Contents
How do you?...

The topics below allow you to learn about the PowerPos  point of sales system.

Customers

Add Customers

Change Customers

Customer Reports

Control

Company Information	Report Printer

System Information	Receipt Printer

Employees

Add Employees

Change Employee Info

Access Change

Sales

Make Sales	Sales Screen Highlights

Open Drawer	Close Drawer

End Work Day	Layaways

Inventory

Add Inventory	Update Inventory

Add New Vendor	Change Vendor Info

Departments

Reports

Inventory	Sales

Customers	Profit and tax

Layaways


Add customers
Adding Customers

In order to enter new customers into your database select CUSTOMERS from the menu bar.  Select ADD A CUSTOMER.  Begin entering the customers infomation into the following fields:

NAME

PHONE NUMBER:  enter the phone number in the following format format,

(999) 999-9999.

FAX NUMBER

BILLING ADDRESS

SHIPPING ADDRESS:  if different from billing address.

CUSTOMER NUMBER:  an internal number you assign to this customer

COMMENTS

PRICE LEVEL:  see Price Level

CREDIT CARD NUMBER

TAX ID NUMBER

CUSTOMER NOTES:  can include anything you want to make note of on this particular customer.

Once you have entered the customers info, complete the add with one of the following function keys:

OK or ALT K is used to complete the transaction and add the customer to your database.

CANCEL or ALT C is used to end the transaction and NOT enter this customer to your database.

ANOTHER or ALT O is used to reset the screen and begin to add another customer.


Change Customers

In order to change any information on a customer all ready entered into your database, Select CUSTOMERS from the menu bar.  Choose CHANGE CUSTOMER INFO.  Enter the customer's name or any part of the name.  Click on SEARCH to bring up the customer's info.  If there is more than 1 match for the search, you will be offered a listing to choose from.  Move the arrow key or click on the appropriate customer.  Click on select or Alt S to Choose the customer to be updated and pull up their info.  Type over, delete or add the new information you want to change in any of the following fields:

NAME:  Enter the customer's name or any part of the name.  Use SEARCH or Alt H to pull the customers info up.  If there is more than 1 match in the search, you will be offered a list to choose from.  Select the correct customer by using the arrow keys or clicking on the correct then click on select or alt S.

Once the correct customer has been displayed you may type over existing info or add new info to any of the fields:

NAME

PHONE NUMBER:  enter the new phone number in the following format,

(999) 999-9999.

FAX NUMBER:  enter the new fax number

BILLING ADDRESS:  enter the new billoing address

SHIPPING ADDRESS:  enter the new shipping address

CUSTOMER NUMBER:  enter the new internal number you have assigned to this customer

COMMENTS:  enter the new comments

PRICE LEVEL:  enter the new price level,see Price Level

CREDIT CARD NUMBER:  enter the new credit card number

TAX ID NUMBER:  enter the new tax id number

CUSTOMER NOTES:  enter the new notes on this particular customer

Once you have entered the new information, use one of the following function keys:

OK or ALT K is used to complete the transaction and add the customer to your database.

CANCEL or ALT C is used to end the transaction and NOT enter this customer to your database.

ANOTHER or ALT O is used to reset the screen and begin to add another customer.


CUSTOMER REPORTS

The available customer reports are:

CUSTOMER LIST

MAILING LABELS

PAST SALES

To access these reports click on the "REPORTS" menu selection and

select customer Reports. You will then see a list of available customer reports.

Customer List and Mailing Labels

 NOTE: CUSTOMER LIST and  MAILING LABELS offer you the same search parameters.

  This report allows you to print a list of your customers based on specific search criteria. You can see a list of customers by the following:

By Zipcode:

Allows you to specify a list of customers based on their 	zipcodes.You need to specify the begining and the end zipcode:

For example I want to see all customers with zipcode starting

with 10001 to 89672.

Sales For  A Month:

You can see a list of customers based on sales for a particular month. You need to 	specify 3 things: 1.The begining amount 2. The End amount 3. The month that you wish to see.

For example: I want to see customers who have spent from

$5 to $100 in October.

Sales This Year:

Allows you to see a list of customers who have purchased anything from during the past 12 months.

Customer Notes Says:

Gives you  a list of customers  based on customer notes.

To use this feature you  need to enter 2 things. 1. 	The actual text of the note. 2.Which note you are refering to.

