can be edited.
3. Enter the rest of the information for the contact and select Save.
18 4. The new contact will be added to the Contacts table.
5. The P in the table stands for Preferred. If you want to change the preferred contact, double click in the
P field for the contact you want as preferred.
19 Designing and Printing Barcode Labels
EVO gives you the ability to use the Barcode Designer to design your own barcode labels. To open the label
designer, go to the Navigator, open Inventory, Items and select Barcode Labels.
Label Specifications
The specifications section will be where you give your label a name, description, assign a template and assign
the label type. When you first open the barcode labels, there will be templates already created to fit the
different Zebra barcode labels available. If you choose to use one of these templates, you do not need to
change any of the label specification information.
1. If you are creating a label of your own, select the plus button to create a new Label Card.
20 2. To begin creating a barcode label, first enter the Label Code. This code can be anything you want to
describe the label you are creating. Next, type a description for the label in the description field.
3. You can change the label template by selecting the >> button. You will then scroll through the
different labels to find the one you need.
Creating Your Label
In the Label Designer panel there are buttons that allow you to create and customize your barcode label.
Adding an Image
1. To add an image to your label, select the Image button.
21 2. The “Select Image” window will open allowing you to enter an image from your database or from your
computer.
3. Once you have chosen your image, select Okay.
4. The image will be entered into the Label Designer panel.
5. Once the image is entered, you can resize and move the image. To resize the image, click on it and
you will see a little red corner appear. When your mouse hovers over the red corner, an arrow will
appear, click and drag the image to make it smaller or larger.
6. To move the image, click on it and drag it to where you want it to go.
7. To rotate the image, highlight it so the red corner is showing, and then select the Rotate buttons.
22 8. Using the Rotate buttons will flip the image to face different directions.
9. To delete the image, highlight it and select the delete key or the X button.
Adding Text
1. To add text to the label, select the Text button.
23 2. A window will open that will allow you to enter text, change the font, size, color, etc.
3. Begin by adding what text you want in the Text field.
4. If you want a field from the item card to show instead of text, you can select a field from the dropdown list in the Field box.
5. To edit the text font, size, color and background color, use the corresponding fields in the Text panel.
As you make changes they will show in the display.
6. If you want the text to be barcoded, select the “Is Barcode Check Box.” Once the box is checked, the
text will be shown as a barcode.
24 7. If Barcode is selected, you have the option to include the barcode text by checking the “Include
Barcode Text Check Box.” You can then select the type of Barcode Text.
8. When you select a barcode text type, you will see the change in the display.
9. When you have finished creating text or barcodes, select okay and it will be added to the label.
10. You can move and resize the text the same way as the image.
11. Select the Text button again to add additional text to the label.
12. You can use the zoom scroll bar and text field to zoom in and out to view your label.
25 13. You can also use the justification guides to left justify, center, or right justify the features in your label.
Viewing Your Label
While you are creating your label, a replica of what you are creating will show in the Preview panel. This
preview window will display what the label will look like regardless of whether you are zoomed in or out, etc.
By viewing this window, you will always have an idea of what the final product will look like.
26 Printing Barcode Labels
You can print item labels from the Item Card. In order for an item to be printable, the Category Card must
have a label assigned to it. For more information on Categories and how to assign barcode labels, see page
29. Once an item is in a category with an assigned label, printing labels is very simple.
1. Select the Print Labels button.
2. The Label Print Queue window will open with the item in it. If you are wanting to print multiple item
labels at one time, you can use the Search button at the bottom of the window. When you select this
button, you are able to search for multiple items and they will be entered in the queue.
27 3. The copies number will default to one. If you want the copies number to be the on hand number,
select the check box that says, “Print Qty On Hand.”
4. Once the copies number is correct, select the Release All Labels to Printer button.
5. A message will appear asking if you want to print the specified label template. The template comes
from the actual label that was created in the barcode label designer and assigned to the Category
Card.
6. You can then select the correct printer for the labels and the labels listed in the queue will print.
28 The Category Card
The Category Card is a critical feature in your Inventory. Every item in your database will be assigned to a
category. An item’s prices, taxes, rewards, and multiple other structures will depend on what category the
item is assigned to. You will not assign the price code or reward code to the actual item, they will be set in a
category and then the item will be assigned to the category. This prevents you from having to enter the same
information on multiple item cards.
When you convert from Diamond or Premier, EVO will automatically create categories by grouping items
together that have matching information that is stored on the Category Card. If you leave the categories the
way EVO converts them, your items will function the same way they have in either Diamond or Premier. You
will want to go through these Category Cards when you are ready to add new items. You will need to assign
categories to the new items and it may be less confusing if you have consolidated and/or renamed them.