For Example: Lets say that when you add a new customer you have a note that you put the customers birthday and you always make the birthday note 1 (you have 	up to 6 notes per customer)	You can now ask Powerpos to print a report of all customers who have a particular birthday on note one.

Made Purchases In The Last:

Gives you a list of customers who have purchased something in  past:  month, 2 months, 3 months etc, etc, etc up to 12 months in the past.

For example I want a list of customers who have 	made a purchase in the last 6 months.

All Customers:

Gives you a list of all  your customers.

PAST SALES

 This report allows you to see past sales for on customer at a time. It allows you to see all the recipts that have bee issued to the customer that  you want to see.

For example: Lets say a customer wants to buy a 	particular product but does not 	remember the name 	of the product, with PAST SALES its a easy! To find out  what  the customer has purchased in the past just enter the customer name and press Search.


Company Information

   This screen allows you to enter allof your pertinent company information:

Company name, Address, Phone, Fax, The name of the sales tax

and the percent of the sales tax.

NOTE: Once you enter your company name and address these can not be changed.


ADD EMPLOYEES

This menu selection allows you to add employees to the database. It allows you to enter not only their name and address but also allows you to enter their security cleareance.

The Add Employee Screen is divided into 3 sections:

1. General Information

2. Security Options

3.Command Buttons

General Information:

This section allows you to enter the following:

Name, Address, Password, Initials, Phone, and Beeper (if any)

Note: some fields, like the password field, are not optional. You must enter information in the non-optional fields.

Security Options

Allows you to set what an employee can and can not do within Powerpos. Also, It allows you to set comission percentage. To activate an option, all you have to do is  click on the check box next to the option. A check next to the option means  that the employee has authority to perform that option. To remove authority for any option, just click on the option and make the check mark disappear. The security options available are:

Open Drawer: Can the employee set the satrting cash amount for the drawer.

 Close Drawer: Can the employee settle the money drawer at end of business day, or at the end of the shift.

 Make Sales: Can an employee make sales

Void tickets: Can an employee void a sale in progress

 Accept Returns: Can an employee ring up returned items.

No Sale: Can the employee open the cash drawer without ringing up a sale.

Add Inventory: Can an employee add items to the inventory database

Edit Inventory: Can the employee change information about items in inventory.

Add Customers:  Can the employee add customers to the database.

Edit Customers: Can the employee change information about customers that are already in the database.

End The Day: Can the employee print and clear the daily report information

Add Vendors:Can the employee add vendor information  to the database

Edit Vendors: Can the employee change information about existing vendors.

Access Matrix: Can the employee set up matrix inventory(color and sizes)

Access Control: Can the employee access the Control Menu

Change Access: Can the employee acces the Change Access menu.

This allows you to set the person who is currently working on the system. For example, suppose that the employee currently working the system does not have authority to give a discount. A customer comes to in that you wish to give a discount to. What do you do? You would go to the Employee Menu and select the Change Access option. A window will come up asking you to enter your password. Once you press enter the system will recognize you as the current user and set all the securioty to your level.

Give Discount: Can the employee give discounts

Add An Employee: Can the employee  add other employees to the database.

Edit An Employee: Can the employee change information about any of the company's enployees.

Access Reports: Can the employee access the reports menu

No Tax Option: Can the employee not charge sales tax on a sale.

Make LayAways: Can the employee mak layaways.

Take Readings: Can the employee take a reading of the drawer. This option allows you to see how much money,and  credit card recipts are suppose to be in the cash drawer.

Commission Information: Does the employee earn commission.

Command Buttons

Another: After you have enter all of the employees information and security permissions, you need to save this infortamtion to the database. If you have more employees to enter, it is recomended that you click on the Another button. This will save the employee information and allow you to enter the "Another" employee.

OK: Allows you to save the current employee's information and exit this screen.

Cancel: Cancels any information you are inputing. It will also exit you from this screen.


Change Employee Info

This menu selection allows you to change an employees information in the  database. It allows you to change their personal inforamtion and theur security clearence.

The Add Employee Screen is divided into 3 sections:

1. General Information

2. Security Options

3.Command Buttons

General Information:

This section allows you to enter the following:

Name, Address, Password, Initials, Phone, and Beeper (if any)

Note: some fields, like the password field, are not optional. You must enter information in the non-optional fields.

Security Options

Allows you to set what an employee can and can not do within Powerpos. Also, It allows you to set comission percentage. To activate an option, all you have to do is  click on the check box next to the option. A check next to the option means  that the employee has authority to perform that option. To remove authority for any option, just click on the option and make the check mark disappear. The security options available are:

Open Drawer: Can the employee set the satrting cash amount for the drawer.

 Close Drawer: Can the employee settle the money drawer at end of business day, or at the end of the shift.

 Make Sales: Can an employee make sales

Void tickets: Can an employee void a sale in progress

 Accept Returns: Can an employee ring up returned items.

No Sale: Can the employee open the cash drawer without ringing up a sale.

Add Inventory: Can an employee add items to the inventory database

Edit Inventory: Can the employee change information about items in inventory.

Add Customers:  Can the employee add customers to the database.

Edit Customers: Can the employee change information about customers that are already in the database.

End The Day: Can the employee print and clear the daily report information

Add Vendors:Can the employee add vendor information  to the database

Edit Vendors: Can the employee change information about existing vendors.

Access Matrix: Can the employee set up matrix inventory(color and sizes)

Access Control: Can the employee access the Control Menu

Change Access: Can the employee acces the Change Access menu.

This allows you to set the person who is currently working on the system. For example, suppose that the employee currently working the system does not have authority to give a discount. A customer comes to in that you wish to give a discount to. What do you do? You would go to the Employee Menu and select the Change Access option. A window will come up asking you to enter your password. Once you press enter the system will recognize you as the current user and set all the securioty to your level.

Give Discount: Can the employee give discounts

Add An Employee: Can the employee  add other employees to the database.

Edit An Employee: Can the employee change information about any of the company's enployees.

Access Reports: Can the employee access the reports menu

No Tax Option: Can the employee not charge sales tax on a sale.

Make LayAways: Can the employee mak layaways.

Take Readings: Can the employee take a reading of the drawer. This option allows you to see how much money,and  credit card recipts are suppose to be in the cash drawer.

Commission Information: Does the employee earn commission.

Command Buttons

Another: After you have enter all of the employees information and security permissions, you need to save this infortamtion to the database. If you have more employees to enter, it is recomended that you click on the Another button. This will save the employee information and allow you to enter the "Another" employee.

OK: Allows you to save the current employee's information and exit this screen.

Cancel: Cancels any information you are inputing. It will also exit you from this screen.

Search: After entering an employees name, click on this button and Powerpos will bring up all of the employees information.


Access Change

This allows you to set the person who is currently working on the system. For example, suppose that the employee currently working the system does not have authority to give a discount. A customer comes in that you wish to give a discount to. What do you do? You would go to the Employee Menu and select the Change Access option. A window will come up asking you to enter your password. Once you press enter the system will recognize you as the current user and set all the security to your level.


Control
This control menu allows you to enter the following:

 Company Information

Company name, Address, Phone, Fax, The name of the sales tax

and the percent of the sales tax.

System Information

Allows you to select the type of printers that you have on your 	system. You need to let Powerpos know how you want it to use 	these printers. Also on this screen is where you activate an 	electronic cash drawer. This screen alos lets you specify if you 	to 	print invoices or recipts. If you want to print both (invoices and 	recipts) just select both options., the program will ask wish type to 	print at the time of the sale.


Make Sales
MAKING SALES

This is the heart of Power Pos. This is the screen where all of the sales,

Inventory, and Customer information is gathered as you "ring-up" sales.

The screen was designed so that many of the features of Power Pos are

just a button click away.

SALES WALK-THROUGH

There are 2 types of sales. The first is one in which you do no want to

capture any customer information. The second type of sale, is the type

where you do want to capture or use the customers name and address.

First type of sale (no customer info):

 1. From the menu bar select MAKE SALES.

The MAKE SALES screen comes up and the cursor is at the REP field.

 2. Enter your employee password and press enter.

 3. Enter the item  or items that you wish to sale.

 4. When all the items are imputed press F3 or click on the TOTAL

      button.

 5. Select the payment type (I.E.: cash, visa, mc, check, etc, etc)

 6. Enter the amount of the payment received.

 7. Select what type of print out to give the customer either receipt of

      an invoice.