Following is an explanation of how to create a new Category Card, as well as a description of each field.
Creating a New Category Card
There are two ways to create a new Category Card. You can use the add button at the top of the page, or the
add button located in the tool bar. Selecting either of these add buttons will open a new Category Card.
29 Fields on the Category Card
Category Code: The category code is a code that defines the category. The code will be seen on the Item
Card, and is usually an abbreviated version of the description.
Description: The Description will describe what the category represents. It is best to choose a description that
describes the type of items that will be in that category.
Tracking Inventory: The Track Inventory check box allows you to decide whether certain inventory needs to
be tracked. If the box is checked, all items within the category will have On Hand, Available, On Order and
Special Ordered quantities calculated and kept current on the Item Card. If the box is not checked, the
quantities on the Item Card will show N/A because they are not being tracked.
Changing Decimals: Throughout the system there will be multiple quantities, costs, and prices that relate to an
item. In the Category Card, you have the ability to set the decimal amounts for these quantities, costs, and
prices.
Misc 1-5: The Category Card gives you the option to name your miscellaneous fields that show on the Item
Card. Simply type the name you want to see on the Item Card in the field and that name will be displayed.
30 Assigning Code Definitions
A large section of the Category Card is the Code Definition section. These fields are important because they
determine important structures pertaining to the items assigned to a category.
Commission Code and Print Code: Both of these codes are for future enhancements.
Account Group: The Account Group field is where you select the account group for the group of items that will
be assigned to the category. The account groups that you can select from are the account groups that are
created in General Preferences.
Label Code: On the Item Card there is a button that allows you to print labels. The label code that is selected
on the Category Card will determine what kind of label will print from the Item Card. You have the ability to
create multiple labels and will need to assign one of those labels to the category. If there is no label assigned
here, you will not be able to print barcode labels from the Item Card. This field will need to be filled out after
the conversion has been completed. You will first create your labels, and then assign them to your categories.
Minimum Price Code: You are able to set a minimum price code for items. The minimum price code is a
calculation that sets what the minimum price must be for an item. When an item is entered into an Open
Invoice, it will not be able to be sold for less than this minimum price. This price can be overridden on the
Item Card.
Price Code: Selecting a price code will allow items within the category to have a specific pricing structure. This
pricing structure will take affect when the item is entered into the Open Invoice. The Price Codes are created
in General Preferences.
Reward Code: The Reward Code field sets the definition for reward points earned by the items assigned to
that category. The reward codes are created in General Preferences.
Transaction Code: The transaction code is a convenient way to assign items a transaction type that will
automatically be entered when the item is entered into an Open Invoice. The Transaction Code will allow the
item to always be set as a Sale or Labor. The default Transaction Code is always Sale until changed.
31 Serial Numbers: The serial number field is where you will set whether or not the items in that category will
track serial numbers. The default for the Serial Number field will be No, meaning serial numbers will not be
tracked.
Sales Tax: You will need to mark whether an item is taxable or non-taxable. If you are using advanced sales
tax and you mark taxable, you will need to select the appropriate tax groups for that category. This is the
second field that must be filled out when you convert your database. If your sales tax is not being calculated
in the Open Invoice, it is most likely because the “taxable” button has not been selected on the Category Card.
The Item Card
The Item Card holds much of the same information as the Legacy Products you are converting from. There are
new fields, such as the image field, but you should be familiar with most of the information found on the Item
Card. Another large change is the different views of the Item Card. The instructions below will focus on the
Core Item Card, but the Basic Item Card is very similar, just laid out differently. The Grid View Item Card is for
making changes to multiple items at one time. For more information on these two Item Cards, see the page
sensitive help.
Creating a New Item Card
If you need to create a new Item Card, select the plus button at the top of the page or in the Tool Bar and a
new Item Card will appear.
32 After you have created the new Item Card, you can enter the information for the item and the item will be
saved in your inventory. Following is a brief description of some the key fields and where they are located on
the Item Card.
1. SKU: The Item SKU is a unique identifier that is given to each item created. Every SKU must be unique
and cannot be the same on more than one item.
2. Description and Additional Description: The description field is where you will enter what the item is
that you are adding to your inventory. You are able to enter 30 characters in the description and 50
characters in the additional description.
3. Quantities: The quantities panel will show you the number of items you have on hand, available, on
order, or special ordered. In previous products, special orders were known as “Back Orders.” This
information is now known as Special Orders throughout the system.