 8. Your are done. Go to next customer.

Second type of sale (capture or use customer info):

 1. From the menu bar select MAKE SALES.

The MAKE SALES screen comes up and the cursor is at the REP field.

 2. Enter your employee password.

 3. Click on or press the "alt-m"  key combination to go to the name

      field.

 4. The customer name and press enter. If the customer is on file

     you will see the information come up. If they are not on file then

     the program will ask you if you wish to add them to the customer

    database. If you want to add the customer the ADD CUSTOMER

    screen will come up. Once you  are done entering the customer,

    the program will take you back to the REP field. If you had entered

    your password previously, then press enter once your in the REP

    field.

 5. Enter the item  or items that you wish to sale.

 6. When all the items are imputed press F3 or click on the TOTAL

      button.

 7. Select the payment type (I.E.: cash, visa, mc, check, etc, etc)

 8. Enter the amount of the payment received.

 9. Select what type of print out to give the customer either receipt of

      an invoice.

 10. Your are done. Go to next customer.


OPEN DRAWER

This menu selection/screen allows you to enter the amount of cash with which you are starting your drawer. For example, if you always start the day with $50 in  cash, then you would type in 50 and press enter. It's that simple!

Multiple shifts/Multiple drawers

Power Pos is designed to have more than one logical drawer open at one time or at different times of the day. Suppose, that you open the store in the morning, but  leave at say 3:00 P.M. and another person takes over. In this situation, you might want to tally/close-out your drawer and have the person  taking over start out with a new "drawer". In this way, there is always accountability for the money at every shift.

Open Drawer Walk through

When you want to start the day or start a shift:

1. From the SALES menu select Open Drawer.

This will display the STARTING CASH SCREEN

2. In the starting cash screen type in the amount of cash that you are starting with.

3. Now select the drawer that you want to use. This does not mean that you have to have more than one physical drawer. Selecting a number for the drawer is like selecting a shift. So if there is only going to be one shift, then always leave 1 in the:What drawer are you using field.

4. Click OK.


CLOSE DRAWER

This option/screen is used to  tally/close a drawer for the day. This is were the money, credit cards, and AR are counted and matched against what Power Pos says that you did with the selected  drawer.

Close drawer walk-through

1. Select CLOSE DRAWER from the SALES MENU

This will make the Password Screen come up.

2. Enter your password and press enter.

This will make the a box come up asking you for the number of

the drawer that you wish to close.

3.Enter the number of the drawer that you wish to close and click on OK

This will make the Close Drawer Screen come up

The number that you enter here must be the same number that 	you entered when you open the drawer. If you entered 1 when you 	open the drawer you must now enter 1 to close the drawer.

4.In the close drawer screen enter the amounts of for the different items. For example, count the cash and enter the amount in the cash section. Then, count the MC, VISA, AMEX etc., and put in the totals in the proper fields. When you are finished entering all of the amounts,

press OK.

This will make the Drawer Balance Screen come up.

5. The Drawer Balance Screen lets you know if the numbers that you entered do not match what the computer says did in sales. This screen allows you to go back and RE-COUNT your drawer. If you do not wish to RE-COUNT your drawer then press on OK. If you press OK and the computer says that the drawer is not balanced then you will get a message asking you to enter a reason as to why you are not balancing

your drawer. Once you enter the reason press ENTER.


END WORK DAY

This menu selection allows you to close out the business day. It basically tells the software to make a tally of all the transactions for the day. This procedure should be done EVERY DAY.

*** Before strating this procedure make sure that all drawers have         been closed  for the day ****

End Work Day walk-through

1.Select/Click on the End of Day menu selection

2. Answer OK to the question abourt ending the work day

If all drawers have not been closed  you will receive a warning of 	this and the program will prevent you from closing the work day.

3. You will be askes to verify todays date. If the date is not correct click on "NO"  if the date is not correct.

4. After you have verified  the correct date, you will see the End of Day report screen. This screen allows you to view, print , or send to a file a number of daily reports.

** Note: Select the report or reports that you wish to see, simply by clicking  on the check box next to your choice. ***

5. When you are done viewing, or printing your reports you then click on proceed so that Power Pos can close out the business day.