4. Purchasing: This panel is where you will enter the vendor information for the item. Note that the
Vendor SKU is able to be the same as the Item SKU, but no two items can have the same Vendor SKU.
5. Pricing: The pricing panel will hold the pricing structures for the item. This is where you will enter your
retail price and will see the minimum price.
6. Categorization: This panel is where you can enter style information, assign a category, UPC, Dept, and
miscellaneous fields.
7. Picture: The Picture tab allows you to add an image to the Item Card.
8. Vendors: The Vendor tab allows you to add multiple vendors for one item and select a preferred
vendor.
9. Components: The Components tab allows you to create Bundles, Tagalongs and Suggested Sales.
10. Case Lots: The Case Lots tab allows you to create case lot quantities for the item. In Premier, these
were referred to as Matrix Quantities but are now known as Case Lots.
11. Serial Number List: The Serial Number tab will allow you to see all the serial numbers for that item. If
you do not track serial numbers, this tab will be empty.
12. History: The History tab allows you to see all the history that has taken place for the item.
33 Purchasing and Receiving Items
There are two methods for purchasing and receiving items. The first method is where you create the Purchase
Order, wait for the items to come into your store, and then finish the Receiving Log. The second method is if
you have already received the merchandise and do not need to wait for it to arrive. You can simply create the
Purchase Order and post the Receiving Log in one step. One new feature in EVO is the ability to modify a
Closed Receiving Log. This means you are able to go back into the Closed Receiving Log and add freight, tax,
etc.
Purchasing and Receiving in Separate Steps
If you are creating a Purchase Order, waiting for the items to be shipped to your store, and then receiving
them through a Receiving Log, these are the steps you will follow.
1. Open a new Open Purchase Order by going to the Navigator, selecting Inventory, Purchasing, and
Open Purchase Order.
2. Enter the vendor ID and the vendor information will automatically be entered. If you do not know the
vendor ID for the item, you can either use the “Choose” button to search for one, or enter the SKU of
the item into the Purchase Order table and the preferred vendor for that item will be entered in the
vendor information.
3. Enter the Ordered, Ship On, and Expires On Dates.
4. Continue entering items and quantities until you have finished the Purchase Order. Make sure you
check the costs to guarantee the Purchase Order total is correct.
Note: If you need to see more lines in the table, select the button in the right corner of the table and the table
will expand. To collapse the table, select the button again.
34 5. Once the Purchase Order is complete, select the Post Button.
Selecting the Post button will move the Open Purchase Order to Working Purchase Orders. At this point you
will wait for the merchandise to arrive at your store. Once you have received the items from the vendor, you
will open Working Purchase Orders by going to the Navigator, opening Inventory, Purchasing and select
Working Purchase Order.
6. Once you have the correct Working Purchase Order open, select the Receive button. This will open an
Open Receiving Log.
35 7. In the Open Receiving Log, enter the Vendor Invoice ID and the person receiving the order.
8. You will then enter the items that have been received. If every item on the Receiving Log has been
received, you can use the Receive All button. Selecting this button will receive all the items ordered for
each item. If you only received partial orders for items, enter the number received in the receive
column.
36 Note: If you only receive part of the order, the Working Purchase Order will not move to Closed Purchase
Orders until everything in the Purchase Order has been received.
9. You may also need to add items to the receiving log. To do so, place the cursor in the SKU field and
enter the item and quantity.
10. If you know the tax and freight, enter them into the tax and freight fields.
11. When you have entered all the necessary information, select the Post button.
12. If you have received all the items from the Purchase Order, the Working Purchase Order will be moved
to Closed, and a Closed Receiving Log will be created.
37 Purchasing and Receiving All in One Step
If you have already received the items into your store and you need to make the Purchase Order and
Receiving Log at once, follow these steps.
1. Open a new Open Purchase Order by going to the Navigator, selecting Inventory, Purchasing, and
Open Purchase Order.
2. You will follow the steps listed above to complete the Purchase Order starting with entering the Vendor
ID or Item SKU to enter the vendor information.
3. Enter the Ordered, Ship On, and Expires Dates.
4. Continue entering items and quantities until you have finished the Purchase Order. Make sure you
check the costs to guarantee the Purchase Order is correct.
5. Once the Purchase Order is complete, select the Post and Receive button.
38 6. A window will open asking you for the receiving information. This is where you will enter the Vendor
Invoice ID, dates, the person who received the order, freight, and serial numbers, if you are tracking
them.
7. After filling out the receiving information, select OK and the Purchase Order will be sent straight to a
Closed Purchase Order.
Modifying a Closed Receiving Log
If you need to modify the Closed Receiving Log such as entering freight or tax, go to the Navigator, select
Inventory, Receiving and open the Closed Receiving Log. Once you have the correct receiving log open, select
the Modify button. Make the necessary changes, and when you have finished, select the Save button.
39 Once you have received the items, your inventory will be updated with the correct quantities.
Transfers
Transfers will be created when you are transferring items in or out of inventory. You are able to manually
create a new transfer and there are some circumstances where transfers will be created for you. These
circumstances are when you use the “Adjust” button on the Item Card, do any updates in Physical Inventory,
or when you create a kit using Builder.
Creating a New Transfer
To create a new Transfer, select the Add button or use the Add button located in the Tool Bar. A new Transfer
will open.
40 1. Enter the Transfer Information. Some of this information, such as ship date and receive date, is for
customers who have multiple stores and they are transferring items from one store to another. If the
field doesn’t pertain to you, leave it blank.
2. Enter the items being transferred in or transferred out. If you are transferring in, leave the quantity
positive. If you are transferring out, make sure the quantity is negative.
3. When the Transfer is complete, you have the option to print labels, print the document, and post.
4. The posted Transfer will be moved to Closed Transfers.
41 Automatically Created Transfers
When a Transfer is automatically created due to another action in the system, the reason for the transfer will
be entered in the Clerk, Ship By, and Received By fields on the Closed Transfer. These documents are created
as a record of the action that took place.
42 43 Creating Customers
POSIM EVO gives you advanced abilities in tracking your customers. Below is a description of the different
areas on the Customer Card.
To create a new Customer Card, select the Add button or use the Add button located in the Tool Bar, and a
blank Customer Card will appear.
If you have the automatic ID numbering set up in General Preferences, you can begin entering customer
information and the ID will automatically be assigned.
Credit Cards
If you store credit cards, the credit card information will be entered on the Customer Card.
1. Select the Credit Card link
44 2. When the credit card window opens, enter the credit card number and expiration date and select Add.
The card will be saved in the table above.
3. When you close the window, the last four digits will be displayed in the credit card field, and the
expiration date will be in the expiration date field.
4. You can add as many credit cards as necessary.
Contacts
One feature unique to EVO is the ability to have multiple contacts under one Customer Card. There will always
be at least one contact and that is the bill to/ship to name listed in the customer information. If the ship to
information differs from the bill to information, then there will automatically be two contacts, even if they have
the same name. The concept of contacts is easy to understand through the example below.
If you have a father who is a customer and he has a wife and two children, the father may be the name in the
bill to, ship to fields, and his wife and children would be the additional contacts. This way, if one of the
children buys an item but are not with his/her father, they can still earn reward points, get pricing
discounts,etc. Also, if the father goes in to buy his wife a gift, he can see what his wife has purchased
previously, as well as sizes and colors that she may prefer.
Adding a Contact
To add a new contact, select the Add button and the contact profile window will open.
45 1. The company and address information will be automatically entered into the contact profile window,
but this can be edited if needed.
2. Enter the rest of the information for the contact. Select the Save button when you have finished.
46 3. The contact will be entered into the contacts table on the Customer Card.
4. To edit the contact information, double click on the contact and the profile window will reopen.
47 The next section will go over how to navigate through the Customer Card and a brief description of what
information is stored within each tab.
Tax and Terms
The Tax and Terms tab is where you will enter information for the customer regarding their tax exemptions,
AR type, and terms.
Preferred Pricing
The preferred pricing tab allows you to give special pricing for specific customers. You enter the item in the
table, and enter the price for that customer. Any time the customer and item are entered into an Open
Invoice, the preferred pricing will be given.
48 Comments
The comments tab is a place for you to enter comments about the customer. The notify clerk field is where
you can enter comments that you want the clerk to see when the customer comes in. As soon as the customer
is entered in the Open Invoice, the notify clerk window will open with the comments. The comments field is a
place for you to enter any other comments concerning the customer. These are internal comments and will
only be seen on the Customer Card.
AR
The accounts receivable tab allows you to view any transactions done on account, and allows you to apply
payments to any open transactions. For more information on accounts receivable, see the online page
sensitive help.
49 History and Special Orders
The history tab shows you the customers purchasing history, and the special orders tab will display any
invoices the customer currently has open with special orders or layaways.
The Open Invoice
There are three types of Open Invoices in EVO. The instructions below will focus on the Core Invoice, and the
other two invoices are hold much of the same information. The Order Entry Invoice is designed for those who
perform a lot of special orders and layaway transactions. It shows the most information at one time. The Core
Invoice is designed for those needing to do more basic, quick sales, but it still has the ability to perform special
orders and layaways. The Touch Screen Invoice is designed for touch screen functionality but can also be used
with a mouse and keyboard.