ADD INVENTORY

This menu selection allows you to bring up the Add Inventory Screens. These screens allow you to enter your inventory. When you first bring up the Add Inventory Screen it looks like there is only one screen. To see the second screen click on "OTHER INFO". The information on the second screen is not mandatory. This means that you only need to fill out the information on the first screen in order to have an item in inventory.

** Note: Because of the "Copy Previous Item"  button, when you are entering large amounts of items, you want to have similar items entered at the same time. This way, you can copy most of an items Inventory information from the previous items information.

Adding Inventory

1. Click on "Inventory" in the menu bar and then clock on the "Add inventory" sub-menu item. This will cause the "Add inventory screens to come up.

2. Enter all of the information on the first screen. The following is not required: Bar code number. If you only have a barcode number then use it as the products stock number.

3. Once you have completed the first page, you can then click on "OTHER INFO" to go to the "Item's Miscellaneous Info". On this screen you can enter more information on the item. This information is not required.

4. Once you have completed the first page, and you do not want to enter extra information, you can click on either "OK" or "Another" to save the item into the database. The difference between "OK" and "Another", is that "OK" will save the information and leave the screen. "Another", will save the information, but will keep you in the screen so that you can enter another item.

5. If you are entering items that are similar, a way to speed up the data entry, is to use the "Copy previous item" button. It work like this:After you finish entering an item you press "Another" this saves the item and leaves you in the same screen. You now click on  "Copy previous item".This button will copy all of the information from the item that you just entered except the stock number. All you have to do now is enter the new stock number and change the fields that need to be changed.

OTHER INFO

Max and Min qty by month: In this section you can specify what is the maximum and minimum quantities of the item in question that you wish to whish to have in stock. The minimum qty is useful because the computer will automatically inform you when a product has reached its minimum quantity level.

Price per quantity breakdown: This section allows you to vary the price of an item depending on the number of items purchased. For example, if an item sales for 10.99, but if a customer buys 3 of them then you only want to charge 9.99. The way you do this, is to enter 9.99 in the price level and 3 in the quantity.


DEPARTMENTS

This menu selection allows you to enter, modify and delete  the different departments in your store. IE: Dairy, Canned Goods, Wines, Beer, Rums etc etc.

Working with departments

1. To add a new department simply go to the bottom of the list and enter the new name. When you are done you can click on "OK" or enter another department. Again, if you need to  enter another department just go to the next line.

2. To delete a department go to the line of the department that you want to delete, make sure you are in the name of the department, and press delete.

3. To update, change, a department simply find the department and type in the new information over the old. When you are done move to another row or click on "OK"  to make the changes take affect.


SALES REPORTS

The sales reports allow you to track your sales by different crtiteria and groups. The sales reports allow you to see your sales by time periods. So lets say you wanted to see how an item sold over the past week all you need to do is select the appropriate report and enter the start and end date and Power Pos does the rest. This is but on of  several of combinations possible,

SALES REPORTS

*** All sales reports allow you to specify the time period of the report

 BY DEPARTMENT

Allows you to see sales from any department that you wish.

BY VENDOR

Lists sales for a particular vendor.

FOR ONE ITEM

This report lets you see how well or poorly an item has sold.

BY EMPLOYEE

Tracks sales done by each employee. It even breaks down commissions.


Customers


PROFIT AND TAX

This report allows you to see how much gross profit you have made. It also, shows how much sales tax you owe.

Profit and Tax step by step:

1. From the menu bar select REPORTS . Then select PROFIT AND TAX.

This will bring up the SELECT A TIME PERIOD SCREEN

2. Use this screen to tell PowerPos what time frame you wish to see in your report. The options are : MONTH, DAY, and RANGE. So suppose

that you want to see how much taxes you owe for the last three months, all you have you have to do is go to the RANGE section and enter the date from which you want to start and the date that you want to end.

In our example. suppose its June 3rd. and you want to know the profit and tax for March, April and May. Go to the start and enter 3/1/97 then go to the end and enter 5/31/97 and press search.  When PowerPos is finished looking and assembling the numbers it will give you the option as to where you  want to see you report.

A more common practice is to see how much money you made in a month. All you have to do is go to month and click on the arrow. This will let you pick a month. Select the month and press search.


LAYAWAYS

Powerpos supports layaways. Layaways are made from the sales screen. the layaway report is found in the REPORT menu. PowerPos allows you to give customers more than one layaway at the same time.