Processing a Sale
To complete a sale, you will use the Open Invoice.
1. To open an Open Invoice, go to the Navigator, Sales, Invoicing and select the Open Invoice icon.
2. The first thing to do in processing a sale would be to add customers. If you do not track customers,
you can skip this step. Enter the customer ID, phone number, or company name, and the customer will
be entered into the open invoice.
3. Next you need to select a salesperson. Depending on what preferences you have set, you may or may
not require a salesperson. If you do require a salesperson, select an employee from the drop down.
50 4. Now you can enter the items being sold. There are three different ways for you to enter your items.
a. The first is to use your scanner, and scan the barcode label of the item. You can then edit the
quantity, price, transaction type and discount information if necessary. You can use quick keys
to perform all these functions.
b. The second way to enter items is by manually typing the SKU in the SKU field.
c. The third way to enter an item into the open invoice is to use the look up. From the lookup
button you can search the items within your database, and enter them into the invoice.
5. Once all the items are in the invoice, you are ready to post. You can see the subtotal amount at the
bottom left corner of the screen. You can also enter any freight for the invoice, and you will see the tax
calculated as well. The grand total takes into account the freight and tax, in addition to the subtotal.
51 6. You then need to select the method of payment that is going to be used to pay for the invoice. You can
do so by selecting the different button representing the method of payment, or you can select F12 to
see the method of payment window.
a. Using the individual buttons or quick keys: Using the individual methods of payment allows you
to enter in the dollar amount the customers pays, and then you can post the invoice. If they
want to pay with two different methods of payment, you would simply select the first type they
are using, enter the dollar amount, and then because there is a balance remaining, it will open
the method of payment window allowing you to select how they would like to pay for the rest.
52 b. Using the method of payment window: The method of payment window will show you all the
different types of payment in one window. You can then select the buttons that you need, and
see them listed in the table. When the balance is complete, you can post the invoice.
7. Emailing and Printing the Invoice/Receipt: From the method of payment windows, you have the ability
to email and/or print the invoice. To email, make sure the email check box is checked, and as long as
you have set up your SMTP information in General Preferences, the email window will open where you
can customize your email message, and send the invoice. To print, make sure the print check box is
checked, and depending on your computer preferences, either the invoice or receipt will print.
53 8. Once you have posted the invoice, it is moved to Closed Invoices.
Ending Tills
At the end of the day, you will balance your registers by using Ending Tills. You can find Ending Tills in the
Navigator, under Sales, Utilities, and Ending Tills.
1. Select whether you are running tills by All Registers, by computer or by clerk and make sure the date is
correct.
2. If you have run tills already for that day, but need to make changes, you will check the Force
Reconciliation check box. Checking this box resets any information previously entered for that date.
54 3. Select OK to run the tills.
4. The Ending Tills window will show you the date, the beginning and ending invoices, how much money
was in the prior day’s drawer, any cash in/out, and your funds from sales.
a. Funds from Sales: this number is not the total amount of sales you made for that date. It shows
the funds that you actually put inside the till. This will be discussed more in the Details section.
5. You will then enter the dollar amount that you are leaving in the till for that day. You will put this value
in the $ Left in Drawer field.
55 6. The estimated deposit reflects how much money should be left over after taking out what you are
leaving in the drawer. Enter the actual amount that you are depositing, and you will see the over/under
number change. If the over/under number is a positive number, it means you are depositing more
money than was in your drawer; if the number is negative, it means you are depositing less money
than was in your drawer. Ideally, this number will be zero.
Details
The details window will show you the transaction types being calculated in your funds from sales, and will
also show you your payments compared to your transactions.
1. To open the details window, select the Details button.
56 2. On the left side are all the methods of payments, and the right side has all the transaction types.
3. The methods of payments that are checked are the payment types that are added together to create
your Funds from Sales number.
Printing
To print your ending tills, select the print button and a print preview of the report will open. You are able
to print or save the document.
57 Reports
The reports in EVO are designed to give you as much information about your database as possible. To locate
the Reports, go to the Navigator, open Reports and select the Reports Icon.
58 The reports window allows you to see all the available default reports. The most common run reports are the
Sales Report and On Hand report.
Each report is easy to run with intuitive parameters and easy to read layouts. Simply double click on the
report, set your perimeters, and select Run Report. You have the ability to print the report or save the
report.
59 60