How to a make a layaway

1.In the sales screen enter the customer information (i.e.: name, phone, etc.)

2.Enter the items being put on layaway. This is done just like any other sale.

3. When all the items are entered press the LAYAWAY button.

4.Follow the rest of the sale as you would any other sale.

5. To make a payment on a layaway: Enter the customers name in the sales screen. This will let you know if the customer has a layaway on file.  If the customer does have a layaway it will bring it up and put it into the sales screen. To make a payment  just press the LAYAWAY button and follow the screens.

LAYAWAY REPORT

This report give you a list of any customer that has a layway that has not been picked up.


Sales Screen Higlights
SALES SCRREN HIGHLIGHTS

This is  a description of the different features on the Sales screen.

THE BUTTONS

VOID: This button will void the current sale

NO TAX: Used when you do not want to charge sales tax

LAYAWAY: After you have entered the items being bought click here to turn the sale into a layaway.Click this button when a customer is making an installment on a layaway .

NO SALE: Click this if you want to open the cash drawer with out making a sale

RETURNS: Use this button when merchandise is being returned

LOCK REGISTER: This will lock the program and not allow you to do anything more until a correct password is entered

PAST TICKETS: Use in order to bring up or print old sales receipts and invoices.

DISCOUNT: When used allows you to give the customer a discount. Discounts are allowed on the entire sale, and item, a department.

INVENTORY SEARCH: Allows you to look up an item by various methods with out leaving the sales screen.

READING: Lets you see how much money. voids, credit card receipts you have rung up  up to that moment.

EXIT: Allows you to leave the sales screen


UPDATE INVENTORY

This is where you can change your inventory. This menu item gives you access to the Edit Inventory screens. Just like the Add Inventory screen, this function has two screens.

Updating Inventory

1. In order to update any Inventory item you must first enter its stock number and click on the "SEARCH" button. The program will then search the database and retrieve all the information about the item in question.

2. "OTHER INFO" allows you to go to the second page of information on the item.

3.To save any changes to the item that you are working on you can press either "OK" or "ANOTHER" The difference is that "OK" will save the information and leave the screen. "ANOTHER" will save the information and wait for another stock number to update.

4. "DELETE ITEM" allows you to delete an item. You must first use search to "bring up" the items information and then delete it.

5. "CANCEL" allows you to leave the screens and not save the changes that you are currently making. CAUTION: Any changes that you have already save will not be canceled by "CANCEL". It only cancels what is currently on the screen.


ADD VENDOR

This menu allows you to bring up the "ADD VENDOR  SCREEN". In this screen you can enter information about your vendors.

Adding a vendor

1. Enter the vendor information by filling out the requested information.

2. To save the information click on "OK" or "ANOTHER".

"OK": This will save the information and exit the screen.

"ANOTHER":  This will save the information and wait until you enter information about another vendor.


CHANGE VENDOR INFO

This menu item brings up the "EDIT VENDOR SCREEN".This screen allows you to change the information on any vendor.

Changing vendor information

1. Type in the name of your vendor and press or click on "SEARCH"

2. When the information on the vendor comes up, change what ever you need to change and press either "OK" or "ANOTHER"

"OK": This will save the information and exit the screen.

"ANOTHER":  This will save the information and wait until you enter information about another vendor.


INVENTORY REPORTS

Power Pos comes with over 50 built in reports! The reports that deal with your inventory are listed below.

Inventory list reports

These reports deal with listing of your inventory from different perspectives. You get to them by: Click on the REPORTS menu item selecting Inventory List and then selecting one of the four inventory list reports.

ONE DEPARTMENT:

This report allows you to see all the items in any ONE department.

FOR ALL DEPARTMENTS

Lets you see a list of items for all your departments. Basicaly your entire inventory.

FOR ONE VENDOR

Lists all items form one vendor

FOR ALL VENDORS

List all of your inventory, but breaks it up by vendor. If an item is bought from more than one vendor it will be segregated by its primary vendor.

INVENTORY HISTORY

This report will give you everything that has happened with an item since it cam into your inventory.

INVENTORY NEEDED

Report will tell you which items are running low. This report is based on the numbers that you put in when adding the item to inventory.(the info is taken from Max and Min Qty per month section of the second screen)

Note: The Inventory Needed report is also available on a daily basis every time that you close out the day.